HomeMy WebLinkAbout1986-07-28-1000AM-Special:.a
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BR.AZOS COUNTY
BRYAN. 71M.XA9
L' D,
1986 JUL 25 IW 3 13
.0 BRYA T rEXAST L
AGENDA FOR COMMISSIONERS' COURT MEETING - MONDAY, JULY 28u1986, 10:00 A.M.
1. Approval of the minutes of the meetings held on June 23,
1986, July 2, 1986 and July 9, 1986.
2. Consideration of Budget Amendments.
3. Approval of a Budget Amendment for Revenue Sharing.
4. Consideration of appointment of Larry Ringer to the Board
of Directors of the Brazos Valley Development Council.
5. Consideration of request from Ferguson Crossing Pipeline
Company to install gas pipeline within the right-of-way
of Walden Road in Precinct 4.
6. Consideration of award of the annual contract for Pest
Control for Courthouse and authorize the payment thereof.
7. Approval of the following change orders for work completed
on modifications and additions to the Courthouse:
a. Change order #1 - Rockford Business Interiors
b. Change order #22 - Utley James of Texas
8. Consideration of adoption of Personnel Policy for Brazos
County.
9. Consideration of change in status of employees.'
10. Consideration of Certificates of Cancellation and/or
Corrections for the•Tax office.
11. Payment of Claims
12. Other Business
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COMMISSIONERS- COURT
SPECIAL MEETING
JULY 28, 1986 ,
A, spacial meeting of the Commissioner's, Court of Brazos
County, Texas, was held in the Commissioner's, Courtroom in the
Courthouse in Bryan, Brazos County, Texas, beginning at 10:00 A.M.
on Monday, July 28, 1986, with the following members of the Court
present:
R. J. Holmgreen, County Judge, presiding:
Bill J. Cooley, Commissioner of Precinct 11
Walter Wilcox, Commissioner of Precinct 21
Billy E. Beard, Commissioner of Precinct 31
Milton Turner, Commissioner of Precinct 4
Frank Boriskie, County Clerk.
The following citizens and officials were in attendance}
Stub Davis Treasurer
Mike George KBTX - 3
Ronnie Crocker Bryan/College Station Eagle
Joachim Bengs Tax Office
W. D. Burley District Clerk
Billy Eubanks County Engineer
Bea Green Secretary to Commissioners
Sharon Fairchild Auditor
Carol Snedeker County Judge's Secretary
Buddy Winn Tax Assesor/Collector
-Jim Beamer Sheriff's Office
'The first matter for consideration by the Court was approval
of the minutes of the Commissioners' Court meetings held June 23,
1986, July 2, 1986 and July 9, 1986. On motion by Commissioner
Turner, seconded by Commissioner Cooley, the Court voted
unanimously to approve the minutes as submitted.
The Court next considered amendments to the 1986 General-Fund
Budget and the Road & Bridge Budget. The County Judge pointed out
that the $12,000 increase to the General Fund was due to the
expenses of visiting Court Reporters during capital murder trials.
On motion by Commissioner Cooley, seconded by Commissioner Beard,
the Court voted unanimously to approve the amendments as
submitted. A copy of the amendments are attached to and made a part.
of these minutes.
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Commissioners' Court Meeting, July 28, 1986, continued...
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The next item for consideration was an amendment to the 1986
Revenue Sharing Budget in the amount of $38,000 to cover expenses of
modifying a piece of heavy equipment for use at the Landfill. On
motion by Commissioner Turner, seconded by Commissioner Beard, the
Court voted unanimously to approve the amendment. A copy of which
is attached to these minutes.
The County Judge next offered the name of Larry Ringer for
appointment to the Board of Directors of the Brazos Valley Develop
Council to fill the vacancy created by Gary Halter who is no longer
an elected official. The appointment is for the remainder of a term
ending September 30, 1986 and for a 3 year ;ern beginning October
1,1986 through September 30, 1989. On motion by the County Judge,'
seconded by Commissioner Wilcox, the Court Toted unanimously to
appoint Larry Ringer to the Board of Directors for the terms
outlined above.
The Court next considered an appeal from Ferguson Crossing
Pipeline Company for authorization to install a 4' poly gas pipeline
across the right-of-way of Walden Road in Precinct 4. On motion
Commissioner Turner, seconded by Commissioner Beardi'the Court, voted-
unanimously to approve the request and authorize the installation of r
the pipeline. A full copy of the application is attached hereto.'
The Court proceeded to consider the following bid:
Bid No. 294 - Annual contract for pest controls
a) Initial treatment b) Monthly
remodeled jail treatment
1. Becker Termite &
Pest Control -0- $498.00
2. Orkin Exterminating
Company, Inc. $100.00 $430.00
3. Herwald Pest
Control, Inc. $165.00 $584.00.
4. Hammond Termite &
Pest Control $150.00 $36640
5. Quality Pest
Control $ 99.00 $33440
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Commissioners- Court Meeting, July 28, 1986, continued...
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The auditor advised the Court that Mr.Dobbins with Maintenance
recommended the low bid of Quality Control and stated that
Quality agreed to use a pesticide that would not leave residue
on the floors and walls. On motion by Commissioner Turner,
seconded by Commissioner Cooley, the Court voted unanimously
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to award the contract to Quality Pest Control.
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The Court'next considered for approval the following change
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orders as submitted by the Architect:
1. Change order number 1 to the Rockford Business Interiors
contract in the amount of $1,164.32 for the purchase of
two Egan Visual Conference Systems for the 85th District
;
Court and the County Court At Law on the second floor. On
motion by the County Judge, seconded by Commissioner
Beard, the Court voted unanimously to approve the change
order. A copy of which is attached hereto.
2. Change Order Number 22 to the Utley James of Texas
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contract in the amount of $48,666.38 credit for:
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a) Reimbursement for utilities used during Phase I
construction in the amount of $38,466.38., credit.
b) Delete floor covering and base in Phase II of the jail
in the amount of $17,200.00, credit.
On motion by Commissioner Beard, seconded by Commissioner
Cooley, the Court voted unanimously to approve the change
order. A copy of which is attached hereto.
Next to be discussed were Personnel Policies for Brazos
County. Commissioner Beard suggested that all reference to
,
"Department Head" be changed to "Elected official" because there is
no Department Head that is not under the direction of an Elected
Official,therefore there is no need for the reference. The County
Judge indicated that if a Department Head makes a decision and the
Elected official agrees with the decision then that Elected official
would be responsible to answer for that decision. Commissioner
Wilcox state that the only change that had been discussed with the
Committee was section 8.09 which addresses extended leave for
illness or temporary disability. The Committee had added "extended
leave for this purpose, whether paid or unpaid, may not exceed 90,
calendar days. Commissioner Wilcox-s suggestion is to strike "may
not exceed 90 calendar days and in its place insert the words
"shall be received by the Personnel Department.within the first 10
days after a request is made and reviewed
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Commissioners- Court Meeting, July 28, 1986, continued...
every 30 days thereafter" inserted in its place.
He referenced that
"by the Personnel Department" is for the benefi
t of the
Commissioner-s Court. Commissioner Wilcox moved
to adopt the
Policies with the recommended changes to section
8.08 as outlined
above and that they become effective as of July
1, 1986 because of
the calculation of vacation and sick leave. Commissioner Beard
seconded the motion with the provision stated by
Commissioner
Wilcox.. The County Judge questioned the legali
ty of adopting the
policies expo facto, whereupon Commissioner Wilc
ox amended the
motion to make the effective date August 1, 1986
. Commissioner
Beard seconded the amendment with all members of
the Court voting
"AYE". A full copy of the policies are attached
to and made a part
of these minutes. Commissioner Wilcox thanked t
he committee for
their assistance in finalizing the policies and
commended them for
their efforts. The County Judge also expressed
his appreciation for..
the time and effort put forth by the committee o
n the policies.
The Court next considered the change in status of the
following employees:
Barnett, Kathleen Ext. Service
Terminate
Duffy, Michael County Judge
New Emp.
Duffy, Michael County Judge
Terminate
McPherson, Rebecca District Attorney
Terminate
Taylor, Lee J.P., Pct 7, P1 1
Terminate
Berger, John Road & Bridge
Terminate
Agerton, William Health Dept.
Terminate
Hubert, II, Laverne District Attorney
Step Increase
Valverde, Alfredo District Attorney
Step Increase
Lamar, Brenda District Attorney
Step Increase
West, Donna District Attorney
Step Increase
Carter, Chris Civil Defence
,Step Increase
Holton, Sheryl County Attorney
Step Increase
Collins, Linda J.P., Pct 2
Step Increase
Montemayor, Sonia Cnty Crt at Law #1
New Employee
Newsom, Rickie Road & Bridge
New Employee
Teague, Jr, Jimmie Road & Bridge
New Employee
Lyon, John Road & Bridge
New Employee
Kubichek, Susan County Judge (MPO)
New Employee
McCollum, Teri Health
New Employee
on motion by Commissioner Cooley, seconded by Commissioner Beard,,
the Court voted unanimously to approve the changes as submitted.
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Commissioners' Court Meeting, July 28, 1986, continued...
bt The Court next considered the following Claims as submitted by
the County Treasurer for payment:
10 General Fund----------------------Claims 58723 thru 59184
Claims thru
Claims thru
Claims thru
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30 Capital Projects & Improvements: Claims thru
Proposition I--------------Claims 58723 thru 59189
Claims thru
Claims thru
Proposit:r.on II------=------Claims thru
Claims thru
42 Revenue Sharing-------------------Claims -thru
Claims thru
Claims thru
Claims thru
40 Law Library-----------------------Claims 5919'-d-thru 5920
Claims thru
Claims thru
90 Community Resources Officer-------Claims 59841 thru 59247
Claims thru
Claims thru
91 Juvenile Commission Grant---------Claims 59248 thru 59249
Claims thru
25 Capital Improvement Debt Service--Claims thru
Claims thru
26 Road & Bridge Debt Service--------Claims thru
Claims thru
31 State Lateral Road----------------Claims thru
Claims thru
Claims thru
• 30 R-O-W Equipment & Improvement-----Claims thru
Claims thru
33 FM and Lateral Road--------------- Claims thru
Claims thru
43 Oil and Gas Fund------------------Claims thru
Claims thru
45 Omnibus Crime Control Fund--------Claims thru
Claims thru
92 Council on Arts Grant-------------Claims thru
Claims thru
Claims thru
93 Sesquicentiennial----------------- Claims 59250 thru 59262
Claims thru
20 Road & Bridge---------------------Claims thru
Claims thru
Claims thru
Claims thru
22 Road & Bridge No. II Precinct 1---Claims thru
Claims thru
Precinct 2---Claims thru
Claims thru
Precinct 3---Claims thru
Claims thru
Precinct 4---Claims thru
Claims thru
94 Victim Assistance Program---------Claims 59263 thru 59265
Claims thru
54 Health Department-----------------Claims 59230 thru 59240
Claims thru
55 Foster Care-----------------------Claims thru
Claims thru
On Line Checks - 23020 - 23022 thru 23026 & 228 thru 23029
On motion by Commissioner Cooley, seconded by Commissioner
Beard, the Court voted unanimously to approve the Claims as
submitted.
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Commissioners- Court Meeting, July 28, 1986, continued...
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The foregoing minutes of the Commissioners' Court meeting
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held July 14, 1986, have been examined and approved in open Court
this the 95 day of 1986, in Bryan, Brazos County, Texas.
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J. Ho mgreen Bill J. oley ;
County Judge Commissioner, Precinct 1
Walter Wilcox Billy E.B and
Commissioner, Precinct 2 Commiss er, Precinct 3
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Milton Turner ' rank Bor k
Commissioner, Precinct 4 County Clerk
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BRAZOS COUNTY, TEXAS 1
r BUDGET AMENTDMENT(S) FOR THE 1986 BUDGET YEAR
t r NO. 12
On this the 28th day of July, 1986 at a special session of the `
Commissioners' Court the following members were presents ,
R. J. Holmgreen, County Judge, Presiding
Bill J. Cooley, Commissioner, Precinct 1
Walter Wilcox, Commissioner, Precinct 2,
Billy E. Beard, Commissioner, Precinct 3
Milton Turner, Commissioner, Precinct 4
Frank Boriskie, County Clerk
The following proceedings were held:
THAT WHEREAS, on July 28, 1986, the Court heard and approved a budget amend-
ment for the 1986 budget year for Brazos County, Texas.
WHEREAS, an emergency expenditure is necessary due to grave public necessity,
to meet unusual and unforeseen conditions which could not be reasonably
included in the original budget adopted November 19, 1985, the following
amendment(s) to the original are hereby authorized, as described on the
attached 2 page(s).
