05-11-2017 Special MeetingSPECIAL MEETING OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS HELD
IN THE ROBERT C. CLAUD, SR. BOARD ROOM OF THE ISLE OF WIGHT COUNTY
COURTHOUSE ON THURSDAY, THE ELEVENTH DAY OF MAY IN THE YEAR TWO
THOUSAND AND SEVENTEEN
PRESENT:
Rex W. Alphin, Chairman, Carrsville District
William M. McCarty, Vice -Chairman, Newport District
Rudolph Jefferson, Hardy District
Richard L. Grice, Smithfield District
ABSENT
Joel C. Acree, Windsor District
ALSO IN ATTENDANCE:
Mark C. Popovich, County Attorney
Randy R. Keaton, County Administrator
Donald T. Robertson, Assistant County Administrator
Carey M. Storm, Clerk
Chairman Alphin called the regular Board of Supervisors' meeting to order at 6:00
p.m. and welcomed all present.
Supervisor Jefferson delivered the invocation.
County Administrator Keaton provided an overview of the County Operating and
Capital Budget for the Board's consideration.
Upon motion of Supervisor Grice, all voting in favor and Supervisor Acree absent,
the following Ordinance was adopted (4-0):
AN ORDINANCE APPROVING THE COUNTY OPERATING AND CAPITAL
BUDGET AND APPROPRIATING FUNDS FOR EXPENDITURES
CONTEMPLATED DURING THE FISCAL YEAR BEGINNING JULY 1, 2017
AND ENDING JUNE 30, 2018, AND REGULATING THE PAYMENT OF
MONEY OUT OF THE COUNTY TREASURY
BE IT AND IT IS HEREBY ORDAINED by the Board of Supervisors of Isle of Wight
County, Virginia, to -wit:
Section 1: Except as provided in Section 2 of this Ordinance, the County of Isle
of Wight, Virginia, Proposed Annual Operating and Capital Budget,
Fiscal Year 2017-2018, dated May 11, 2017, along with the associated
Uniform Fee Schedule attached hereto as Exhibit A (hereinafter
referred to as the "County Budget"), and submitted by the County
Administrator, as amended by the Isle of Wight County Board of
Supervisors, is approved as the County Budget for the fiscal year
beginning July 1, 2017, and ending June 30, 2018.
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Section 2: The County Budget shall be subject to transfers authorized by law
and to such further amendments by ordinance, pursuant to Section
15.2-2507 of the Code of Virginia (1950, as amended), as the Board
of Supervisors may deem appropriate.
Section 3: The amount named in the County Budget, as amended, for County
operations for the fiscal year beginning July 1, 2017, and ending June
30, 2018, in the following fund amounts are hereby appropriated
from the revenues of the County for use by the various funds of the
County Government referenced in said budget for the said fiscal year.
Any appropriation to a specific fund but identified as a revenue
source in another fund its specifically designated and restricted for
accounting and transfer purposes only and not for any other
expenditure from the source fund.
Fund 2017-2018
General Fund $ 72,418,200
Capital Projects Fund 16,300,000
Grants Fund 199,314
Emergency 911 Fund 1,437,573
County Fair Fund 357,399
Social Services Fund 3,384,060
Children's Services Act Fund 429,297
Technology Services Fund 1,079,742
Risk Management Fund 642,855
Public Utility Fund 8,895,003
Stormwater Fund 1,652,430
Section 4: Except as it may be amended from time to time in accordance with
applicable law by the Isle of Wight County Board of Supervisors, at
the request of the Isle of Wight County School Board, the Isle of
Wight County School Operating and Capital Budget, Fiscal Year 2017-
2018, dated March 9, 2017, and submitted to the Isle of Wight
County Administrator by the School Superintendent for consideration
by the Isle of Wight County Board of Supervisors, as amended by the
Isle of Wight County Administrator, is approved as the annual budget
for educational purposes for the Fiscal Year beginning July 1, 2017
and ending June 30, 2018.
