HomeMy WebLinkAbout861216.tiff RESOLUTION
RE: APPROVE COLORADO MERIT SYSTEM OPTIONS AND AUTHORIZE CHAIRMAN
TO SIGN
WHEREAS, the Board of County Commissioners of Weld County,
Colorado, pursuant to Colorado statute and the Weld County Home
Rule Charter, is vested with the authority of administering the
affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with Colorado Merit
System Options for personnel of the Weld County Department of
Social Services, and
WHEREAS, after study and review, the Board deems it advisable
to approve said Colorado Merit System Options, a copy being
attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County
Commissioners of Weld County, Colorado, that the Colorado Merit
System Options for personnel of the Weld County Department of
Social Services be, and hereby are, approved.
BE IT FURTHER RESOLVED by the Board that the Chairman be, and
hereby is, authorized to sign said document.
The above and foregoing Resolution was , on motion duly made
and seconded, adopted by the following vote on the 17th day of
December, A.D. , 1986 .
BOARD OF COUNTY COMMISSIONERS
ATTEST: dl (Cs��se ( . t 'Gr :' '' WELD COUNTY, COLORADO
Weld County Clerk and Recorder ._y__ _ ... •..�.n
and Clerk to the Board J.cqu\i .3 - •n , hairman
BY: / / / er Gor��s`�- z+y,► ' em
Deput County k
APPROVED AS TO FORM: ene R. Bran er
71
C.W �' •y / .
Grfi
County Attorney
Frank Yamag hi
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,�. ooC� :. ! T p � 861216
mEmoRAn®um
I ` . aim Jackie Johnson, Frank Yamaguchi, Gene Brantner,
i Bill Kirby, Gordon Lacy, Weld County
To Board of Commissioners on. December 11, 19861�nJJGG(
Eugene McKenna, Director, Weld County Department of
COLORADO FtomSocial Services
Subject: Colorado Merit System Options for WCDSS Personnel
The WCDSS needs Board direction on some Personnel decisions or options now
available and effective in 1987 for County Social Service Department.
Fiscal: The WCDSS 1987 Estimate for Salaries, under the present plan is
approximately $2,567,000. Most of these costs are reimbursed at a rate of 807.
Background: The State Board of Social Services has recently approved changes to
Colorado Merit System regulations that govern County Departments of Social
Services. These changes allow more flexibility for local Boards of Social
Services, particularly in determining compensation plans for county DSS
personnel.
The W.C.D.S.S. 1987 CY budget, as approved by the Board, provides for the "old"
statewide compensation plan. Under this plan, a 5% COLA is included and would be
effective 9/1/87. Also the usual merit and promotional increases are included.
It is my general recommendation that the Board maintain their approval of the
1987 compensation plan as is and take the necessary time in 1987 to explore the
multitude of options now available for possible changes, effective 1/1/88.
Generally these options are:
1. Allow for adjusting compensation for the various Merit System occupational
groups to regional or local rates based upon comparative wage surveys.
2. Allow for determining a local Merit or step increase policy related to
overall county practice.
3. Provides a greater selection of candidates for hiring and more local testing
of candidates.
4. Allow for the use of a local performance appraisal system, local employee
grievance system and overtime policy. There are other less significant
options available under the revised rules.
The attached forms are completed for your consideration and decision. As stated
above, with a few exceptions, the forms serve to integrate or convert the "old"
or current compensation plan and policy into the new pay plan and policy with
neutral fiscal impact.
Thanks for your consideration. A work session is scheduled for 12/15 at 3:00 PM.
cc: Don Warden, Director, Weld County Finance and Administration
Pat Persichino, Director, Weld County Personnel Department
" EMcK:rm
861216
Attachments
ENCLOSURES
o County Letter 86-312-A - Report and Selection of County Department
Personnel and Merit System Administration Options for 1987
o Colorado Merit System Salary Plan (grid)
o WCDSS "Flexible" Time Policy
o WCDSS Grievance Procedure
o WCDSS Overtime Policy
•
EMcKenna
12/11/86
,,rte ^•
COLORADO DEPARTMENT OF SOCIAL SERVICES NUMBER: 86-312-A
717 - 17th STREET, DENVER, COLORADO 80218 -
COUNTY LETTER
DIVISION OR OFFICE: Merit System DATE: November 21, 1986
SUBJECT Dir./Human Resources
Report and Selection of County Department
Personnel and Merit System Administration AJ_ll jcy
Options for 1987 '• r\/P.sogram/Adman
EXPIRATION DATE: January 1, 1988 • C �`/c` c�• '
� -. Lulu.wtic<«
/
The purpose of this County Letter is to assist County Departments in
implementing 1987 salary plans and to facilitate compliance with personnel
administration policy as required by the Colorado Department of Social
Services Staff Manual, Volume II, County Personnel and Merit System.
In previous years, county departments have received a County Letter titled
SALARY PLAN AND BENEFIT REPORT and HOURS OF WORK AND HOLIDAYS OBSERVED. This
County Letter supersedes the above mentioned County Letter and should
immediately be brought to the attention and a copy provided to all County
Directors, Personnel Officers, and others with responsibility for personnel
policy implementation.
Revisions to Volume II have resulted in additional Personnel Administration
options from which county departments shall select. Also, other requirements
have been instituted as a result of the Volume II rewrite, compliance with
which is also requested in this letter. All references to Rules are those
contained in the revised Volume II. Attached is a copy of Section 2.200,
Compensation. Please read carefully before completing the Salary Plan Section
of this County Letter.
