ORDER NO. 20899
ACCEPTANCE OF PROPOSAL TO UP-DATE KERR
COUNTY PERSONNEL CLASSIFICATIONS,
PERSONNEL MANUAL
On this the 27th day of April 1992, upon motion made by Commissioner
Holekamp, seconded by Commissioner Oehler, the Court UNANIMvUSLY
APPROVED BY A VOTE OF 4-0-0, to accept the proposal for up-date on
personnel classification; personnel manual, etc. to Allison and
Associates, said award not to exceed $5,300.00, and partial information
to be available July 15, 1992
COMMISSIONERS' COURT AGENDA REQUEST
*PLEASE FURNISH ONE ORIGINAL AND FIVE COPIES OF THIS REQUEST AND
DOCUMENTS TO BE REVIEWED BY THE COURT
MADE BY: Glenn K. Holekamo
MEETING DATE: April 27, 1992
OFFICE: Commissioners' Court
TIME PREFERRED:
SUBJECT: (PLEASE BE SPECIFIC) Award nroposal for recommendations to up-date
Kerr County Personnel Classifications, personnel mannual etc.
EXECUTIVE SESSION REQUESTED: YES NO x
PLEASE STATE REASON FOR EXECUTIVE SESSION
ESTIMATED LENGTH OF PRESENTATION:
PERSONNEL MATTER - NAME OF EMPLOYEE:
NAME OF PERSON ADDRESSING THE COURT: ~nmmiasinner pmt. ll3
Time for submitting this request for Court to assure that the matter is posted in accordance
with Article 6252-17 is as follows:
* Meetings held on Monday: 12:00 P.M. previous Wednesday
THIS REQUEST RECEIVED BY: -
THIS REQUEST RECEIVED ON : ~~-=2 7 ~ S' 3~
All Agenda Requests will be screened by the County Judge's Office to determine if
adequate information has been prepared for the Court's formal consideration and action
at time of Court meetings. Your cooperation will be appreciated and contribute towards
your request being addressed at the earliest opportunity. See Agenda Request
Guidelines.
RESPONSE TO REQUEST FOR PROPOSAL
KERR COUNTY PERSONNEL POLICY/MANUAL
TO: COMMISSIONERS COURT OF KERB COUNTY, TEXAS
RE: RESPONSE TO REQUEST FOR PROPOSAL
FROM: ALLISON & ASSOCIATES
208 West 14th Street
Austin, Texas 78')01
512/482-0701
512/480-0902 (Fax)
Scope of Work: Evaluate existing personnel policy manual,
current job classifications, job descriptions, and salary grades.
Conduct analysis of work requirements of current and projected
demands upon employees, assessment/redrafting of job descriptions,
and preparation of revised policy manual, classifications, and
salary grades.
Projected expenditures of time/effort on Scope of Work:
Evaluation of current and projected policies, classifications,
descriptions, and salary grades:
8+ hours legal = $1,000.00
30 hours administration
analysis = 51.500.00
$,2500.00
Preparation of Revised Personnel Manual:
16+ hours legal = $2,000.00
Legal/Professional fees (fixed fee): _ $4,500.00
Estimated Expenses:
Travel = $ 210.00
Long Distance Telephone/Fax = $ 250.00
Photocopies = $ 100.00
Postage = $ 90.00
Miscellaneous = $ 150.00
Estimated Expenses: _ $ 800.00
Total Fixed Fee Contract + Estimated
Expenses: _ $5,300.00*
Total cost will be Fixed Fee, ($4,500.00) plus expenses
actually incurred. Estimated total Fixed Fee + Expenses is for
illustration purposes only, although estimated expenses are
reasonably certain based upon our prior experience with similar
projects.
ACCEPTANCE OF PROPOSAL
Accepted proposal by Allison & Associates, Attorneys at Law, this
27th day of April, 1992. Subject to Court Order No. 20899
~- ~~~~~~
W.G.STACY
COUNTY JUDGE
R. CORDON MORGAN
COMMISSIONER PCT. #
1~.~
GLENN K. HOLEKAMP
COMMISSIONER PCT. #3
T.H. "BUT. H" LACKEY -~
COMMISSIONER PCT-. #
Aw i., ~ /~
~,
BRUCE OEHLER
COMMISSIONER PCT. #4
REQUEST FOR PROPOSAL
Kerr County, Texas, is seeking proposals from qualified firms
or individuals to make recommendations for up dating their
Personnel Classifications (including job descriptions), salaries, and
Personnel Policies and related matters.
A copy of the Classifications, Salaries and Personnel Policies
that are presently in place may be viewed in the County Judge's
Office or the County Clerk's Office. Proposals and questions should
be submitted to Glenn K. Holekamp, Commissioner Precinct #3, Kerr
County Courthouse, 700 Main, Kerrville, Texas 78028, (512-257-
2617).
-Closing Date for receipt of Proposals-April, 13, 1992
-Award Date-April 27, 1992
All proposals shall include a resume or statement of
qualifications, with references.
KERB COUNTY PERSONNEL POLICIES
1.00 INTRODUCTION
1.01
ABOUT THE Kerr County's governmental organization is established by the
Cfll1NTY Constitution of the State of Texas and by State statutes. Its
operations are governed by state and federal law and by actions of
the commissioners court.
The Commissioners Court is the administrative head of county
government. The county budget and taxes are within their area of
responsibility. The court consists of four county commissioners,
each elected by the voters of a commissioner's precinct, and the
county judge, elected by all of the voters of tfie county.
The other elected officials of Kerr County also have statutory and
constitutional duties and responsibilities. With the exception of
fiscal matters, each official exercises their responsibilities
independent of the Commissioners Court. The efficient
administration of county government, therefore, rests upon the
ability of the various officials and department heads to work as a
team in resolving problems and planning for the future.
Under the direction of the various elected officials and their
department heads, Kerr County employees provide important
services to the public which include, but are not limited to:
maintaining property records, preserving law and order,
operating the jail, constructing and maintaining roads, operation
recreational areas, assisting farmers and homemakers, planning
for the efficient operation of the county government. In addition,
county employees are involved in conducting elections, assessing
and collecting taxes, performing judicial functions in county and
district courts, prosecuting law breakers, providing legal advice
to county officials, and managing county finances.
1 .02
PURPOSE These policies set forth the primary rules governing employment
with the county. The policies contained herein inform employees
of the benefits and obligations of employment with the county.
They have been prepared and adopted in order to promote
consistent, equitable, and effective practices by both employees
and supervisors which will result in high quality public service.
These policies do not constitute a contract and shall not
be construed as a contract.
1.03
RESPONSIBILITY FOR Responsibility for personnel functions in Kerr County are divided
IMPLEMENTATION OF among county offices as follows:
PERSONNEL POLICIES
' Commissioners Court establishes county personnel policy as i
relates to salaries, benefits, classification, and other matter
related to compensation and budget.
' County Judae oversees general personnel policies;
' (,amply Personnel Officer maintains the official personnel
records pertaining to time and attendance, leave, vacation,
benefits, payroll, resignations, and unemployment. The
county personnel officer is designated by court order. (See
Exhibit A attached hereto)
' Elected Officials and Department Heads maintain all other
personnel files on departmental employees and are responsible
for administration of the personnel policies within their own
departments or unit.
1.04 These policies are established by the commissioners court
AUTHORITY and all amendments, revisions, or new policies must be approved
by court order. Such action may be taken by the court without
notice to any individual employee. It is the responsibility of each
employee to check the posted agenda of the court to inform
themselves of any proposed changes.