Section 5: Pursuant to Section 22.1-94 of the Code of Virginia, the following
categorical appropriations are hereby made for Isle of Wight County
Public Schools ("Public Schools") for the fiscal year beginning July 1,
2017, and ending June 30, 2018:
Educational Category
Instruction
Administration, Attendance and
Health
2017-2018
$ 43,981,012
2,383,755
Pupil Transportation
3,651,382
Operation and Maintenance
5,000,474
School Food Serv./Other Non -
Instr. Operations
2,100,617
Facilities
0
Debt and Fund Transfers
435,944
Technology
2,335,523
Contingency Reserves
0
Total Funds Budget $
59,888,707
Section 6: All payments from funds shall be made in accordance with general
law and applicable ordinances and resolutions of the County, except
as otherwise specifically provided herein; provided, however, that
payments from the funds appropriated for the support, maintenance
and operation of the Public Schools of the County shall be made by
the County Treasurer upon warrants drawn by the proper officer or
officers of the School Board of the County; and provided further that
payments from the funds appropriated for expenditures of the
Department of Social Services shall be made by the County Treasurer
upon presentation of warrants drawn by the Social Services Director
and approved by the Isle of Wight County Board of Social Services.
Section 7: The Board of Supervisors hereby authorizes the issuance and sale of
the County's revenue anticipation note or notes (the "Note" or
"Notes"), pursuant to Section 15.2-2629 of the Code of Virginia
(1950, as amended) (the "Virginia Code"), in the aggregate principal
amount of up to $25,000,000 in anticipation of the collection of the
taxes and revenues of the County for the fiscal year ending June 30,
2018. If either the County Administrator or County Treasurer deems
that the cash flow needs and the financial condition of the County
warrant the issuance of a Note or Notes, the County Administrator or
the County Treasurer (each hereinafter referred to as the "County
Representative") is authorized and directed to accept a proposal or
proposals for the purchase of the Note or Notes and to approve the
terms of the Note or Notes, provided that the aggregate principal
amount of the Notes shall not exceed $25,000,000, none of the
Notes shall mature later than June 30, 2018, and no interest rate on
any of the Notes shall exceed 7%. The County Representative and the
Clerk of the Board of Supervisors (the "Clerk") are hereby authorized
and directed to execute an appropriate negotiable Note or Notes and
to affix the seal of the County thereto and such County
Representative is authorized and directed to deliver the Note or
Notes to the purchaser thereof. The County Representative, and such
officers and agents of the County as the County Representative may
designate, are hereby authorized and directed to take such further
action as they deem necessary regarding the issuance and sale of the
Note or Notes and all actions taken by such officers and agents in
connection with the issuance and sale of the Note or Notes are
ratified and confirmed.
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Section 8: The Board of Supervisors hereby authorizes the lease financing of
various County vehicles and equipment essential to the performance
of governmental functions as provided for in the adopted Fiscal Year
2017-2018 County Budget. The funds made available under the lease
will be deposited with a banking institution pursuant to an Escrow
Agreement following procurement of a financial institution in
accordance with the Virginia Public Procurement Act. The County
Administrator is authorized to execute the lease agreement and
financing documents on behalf of the County and the County Clerk
shall affix the official seal of the County to the Financing Documents
and attest the same.
Section 9: The amounts appropriated by this Ordinance shall be expended for
the purpose of operating the County government during the 2017-
2018 Fiscal Year; and, with the exception of the items the payment of
which is fixed by law, shall be expended in such proportions as may
be authorized by the County Administrator from time to time.
Section 10: All outstanding encumbrances, by contract or fully executed
purchase order, as of June 30, 2017, shall be offset by an equal
amount of assigned Fund Balance for expenditure in the subsequent
fiscal year; provided, however, that if performance of a contract or
purchase order has been substantially completed, an expenditure
and estimated liability shall be recorded in lieu of an encumbrance.
All restricted or assigned fund balance project or program balances
standing on the books of the County at the close of business for the
fiscal year ending June 30, 2017 in the amount of $50,000,000 or less
that have not been expended or lawfully obligated or encumbered
are hereby reappropriated to be used to fund the purposes,
programs, or projects for which the funds were appropriated.
Section 11: Notwithstanding the provisions of Section 10, all funds appropriated
for Public Schools which are unexpended at year-end shall revert
back to the County's General Fund pursuant to Section 22.1-100 of
the Code of Virginia for the purpose of replenishment of the
Unassigned Fund Balance for payments made by the County on
behalf of the Isle of Wight County School Board to comply with the
Davis -Bacon Act for the Georgie D. Tyler Middle School project.
Section 12: The payment and settlement, made during the 2017-2018 Fiscal Year,
of any claim of any kind against the County; and final judgments, with
interest and costs, obtained against the County during the 2016-2017
Fiscal Year, shall be paid upon the certification of the County
Attorney and the order of the County Administrator from funds
appropriated to the Risk Management Fund; or from the funds
appropriated for the expenditures of the Fund involved in the subject
matter of the claim or judgment; or from the General Fund; as the
County Administrator shall find necessary.