As in the past, the signatures of both the Chairperson, County Commissioners
and the County Social Services Director are required for official
implementation of county selections. Please allow sufficient time for review
in order to meet the deadline date.
County departments should contact their respective Merit System Personnel
Specialist prior to completing this questionnaire to ensure accurate
execution. Once all sections have been completed, all additional submissions
prepared, and all signatures properly executed, the original shall be
forwarded to the Department of Social Services, Merit System Supervisor,
717 Seventeenth Street, 12th Floor, P.O. Box 181000, Denver, Colorado 80218.
Please be sure to retain a copy of all materials submitted for your files.
This package should be returned by December 31, 1986.
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I. HOURS OF WORK AND HOLIDAYS 086_,VED 1987
A. Number of hours employees are required to work per week: 40
B. Does your Department allow Flex Time? X Yes No
If yes, attach a copy of your policy.
C. Which of the following holidays will be observed by your Department in
1987? Of those listed, but not observed by your Department put "none" in
the "County Will Observe" column. (The following are legal holidays to
be observed by the State Department in 1987. ) •
HOLIDAY DATE DAY COUNTY WILL OBSERVE
New Years Day 01 Jan 87 Thursday Yes
M.L. King's B. Day 19 Jan 87 Monday Observed 11-27-87
Washington/Lincoln B. Day 16 Feb 87 Monday Yes
Memorial Day 25 May 87 Monday Yes
Independence Day 03 Jul 87 Friday Yes
Colorado Day 03 Aug 87 Monday Yes
Labor Day 07 Sep 87 Monday Yes
Columbus Day 12 Oct 87 Monday Observed 12-24-87
Veteran's Day 11 Nov 87 Wednesday Yes
Thanksgiving Day 26 Nov 87 Thursday YeS
Christmas Day 25 Dec 87 Friday Yes
D. Please indicate holidays, other than those listed, to be observed by your
county:
HOLIDAY DATE DAY
None
E. County Name Weld County Number 62
_2_
II. SALARY PLAN 1987
County Departments are being afforded the opportunity to structure their
salary plans with more flexibility than .in the past. An overall understanding
of what is available, and how it will impact individual counties, both
fiscally and employee relations-wise, is imperative before finalizing your
selections. Please review carefully this entire section prior to commencing
its compilation. Volume II, Section 2.200, COMPENSATION, fully explains what
is now available. This questionnaire is designed to provide enough procedural
information to ensure sound and equitable administration of compensation
policy.
A. Establishing Minimum and Maximum Steps
In this section you will select an entry step and a maximum step for •
occupational groups as shown on pages 4 & 5 of this questionnaire. Entry
level hiring steps may be established at steps 1 thru 8. Maximum steps
shall be established at no lower than step 11 (see Volume II, Rule
2.221.1).
As this is a new procedure with respect to county salary administration,
some may wish to make selections that would keep the entry and maximum
steps as based on the 1986 Salary Plan at an equivalent level in the 1987
Plan. An important key in this conversion process is to remember that
there is only one salary grade for each job profile and its attendant
skill level. Under the 1986 Salary Plan there were different grades for
job profiles based on the County option. Under the new 1987 Plan,
options available are within the seventeen step grade for each
occupational group. Minimum steps selected shall not affect the salaries
of current employees.
•
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OCCUPATIONAL GROUPS
1. Professional Administrative -
Accountant Adoptions Administrator
General Management Assistant - Adult Services Administrator
Housing Coordinator Assistance Payment Administrator
Management Analyst Child Protective Srvs. Administrator
Personnel Officer Controller
Day Care Administrator
Deputy Director
Foster Care Administrator
Generalist Administrator
IV-D Administrator
Personnel Administrator
Placement Alternative Administrator
Social Services Administrator
Staff Development Administrator
Staff Development Coordinator
Supervising Management Analyst
Support Services Administrator
Youth Services Administrator
WIN/SAU Administrator -
2. Data Processing Professional
Computer Programmer Data Processing Supervisor/Administrator
Systems Analyst
3. Professional Soc. Srvs. & Ancillary `
Adoption Social Caseworker Adoptions Supervisor
Adult Services Social Caseworker Adult Services Supervisor
Child Protective Services Caseworker Day Care Supervisor
Child Protective Services Coordinator Employment Counselor Supervisor
Day Care Social Caseworker Foster Care Supervisor
Employment Counselor Generalist Supervisor
Foster Care Social Caseworker Placement Alternative Supervisor
Generalist Intake Social Caseworker Social Services Supervisor
Generalist Social Caseworker WIN/SAU Supervisor
Placement Alternative Social Caseworker Youth Services Supervisor
Volunteer Services Coordinator
WIN Social Caseworker
Youth in Conflict Social Caseworker
4. Technical/Paralegal/Investigative