ADOPTED AND APPROVED this the 28th day of July, 1986 E
THE COMMISSIONERS COURT OF BRAZOS COUNTY, TEXAS. ,
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By. f ~gL4,E!,ZR. J. Holmgreen, County Judge
Originals County Clerk's Office to be attached to the original budget
Copies: County Auditor ,
County Treasurer
Commissioners Court Minutes
Budget Amendment File
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Account No. Depart sent Reason Increase (Decrease
10-39-6210 ' J. P. Pct 1
Realocation
11
Off. furniture/equipment
of funds
( 300.)
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10-39 5510 J. P. Pct 1
Realocation
nds
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( 50.)
Conference/memberships
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10-39-5530 J. P. Pct 1
Realocation•
Travel/meals/lodging
of funds
350.
NO INCREA
SE TO DEPARTMENT
BUDGET
10-31-5418 Sheriff
Realocation
Maintenance contracts
of funds
( 1,000.)
10-31-6211 Sheriff }
Realocation
Radio equipment
of funds
( 1,000.)
10-31-6210 J. P. 5
Realocation
Office furn/equip.
of funds
2,000.
NO INCREASE TO DEPARTMENT
BUDGET
10-27-6212 Data Processing
Realocation
Computer equipment
of funds
( 5,000.)
10-27-5118 Data Processing
Realocation
Temporary help
of funds
5,000.
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NO INCREA
SE TO DEPARTMENT
BUDGET
10-28-5511 Brazos Center
Realocation
Printing/filming
of funds
4,000.
10-28-6214 Brazos Center
Realocation
Equipment/material
of funds
( 4,000.)
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NO INCREA
SE TO DEPARTAMENT
BUDGET
10-16-5515 85th Dist.Ct.
Increase'do to
12,000
Visiting Court Reporters
Capital murder
cases
INCREASE TO
DEPARTMENT BUDGET
$12,000
TOTAL INCREASE TO GENERAL FUND BUDGET $129000.**************
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Account No. Department Reason Increase (Decrease)
20-40-6230
Road & Bridge
Realocation
(65,000.)
Major road 6
bridge projects
of funds
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20-40-6220
Road 6 Bridge
Realocation
40,000.
Road & bridge
equipment
of funds
20-40-5730
Road & Bridge
Realocation
25,000.
Road & bridge
maintenance
-.of funds
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NO INCREAS
E TO DEPARTMENT
BUDGET
•s*+►******•**
NO INCREASE
TO ROAD & BRIDGE
BUDGET
VO PAGE
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BRAZOS COUNTY, TEXAS
BUDGET AKKNTDHENT(8) FOR THE 1986 BUDGET YEAR
s , N0. 13
On this the 28th day of July, 1986 at a special session of the
Al" Commissioners' Court the following members were present: ti
R. J. Holmgreen, County Judge, Presiding
Bill J. Cooley, Commissioner, Precinct 1
Walter Wilcox, Commissioner, Precinct 2,
Billy E. Beard, Commissioner, Precinct 3
Milton Turner, Commissioner, Precinct 4
Frank Boriskie, County Clerk
The following proceedings were held:
THAT WHEREAS, on July 28, 1986, the Court heard and approved a budget amend-
ment for the 1986 budget year for Brazos County, Texas.
WHEREAS, an emergency expenditure is necessary due to grave public necessity
to meet unusual and unforeseen conditions which could not be reasonably
included in the original budget adopted November 19, 1985, the following
amendment(s) to the original are hereby authorized, as described on the
attached 1 page(s).
ADOPTED AND APPROVED this the 28th day of July, 1986
THE COMMISSIONERS COURT OF BRAZOS COUNTY, TEXAS.
By: J. Holmgreen, County Judge
Original: County Clerk's Office to be attached to the original budget
Copies: County Auditor
County Treasurer
Commissioners Court Minutes
Budget Amendment File
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Account No. Department Reason Increase Decrease I~
p.
I 42-68-6371 Revenue Sharing Modification
Improvement-other Landfill
equipment 38,000.
INCREASE TO REVENUE SOARING BUDGET 838,000.,
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H M MO FOR FILE
,y July 18, 1986
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RE: Budget amendment in Revenue Sharing Fulld Lor,14ndl'ill Repair.
Per section 350 of the Revenue Sharing Handbook, "Amending the Budget",
the following excerpt from the Code of Federal Regulntiona stntes:
...If an existing state or local law which governs budget amendments
or modifications includes a public notice, at least one hearing and
allows for public inspection of documents, then the recipient must
follow the existing law in amending or modifying its budgeted revenue
sharing funds (31 C.F.R. section 51.15).
...Without a state or local law which meets the above requirements
(the three elements), a recipient wishing to make a "major change" to
its adopted revenue sharing budget is required to follow the complete
procedure for the budget hearing, including publication and publicity
requirements.
..In the revised regulations which became effective October 30, 1981,
the definition of major change was modified to mean, ..any change in
the enActed budget which, on a cumulative basis, affects the use of
more than $2000 of entitlement funds and affects 25 percent or more of
the entitlement funds as originally enacted in the budget of the
recipient government." Under the revised rules, a budget amendment
which does not meet both criteria is not considered a major change
(31 C.F.R. section 51.15(C)).
For the period of October 1, 1985 through December 31, 1985, the revenue
sharing budget was increased by $221,100. For 1986 through July 14, no
increases were made but $62,900 in changes were made to the revenue
sharing budget. The current budget amendment needed for the Landfill
repair totals approximately $37,460.
Our total entitlement funds as originally enacted in the budget for
Entitlement Period 17 is $467,596. Twenty five percent of this total is
$116,899. The budget amendment changes (referred to above) from October
1985 through July 1986 total $321,460 (this amount includes the proposed
budget amendment for Landfill). $321,460 is sixty nine percent of the
entitlement funds, as originally enacted.
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Even though the budget amendment for the Landfill would be considered a
"major change" (since the cumulative percentage of the total changes is
over 25 percent of the entitlement funds), the regulations clearly state
that a major change applies ONLY to recipients who must follow the
revenue sharing public participation requirements. Since Brazos County
has its own budget amendment policy which contains the "three essential
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elements , we do not have to follow the public Rarticipation requirements
set forth by Revenue Sharing. Therefore, the 'major change" clause does
not apply to us .
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Please note that the Revenue Sharing budget amendment will,be listed
separately on the Commissioners Court agenda.
Rosalie Todaro July 18, 1986
Assistant County Auditor
Brazos County
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NOTICE OF PROPOSED INSTALLATION IN COUNTY RIGHT-OF-WAY
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To the Commissioners' Court of BRAZOS County, Texas
Brazos County Courthouse
Bryan, Texas 77801
' Formal notice is hereby given that
Applicant, proposes to place a 411 poly gas Pipe line within the right-,
of-way of Walden Road in Brazos County, Texas as follows:
4 The location or description of the proposed installation is more fully shown
by 3 copies of the drawings attached to this notice.
I understand and agree that:
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1. The Commissioner of the Precinct in which the right-of-way lies
must be notified prior to the beginning of construction in order
that the Commissioner might be on hand to designate the actual
location of the installation.
2. That all damage to the roadways and rights-of-way will be repaired
to their original condition to the satisfaction of the Commissioner
in which the roadway or•right-of-way lies.
3. That BRAZOS COUNTY reserves the right to require Applicant to relo-
cate or lower any such line at no cost to BRAZOS COUNTY, should
same become necessary due to widening or lowering, or other alter-
ation of the roadway or right-of-way.
4. That BRAZOS COUNTY is in no way responsible for any damage that
might occur to any existing utility lines in the right-of-way.
5. That the line will be constructed and maintained on the county right-
of-way in accordance with governing laws.
6. That„the line or lines will be constructed no less that forty-eight
inches (48") lower than the lowest part of the drainage or bar ditch
and the drainage is to be considered at least two feet (21) below
the center of the roadway.
7. That all roads be bored to forty feet (401) on either side of the
right-of-way or cased for such distance.
8. That all sites will be barracaded during the construction period.
Construction of this line will begin on or after the ~ B day of A-10/ d
APPROVED BY COMMISSIONERS' COURT
Date: Y~-
Firm: F
Title: b; St. O• Lrl -S~~Prv.'sor
Address: p_n_ Drawer 'I88 _
LVAna_ T xaa 77863
Phone: 409-596- 083
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RESEARCH
R tP ANNEX c ,,o
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RURAL - - ( .j• a 1COLLE
SUB ID l STATIC
ASION NAMES I~ t 7.6
a FRANKLIN ESTATES 31 WELCH SUBDIVISION 61 VIMBERVnLDE !1 1
2 PETERS SUBDMISlom 32 WIXON LAXES ESTATES - 62 C J PORTERF1El0 R
3 BRIARW000 RETREAH 33 PARK L10OD ESTATES 63 RAVENWOOD "
.i-:f~..... .ORKHILLS 34 GARTER LAIC a wore
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CHANGE
ORDER
AIA DOCUMENT C701
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RECEIVED
RECEIVED JUL 15 1986 RECEIVED
Distribution to:
OWNER ❑ WJUL 11 1'86W
ARCHITECT ❑ C C
CONTRACTOR ' ❑ DIST. TO: VATEt
FIELD ❑ ;
OTHER ❑
PROJECT: Furniture for Brazos County CHANGE ORDER NUMBER: #1
(name, address)
INITIATION DATE: July 7, 1986
TO (Contractor):
F 7 ARCHITECT'S PROJECT NO: 1985-123
Rockford Business Interiors CONTRACT FOR: Furnishings
P.O. Box 162110
Austin, Texas 78746
L CONTRACT DATE: 12 May 1986
You are directed to make the following changes in this Contract:
Item No. 1: Furnish two Egan Visual Conference Systems, Catalogue No. RW 4845
with veneer:
Wood light oak
Porcelain white/bronze
Fabric beige
Add.... * .............................................................$1,164.32
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Not valid until signed by both the Owner and Architect.
Signature of the Contractor indicates his agreement herewith, including any adjustment in the Contract Sum or Contract Time.
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Vn6n.m J~ na. au, .l Y..q Rava.v...ccv~.mT n.a..r way ..aa W 1I J, VV- .V a
Net change by previously authorized Change Orders $ -0-
The (Contract Sum) (Gvacxuoed••Ma+uswbmjG w4 prior to this Change Order was $ 173,604 ,81
The (Contract Sum) (GwaraAWe4A4ax4mwu+-G will be (Increased) (deere89ed)-4uoelronaed)
by thls'Change Order $ 1,164 ,32
The new (Contract Sum) (Gaerentee4M" rmrmEest) Including this Change Order will be $ 174,769 .32
The Contract Time will be itnerea9ed)-{deemesed) (unchanged) by ( -0-) Days.
The Date of Substantial Completion as of the date of this Change Order therefore is July 4, 1986
Authorized:
-Tack W_ Cumntnn & Aaanr_- Tnr, Rnrlrfnra R,rainann Tnreriara Rrn7nn rnunry
ARCHITECT 4103 S. Texas Ave. #202 CONTRACTORP.O. Box 162110 OWNERBrazos County Courthouse
Address Address Address
Br an Texas 77802 Aus i Texas 78746 Bryan, Texas 77803
• y
f~~ - I o f gy 1 wt/
)D~E q D E 7-/0 v DATE
AIA DOCUMENT 1 CHANGE ORDER • APRIL 1978 EDITION AIAe • m 1978 701 -1978
THE AMERICAN INSTITUTE OF ARCHITECTS, 1735 NEW YORK AVE, N W, WASHI C}~ C 20006 S PAGE r
'11
,
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RECEIVED
CHANGE Distribution to: i i
ORDER ARCHITECT 13 13 C A U L 21'86W
AIA DOCUMENT G701 CONTRACTOR ❑ DIST. T0: DAT&
C
FIELD ❑
OTHER ❑
PROJECT: Brazos County Courthouse CHANGE ORDER NUMBER: Twenty Two (22)
(name, address) Bryan, Texas
INITIATION DATE: July 9, 1986
TO (Contractor):
r ARCHITECT'S PROJECT NO: 1977-106
Utley-James of Texas CONTRACT FOR:
P.O. Box 26068
Austin, Texas 78755
L CONTRACT DATE: November 22, 1982
You are directed to make the following changes in this Contract:
Item No. 1: Reimbursement for utilities used during Phase 1 construction as per
Utley-James proposal of August 27, 1985.
Deduct, v o 6 ( $319466.38 )
Item No. 2: Delete floor covering and base in Phase II jail.
Deduct $17,200.00 )
Total Deducts ( $48,666.38 )
II
g~~~// ny wsf~
DA I OAT DATE r r
AIA DOCUME41-1Cl01 • CHANGE ORDER • APRIL 197A ITION • AIAd • 0 1978 6701 0197♦a
THE AMERICAN INSTITUTE OF ARCHITECTS, 1711 NEW YORK E., N.W., WASHINGTON, D C. 'MA YOL .-I -PAGE a-`
4 ,
t
Not valid until signed by both the Owner and Architect
Signature of the Contractor indicates his agreement here%%iih, including any adjustment in the Contract Sum or Contract Time.