Section 13: Except as otherwise specifically required by law or approved by the
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Board of Supervisors by resolution, any salary or wage expenditure,
and any expenditure of any kind or description having the effect of a
salary or wage payment, shall be made only for a position, the
description of which is identified in the County Pay and
Compensation Plan or which has received prior approval of the Board
of Supervisors. Any other expenditure shall be calculated to result in
total expenditures within the plan stated in a specific County Budget
account, except that transfers of unexpended and unencumbered
balances or portions thereof, initiated by a department director and
approved by the County Administrator, are permitted between
accounts; provided, however, that a quarterly report of such
transfers shall be submitted to the Board of Supervisors.
Section 14: The County Administrator is authorized and directed to do all lawful
things necessary to implement and administer the County Budget for
Fiscal Year 2017-2018.
Section 15: All ordinances and resolutions, or parts thereof, in conflict with the
provisions of this Ordinance, to the extent of such conflict, are
repealed.
Section 16: This Ordinance shall be in effect on and after July 1, 2017, and it shall
not be published.
Upon motion of Supervisor Jefferson, all voting in favor and Supervisor Acree
absent, the following Ordinance was adopted (4-0):
AN ORDINANCE TO IMPOSE TAX RATES FOR
ISLE OF WIGHT COUNTY, VIRGINIA FOR
FISCAL YEAR JULY 1, 2017 THROUGH JUNE 30, 2018
BE IT AND IT IS HEREBY ORDAINED by the Board of Supervisors of the County of
Isle of Wight, Virginia, to -wit:
Section 1: That there is hereby levied for the fiscal year beginning July 1, 2017, a
tax of $0.85 per one hundred dollars of assessed valuation on all
taxable real estate, and all real and personal property of public
service corporations in accordance with Section 58.1-2606 of the
Code of Virginia (1950, as amended).
Section 2: That there is hereby levied for the fiscal year beginning July 1, 2017, a
tax of $4.24 per one hundred dollars of assessed valuation on
machinery and tools used in businesses as defined in Section 58.1-
3507 of the Code of Virginia (1950, as amended).
Section 3: That there is hereby levied for the fiscal year beginning July 1, 2017, a
tax of $1.00 per one hundred dollars of assessed valuation of boats,
watercraft and aircraft as defined in Section 58.1-3606 of the Code of
Virginia (1950, as amended).
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Section 4: That there is hereby levied for the fiscal year beginning July 1, 2017, a
tax of $4.50 per one hundred dollars of assessed valuation on all
tangible personal property, as defined and classified in Sections 58.1-
3500 through 3504 and Section 58.1-3506 of the Code of Virginia
(1950, as amended) except that all household goods and personal
effects as defined and classified in Section 58.1-3504 are exempt
from said levy.
Section 5: That, in accordance with the Personal Property Tax Relief Act, as
adopted by the Virginia General Assembly, the car tax relief for
Calendar Year 2017 shall be set at forty-eight percent (48%) for
vehicles over $1,000.00 in value on the first $20,000.00 in value and
for vehicles valued at $1,000.00, or under, the percentage of relief
shall be one hundred percent (100%).
Section 6: That there is hereby levied for the fiscal year beginning July 1, 2017, a
tax of $0.32 per one hundred dollars of assessed valuation on
watercraft, including vessels and ships, weighing five tons or more,
excluding privately owned pleasure boats and watercraft used for
recreational purposes only.
Section 7: That there is hereby levied for the fiscal year beginning July 1, 2017, a
tax of one-half (1/2) of one percent (1%) of the gross receipts on
telephone and telegraph companies, water companies, heat, light
and power companies, except electric suppliers, gas utilities and gas
suppliers as defined in Section 58.1-400.2 of the Code of Virginia
(1950, as amended) and pipeline distribution companies as defined in
Section 58.1-2600 of said Code, accruing from sales to the ultimate
consumer in the County of Isle of Wight, Virginia, pursuant to Section
58.1-3731 of the Code of Virginia (1950, as amended), however, in
the case of telephone companies, charges for long distance
telephone calls shall not be included in gross receipts for purposes of
license taxation.
BE IT FURTHER ORDAINED that this Ordinance be entered in the Minutes of this
Board of Supervisors and that a copy thereof by the Clerk of this Board, be
furnished to the Treasurer of this County.
