Board of Supervisors August 27,2019 Sheet 1  August 27, 2019  County of Greene, Virginia  THE GREENE COUNTY BOARD OF SUPERVISORS MET ON TUESDAY, AUGUST 27,  2019, BEGINNING AT 6:30 P.M. INTHE COUNTY MEETING ROOM  Present were:  Bill Martin, Chair Michelle Flynn, Vice Chair David Cox, Member Marie Durrer, Member Dale Herring, Member  Staff present:  Mark B. Taylor, County Administrator Kelley Kemp, Assistant County Attorney Patti Vogt, Deputy Clerk Jim Frydl, Director of Planning and Zoning Tracy Morris, Director of Finance Melissa Meador, Director of] Emergency Services  RE: CLOSED MEETING Board approved the following: the following matter(s): to the County Administrator. occur in Closed Meeting;  Ms. Kemp read the proposed resolution for closed meeting.  Upon motion by Michelle Flynn, second by Dale Herring and unanimous roll call vote, the WHEREAS, thel Board ofs Supervisors ofGreene County desires to discuss in Closed Meeting Discussion and consideration of the performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body with respect WHEREAS, pursuant to: 92.2-3711(A)) of the Code of Virginia, such discussions may NOW, THEREFORE, BEITRESOLVED that thel Board of Supervisors of Greene County  does hereby authorize discussion oft the aforestated matters in Closed Meeting.  Recorded vote:  Bill Martin Michelle Flynn David Cox Marie Durrer Dale Herring  Yes Yes Yes Yes Yes  Motion carried.    Board of Supervisors August 27, 2019 Sheet 2  RE: OPEN MEETING Board returned to open meeting. Recorded vote:  Upon motion by David Cox, second by Dale Herring and unanimous roll call vote, the  Bill Martin Michelle Flynn David Cox Marie Durrer Dale Herring  Yes Yes Yes Yes Yes  Motion carried.  By unanimous roll call vote, all members certified that only public business matters lawfully exempted from the open meeting requirement and only such matters as identified by the  motion to enter into closed meeting were discussed.  Recorded vote:  Bill Martin Michelle Flynn David Cox Marie Durrer Dale Herring  Yes Yes Yes Yes Yes  RE: PLEDGE OF ALLEGIANCE AND MOMENT OF SILENCE  The Chair opened the meeting with the Pledge of Allegiance followed by a moment of  silence.  RE: ADOPTION OF THE AGENDA  Upon motion by Michelle Flynn, second by Marie Durrer and unanimous roll call vote, the Board approved the agenda with recognitions removed and Personnel Policies Manual moved to  action items.  Recorded vote:  Bill Martin Michelle Flynn David Cox Marie Durrer Dale Herring  Yes Yes Yes Yes Yes  Motion carried.  RE: MATTERS FROMT THE PUBLIC  Mr. Parker Bryant, Wilhoits Mill Road, was concerned about the work proposed for this road saying little information has been shared with residents. A timeline is needed. The road is very narrow and work will cause traffic to bottleneck. He felt insufficient information has been Mr. Martin said this is an Orange County project and the proposed resolution is in support  presented to allow a vote on the resolution of support.  ofthe project as the road provides access to a subdivision in Greene County.    Board of Supervisors August 27,2019 Sheet 3  RE: CONSENT AGENDA  Upon motion by Michelle Flynn, second by Marie Durrer and unanimous roll call vote, the b. Resolution in support of Wilhoits Mill Road upgrade (See Attachment "A") Resolution to accept and appropriate $9,205 for the Item Conservation Grant for d. Resolution to accept and appropriate additional funds in the amount of$15,162 for reimbursable contractual overtime for the Sheriff's Office (See Attachment "C")  Board approved the following items on the consent agenda:  a. Minutes of August 13, 2019 meeting  the Clerk's Office (See Attachment "B")  Recorded vote:  Bill Martin Michelle Flynn David Cox Marie Durrer Dale Herring  Yes Yes Yes Yes Yes  Motion carried.  RE: PERSONNEL POLICIES MANUAL-I PROPOSED AMENDMENTS  Mr. Taylor reviewed the recommended changes to the Personnel Policies Manual which 1. Changes to para. 1.41 to clearly state that Greene County Public Schools employees are not 2. Changes toj para. 22F-arerecommended to clarify that, in determining qualified applicants for employment, Greene County may undertake drug screening, criminal or other public 3. Changes to para. 2.3.E. are recommended to set a standard for the hiring of relatives whereby County employees are expected to both comply with the law and avoid any 4. Changes toj para. 2.5. are recommended to set a standard ini relation to conflicts ofinterest whereby County employees are expected to both comply with the law and avoid any 5. Changes to para. 2.8. are recommended to clarify that, during a probationary period, the employment relationship may be ended for any or no stated reason, and to enable the 6. Changes in para. 2.9 are recommended to clarify that outside /secondary employment is not allowed without prior written approval oft the County Administrator. 7. Changes toj para. 4.3.E.4. and 5. to state that the County Administrator has final review and approval authority for all performance evaluations and to remove reference to any 8. Changes to para. 8.4 are recommended to provide that additional leave granted to state employees by the Governor of Virginia will be deemed granted to County employees also. 9. Changes inj para. 8.5 are recommended to clarify the annual leave accrual rates for County  are recommended for the following purposes:  covered by the Greene County Personnel Policies Manual.  records checks, and or social media scans.  