05-10-2018 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 TENTH DAY OF MAY IN THE YEAR TWO
THOUSAND AND EIGHTEEN
PRESENT:
Rudolph Jefferson, Chairman, Hardy District
William M. McCarty, Vice -Chairman, Newport District
Don G. Rosie, II, Carrsville District
Joel C. Acree, Windsor District
Richard L. Grice, Smithfield District
ALSO IN ATTENDANCE:
Mark C. Popovich, County Attorney
Randy R. Keaton, County Administrator
Donald T. Robertson, Assistant County Administrator
Carey M. Storm, Clerk
CALL TO ORDER
Chairman Jefferson called the special Board of Supervisors' meeting to order at
6:00 p.m. and welcomed all present.
Supervisor McCarty delivered the invocation and led the Pledge of Allegiance to
the American Flag.
Supervisor Grice moved that the Capital Improvements Program for FY2019-28 in
the amount of $97,511,962 be adopted which passed unanimously (5-0).
County Administrator Keaton was requested by Supervisor Acree to brief the
Board on the method of distribution for Aid to Localities (ATL) funds to the
County's fire agencies.
County Administrator Keaton explained in past years ATL funds have been divided
equally among the five volunteer fire departments and that he is now proposing
all departments that the County purchase whatever is needed by the agencies
from one vendor resulting in better pricing while still allowing the agencies the
option of customization. He stated in doing so will make the County responsible
to the State for the management of its grant.
Supervisor Acree relayed that the agencies are concerned that their budgets will
be impacted by removing the ATL.
County Administrator Keaton advised that the Carrollton Volunteer Fire
Department had requested $75,000 in funding and received $75,000; the
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Carrsville Volunteer Fire Department had requested $25,000 and was funded at
$40,000; the Rushmere Volunteer Fire Department had requested $15,000 and
had received $27,500; the Windsor Volunteer Fire Department had requested
$34,000 and received $36,500; and, the Smithfield Volunteer Fire Department had
requested $130,794 and was funded $77,000. He further advised that the
Smithfield and Windsor Volunteer Fire Departments also receive allocations from
the Towns of Smithfield and Windsor.
It was recognized that the agencies will actually benefit more financially under the
County Administrator's proposal and that the County, by being allowed to
manage the grant also assumes the liability, while still allowing the Fire & Rescue
Association to determine its needs.
The Board was reminded that two Board members will be meeting with leaders of
the Fire & Rescue Association prior to the Board's August 2, 2018 meeting with
the Fire & Rescue Association to discuss how the agencies have operated in the
past and will operate in the future.
It was noted that ATL funds are received in September, which is after the August
2, 2018 meeting, and that the budget can be amended if requested at the August
meeting.
Supervisor McCarty remarked that the proposal for a maintenance -agreement
with the agencies was taken off the table responsive to concerns voiced by the
County's volunteers which illustrates that this Board is listening to its volunteers.
Supervisor McCarty moved that the following Ordinance Approving the County
Operating and Capital Budget and Appropriating Funds for Expenditures
Contemplated During the Fiscal Year Beginning July 1, 2018 and Ending June 30,
2019 and Regulating the Payment of Money Out of the County Treasury be
adopted which passed unanimously (5-0):
AN ORDINANCE APPROVING THE COUNTY OPERATING AND CAPITAL BUDGET
AND APPROPRIATING FUNDS FOR EXPENDITURES CONTEMPLATED DURING THE
FISCAL YEAR BEGINNING JULY 1, 2018 AND ENDING JUNE 30, 2019, 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
2018-2019, dated April 4, 2018, 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, 2018, and ending June 30, 2019.
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
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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, 2018, and ending June 30, 2019, 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 is specifically designated and restricted for
accounting and transfer purposes only and not for any other expenditure from
the source fund.
Fund
2018-2019
General Fund
$ 74,460,860
Capital Projects Fund
5,312,462
Grants Fund
293,341
Emergency 911 Fund
1,395,820
County Fair Fund
354,158
Social Services Fund
3,591,444
Children's Services Act Fund
404,353
Technology Services Fund
1,149,368
Risk Management Fund
713,059
Public Utility Fund
8,820,520
Stormwater Fund
1,334,376
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 2018-2019, dated March 8, 2018, and submitted to
the Isle of Wight County Administrator by the School Superintendent for
consideration by the Isle of Wight County Board of Supervisors, is approved as the
annual budget for educational purposes for the Fiscal Year beginning July 1, 2018
and ending June 30, 2019.
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, 2018, and ending
June 30, 2019:
Educational Category
Instruction
Administration, Attendance and Health
Pupil Transportation
Operation and Maintenance
School Food Serv./Other Non -Instr. Operations
Facilities
Debt and Fund Transfers
Technology
Contingency Reserves
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2018-2019
46,354,477
2,430,583
4,094,651
5,000,950
2,102,292
0
450,648
2,335,523
0
Total Funds Budget $ 62,769,124
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.
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 2018-2019
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 2018-2019 Fiscal
Year; and, with the exception of the items the payment of which is fixed by law,
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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, 2018, 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, 2018 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 2018-2019 Fiscal Year,
of any claim of any kind against the County; and final judgments, with interest and
costs, obtained against the County during the 2017-2018 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
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
2018-2019.
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, 2018, and it shall
not be published.
Supervisor McCarty moved that the following Ordinance be adopted which
passed unanimously (5-0):
AN ORDINANCE TO IMPOSE TAX RATES FOR ISLE OF WIGHT COUNTY, VIRGINIA
FOR FISCAL YEAR JULY 1, 2018 THROUGH JUNE 30, 2019
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, 2018, 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, 2018, a
tax of $1.75 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, 2018, 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).