Upon motion of Supervisor McCarty, all voting in favor and Supervisor Acree
absent, the following Resolution was adopted (4-0):
RESOLUTION TO APPROVE THE POSITION CLASSIFICATION AND COMPENSATION
PLAN AND EMPLOYEE HEALTH INSURANCE PLAN OFFERINGS FOR FISCAL YEAR
2017-2018
WHEREAS, the Board of Supervisors has approved the FY 2017-2018 Annual
Operating Budget; and,
WHEREAS, in accordance with County Policy (Chapter 1: Personnel, Article II,
Position Classification Plan and Article III, Compensation Plan), the Position
Classification and Compensation Plan containing the Salary Schedule and
Schematic List of Classes assigned to Salary Grades has been prepared as
referenced in the attached exhibit in accordance with the Approved FY 2017-2018
Annual Operating Budget; and,
WHEREAS, a one and a half percent (1.5%) cost of living salary adjustment for all
employees effective July 1, 2017 and an additional average one and a half percent
(1.5%) merit salary adjustment for regular full-time and regular part-time
employees effective October 1, 2017 retroactive to July 1, 2017 is recommended
in accordance with the Approved FY 2017-2018 Annual Operating Budget; and,
WHEREAS, the next Employee Health Insurance Plan Year takes effect July 1,
2017; and,
WHEREAS, the County participates in The Local Choice Health Insurance Program
through Anthem and offers two plans; and,
WHEREAS, The Local Choice Anthem Key Advantage 250 Plan and Key Advantage
500 Plan are recommended to the Board of Supervisors as the two plan offerings
available for the plan year beginning July 1, 2017.
NOW, THEREFORE, BE IT RESOLVED that the FY 2017-2018 Position Classification
and Compensation Plan is hereby adopted and shall remain in effect until
amended by the Board, the 1.5% cost of living salary adjustment for all employees
is hereby provided effective July 1, 2017, and an additional average 1.5% merit
salary adjustment is hereby provided effective October 1, 2017 retroactive to July
1, 2017.
BE IT FURTHER RESOLVED that Health Insurance Plan offerings of The Local Choice
Anthem Key Advantage 250 Plan and Key Advantage 500 Plan are available for
employees with employer and employee contribution rates effective July 1, 2017
as referenced in the attached exhibit.
BE IT FURTHER RESOLVED that eligibility for participation in the Health Insurance
Plan offerings is as follows: All regular full-time employees of the County, to
include Appointees and Registrar, as well as elected officials to include
Constitutional Officers and Board of Supervisors Members, as well as local state -
supported employees of the Isle of Wight Department of Social Services.
Upon motion of Supervisor McCarty, all voting in favor and Supervisor Acree
absent, the following Resolution was adopted (4-0):
RESOLUTION TO AMEND CHAPTER 1: PERSONNEL, ARTICLE III, SECTIONS 3.4 AND
3.5, ARTICLE V, SECTIONS 5.1 AND 5.6, ARTICLE VI, SECTION 6.3, AND CHAPTER 7:
MISCELLANEOUS — EMPLOYEE RELATED, ARTICLE II, SECTIONS 2.1, 2.3, AND 2.4
OF THE COUNTY POLICY MANUAL
WHEREAS, the County has established Overtime and Compensatory Time Off
Policies, Annual Leave and Funeral Leave Policies, a Holiday Policy, and an
Emergency Conditions and Unexpected Closings Policy under Chapter 1:
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Personnel, Article III, Sections 3.4 and 3.5, Article V, Sections 5.1 and 5.6, Article
VI, Section 6.3, and Chapter 7: Miscellaneous — Employee Related, Article II,
Sections 2.1, 2.3 and 2.4 of the County Policy Manual; and
WHEREAS, the Board of Supervisors desires to amend Chapter 1: Personnel,
Article III, Sections 3.4 and 3.5, Article V, Sections 5.1 and 5.6, Article VI, Section
6.3, and Chapter 7: Miscellaneous — Employee Related, Article II, Sections 2.1, 2.3
and 2.4 of the County Policy Manual to clarify the provisions, guidelines, rules and
procedures of the Overtime and Compensatory Time Off Policies, Annual Leave
and Funeral Leave Policies, Holiday Policy, and Emergency Conditions and
Unexpected Closings Policy; and
NOW, THEREFORE, BE IT RESOLVED that Chapter 1: Personnel, Article III, Sections
3.4 and 3.5, Article V, Sections 5.1 and 5.6, Article VI, Section 6.3, and Chapter 7:
Miscellaneous — Employee Related, Article II, Sections 2.1, 2.3 and 2.4 of the
County Policy Manual are hereby amended as follows:
Chapter 1: Personnel
Article III
Compensation Plan
(Revised October 7, 1999, April 7, 2005, December 15, 2005, April 18, 2006, June 1,
2006, April 16, 2015, October 1, 2015, July 1, 2017)
Section 3.4
(Revised October 7, 1999, April 16, 2015, July 1, 2017)
Overtime
Overtime shall be authorized when regularly scheduled work hours exceed the
Fair Labor Standards Act (FLSA) standards for the granting of overtime. The
County Administrator shall designate those positions which are eligible for
overtime pay and compensatory leave and those which are not eligible for such
pay and leave in accordance with the standards of the Fair Labor Standards Act.