appearance ofimpropriety. appearance ofi impropriety.  extension of any probationary period.  committee review of performance evaluations.  employees.    Board of Supervisors August 27, 2019 Sheet 4  10. Changes to para. 11.1 are recommended to clarify that Greene County expects our 11. Changes toj para. 11.5 are recommended to prohibit continued County employment by any person subject to the Personnel Policies Manual who is elected to public office serving Mrs. Durrer asked for clarification of changes to paragraph 11.5. Mr. Taylor said the county personnel policies are followed at the discretion of the constitutional officers. The County supplements salaries and supports the function of constitutional offices. Staffis working on the development of a memorandum of understanding with each constitutional officer to clarify their relationship with the County. Each Constitutional Officer will have discretion in making these Upon motion by Michelle Flynn, second by David Cox and unanimous roll call vote, the Board approved the changes to the Greene County Personnel Policies Manual as presented. (See  employees to avoid even the appearance ofimpropriety. Greene County or any district or portion thereof.  provisions applicable to their employees.  Attachment "D") Recorded vote:  Bill Martin Michelle Flynn David Cox Marie Durrer Dale Herring  Yes Yes Yes Yes Yes  Motion carried.  RE: VDOT QUARTERLYMEETING  Mr. Joel Denunzio, VDOT Resident Engineer, was present for the quarterly meeting and Route 29/Route 33 - This project has entered the right-of-way phase. There may be opportunities to advance the project quicker but right now the ad date is November, 2022. Route 624, Beazley Road - This is ai rural rustic project on the Six Year Plan. Route 670 connector road - Referred to the recent presentation regarding this project. Route 630. Rosebrook Road - The crew was pulled off this Rural Rustic Road project to work on South River Road project since there was a small window to do the river work. Received approval on August 13 for work to lower stream bed by 3 feet. Crew will be back Route 670, Preddy Creek Road - Still have. April 2020 start date on the culvert replacement project. Landowners on both sides have given approval to install guardrail. VDOT bought easement to relocate water line there currently and has an application in for permit from VMRC (VA Marine Resource Commission) to excavate underneath creek for the Route 670, Preddy Creek Road Speed study has been completed but changes are on hold Route 622, Celt Road - Speed study has been completed and 25 mph speed zone installed. Ar mid-block crossing could be installed on Celt Road in front of the office building but  reported the following:  tol Rosebrook as soon as South River work is complete  waterline.  pending the design oft the connector road project. some sidewalk work would be required.    Board of Supervisors August 27,2019 Sheet5 5  Route 33 at Greenecroft Blvd - Review of intersection has been completed and the installation ofstop signs att the median crossover: is pending. Reviewed three years ofcrash data and performed an engineering study with warrant analysis to determine need fortraffic signal. Short term improvements havel been made such as moving stop bars, grading back ofmedian, and clearing vegetation. Long term solutions would be consideration of some Mr. Denunzio also said portable radar signs have been approved for purchase and will be Mr. Denunzio said the Wilhoits Mill Road project is handled through thel Louisa Residency and he suggested anyone wanting information contact Orange County. Mr. Martin read the Mrs. Flynn said the part of Route 670 recently repaved has not been striped. Mr. Herring asked about the status of reported flooding on Spotswood Trail. Mr. Denunzio said the Maintenance Manager had reached out to the resident. Mrs. Durrer said she had mentioned, in October, tractor trailers using Fredericksburg Road as a shortcut from Route 29 to Route 33. She asked that this topic be added to the agenda for additional information and discussion. Mr. Denunzio said the County would need to initiate the study and VDOT would look at truck traffic on that road. Data indicates 12 crashes over the past 5 years and about 1,300 vehicles ont that road each day. Mr. Cox said tree limbs arel hanging int theroadway  type ofinnovative intersection. available for use by the Sheriff's Department.  resolution approved by the Board of Supervisors earlier in the meeting.  on Route 810. and asked that they be trimmed.  RE: ROUTE C 670 CONNECTOR ROAD-E RESOLUTION OF SUPPORT  Mr. Denunzio said he is recommending alternative B for the Route 670 connector road project as this option will minimize the amount of conflict points and will make it a safer intersection altogether. Diverting Route 670 towards Route 29 will encourage traffic to use the Mrs. Flynn asked if this is the option that allows for future growth on Route 670. Mr. Denunzio said Option A to get the same amount of efficiency would require left and right turn lanes which would be difficult to get in there. Option B improves the through flow without the Mr. Herring asked about requirements for ai traffic signal. Mr. Denunzio said VDOTI looks at 8-hour warrants and crash data to determine the need for a traffic signal at any location. Mr. Herring asked ifinfrastructure will bei installed for a future traffic signal. Mr. Denunzio said hei is Mr. Davis Lamb expressed concern for the possibility of traffic accidents in the area. Mr.  new intersection.  