1.05 These personnel policies as they pertain to compensation and
APPLICABILITY OF benefits, apply equally to all employees of the county unless a
PERSONNEL POLICIES class of employees is specifically exempted. The General Policies
contained in Chapter 2, however, are mandatory and are
specifically applicable to all county officials, officers, and
employees, exempt or otherwise.
In cases where federal or state laws or regulations supersede 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, their employees, and other officers are covered
to the extent allowed by the laws governing their respective
offices. Elected officials may elect to adopt these personnel
policies in their entirety by notifying the County Judge, in
writing, on the form provided in the Appendix as Exhibit B,
(Adoption of County Personnel Policies).
2
1.06 The County Judge, County Clerk and the County Personnel Officer
DISSEMINATION maintain complete sets of the personnel policies with all revisions
OF PERSONNEL for reference by employees. The County Judge wilt also provide a
POLICIES complete copy of this manual and copies of all subsequent
revisions to each elected official and department head, who will
make the updated manual available to employees.
1 .07 Employees are encouraged to make constructive suggestions for
EMPLOYEE improvements in these policies or in work procedures or
SUGC~S"PIONS conditions. Suggestions should be given to your supervisor or the
appropriate elected official or department head.
3
2.00 GENERAL COUNTY POLICIES
2.01 All employees of the county are employees at will and, as such, are
EMPLOYMENTAT WILL free to resign at any time without reason. The County and its
officials, likewise, retain the right to terminate an employee's
employment at any time, with or without reason and with or
without prior notice. Nothing contained in this or any
other document provided to the employee is intended to
be, nor shall be, construed as a guarantee that
employment or any benefit will be continued for any
period of time. Any salary figures provided to an employee in
annual or monthly terms are stated for the sake of convenience or
to facilitate comparisons and are not intended and do not create
an employment contract for any particular salary or benefit
or for any specific period of time. NO ELECTED OFFICIAL,
DEPARTMENT HEAD, OR SUPERVISOR HAS THE
AUTHORITY TO ENTER INTO OR OTHERWISE CREATE A
CONTRACT OF EMPLOYMENT OR ANY TERM THEREOF,
BETWEEN KERB COUNTY AND AN EMPLOYEE OR OTHER
PERSON.
2.02 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, religion,
color, disability, national origin, sex, or political affiliation or
belief. Personnel decisions should be made only on the basis of
occupational qualifications, skill, knowledge, education,
experience, ability to perform a specific job, and other job-
related factors.
2.03 It is the policy of Kerr County that all employees have a right to
HARASSMENT work in an environment free of discrimination, which includes
freedom from harassment -whether the harassment is based on
sex, age, race, national origin, religion, sexual orientation,
marital status, or membership in other protected groups. The
County prohibits harassment of its employees in any form - by
supervisors, co-workers, clients, or suppliers.
Such conduct may result in disciplinary action up to and including
dismissal, with or without prior notice, of the employee who
harasses others. With respect to non-employees, offending clients
and suppliers will be asked to leave and not to return.
Often, such harassment is not intentional and although meant in
jest, it may hurt feelings, strain working relationships, or
otherwise adversely affect the "team" spirit. Such conduct is
unprofessional and damages the public's confidence in us. Each
employee who feels uncomfortable about the conduct of a
supervisor or other employee should politely let the person know
4
that their statements or conduct are causing a problem. If it
continues, the situation should be reported to your supervisor or
elected official.
By the same token, each of us needs to be aware that often a person
who is offended will not speak up about these matters for fear of
"making waves" or compounding the problem. Sensitivity to
others feelings is fundamental to the team approach and is the true
"first step" in preventing a difficult situation. You are adults and
if confronted by another regarding statements or behavior that
constitutes harassment, you need to consider that person's rights
to be free from harassment and graciously modify your behavior.
2.04 An officer of the County will neither have financial interest in the
CONFLICT OF INTEREST 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:
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
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 favor of
that person.
2.05 Employees of the county are encouraged to vote and to exercise
POLITICAL other prerogatives of citizenship consistent with state and federal
ACTIVITY law and these policies.
5
A county employee may not:
Use his or her official authority or influence to
interfere with or affect the result of an election
or nomination for office; or
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.
In 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 this
additional Hatch Act restriction if their principal employment is
in connection with an activity which is financed in whole or in
part by loans or grants made by the federal government.
County employees
fund or to render
whatsoever, and no
in pay, or otherwise
are not required to contribute to any political
any political service to any person or party
employee shall be removed, demoted, reduced
mistreated for refusing to do so.
6
3.00 EMPLOYEE RESPONSIBILITIES
3.01 The county is a public tax-supported organization. Its employes
GENERAL 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 maintaining
good relationships with the public, county officials, other
government employees and officials, their supervisors, and their
fellow employees.
3.02 Employees are to be punctual in reporting for work, keeping
TIMELINESS 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 and reason therefore, to
his or her supervisor immediately unless emergency
circumstances exist. In the latter event, employees are required
to notify their supervisor as soon as reasonably possible.
3.03 Employees may not engage in any outside employment, activity, or
OUTSIDE ACTIVITIES enterprise determined by the elected official or department head
(1) to be inconsistent or incompatible with employment with the
county or (2) to affect the employee's job performance adversely.
In the sheriff's department, an employee must have the advance
approval of the sheriff to engage in any outside employment
including self-employment.
3.04 Employees will not accept gifts from contractors, vendors, or
GIF75 other persons who have business dealings with the county.
7
4.00 WORK PERIOD AND TIME REPORTING
4.01 The official work period for most employees of the county, except
ADMINISTRATIVE for sheriff's department and jail personnel, is a seven-day period
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 does
not accumulate if not taken. Each full time employee is paid on the
basis of an eight hour day.
Elected officials and department heads paid wholly or partially
from county funds may make variances from the regular workday
hours to serve the public better. For example, the Sheriff's
department maintains 24 hour law enforcement and jail watch.
Those employees work in shifts and are not subject to the "normal
working hours" provisions. If such a change will reduce an
employee's hours to less than 40 hours per week, the elected
official shalt notify the County Treasurer within 10 days of the
change. Full time employees who work less than a 40 hour week
shall have their pay and benefits adjusted to reflect the actual
hours worked and proper employment category.
Employees are expected to report punctually for duty at the
beginning of the assigned workday and to work the full workday
established. When leaving the job during working hours, an
employee must obtain permission from his or her supervisor,
stating the reason for leaving, the destination, and expected time of
return. Employees are expected to return to work as soon as their
reason for leaving has been accomplished.
4.02 Each employee shall, on the forms provided by the County
TIME REPORTING Personnel Officer, report the number of hours worked for each
day that work was performed by them for the county as well as
vacation, sick leave, and compensatory time taken. The completed
form shall be turned in to the employee's direct supervisor,
department head, or elected official, as may be required by the
elected official. The elected official shall verify the accuracy of
the report and, if correct, shall certify by signing the time record
in the space provided and shall promptly forward the form(s) to
the County Personnel Officer. ALL TIME RECORDS MUST BE
SIGNED AND TURNED IN TO THE PERSONNEL OFFICER
BEFORE THE EMPLOYEE MAY BE ISSUED THEIR PAY FOR
THAT PERIOD.