The County Administrator shall develop administrative regulations pertaining to
overtime and monitor compliance with the provisions of the Fair Labor Standards
Act, which shall include the following:
Compensation time should be granted in lieu of overtime pay in all
situations where possible. The accumulation of overtime should be
discouraged and procedurally kept to a minimum, adjusting schedules and
staffing to minimize the accumulation of overtime. For employees not
assigned to a 28 -day cycle, if hours over forty (40) in one work -week are
reached, only hose hours actually physically worked above forty (40) shall
be paid at the rate of time and one half or compensation time granted,
whichever agreed upon by the employee. If paid leave is taken during the
workweek, the additional hours worked in excess of one's regular work
schedule totaling forty (40) hours are paid at straight time or the paid leave
time is credited back to the employee's leave balance(s), whichever agreed
upon by the employee, to account for the leave taken.
a.
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All overtime must be approved in advance of occurrence by the employee's
supervisor.
Prior to disbursement of compensation, the Department Head must
authorize the payment of overtime compensation.
Overtime pay will be disbursed as funds are made available through the
budget adoption/amendment process.
Regularly scheduled overtime hours for fire protection employees will be
paid at the overtime rate whether or not the employee physically works the
hours. This rule only applies to fire protection employees as defined in the
Code of Virginia §9.1-700.
Department Heads, at their discretion, have the ability to allow flexibility in
the scheduling of employee work hours within the same workweek. All
hours must be tracked and reported for all non-exempt employees.
Sartinn I S
(Revised April 7, 2005, July 1, 2017)
Compensatory Time Off
Compensatory time off shall be awarded in lieu of paid overtime whenever
possible. Each department shall be responsible for maintaining records of
compensatory time and shall be required to verify overtime with said records.
Department directors shall take the steps necessary to limit the amount of
accumulated compensatory time. Department directors shall encourage
employees to use accumulated compensatory time off prior to the end of the pay
period in which it was accrued. Any existing unused compensatory time balances
shall be zeroed out by the end of each fiscal year and paid out to the employee
within the first month of each new fiscal year.
Article V
Leave Provisions
(Revised September 1, 2005, December 15, 2005, February 2, 2006,
April 5, 2007; October 2, 2008; January 8, 2009, June 19, 2014, October 16, 2014,
December 18, 2014, April 1, 2015, January 1, 2018)
Section 5.1
(Revised April 5, 2007; June 19, 2014; April 16, 2015, January 1, 2018)
9
[`a In IIntpH
Annual leave for regular full-time employees, except those assigned to a 28 -day
cycle, shall be calculated at the end of each pay period in accordance with the
following schedule based on the employee's total years of service paid into a
state or local retirement system, or employed with Isle of Wight County:
Tota I Years Hours Days
Of Service Per Month Per Year Maximum
0 to 5 8 12 288 hours
5+ to 10
10
15
288 hours
10+ to 15
12
18
288 hours
15+ to 20
14
21
288 hours
20 or more
16
24
288 hours
Annual leave for regular full-time employees assigned to a 28 -day cycle, as
authorized within the 7k work period exemption within the Fair Labor Standards
Act, within the Department of Emergency Services shall be calculated at the end
of each pay period in accordance with the following schedule based on the
employee's total years of service paid into a state or local retirement system, or
employed with Isle of Wight County:
Total Years
Hours
Days
Of Service
Per Month
Per Year
Maximum
0 to 5
11.2
16.8
403.2 hours
5+ to 10
14
21
403.2 hours
10+ to 15
16.8
25.2
403.2 hours
15+ to 20
19.6
29.4
403.2 hours
20 or more
22.4
33.6
403.2 hours
Regular full-time employees on leave without pay for more than half of the
workdays per pay period will not accumulate annual leave hours for that pay
period.