Section 4: That there is hereby levied for the fiscal year beginning July 1, 2018, 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
2018 shall be set at forty-nine percent (49%) 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, 2018, 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, 2018, 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
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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.
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Supervisor McCarty moved that the following Resolution be adopted which
passed unanimously (5-0):
RESOLUTION TO APPROVE THE POSITION CLASSIFICATION AND COMPENSATION
PLAN AND EMPLOYEE HEALTH INSURANCE PLAN OFFERINGS FOR FISCAL YEAR
2018-2019
WHEREAS, the Board of Supervisors has approved the FY 2018-2019 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 Pian 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 2018-2019
Annual Operating Budget; and
WHEREAS, a two percent (2%) cost of living salary adjustment for all employees
effective July 1, 2018 and an additional average one percent (1%) merit salary
adjustment for regular full-time and regular part-time employees effective
October 1, 2018 retroactive to July 1, 2018 is recommended in accordance with
the Approved FY 2018-2019 Annual Operating Budget; and
WHEREAS, an additional one percent (1%) salary adjustment for the
Constitutional Officers (Clerk of Circuit Court, Commissioner of the Revenue,
Commonwealth's Attorney, Sheriff, and Treasurer) and the Voter Registrar
effective October 1, 2018 retroactive to July 1, 2018 is recommended in
accordance with the Approved FY 2018-2019 Annual Operating Budget; and
WHEREAS, the next Employee Health Insurance Plan Year takes effect July 1,
2018; and
WHEREAS, the County participates in The Local Choice Health Insurance Program
through Anthem and offers two plans; and
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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, 2018;
NOW, THEREFORE, BE IT RESOLVED that the FY 2018-2019 Position Classification
and Compensation Plan is hereby adopted and shall remain in effect until
amended by the Board, the 2% cost of living salary adjustment for all employees
is hereby provided effective July 1, 2018, an additional average 1% merit salary
adjustment is hereby provided effective October 1, 2018 retroactive to July 1,
2018, and an additional 1% salary adjustment for the Constitutional Officers (Clerk
of Circuit Court, Commissioner of the Revenue, Commonwealth's Attorney,
Sheriff, and Treasurer) and the Voter Registrar effective October 1, 2018
retroactive to July 1, 2018 is recommended in accordance with the Approved FY
2018-2019 Annual Operating Budget; and
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, 2018
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.
Supervisor McCarty moved that the following Resolution be adopted which
passed unanimously (5-0):
RESOLUTION TO AMEND CHAPTER 1: PERSONNEL, ARTICLE V, SECTIONS 5.3, 5.5
AND 5.12, ARTICLE VI, SECTIONS 6.2 AND 6.7, AND ARTICLE X, SECTION 10.3 AND
ADOPT ARTICLE VI, SECTION 6.10 OF THE COUNTY POLICY MANUAL
WHEREAS, the County has established Leave Policies under Chapter 1: Personnel,
Article V, Sections 5.3, 5.5, and 5.12, Employee Benefits Policies under Chapter 1,
Personnel, Article VI, Sections 6.2 and 6.7, and Recruitment and Selection Policies
under Chapter 1, Personnel, Article X, Section 10.3 of the County Policy Manual;
and
WHEREAS, the policy for the Virginia Local Disability Program (VLDP) applicable to
regular, full-time employees who are Virginia Retirement System Hybrid Plan
members is recommended for adoption in Chapter 1, Personnel, Article VI,
Section 6.10 of the County Policy Manual; and
WHEREAS, the Board of Supervisors desires to amend Chapter 1: Personnel,
Article V, Sections 5.3, 5.5, and 5.12, Article VI, Sections 6.2 and 6.7, and Article X,
Section 10.3 and adopt Chapter 1, Personnel, Article VI, Section 6.10 of the
County Policy Manual to clarify the provisions, guidelines, rules and procedures of
Employee Leave Policies, the Tuition Reimbursement Policy, Employee Service
Awards Policy, the Virginia Local Disability Program provision for regular, full-time
H
employees who are Virginia Retirement System Hybrid Plan members, and the
Recruitment and Selection Policy; and
NOW, THEREFORE, BE IT RESOLVED that Chapter 1: Personnel, Article V, Sections
5.3, 5.5, and 5.12, Article VI, Sections 6.2 and 6.7, and Article X, Section 10.3 of
the County Policy Manual are hereby amended and Chapter 1, Personnel, Article
VI, Section 6.10 of the County Policy are hereby adopted as follows:
Chapter 1: Personnel
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, July 1, 2018)
Section 5.3
(Revised December 19, 2013; September 1, 2005, October 16, 2014, April
16, 2015, July 1, 2018)
Sick leave is defined as leave with pay granted for personal illness of the
employee or an immediate family member and for medical and dental
appointments of the employee or immediate family member. For
purposes of this sick leave policy, the immediate family of an employee is
defined as: natural parents, adoptive parents, foster parents, step-
parents; spouse; natural, adopted or foster children; brother, sister,
father-in-law, mother-in-law, brother-in-law, sister-in-law, son-in-law,
daughter-in-law; grandchildren and grandparents.
A physician's certification/statement may be requested to validate sick
leave when there is a pattern of absenteeism, if there is an indication that
the employee's physical condition is adversely affecting performance, or
for an absence of three (3) or more consecutive days. Leave usage will be
charged in quarter-hour increments.
Accrual Rates
Regular, full-time employees who are Plan 1 or Plan 2 Virginia
Retirement System (VRS) members: Sick leave is accrued at a rate of
eight (8) hours per month (four (4) hours per pay period worked), with
the exception of 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, who accrue
sick leave at a rate of 11.2 hours per month (5.6 hours per pay period
worked). Employees must work more than half of the workdays per pay
9
period in order to accrue sick leave for that pay period. Sick leave
balances may be carried over from year to year and shall be unlimited.