turn lanes.  reluctant to do too much because oft the rapid change in technology. Denunzio said there is the potential for crashes with any type intersection.  RE: LIAISON REPORTS  Mrs. Flynn said the Social Services Board will receive training on September 16. Mr. Herring said the Planning Commission met last week and a request for a Special Use  Permit was forwarded to the Board for consideration.    Board of Supervisors August 27,2019 Sheet 6  Mr. Cox said the Emergency Services Committee met last Tuesday night. There was a lot ofdiscussion and a little bit of conflict between the fire departments again. He hopes this can be "nipped in the bud" and everyone move forward. Mr. Cox also thanked The Greene County Mr. Martin said the music pavilion is under construction and a grand opening is scheduled  Record for the article on volunteers.  for October 5.  RE: COUNTY ADMINISTRATOR UPDATE  Mr. Taylor said Congressman Denver Riggleman visited last week and toured the Blue Ridge Heritage Memorial, Greene Commons and the school project. He also reminded everyone oft the change in the recycling program with the suspension in collection of glass, plastics and junk mail effective September 1. Staff has been working on a broadband grant application to bring service to unserved residents of the County. There is a Broadband Summit on September 5 and attending from the County will bel Mr. Herring and Mr. Frydl. A trash complaint on Rolling Hills Road was received and is being addressed. Work to correct foundation issues on the Route 810  cell tower is ongoing. A new foundation was installed and the tower moved.  RE: ADJOURN  The meeting was adjourned.  Nkibhhet William Bryan Martin, Chair Greene County Board of Supervisors  Mark B. Taylor, Clerk Greene County Board of Supervisors    Board of Supervisors August 27, 2019 Attachment "A"  RESOLUTION  ARESOLUTION TO THE' VIRGINIA DEPARTMENT OF TRANSPORTATION SUPPORTING THE COST SHARE IMPROVEMENT PROJECT ON WILHOITSMILL ROAD  WHEREAS, Greene Landing is a subdivision in Greene County; and  WHEREAS, Wilhoits Mill Road (VDOT Secondary Route 610) is an unpaved road in Orange County that WHEREAS, VDOT and the developer of Greene Landing have agreed to a cost share project to pave WHEREAS, Orange County will provide the required local support and supervision of the project;and WHEREAS, Greene County is not responsible for any cost or supervision of the project; and WHEREAS, the project will provide al benefit to the residents of the Greene Landing Subdivision; NOW, THEREFORE BE IT RESOLVED that the Greene County Board of Supervysorssupports the  provides access to Greene Landing; and Wilhoits Mill Road in Orange County; and  improvements to Wilhoits Mill Road.  ADOPTED BY THE GREENE COUNTY BOARD OF SUPERVISORS ON AUGUST27,: 2019.  Motion: Michelle Flynn Second: Marie Durrer  Votes: Martin: Flynn: Cox: Durrer: Herring:  Yes Yes Yes Yes Yes  balba Bill Martin, Chair  K-lakay  Greene County Board of Supervisors  Greene County Board of Supérvisors  AB    Board of Supervisors August 27, 2019 Attachment "B"  RESOLUTION TO ACCEPT AND APPROPRIATE NINE THOUSAND TWO HUNDRED FIVE DOLLARS FOR ITEM CONSERVATION GRANT  WHEREAS, the Clerk's Office of the County of Greene has received funding for the WHEREAS, the funds in the amount of nine thousand two hundred five dollars ($9,205.00) need to be appropriated to the appropriate line item in the 2019-2020 budget of  Item Conservation Grant; and  the County of Greene, Virginia.  NOW, THEREFORE, ITISI HEREBY RESOLVED by the Board of Supervisors of the County of Greene, Virginia that nine thousand two hundred five dollars ($9,205.00) be  appropriated to the 2019-2020 budget of the County of Greene.  BE IT FURTHER RESOLVED that the County Administrator of the County of Greene, Virginia is authorized to make the appropriate accounting adjustments in the budget  to do all things necessary to give this resolution effect. Adopted this 27th day of August, 2019.  Motion: Michelle Flynn  Second: Recorded Vote: David L. Cox Marie C. Durrer Michelle Flynn Dale R. Herring Bill Martin  Marie Durrer  Yes Yes Yes Yes Yes  Nilbe William  ATTEST:  6- hhat: Bryan Martin, Chair Greene County Board of Supervisors  Mht Mark B. Taylor,Clerk Greene County Board of Supervisors    Board of Supervisors August 27, 2019 Attachment "C"  RESOLUTION TO ACCEPT AND APPROPRIATE FIFTEEN THOUSAND ONE HUNDRED SIXTY-TWO DOLLARS FOR REIMBURSABLE  CONTRACTUAL OVERTIME  WHEREAS, the Sheriff's Office for the County ofGreene has reimbursable contractual WHEREAS, the funds in the amount of fifteen thousand one. hundred sixty-two dollars ($15,162.00) need to be appropriated to the appropriate line item in the 2018-2019 budget of  overtime with Greene County Public Schools and various businesses; and  the County of Greene, Virginia.  NOW, THEREFORE, ITI IS HEREBY RESOLVEDI by the Board of Supervisors ofthe County of Greene, Virginia that fifteen thousand one hundred sixty-two dollars ($15,162.00)  be appropriated to the 2018-2019 budget of the County of Greene.  BEITFURTHER RESOLVED that the County Administrator ofthe County of Greene, Virginia is authorized to make the appropriate accounting adjustments in the budget to do all  things necessary to give this resolution effect. Adopted this 27th day of August, 2019.  