*Employees may exceed the maximum accrual amount of 288 hours (or 403.2
hours for those assigned to a 28 -day cycle) during the fiscal year; however, no
more than 288 hours (or 403.2 hours for those assigned to a 28 -day cycle) may be
carried over from one fiscal year to the next fiscal year. Any hours over 288 hours
(or 403.2 hours for those assigned to a 28 -day cycle) will be automatically added
to the sick leave balance up to a maximum of eighty (80) hours (or one hundred -
twelve (112) hours) per fiscal year.
Soecial Provisions for Fire Protection Emolovee Schedule Changes
1. When a regular full-time employee assigned to a 28 -day cycle, as
authorized within the 7k work period exemption within the Fair Labor Standards
Act, within the Department of Emergency Services transfers from that 28 -day
cycle schedule to a 40 -hour per week schedule or vice versa for an
assignment greater than 30 days, his/her leave balances and hourly rate of pay
will be converted.
2. Full-time employees assigned within the Department of Emergency
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Services accrue and charge all leave in accordance with applicable policy for the
schedule to which assigned. In the event an employee is temporarily assigned
to another schedule for less than 30 days, the leave accrued and leave charged
will be adjusted to provide the same leave balance as if the employee had not
been temporarily transferred. Such determinations are made on a case-by-case
basis by the Chief of Emergency Services and the Director of Human Resources.
3. Annual leave is converted or adjusted when an employee is
transferred from one schedule to another to provide the same leave balance
value. When an employee is transferred from a 28 -day cycle schedule to a 40 -
hour per week schedule, the employee's annual leave balance will be divided by
1.4 to give the adjusted balance. When an employee istransferred from a 40 -hour
per week schedule to a 28 -day cycle schedule, the employee's balance will be
multiplied by 1.4 to give the adjusted balance.
New Hires
New hires shall accrue annual leave for the month of initial hire according to the
date of hire as follows:
Date of Month
1st to 7th
8th to 23rd
24th to last
Section 5.6
(Revised July 1, 2017)
Funeral Leave
Percent of Annual Leave Accrued
100%
50%
0%
Funeral Leave shall be defined as leave with pay granted to provide regular full-
time employees with sufficient time to deal with the death of an immediate
family member as defined in Section 4.1.
Following the death of an immediate family member, the County shall provide up
to three (a) dai twenty-four (24) hours of consecutive paid leave. The leave shall
commence upon notification and approval by the department director. This may
be extended in unusual circumstances by the County Administrator. In the event
of multiple deaths in the employee's immediate family, each death shall be
treated separately and funeral leave granted accordingly.
If more than the allotted number of days' leave is required, or if leave is desired
for a death other than the immediate family, annual and/or compensatory leave
may be applicable.
Article VI
Benefits
(Revised January 17, 2002, September 1, 2005, December 15, 2005, October 16,
2006, October 4, 2007, November 15, 2007, July 1, 2008, December 4, 2008,
November 20, 2014, December 18, 2014, April 1, 2015, April 16, 2015, July
11
1, 2017)
Section 6.3
(Revised October 4, 2007, July 1, 2008, December 18, 2014, April 16, 2015, July 1,
2017)
Holidays
Isle of Wight County shall observe the following holidays and other such holidays
as may be prescribed by the Board of Supervisors or by the Governor of the
Commonwealth of Virginia:
New Year's Day
Lee/Jackson Day
King Day
Washington's Birthday
Memorial Day
Independence Day
Labor Day
Columbus Day
Veteran's Day
Thanksgiving Day
Christmas Day
First day of January
Friday preceding Third Monday in January
Third Monday in January
Third Monday in February
Last Monday in May
Fourth day of July
First Monday in September
Second Monday in October
Eleventh day of November
Fourth Thursday in November and the day
after Thanksgiving Day
Twenty-fifth day of December and the day
before or after Christmas Day
If any holiday falls on Saturday, the Friday preceding the holiday shall be
observed. If the holiday falls on Sunday, the following Monday shall be observed.
The Board of Supervisors may adjust the schedule to accommodate special
circumstances.
All regular full-time employees shall be entitled to holiday time off with pay equal
to the employee's regularly scheduled hours of work. All regular part-time
employees (those regularly scheduled for 20-29 hours per week) shall be entitled
to time off with pay equal to four (4) hours. An employee forfeits eligibility to be
compensated for the holidays observed by the County unless the employee works
the last scheduled work day before the holiday and the first scheduled workday
after the holiday or is on approved leave with pay.