8
5.00 HIRING PRACTICES
5.01 No discrimination will be allowed against any person in job
EQUAL EMPLOYMENT structuring, recruitment, examination, selections, appointment,
OPPORTUNITY placement, training, upward mobility, discipline, or any other
aspect of personnel administration based upon race, age religion,
color, qualified disability, national origin, sex, political
affiliation or belief, or any other non-merit factor. Personnel
decisions will be made only on the basis of occupational
qualifications and job-related factors such as skill, knowledge,
education, experience, and ability to perform a specific job.
5.02 The county will take affirmative action to see that applicants are
AFFIRMATIVEACTION employed, and employees are treated during employment, without
discrimination based upon race, age, religion, color, qualified
disability, national origin, sex, political affiliation or belief, or
any other non-merit factor.
5.03 ~ (a) Medical Exams: Knowledge of physical conditions and existing
PHYSICAL STANDARDS health problems of employees is necessary so that reasonable
accommodation may be made for individuals who are otherwise
qualified to perform their duties, to avoid occupational injuries,
and to ensure that it will be possible to differentiate any future
job-related injuries from existing medical problems.
For these reasons, all individuals who have completed his selection
process and who have been offered a position with the county, shall
submit to 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. The record of
examination is confidential and shall be maintained in a separate
medical fine. In no event shall a medical examination be
required prior to an offer of employment.
(b) Qualified Disabilities: No individual who satisfies the
requisite experience, education, and other job-related
requirements of a county employment position and who can
perform the essential functions of the position, shall be denied the
position due to a physical or mental handicap that substantially
limits one or more of the major life activities of such individual.
This section shall not, however, apply to any individual who falls
within any of the exceptions to the Americans with Disabilities Act
andfor the Regulations on the ADA as promulgated by the Equal
Employment Opportunity Commission.
9
5.04 (a) Nepotism is the exercise of favoritism in employment,
EMPLOYMENT OF appointments or other patronage toward a relative. The practice
RELATIVES of nepotism in hiring personnel or awarding contracts is forbidden
(NEPOTISM) by the county.
(b) No county officer, elected or otherwise, may employ, appoint,
or otherwise grant a profit for employment of an individual who is
related within the second degree of affinity (marriage) or within
the third degree by consanguinity (blood) to the officer so
employing, appointing, or voting for or confirming such
employment or appointment.
(c) This section shall not prevent the employment, appointment,
voting for, or confirmation of any person who shall have been
continuously employed in any such office, position, clerkship,
employment or duty for the following period prior to the election
or appointment, as applicable, of the officer or member related to
such employee in the prohibited degree:
at least 30 day, if the officer is appointed;
at least six months, if the officer is elected at an
election other than the general election for state and
county offices;
at least one year, if the officer or member is
elected at the general election for state and county
officers.
(d) The statutory degrees of relationship are shown in the
following chart:
DEGREES OF RELATIONSHIP
	1st	2nd	3rd	4th
Officer 8
spouse	child	grandchild	great grandchild	great,great
grandparent
	parent	sister/
brother	nlece/nephew	grand niece/
nephew
		grandparent	aunt uncle	lstcousin
			great-grendparent	great aunVuncle
				great,great
grandparent
10
(e) Spouses of relatives within the prohibited degrees of
consanguinity or affinity are also with the prohibition.
(f) Termination of a marriage by divorce or the death of a spouse
terminates relationships by affinity created by that marriage
unless a child of that marriage is living, in which case the
marriage is treated as continuing to exist as long as a child of that
marriage lives.
(g) These provisions apply to individuals who are employed as
independent contractors.
5.05 Persons under i6 years of age will not be employed in any full-
AGE REQUIREMENTS time regular position. Persons under 18 years of age will not be
hired in any hazardous occupation.
Other age limitations will be only as required by state or federal
law applicable to the county.
5.06 Vacancies on the county staff are filled on the basis of merit,
VACANCIES whether by promotion or by initial appointment. Selections of the
best qualified persons are made only on the basis of occupational
qualifications and job-related factors such as skill, knowledge,
education, experience, and ability to perform the specific job.
5.07 The county maintains a job (class) description which establishes
QUALIFICATIONS the required knowledge, skills, and abilities for each staff position
and the acceptable levels of experience and training for each. The
job description sets forth the minimum acceptable qualifications
to fill the position.
5.08 The county has four methods of recruiting and selecting persons to
METHODS OF fill vacancies: (1) promotion from within; (2) lateral transfer
RECRUITMENT from within; (3) public announcement and competitive AND
SELECTION consideration of applications for employment; or (4) selection
from a valid current eligibility list. Each elected official or
department head determines the method of selection to be used in
filling a vacancy. The requirements for a "valid current
eligibility list" is satisfied by resumes or applications received in
response to a previous public announcement for the position.
5.09 Public announcements of position openings at the county, for
PUBLIC which there will be competitive consideration, are disseminated
ANNOUNCEMENTS by the respective elected official or department head in the
manner most appropriate for the particular position being filled.
11
5.10 Employees of the county will be notified by the appropriate elected
CONSIDERATION OF official or department head of vacancies in the organization for
CURREMEMPLOYEES which competitive applications will be accepted by posting such
announcements in a central place and employees will be permitted
to apply for positions for which they believe themselves to be
qualified.
5.11 Each applicant for employment is required to submit a written
APPLICATION FOR application and other pertinent information regarding training and
EMPLOYMENT experience. The elected official or department head will make
appropriate inquiries to verify experience, character, and
suitability of applicants.
5.12 (a) Employees entering service with the county who have had
PRIOR SERVICE prior service with the county may be considered for appointment
WITH COUNTY above the customary entry salary level. A break in continuous
service with the county forfeits any benefits, including seniority,
accrued prior to the break.
(b) For purposes of this section "continuous service" means any
break in serv ice for a period of 365 days or longer.
5.13 (a) Each elected official is authorized to employ only
AUTHORIZATION TO in accordance with the budget. Each prospective employee is
HIRE charged with the knowledge of the authorization contained within
the budget.
(b) No prospective employee is authorized to perform any work
for the county or draw any salary until the employee has been
made an offer of employment by the appropriate elected official
and has completed the following required documents and has filed
ahem with the County Personnel Officer as may be designated by
the Court:
1. Employee verification form;
2. IRS Form W-4;
3. Kerr County Medical Examination Form (showing
employee is physically qualified for the position);
4. Insurance Application;
5. Retirement Application; and
6. Waiver of Confidentiality (TWCE Form CK•06).
12
6.00 TYPES OF EMPLOYMENT
6.01
CATEGORIES (a) Regular Full Time. A regular full-time employee is
employed to hold an authorized position that involves, on
the average, 40 work hours per week.
(b) Regular Part Time. A regular part-time employee is
~~,~ employed to hold an authorized position that involves, on
„ -~ the average, fewer than 40 work hours per week. He or
- she is entitled to vacation and sick leave on a proportional
^~` r ` ~ ,basis; and-is aligible for retirement. if. wnrk_ more than
'- `'~"A` ^ .~ = 9 ear; but is not eligible for insurance
benefits unless otherwise provided by the Budget or other
Order of the Commissioners' Court.
(c) Tem op rare. A temporary employee is anon-regular
employee hired to complete a specific project within a
specified period of time. Temporary employees may be full
time or part time. They are not entitled to the county's
fringe benefits unless otherwise provided by the Budget or
other Order of the Commissioners' Court.
6.02 Staff who are assigned to the county but who serve voluntarily or
ASSIGNED STAFF are paid directly by 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, such staff are governed by all terms of these policies
not in conflict with their contract for services.