Special Provisions for Fire Protection Employee 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
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. Sick 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
sick leave balance will be divided by 1.4 to give the adjusted
balance. When an employee is transferred 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.
Regular, full-time employees who are Hybrid Virginia Retirement
System (VRS) members: Six rdaysf sick leave is fren+_Ee- d -e d nn ;In
empleyee-'s. first v.seFk day, subjeGt te pFeFatian far service less than
TlT-1r1l f7i�r--1 yeaF Ernpleynn- may eFawrrvtheir E'`' tp 4 F 4—rIn
avG
fellrrnTcw ;g the-r=empie• n elf enn day's serlIlCn On Iane�ar�� 1��F
�"�T�T LL.��71""YY1
empleyees in this r.-ategeFy will ar.r.w-we six (6) additional days -of sirck lea -ave
'3tith--cvr-h ypar a payeut ofyeafifty perront M%) of the leave h;;l;;nro
will e grARte 4RrP11TnnZrrJiTn�rGTnrtTiV�P Inthe event of teTr1m'i[7nTQti r r
CQ
}�
excess f ,'days aEtually eaFf}aei Will hn Wi u1rirn f�rthfi4
rhhprk Sick leave is accrued at a rate of six (6) hours per month (three (3)
hours per pay period) worked. Employees must work more than half of
the workdays per pay period in order to accrue sick leave for that pay
period. Up to 72 hours may be carried over to the next fiscal year. At the
end of each fiscal year, all sick leave in excess of the maximum carry-over
balance of 72 hours which is unused by the pay period which includes
June 30, is forfeited. Sick leave is accrued when the employee is on short-
term disability.
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Regular (non -temporary) part-time employees who work a schedule of
20 — 29 hours per week will accrue sick leave at a rate of four (4) hours
per month.
Section 5.5
(Revised December 19, 2013; December 15, 2005; July 1, 2018)
Payment of Sick Leave Upon Retirement
Regular, full-time employees, regardless of Virginia Retirement System
(VRS) Plan type:
(VRS) members- Employees retiring from VRS service who have less than
fifteen (15) years of service with Isle of Wight County are paid a lump sum
for twenty-five percent (25%) of their sick leave balance at the time of
retirement up to a maximum of $2,500.00 in the subsequent pay period
after the effective date of retirement. The remaining seventy-five percent
(75%) of the sick leave balance is forfeited.
Employees who retire with fifteen (15) or more years of continuous
service with Isle of Wight County may elect to be paid a lump sum for
twenty-five percent (25%) of their sick leave balance, not to exceed
$2,500.00 OR they may convert up to fifty percent (50%) of their unused
sick leave balance into VRS service credit to enhance their VRS benefit. The
service credit will be calculated based on an actuarial equivalent rate. If
this option is selected, no additional monies will be paid out beyond the
amount calculated for the purchase of service credit.
Section 5.12
(Revised April 7, 2005, January 8, 2009, December 18, 2014, July 1, 2018)
Leave Under the Family and Medical Leave Act ("FM LA")
Isle of Wight County will grant T"�rrnty r^plies ,..:�+"o-C@r„iIY @Rd
Upd'wnI-LP-AE+
(FMLA), �Rrhirh p,-.,,.:.����ieligible employees with -up to
12 workweeks of job protected leave (or up to 26 weeks of military
caregiver leave to care for a covered service member with a serious injury
or illness) during a 12 -month period. The leave may be paid, unpaid, or a
combination of paid and unpaid leave, depending on the circumstances of
the leave and as specified in this policy. During this leave, an eligible
employee is entitled to continued group health plan coverage. At the
conclusion of the leave, subject to some exceptions, an employee
generally has a right to return to the same or equivalent position. The
function of this policy is to provide employees with a general description
of their FMLA rights. In the event of any conflict between this policy and
the applicable law, employees will be afforded all rights required by law.
Employees with questions about what illnesses serious health conditions
are covered under the FMLA policy or under the County's Sick Leave
Policy are encouraged to consult with the County's Human Resources
Department.
Employee Eligibility Criteria
To be eligible for FMLA leave, an employee must have been employed by Isle of
Wight County:
• for at least 12 months (which need not be consecutive). Separate
periods of employment will be counted, provided the break in
service does not exceed seven years. Separate periods of
employment will be counted if the break in service exceeds seven
years due to National Guard or Reserve military service obligations
or when there is a written agreement. For eligibility purposes, an
employee will be considered to have been employed for an entire
week even if the employee was on the payroll for only part of a
week or if the employee is on leave during the week; and
• for at least 1,250 hours during the 12 month period immediately
before the date when the leave is requested to commence. The
principles established under the Fair Labor Standards Act (FLSA)
determine the number of hours worked by an employee. The FLSA
does not include time spent on paid or unpaid leave as hours
worked. Consequently, these hours of leave shall not be counted in
determining the 1,250 hours eligibility test for an employee under
FMLA; and
• at a worksite where 50 or more employees are employed by the
County within 75 miles of that office or worksite. The distance is to
be calculated by using available transportation by the most direct
route.
Types of Leave Covered
To qualify as FMLA leave under this policy, the employee must be taking
leave for one or more of the following reasons:
a. The birth of a child and in order to care for that child;
b. The placement of a child with the employee for adoption or foster
care, and/or to care for the newly placed child;
c. To care for the employee's spouse, child, or parent (but not in-law)
with a serious health condition (described below);
d. The employee's own serious health condition that makes the
employee unable to perform one or more of the essential functions
of his or her job.