If a regular non-exempt full-time employee, except for employees assigned to a
28 -day cycle within the Department of Emergency Services, is required to work on
a the actual and/or observed holiday, he/she shall receive his/her regular rate of
pay for all hours worked plus compensatory time off. Since regular non-exempt
full-time employees assigned to a 28 -day cycle, as authorized within the 7k work
period exemption within the Fair Labor Standards Act, within the Department of
Emergency Services regularly work holidays as part of their normal work
schedule, these employees will be
helida FegaF 'less of .shethe'r the emply"ceiAge_rLr RGn t-hc- hr-Iir-ay OF AGt.-
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abs r^ ^r will -h^ f^rfeited—paid twelve (12) hours of straight time as holiday
pay for the actual and/or observed holiday. GRe day ^f #Holiday leave straight
time pay for non-exempt full-time employees assigned to a 28 -day cycle is equal
to twelve (12) hours. Partial holidays will be prorated (i.e. – half day holiday leave
straight time pay equals to six (6) hours, etc.).
If an exempt employee is required to work on a holiday, he/she shall receive
compensatory time off equal to the hours worked to be taken another time. If any
part-time employee is required to work on a holiday, regardless of his/her status,
he/she shall receive pay at the rate of time and a half for all hours worked on the
holiday. Assignments for work on a holiday must be approved in advance by the
department head or his/her designated representative. Given that the County
recognizes the preceding Friday or following Monday but an eligible employee
may be required to work on the actual holiday, the employee will be eligible for
holiday pay in accordance with this holiday for any hours worked on both the day
the County recognizes the holiday and for any work on the actual holiday.
If a part-time employee is required to work on a holiday and/or the observed
holiday, he/she shall receive time and one half rate for all hours worked on that
date.
An employee who has an unexcused absence for any part of the workday
preceding or following a holiday shall not receive holiday pay. An employee who
is on approved leave with pay during a period in which a holiday falls, shall not be
charged leave for the observed holiday. An employee who is on military leave
with pay during a period in which a holiday falls, shall not receive any additional
pay or compensatory leave for the holiday. An employee on Workers'
Compensation
Leave will not receive holiday pay. In the case of an employee who terminates
employment and the last day actually worked is the last work day before a
holiday, the employee is not eligible for holiday pay unless the holiday is the last
day of the pay period and the employee has been on active status for the full pay
period.
For Religious or other National Holidays, with leave approved by the supervisor,
an employee may request authorized leave with pay as follows:
0 Request charged to compensation time off (if applicable)
IN Request charged to annual or personal leave
Chapter 7: Miscellaneous – Employee Related
Article II
Emergency Conditions and Unexpected Closings
(Adopted February 19, 2015, Revised July 1, 2017)
SPrtinn 7.11
(Adopted February 19, 2015)
Purpose
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This policy sets forth procedures to provide services and to protect employee
safety during emergency conditions such as severe weather or during unexpected
closings of one or more County facilities due to such causes as physical plant
problems. Isle of Wight County is committed to public service and employee
safety. Many County services become even more important to our citizens during
emergencies such as severe weather or natural disaster. At the same time, for
safety purposes, we do not wish employees to perform nonessential functions
which may be a safety risk during severe weather. Similarly, loss of power or
other physical
plant problems may cause conditions which make it unsafe for citizens and
employees to remain in one or more County facilities.
SArtinn 7 1
(Adopted February 19, 2015)
Policy
As a general rule, all County departments will remain open and operational during
emergency conditions. Liberal leave may be approved for employees who are
unable to report to work or who wish to leave work early or come to work late
because of safety considerations. There may be times, however, when conditions
are so severe that County facilities are closed. All employees may be required to
report to serve our customers during emergency conditions. While some will
perform their regular duties, others may be assigned to report at a different time
and location and to perform different duties from their regular jobs. Those
employees who are not required to work will not be charged leave for the time
the County offices are closed. Those employees engaged in snow/ice removal
duties shall be compensated at the rate of time and one half for all hours engaged
in those duties. Time and one half rate will apply for those hours regardless of
other leave/holiday hours taken or hours scheduled during the week.
Definitions
Emergency Conditions — Emergency conditions shall include, but not be
limited to, conditions such as severe weather, or extensive power outages.
Such conditions may require a declaration of a local state of emergency by
the County Administrator or Board of Supervisors.