The original (Contract Sum) (GaaP&P4ee4-M6.VAPVJQUCe6t) was . . . . . $ 7,026,090-00
Net change by previously authorized Change Orders . . $ 783,156.54
The (Contract Sum) (Graararu~d.artaxusLUtsLostl prior to this Change Order was . , $ 7,809,246.54
The (Contract Sum) (6n,ara#ee4-M"+n;i w r6ost) will be 4ai;wase4(decreased) (WaGhaaj"
by this Change Order $ 48,666.38
The new (Contract Sum) (61arueodlrtaicwuua~rscu Including this Change Order will be $ 7,760,580-16
The Contract Time will be 4iwuoaw4di_4decseac W.4unchanged) by ( -0-) Days.
The Date of Substantial Completion as of the date of this Change Order therefore is March 10, 1986
Authorized:
Tack W_ r mmptnn A Aaanr Tnr• - Rra7na r'nnnty
1 HITECT CONT ACTOR OWNER
~3 Texas Ave. 911it-A O P_D_ Rnx 2fst)6R Rra7nn Cn.intx rnurthnUaa
Address Address Address
Rrvan_ Tiaxae 77Ra2 _ A„arin To-aa 797S5 Brvan. Texas 77803
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BRAZOS
COUNTY .
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PERSONNEL
DEPARTMENT
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TO; Commissioners' Court
FROM Personnel
SUBJECT: Proposed Personnel Policies
DATE: July 21, 1986
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Attached is a draft copy of the Personnel Polices proposed
by the committee selected to review the policies drafted by
Ray and Associates. This draft includes comments and recommend-
ations made after the policies were delivered to all elected
;
officials and department heads for their review and comments. '
One recommendation has not been included in the draft and
that one pertains to the recruitment and employment of persons
who live outside of Brazos County. I have attached a copy of
}
regulations from the EEOC Compliance Manual for your information
r~
to assist you in making the decission to add this to the policies.
Please read the policies thoroughly at your earliest conven-
ience as I would like to have the matter placed on the Agenda for
` the Commissioners' Court meeting to be held Monday, July 28th.
I would recommend that the policies become effective immediately,
with one exception and that being the section on vacation and sick
"
leave. I would hope that that section would become effective the
first of the year, so that the record keeping could be done without
confusion to everyone.
These policies have been in the making for quite some time,
please, lets get them finalized in the very near future so that
S
an employee handbook can be made available to the employees.
300 East 26th Street Suite 117 , . Bryan, Texas 77803-5327 (409) 361-4114
VO PAGE L3
..<.1M.`,S, ~...J-`.,..,'M.L..~y.r.t,^{.xlh-.~..•w.,.AA,:-~.-16h~.r.r~-n~.ua~sc-,-'7~~~~-r.'n.?^`ra-'ccx`?~ - -:1..~':^--~. --r~.,~i.
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7
CITIZENSHIP, RESIDENCY REQUIREMENTS.
No. 43 ALIENS AND UNDOCUMENTED WORKERS 622:0009
(b) Federal Court Cases - In Bryant-v. International School Sarvices, Inc.,
Civil Action No. 78-251 (D.C. N.J. December 4, 1980), the U.S. District
Court to New Jersey held that as a matter of statutory construction, Title VII of
the 1964 Civil Rights Act is applicable to acts of discrimination committed against
U.S. citizens outside the territorial limits of the U.S. The court reasoned thee,
by negative implication, Congress intended to provide relief to nonaliens employed
by an employer otherwise subject to the Act when it expressly excluded aliens
employed outside any state.
6=G 'Residency Requirements
(a) Introduction - Residency requirements, like citizenship requirements,
are not per se prohibited by Title VII. They are, however, prohibited
by Title VII if they are imposed in a discriminatory manner based on race, sex,
color, national origin, or religion.
(b) Processing a Residency Requirement Charge - In processing a charge
which raises the issue of residency requirements as discriminatory on
the basis of race, sex, color, national origin, or religion, the following
information should be obtained and broken down into the category for the basis
under which the charge is filed:
(1) the SMSA for the entire metropolitan area in which the charge is
filed;
(2) the SMSA labor force for the entire metropolitan area;
(3) the labor force for the city, county, or other jurisdiction with
the residency requirement;
(4) the exact residency requirement;
(5) respondent's labor force; and
(6) applicant flow data.
The above list is intended to be a guide and not exhaustive of the type
of evidence needed for a residency requirement charge. After all the evidence is
obtained it should be analyzed to determine whether there is adverse impact. In
conducting the investigation, the EOS should bear in mind that the disparate
treatment theory may apply and should solicit evidence which may be indicative of
such. It should also be noted that the residency requirement may have an adverse
impact on one group but not on another, depending upon who is challenging the
residency requirement and on what basis. The following examples are illustrative
of these points.
Example 1 Adverse Impact - City B has a residency require-
ment which requires that all city employees reside within
its city limits. The labor force for the city is 70% Black
(90Z are residents), 282 White (87Z are residents), and 22
other. CP (Black) was denied employment due to his status
as a nonresident and filed a charge alleging racial
discrimination. Investigation of the charge revealed that
80% of City B's employees are Black, 192 are White, and 12
Rispaaic, Asian, and other. All of City B's employees are
residents. The residency requirement does not have an
adverse impact on•Blacks.
(1/82)
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Example 2 Disparate Treatment - City B has a'residency
requirement which requires that all city employees reside
within its city limits. The labor force for the city in
which this charge is filed is 60Z White. 35Z Black, 3% ' Hispanic, 12 Asian and 1% other. CP (Black) was denied
employment due to her status as a nonresident and filed a
charge alleging racial discrimination. Investigation of
the charge revealed that some of the city's White employees
do not live within the city limits of City B and that City
B has never hired any Blacks who did not meet the residency
requirements. The disparate treatment theory applies to
these facts and a cause determination should be issued.
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(For a' complete discussion of the adverse impact and disparate treatment theories
of discrimination, see 4604, Theories of Discrimination.)
Residency requirements which are also employee selection 'procedures
fall within the Uniform Guidelines on Employee Selection Procedures (UGESP). 29
C.F.A. 11607. Charges which raise residency requirements or issues should be
analyzed according to the UGESP. (For guidance in analyzing these charges under
the UGESP, see 1610 of this manual.)
' Note: Although residency requirements may not be in violation of Title
i VII, they may be unconstitutional under the 14th Amendment's Equal Protection
Clause and under the Civil Rights Act of 1866. (See 1622.8 for a discussion of
this related authority.)
(c) EEOC Decisions
In EEOC Decision Nc. 71-1471, CCH EEOC Decisions (1973) 16220, the
Commission found that an employer's use of a policy of refusing employment to
persons who resided more than 25 miles from its plant and who lacked private
transportation could not be viewed as unlawful discrimination against Blacks. The
high rate of participation of Blacks in the work force indicated that the residency J
regiiement did not have a disproportionate impact on Blacks as a class.
In EEOC Decision No. 72-1176, CCH EEOC Decisions (1973) 16359, the
Commission found that there was a reasonable basis for finding that an employer
committed unfair employment practices by failing to hire charging party and other
Hispanics because of their national origin. The employer's contention that it
preferred someone who had lived in the area for many years was without merit
because the employer had previously hired a person who came from a different region
of the country.
In EEOC Decision No. 71-1300, CCH EEOC Decisions (1973) 16210, the Com-
mission found that an employer and a labor union engaged in discrimination on the y
basis of sex and national origin by maintaining a bargaining contract under which
male flight stewards were domiciled in Hawaii, were paid a coat-of-living bonus,
and received layover benefits while in San Francisco on the basis of such domicile.
Female flight stewardesses were domiciled -in mainland United States and not given
any layover benefits while in San-Funcisco whether domiciled there or not.
622.7 Undocumented Workers - Applicability of Title VII
(a) Introduction - The fact that a potential charging party is or is not a
citizen of the United States does not preclude him/her from filing a
Title VII charge. The U.S. Supreme Court has held that "aliens are protected from •
(1/82) 94 t
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discrimination under the Act." See Espinoza v. Farah Manufacturing Company, supra,
414 U.S. at 95. Furthermore, the acceptance. or rejection of a Title VII charge
should not hinge upon the potential charging party's status as a documented or
undocumented alien. It is the Commission's position that the tam "any individual"
in 1703 of the Act includes any person whether documented. or not., within the
jurisdictional boundries of any "State";. i.e., any state, of the U.S., the District
of Columbia, Puerto Rico, the Virgin Islands, American Samoa, Guam, Wake Island,
the (Panama) Canal Zone, and Outer Continental Shelf Lands as defined in the outer
Continental Shelf Lands Act.
(b) Charge Processing - Charges filed by undocumented workers are to be
filed on the basis of national origin, race, color, sex, or religion,
not on the basis of the person's status as an undocumented worker. Only if an
individual's status as a documented or undocumented worker is pertinent to the
allegations in the charge should (s)he be quiried about his/her status under the
Immigration and Nationality Act. However, when the person's status as an
undocumented worker is raised by the respondent as a defense to a charge of failure
to hire, the issue becomes non-CDP, and OPI should be contacted prior to drafting
an LOD.
(c) Related Authority - In NLRB v. Apollo Tire Co., Inc., 604 F.2d 1180
(9th Cir. 1979), the Ninth Circuit held that employed aliens were
"employees" as defined by the National Labor Relation Act (NLRA), even though they
were undocumented and not entitled to work or reside in the U.S. The Ninth Circuit
further held in Apollo that since the defendant- had violated the NLRA,
reinstatement was proper relief for the undocumented "employees".
In NLRB v. Sure-Tan. Inc., 583 F.2d 356 (7th Cir. 1478), the Seventh
Circuit held that undocumented workers were protected by the Taft-Hartly Act and
concluded that immigration laws neither prohibited the aliens from working nor from
exercising their rights under the Taft-Hartly Act.
In NLRB v. Duke City Lumber Company, 251 N.L.R.B. No. 12, the employer
and the labor union entered into a collective bargaining agreement which excluded
undocumented workers. The NLRB held that the undocumented immigration status of
the excluded employees was neither a ground for exclusion from a bargaining unit
nor a disqualification for their participation in elections conducted by the Board.
The Fifth Circuit has held that the provision of the Civil Rights Act
of 1866 which states chat all persons within the jurisdiction of the U.S. shall
have the same privileges, rights, immunities, and protection of the laws as are
enjoyed by White citizens is applicable to aliens. See Guerra v. Manchester
Terminal Corporation, 498 F.2d 641 (5th Cir. 1974).
622.8 Civil Rights Act of 1866 and the Fourteenth Amendment
(a) Introduction - Title VII of the Civil Righce Act of 1964, the Civil
Rights Act of 1866, the unfair labor practices provisions of the
National Labor Relations Act (NLRA), and the Fourteenth Amendment of the
Constitution overlap in the area of employment discrimination. They are, however,
separate and independent statutes, and conduct creating liability under one act may
or may not create liability under another.
(b) Citizenship Requirements Under the Civil Rights Act of 1866 and the
Fourteenth Amendment - As previously stated, citizenship requirements
are not prohibited by Title VII of the Civil Rights Act of 1964 so long as they do
not have a discriminatory purpose or effect. Espinosa v. Farah Manufacturing Co.,
(1/82) 9s
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414 Q.S. at•92. When.. a_ eitisenship- requirement is challenged under the Civil
Rights Act of 1866 (42 U.S.C.A. M981 at seq.), and/or the Fourteenth Amendment,
hoverer, the courts have taken a different approach and obtained a different
result. The Supreme Court and various ocher courts have concluded that an
employment practice which discriminates on the basis of citizenship is prohibited
by the Civil Rights Aer of 1866 which grants all persons in the United States the'
same privileges, rights, and- immunities as are enjoyed by Whice citizens.
Furthermore, when such a requirement is challenged under the Civil Rights Act of
1866 and/or the Fourteenth amendment, the requirement undergoes "strict judicial
scrutiny" because aliens are a "suspect classification." See Examining Board of
Engineers, Architects and Surveyors v. Flores de Otero, 426 U.S. 658 (197M),
Sugarman v. Dougall, 413 U.S. 526 (1973); and Guerra v. Manchester Terminal
Corporation, 498 F.2d 641 (8th Cir. 1974). It should be noted that when testing
the constitutionality of a state's statute which excludes aliens from employment in
the state's governmental functions, a lesser standard of judicial scrutiny (the
"rational basis" test) is utilized. See Foley v. Connelie, 455 U.S. 291 (1978) (no
violation of Equal Protection in requiring state troopers to be U.S. citizens
because state troopers perform a state governmental function); and Ambach v.