- County Social Services Investigator Eligibility Technician Supervisor
Eligibility Technician Legal Technician Supervisor
Fee Assessment Technician Recovery Supervisor
Legal Technician Supervisor Soc. Srvs. Investigations
Recovery Agent
-4-
OCCUPATIONAL GROUPS (Continued)
5. Clerical/Data Processing/Para Professional
Account Clerk Account Clerk Supervisor
Clerk Business Office Supervisor
Case Services Aide Case Services Aide Supervisor
Computer Operator Clerical Supervisor
Data Control Clerk Computer Operator Supervisor
Delivery Clerk Data Control Supervisor
Home Services Aide Data Entry Supervisor
Mail Clerk Data Operations Supervisor
Microfilmer Home Services Aide Supervisor
Receptionist Switchboard Supervisor
Remote Terminal Operator Warehouseman Supervisor
Reproduction Equipment Operator
Secretary
Staff Assistant
Stenographer
Storekeeper
Switchboard Operator
Typist
Warehouseman
Word Processor
6. Data Entry Operators
Data Entry Operator I Data Entry Supervisor
Data Entry Operator II
•
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MERIT SYSTEM ADMINISTRATIVE RULES AND REGULATIONS 29 2.272 '‘
2.272 SALARY PLAN SKILL LEVEL CHARTS JANUARY 1, 1987
2.2721 PROFESSIONAL/ADMINISTRATIVE/TECHNOLOGICAL
Professional - Administrative
Skill Level Grade
6 89
5 85
4 80
3 74
2 68
1 63
2.272.11 Due to recruitment problems, Computer Programmers and Systems
Analysts will be paid as follows:
Skill Level Grade
5 90
4 84
3 78
2 72
1 68
2.272.2 PROFESSIONAL/ADMINISTRATIVE/TECHNOLOGICAL
Professional - Social Services
Skill Level Grade
5 74
4 71
3 68
2 65
1 59
2.272.3 PROFESSIONAL/ADMINISTRATIVE/TECHNOLOGICAL
Professional - Social Work Ancillary
Skill Level Grade
4 71
3 68
2 65
1 59
THIS REVISION: LAST REVISION: REVISION NUMBER
Adopted: Adopted:
Effective Date: Effective Date:
COLORADO DEPARTMENT OF SOCIAL SERVICES
STAFF MANUAL VOLUME 2
COUNTY PERSONNEL AND MERIT SYSTEM
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MERIT SYSTEM ADMINISTRATIVE RULES AND REGULADIONS 30 2.272
2.272.4 * TECHNICAL/PARALEGAL/INVESTIGATIVE •
Skill Level Grade Technicians have been
6 68 assigned lower skill
5 65 levels in the 1987
4 60 Salary Plan. What was
3 56 Elig Tech III and IV
2 51 under the 1986 Plan
1 45 are now Elig Tech II
and III respectively.
2.272.5 CLERICAL/OFFICE MACHINE OPERATORS/PARA-PROFESSIONAL
Skill Level Grade
6 •
665
5 60
4 56
3 51
2 45 •
1 40
2.272.51 Due to recruitment problems, Data Entry Operators will be
paid as follows:
Skill Level Grade
3 51
2 47
1 42
2.272.6 SUPERVISORY AND MANAGERIAL
Professional - Administrative
Skill Level Grade
7 92
6 90
5 87
4 81
3 79
2 75
1 69
* This is a new category based on the technical occupational study
conducted by the Merit System Personnel Staff and shall become
effective 1-1-87. Conversion information for positions falling
into this category that were listed in other categories in
previous salary plan will be provided prior to 1-1-87.
THIS REVISION: LAST REVISION: REVISION NUMBER
Adopted: Adopted:
Effective Date: Effective Date:
COLORADO DEPARTMENT OF SOCIAL SERVICES
STAFF MANUAL VOLUME 2
COUNTY PERSONNEL AND MERIT SYSTEM
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•
MERIT SYSTEM ADMINISTRATIVE RULES AND REGULATIONS 31 2.272
2.272.7 SUPERVISORY
Professional - Social Services
Skill Level Grade
3 75
2 71
1 67
2.272.8 * SUPERVISORY
Technical/Paralegal/Investigative
Skill Level Grade
• 6 72
5 69
4 65
3 61
2 56
1 52
2.272.9 SUPERVISORY
Clerical/Office Machine Operators/Para-Professionals
Skill Level Grade
6 72
5 69
• 4 65
3 61
2 56
1 52
•
* This is a new category based on the technical occupational study
conducted by the Merit System Personnel Staff and shall become
effective 1-1-87. Conversion information for positions falling
into this category that were listed in other categories in
previous salary plan will be provided prior to 1-1-87.
THIS REVISION: LAST REVISION: REVISION NUMBER
Adopted: Adopted:
Effective Date: Effective Date:
COLORADO DEPARTMENT OF SOCIAL SERVICES
STAFF MANUAL VOLUME 2
COUNTY PERSONNEL AND MERIT SYSTEM
-8- ,t
WCDSS WCDSS
COMMENTS COMMENTS
WELD COUNTY DEPARTMENT OF SOCIAL SERVICES
1987 Weld County Selections — Recommendations
o Board approval of the following page would integrate the present 1986
compensation plan (Option III) into the new plan (1987) at the same
salary level as is paid in the current (1986) year.
Present plan: Steps 1-7 (5% difference between steps)
New Plan Steps 5-17 (21% difference between steps)
(Employee salaries remain the same as paid in December, 1986)
o Board Option:
Adjust occupational groups to local, prevailing compensation based on
wage surveys and other comparisons.
— WCDSS Recommendation: Approve steps 5-17 for all occupational groups
for 1987 CY. Study feasibility of changes during 1987 for possible
Board changes effective 01/01/88.
Cost impact: Neutral. Approved in 1987 CY Budget.
EMcRenna
12/11/86
FORM
1. 1987 County Selections of Minimum and Maximum Steps
Please see Volume II, Rule 2.221.1, establishing the levels of your
Department for the following occupational groups. Entry level hiring
step may be established at steps 1 thru 8, maximum step established
will be no lower than step 11.