13
7.00 EMPLOYEE COMPENSATION AND ADVANCEMENT
7.01 Paychecks are issued on the fifteenth and the last day of each
PAYDAYS month.
If payday falls on Saturday or Sunday, the preceding Friday will be
payday. If payday falls on a holiday, checks will be issued on the
last working day preceding the holiday.
7.02 (a) Paychecks wilt not be issued other than on the days set out
CHECK DELJVERY above.
(b) 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.
(c) No pay advances or loans will be made to any employee for any
reason.
(d) No paycheck shall be issued to a person who is indebted to
the county or the state.
{e) An employee must bring any discrepancy in a paycheck (such
as overpayment, underpayment, or incorrect payroll deductions)
to the attention of the county treasurer within 30 days of issuance
or before the end of the fiscal year, whichever date is earliest.
7.03 Deduction vi be made from each employee's pay for the
PAYROLLDEDUCTIOI~I.S 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 genera{ procedures approved by
the commissioners court, deductions from an employee's pay m
be authorized by the employee for:
Group health/medical insurance for dependents;
' Group life insurance for dependents; and
14
Such other deductions as may be authorized by the
commissioners court.
7.04 The Commissioners Court may provide authority for elected
MERIT INCREASES officials and 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
yi ~ _ consistent performance in the same position. They are not used to
~, recognize increased duties and responsibilities (amotion) and
_- are granted without regard to cost-of-living factors or longevity.
Merit increases recognize outstanding performance and therefore
are accompanied by a performance evaluation of the employee, the
results of which are one factor used in merit pay decisions.
7.05	A promotion is a change in the duty assignment of an employee
PROMOTIONS	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.
7.06	A demotion is a change in duty assignment of an employee from a
DEMOTIONS	position in one classification to a position in another classification
	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
	disciplinary measure, because of unsatisfactory performance in a
	higher position; or as a result of a reclassification of the
	employee's position.
7,07	An employee's pay for continued performance in the same position
PAY REDUCTION FOR	may be reduced as a disciplinary measure to a lower rate in the
DISCIPLINARY REASONS	pay group for that position or to a rate in the next lower pay
	group.
7.08	The Commissioners Court is the approving authority for all
APPROVING	payrolls and for any pay increases, decreases (except for
AUTHORITY	disciplinary reasons), or payroll transfers granted under the
	terms of (1) these policies, (2) the classification and pay plans,
	or (3) the annual budget. ,
15
7,0g The county maintains a classification plan or "salary schedule" by
PAY SCALE which each class of position is assigned to a pay group based on the
level of experience, qualifications, etc., required to do that
particular job. Step increases due to merit, longevity, or other
factors are ^^+ +^ be considered reclassifications of the onion.
Therefore, when an employee leaves a position no new hire may be
employed at a higher classification than that provided for in the
classification plan without prior authorization of the court. The
fact that there may be surplus funds in that salary item in the
budget is not authorization to hire at a level higher than provided
for by the classification schedule.
7.10 (a) The Commissioners' Court, periodically reviews the
RECLASSIFICATIONS classification schedule to determine whether reclassifications are
necessary. Elected Officials may apply to the court for
reclassifications of positions.
(b) Reclassifications will be granted 4111Y upon a showing of
increased duties, responsibilities, education or training, degrees
of difficulty of the job, or other valid non-merit factors
justifying reclassification.
7.11 Each employee is required to work the number of hours per day
PAY REDUCTIONS FOR that the position is budgeted for.
INSUFFICIENT HOURS
Positions for full time employees are budgeted and paid on the
basis of an eight hour day and a 40 hour workweek. If an employee
fails to work the full number of hours for which the position is
budgeted, after deducting compensatory time, sick leave, vacation,
or leaves of absence, the pay of that person shall be reduced
downward to compensate the individual for actual hours worked.
Elected officials and department heads continue to have the ability
to make adjustments in schedule for whatever reason so long as the
employee completes the minimum hourly requirements for each
pay period.
7.12 (a) The policy of the county is to keep overtime to a minimum.
OVERTIME WORKED However, 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 (ELBA).
The Commissioners Court discourages accrual of overtime.
Overtime may be granted only by the elected official, based on the
needs of the office, and only if adequate funds are available in the
department's budget. Employees are prohibited from
16
working overtime without specific authorization from
their elected official.
Elected officials, department heads, and other executive,
administrative, and professional employees are exempt from the
overtime provisions of the Fair Labor Standards Act (ELBA) and
are expected to render necessary and reasonable overtime services
with no additional compensation. This overtime may be used as a
factor in granting or denying paid leave other than vacation or sick
leave.
(b) Ail full-time county employees subject to the provisions of
the Fair Labor Standards Act (ELBA), 29 U.S.C. S 201, et seq.,
(except law enforcement officers and jailers) who are required to
work in excess of 40 hours per week shall receive compensatory
time off, in lieu of payment, at the rate of one and one-half hours
for each hour worked over 40 hours per week. Law Enforcement
personnel and jailers shall receive, in lieu of payment,
compensatory time off at the rate of one and one-half hours for
each hour worked over 171 hours within the 28 day work period.
(c) No full-time county employee (except law enforcement
officers and jailers) shall accumulate overtime credit in excess of
240 hours (160 hours of actual overtime worked). No taw
enforcement officer or jailer is authorized to accumulate overtime
credit in excess of 480 hours (360 hours of actual overtime
hours worked). Compensatory time off must be taken during the
24 month period following the end of that work period. Claims for
overtime payments under the FLSA shall be paid from any
appropriated and unexpended lime item within the budget of the
department employing the claimant.
(d) The preferable method of overtime compensation is to
schedule equal time off for the affected employee during the same
work period in which the overtime was worked. The appropriate
elected official or department head decides which method,
consistent with budgetary constraints, to use to compensate for
overtime worked.
17
8.00 BENEFITS
8.01 The county provides group health/medical and life insurance
HEALTHIMEDICALAND coverage for regular employees after a 30 day probationary
~,~~,n,o„oe ~~G period for insurance on new employees. Premiums for employees
are paid in full by the county. An eligible employee may add
dependent coverage for his or her family members at the
employee's expense.
8.02 All employees of the county are covered by Social Security. The
SOCIAL SECURITY county matches each employee's contribution to the Social
Security System dollar for dollar.
8.03 The county is a member of the Texas County and District
RETIREMENT PLAN Retirement System. Membership in the retirement system is
mandatory for all regular full-time employees (defined by
T.C.D.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.
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. Each new employee shall
receive a brochure about the county's specific retirement
coverage and options under T.C.D.R.S. at the time of employment.
8.04 Employees of the county are covered by Workers Compensation
WORKERS Insurance. This coverage provides medical and salary continuation
COMPENSATION payments to employees who receive bona fide. work-related, gp=
the-iob injuries. The name and address of the current carrier of
the county's policy is available on request from the County
Personnel Officer. For more information on Worker's
Compensation, see the Heatih and Safety Section of these policies.
8.05 All employees of the county are covered under the Texas
UNEMPLOYMENT Unemployment Compensation Insurance program. This program
INSURANCE provides payments for unemployed workers who meet the criteria
established by State law.
18
8.06
VACATION
TIME
8.07
SICK LEAVE
Regular full-time employees and regular part-time employees
who work at least one-half time (20 hours per week or more) are
eligible for vacation leave. Temporary employees are not eligible
for vacation leave. Detailed information on vacation leave is found
in the next section of these policies.