Norwick, 441 U.S. 68 (1979) (no violation of Equal Protection in requiring state's
public school elementary teachers to be U.S. citizens). Finally, challenging a
citizenship requirement for employment should not hinge upon whether the
requirement is "under color of law", i.e., "state action", for it has been held
that the Civil Rights act of 1866 applies to private as well as public
discrimination. See Guerra v. Manchester Terminal Corp., 498 F.2d 641 (5th Cir.
1974). (For further authority, see also: Andrade v. Vadel, F.Supp. , 21
EPD !30,498 (S.D.N.Y. 1979Y (state statute which required citizenship for employment
discriminated against plaintiff, a lawfully admitted permanent resident alien);
Ramirez v. Sloss, F.2d , 22 EPD 130,802 (5th Cir. 1980) (municipal statute
which required U.S. citizenship for municipal employment discriminated against
plaintiff, a lawfully admitted permanent resident alien); Chavez-Salido v. Cabell,
F.2d (9th Cir. 1980) (requirement that California probation officers be
IT.S. citizens discriminated against permanent resident aliens - the statute here
was also unconstitutional because it was overbroad); and De Malherbe v. Elevator
Constructors, F.Supp. , 2 EPD 130,295 (N.D. Calif. 1979) (plaintiff was
unconstitutionally excluded from a union minority recruitment program because of
his alien status).)
(c) Counselling Potential Charging Party Regarding Citizenship Requirements
,hen processing a case in which the potential charging party raises the
issue of citizenship requirements, (s)he should be advised =hat such requirements
are not per se prohibited by Title VII, but that they may be unconstitutional under
the Fourteenth Amendment and/or the Civil Rights Act of 1866, depending on the
circumstances. Charging party should be advised that since the EEOC is charged
only wirb enforcing Title VII, (s)he may wane to obtain private counsel to
challenge the questionable citizenship requirement under the Fourteenth Amendment
and/or the Civil lights Act of 1866.
622.9 Cross References
(a) Theories of Discrimination, 1604
(b) Adverse Impact in the Selection Process, 1610
.d
(1/82) _ - • ~ 96
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PERSONNEL POLICIES MANUAL
FOR
BRAZOS COUNTY, TEXAS
JANUARY Mg
Amended July, 1986
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TABLE OF CONTENTS
• E1.00
` INTRODUCTION 1
'
k'••
1.01
About the County 1
1.02
Authority 1
1.03
Responsibility for Implementation of Personnel Policies
1.04
Purpose 2
•
1.05
Applicability of Personnel Policies
2
1.06
Dissemination of Personnel Policies
2
'
1.07
Employee Suggestions 2
2:00
EMPLOYEE RESPONSIBILITIES 3
2.01
General 3
2.02
Timeliness 3
r,
2.03
Outside Activities 3
2.04
Gifts 3
2.05
Conflict of Interest 3
2.06
Political Activity 4
2.07
Time Reporting 4
2.08
Liability Insurance 4
3.00
WORK
PERIOD AND TIME REPORTING 5
3.01
Administrative Workweek (Work Period)
5
3.02
Overtime Worked 5
3.03
Holidays Worked 5
`
4.00
HIRING PRACTICES 7
4.01
General Policies 7
4.02
Equal Employment Opportunity 7
4.03
Affirmative Action 7
4.04
Physical Standards 7
4.05
Employment of Relatives (Nepotism)
7
Nepotism Chart 9
4.06
Age Requirements 10
4.07
Vacancies 10
4.08
Qualifications 10
4.09
Methods of Recruitment and Selection
10
4.10
Public Announcements 10
4.11
Application for Employment 10
4 12
Consideration of Current Employees
10
4.13 Testing 11
4.14 Prior Service with County 111, ,
4.15 Disqualification 11
4.16 Selection 11
4.17 Orientation and Training 11
Continued
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LOO TYPE14F EM&OYMENT 12
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5.01 Categories 12
1
o ' '5'.02 Probation 12'
• '3.03 Assigned Staff' 12
6.00 EMPLOYEE COMPENSATION AND ADVANCEMENT 13
6.01 Paydays 13
`
•6.02 Check Delivery 13
6.03 Payroll Deductions 13
6.04 Classification Plan 14
,
6.05 Pay Plan 14
6.06 Merit Increases 14
I
6.07 Promotions 14
X;. 6.08 Lateral Transfers 14
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6.09 Demotions 15
6.10 Pay Reduction for Disciplinary Reasons 15
6.11 Approving Authority 15
•
7.00 BENEFITS 16
.
. 1.01 Health/Medical,and Life Insurance 16
7.02 Social Security 16
-7.03 Retirement Plan 16
t
7.04 Worker's Compensation 16
7.05 Unemployment Insurance 16
'
7.06 Vacation Time 16
• 7.07 Sick leave 17
' 7.08 Educational and Professional Development Benefits 17
'
' 8.00 LEAVE TIME 18
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8.01 Definitions 18
' 8.02 Approval of Leave 18
8.03 Vacation Leave 18
8.04 Sick Leave 19
8.05 Military Leave 20
8.06 Civil Leave 21
1
8.07 Leave of Absence Without Pay 21
8.08 Extended Leave for Illness or Temporary Disability 22
8.09 Administrative and Emergency Leave 21
8.10 Using Leave in Combination 23
}
9.00 HOLIDAYS 24
9.01 General Policy 24
•
9.02 Holidays Falling on Saturday or Sunday 24
9.03 Work During Holidays 24
'
9.04 Holiday During Vacation 24
' 9.05 Leave and Holiday Records 24
Continued
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10.01 Safety Policy 25
10.02 Employee Responsibilities and Reports 25
10.03 Employee Suggestions 25
ti' t 10.04 On-The-Job InJuries 25
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11.00 USE OF COUNTY PROPERTY 27
11.01 General Policy 27
11.02 Use of Tools, Equipment, Property, and Vehicles 27
11.03 Valid Driver's License 27
11.04 Accident Reporting 27
12.00 DISCIPLINE 28
12.01 Just Cause 28
12.02 Progressive Discipline 28
12.03 Suspension Following Indictment 29
13.00 SEPARATIONS 30
13.01 Types of Separation 30
13.02 Resignation 30
I 13.03 Retirement 30
13.04 Reduction In Force 30
13.05 Dismissal 31
13.06 Disability 31
13.07 Abandonment of Position 31
13.08 Death 31
13.09 Termination Pay 31
13.10 Exit Interviews and Records 32
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14.00 GRIEVANCES 33
14.01 Policy 33
14.02 Final Authority 33
14.03 Procedure 33
15.00 J08 (CLASS) DESCRIPTIONS 34
15.01 Job Descriptions 34
15.02 Distribution 34
15.03 Requests for Clarification 34
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NNEL FILES '
• 4 16.01 General 35 ;
16.02 Personnel Action Form 35
16.03 Contents of Personnel Files 36
1 16.04 Leave Records 36
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17.00 REIMBURSEMENT OF EXPENSES 37
17.01 General Policy 37
17.02 In-County Travel 37
11.03 Out-of-County Travel 37
17.04 Subsistence Expenses 37
17-OS Limitations 37
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1.01
ABOUT THE
COUNTY
. J~ G•
PERSONNEL POLICIES
1.00 INTRODUCTION
Brazos County's governmental organization is established by the
Constitution of the State of Texas and by state statutes. Its
operations are governed by state and federal laws and by actions
of the commissioners court.
The commissioners court consists of four county commissioners,
each elected by the voters of a commissioner's precinct, and the
county ,fudge, elected by all of the voters of the county. This
is the policymaking body of the county.
Under the direction of department heads, Brazos County employees
provide important services to the public which include: maintain-
ing property records; preserving law and order; operating the
jail; constructing and maintaining roads; operating recreational
areas; assisting farmers, homemakers, and veterans;- amQ-planning
for the efficient operation of the county government. In addi-
tion, county employees are involved in conducting elections;
assessing and collecting taxes; performing judicial functions in
county and district courts; prosecuting 1 breakers; providing
legal advice to county officials; and managing county finances.
1.02 These policies are established by the commissioners court; and
AUTHORITY any amended, revised, or new policies must be approved by the
court.
1.03
Responsibility for personnel functions in Brazos County are
RESPONSIBILITY FOR
divided among county offices as follows:
IMPLEMENTATION OF
PERSONNEL POLICIES
- Commissioners court establishes and oversees general
-
personnel policies;
- Personnel manager serves as resource person to elected
o c a s an department heads on personnel matters;
maintains the official complete and up-to-date set of,
personnel policies; makes recommendations regarding policy
changes and compensation schedules to the commissioners
court; and conducts new employee orientations on, and
provides existing employees with information about,
personnel policies, benefits, pay matters, insurance and
retirement; and
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-Elected officials and department heads maintain a set of
RESPONSIBILITY FOR
personne files on epartmenta emp oyees including copies
IMPLEMENTATION OF
of pertinent information kept in the official personnel file
PERSONNEL POLICIES
and are responsible for administration of the personnel
V
(Continued)
policies within their own departments or units.
1.04
These policies set forth the primary rules governing employment
j
PURPOSE
with the county. The policies contained herein inform employees
i
of the benefits and obligations of employment with the county.
They have been prepared and adopted to promote consistent,
equitable, and effective practices by both employees and super-
t
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visors which will result in high quality public service.
t
1.05
These personnel policies apply equally to all employees of the
APPLICABILITY OF
county unless a class of employees is specifically exempted.
Rp
PERSONNEL POLICIES
i
In cases where federal or state laws or regulations supercede
local policy for specific groups of employees, such laws or
regulations will substitute for these personnel policies only
insofar as necessary to comply.
.
Elected officials and other officers are covered to the extent
Y,.
allowed by laws governing1their offices.
1.06
The county personnel office maintains complete sets of the per-
.
OISSEMIMATION..._._.••.
_.4annel policies with all revisions for reference by employees.
OF PERSONNEL
The personnel manager will also provide a complete set of these
POLICIES
personnel policies and copies of all subsequent revisions to each
department head who makes the updated manual available to
employees. In addition to this manual, the county makes summary
information on personnel policies available to employees in an
,r
I
Employee Handbook. A copy of this handbook can be obtained from
I
I
the county personnel office.
1.07
Employees are encouraged to make constructive suggestions for
' EMPLOYEE
improvements in these policies or in work procedures or condi=
SUGGESTIONS
tions. Suggestions should be given to your supervisor or depart-
ment head.
2
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GENERAL .
1
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2.02
TIMELINESS
2.03
OUTSIDE ACTIVITIES
2.04
GIFTS
2.05
CONFLICT OF
INTEREST
• 1
2.00 EMPLOYEE.RESPONiIBILITIES
it
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The county is a public tax-supported organization. Its employees
must adhere to high standards of public service that emphasize
professionalism, courtesy, and avoidance of even the appearance
of illegal or unethical conduct. Employees are required to carry
out efficiently the work items assigned as their responsibility,
to maintain good moral conduct, and to do their part in maintain-
ing good relationships with their supervisors and fellow
employees, county officials, the public, and other governmental
employees and officials.
Employees are to be punctual in reporting for work, keeping
appointments, and meeting schedules for completion of work.
An employee who expects to be late for, or absent from, work must
report the expected tardiness or absence to his or her supervisor
immediately unless emergency circumstances exist.
Employees may not engage in any outside employment, activity, or
enterprise determined by the department head (1) to be inconsis-
tent or incompatible with employment with the county or (2) to
affect the employee's fob performance adversely.
An employee must have the advance approval of his or her
department head to engage in any outside employment including
self-employment.
Employees will not accept gifts from contractors, vendors, or
other persons who have business dealings with the county.
An officer of the county will neither have financial interests in
the profits of any contract, service, or other work performed by
the county nor personally profit directly or indirectly from any
contract, purchase, sale, or service between the county and any
person or company.
An officer or employee may not: (1) solicit or accept or agree to
accept a financial benefit, other than from the county, that
might reasonably tend to influence his or her performance of
duties for the county or that he or she knows or should know is
offered with intent to influence the employee's performance; (2)
accept employment or compensation that might reasonably induce
him or her to disclose confidential information acquired in the
performance of official duties; (3) accept outside employment or
compensation that might reasonably tend to impair independence of
Continued
Vol.
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2.05
I CONFLICT OF
- INTEREST
J (Continued)
' J .
2.06
POLITICAL
ACTIVITY
Y
Judgment in performance of duties for the county; (4) make any
personal investment that might reasonably be expected to create a
substantial conflict between the employee's private interest' and
duties for the county; or (5) solicit or accept or agree to
accept a financial benefit from another person in exchange for
,having performed duties as a county employee in °avor of that
person.
~cmployees of the county are encouraged to vote ar, to exercise
other prerogatives of citizenship consistent with state and
federal laws and these policies.
-A county employee may not:
1. Use his or her official authority or influence to interfere
with or affect the result of an election or nomination for
office; or
,2. Directly or indirectly coerce, attempt to coerce, command,
or advise a local or state officer or employee to pay, lend,
or contribute anything of value to a party, committee,
organization, agency, or person for a political purpose.