1?
e. Because of a qualifying exigency arising out of the fact that the
employee's spouse, son or daughter, or parent is on active duty or
called to covered active duty status in support of contingency
operations as a member of the National Guard or Reserves
(described below); and/or,
f. Because the employee's spouse, son or daughter, parent, or next of
kin of a covered service member or veteran requires care due to a
serious health condition (described below).
Serious Health Condition
A "serious health condition" is defined as a r-ARditieR any illness, injury,
impairment, or physical or mental condition that requires inpatient care
at a hospital, hospice, or residential medical facility, including any period
of incapacity or any subsequent treatment in connection with such
inpatient care, or a condition that requires continuing treatment by a
licensed health care provider.
Continuing treatment by a licensed health care provider means any one of
the following:
1. Incapacity/Treatment — A period of incapacity of more than three (3)
consecutive, full calendar days and any subsequent treatment or
period of incapacity relating to the same condition that also
involves either treatment two or more times within 30 days, or
treatment by a health care provider on at least one occasion, which
results in a regiment of continuing treatment under the supervision
of the health care provider.
2. Pregnancy/Prenatal Care — Any period of incapacity due to
pregnancy or for prenatal care. In these situations, PMLA also
covers leave for the husband, if needed to care for the pregnant
spouse who is incapacitated due to severe morning sickness or
other prenatal complications (and may need physical care) and to
accompany her to prenatal doctor's appointments (and may need
to be driven or need psychological care).
3. Chronic Conditions — Any period of incapacity or treatment for
incapacity due to a chronic serious health condition such as asthma
or diabetes. Chronic conditions require periodic visits (at least
twice a year) for treatment by a health care provider, continue over
an extended period of time, and may cause episodic rather than a
continuing period of incapacity.
Permanent/Long-Term Conditions — A period of incapacity which is
permanent or long term due to a condition for which treatment may not
be effective, such as Alzheimer's disease, a severe stroke, or the terminal
stages of a disease. The patient must be under the continuing supervision
of a health care provider, but need not be receiving active treatment.
Conditions Requiring Multiple Treatments — Any period of absence to
receive or recover from multiple treatments, such as for restorative
surgery after an injury, or for serious conditions such as cancer
(chemotherapy) or kidney disease (dialysis) that would likely result in a
period of incapacity of more than three (3) consecutive, full calendar days
in the absence of medical intervention or treatment.
Incapacity and Subsequent Treatment — The inability to work, attend
school or perform other regular daily activities due to the serious health
condition or the treatment or recovery as a result of a serious health
condition.
Military Family Leave Entitlements
Qualifying Exigencies — A qualifying exigency is a non-medical, non-
routine activity that is directly related to the covered military member's
covered active duty or call to active duty status. To be eligible, the
employee must have a spouse, parent, or child on covered active duty to
a foreign country or call to covered active duty status in the Armed Forces
or reserve component of the Armed Forces in support of a contingency
operation to a foreign country. Categories of qualifying exigencies in the
FMLA regulations include:
1. Short -notice deployment activities (up to seven (7) days of leave is
permitted if the military member receives seven (7) or less days'
notice of a call to active duty);
z. Military events and related activities;
3. Certain temporary childcare arrangements and school activities (but
not for ongoing childcare or routine academic concerns);
4. Financial and legal arrangements;
5. Counseling by a non-medical counselor (such as a member of the
clergy);
6. Rest and recuperation (up to a maximum of fifteen (15) calendar
days of leave is permitted when the military member is on
temporary rest and recuperation leave);
7. Post -deployment military activities (such as arrival ceremonies or
reintegration briefings);
8. Care of the military member's parent (when the parent of the
military member is incapable of self-care); and
9. Additional activities which arise out of the military member's
covered active duty or call to active duty status provided that both
the County and employee agree that such leave shall qualify, and
agree to both the timing and duration of such leave.
14
„ I .
Military Family Leave Entitlements
Qualifying Exigencies — A qualifying exigency is a non-medical, non-
routine activity that is directly related to the covered military member's
covered active duty or call to active duty status. To be eligible, the
employee must have a spouse, parent, or child on covered active duty to
a foreign country or call to covered active duty status in the Armed Forces
or reserve component of the Armed Forces in support of a contingency
operation to a foreign country. Categories of qualifying exigencies in the
FMLA regulations include:
1. Short -notice deployment activities (up to seven (7) days of leave is
permitted if the military member receives seven (7) or less days'
notice of a call to active duty);
z. Military events and related activities;
3. Certain temporary childcare arrangements and school activities (but
not for ongoing childcare or routine academic concerns);
4. Financial and legal arrangements;
5. Counseling by a non-medical counselor (such as a member of the
clergy);
6. Rest and recuperation (up to a maximum of fifteen (15) calendar
days of leave is permitted when the military member is on
temporary rest and recuperation leave);
7. Post -deployment military activities (such as arrival ceremonies or
reintegration briefings);
8. Care of the military member's parent (when the parent of the
military member is incapable of self-care); and
9. Additional activities which arise out of the military member's
covered active duty or call to active duty status provided that both
the County and employee agree that such leave shall qualify, and
agree to both the timing and duration of such leave.
14
Military Caregiver Leave — FMLA leave may be granted to an eligible
employee to care for a covered service member, who is on the temporary
disability retired list and has a serious injury or illness. The covered
service member must be undergoing medical treatment, recuperation or
therapy, otherwise be in outpatient status, or otherwise be on the
temporary disability retired list. To be eligible for this leave, the
employee must be the spouse, child, parent, or next of kin of the covered
service member.