•
ENTRY MAXIMUM
OCCUPATIONAL GROUP STEP STEP
1) Professional Administrative 5 17
2) Data Processing Professional 5 17
3) Professional Soc. Srvs. & Ancillary 5 17
4) Technical/Paralegal/Investigative 5 17
5) Clerical/Data Processing/Para Professional
6) Data Entry Operators
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2. Director's Salaries
Please indicate what the monthly salary of the County
Director will be as of 1-1-87.- $ Not available
NOTE: Based on size and number of employees, Counties have been assigned a
class by the State Department of Social Services for reimbursement
purposes. The classes and required salary grades are as follows:
CLASS VII CLASS VI CLASS V CLASS IV CLASS III
GRADE 99 GRADE 95 GRADE 93 GRADE 91 GRADE 88
Denver Adams Boulder Arapahoe Fremont
El Paso Larimer Mesa Garfield
• Jefferson Weld La Plata
Pueblo Las Animas
Montrose
Morgan
Otero
CLASS II CLASS I CLASS I CLASS I CLASS I
GRADE 85 GRADE 83 cont. cont. cont.
Alamosa Archuleta Douglas Kit Carson Routt
Chaffee Baca Eagle Lake Saguache
Conejos Bent Elbert Lincoln San Juan
Delta Cheyenne Gilpin Mineral San Miguel
Huerfano Clear Creek Grand Ouray - Sedgwick ('
Logan Costilla Gunnison Park Summit
Moffat Crowley Hinsdale Phillips Teller
Montezuma Custer Jackson Pitkin Washington
Prowers Delores Kiowa Rio Blanco Yuma
Rio Grande
2.280 COUNTY DIRECTORS
Maximum Allowable
Skill Level Grade For Reimbursement
Denver 99 $4872
6 95 $4419
5 93 $4209
4 91 $4009
• 3 88 $4735
2 85 $3461
1 83 $3298
C
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B. Incentive Pay kMerit) `,
All Counties should select some form of incentive pay. Plans may include
any combination of the options listed below. The minimum requirement for
receipt of incentive pay by classified Merit System Employees shall be a
standard performance rating. If there is to be other criteria required
by your county, it should be indicated in the appropriate section(s) that
follow.
In accordance with Volume II, Sections 2.221.2, 2.221.3, and 2.221.4,
regarding pay increases, incentive pay must be applied consistently and
made available to all classified Merit System employees. Under no
circumstance shall any form or combination of incentive pay result in an
employee receiving more than the annual maximum salary for the salary -
grade that applies to the position as shown on the Salary Conversion
Chart, Volume II, Section 2.271.
County Departments may award incentive pay in the form of step increase
or cash bonus.
1. Step Increase: (To be granted on anniversary dates.)
a. Service Based: Wald County will grant step increases
based on service. (See Rule 2.221.3) Yes X No
If yes, please provide in the space below what periods service
based increases will require (i.e., six months, twelve months, '
etc.), the number of steps accompanying such periods, and any
• additional criteria, e.g. remain at a certain step for a
specified period before achieving maximum step.
Please note that steps in the 1986 Plan are in increments of 5%
and that they are 2.5% in the 1987 Plan. If you would like to
keep the same service based increases in 1987 as in 1986 and
your County granted annual one step increases, you would list a
two step annual increase for 1987.
EXAMPLE:
A County is on option III under the 1986 Salary Plan and grants
service based increases as follows:
Six month one step increase anniversary based: annual one step
increase until employee reaches step 6. Three years at step 6
then one step increase to the maximum of the range.
Under the 1987 Plan, this same County's service based increase
if unchanged would read: six months, two step increase,
anniversary based two step increase. Three years at step 15
then two step increase to the maximum of the range.
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NOTE: Promotion Increase Exception % ,
Promotion compensation shall be a maximum 10% or to the
entry step for a specific job profile as established in
this questionnaire, whichever is higher. (see rule
2.246.1) County Departments may wish to disallow service
based step increases in the twelve month period
immediately following the effective date of a promotion
and attendant salary increase. Service based step
increases would skip the next anniversary date, but
resume in the following and subsequent years.
Wald County will X , will not allow service based
step increases in the twelve month period immediately following the
effective date of a promotional increase.
b. Performance Based Step Increase
This is a new option for County Departments. It needs to be
given careful thought and consideration before implementation.
Consideration should be given to county fiscal capability,
across-the-board application, and clear, pre-established and
published criteria.
Wald County will institute an incentive step pay
program based on performance. YES , NO X . If yes,
please provide in the space below the criteria for performance
based incentive step increases i.e. , above-standard or
outstanding performance rating and the period or time frame for
such increases. Step increases shall be granted on anniversary
dates.
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2. Cash Bonus
Weld County will institute an incentive cash bonus pay
program based on performance. YES , NO X . Please provide in
the space below your bonus plan to include the amounts and the
criteria.
NOTE: Cash bonus may be in a set amount, e.g. , $500.00 or a percent of
monthly or annual salary. Bonus plus salary shall not exceed
the maximum annual salary for the salary grade of the position
in question. Bonuses are to be paid on the employee's
anniversary date and .based on the employee's salary grade in
effect on the anniversary date (see Salary Conversion Chart,
Volume II, Section 2.271).
SALARY PLAN REMARKS: (add additional sheets if necessary)
County Name Weld County Number 62
—13—
WCDSS WCDSS
COMMENTS COMMENTS
WELD COUNTY DEPARTMENT OF SOCIAL SERVICES
Incentive Pay
The Board is asked to select one of three types of "incentive" pay.
Current (1986) System: Five percent (5%) step increases across seven steps
provided to employees with "standard" or above Service Ratings. (There is a
three year wait on Step 6 before proceeding to Step 7, "seniority.")