?n addition, any county employee who is subject to the provisions
of the federal Hatch Act may not be a candidate for elective
office in a partisan election (a partisan election is an election
in which candidates are to be nominated or elected to represent a
party whose candidates for presidential electors received votes
,in the last preceding election at which presidential electors
were selected). County officers and employees are subject to
.his additional Hatch Ac: restriction if their prircioal employ-
-ent is in connection with an activity which is financed in whole
.:r in part by loans or grants made by the federal government.
County employees are not required to contribute to any political
fund or to render any political service to any person or party
,.hatsoever; and employees will not be removed, der:ted, reduced
in pay, or otherwise mistreated for refusing to do so.
2.07 Employees shall keep records of all hours worked and released
TIME REPORTING time taken and, where appropriate, hours credited to particular
:rojects. Forms for this purpose are provided 'by the county.
Time records must be signed by the employee, the employee's
immediate supervisor, and he appropriate elected official or
f department head,rv c~Zd- ow
2.08 Employees using personal cars for any employment duty must carry
LIABILITY INSURANCE sufficient liability insurance on their cars. This insurance is
the financial responsibility of each employee. The county assumes
no responsibility for employees' cars even when used for county
• services.
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3.00 WORK PERIOD AND TIME REPORTING
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3.01
The official work period for most employees of the county, except
ADMINISTRATIVE
'
for sheriff department and fail personnel, is a seven-day period
j WORKWEEK (WORK
beginning at 5:01 p.m. on Friday and ending at 5:00 p.m. on the
PERIOD)
following Friday. Normal working hours are Monday through
Friday, 8:00 A.m. to 5:00 p.m. with one hour for lunch, for a
total of 40 hours per workweek. A morning and an afternoon break
of 15 minutes each is available to each employee, but this time
1
does not accumulate if not taken.
}
Elected officials and department heads paid wholly or partially
f
from county funds may make variances from the regular workday
hours to serve the public better. If an exception is made in the
regular workday hours of an employee, the elected official or
department head shall place notice of such an exception in the
i
personnel file of the employee. Further, the elected official or
department head must file notice of the variance with the county
judge and must request an amendment to the department's budget if
the change involves a regular work schedule of more or less than
40 hours per week.
Employees of the county sheriff's de artment work in eight-hour
shifts for a 28-day work cycle work period). Each law
enforcement employee who is not exempt from the overtime
provisions of FLSA (deputy sheriffs and certified Jail personnel)
works a total of 160 scheduled hours during each 28-day work
period. In addition, each of these employees is expected to work
an additional 11 unscheduled hours during each 28-day work period
as needed and requested, for emergencies, court appearances, or
any other necessary law enforcement activities, for a total of
171 hours per work period. The sheriff must notify employees
covered under the overtime provisions of the Fair Labor Standards
Act (FLSA) at least annually of the beginning and ending dates
and times of the first work period of the year. Subsequent work
periods follow the calendar in 28-day cycles.
Employees are expected to report punctually for duty at the
beginning of their assigned workday and to work the full workday
established.
3.02
The policy of the county is to keep overtime to a minimum. How-
OVERTIME WORKED
ever, employees may be required to provide services in addition
to normal hours or on weekends or holidays. Overtime is defined
as hours worked in excess of the allowable number of hours under
the Fair Labor Standards Act (FLSA) (40 hours per 7-day workweek
for non-law enforcement employees; 171 hours per 28-day work
'
period for law enforcement employees--deputy sheriffs and
cer-
tified Jail personnel).
'
Continued
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Elected officials, department heads, and other executive,
3.Or'
OVERNME WORKED administrative, and professional employees are exempt from the
(Continued) overtime provisions of the Fair Labor Standards Act (FLSA) -and
are expected to render necessary and reasonable overtime services
a' with no additional compensation. This overtime may be used as a
factor in granting or denying paid leave other than vacation or
sick leave.
Each county fob description designates whether persons hired in
that classification are covered by or exempt from the overtime
provisions of FLSA.
For non-law enforcement employees, overtime begins to accrue with
! the 41st hour worked during the 1-day workweek. For law
enforcement employees, overtime begins to accrue with the 171st
hour worked during the 28-day work period.
Nonexempt employees are compensated for overtime worked by being
given (1) equal time off, if taken within the same work period;
or (2) compensatory time off at one and one-half times the number
of hours worked up to a maximum number of. ma.$ be
E accrued (480 hours for law enforcement employees and 240 hours
" for others); or (3) payment at the rate of one and one-half times
the employee's regular hourly rate. Any compensatory time must
' be used within 90 days of the date the overtime was worked. If
I not used during that time period, the overtime hours will be
paid.
The commissioners court discourages time and one-half payment for
overtime, which may be authorized by the elected official or
department head in charge only if adequate funds are available in
the department's budget. In addition, the court discourages the
accumulation of compensatory time off at one and one-half times
the number of hours worked because of the contingent liability
this creates for the county. The preferable method for overtime
+ compensation is to schedule equal time off for the affected
employee during the same work period in which the overtime was
worked.
i The appropriate elected official or department head decides which
method, consistent with budgetary constraints, to use to
compensate for overtime worked.
3.03 If a nonexempt employee must work during a scheduled holiday, he
HOLIDAYS WORKED or she will be compensated for the holiday time worked by being
granted equal time off within 90 days. but preferably within the
same work period. If it is not possible to grant the equal time
off within the 90-day period, the holiday time worked will be
compensated at the regular (straight time) hourly rate.
6
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4.00 HIRING PRACTICES
4.01 Within the budgetary and nucmrical limits set by the ccmmis-
GENERAL OOLICIES sioners court, each department head is responsible for the selec-
tion and tenure of his or her employees. Procedures used in
• recruitment and selection must conform with the classification
and pay plans adopted by the commissioners court.
4.02
No discrimination will be allowed against any person in job
# EQUAL EMPLOYMENT
structuring, recruitment, examination, selection, appointment,
OPPORTUNITY
placement, training, upward mobility, discipline, or any other
aspect of personnel administration based upon race, age, reli-
gion, color, handicap, national origin, sex, political affilia-
tion or belief, or any other non-merit factor. Personnel deci-
sions will be made only on the basis of occupational qualifica-
tions and ,fob-related factors such as skill, knowledge, educa-
tion, experience, and ability to perform a specific ,)ob.
4.03
The county will take affirmative action to sa& that-app'Licants
AFFIRMATIVE ACTION
are employed, and employees are treated during employment,
without discrimination based upon race, age, religion, color,
handicap, national origin, sex, political affiliation or belief,
or any other non-merit factor.
4.04
Knowledge of physical conditions and existing health problems of
PHYSICAL STANDARDS
employees is necessary to avoid occupational injuries and to
ensure that it will be possible to differentiate between any
future Job-related injuries and existing medical problems.
f
For these reasons, the department head may require prospective
new employees for specific Job.classes.witftin..tha.car+ ► to have
a physical examination as a condition of employment. The
physical examination will be made by a physician of the county's
choice and will be paid for by the county.
4.05
Nepotism is the showing of favoritism toward a relative. The
EMPLOYMENT OF
practice of nepotism in hiring personnel or awarding contracts
RELATIVES
is forbidden by the county.
(NEPOTISM)
No person may be hired who is related within the second degree of
affinity (marriage) or within the third degree by consanguinity
(blood) to any member of the commissioners court or to the
department head. No person may continue in county employment who
is related in one of the prohibited degrees unless the employee
has been employed continuously by the county for a period of at
least one year prior to the election or appointment of the county
officer.
Continued
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4.05
In addition, no personnel action (hiring, demotion, promotion,
EMPLOYMENT OF
or transfer) will be taken that would result in any employee's
t7
RELATIVES
supervising another employee who is related within the second
;
NEPOTISM)
degree of affinity or the third degree of consanguinity.
Continued)
~
Prohibited degrees of relationship are defined in the following
it
'
Figures 1 and 2.
•
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EMPLOYMENT OF
RELATIVES
(NEPOTISM)
(Continued)
Nepotism Chart
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aFFIMW ~,P cwaEtT
*Spouses o re atives within the first or second degree of consanguinity (i.e.,
son-in-law, mother-in-law, aunt-in-law, nephew-in-law. etc.) are also included in
the prohibition.
9
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CONSU MNITYKOWIP CHART
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4.06
AGE REQUIREr6: M
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4.07
VACANCIES
.08
QUALIFICATIONS
1
4.09
j
METHODS OF
,
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RECRUITMENT
AND SELECTION
•
4.10
PUBLIC
ANNOUNCEMENTS
Persons under 16 years of age will not be employed in any full=
time regular position. Persons under 18 years of age wilt not be
hired in any hazardous occupation.
Other age limitations will be only as required -by state or
federal law applicable to the county.
Vacancies on the county staff are filled on the basis of merit,
whether by promotion or by initial appointment. Selections of
the best qualified persons are made only on the basis of occupa-
tional qualifications and ,job-related factors such as skill,
knowledge, education, experience, and ability to perform the
specific ,job.
1
The county maintains a fob (class) description which establishes
the required knowledge, skills, and abilities for each staff
position and the acceptable levels of experience and training for
each. The fob description sets forth the minimum acceptable
qualifications to fill the position.
The county has four methods of recruiting and selecting persons
to fill vacancies: (1) promotion from within; (2) lateral trans- }I;
fer from within; (3) public announcement and competitive consid-
eration of applications for employment; or (4) selection from a `
valid current eligibility list. Recruitment is handled througn a
centralized personnel office. r
Public announcements of position openings at the county, for
which there will be competitive consideration, are disseminated
by the central personnel department in the manner most
appropriate for the particular position being filled.
4,11 Each applicant for employment is required to submit a written ao-
APPLICATION FOR plication and othet_perttr=ri'nformation regarding training and
EMPLOYMENT experience. The (taR===w' ' will make appropriate
inquiries to verify experience, character, and suitability of
applicants before any applicant is hired.
4.12 Notices of Job vacancies within Brazos County government are
~
.CONSIDERATION OF posted on the bulletin board outside the personnel department.
,
CURRENT EMPLOYEES Current county employees may apply for positions for which the)r.
;
believe themselves to be qualified.
1
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TESTING
4.14
PRIOR SERVICE
WITH COUNTY
' 4.15
DISQUALIFICATION
4.16
SELECTION
i
4.17
ORIENTATION
AND TRAINING
The only tests administered for employment or promotion will be
standard typing and shorthand tests, where applicable. or
specifically job-..related ("piece-of•the-job") tests (e.g.,
operating equipmnts tabulating columns of mobers, drafting
examples, or writing samples.)
Employees entering service with the county who have had prior
service with the county may be considered for appointment above
the customary entry salary level. A break in continuous service
with the county forfeits any benefits accrued prior to the break.
An applicant is disqualified from employment by the county if he
or she (1) does not meet the minimum qualifications for perfor-
mance of the duties of the position involved, (2) knowingly has
made a false statement on the application form. (3) has committed
fraud during the selection process, or (4) is not legally permit-
ted to hold the position.
Once a selection is made, the department head will submit to the
commissioners court a Personnel Action Form listing the name of
the applicant, the requested classification, beginning salary,
and the effective date of employment. When approved, copies of
the Personnel Action Form will be provided to the county
treasurer for payroll purposes along with a photostatic copy
of the applicant's social security card and then placed in the
employee's personnel file in the personnel office.
The county personnel office provides a general orientation for
new emoloyees about employment with the county. Ouring this
orientation, emoloyees are given a copy of the Emoloyee Handbook
as well as information about county benefit programs". ana safety
policy.
Before an individual begins perfarming his'or her actual duties,
he or she will be given a brief orientation conducted by the
department head for whom he or she will be working or by that
person's designated representative. The purpose of this session
is to enable a new employee to understand his or her job better
and and its relationship to the overall operation of the county
government.
Training an employee is the responsibility of the department head
for whom he, or she works. Whenever possible, amployees•receive
on-the-job training under close supervision.
` 11 '
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5.00 TYPES OF ENPLOYYUT
U.~1
5.01
The county has three categories of emplo~rment.-
CATEGORIES
Regular Full Time. A regular full-time employee is employed to
old an authorized position that involves, on the average, 40
; • ; ty
work hours per week and is budgeted for at least one year.
'
Regular Part Time. A regular part-time employee is employed to
o an author zed position that involves, on the average, fewer
than 40 work hours per week and is budgeted for dt least one
year. He or she is entitled to vacation and sick leave on a
proportional basis; and is eligible for retirement if working
more than 900 hours per year, but is not eligible for insurance
benefits.
Temporary. A temporary employee is a nonregular employee hired
To compete a specific proJect within a speefffed-peFied of--time.
Temporary employees may be full time or part time. They are not
entitled to the county's fringe benefits other than holiday
leave, worker's compensation, and in some instances, unemployment
insurance.