Amount of Leave
Eligible employees may take up to a total of 12 workweeks of FMLA leave during
a rolling calendar year, when leave is taken for any one or combination of FMLA-
qualifying reasons, not including military caregiver leave. For regular full-time
employees, 12 workweeks of leave equates to 480 hours (674 hours for 24-hour
Emergency Services employees assigned to a 28 -day cycle).
15
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Amount of Leave
Eligible employees may take up to a total of 12 workweeks of FMLA leave during
a rolling calendar year, when leave is taken for any one or combination of FMLA-
qualifying reasons, not including military caregiver leave. For regular full-time
employees, 12 workweeks of leave equates to 480 hours (674 hours for 24-hour
Emergency Services employees assigned to a 28 -day cycle).
15
Except for military caregiver leave, each time FMLA leave is taken, the
employee's remaining FMLA leave entitlement is any remaining balance of the 12
workweeks that has not been used during the rolling calendar year in which the
leave was taken.
As with other paid leave types, FMLA leave is available in increments of quarter-
hours (15 minutes) and an employee may not be required to take more leave
than necessary to address the circumstances that precipitated the need for
leave.
1. Amount of Military Caregiver Leave — For military caregiver leave only, up
to a total of 26 workweeks of leave may be taken in a single 12 -month
period when combined with other FMLA qualifying leave. The 26
workweeks of leave equates to 1,040 hours for regular full-time employee
(1,460 hours for 24-hour Emergency Services employees assigned to a 28 -
day cycle). For purposes of military caregiver leave only, the 12 -month
period begins on the first day the employee takes military caregiver leave
and ends 12 months later.
When military caregiver leave is taken in combination with other FMLA
qualifying reasons, only 12 weeks of the total may be for reasons other
than the care of the covered service member.
2. When Both Spouses Work for the County - When both spouses are
employed by Isle of Wight County, they are together entitled to a
combined total of 12 (or 26) workweeks of FMLA leave within the
designated 12 month period for the birth and care of a newborn
child, adoption, or foster care placement of a child with 1 the
employees,; fe a4eFraFe- f the Re �rbeFR OF Reel„ F larzed /=hill'
a -R4 to care for a parent (but not in-law) with a serious health
condition, or to care for a covered service member with a serious
injury or illness. Each spouse may be entitled to ariditiewfl the
remaining amount of FMLA leave for other FMLA qualifying reasons
such as the case for a child with a serious health condition or due to
one's own serious health condition. For example, if each spouse
took 6 weeks of leave to care for a healthy newborn child, each
could later use an additional 6 weeks due to his/her own serious
health condition or to care for a spouse, child, or parent with a
serious health condition.
3. Time Limitation When Leave is taken for Birth/Placement - Leave for
birth and to care for a newborn, or for a newly placed child for
adoption or foster care must conclude within 12 months after the
birth or placement of the child.
Vibe -A beth spouses aFe—empleyed by Isfe—e# Wight GOURty @Rd—eac-k�
16
Intermittent or Reduced Work Schedule Leave
"Intermittent leave" is leave taken in separate blocks of time due to a
single qualifying reason (hours/days are taken periodically over a period
of time). "Reduced work schedule leave" is leave that reduces an
employee's usual number of hours per workweek or hours per workday,
resulting in a reduced hour schedule. In all cases, the leave may not
exceed a total of 12 workweeks (or 26 workweeks to care for an injured
or ill service member or veteran over a 12 -month period).
Leave to care for a newborn or a newly placed child must be taken all at
once, and may not be taken intermittently or on a reduced work
schedule.
Leave taken because of an employee's own serious health condition, or
to care for an employee's spouse, child, or parent with a serious health
condition, may be taken all at once or, where medically necessary,
intermittently or on a reduced work schedule.
If an employee takes leave intermittently or on a reduced work schedule
basis for planned medical treatments, the employee must, when
requested, attempt to schedule the leave so as not to unduly disrupt the
County's operations. When an employee takes intermittent or reduced
work schedule leave for the employee or employee's family member and
for foreseeable planned medical treatment, the County may temporarily
transfer the employee to an alternative position with equivalent pay and
benefits for which the employee is qualified if the alternative position
would better accommodate the intermittent or reduced schedule.
Requests for FMLA Leave
All employees requesting FMLA leave must provide verbal or written
notice of the need for the leave to the Human Resources Department as
soon as the employee knows that leave will be needed. An employee
does not need to expressly assert his/her FMLA rights for an absence to
be covered by FMLA. However, sufficient information must be provided
for Human Resources to determine if the leave qualifies for FMLA
protection and the anticipated timing and duration of the leave. If
sufficient information is not provided, Human Resources will contact the
employee to inquire further as to the reason for the leave. Within five
business days after the employee has provided this notice of the need for
FMLA leave, the Human Resources Department will complete and provide
the employee with the Department of Labor Notice of Eligibility and
Rights and Responsibilities form. The employee will be provided the
Request for Family/Medical Leave form and submit it to the Human
Resources Department. The employee will be provided the FMLA Policy.
When leave is foreseeable for childbirth, placement of a child or planned
medical treatment for the employee's or family member's serious health
condition, the employee must provide the County with at least 34 days
17
advance notice, or such shorter notice as is practicable (it is expected that
an employee will give notice to the employer within no more than one or
two working days of learning of the need for leave, except in
extraordinary circumstances). (i.e.,
of the Reed fer the leave). When the timing of the leave is not foreseeable,
the employee must comply with the County's usual and customary notice
and procedural requirements for requesting leave, absent unusual
circumstances.
Required Documentation
When leave is taken to care for a family member, the County may require
the employee to provide documentation or statement of family
relationship (e.g., birth certificate or court document).