Promotional Compensation: (assumes satisfactory service)
WCDSS Employees other than Eligibility Technicians and Caseworkers:
New employees (on Step 1) receive a 5% increase at six months and
another 5% on their one year "anniversary date" and subsequent
anniversary dates, there is a three year stay on Step 6 before
proceeding to the last step (seniority, +5%).
Eligibility Technicians and Caseworkers:
These employees are hired, most often, in a trainee status for one
year. Therefore, at the end of one year service at the beginning
level, they are promoted to journeyman level (or proficient) .
The typical ET or caseworker receives a 5% six month increase in
the beginning or trainee grade. At the one year mark there is a
5% anniversary promotion in this grade. At one year (or very soon
thereafter) , there is a promotion to higher journeyman level.
This promotion may not exceed a rate of 10%. For these classes,
compensation increases are as much as 20% in one year as they
enter in trainee status and achieve "experienced" or journeyman
status in one year.
Increases after the promotion are 5% ,"merit" or the annual
anniversary date to Step 6.
Salary Survey Adjustment (COLA) : Colorado Merit System surveys relate to
State Civil Service surveys. Adjustments traditionally are effective
January 1. However, the past two years have seen delays due to inadequate
appropriations. The survey adjustment for 1987 CY will be effective for
Merit System employees 09/01/87. The 1987 adjustment of 5% is less than 2%
when considered on an annual basis.
WCDSS Recommendation: No change for 1987 CY pending county review. The
Department's 1987 Budget allows continuation of the present policy.
Recommend selection of "Service Based - Step Increase" plan for 1987 C.Y.
EMcKenna
12/11/86
T-.
III. BENEFITS 1987
Please indicate below what your County will offer as employee benefits:
A. Health Insurance - includes dental
YES NO
Full-time Merit System Employees X
Part-time Merit System Employees
Other County Employees X
Amount to be contributed by County to Merit System
Employees: Single $__59.00
• Two
Family $ N/A
B. Dental Insurance - included in health insurance
Merit System Employees X
Other County.Employees X
Amount to be contributed by County to Merit System
Employees: Single $
Two $
. Family •
$
C. Life Insurance C
Merit System Employees
Other County Employees
Amount to be contributed by County to Merit System
Employees: $ 58 per 1,000 of insurance.
after 5 yrs. $ .42 per 1,000 of insurance.
D. County Retirement Plan
If the County plans to offer a retirement plan please provide
information regarding;
County Contribution &a of gross income
Employee Contribution fi p of gross income
Vesting Period end of 6 vrs. service - 50%; 7 yrs. - 75%; and
Retirement Criteria 8 yrs. service - 100%
years of service same as vesting period
other eligible for retirement at age 55
E. Other Benefits
Use of county automobile X
Salary Supplement
F. County Name Weld County Number 62
—14-
IV. OTHER OPTIONS 1987
•
YES NO
— Allow conversion of sick leave to personal/annual leave
as provided in Rule 2.825. X
- Allow withdrawal of resignation as provided in Rule 2.711.
(If yes, please attach a copy of your policy with this form.) X
- With regard to Performance Appraisal as covered in Rule
2.520:
• a. The County will develop its own Performance Appraisal
System. (If yes, attach a copy for Merit System
Supervisor's approval. )
b. The County will accept a Performance Appraisal
System developed/provided by the Merit System.
c. The County will work with Merit System Personnel to
develop a Performance Appraisal System. X
- Establish a roster of on-call appointments for certain
/- job profiles. (If yes, list profiles and attach to this
form (see rule 2.424). __X—
•
County Name Weld County Number 62
V. OTHER REQUIREMENTS 1987
- County Departments are required to develop and submit to the Merit System
a specific Overtime Policy. This policy must accompany the submission of
these forms and be received by the Merit System no later than December
31, 1986. (see rule 2.245)
- County Departments are required to develop internal grievance policy and
procedures (see Rule 2.610). please submit your policy to the Merit
System no later than December 31, 1986.
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ti
VI. REQUIRED SIGNATURES 1987
County Name Weld County Number 62
/.2./7Abg
Coun ocial Service Director • Date
Eug McKenna
ar .o�i,c.o� �Y� ,rte. \'a\\1\��
irpe n, Cou t Commissioners Date
Jacqueline Johnsdfi
C, .
Send original to Merit System; retain copy of questionnaire and all
attachments for your records.
Received by Merit System
Date
-16-
7019 Off Standard Work Days — Exempt and Non—Exempt Employees
Duties of an employee or unit of employees may require unusual work
hours to meet obligations. These obligations or tasks may be
accomplished by working an occasional work day or days where the work
day starts early and finishes early. Or the work day may start late
and end late. The employee is required to work the normal number of
hours for the work week. The normal number of hours are worked during
the official work week although individual work days may be more or
less than eight (8) hours. The supervisor "adjusts" or assigns work
hours with the employee so that the total number of hours worked per
week does not exceed forty (40) hours.
Occasional Off Standard days are approved by the supervisor in advance.
Regular or permanent Off Standard days are approved in advance by the
Director.
7019.1 Regular (Seasonal or Permanent) Off Standard Work Days
Regular Off Standard work days are scheduled when public need requires
a deviation from normal 8:00 to 5:00 office hours. This deviation may
last from a week to several months or a "season". Advance approval of
the supervisor and the Director is required. "Flex-Time", whereby the
employee may start work between 7:30 a.m. and 8:00 a.m. and stop work
between 4:30 p.m. and 5:00 p.m., is considered part of this section.
Flex-time is scheduled one month in advance and must have advance
approval of the supervisor.