-5,02
Regular employees, either full-time or part-time,
PROBATION
are probationary for a minimum of six months, but
not to exceed twelve months.
The probationary period will be utilized for closely
observing the employee's work, for securing the most
•
effective- adf ustment' of ' a new 'emplbyee , to the' position,
and for dismissing any employee whose performance does
not meet the required work standards.
At any time during the probationary period, the
department head may remove an employee if in his
or her opinion the employee is either unable or
unwilling to perform the duties; the employee's.
dependability does not merit continuance of county.
employment; or fo.r other reasons as provided- elsewhere.
-
in these policies.
5.03
Staff who are assigned to the county but are paid directly by
ASSIGNED STAFF
another government or private organization are not employees of
the county. Benefits are as specified in the individual's
contract for services. As a condition of their assignment, they
are governed by all terms of these policies not in conflict with
their contract for services.
12
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6.01
PAYDAYS*
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6.02 '
CHECK DELIVERY
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6.00 EMPLOYEE COMPENSATION AND ADVANCEMENT
The county pays its employees bi-weekly in accordance with a pre-
determined schedule. In the event that a payday falls on a county
holiday, checks are distributed on the previous workday.
Paychecks will not be issued other than on regularly scheduled
paydays.
The county treasurer is responsible for the proper distribution
of paychecks. Checks may be released only to the individual
responsible for their proper distribution within a department.
No pay advances or loans will be made to any employee for any
reason.
An employee must bring any discrepancy in a paycheck (such as
overpayment, underpayments or incorrect payroll deductions) to
the attention of the county treasurer.
6.03 Deductions will be made from each employee's pay for the
PAYROLL DEDUCTIONS following:
• Federal income taxes;
• Social Security;
• Court ordered child support;
• Texas County and District Retirement System contributions
(for regular full-time and covered part-time employees); and
• Any other deductions required by law.
In accordance with policies and general procedures approved by
the commissioners court, deductions from an employee's pay may be
authorized by the employee for:
• Group health/medical insurance for dependents;
• Other specialized insurance;
• Deferred compensation; and,
• Such other deductions as may be authorized by the
commissioners court. ;
VO 6-PAGE
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CLASSIFICATION
ti
6.05 j
PAY PLAN
i
6.06
MERIT INCREASES
I
6.07
PROMOTIONS
6.08
LATERAL TRANSFERS
t•.
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The county maintains a classification plan by which each class of
positions is assigned to a pay group based on the principlA of
equity among positions requiring similar knowledge, skills, and
abilities and having similar levels of responsibility.
Pay ranges for each pay group and for exempt positions are estab-
lished by a pay plan which is approved by the commissioners court
as a part of the county budget.
The commissioners court m M from time to time provide authority
for department heads to grant merit pay increases to employees.
Each merit increase must be submitted to and approved by the
commissioners court before it can take effect.
Merit increases may be granted for exceptionally good and consis-
tent performance in the same position. They are not used to
recognize increased duties and responsibilities (a promotion) and
are granted without regard to cost-of-living factors or longev-
ity. Merit increases recognize outstandinq performance. and there-
fore are accompanied by a performance evaluation of the employee,
the results of which are one factor used in merit pay decisions.
No employee is eligible for consideration of a merit increase
until after completion of the six-month probationary period, and
thereafter is not eligible until after completion of an addi-
tional one-year period.
A promotion is a change in the duty assignment of an employee
from a position in one classification to a position in another
classification in a higher pay group. A promotion recognizes ,
advancement to a higher position requiring higher qualifications
and involving greater responsibility. A promoted employee will
receive a pay increase.
Promotions are approved by the department head and must be within
the staffing pattern and budgetary limits approved by the commis-
sioners court.
Upon promotion, an employee is probationary in the new position
for a period of 90 days and may be returned to a lower job
classification at any time during the probationary period if his
or her performance is inadequate.
A lateral transfer is the movement of an employee between posi-
tions in the same pay group within the county work force. Lateral
transfers may be made within the same department or among depart-
ments of the county and are subject to a 90-day probationary
period.
14
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i •6.09 A demotion is a change in duty assignment of an employee from"a
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DEMOTIONS
position in one classification to a position in another classifi-
cation in a lower pay group. An employee who is demoted will
have his or her pay reduced. Demotions may be made for' the
purpose of voluntary assumption of a less responsible position;
as a result of a reclassification of the employee's position; as
a disciplinary measure; or because of unsatisfactory performance
in a higher position.
(
6.10
An employee's pay for continued performance in the same position
1
PAY REDUCTION
may be reduced as a disciplinary measure to a lower rate in the
„ FOR DISCIPLINARY
pay group for that position or to a rate in the next lower
REASONS
group. The period covered by this type of disciplinary action
may not exceed 60 days.
6.11
The commissioners court is the approving authority for all de-
APPROVING
partmental payrolls and for any pay increases* decreases, or pay-
7'.
AUTHORITY
roll transfers granted under the terms of (1) these policies. (2)
the classification and pay plans, or (3) the annual budget.
41
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7.00 BENEFITS
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7.01
;,The county provides group hospitalization, medical, and ltfe
i
HEALTH/MEDICAL AND
insurance coverage for regular employees who work a minimum of 32
}
LIFE INSURANCE
hours per week. Premiums for the employee are paid in full'by
J
the county. An eligible employee may add coverage for his or her
1 `
family members at the employee's expense.
7.02
All employees of the county are covered by Social Security. The
I
r SOCIAL SECURITY
county pays the employer portion of Social Security in accordance
with federal law.
7.03
The county is a member of the Texas County and District Retire-
RETIREMENT PLAN
ment System. Membership in the retirement system is mandatory
for all regular full-time employees (defined by T.C.O.R.S. as an
employee who works in excess of 900 hours per year). Both the
employee and the county contribute to the employee's retirement
account. Employees who leave county employment prior to
retirement will, upon request, be refunded their portion of the
'
•
retirement account plus interest earned on their portion.
Retirement benefits are determined by a formula that involves
;
age, the number of years of creditable service, and the amount
deposited in the employee's account. A new employee receives a
brochure about the county's specific retirement coverage and
options under T.C.O.R.S. at the time of employment. The
personnel department has additional information about the
retirement plan which is available upon request.
I
h
7.04
All employees of the county are covered under the Texas Associa-
•A
,
' WORKER'S
tion of Counties' Workers' Compensation Self Insurance Fund. and
COMPENSATION
the county pays the premium. This coverage provides medical and
salary continuation payments to employees who receive bona fide.
4+
work-related, on-the-job inJuries.
ti
I: 7.05
All employees of the county are covered under the Texas Unemploy-
UNEMPLOYMENT
ment Compensation Insurance program, and the county pays this
INSURANCE
tax. This program provides payments for unemployed workers in
,r
certain circumstances.
7.06
Regular full-time employees and regular part-time employees of
VACATION TIME
the county are eligible for vacation leave. Temporary employees
are not eligible for vacation leave. Detailed informgtiort•on
vacation leave is found in the next section of these policies:
_
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7.07 Regular full-time employees and regular part-tide employees of
SICK. LEAVE the county are entitled to sick leave. Temporary employees are
not eligible for sick leave. Detailed information on sick leave
is found in the next section of these policies.
7.08 The county encourages its employees to pursue educational and
i EDUCATIONAL AND professional development opportunities. If the training is
PROFESSIONAL approved by the employee's department head, there are sufficient
DEVELOPMENT funds in the department's budget, and it is authorized by the
BENEFITS commissioners court, the county will reimburse the employee for
the cost of such training upon presentation of proof of
j satisfactory completion of a job-related course or seminar.
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8.00 LEAVE TIME
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Leave Time. Leave time is time during normal working hours
! ' 8.01.'
,
i DEFINITIONS during which an employee does not engage in the performance of
job duties. Leave time may be either paid or unpaid. Holidays
are days designated by the commissioners court when county
j offices are closed on what would otherwise be regular business
days.
' Unauthorized Absence. An unauthorized absence occurs when an
1
! emp oyee is a sent from regular duty without the permission of
the department head. Employees are not paid for unauthorized
i absences, and such absences are cause for disciplinary action.
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1 8.02 All leave taken by county employees must be approved in writing
'
I APPROVAL OF LEAVE
by the appropriate department head. Department heads are
t '
•
responsible for determining that leave time is accrued and
'
available for use in the amounts requested by an employee.
Sick Leave !Urov~al. Approval of sick leave for nonemergency
'
med ca , dental, or optical appointments must be secured in
. advance. In all other instances of use of sick leave, the
.
I employee must notify his or her supervisor as early as practical
on the first day of absence and request that approval of sick
leave be granted.
Department Heads' Res onsibilit for Verification. Department
j
heads are responsible or determining that leave t me is accrued
1
and availaole for use in the amounts requested by an employee.
8,03 County employees are encouraged to take regular vacations
VACATION at least annually,
LEAVE
No vacation leave benefits may be ased'by a new county,
employee during the first six months of probationary
employment.
Upon completion of the employee's first six months of
employment, vacation leave benefits, figured from the
+
date pof•employment, are credited-to, the employee.
Thereafter, vacation leave is earned-and credited to
the employee's leave record monthly.
C
%
Regular, full~time employees, with the.exception..og.
jailers, earn vacation as follows.
•
Continued
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8.03 %
YEARS OF EMPLOYMENT VACATION DAYS
.
VACATION LEAVE
'
(Continued)
Less. than,S years 10 days/'year
'
S -
9,.pears 12 'days/year
10 - 14 years 15 days/year
15 -19 years' 17 days/year
20 or more years. 20 days/year
Jailers earn.vacatlon as follows,
YEARS' O`F ENPL•OYMENT VACATION-DAYS-
Less than 13 years- • •13 days/year
15 - 19 years 17 days/year
20 or-more years 20 days/year
Regular part-time employees who work at least
one-half time (20 hours per week or more) earn
vacation leave in the proportion that the employee's
work time bears to a regular 40 hour work week.
Temporary employees, full-time or part-time, do not
earn vacation leave.
Employees terminating during their first six months
of probationary employment will not be paid for
accumulated vacation leave. ,
Department heads should'encourage their empl'oyees'
to schedule vacations and request leave well in advance.
8.04
After 30 days service with the County, an employee
SICK
is eligible for sick leave with pay.
LEAVE
Sick leave with pay may be taken when sickness, injury,
or pregnancy and confinement prevent the employee's.
performance of duty,. or when a member of the employee's
immediate family is. actually ill. Immediate family is
defined as those individuals related by kinship, adoption
or marriage who are living in the same household or, if
not.in the same household,. are totally dependent upon .
the employee for personal care or services on•a continuing
basis. Pregnancy and confinement means temporary dis-
abilities caused or contributed -to by pregnancy,
miscarriage, abortion, childbirth and recovery therefrom.
Temporary employees. full-time or part-time, do not.
earn sick leave.
Employees must notify their ''supervisors promptly at"
' the beginning- of the workday if they will be- tardy or
absent unless emergency circumstances exist. Continued
]VOI PAGE
19
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f 8.03
VACATION It u ; t r t I r , ; j y . • t ,
LEAVE IJ" ! ;~...i;. J r 51'•" - .7+:''•t tl!•I ; r•AL're '
(con' t) In the event an employee is unable to take his/her"full,{. f1
vacation within the calendar year, the maximum allowable
j accumulation of unused vacation leave is one-half of•the
.
,
employee's annual accrual rate. After the first year, at,
the end of each December, any annual leave balance in
"'excess of the maximum is reduced to the maximum without
'compensation. No payment may be made in lieu of vacation. c
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8.04J~
S ESC LEAVE
(Continued)
Unl'imited' sick' 2•4raae'.may'be accumulated.-at the'folLomis=' '
rates:
Pull-time employee.- One day per month b.
Regular Part-time employee:-
0-20 hours-per week - 4 hours per month'
21-30 hours per week - 6 hours per month
Over 30 hours per week 8'hours per mouth
Illness While on Vacation Leave. When an illness or
physical incapacity occurs during the time an.emp•loyee j
is on vacation leave, sick leave may be granted to cover
the period of illness or incapacity and the charge.
against vacation leave, reduced accordingly. Application
for such aubsnition must be•supported. by a medical.
certificate or-other acceptabe evidence.
Malingering and other abuses of sick leave entitlements
will. constitute grounds for dismissal.
No advance of unearned sick leave benefits will be made
for any reason.
Cancellation Ueon Termination. Unused sick leave is
cancelled upon termination of employment without
compensation to the employee.'
Medical Statement. The department head may request, and
employees must provide, upon request, written verification
by a physician of medical disability precluding avail-
ability for duty at.•.any,time that sick leave benefits
are requested.
Regular employees of the county who are members of the State
Military Forces or members of any of the Reserve Components of
the Armed Forces of the United States are entitled to leave of
absence from their duties, without loss of time or efficiency
rating, vacation time, or salary, on all days during which they
are engaged in authorized training -or duty ordered by proper
authority, for not more than 15 days in any one calendar year.