Regular full-time employees and regular part-time employees
who work at least one-half time (20 hours per week or more),
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.
8.08 The county encourages its employees to pursue educational and
EDUCATIONAL AND professional development opportunities. If the training is
PROFF~SICNAL approved by the appropriate elected official or department head,
DEVELOPMENT there are sufficient funds authorized for that purpose, in the
BENEFITS department's budget, and the county may reimburse the employee
for the cost of such training upon presentation of proof of
satisfactory completion of job-related course or seminar and such
other documentation as may be required by the elected official, the
County Treasurer, and/or the County Auditor.
8.09 Employee benefits are computed based on the month of employment
COMPUTING rather than on the actual date of employment. An employee will be
BENEFITS credited with benefits for the fuil month regardless of whether his
or her date of employment is the first of the month or the 20th.
19
9.00 LEAVE TIME
9.01 Leave lime. Leave time is time during normal working hours in
DEFINITIONS 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 offices are
closed on what would otherwise be regular business days. A list of
current holidays is contained in the County Budget for each fiscal
year.
Unauthorized Absence. An unauthorized absence occurs when an
employee is absent from regular duty without the permission of
the appropriate elected official or department head. Employees
are not paid for unauthorized absences, and such absences are
cause for disciplinary action.
9.02 Alf leave taken by county employees must be approved by the
APPROVAL OF LEAVE appropriate elected official or department head.
,~' k Leave Approval. Approval of sick leave for non-emergency
medical, dental, or optical appointments must be secured in
advance. In all other instances of use of sick leave, the 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.
Elected Officials' and Department Heads'_ Responsibility for
Verification. Elected officials and department heads are
responsible for determining that leave time is accrued and
available for use in the amounts requested by an employee.
9.03 County employees are encouraged to take regular vacations at least
VACATION TIME annually.
No vacation leave benefits accrue nor may be used by a new county
employee during the initial six months of employment.
Upon completion of the initial six-month period, vacation leave
benefits, figured from the date of employment, are credited to the
employee as shown below. Thereafter, vacation leave is earned and
credited to the employee's leave record the first day of each month.
Regular, full-time employees earn vacation leave as follows:
Years of Emglovment Vacation Davs
' First through 10th year 10 days per year
11th through 20th year 15 days per year
` 21st year and beyond 20 days per year
20
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 workweek. Temporary employees, full-time or part-time,
do not earn vacation leave.
Earned vacation leave can be used after six months of employment.
The maximum allowable accumulation of unused vacation leave is
10 days. At the end of each fiscal year, any annual leave balance in
excess of the maximum is reduced to the maximum without
compensation.
Employees terminating during the initial six-month period will
not be paid for accumulated vacation leave.
9.04 Sick leave is earned at the rate of one day per month and is posted
SICK LEAVE to an employee's record on the first day of each month. Earned
sick leave may be utilized as it is earned from the date of
employment with the county if the employee is absent from work
due to:
Personal illness or physical or mental incapacity;
Medical, dental, or optical examinations or
treatments;
Medical quarantine resulting from exposure to a
contagious disease; or
Illness of a member of the employee's immediate
family who requires the employee's personal care
and attention. For this purpose immediate family is
defined as the employee's spouse, child(ren), or
any other relative of the employee who resides in
the employee's household.
Employees are expected to return to work as soon as their reason
for leaving has been accomplished.
Employees are responsible for notifying their supervisor of the
need to be placed on sick leave not later than the first day of such
absence, preferably promptly at the beginning of the first
workday absent. Failure to do so may result in the employee's
being placed on leave-without-pay status. The supervisor, elected
official, or department head may require a doctor's verification of
the illness.
Regular part-time employees,
(20 hours per week or more),
the employee's work time bear
workweek.
who work at least one-half time
earn sick leave in the proportion
s to the regular 40-hour
21
Temporary employees, full-time or part-time, do not earn sick
leave.
Medical Statement. The elected official or department head may
request, and employees must provide upon request, written
verification by a physician of medical disability precluding
availability for duty at any time that sick leave benefits are
requested.
Earning Si .k~L av ..
each full-time regular
calendar month.
One day of earned sick leave is credited to
employee's account the first day of each
~e of Sick Leave.
employment as it is
manual.
Sick leave can be used from the date of
earned for the purposes specified in this
Arrumulation of Sick Leave. Sick leave not used during the year in
which it accrues accumulates and is available for use in succeeding
years up to a maximum allowable accumulation of 120 work days
(960 hours). On the employee's anniversary date, any sick leave
balance in excess of the maximum is reduced to the maximum
without compensation.
Exhaustion of Sick Leave. An employee who has exhausted earned
sick leave benefits may use vacation leave or request leave of
absence without pay. In the case of an on-the-job, work-related
injury requiring absence from work, the county will pay
emergency sick leave for all or part of the initial seven days if the
employee does not have adequate accrued sick leave. No advance of
unearned sick leave benefits will be made for any reason.
V When an illness or physical
incapacity occurs during the time an employee 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 substitution must be supported
by a medical certificate or other acceptable evidence.
Cancellation URon Termination. Unused sick leave is cancelled
upon termination of employment without compensation to the
employee.
9.05 Employees may request approval to use accumulated sick leave and
EXTENDED LEAVE vacation leave for the purpose of paid release time to recover from
FOR ILLNESS OR an extended illness or temporary disability or may request
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 10 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
22
concerning his or her intentions about returning to work at the
county.
Pregnancv. Pregnancy will be treated in the same manner as any
other extended illness or temporary disability.
llnoaid l_ .av of Ab en e.
appropriate elected official
the commissioners court, a
months of unpaid leave of
from an extended illness
time, an employee accrue;
benefits but retains those
retained during unpaid I
prohibited by the terms c
Hospital insurance can be
employee.
Upon written recommendation of the
or department head and approval by
n employee may be granted up to six
absence for the purpose of recovery
or temporary disability. During this
no additional vacation or sick leave
already accrued. Other benefits are
eave of absence unless otherwise
r provisions of the benefit program.
continued if paid in advance by the
Conditions. The appropriate elected official or department head
may require an employee requesting a paid or unpaid leave for
extended illness or temporary disability to provide a medical
doctor's statement as to the date upon which the employee is no
longer able to perform his or her duties and the expected length of
the recuperation period. The elected official or department head
may also require the employee to provide periodic statements
from a medical doctor as to whether or not the employee 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 is or her conditions.
9.06 Unless an employee who is absent on sick leave requests leave
USINGLEAVEIN without pay upon exhaustion of sick leave, he or she will
COMBINATION automatically be placed on vacation leave status until vacation
leave is exhausted.
Sick leave cannot be used for vacation purposes when vacation
leave is exhausted.With the approval of an employee's supervisor
and the appropriate elected official or 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 and the
employee.
9.07 Regular employees of the county who are members of the State
MILITARY LEAVE 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, salary, on all days during which they are
engaged in authorized training or duty ordered by proper
authority, for not more than 15 day in any one calendar year.
Requests for approval of military leave must have copies of the
23
relevant military orders attached. Military leave in excess of 15
davs will be charged to vacation leave or leave without pay.
Regular employees of the county who are called to 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 perform.
g.p8 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 county duty for the remainder of the day.