Example: Food Stamp service to migrants may require that the
Department issue Food Stamps until 8:00 p.m. several nights per week
during June and July. During these months some Food Stamp personnel
may work from 11:00 a.m. to 8:00 p.m. for three days per week.
Revised 6-85
7024.2 Employee Absence Due to Inclement Weather - County Operations Normal
Inclement weather may on occasion make it difficult for employees to
get to work on time. The policy covering this is as follows:
Absence Of Treatment
34 day or less Employee must make up for lost time
Over 14 day Charged to annual leave or credited
compensatory time
7024.3 Closure of County Operations
In the event the County Board closes operations due to inclement
weather or other emergencies, employees on duty at the time of closure
will be compensated as if they were working the normal work day.
Employees required to work during such closure will not be paid
additional salary or compensatory time off. An employee already on
leave of any type on a closure day shall be charged for that leave day
as if county operations were normal.
Revised 6-84
7024.4 Flex-Time Attendance
The Department allows flexible starting and stopping time within the
standard eight hour work day. Public office hours are 8:00 a.m. to
5:00 p.m. , Monday through Friday.
An employee ordinarily may choose one of three starting and stopping
times year round. They are:
7:00 a.m. - 4:00 p.m.
7:30 a.m. - 4:30 p.m.
8:00 a.m. — 5:00 p.m.
The County's first priority is to provide the best public service
possible during normal office hours. Therefore, individual interests
or desires must be secondary. However, in most cases employee's
preferences can be granted.
Flex Time and Off Standard hours are closely related. Supervisory
approval must be obtained for flex time and off standard hours.
Added 6-84
7020 Overtime/Compensatory Time Policy
All employees of the Weld County Department of Social Services are
public service employees and thus are expected by the Weld County Board
of Social Services and the citizens of Weld County to be available to
provide emergency services and perform other necessary and important
tasks as needed.
The standard work day is eight (8) hours, 8:00 a.m. to 5:00 p.m. with
one hour off for lunch. The standard work week is forty (40) hours,
Monday through Friday. "Overtime" is defined as time worked in excess
of forty hours per week. For accounting purposes, the official work
week is Sunday through Saturday.
It is the policy of the County to keep overtime work to a minimum by
emphasizing efficient work scheduling and use of time within normal
work hours. Should this not be possible and it is found that much time
must be spent on overtime and/or emergency services, then the
Department will consider other alternatives. Some other alternatives
are off-standard work hours or days for employees or a change in work
priorities.
7020.1 Fair Labor Standards Act - Exempt/Non-Exempt Employees
In accord with the federal Fair Labor Standards Act, employees are
classified as "exempt" and "non—exempt". Exempt employees are not
eligible for overtime pay or for compensatory time off. Non—exempt
employees are eligible for overtime or compensatory time off if they
work beyond forty (40) hours per week. It is the County's policy to
limit overtime or compensatory time for non-exempt employees to that
which is approved in advance.
Generally, "exempt" personnel are the higher classified jobs that may
require attention beyond the normal work week. "Non-exempt" jobs are
generally more readily confined to a normal work week.
The Department conforms to the Exempt/Non-Exempt classifications set
forth in the Colorado Merit System Personnel Manual (Volume II) .
The County requires that work for non-exempt personnel must be confined
to the normal forty (40) hour work week. Any exceptions must have the
advance approval of the County Director and/or the Board of County
Commissioners. Weekly time sheets are completed by all non-exempt
personnel and reviewed weekly by supervisors.
Non-exempt employees are not allowed to work beyond forty (40) hours
per week even if the employee wishes to do so as it may obligate the
employer to provide compensation that the employer does not have
authority to provide. Therefore, non-exempt employees are required to
work a precise work schedule determined in advance.
Revised 6-85
C"f
7020.1 Fair Labor Standards Act continued
Exempt personnel may be granted time off to rest if called out for
emergency or crisis services after hours or if required to work an
excessive number of hours.
Travel time for non-exempt employees is considered as work time and
thus is counted as part of the forty hour work week. Travel time
related to attendance at training, workshop, or convention sessions
will be taken as "administrative leave" unless the time can be easily
accommodated in the normal work day. As "administrative leave", travel
before and after the normal eight hour day is not compensable, either
in dollars or compensatory time off.
Training or workshop attendance requested by the non-exempt employee
and approved by the County Director and conducted after normal working
hours (including travel to and from) is not considered hours of work
for the purpose of computing overtime. Therefore, no "overtime" or
compensatory time is earned for time spent beyond normal working hours
for non-exempt employees requesting training.
7020.2 Non-Exempt Employees - Exceptions Requiring Prior Approval
There may be occasional need to require that non-exempt employees work
beyond the normal forty (4) hour work week. Every effort will be made
to avoid this by using Off Standard work days or work weeks. Should
these efforts not be successful, due to the press of work deadlines or
emergencies, the Department will:
1. Provide "compensatory time" at the rate of one and one-half hours
for each hour worked beyond the official forty hour work week.
Must have prior approval of the Director and/or the County Board.
The non-exempt employee, with prior approval, may accumulate up to
eighty (80) hours of compensatory time before "overtime" (cash) payment
is required. However, it is the Department's policy to require that
compensatory time owed will be used within the County's pay period and
that hours earned will be kept well short of the eight (80) hours. The
County's pay period is from the 16th of the current month to the 15th
of the following month.
Revised 5-86
7020.3 Accountability — Record Keeping
In order to provide consistency of treatment, to conform to County
Policy, and provide records for audit review, record keeping is
required. A time sheet is completed weekly by the employee and is
reviewed by the immediate supervisor. The time sheet must indicate
"start" and "end" times for each day of the week.