Requests for approval of military leave must have copies of the
relevant military orders attached. Military leave in excess of
15 days will be charged to vacation leave or leave without pay.
Regular employees of the county who are called or recalled to
active duty with the State Military Forces or with the Armed
Forces of the United States are entitled to be restored to
employment subJect to the provisions of the law upon honorable
release from active duty. The leave of absence without pay
granted upon entry to active duty will not exceed the period of
time necessary to complete the involuntary tour of active duty
the employee was ordered to perfo m.
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8.05
MILITARY LEAVE
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'Employees will be granted civil leave with pay for jury duty, for
CIVIL LEAVE
serving as a subpoenaed witness in an official proceeding. and
,
,
for the purpose of voting.
When an employee has completed service, he or she must report for
s
county duty for the remainder of the day.
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8'.07
Leave of -absence without pay is an approved absence :
LEAVE* Of
from duty in a non:--pay- status. Leaves of absence without.
{
ABSENCE
pay must be app•roved.by the commissioners court, upon
;
WITHOUT
the written recommendation of the employee's department
PAY
head; but such leave is not authorized unless there is a
a
reasonable expectation that the employee will return to
employment with%th'e *county at the end- of the approved
;
period. Employees on leave of absence receive no comp-
ensation and accrue no benefits. However, previously.
accrued benefits are retained during leave of absence
f
•
unless otherwise•prohlbited by- the terms or provisions.'
of the benefit programs. Medical insurance can be
'
continued, if paid for in advance by the employee. '
_
Leave of absence without pay maybe recommended to the '
s
commissioners court by the department head only when
I
the employee has no available coded time (i.e. vacation'.
comp-time).
•
At the expiration of a leave' of absence without pay'
(except military leave), if no vacancy exists and a
reasonable effort has been unsuccessful to place the
employee in. another position, the employee will- be
'
terminated and paid accrued benefits.
A leave of absenca•without pay mey be appropriate for
i
the following reasonst
* Recovery from extended illness or temporary disability
(see also•section•on this type of leave);
.
i
* E'ducationsl'purposes when successful completion will
benefit the county;
* Public service assignments: or
* Personnel exchange-programs which emphasize inter-
'
governmental relations.
'
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8.08 Employees may request approval to use accumulated sick leave and
EXTENDED LEAVE vacation leave, for the purpose of paid release time to recover
FOR ILLNESS OR from an extended illness or temporary disability or may request
i TEMPORARY approval for an unpaid leave of absence for these purposes. A
DISABILITY request for leave for an extended illness or disability must be
filed at least ten working days prior to the first day of leave
unless emergency conditions exist. An employee also must provide
a statement from a doctor reflecting the expected length of
confinement and recuperation, and a statement from the employee
' concerning his or her intentions about returning to work at the
county. Extended leave for this purpose whether paid or unpaid,
may not exceed 90 calendar days.
Paid Leave. Upon written approval by the department head, an
employee m;y use accrued sick leave and vacation leave for the
' purpose of paid absence from duty during°an extended illness or
temporary disability.
Unpaid Leave of Absence. Upon written recommendation of the
department head an approval by the commissioners court, an '
employee may be granted up to 60 working days of unpaid leave of
absence for the purpose of recovery from an exteaded-.alness or
temporary disability. During this time, an employee accrues no
additional vacation or sick leave benefits but retains those
t
already accrued. Other benefits are retained during unpaid leave .
of absence unless otherwise prohibited'by the terms or provisions
of the benefit program. Insurance benefits can be continued if
paid in advance by the employee. An unpaid leave of absence can
be extended beyond 60 working days by action of the commissioners
court.
s
Conditions. The department head may require an employee request-
ng~a paid or unpaid leave for extended illness or temporary
,
disability to provide a medical doctor's statement as to the date
j
upon which the employee is no longer able to perform his or her
duties and the expected length of the recuperation period. The
department head may also require the employee to provide periodic
statements from a medical doctor as to whether or not the em-
ployee is able to return to work. During an unpaid leave of
absence, an employee must contact the appropriate supervisor at
$ least once each workweek to report on his or her condition. '
Failure to provide required medical status reports or to contact
the office on the required schedule is grounds for revoking the.
leave and for taking disciplinary action.
~ Maternity/Paternity_Leave. Leave for childbirth is
treated any any other temporary disability, and an
employee may use all accumulated sick leave and vacation
1 to have a, baby before exhausting Leave With Pay..
Further absence is Leave Without Pay. An employee
~
requesting. leave to deliver a child should make arrange-
k
ments with her department head' before starting leave.
i Continued
22
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8.08
ixiinn
LEAVE FOR
ILLNESS OR
TEMPORARY
a DISABILITY
Continued
l . 8.09
ADMINISTRATIVE
AHD. EMERGENCY
LEAVE
•
` 8.10
USING LEAVE IN
COMBINATION
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.
A male employee maT use up, to S days of sick leave
for paternity'and'•can be-approved for up to S more
days by his department head.
General. The department head is authorized to grant administra-
ttJtor emergency leave to an employee in certain limited circum.
stances.
Administrative Leave. The department head may authorize adminis-
trative leave with pay when warranted by unforeseen circumstances
not otherwise provided for in these policies. The duration of any
authorized administrative leave may not exceed 16 consecutive
working hours.
Emergent Leave. Emergency leave with pay may be granted by the
aepartmnt head in the event of a death in an employee's family.
For purposes of emergency leave, family includes spouse, child,
parent, brother, sister, uncle, aunt, nephew, niece, grandparent
of an employee or employee's spouse or any other relative living
in the employee's household. Emergency leave is limited to no
more than three days per occurrence. The length of time granted
for emergency leave must be approved by the department head in
advance and will depend upon the immediate circumstances.
Unless an employee who is absent an sick leave requests leave
without pay upon exhaustion of sick leave, he or she will
automatically be placed on vacation leave status until vacation
leave is exhausted.
i
Sick leave cannot be used for vacation purposes when vacation
leave is exhausted.
With the approval of an employee's supervisor and the department
head, other types of leave can be used in combination with
holidays if it is determined to be in the best interest of the
county ono the employee.
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9.00 HOLIDAYS
& . !
9.01 Holidays are established each year by the commissioners court.
i GENERAL POLICY The following are normally observed as paid holidays for regular
county employees:
- New Year's Day
- Memorial Day
- Independence Day
• Labor Day
• Thanksgiving Day
- Christmas Day
A schedule of holidays is adopted and distributed by the
commissioners court each January listing specific holidays to be
observed during the coming year.
9.02 Whenever a legal holiday listed above falls on a Saturday, the
HOLIDAYS FALLING Friday before will be the paid holiday. If the holiday falls on
ON SATURDAY OR a Sunday, the following Monday will be the paid holiday.
SUNDAY
9.03 It is not always feasible to grant holidays at the scheduled time
WORK DURING to employees assigned shifts of an "around the clock" operation.
HOLIDAYS Any department head who finds it necessary to do so may direct
`s
some or all employees of the department to report for work on any
holiday. For information on work compensation during holidays,
i
please refer to the overtime section of this manual.
9.04 If an official holiday falls within a regular employee's vaca-
HOLIDAY DURING tion, the employee will be granted the holiday and not charged
VACATION for a day of vacation.
9.05 To be granted paid leave time off, an employee must have the
LEAVE AND leave time available as evidenced by attendance and leave reports
HOLIDAY RECORDS in his or her payroll file.
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10.01
SAFETY POLICY
10.02
EMPLOYEE
RESPONSIBILITIES
AND REPORTS
•
10.03
EMPLOYEE
SUGGESTIONS
10.04
ON-THE-JOB
INJURIES
•
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~.1ti.00 HEALTH AND SAFETY_._,
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The policy of the county is to make every effort to' provide.
healthful and safe working conditions for all of its employees.
Employees are responsible for conducting their work activities in,
a manner that is protective of their own health and safety, as
well as that of other employees.
An employee must report every on-the-fob accident, no matter how
mirror. to his or her supervisor. Employees, supervisors, an
apartment heads are responsible for immediately filing with the
personnel office an accident report on every accident that
involves any injury.
Employees shall report immediately to their supervisors any
conditions that in their judgment threaten the health and safety
of employees or visitors. Employees are encouraged to make
suggestions to their supervisors of improvements that would make
the county work place safer or more healthful.
Insurance. The county provides Worker's Compensation Insurance.
o~ a11- of its employees. This insurance provides medical
expenses and a weekly payment if an employee is absent from work
because of a bona fide on-the-job and work-related injury for
more than seven days.
Compensation. If an employee sustains an on-the-job and work-
related injury which renders him or her unfit for performing the
duties of the job, the employee will receive pay as follows:
For up to five working days the employee receives
his or her regular pay for that period.
Beginning on the sixth working day and for any working days
thereafter that the employee is unfit for duty, the employee
receives payments from the insurance carrier in accordance
with law. The. employee may use accrued sick leave or .
vacation leave to provide additional compensation above the
insurance payment.
Medical Attention. An employee who sustains an on-the-job.
work- re ate Nn5ury may seek medical attention from the medical
facility or professional of his or her choice. The county
requires statements of medical condition and of release to return
to work from the attending physician. An employee may be-re-
quired to submit to examination by an independent physician as.
determined by the county at the county's expense. Continued
25
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10.04 Re rtin . While on leave due to anon-the-fob, work-related -in-
' ON-THE-JOB ury, an employee must contact the appropriate supervisor at
INJURIES least once each workweek to report on his or her- condition.
(Continued)' Failure to provide the required medical status reports or to con-
tact the appropriate supervisor as required is grounds for taking
disciplinary action.
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Return to Service. All employees must return to work after the
approval of-Me-attending physician. Failure to return to work
when directed will result in appropriate disciplinary action. An
' employee who is able to return to work in light duty status may
be required to work in a different department or to perform
' duties not contained within his or her current classification.
At the time of final release or settlement of a worker's
compensation claim, if no vacancy exists and a reasonable effort
has been made to place the employee in another position, he or
she will be terminated and paid accrued benefits.
The time during which an employee received Worker's Compensation
payments shall not be used in the determination of employee
-•s' benefits, i.e., vacation leave, sick leave, or other benefits.
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11.00 ' USE OF COUNTY PROPERTY
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'The county attempts to provide each employee with adequate tools,
,
GENERAL POLICY
equipment, and vehicles for the county Job being performed, and
expects each employee to observe safe work practices and safe and
courteous operation of vehicles and equipment in compliance with
t
all municipal, county, and state regulations.
,j
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11.02
Employees who are assigned tools. equipment, or vehicles by their
i
USE OF TOOLS,
departments are responsible for them and for their proper use and
!
EQUIPMENT, PROPERTY,
maintenance.
AND VEHICLES
No personal use of any county property, materials, supplies,
tools, equipment, or vehicles is permitted. Violations may
result in discharge and possible prosecution.
11.03
All operators of county vehicles and equipment are required to
VALID DRIVER'S
have the valid State of Texas driver's license necessary for that
LICENSE
vehicle or equipment and to keep supervisors informed of any
change of status in their license.
Suspension or revocation of the driver's license of an employee
t
who is assigned as a vehicle or equipment operator may result in
a demotion or discharge.
11.04
Employees must report all vehicular accidents and property damage
ACCIDENT REPORTING
or liability claims involving county equipment or vehicles to
their supervisors and to the police immediately. Each vehicular
accident, no matter how minor, must be reported to the police
department so that an official accident report can be filed. The
J
department head shall send the personnel office a copy of all
d
accident reports involving county equipment or vehicles as soon
as investigation is completed.
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12.
JUSTICAUSE
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12.02
1 PROGRESSIVE
DISCIPLINE
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12.00 DISCIPLINE
Disciplinary action may be taken against an employee for just
cause. Just cause for disciplinary action includes but is not
limited to the following:
• Insubordination; {
• Absence Without Leave including absence without permission, j
failure to notify a supervisor of sick leave, and repeated
tardiness or early departure;
• Endangering the Safety_ of Other Persons through negligent or
willful acts;
• Intoxication or Oru Abuse while on duty or in a county
vehicle;
• Unauthorized Use of Public Funds or Property;
• Violation of the Requirements of These Personnel Policies;
• Conviction of a felony;
• Conviction of Official Misconduct or oppression;
• Falsification of Documents or Records;
• Unauthorized Use of Official Information or unauthorized
disclosure o confidential information;
• Unauthorized or Abusive Use of Official Authority;
• Incompetence or Neglect of Duty; or
• Disruptive Behavior which impairs the performance of others.