Motion: Michelle Flynn Second: Marie Durrer Recorded Vote: David L. Cox Marie C. Durrer Michelle Flynn Dale R. Herring Bill Martin  Yes Yes Yes Yes Yes  Wlke William B.  ATTEST:  Khet  Martin, hair  MarB. Taylor, Clerk  Greene County Board of Supervisors  Greene County Board of Supervisors    Board of Supervisors August 27, 2019 Attachment "D"  Decisions made by those designated to administer these policies may be appealed by the B. This Manual is intended to address most personnel situations and actions for which the County Administrator is responsible. However, those situations not specifically covered shall be interpreted and acted upon by the County Administrator in keeping with the intent  affected employee to the County Administrator or his/her designee.  oft these policies and procedures.  1.4 SCOPE  These policies and procedures shall apply to all departments, positions and employees of Greene County except for employees specifically exempted by actions of the Greene County Board of Supervisors or the Commonwealth of Virginia. Greene County Public Schools employees are not  covered by this Manual.  1.5 COMPLIANCE  Department Heads shall take necessary and prompt action to ensure compliance with these  policies within their respective departments.  1.6 LIMITATIONS  A. The policies set forth herein are not intended to create a contract, nor are they to be construed to suggest any express or implied contractual obligations of any kind with the County. Any non-mandated benefits outlined within this policy are subject to approved annual appropriation by the Greene County Board of Supervisors. The County retains the right to amend, cancel or otherwise change any of these policies and procedures at any time as circumstances may warrant with the approval of the Board of Supervisors. B. Employment with the County is voluntarily entered into and the employee is free to resign at any time. Similarly, the County may terminate the employment relationship and such termination or any other form of discipline shall be aj judgment reserved to the County ati its  sole discretion.  1.7 AVAILABILITY AND ACKNOWLEDGEMENT OF PERSONNEL POLICIES  The County Administrator shall be responsible for maintaining a complete and current set of personnel policies and for bringing these policies to the attention of all County employees. In addition, a copy shall be maintained in the office of each department director. Each County employee shall be given a copy of the personnel policies upon adoption of these policies by the Greene County Board of Supervisors. Future employees shall receive a copy of the current personnel policies when they begin their employment service with the County. All employees will acknowledge receipt of these policies via a signed and dated statement, which will be maintained within the employee's personnel file. The statement shall include the employee's confirmation that these policies have been read and are understood by the employee. The Personnel Policy Manual  Springsted  Greene Counly. Vrgina PersonnelPolicies Manual    F. The County provides equal employment opportunities to qualified individuals with disabilities. Reasonable accommodations will be provided to a qualified employee or applicant with a disability when thate employee or applicant requests an accommodation. A qualified employee or applicanti is one who is able to perform the essential functions of the job with or without accommodation. A request for an accommodation will be denied if the accommodation is not shown tob be effective, places an undue burden ont the County ori ift the employee poses a direct threat tot the health and safety of him/herself or others.  2.2 EMPLOYMENT  A. Authorization from the County Administrator, or his/her designee, is required prior toi initiating  any recruitment or appointment. serve thei interests oft the County.  B.  Procedures may be modified by the County Administrator when deemed necessary to best C. All records relating to employment, recruitment or appointment will be maintained in one central file location as designated by the Board of Supervisors and maintained in conformance with the Code of Virginia and regulations of the' Virginia State Library. 1. The County Administrator shall determine the advertising requirements necessary to attract qualified applicants to fill each vacancy. The County Administrator shall maintain an advertising distribution list, which shall be used to maximize the 2. AIl County position vacancies shall be advertised on the County website and in a local newspaper for a minimum oft ten (10) days - Amended September 12, 2017. Persons seeking to apply for employment with the County shall be referred to the County Administrator, except for those groups specified in Section 1.4. 2. The County relies upon the completeness and accuracy ofi information contained in the employment application, as well as the accuracy of other data presented throughout the selection process and during County employment. Therefore, a. Alle employment information shall be current, accurate and complete. b. Any misrepresentations, falsifications or material omissions on the County application mayr resultint the Count/sexclusiono of thei individuali fromi further  D. Employment Notice  application pool.  E.  Employment Applications  1.  applicants and employees are hereby notified:  consideration for employment.  