9.09 Leave of absence without pay is an approved absence from duty in a
LEAVEOFA[3SENCE non-pay status. Granting a leave of absence without pay is at the
WITHOUT PAY discretion of the appropriate elected official or department head,
but such leave is not authorized unless there is a reasonable
expectation that the employee will return to employment with the
county at the end of the approved period. Employees on leave of
absence receive no compensation and accrue no benefits. However,
previously accrued benefits are retained during leave of absence
unless otherwise prohibited by the terms or provisions of the
benefit programs. Medical insurance can be continued if paid in
advance by the employee.
A leave of absence without pay may be revoked upon receipt of
evidence that the cause for granting such leave was
misrepresented, or has ceased to exist.
At the expiration of a leave of
exists and a reasonable effort
employee in another position,
paid accrued benefits. See
specific provisions relating tc
involuntary call or recall to
such service.
absence without pay, if no vacancy
has been unsuccessful to place the
the employee will be terminated and
also section on military leave for
leave of absence without pay for
military service and return from
' Military service (see a{so section on this type of leave);
' Recovery from extended illness or temporary disability
(see also section on this type of leave);
' Public service assignments; or
' Such other reasons as the commissioners court may
consider justifiable.
24
g,tp General. The department head is authorized to grant
ADMINISTRATIVE administrative or emergency leave to an employee in certain AND
EMERGHJGY limited circumstances.
LEAVE
Administrative leave. The commissioners court may, upon
recommendation by the appropriate elected official or department
hear authorize administrative leave with pay for an employee
when warranted by unforeseen circumstances not otherwise
provided for in these policies.
Fmeraencv Leave. Emergency leave with pay may be granted by
the appropriate elected official or department 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, cousin, grandparent of an employee or employee's spouse, or
any other relative if that relative is 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 appropriate elected official or
department head in advance and will depend upon the immediate
circumstances.
25
10.00 HOLIDAYS
10.01 Holidays are established each year by the Commissioners Court
GENERAL POLICY and are contained in the annual Budget for the County.
10.02 It is not always feasible to grant holidays at the scheduled time to
WORK DURING employees assigned shifts of an "around the clock" operation. Any
HOLIDAYS elected official or department head who finds it necessary to do so
may direct some or all employees of the department to report for
work on any holiday. For information on work compensation
during holidays, please see the overtime section of this manual.
10.03 If an official holiday falls within a regular employee's vacation,
HOLIDAY DURING the employee will be granted the holiday and not charged for a day
VACATION of vacation.
26
11.00 HEALTH AND SAFETY
1 1 .01 The policy of the county is to make every effort to provide
SAFETYPOLJCY healthful and safe working conditions for all of its employees.
11.02 Employees are responsible for conducting their work activities in
EMPLOYEE a manner that is in conformance with state and federal law and that
RESPONSIBILITIES is is protective of their own health and safety, as well as that of
AND REPORTS other employees.
An employee must report every on-the-job accident, no matter
how minor, to his or her supervisor. Employees, supervisors and
department heads are responsible for immediately filing with the
county personnel officer an accident report on every accident that
involves any injury.
11.03 Employees shall report immediately to their supervisors any
EMPLOYEE conditions that in their judgment threaten the health and safety of
SUGGES110NS 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. If a supervisor is
non-responsive, the matter should be referred to the employee's
elected official and the County Judge.
11 .04 Insurance. The county provides Workers' Compensation Insurance
ON-THE-JOB for all of its employees. This insurance provides medical expenses
INJURIES and a weekly payment if an employee is absent from work because
of a bona fide on-the-iob and work-related injury. The right to
such benefits are governed by state law.
Compensation. In order to be eligible to receive compensation, an
injured employee must report the injury to their elected official
on the appropriate forms, and file a claim for compensation with
the Texas Workers' Compensation Commission. Information and
forms for obtaining benefits are available at the office of the
County Personnel Officer located at the Kerr County Courthouse,
700 E. Main in Kerrville.
Medical Attention. An employee who sustains an on-the-job,
work-related injury 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 required to
submit to examination by an independent physician as determined
by the county at the county's expense.
Re or~tina. While on leave because of an on-the-job injury, an
employee must contact the appropriate supervisor at least once
each workweek to report on his or her condition. Failure to
27
provide the required medical status reports or to contact the
appropriate supervisor as required is grounds for taking
disciplinary action.
At time of final release or settlement of a workers' 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 benefits, i.e., vacation, sick leave, or other benefits.
28
12.00 DRUG AND ALCOHOL POLICY
12.01 The purpose of this policy is to identify and remove the adverse
PURPOSE affects of alcohol and drugs on job performance, and to protect the
health and safety of our employees by providing education and
treatment.
Use and misuse of alcohol or drugs can and does impair the ability
of an employee to perform his/her duties and may endanger the
employee, his/her co-workers, and the public as well as
property. The county seeks to prevent the use/abuse/misuse of
drugs and alcohol by employees in any way which impairs their
ability to perform their duties.
a The county shall implement a comprehensive drug
and alcohol abuse education program. As part of
that program, information will be provided on the
availability of employee assistance program
services. The County Personnel Officer is
responsible for the implementation and
administration of the program.
b. Alcoholism and other drug addiction are recognized
as diseases responsive to proper treatment, and
this will be an option as long as the employee
cooperates. Employee assistance program (EAP)
will be made available to assist employees.
c. The manufacture, distribution, dispensing,
possession, sale, purchase, or use of a controlled
substance on county property is prohibited.
d Being under the influence of alcohol or illegal drugs
on county property is prohibited. The unauthorized
use or possession of prescription drugs or over-
the-counter drugs on county property is
prohibited.
e. Employees who violate this policy are subject to
appropriate disciplinary action including
termination.
The policy applies to all employees of the county
regardless of rank or position and includes
temporary and part-time employees.
12.02 a Coun y Pr~Pmic,~ -All county property including vehicles,
DEFINITIONS lockers, and parking lots. County property does not
include other public or private property used on a
temporary basis for county social functions.
29
b. County Property -All County owned or leased property
used by employees such as vehicles, lockers, desks,
closets, etc.
c. Control) .d bstan . -Any substance listed in Schedules
I-V of Section 202 of the Controlled Substance Act (21
U.S.C.S. 812), as amended and any controlled substance
defined by the Texas Controlled Substances Act, Chapter
481, Health and Safety Code..
d Jig - A drug is any chemical substance that produces a
physical, mental, emotional or behavioral change in the
user.
e. Drug Paraphernalia - Equipment, a product or material
that is used or intended for use in concealing an illegal drug
or for use in injection, ingesting, inhaling or otherwise
introducing into the human body an illegal drug or
controlled substance.
f. Fitness for Duty - To work in a manner suitable for the
job. To determine "fitness", a medical evaluation may
include drug and/or alcohol testing.
g. lllegal Drua - An illegal drug is any drug or derivative
thereof which the use, possession, sale, transfer,
attempted sale or transfer, manufacture or storage of is
illegal or regulated under any federal, state, or local law
or regulation and any other drug, including (but not
limited to) a prescription drug, used for any reason other
than a legitimate medical reason and inhalants used
illegally. Included is marijuana or cannabis in all forms.
h. Reasonable Ca a /R .a onabl ~c i ion -Supported by
evidence strong enough to establish that a policy violation
has occurred or is occurring.
Under the Infl ~ n .. -The state of not having the normal use
of mental or physical faculties resulting from the
voluntary introduction into the body of an alcoholic
beverage or a controlled substance. An "Alcohol
concentration" of 0.10 or more, as that term is defined in
Tex.Rev.Civ.Stat.Art. 6701 L-i, is conclusive evidence that
the individual is "under the influence".