The department head may take disciplinary action, including
dismissal, affecting an employee at any time. However, to the
greatest extent practical, the county uses a progressive
discipline system as follows:
• Verbal Warnings with records of each warning maintained by
the supervisor;
. Written Reprimands which the supervisor must in all cases
cause to be transmitted through the department head to the
employee's personnel file; or
Continued
28
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12.02
• Reduction in Pa without demotion; or Suspension from duty
or Se
tion
aration b
D
d
3
PROGRESSIVE
:
p
y
emo
ays; or
0
w1thout pay or up to
DISCIPLINE
involuntary dismissal.
(Continued)
Actions other than verbal or written warnings require the
approval of the appropriate department head.
Except in the case of verbal warnings, disciplinary action is
accomplished or preceded by written notice to the employee
,
involved. Notice includes a description of the Just cause for
the action and, except in the case of dismissal, states the
likely consequences of further unsatisfactory performance or
f
conduct. Written notice of disciplinary action is included in
the employee's personnel file.
Disciplinary action does not automatically or permanently
disqualify an employee from consideration for future promotion,
.
pay increases, commendations, or other beneficial personnel
action.
For additional information regarding procedures to be followed if
the discipline results in separation by involuntary dismissal,
see the section of this manual relating to separations.
I
12.03 If a department head determines that suspension is in the best
SUSPENSION interests of the county and the public, the department head may
FOLLOWING dismiss or suspend, with or without pay, an employee indicted for
INDICTMENT a felony, or accused by information of official, misconduct or
oppression.
4
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13.00 SEPARATIONS
13.01
All separations of employees are designated as one of the follow-'
TYPES OF
ing types:
SEPARATION
- ,
- Resignation;
- Retirement;
• Reduction in Force;
-Dismissal;
-Disability; or
• Death.
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13.02
An employee who intends to resign must notify his or her
RESIGNATION
supervisor in writing at least ten working days prior to the last
,
day of work. The supervisor is responsible for immediately'
notifying the department head and the personnel manager.
i
An employee who resigns without sufficient notice is sybject to
having a written reprimand placed in his or her file documenting
this violation of personnel policies.
13.03 '
The county is a member.of the Texas County and District Retire-
RETIREMENT
ment System. Employees who retire must submit their retirement
resignation to the personnel office in time for an application to
retire to be received by the office of the Texas County and,
District Retirement System at least 30 days and not more than 90
days prior to the date on which the retirement is to become
effective. The effective date specified in the application must
be the last day of a calendar month and shall not be a date
preceding the termination of the member's employment with the
county.
The mandatory retirement age for all employees of Brazos County ,
is age 70, provided that the effective date of retirement occurs
at the end of the fiscal year in which the retirement age is
reached. The commissioners court may approve the continuation of
employment of persons beyond the end of the fiscal year in which
their 70th birthday occurs if specific action to do so fs
requested by the employee and approved by the department head in '
the department in which the employee works. Extensions are
reviewed by the court annually thereafter and may be renewed.only
on a year-to-year basis. ~
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13.04
An employee may be separated when' his or her position is
REDUCTION IN FORCE
abolished, or when there is either a"lack of funds or lack-of.
work.
_ _ _ . - Continued
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13.04 When -reductions in force are necessary, decisions on individual
REDUCTION IN FORCE separations will be made after considering (1) the relative
(Continued),, necessity of each position to the organization, (2) the perfor-
mance record of each employee. and (3) qualifications of the
employee for remaining positions.
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13.05
In addition to termination for just cause, a new employee may be
DISMISSAL
dismissed at any time during the probationary period when. in the
judgment of the supervisor and the department head, the quality
and performance of his or her work does not merit continuation on I
the county staff.
An employee who has completed his or her initial probationary
period may be dismissed only for just cause by the department
head.
Prior to dismissal. a regular employee will be given an oral or
written notice of the charges against him or her and the employ- t
er's evidence thereof and will be granted an opportunity to
present to the department head reasons why that action should not
be taken. Reasons can be presented by the employee orally or in
writing at the employee's option.
13.06
An employee will be separated when for physical or mental reasons
DISABILITY
he or she cannot perform the duties of the job. The county judge
will appoint a physician who will examine the employee, present
his or her finding(s) to the county, and be paid by the county.
The appointed physician's finding is final.
Voluntary separations based on reasons of disability must be
substantiated by medical evidence if the disability may be a
factor or condition of a retirement plan covering the employee.
13.07
An employee who is absent without leave for more than two days is
ABANDONMENT
deemed to have resigned his or her position.
OF POSITION
Unless the department head determines otherwise, the resignation
is not in good standing, and the employee will not be reemployed.
13.08
. I
If a county employee dies, his or her estate receives all earned
DEATH
pay and any earned and payable benefits. i
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13.09
Upon separation from county employment, employees who have
TERMINATION PAY
completed the initial probationary employment period will be paid
for accrued and unused vacation leave up to the limit of their
• maximum allowable accumulation. Payment for such leave will be
A Continued
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13.09
included in the employee's final paycheck. The employee will
TERMINATION PAY
receive his or her final paycheck on the scheduled payday that
(Coptinued)
falls on or immediately follows the employee's last workday. .
' 13.10
The department head of an employee who is separated shall discuss '
EXIT INTERVIEWS
with the employee the reason(s) for the separation in an exit in.
' AND RECORDS
terview whenever possible. Reason(s) ' for the separation are
stated in writing on an Exit Interview Form which is signed by
the supervisor and initialed by the employee except in urusual or".
emergency circumstances.'
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14.00 GRIEVANCES
14.01
It is the policy of the county insofar as possible to prevent the
POLICY
occurrence of employee grievances and to deal promptly with those
which occur. No adverse action will be taken against an employee
'
F'
for reason of his or her exercise of the grievance right.
'
A grievance may be filed by an employee on one or more of the
:•i
following grounds: improper application of rules. regulations,
and procedures; unfair treatment; illegal discrimination based on
f
!
race. religion, color, creed, sex, age, handicap, or national
i ,
origin; disciplinary action taken without just cause; improper
application of fringe benefits; or improper working conditions.
14
02
Grievances can be appealed through the immediate supervisor to
.
FINAL AUTHORITY
the department head, then to the Grievance Committee whose
decision is final.
F
14.03
Informal Grievances. The first step in the grievance procedure
PROCEDURE
s for the emp ogee to attempt to resolve the grievance by
informal conference with his or her immediate supervisor. If
;
informal conference with the supervisor does not result in a
resolution of the problem(s) that is satisfactory to the
employee, he or she may file a formal grievance.
s'
Formal Grievances. Formal grievances must be in writing, signed
the employee, and presented to the employe'e's immediate
supervisor. A statement of the specific remedial action
requested by the employee must be included in the written
'
grievance.
After being presented with a written and signed grievance. the
.
immediate supervisor will (1) consult with his or her supervisor.
f
(2) attempt to resolve the grievance within five working days
,
after receipt of the grievance. and (3) communicate the decision
'
to the employee in writing.
An employee who either receives no written resolution by • the•
Q
'a•
close of the fifth working day, following the day the written
grievance was presented, or is not satisfied with the proposed
x
resolution, may within the next three working days appeal in
,
m-Biting to the department head. The department head will respond
a,~ r
in writing to the employee by the close of the fifth working day
i
following the day the written appeal was received.
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14.03
14.03
`
If the employee is dissatisfied, then he/she may ask the
I CON'T
Grievance Committee to render a decision. The Committee
is composedof the county judge, the sheriff, county tax
assessor-collector the county treasurer, county clerk,
'
the district clerk,county attorney or the criminal district
rlj
attorney and three (3) residents of the county selected
;
4!
to establish the'•total Voting membership of the committee'
at-nine members.; The decision of the•Grievance Committee':
is final.!
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15.00 308 (MASS) MSOUPTIONS
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15.01
*
The =missioners court establishes and periodically reviews
of- ,
- M
oarr S
°{vial ;oo (class) descriptions for all classified positions
in
the county. The personnel officer reports annually to
the
'
commissioners court on the status of the classification and
pay
9
plans, noting any changes approved during the previous year.
t
15.02 .
The job description for each employee's position will be
(1)
V
01=101
given to eacI employee. (2) reviewed by the employee. and
,
3)
+
placed in the employee's personnel file along with a cartifi
ca-
a
Lion that the employee reviewed it.
I 15.03
In the absence of any request for clarification. each employee
is
i.J RE=S=
considered to understand the responsibilities assigned to the
CZrittIFi>D!t
position wnicn he or she occupies.
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16.00 PERSONNEL FILES
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16.01
{
Personnel files are maintained in the county personnel office.
GENERAL
-The recori copy of all personnel information related to an ,
employee, except leave records, shall be filed in the employee's
personnel file.
Information in an employee's personnel file must be disclosed
upon request unless specific items are excepted from disclosure
by law. No information from any record placed in an employee's
file will be communicated to any person or organization except by
the department head or the personnel officer.
Each employee may choose whether the county discloses the
employees home address and telephone number to the public on
+
request. If a new employee does not request confidentiality
'
within the first 14 days of employment, the home address and 1
i
telephone number on file are considered public information.
However, employees may change their election for disclosure or
confidentiality at any time. A form for designating this j
information as confidential or public is available from the "
county personnel office. ;
r
An employee or his or her representative designated in writing
may examine the employee's personnel file upon request during :J
16
normal working hours at the county personnel office.
When a supervisor requires access to the personnel file of an
employee under his or her supervision for the handling of
personnel matters, the supervisor must obtain authorization from ;
the personnel manager.
Employees are expected to inform their supervisors of any changes
in or corrections to information recorded in their individual
personnel file such as home address, telephone number, person to {
be notified in case of emergency, or other pertinent information.
16.02
The Personnel Action Form is the official document for recording
PERSONNEL ACTION
and transmitting to the personnel file each personnel action.
FORM
This form is used to promote uniformity in matters affecting:
-Position Title and Classification,
• Group and Pay Rate,
• Leave Usage,
f
• Annual Salary,
Continued
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16.02
PERSONNEL ACTION
FORM
(Continued)
16.03
CONTENTS OF
PERSONNEL FILES
16.04
LEAVE RECORDS
• Separations, and
-Other Actions Affecting the Employee's Status.
.Each Personnel Action Form becomes a permanent part of the
employee's personnel file, and a copy is given to the employee.
An employee's personnel file contains:
•A copy of the employee's application for employment;
• A signed copy of the employee's acknowled ent of receiving
the employee handbook and the job (class) description for
the position he or she currently occupies;
-Personnel action forms;
- Performance evaluation records;
- Records of any citations for excellence or awards for good
performance;
-Records of any reprimands or other disciplinary actions; and
-Any other pertinent information having a bearing on the
employee's status.
Official records of annual leave and sick leave accrual and of
leave usage will be kept for each employee by the payroll divi-
sion of the county treasurer's office. Leave records are updated
biweekly when each payroll is processed. Leave balances are
shown on the official record to reflect any remaining leave to
which an employee is entitled.
Department heads receive an updated printout of each of their
employee's leave accrual and usage at the close of each biweekly
pay period.
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17.01
GENERAL POLICY
17.02
I3-COUNTY TRAVEL
17.03
OUT-OF-COUNTY
TRAVEL
li
17.04
SUBSISTENCE
EXPENSES
17.05
LIMITATIONS
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17.00 REIMBURSEMENT OF EXPENSES
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The policy of the county is that employees be fully reimbursed
for necessary and reasonable job-related expenses incurred in the
authorized conduct of county business. All requests for
reimbursement of expenses are subject to requirements of
documentation and reasonableness, and will be honored in
conformance with adopted policies and procedures. Expenses which
are not permitted under the terms of grants, contracts, or
agreements with other agencies will not be charged as costs to
those grants, contracts, or agreements.
All necessary travel by county employees for authorized conduct
of county business within the county is authorized. Reimburse-
ment for the use of private automobiles by employees is made
monthly upon submission of required report and request forms.
Mileage is reimbursed at the maximum non-taxable rate allowed by
the Internal Revenue Service at the time the mileage is incurred.
Employees are expected to report the shortest distance between
destinations for all travel. Travel between an employee's
residence and a county office is not allowable for reimbursement.
Out-of-county travel by county employees is permissible provided
that it is authorized in advance by the department head and does
...not exceed departmental budgetary limitations. Reimbursement of
out-of-county travel costs is based upon the most economical
conveyance that is reasonably available. When private automobiles
are used for out-of-county travel, reimbursement is allowed on
the basis of actual mileage traveled or tourist class air fare,
whichever is less. If no air service is available to the author-
ized destination, actual mileage is allowed. The difference in
cost between first-class air accommodations and less-than-first-
class air accommodations is unallowable except when less-than-
first-class air accommodations are not reasonably available.
Employees engaged in necessary and authorized travel in the
conduct of county business are reimbursed for actual subsistence
expenses. Subject to documentation and reasonableness, subsis-
tence expenses will generally be for registration, lodging,
telephone, parking, tolls, taxi or limousine, meals, and reason-
able gratuities.
Costs of personal entertainment, spouse's expenses, amusements,
social activities, or alcoholic beverages are not allowable for
reimbursement. '
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