The supervisor is required to review or know the exact amount of time
worked each day by the non-exempt employee so that the hours worked for
the official work week do not exceed forty (40) hours. Should forty
(40) hours per week be exceeded, the supervisor must direct or change
the worker's work schedule so that the number of hours actually worked
in that work week do not exceed forty (40) hours. The Director is to
be advised by the Division Head of all time worked by a non-exempt
employee that exceeds forty (40) hours per week.
Careful supervisory review and daily monitoring is most important to
assure compliance with the Fair Labor Standards Act and to protect both
the employee and the employer (County). Monitoring is particularly
important near the end of the County's thirty (30) day pay period when
there is much less time to adjust.
Revised 6-85
7040 Weld County Department of Social Service Grievance Procedure
This county procedure is supplementary to the Merit System appeal
procedures established in Volume II which basically limit appeals to
well—defined types of personnel sections. The Department employee
wishing to file a grievance may choose to use the County grievance
procedure or the established Merit System procedure (Volume II). To
choose the Merit System route, the grievance must be an appealable
matter.
Definition of a Grievance and Purpose of Procedure
A grievance involves a work situation in which an employee believes an
injustice has been done which could not be resolved at the first line
supervisory level. The purpose of a grievance procedure is to solve
personnel problems at the lowest level possible and as equitably as
possible. The following steps are to be taken:
Step 1:
If a supervisor fails to remedy the matter or solve the problem to the
satisfaction of the employee concerned, the employee may discuss the
grievance with the Division Head. The grievance must be presented in
writing with a copy provided the immediate supervisor. The employee
may have representation at this level. The Division Head must give his
decision in writing within five working days after presentation of the
grievance by the employee.
Step 2:
If the grievance is not settled to the satisfaction of the employee by
the Division Head (or if the employee has no Division Head) , the
employee may submit in writing a request for a hearing before the
Director or his delegated representative. Such a hearing must be held
within five days of the date the grievance was presented. The Director
shall take all steps necessary to determine the facts in the matter,
shall reach a decision, and notify the employee of the decision
in writing within five working days of the date of the hearing. The
Director is responsible for the final decision in the County grievance
procedure.
Participants at this hearing shall include the employee and his
representative and the Director or his delegated representative. The
employee and his representative(s) shall not exceed three persons,
unless there has been prior agreement. Witnesses may be called by
either the Director or the employee.
Hearings shall be held on Department time.
Added 10-72
►:ERIT SYSTEM ADMINISTRATI' RULES AND REGULATIONS 25 2.270
Colorado Merit System Salary Plan
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17
40 784 802 823 842 864 884 907 928 952 975 1000 1023 1050 1075 1103 1128 1153
41 802 823 842 864 884 907 928 952 975 1000 1023 1050 1075 1103 1128 1158 1185
42 823 842 864 884 907 928 952 975 1000 1023 1050 1075 1103 1128 1158 1185 1216
43 842 864 884 907 928 952 975 1000 1023 1050 1075 1103 1128 1158 1185 1216 1244
44 864 884 907 928 952 975 1000 1023 1050 1075 1103 1128 1158 1185 1216 1244 1277
45 884 907 928 952 975 1000 1023 1050 1075 1103 1128 1158 1185 1216 1244 1277 1306
46 907 928 952 975 1000 1023 1050 1075 1103 1128 1158 1185 1216 1244 1277 1306 1341 '
47 928 952 975 1000 1023 1050 1075 1103 1128 1158 1185 1216 1244 1277 1306 1341 1372
48 952 975 1000 1023 1050 1075 1103 1128 1158 1185 1216 1244 1277 1306 1341 1372 1408
49 975 1000 1023 10S0 1075 1103 1128 1158 1185 1216 1244 1277 1306 1341 1372 1408 1440
50 1000 1023 1050 1075 1103 1128 1158 1185 1216 1244 1277 1306 1341 1372 1408 1440 1478
51 1023 1050 1075 1103 1128 1158 1185 1216 1244 1277 1306 1341 1372 1408 1440 1478 1512
52 1050 1075 1103 1128 1158 1185 1216 1244 1277 1306 1341 1372 1408 1440 1478 1512 1552
53 1075 1103 1128 1158 1185 1216 1244 1277 1306 1341 1372 1408 1440 1478 1512 1552 1588
54 .1103 1128 1158 1185 1216 1244 1277 1306 1341 1372 1408 1440 1478 1512 1552 1588 1630