An employee shall be required to submit medical certification from a
health care provider to support a request for FMLA leave for the
employee's or a family member's serious health condition. Medical
certification forms (Department of Labor Certification of Health Care
Provider for Employee's Serious Health Condition form) are available in the
Human Resources Department. The employee's job description to include
the essential functions/physical requirements should be furnished to the
health care provider completing the Certification of Health Care Provider
for Employee's Serious Health Condition form. The employee must
respond to such a request for medical certification within 15 days of the
request or provide a reasonable explanation for the delay. Failure to
provide certification may result in a denial of leave or continuation of
leave.
During FMLA leave, the County may request that the employee provide
recertification of a serious health condition at intervals in accordance with
the FMLA. In addition, on a basis that does not discriminate against
employees on FMLA leave, the County may require an employee on FMLA
leave to report periodically on the employee's status and intent to return
to work. In add;tieR, dwFiRg P.41—A. leave, the empleyee must prGyide t4e
'COURtWith pe•Fi9diGFepeFts r-e'g@FdiAgthe empleyen's status and intrin+f�
. The County may provide the employee's health care
provider with the employee's attendance records and ask whether the
need for leave is consistent with the employee's serious health condition.
If the employee's anticipated return to work date changes and it becomes
necessary for the employee to take more or less leave than originally
anticipated, the employee must provide the County with reasonable
advance notice as soon as practicable `i.e., Within " business days) of the
employee's changed circumstances and new return to work date. If the
employee gives the County notice of intent not to return to work, the
employee will be considered to have voluntarily resigned. If the
employee voluntarily terminates his/her employment while taking leave
covered by FMLA, the County's FMLA obligations to the employee cease.
The County has the right to ask for a second medical opinion. The County
will pay for any such second medical opinion necessary. Arrangements
are coordinated through the Human Resources Department.
Certification of Military Family Leave:
1. Qualifying Exigency - To certify a qualifying exigency for military
FMLA leave, the County will require certification within 15 days of
the request or provide a reasonable explanation for the delay.
Failure to provide certification may result in a denial of leave or
continuation of leave. Qualifying exigency forms (Department of
Labor Certification of Qualifying Exigency for Military Leave form)
are available in the Human Resources Department.
2. Military Caregiver Leave - To certify a serious injury or illness of the
covered service member or veteran, the County will require
certification within 15 days of the request or provide a reasonable
explanation for the delay. Failure to provide certification may result
in a denial of continuation of leave. Certification forms (Department
of Labor Certification for Serious Injury or Illness of Covered Service
Member for Military Family Leave" form) are available in the
Human Resources Department. Other types of certification may
include providing a copy of an Invitational Travel Order (ITO) or
Invitational Travel Authorization (ITA) issued to any member of the
covered service member's family. Alternatively, documentation of
enrollment in the VA Program of Comprehensive Assistance for
family caregivers is sufficient, but the County may require
additional information in accordance with the federal regulations.
FMLA leave may be delayed or denied if the appropriate documentation is
not provided in a timely manner. Also, a failure to provide requested
documentation of the reason for an absence from work may lead to
termination of employment.
The Human Resources Department is responsible for reviewing and
maintaining all medical documentation including medical certifications
and doctor's notes. All records related to an employee's medical
condition are strictly confidential and may be discussed only with those
who have a bona fide need to know.
Use of Paid or Unpaid Leave
FMLA provides eligible employees with up to 12 (or 26) workweeks of
unpaid leave. Therefore, FMLA leave may be paid, unpaid, or a
combination of paid and unpaid leave, depending on the circumstances of
the leave and the employee's accrued paid leave available. An employee
who is taking FMLA leave because of the employee's own serious health
condition or the serious health condition of a family member must use any
qualifying paid leave prior to being eligible for unpaid leave. Qualifying
paid leave is leave that would otherwise be available to the employee for
19
the purpose for which the FMLA leave is taken. The remainder of the 12
(or 26) workweeks of leave, if any, will be unpaid FMLA leave. Any paid
leave used for an FMLA qualifying reason will be charged against an
employee's entitlement to FMLA leave. The substitution of paid leave for
unpaid leave does not extend the 12 (or 26) workweek leave period.
An employee who is taking leave for the adoption or foster care of a child
must use all paid annual and personal leave prior to being eligible for
unpaid leave. An employee who is using military FMLA leave for a
qualifying exigency must use all paid annual and personal leave prior to
being eligible for unpaid leave. An employee using FMLA military
caregiver leave must use all paid annual, personal, or sick leave (as long as
the reason for the absence is covered by the sick leave policy) prior to
being eligible for unpaid leave.
Designation of Leave
Within five (5) business days after the employee has submitted the
appropriate certification form, the Human Resources Department will
provide the employee with a written response to the employee's request
for FMLA leave (using the Department of Labor Designation Notice). The
County may provisionally designate the employee's leave as FMLA leave if
the County has not received medical certification or has not otherwise
been able to confirm that the employee's leave qualifies as FMLA leave.
Sick leave may be run concurrently with FMLA leave if the reason for the
FMLA leave is covered by the established policy. Leave for the birth of a
child and for an employee's serious health condition, including workers'
compensation leave (to the extent that it qualifies), will be designated as
FMLA leave and will run concurrently with FMLA. If the employee has
leave to be counted as FMLA leave, the employee must notify the Human
Resources Department within 7 hurinorr .--.« as soon as practicable of
the employee's return to work that the leave was for an FMLA reason.
If an employee takes paid leave for a condition that progresses into a
serious health condition and the employee requests unpaid leave as
provided under this policy, the County may designate all or some portion
of related leave taken as FMLA leave, to the extent that the earlier leave
meets the necessary qualifications.