F. Recruitment and Selection  1. The County Administrator hast the primary responsibility for recruitment. All selection methods shall be approved ina advance by the County Administrator. Ind determining qualified applicants, the County may use, but shall not be limited to, any one or a combination of the following selection methods in the pre- and post- employment processes: evaluation of training and experience; written and skills  2.  Springsted  Greene County. Virginia Personnel Policies Manual    tests; performance tests; psychological tests; driving record, reference and background checks, post-offer medical examinations, and the applicant's ability to meet the physical standards for the position, drug screening, criminal and/or other 3. An applicant who refuses top participate in any phase oft the selection process shall be considered withdrawn from the recruitment and shall not be eligible for further After department representatives have completed final interviews and given full consideration to the group of qualified candidates, the department director shall submit a written recommendation for as selection to the County Administrator. 5. In all cases, the offer of employment and discussion of beginning salary, benefits and starting date shall be approved by the County Administrator. 6. Upon completion of the hiring process, all applications, resumes and any related test materials shall be returned to and maintained by the County Administrator's  public records check, and/or social media scans.  consideration.  4.  office.  2.3 HIRING OFI RELATIVES  A. The Virginia State and Local Govemnment Conflict of Interests Act provides thati members of and officer's or an employee's immediate family may! bee employed ini the employee's division, 1. The employee does notp participate in the decision tot hire the employee'simmediate 2. The employee exercises no control over the employment or the employment 3. The employee is not in a position to influence the employment activities of his/her B. Based on the above criteria, the County shall not hire an employee's immediate family member, as defined in Section C oft the policy, in as superysorsubordinale relationship. 1. An officer's or an employee's immediate family is defined toi include:  department or agency only under thet following conditions:  family member;  activities of his/her immediate family member; or,  immediate family member.  C. For the purposes of this policy, the following definitions apply:  Spouse; and,  2. Son, daughter, father, mother, brother, sister, grandmolher.grandlalher, grandson, granddaughter, mother-, father-, son-, daughter-, brother- and sister-in-law, mother; -father, -son, -daughter, -brother and step-sister, or half-brother and half-  sister.  D. Ift the relative relationship that violates this policy is established after employment, the two employees involved shall decide who will seek a position change, ifa a position is available for which that individual qualifies or whoi is to terminate County employment. Ifac decision is not made within 30 calendar days, the County Administrator shall make the decision.  Springsted  Greene Counly Virgina Personnel Policies Manual    10  E. Department directors shall ensure that this policy is enforced when making recommendations for employment, promotions, transfers or demotions. Any concerns or questions regarding an applicant's or an employee's eligibility under this policy shall be directed to the County Administrator. Notwithstanding any other requirements of law or policy, Greene County employees shall avoid even the appearance ofi impropriety.  2.4  IMMIGRATION LAW COMPLIANCE  The County complies with the Immigration Reform and Control Act of 1986 and is committed to employing only United States citizens and aliens who are authorized to work in the United States.  2.5  CONFLICTS OF INTEREST  Greene County employees have an obligation to conduct business within the guidelines that prohibit actual or potential conflicts ofi interest. The purpose oft these guidelines is to provide general direction SO that employees can seek further clarification on issues related to the subject of acceptable standards of operation. Notwithstanding any other requirements of law or policy, Greene County An actual or potential conflict of interest occurs when an employee is in a position to influence a decision that may result in a personal gain for that employee or for a relative as a result of this County's business dealings. For the purposes of this policy, a relative is any person who is related by blood, marriage, or whose relationship with the employee is similar to that of persons who are No presumption of guil is created by the mere existence of a relationship with outside firms. However, ifa an employee has anyi influence on transactions involving purchases, contracts ork leases, itisi imperative that he or she discloses to the County Administrator as soon as possible the existence of any actual or potential conflict of interest SO that safeguards can be established to protect all Personal gain may resultr note only in cases' where an employee or relative has as signficantownership in ai firm with which the County does business but also when an employee or relative receives any kickback, bribe, substantial gift, or special consideration as a result of any transaction or business  employees shall avoid even the appearance ofi impropriety.  related by blood or marriage.  parties.  dealings involving the County.  