12.03 Any of the following actions constitutes a violation of the Policy
GENERAL POLICY and may subject an employee to disciplinary action to include
PROVISIONS immediate termination:
a Using, selling, purchasing, transferring, possessing,
manufacturing, or storing an illegal drug or drug
paraphernalia, or attempting
30
b. Working or reporting to work conducting county business
or being on county premises or in a county owned, leased
or rented vehicle while under the influence of an illegal
drug, alcohol or in an impaired condition.
12.04 a Employees taking drugs prescribed by an attending
PREVENTIVE ACTS physician must advise their elected official and/or
department head in writing of the possible effects of such
medication regarding their job performance and
physical/mental capabilities. This written information
must be kept confidential and communicated to the elected
official and/or department head prior to the employee
commencing work. All medical information will be kept
confidential and the employer, without exception, will
punish any breach of privacy and confidentiality in this
regard. All prescription drugs must be kept in their
original container.
b. Any employee involved in a work related accident where
alcohol or drugs are believed to be a contributing factor
will be referred to an employee assistance counselor in
addition to any other accident investigation activities.
12.05 Any employee involved in a work related accident may be subject
CORRECTNEACT to urine and breath testing for drug or alcohol use or abuse.
12.06 Elected officials and/or department heads will receive training
SUPERVISORYAND regarding the Drug and Alcohol Policy and the use of the Employee
EMPIAYEETRAINING Assistance Program.
12.07 The county will provide employees and their families with
EMPLOYEE ASSISTANCE confidential, professional assessment and referral for assistance
PROGRAM in resolving or accessing treatment for addiction to, dependence
on, or problems with alcohol, drugs, or other personal problems
adversely affecting their job performance. The cost of treatment,
counseling or rehabilitation resulting from EAP referral will be
the responsibility of the employee.
When documented job impairment has been observed and
identified, an Elected Official and/or Department Head may
recommend participation in the EAP. Any action taken by the
Elected Official and/or Department Head, however, will be based
on job performance.
Elected official and/or department head referrals to the EAP will
include employee's release of information consent form to be
returned to the county elected official and/or department head by
the EAP. Refusal to participate in, or failure to complete the EAP-
directed program will be documented. Should job performance not
31
improve after a reasonable amount of time, the employee is
subject to progressive corrective action up to and including
termination of employment.
Self-referral by employees or family members is strongly
encouraged. The earlier a problem is addressed, the easier it is to
deal with and the higher the success rate. While self-referral in
itself, does not preclude county's use of corrective actions,
participation in an EAP-directed program may enable the
supervisor to allow time for completion of such program before
initiating or determining additional corrective actions.
EAP-related activities, such as referral appointments, will be
treated on the same basis as other personal business or health
matters with regards to use of sick or compensation leave. Sick
leave may be taken as needed, while compensation time must be
pre-approved.
12.08 The sale, use, purchase, transfer or possession of an illegal drug
COORDINATION WITH or drug paraphernalia is a violation of the law. The county will
LAW FJVFORCEMENT report information concerning possession, distribution, or use of
AGI3JCIF~ any illegal drugs to law enforcement officials and will turn over to
the custody of law enforcement officials any such substances found
during a search of an individual or property. The county will
cooperate fully in the prosecution andlor conviction of any
violation of the law.
12.09 The provisions of this Section shall apply in addition to, and shall
OTHER LAWS AND be subordinated to, any requirements imposed by applicable
REGULATIONS federal, state or local laws, regulations or judicial decisions.
Unenforceable provisions of this policy shall be deemed to be
deleted.
32
13.00 USE OF COUNTY PROPERTY
13.01 The county attempts to provide each employee with adequate tools,
GFS1F_RALPOUGY 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
all municipal, county, and state regulations.
13.02 Employees who are assigned tools, equipment, or vehicles by their
USEOFTOOLS, 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.
13.03 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 and/or
conviction of any intoxication related driving offense,
of an employee who is assigned as a vehicle or
equipment operator may result in a demotion or
discharge.
13.04 Any employee operating county equipment or vehicles must report
ACCIDENT REPORTING all vehicular accidents and property damage or liability claims to
his or her supervisor and to the police immediately.
Each vehicular accident, no matter how minor, must be reported
to the Sheriff's department if outside of any incorporated area or
to the police department if within the city limits of any
incorporated area, so that an official accident report can be filed.
The appropriate elected official or department head shall send the
County Personnel Officer a copy of all accident reports involving
county equipment or vehicles as soon as investigation is completed.
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14.00 DISCIPLINE
14.01 The elected official or department head may take any disciplinary
PROGRF~SNE action, including dismissal, affecting an employee at any time.
DISCIPLINE However, to the greatest extent practical, the elected officials are
encouraged to use a progressive discipline system as follows:
'Verbal Warnings with records of each warning
maintained by the supervisor;
`Written ReRrimands which the supervisor must in all
cases cause to be transmitted through the appropriate
elected official or department head to the employee's
personnel file; or
'Reduction in Pav without demotion; or
'Sus Pp ~nsion from duty without pay for up to 30 days; or
`Demotion; or
`Separation by involuntary dismissal.
Actions other than verbal or written warnings require the
approval of the appropriate elected official or department head.
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15.00 SEPARATIONS
15.01 All separations of employees are designated as one of the following
TYPES OF types:
SEPARATIONS
"Resignation;
'Dismissal;
'Retirement;
'Disability;
'Reduction in Force; or
'Death.
15.02 An employee who intends to resign must notify his or her
RESIGNATION supervisor in writing at least 10 working days prior to the last
day of work. The supervisor is responsible for immediately
notifying the appropriate elected official or department head and
the county personnel officer.
15.03
RETIREMENT
An employee who resigns without sufficient notice is subject to
having a written reprimand placed in his or her personnel file
documenting this violation of personnel policies.
e Texas County and District
ho retire must submit their
my personnel office in time for
ived by the office of the Texas
stem at least 30 days and not
to on which the retirement is to
date specified in the application
month and shall not be a date
member's employment with the
county.
The county is a member of th
Retirement System. Employees w
retirement resignation to the cou
an application to retire to be rece
County and District Retirement Sy
more than 90 days prior to the da
become effective. The effective
must be the last day of a calendar
preceding the termination of the
The mandatory retirement age for
age 70, provided that the effective
end of the fiscal year in which the
commissioners court may approve
of persons beyond the end of the
birthday occurs if specific action
employee and approved by the de
in which the employee works.
court annually thereafter and may
year basis.
all employees of Kerr County is
date of retirement occurs at the
retirement age is reached. The
the continuation of employment
fiscal year in which their 70th
to do so is requested by the
partment head in the department
Extensions are reviewed by the
be renewed only on a year-to-
35
15.04 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.
When reductions in force are necessary, decisions on individual
separations will be made after considering (1) the relative
necessity of each position to the organization, (2) the
performance record of each employee, and (3) qualifications of
the employee for remaining positions.
15.05 An employee who is absent without leave for more than three days
ABANDONMENT is deemed to have resigned his or her position.
OF POSITION
Unless the appropriate elected official or department head
determines otherwise, the resignation is not in good standing and
the employee will not be reemployed.