Liberal Leave — Supervisors are encouraged to approve leave requests
made by employees who feel it would be unsafe to report to or to stay at
work because of severe weather or other emergency condition provided
minimal staffing is maintained. Supervisors may grant the use of
accrued annual leave or compensatory leave by employees to cover any
absence designated as liberal leave.
Severe Weather — Severe weather conditions shall include, but not be
limited to, natural weather conditions such as snow storms, hurricanes,
tornadoes, floods, and/or anticipated occurrence of such conditions.
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Unexpected Closings — The closing of one or more County facilities during
regularly scheduled operating hours to include delayed openings and early
closings.
Cortinn 7 7
(Adopted February 19, 2015)
Operations When County Facilities Are Open During Emergency Conditions
All employees are expected to report to work as usual. However, employees may
be asked to report at a different time and to perform emergency -related duties at
a different site for all or a portion of their work hours. Supervisors may grant the
use of accrued annual leave, compensatory leave or leave without pay more
liberally than usual to employees who feel that reporting to work for the entire
day or for a
portion of the day, or remaining at work until the end of the day, would
compromise their safety. Where appropriate, minimal staffing may be
maintained.
Supervisors shall ensure that employees perform their work under safe
conditions. Particular care should be directed to whether travel by employees is
necessary during severe weather. In any case, employees who feel their personal
safety is endangered should identify their concerns to their supervisor or
department manager who shall address those concerns, including consideration
of whether deferring the activity is appropriate.
If employees have been exposed to severe weather or other emergency
conditions for extended periods of time, supervisors should ensure sufficient rest
breaks and use judgment regarding return to regular duties.
Section 2.3
(Adopted February 19, 2015, Revised July 1, 2017)
Operations When County Facilities Are Closed During Emer enc Or
Unexpected Conditions
Employees Required to Work When County Facilities Are Closed
Twenty-four hour employees, including Fire, Emergency Medical Services,
Sheriff's Office, and Emergency Dispatch, report to work regardless of facility
closings and emergency conditions. There is an increased need for their services
during emergencies and thus are exempt from this policy. Some employees who
work inicer' S�--.sizes Public Works and Parks and Recreation also report to
work on a regular schedule or as instructed by their supervisor, unless their
supervisor instructs them not to report. Employees who are assigned to
emergency response teams shall report as instructed or scheduled if triggering
events occur such as the opening of shelters. Please reference the Emergency
Response and Sheltering Policy, Chapter 7, Article III of the County Policy Manual.
No other employees are expected to report to work unless they are instructed to
do so by their supervisor.
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Employees Who Do Not Report to Work When County Facilities Are Closed
When an employee has been notified to report to work during an emergency
situation, reporting is mandatory unless the absence has prior approval by his/her
supervisor or department director. Those employees refusing to report to work
will be subject to disciplinary action up to and including termination. Please
reference the Emergency Response and Sheltering Policy, Chapter 7, Article III of
the County Policy Manual for a listing of exemptions from any or all emergency
response duty.
Section 2.4
(Adopted February 19, 2015, Revised July 1, 2017)
Compensation When County Facilities Are Closed During Emergency or
Unexpected Conditions
Employees in temporary and on call positions will be paid only for hours actually
worked. Employees in regular part-time (those regularly scheduled for 20-29
hours per week) and full-time positions who are not required to report to work
will not be charged leave for the time the County facility or facilities are closed,
and will be paid for the number of hours they were scheduled to work.
Employees who are on approved sick, annual leave or compensatory leave will
not be charged leave for the time the facility they would have reported to is
unexpectedly closed.
Non-exempt employees, unless otherwise exempted in Section 2.3, who are
required to work when a County facility or facilities are unexpectedly closed will
receive time and one half rate for their hours worked during the day/tome of the
closure. Time and one half rate will apply for those hours regardless of other
leave/holiday hours taken or hours scheduled during the week.
Exempt employees who are required to work when a County facility or facilities
are unexpectedly closed will receive compensatory time off equal to the hours
worked to be taken at another time. Any compensatory time earned by an
exempt employee required to work when a County facility or facilities are
unexpectedly closed shall be used within 90 days and should be utilized prior to
any other types of paid leave. If not utilized within 90 days, the compensatory
leave is not available for utilization or payment.
At 6:15 p.m., Chairman Alphin declared the meeting adjourned.
J
Yx W. Alphin, Chfrman
Carey Is StoAm, Clerk
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