2.6 EMPLOYMENT REFERENCE and BACKGROUND INVESTIGATIONS  To ensure that individuals who are employed by the County are well qualified and have a strong potential to be productive and successful, reference checks and background investigations may be  conducted for those applicants being seriously considered for employment.  2.7 EMPLOYEE ORIENTATION  A. Completion of Required Personnel Forms  1.  Employees who are eligible for fringe benefits must complete enrollment forms  relating to certain mandatory and elective benefit programs.  Springsted  Greene County, Virginia Personnel Policies Manual    11  2. 3.  Employees shall be provided a copy of the County's personnel policies and acknowledge receipt by completing an acknowledgement form. Each department shall be responsible for conducting an on-the-jobi trainingprogram for each new employee, which shall cover the employee's work environment, position responsibilities and duties, work schedule, safety requirements and application of the County's personnel policies and departmental policies to the  position involved.  2.8 PROBATIONARYP PERIOD  Thep probationary period isi intended to give employees the opportunity to demonstrate their ability to achieve a satisfactory level of performance and to determine whether the new position meets their expectations. This period is considered al trial period or extension oft the selection process, which is  used to evaluate employee capabilities, workl habits and overall performance.  A. Initial Probationary Period  1. A probationary period of 180 days is established for all new or re-employed employees appointed tot full and part-time permanentp positions.  2.  Personnel action may bet taken against any employee whosep performance does not meet the required standards. During the initial probationary period, all employees are subject to personnel action without prior notice or access to the Grievance 3. Either thee employee or the Countyr may end thee employmentrelationshp at anyt time duringe eFafter the probationary period for any or no stated reason.  Procedure.  B.  Secondary Probationary Period  1. An employee who is appointed to another County position (through promotion, transfer or demotion) must complete as secondary probationary period of180 days. 2. Each probationary employee who is transferred from one position to a similar position of an equal salary range shall retain the months successfully servedi in the former batenyiyta, as well asf fort the annuali merit salary Should an employee serve an unsatisfactory probationary period in the newly assigned position, the employeer may, with thea approvaloft the County Administrator, be allowed to return tol his/her former position ort to a comparable position for which the employee is qualified, prior to the end of the probationary period, without prejudice. Such an actioni is dependent upon the avalabilyofsuchpostion and the County'sr needs. Where no appropriatev vacancy exists, theemployeespostion with 4. The employee's status as ar regular employee is not changed during the secondary probationary period that results from a change in position (promotion, transfer or  review.  3.  the County shall be severed. demotion) within the County.  Springsted  Greene County. Virginia Personnel Polices Manual    12  C. Extension of Probationary Period  1. When it is deemed by the County Administrator to be in the best interest of the County Administrator, the-initial any probationary period may! be extended up to an  additional maKimum-0F180 days.  D. Separation During Probationary Period  1. The department director shall provide a probationary employee the opportunity to discuss problems involvingl his/her position ata any time duringaprobationary period, or extension thereof, if it is determined that a probationary employee's work performance, work attitude or other related work activities are not at an acceptable Should the employee's performance fail toi improve, the County Administrator may 3. Ifthee employee decides that the particularj jobi is not what s/he desires, the employee  level of competence expected for the position. elect toi terminate employment.  2.  may resign without harm tol his/her employment record.  2.9 SECONDARY (OUTSIDE) EMPLOYMENT  A. County employees shall not engage in secondary (outside) employment during regularly scheduled work hours, while at the County's facilities or when using the County's supplies, equipment, materials or personnel. This employment must noti in any manner interfere with the performance of one's) job or one's conduct or responsibilities to the County. B. County employees shall not engage in any employment, activity or enterprise, which has been or may be determined to be inconsistent, incompatible, in confict of interest with or have the appearance of conflict of interest with the duties, functions or responsibilities of C. County employees shall notify the County Administrator in writing prior to accepting employment outside oft their regular County employment. The request shall be sent to the County Administrator for consideration. No County employee may accept any secondary (outside) employment without the County Administrator's written approval in advance. D. Employees found in violation of this policy may be subject to disciplinary action up to and  County employment.  including dismissal.  