15.06 (a) Upon separation from county employment, employees will be
CALCULATION OF paid for accrued and unused vacation leave up to the limit of their
TERMINATION PAY maximum allowable accumulation. No payment may be made for
accrued sick leave. Payment for such leave balances will be
included in the employee's final paycheck and will be calculated in
the following manner:
The total work time and allowable vacation leave time (as
if worked) will be laid out on the calendar. If the result
covers a full pay period or periods, the employee will be
paid the full pay period(s) amount. If the result requires
payment for less than a full pay period, the employee will
be paid a prorated share of the full pay for the period (for
example, three days of a 12 workday pay period would
receive 3/12 of the full pay period amount).
Partial days will be paid on an hourly basis based on 2080
working hours per year.
(b) Payment for earned and unused compensatory time.
(c) At the option, of the elected official, an employee may be
required to use either earned and unused compensatory time
and/or vacation leave prior to official termination. If an official
so elects, ali deductions, including insurance will be made.
(d) The employee will receive his or her final paycheck on the
scheduled pay day that falls on or immediately follows the
employee's last workday. No employee shall be entitled to a final
paycheck unless and until the employee has completed the
following forms and has filed them with the County Treasurer or
such other personnel officer as may be designated by the
Commissioners' Court.
36
Current time sheet;
Continuation of Coverage Request Form; and
Kerr County Termination Form.
15.07 The appropriate elected official or department head of an employee
EXIT INTERVIEWS who is separated shall discuss with the employee the reason(s) for
AND RECORDS the separation in an exit interview whenever possible. Reason(s)
for the separation are stated in writing and signed by the
employee, and the elected official except in unusual or emergency
circumstances.
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16.00 PERSONNEL FILES
16.01 Records pertaining to time and attendance, payroll, resignations,
GENERAL and unemployment are maintained by the County Personnel
Officer. All other personnel records are filed in a personnel file
maintained by the elected officials and department heads. All
personnel information related to an employee shall be filed in the
appropriate personnel file. Any record of a medical or
psychological nature shall be maintained in a separate confidential
file.
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 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
information as confidential or public is available from the county
treasurer's office.
An employee or his or her representative designated in writing
may examine the employee's personnel file upon request during
normal working hours at the county offices.
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 appropriate elected official or department head. Only the
elected official shall have access to the medical or psychological
records.
Employees are expected to inform their supervisors of any
changes in or corrections io 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
PERSONNELACT{ON and transmitting to the personnel file each personnel action. This
FORM form is used to promote uniformity in matters affecting:
'Position Title and Classification,
'Group and Pay Rate,
'Annual Salary, 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.
38
16.03 Official records of annual leave and sick leave accrual and of leave
LEAVERECAR0.S usage will be kept for each employee by the County Personnel
Officer. Leave records are updated at the end of each month. Leave
balances are shown on the official record to reflect any remaining
leave to which an employee is entitled. It is the responsibility of
each department head or appropriate elected official to provide
this information to the County Personnel Officer.
16.04 If an elected official desires to maintain the personnel files of
LOCATION OF their employees, they shall notify the County Personnel Officer,
PERSONNELF{LES in writing, of their election to maintain the files. The County
Personnel Officer shall nonetheless maintain a personnel file on
each employee which contains:
' All time records;
' Personnel Action forms;
' Employee Verification Form;
' IRS Form W-4;
' Kerr County Medical Examination Form;
' Insurance application;
' Retirement application;
' Waiver of Confidentiality(TWCE Form CK-6);
' Privacy Act election Form;
Continuation of Coverage Request Form; and
' Kerr County Termination Form.
16.05 An employee's personnel file if maintained by the elected official
CONfETffSOF shall, at a minimum, contain:
PERSONNEL FILES
'A copy of the employee's application for employment;
'A signed copy of the employee's acknowledgment of
receiving the employee handbook and the job (class)
description for the position he or she currently occupies,
and a copy of the county's personnel evaluation form;
'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;
`Records of leave accrued and taken; and
'Any other pertinent information having a bearing on the
employee's status and performance.
39
17.00 REIMBURSEMENT OF EXPENSES
17.01 The policy of the county is that employees are to be fully
GENERAL POLICY reimbursed for necessary and reasonable job-related expenses
incurred in the authorized conduct of county business. The
incursion of such expenses mint b a~nroved in advance. 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.
17.02 All necessary travel by county employees for authorized conduct of
IN-COUNTY TRAVEL county business within the county is authorized. Reimbursement
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.
17.03 Out-of-county travel by county employees is permissible
OUT-OF-COUNTY provided that it is authorized in advance by the appropriate elected
official or department head and does not exceed departmental
budgetary limitations. Reimbursement for 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 authorized 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.
17.04 Employees engaged in necessary and authorized travel in the
SUBSISTENCE conduct of county business are reimbursed for actual subsistence
IXPENSES expenses. Subject to documentation and reasonableness,
subsistence expenses will generally be for registration, lodging,
telephone, parking tolls, taxi or limousine, meals, and reasonable
gratuities.
17.05 Costs of personal entertainment, spouse's expenses, amusements,
LIMITATIONS social activities, or alcoholic beverages are not allowable for
reimbursement.
40
ORDER NO.,
RELATING TO THE DESIGNATION OF THE COUNTY PERSONNEL
OFFICER
On this the day of 1991, came on to be
considered by the Court the designation of the County Personnel Officer.
Said Personnel Officer shall be required to and shall have the
responsibility of keeping and maintaining such personnel files of each
county employee, as required by the court or the personnel rules assisting
in the administration of the Kerr County Personnel Policies, preparing
reports and documentation required by state and federal agencies
regarding personnel matters, maintaining time records, monitoring
accumulations of vacation, sick leave, and overtime, administering the
benefits programs, and working with the county Auditor and County
Treasurer in matters of accounting and compensation. The County
Personnel Officer shall also assist elected officials, department heads,
and supervisors in personnel matters and shall make such reports to the
commissioner's court as may be requested by the Court.
WHEREFORE, the Commissioner's Court of Kerr County, Texas, hereby
designates as the Kerr
County Personnel Officer.
Exhibit "A"
41
EMPLOYEE ACKNOWLEDGMENT
I acknowledge that I have received a copy of the Kerr County
Personnel Policies, which include Kerr County's Alcohol and Drug Policy. I
also acknowledge that the provisions of the policy are part of the terms
and conditions of my employment and that I agree to abide by them.
I understand that I am an "at-will" employee and, as such, I may
terminate my employment with the county at any time. Likewise, I
understand that my employment with the County may be terminated at any
time for any reason or for no reason.
I further understand that I will be granted compensatory time off in
lieu of payment of overtime and that I may be required to use any or all
accrued compensatory and vacation leave prior to official termination.
Date:
Signature of Employee
Printed Name of Employee
Employee Social Security Number
Exhibit "B"
42
PERSONNEL FILE MEMO
TO THE PERSONNEL FILE O
FRO
On the above named employee
was counseled regarding the following matter:
(Use additional sheets if necessary)
The employee was advised to perform the remedial action(s)
detailed below. The employee was further advised that their failure to
perform in a satisfactory matter during the -day period from the
date of this memo, will result in their termination.
Employee Signature Elected Official Signature
43
ADOPTION OF COUNTY PERSONNEL POLICIES
TO: COUNTY PERSONNEL OFFICER
I have this date adopted the Kerr County Personnel Policies as the
personnel policy of my office with the following exceptions (attach
additional sheets if necessary):
I certify that my employees have been notified of this election and
any exceptions.
Date
cc: County Judge
Title:
44