55 1128 1158 1185 1216 1244 1277 1306 1341 1372 1408 1440 1478 1512 1552 1588 1630 1667
56 1158 1185 1216 1244 1277 1306 1341 1372 1408 1440 1478 1512 1552 1588 1630 1667 1712
57 1185 1216 1244 1277 1306 1341 1372 1408 1440 1478 1512 1552 1588 1630 1667 1712 1750
58 1216 1244 1277 1306 1341 1372 1408 1440 1478 1512 1552 1588 1630 1667 1712 1750 1798
59 1244 1277 1306 1341 1372 1408 1440 1478 1512 1552 1588 1630 1667 1712 1750 1798 1837
60 1277 1306 1341 1372 1408 1440 1478 1512 1552 1588 1630 1667 1712 1750 1798 1837 1888
61 1306 1341 1372 1408 1440 1478 1512 1552 1588 1630 1667 1712 1750 1798 1837 1888 1929
62 1341 1372 1408 1440 1478 1512 1552 1588 1630 1667 1712 1750 1798 1837 1888 1929 1982
63 1372 1408 1440 1478 1512 1552 1588 1630 1667 1712. 1750 1798 1837 1888 1929 1982 2025
1408 1440 1478 1512 1552 1588 1630 1667 1712 1750 1798 1837 1888 1929 1982 2025 2081
5 1440 1478 1512 1552 1588 1630 1667 1712 1750 1798 1837 1888 1929 1982 2025 2081 2126
66 1478 1512 1552 1588 1630 1667 1712 1750 1798 1837 1888 1929 1982 2025 2081 2126 2185
67 1512 1552 1588 1630 1667 1712 1750 1798 1837 1888 1929 1982 2025 2081 2126 2185 2232
68 1552 1588 1630 1667 1712 1750 1798 1837 1888 1929 1982 2025 2081 2126 2185 2232 2294
69 1588 1630 1667 1712 1750 1798 1837 1888 1929 1982 2025 2081 2126 2185 2232 2294 2344
70 1630 1667 1712 1750 1798 1837 1888 1929 1982 2025 2081 2126 2185 2232 2294 2344 2409
71 1667 1712 1750 1798 1837 1888 1929 1982 2025 2081 2126 2185 2232 2294 2344 2409 2461
72 1712 1750 1798 1837 1888 1929 1982 2025 2081 2126 2185 2232 2294 2344 2409 2461 2529
73 1750 1798 1837 1888 1929 1982 2025 2081 2126 2185 2232 2294 2344 2409 2461 2529 2584
74 1798 1837 1888 1929 1982 2025 2081 2126 2185 2232 2294 2344 2409 2461 2529 2584 2655
75 1837 1868 1929 1982 2025 2081 2126 2185 2232 2294 2344 2409 2461 2529 2584 2655 2713
76 1888 1929 1982 2025 2081 2126 2185 2232 2294 2344 2409 2461 2529 2584 2655 2713 2788
77 1929 1982'2025 2081 2126 2185 2232 2294 2344 2409 2461 2529 2584 2655 2713 2788 2849
78 1982 2025 2081 2126 2185 2232 2294 2344 2409 2461 2529 2584 2655 2713 2788 2849 2927
79 2025 2081 2126 2185 2232 2294 2344 2409 2461 2529 2584 2655 2713 2788 2849 2927 2991
PHIS REVISION: LAST REVISION: REVISION NUMBER
Jdopted: Adopted: -
Effective Date: Effective Date:
COLORADO DEPARTMENT OF SOCIAL SERVICES
STAFF MANUAL VOLUME 2
COUNTY PERSONNEL AND MERIT SYSTEM __-_._._
MERIT SYSTEM ADMINISTRATI"` RULES AND REGULATIONS 26 2.270 •
Colorado Merit System Salary Plan
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17
80 2081 2126 2185 2232 2294 2344 2409 2461 2529 2584 2655 2713 2788 2849 2927 2991 3073
81 2126 2185 2232 2294 2344 2409 2461 2529 2584 2655 2713 2788 2849 2927 2991 3073 3141
82 2185 2232 2294 2344 2409 2461 2529 2584 2655 2713 2788 2849 2927 2991 3073 3141 3227
83 2232 2294 2344 2409 2461 2529 2584 2655 2713 2788 2849 2927 2991 3073 3141 3227 3298
84 2294 2344 2409 2461 2529 2584 2655 2713 2788 2849 2927 2991 3073 3141 3227 3298 3388
85 2344 2409 2461 2529 2584 2655 2713 2788 2849 2927 2991 3073 3141 3227 3298 3388 3463
86 2409 2461 2529 2584 2655 2713 2788 2849 2927 2991 3073 3141 3227 3298 3388 3463 3557
87 2461 2529 2584 2655 2713 2788 2849 2927 2991 3073 3141 3227 3298 3388 3463 3557 3636
88 2529 2584 2655 2713 2788 2849 2927 2991 3073 3141 3227 3298 3388 3463 3557 3636 3735
89 2584 2655 2713 2788 2849 2927 2991 3073 3141 3227 3298 3388 3463 3557 3636 3735 3818
90 2655 2713 2788 2849 2927 2991 3073 3141 3227 3298 3388 3463 3557 3636 3735 3818 3922
91 2713 2788 2849 2927 2991 3073 3141 3227 3298 3388 3463 3557 3636 3735 3818 3922 4009
92 2788 2849 2927 2991 3073 3141 3227 3298 3388 3463 3557 3636 3735 3818 3922 4009 4118
93 2849 2927 2991 3073 3141 3227 3298 3388 3463 3557 3636 3735 3818 3922 4009 4118 4209
94 2927 2991 3073 3141 3227 3298 3388 3463 3557 3636 3735 3818 3922 4009 4118 4209 4324
952991 3073 3141 3227 3298 3388 3463 3557 3636 3735 3818 3922 4009 4118 4209 4324 4419
96 3073 3141 3227 3298 3388 3463 3557 3636 3735 3818 3922 4009 4118 4209 4324 4419 4540
97 3141 3227 3298 3388 3463 3557 3636 3735 3818 3922 4009 4118 4209 4324 4419 4540 4640
98 3227 3298 3388 3463 3557 3636 3735 3818 3922 4009 4118 4209 4324 4419 4540 4640 4767
99 3298 3388 3463 3557 3636 3735 3818 3922 4009 4118 4209 4324 4419 4540 4640 4767 4872
C
•
-THIS REVISION: LAST REVISION: _ REVISION NUMBER
Adopted: Adopted:'
Effective Date: Effective Date:
COLORADO DEPARTMENT OF SOCIAL SERVICES
STAFF MANUAL VOLUME 2 -
COUNTY PERSONNEL AND MERIT SYSTEM
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