2.10 ACCESS and CHANGES TO PERSONNEL FILES  A. The County Administrator's Office shall maintain the official County personnel files for all B. The official personnel file shall be defined as the employment file containing personal and job-related information relevant to the individual's employment with the County. C. Personnel files are the property oft the County, and thei information they contain shall not be  employees.  disclosed or disseminated except as required by law.  Springsted  Greene County, Virginia PersonnelF Polcies Manual    19  3. The supervisor will then meet with the employee to discuss performance. The employee will provide comments as the employee deems appropriate and employee and supervisor will sign the appropriate form. A copy will then be given to the employee and ac copy retained for the County'srecords. 4. If_the employee is in disagreement with the supervisor's evaluation of their performance, the employee can request a review of their evaluation with the County Administrator. The County Administrator has final review and approval 5. Ifthee employee reports directly to the County Administrator andi is in disagreement with the County Administrator's evaluation of their performance, she/he can request the review of their evaluation --dA of-Supervisors. An employee can initiate such a review by putting the request in writing in the form of a memorandum to the dieatwawP the County Administrator. The employee must state the nature of the disagreement and any and all steps taken to resolve the situation. The employee must also state the remedy requested. The yuNPeReNE ABP-eBHWI-ne-empleyee-and the County Administrator will then meet with the employee to resolve the issue. The decision of the County Administrator Beardof  authority for all performance evaluations.  uPeSOFR-GPRPIee is final and binding.  4.4 MERIT SALARY INCREASE  Merit based pay adjustments are awarded by the County Administrator in an on-going effort to recognize truly superior employee performance. The decision to award such an adjustment is dependent upon numerous factors including the information documented by the formal performance evaluation process. These salary increases should not be confused with length of A. Itis County policy to provide eligible employees with opportunities for annual merit salary increases based upon receiving a satisfactory or better performance evaluation provided sufficient County funds are available. A merit increase is not entitlement, nor a right of employment, nor an integral part of the pay system to be awarded automatically. Rather, it is an expression of management recognition of the ability, the performance and the B. Annual merit salary increases are based upon an eligible employee receiving a satisfactory or better performance evaluation, positive recommendation by the supervisor and approval C. Each eligible employee may be advanced through the pay grade on the basis of D. All submissions for merit salary increases shall be accompanied by the completed  service increases and thus awarded sparingly.  potential worth of the employee to the County.  by the County Administrator.  performance until the maximum oft the pay grade is reached.  performance evaluation.  E. Eligibility  Springsted  Greene County, Vrgina Personnel Poiciesk Manual    37  2. The President oft the United States, the Governor oft the Commonwealth of Virginia and the Board of Supervisors may designate additional holidays. Additional leave granted by the Governor of the Commonwealth to all state employees shall be  deemed granted to Greene County employees.  B. Eligibility 2.  1. Regular full-time employees shall receive paid holiday leave.  Regular part-time employees who are specifically required to work on al holiday by the County shall be paid at a rate of one and a half times their base salary for 3. Temporary full and parl-time employees are not entitled to paid holiday leave.  hours worked.  C. Policy 1.  Exclusion from Overtime Computation - Holiday leave shall not be counted as 2. Holiday on a Mandatory Workday - Eligible employees who are required to work on al holiday shall bep paid straight-time pay times eight (8) hours. 3. Holiday During Paid Leave A holiday falling within a period of paid leave shall not be counted as a workday in computing the amount of leave taken. However, when an employee is absent on a holiday on which s/he is scheduled to work, the time shall be deducted from annual leave or be charged to leave without pay, Holiday During Unpaid Leave When a holiday falls within a period of leave without pay or immediately preceding or following such leave, the employee shall Appointment or Separation on a Holiday - The appointment or separation of an employee shall not be effected on al holiday unless the employee worked that day.  hours worked for determining overtime.  whichever is appropriate. receive no pay fori thel holiday.  4. 5.  8.5 ANNUAL LEAVE  A. Annual Leave Accrual  1.  