Maintenance of Health Insurance Benefits and other Benefits
During FMLA leave, an employee is entitled to continued group health
plan coverage at the same level and under the same conditions as if the
employee had continued to work. If the employee chooses not to return
to work for reasons other than a continued serious health condition of
the employee or the employee's family member or a circumstance beyond
the employee's control, the County will require the employee to
reimburse the County the amount it paid for the employee's health
insurance premium during the leave period.
20
To the extent that an employee's FMLA leave is paid, the employee's
portion of health insurance premiums will be payroll -deducted from the
employee's paycheck. While on unpaid leave, the employee must
continue to make this payment, either in person or by mail.
If the employee's payment of health insurance premiums is more than 30
days late, the County may discontinue health insurance coverage for the
duration of the leave upon at least 15 days' notice to the employee prior
to the employee's loss of coverage.
If the employee contributes to a life insurance plan, disability plan, or any
other voluntary contributions to benefit plans, the County will continue
making payroll deductions while the employee is on paid FMLA leave.
While the employee is on unpaid FMLA leave, the County will discontinue
coverage during the FMLA leave. Upon the employee's return from FMLA
leave, payroll deductions will recommence.
Return to Work From Approved Leave
Upon the return to work from approved FMLA leave that was twelve (12)
workweeks or less in duration, the employee will be restored to the
position of employment held by the employee when the leave
commenced or restored to an equivalent position with equivalent status,
benefits, pay, and other terms and conditions of employment.
An employee that takes FMLA leave that was twelve (12) workweeks or
less in duration may be required to provide a fitness for duty clearance
from the health care provider stating that the employee is able to resume
work and/or if there are any limitations. This requirement will be included
in the employer's response to the FMLA request.
An employee's return to work may be delayed or denied if the
appropriate documentation is not provided in a timely manner. Also, a
failure to provide requested documentation of the reason for an absence
from work may lead to termination of employment.
Limitations on Reinstatement
An employee is entitled to reinstatement only if he/she would have
continued to be employed had FMLA not been taken. Thus, an employee
is not entitled to reinstatement if, because of a layoff, reduction in force,
or other reason, the employee would not be employed at the time job
restoration is sought.
The County reserves the right to deny reinstatement to salaried, eligible
employees who are among the highest paid ten (10) percent of the
County's employees employed within 75 miles of the worksite ("key
employees") if such denial is necessary to prevent substantial and
grievous economic injury to the County's operations.
21
Failure to Return to Work Following FMLA Leave
If the employee does not return to work following the conclusion of FMLA
leave, the employee will be considered to have voluntarily resigned. The
County may recover health insurance premiums that were paid on behalf
of the employee during an unpaid FMLA leave except that the County's
share of such premiums may not be recovered if the employee fails to
return to work because of other circumstances beyond the employee's
control. In such cases, the County may require the employee to provide
medical certification of the employee's or family member's serious health
condition.
Additional Information
For further information or clarification about FMLA leave, please contact
the Human Resources Department.
Section 5.14
(Adopted April 1, 2015, Revised July 1, 201 SJ
Recognition Leave
All personnel are eligible to receive leave hours for the purpose of such
instances as the recognition of service to the County, in conjunction with
the promotion of or participation in safety, health, or wellness initiatives,
or for any other purpose approved by the County Administrator.
Recognition leave is intended to provide employees paid leave separate
and apart from his/her other available paid leave types.
For the purpose of the recognition of five years of service milestones of
regular full-time and regular part-time employees (those working
between 20-29 hours per week on a regular basis are eligible; those
working on an on-call/intermittent/temporary/or seasonal basis are not
eligible), with the County, the following schedule will apply:
Years of
Number of Recognition -Leave Hours
5
4
10
8
15
12
16
25
< 30
1 20
1 24
Recognition leave is non -cumulative, must be taken within 90 calendar
days of it being granted, and any remaining balance thereof shall be
forfeited at the end of the 90 calendar day period. Any recognition leave
shall not be paid upon separation of employment, is non-transferrable,
and is not compensable in the form of monetary compensation in lieu of
paid leave time. Use of recognition leave hours must be scheduled and
22
approved in advance by the employee's immediate supervisor.
Recognition leave shall be granted to an employee for a specific purpose
by the Human Resources Department upon approval of the County
Administrator or his/her designee. The Human Resources Department
shall inform the employee's department director that such recognition
leave has been granted.
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, Revised July 1, 2018)
Section 6.2
(Revised September 1, 2005; November 15, 2007; August 22, 2013;
February 19, 2015; July 1, 2018)
Tuition Reimbursement
It is the intention of the Board of Supervisors to recognize, develop, and
extend the skills of the County's workforce. It is the policy of the Board to
encourage employees to enroll in college/university coursework that will
lead to their professional growth, expansion of skills, and increased job
competence. The Tuition Reimbursement Program provides
reimbursement for successful completion of college/university
coursework.
Eligibility
Regular full-time employees of the County who have successfully
completed their initial probationary period are eligible to apply for tuition
assistance. Such assistance is limited to six (6) semester hours per fiscal
year (July 1 through June 30). Reimbursement is dependent upon the
availability of funds.
Coursework must be directly related to the assignment of the employee
and must be approved by the Department Director prior to submission to
Human Resources for approval. Application for tuition assistance must be
made to Human Resources for approval prior to registering or enrolling in
coursework. Course approval will not be granted after the first class
session. Coursework approval is nontransferable; each course requires a
separate application.
Employees may be reimbursed for tuition costs only, at an accredited
college or university, upon successful completion of the course.