Regular full-time employees shall earn annual leave at a rate based upon their completed payperiod length of service (measured on the anniversary of their  commencement of service), as follows:  Years of Service 0-54 years 5-9y years 10-14y years 15-19 years  Hours Accrued 8hours per pay period 101 hours per pay period 121 hours per pay period 141 hours per pay period  Maximum Accrual Amount 192hours 240 hours 288 hours 336 hours  Springsted  Greene Counly, Vrginia. Personnel Polces Manual    56  CHAPTER 11 CONDUCT  11.1 CONDUCT STANDARDS  A. To ensure orderly operation and provide the best possible work environment, the County expects employees to follow the conduct standards, which are designed to protect the interests and safety of alle employees and the County. County employees shall observe the highest standards of professional behavior at all times both within the County government and with the general public in all matters. Nothwithstanding any other requirements of law orp policy, Greene County employees shall avoid even the appearance ofi impropriety. B. Itis not possible to list all the forms of behavior that are considered unacceptable in the workplace. Examples ofi infractions of the conduct standards, which may resulti in disciplinary action, upt to and including suspension or dismissal, are listed under Causes for Disciplinary C. Employment with the County is by the mutual consent of the County and the employee, and  Action in Section 13.7.G.  either party may terminate this relationship at any time.  11.2 GIFTS AND GRATUITESTOCOUNTY EMPLOYEES  A. Employees shall not solicit or accept any money, loan, gift or gratuity, favor or service from ac contractor, firm, consultant, individual or others which may relate to County business or services provided, or that reasonably tends to influence the officer or employee in the B. No one seeking employment or promotion to a County position or appointed office shall directly or indirectly give any money, service or other item to any person in connection with C. Employees are not prohibited from accepting occasional social courtesies which promote good public relations for the County, or gifts of food which can be shared by all employees or those within ag given work area. Employees shall not acceptg gifts org gratuities totaling more  performance of official duties.  his/her appointment or proposed appointment.  than twenty-five dollars per calendar year.  11.3 SOLICITATION ON COUNTY PROPERTY  Persons not employed by the County shall not solicit or distribute literature int the workplace at any time for any purpose, unless specifically authorized byt the County Administrator.  11.4 CONFLICT OF INTERESTS  Employees shall comply with the Virginia State and Local Government Conflict of Interests Act. An employee with questions concerning interpretation or the application of the Act shall contact the  Springsted  Greene Counly, Viginia PersonnelF Policies Manual    57  Office of the Commonwealth's Attorney or the employee may request, through his/her department Itis the County's expectation that employees have an obligation to conduct business within the guidelines that prohibit actual or potential conflict ofi interests. An actual or potential confictofinterest occurs when an employee is in a position to influence a decision that may resulti in a personal gain fort that employee or for a relative as a result oft the County's business dealings. For the purposes of this policy, ar relative is any person who is related by blood or marriage, or whose relationship with the employee is similar tot that of persons who are related by blood or marriage. Note thatr no' "presumption of guilt" is created by the mere existence of a relationship with outside firms. However, ifa an employee has any influence on transactions involving purchases, contracts, or leases, it is imperative that he or she discloses to the County Administrator andlor Board of Supervisors as soon as possible the existence of any actual or potential conflict ofi interest SO that Personal gain mayr resultr not only in cases where an employee or relative has as signficantownership ina a firm with which the County of Greene does business, but also when an employee or relative receives any kickback, bribe, substantial gift, or special consideration as a result of any transaction or business dealings involving Greene County. Employees are cautioned to be aware of any perceived conflict that the General Public may observe whether or not such conflict exists.  director, an opinion from the County Administrator.  safeguards can be established top protect all parties.  11.5 POLITICAL ACTIMITY  A. All County employees are encouraged to exercise their right to vote and to express private opinions on candidates andi issues. Toensure and maintain employee'sindividual rightsf free from interference or solicitation by fellow employees, supervisors or officials, political activities during working hours or when officially representing the County are prohibited. B. AII County employees are encouragedi to exercise their rightt tor runt forp public office. However, in order to avoid any possible conflict ofi interest or the appearance ofi impropriely,oCounty employee may serve in any elected office representing Greene County or any district or portion thereof. Any County employee elected to any such public office shall submit their resignation within five (5) days of their election. Any employee failing to submit their resignation in accordance with this requirement shall be deemed to have resigned.  11.6 PERSONAL USE OF COUNTY TIME AND EQUIPMENT A. Telephone Usage and Use of the Internet  1. 2. 3.  Telephones and computers are provided for employees who need them to conduct Personal use oft telephones for long-distance and toll calls is prohibited. Personal calls shall not be made or received that interrupt or interfere with the employee's work, or either prevent or hinder the use of the telephone for County  County business.  business.  B. The use of County-paid postage for personal correspondence is prohibited.  Springsted  Greene County. Vigna Personrel Policies Manual