Reimbursement will be a maximum of $300 per credit hour for no more
than six (6) credit hours per fiscal year; thus, the maximum tuition
reimbursement an employee will receive in any given fiscal year will be
23
$1,800. Successful completion shall mean the attainment of a minimum
of a "C" or its equivalent for undergraduate -level coursework, or a
minimum of a "B" or its equivalent for graduate -level coursework.
Qualifying Course and Subiects
Tuition assistance will be provided only when the coursework is directly
related to the employee's current position, or is a requirement for an
Associate's, Bachelor's, or Master's degree in a field directly related to
the employee's present job or promotional objective.
Class Hours
Classes should not be taken during an employee's work hours unless the
employee has obtained permission from the Department Director to use
earned annual leave or compensatory time.
Requirements for Reimbursement
This benefit is a reimbursement program. The employee must pay the full
tuition to the institution upon registering for coursework.
Requests for reimbursement must be submitted along with an official
transcript within thirty (30) days of completion of the course.
Reimbursement for coursework will only be made to the employee upon
receipt of an official transcript and verification of payment in full to the
college or university.
General Considerations
As a condition of receiving tuition reimbursement, an employee will be
required to sign an agreement whereby, in the event the employee
separates from the County's employ within one (1) year after FeGeipt-moi
tuitien a«istanGe a tuition reimbursement payment is made, he/she will
be required to repay all funds expended by the County within the one-
year period. This will be collected from the separating employee via
payroll deduction if possible and if not possible, the separating employee
must repay the County within sixty (60) days of his/her last day of
employment. If the former employee fails to de se repay the funds, the
County will pursue collection in the same manner and by the same means
as it would collect other debts and deem the former employee ineligible
for rehire.
Availability of funding for the Tuition Reimbursement Program may be
suspended at any time.
Section 6.7
(Revised July 1, 2018)
24
Em to ee Service Awards
The County realizes the value of having a long-term and dedicated work
force. In recognition of the value of the effort, time, and ability of County
employees, the County has established a system of acknowledging and
rewarding employees for their years of service to the County.
Regular full-time and regular part-time employees (those working
between 20-29 hours per week on a regular basis are eligible; those
working on an on-call/intermittent/temporary/or seasonal basis are not
eligible) shall be recognized and rewarded for their years of service with
Isle of Wight County in accordance with the following schedule:
a. Five Years of Service
b. Ten Years of Service
c. Fifteen Years of Service
d. Twenty Years of Service
e. Twenty-five Plus Years of Service
Section 6.10
(Effective July 1, 2018)
Virginia Local Disability Program VLDP —Virginia Retirement System
Hybrid Plan Members
Short-term Disability
Regular, full-time employees who are Virginia Retirement System (VRS) Hybrid
Plan members:
1. Under the Virginia Local Disability Program (VLDP), short-term disability is a
component of the VRS Hybrid Plan that provides, in most cases, income
replacement at 60% of the employee's base pay when an employee is
unable to work due to an illness, injury, or disability. All full-time hybrid
employees are required to participate in the short-term disability program
at no cost to them.
2. The maximum short-term disability period is 125 workdays. The 125 -
workday period is based on a Monday- Friday workweek and includes paid
holidays. If an employee is still disabled after 125 workdays, he or she may
be placed on long-term disability, as determined by the third party
administrator for the VRS VLDP.
3. Upon meeting the criteria for the short-term disability benefit, short-term
disability begins after seven (7) calendar days from the first day of the
disability. During the seven -calendar day waiting period, employees may
use sick leave or other eligible leave to cover the absence from work.
Employees may also use eligible leave to offset a reduction in income
replacement when using short-term disability, may not exceed 100%
income replacement.
Short-term Disability
13-59 0
60-119 _ 25
120-179 25
180 or more 25
Long-term Disability
Benefits for Hybrid Employees
Workdays of
Months of
Income
Continuous
(Replaced at
Service
100%)
Less Than 12
0
13-59 0
60-119 _ 25
120-179 25
180 or more 25
Long-term Disability
Benefits for Hybrid Employees
Workdays of
Workdays of
Income
Income
(Replaced at
(Replaced at
80%) _
i 60%) J
0
0
0
125
75
25
50
50
75
25
Regular, full-time employees who are Virginia Retirement System (VRS) Hybrid
Plan members:
1. Under the Virginia Local Disability Program (VLDP), long-term disability
benefit begins after 125 workdays of short-term disability. The third party
administrator will be responsible for determination of eligibility and
payment to the employee directly for any long-term disability benefits that
they are eligible for. if approved, the employee will receive income
replacement at 60`,x. of the employee's pre -disability income.
ARTICLE X
Recruitment and Selection
(Revised October 6, 2005; February 13, 2007, July 1,
2018)
Section 10.3
(Revised July 1, 2018)
Disqualification of Applications
An applicant may be removed from consideration for employment by the County
because of any of the following list of non-exclusive reasons hoTre/5he:
a. he/she does not meet the minimum qualifications established for the
position;
b. he/she has a disability that would prevent satisfactory performance of the
duties of the position;
C. he/she has made false statements of material fact or practiced deception
in his/her application;
d. he/she is addicted to the use of controlled substances or intoxicating
liquor;
e. he/she has an unsatisfactory employment record of such a nature so
as to demonstrate unsuitability for employment;
F he/she has been convicted of criminal conduct; or
9. he/she has failed to submit the a completed employment application and
any required documentation within the prescribed time limit; or
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h. he/she does not satisfactorily meet all background check requirements; or
i. he/she does not satisfactorily pass any pre-employment medical
and/or substance abuse testing.
ADJOURNMENT
At 6:30 p.m., Chairman Jefferson declared the meeting adjourned.
Car
JMlls Storm, Clerk
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Rudolph Je ferson, Chairman