Madison County BOC Minutes...

JANUARY , 2002

Section 1. Agenda & Regular Business Meeting Procedures.

A. Meeting Dates. The dates of the regular business meeting for 2002 will be the second and fourth Mondays of the month at 6:30 P.M. In the event a meeting is scheduled on a holiday, said meeting will be held on the Tuesday following said holiday. The second regular business meeting for May will be held on Tuesday, May 28, 2002. The first regular business meeting for November will be held on Tuesday, November 12, 2002.

B. Agenda. Any person or group desiring to be included in the agenda must notify the County Clerk by 5:00 P.M. Monday of the week immediately preceding the next scheduled meeting. The agenda request must be in writing and state the nature of the request.

1. Publication. On Tuesday morning, one (1) week prior to each scheduled meeting, a copy of all agenda items will be sent to the newspaper designated as the legal organ of Madison County.

2. Citizen Debating Format. Any agenda item, which is germane, can be debated under this format: 15 minutes per item with a maximum of three (3) minutes per speaker. Citizens wishing to appear before the Board under this format need to sign a Speakerís Sign-in Form prior to the business meeting. The Speakerís Sign-in Form shall be located County Clerkís desk in the Public Meeting Room and will be available thirty minutes prior to the Regular Business Meeting. This item 1.B.2. is not applicable to public hearings on zoning decisions to the extent that it may be construed as inconsistent with Zoning Procedures Law, O.C.G.A. Section 36-66-1, et.seq., or with the Zoning Ordinance of Madison County.

3. Board Action on Special Items. Any item which has not been previously placed on the agenda, so as to give commissioners sufficient time to review such item, may be voted on by unanimous vote only at the time of discussion. The Chairman, with respect to county matters which need special attention before the next scheduled meeting, may place such items under his special reports and recommendations.

4. Non Agenda Items. No vote shall be taken on any matter presented to the Board unless until it has been scheduled and presented on the agenda. This policy provision can be waived for any emergency situation only upon a vote of approval by a two-thirds vote of the Board. This item 1.B.4. does not apply to zoning issues, but does include the Chairmanís reports and recommendations to be entered on the agenda and to follow the same policy.

C. Method of Conducting Meetings. Roberts Rules of Order is hereby adopted as the method by which the Board shall conduct its business. Whenever any conflict between Roberts Rules of Order and Board policy exists, the policy of the Board of Commissioners of Madison County, Georgia shall prevail.

D. Minutes of County Agencies. All agencies subject to the Georgia Open Meetings Act (O.C.G.A. Section 50-14-1, et.seq.), which agencies operate under the auspices of the Madison County governing authority, including but not limited to all authorities and boards whose members are appointed by the Madison County Board of Commissioners, shall forward copies of the summaries and minutes required by O.C.G.A. Section 50-14-1(e)(2) to the County Clerk simultaneously with such summaries and minutes being made available to the public. Upon the receipt of said summaries and minutes the County Clerk shall forward same to the Board of Commissioners.

E. Method of Changing County Policy. All amendments to county policy after its adoption at the first meeting of each year must be advertised on at least two regular meeting agendas.

Section 2. Board of Commissioner's Statements of Policies & Procedures.

A. Vice-chairman. The Board of Commissioners shall vote to elect the Vice-Chairman for a twelve-month period. Commissioner Johnny Fitzpatrick is elected as Vice-Chairman for the twelve-month period ending December 31, 2002.

B. Equipment. County equipment shall not be loaned to any person, firm or corporation unless approved by the Board of Commissioners.

C. Conduct. All Board members must abide by the State Code of Ethics.

D. Committee Appointments. The Board of Commissioners has the duty to make appointments to certain boards and committees. In order to fairly represent all citizens of Madison County, no one person shall serve on more than one (1) county appointed board or committee. The Sheriff of Madison County is excluded from this policy. Resignations of committee or board members shall be submitted in writing to the Chairman of the Board of Commissioners, and once so submitted may not be withdrawn without approval of the Board of Commissioners. All board or committees appointed by the Board of Commissioners shall within three business days forward a copy of the minutes from any meeting held by said board or committee

E. Acceptance of Deeds. No deed dedicating real estate to the county for public use shall be deemed to have been accepted unless and until such dedication is approved by the County Attorney, and such deed is accepted by the Board of Commissioners, and such acceptance is noted on the official minutes of the Board of Commissioners.

Legal Expenses.
1. In accordance with O.C.G.A. 45921, Madison County will undertake to defend civil, criminal, or quasicriminal actions brought or maintained against members of the Board of Commissioners, or against supervisors, administrators, employees, or other elected or appointed county officers, arising out of the performance of their duties or in any way connected therewith, whether based upon negligence, violation of contract rights, or violation of civil, constitutional, common law, or statutory rights. Defense shall be provided to the extent authorized by O.C.G.A. 45921, except as provided in section f.3. below, and compliance by the person(s) desiring such defense with all requirements of O.C.G.A. 45921 shall be a prerequisite to the Countyís obligation to provide defense.

2. Any and all persons desiring representation under this policy shall submit a request for such representation, in writing, to the County Clerk, and such request shall then be considered by the Board of Commissioners. The Board of Commissioners shall respond to the person(s) making such request, in writing, within twenty days of such submission, indicating whether representation will be provided. If the Board of Commissioners does not respond within twenty days, such request shall be deemed denied.

3. Notwithstanding anything to the contrary herein, representation shall not be provided to any person for any legal action stemming from a political process, to include, but not limited to, recalls or petitions therefore.

G. Notice to Commissioners. The Chairman shall provide notice to all commissioners, of each meeting, seven days before said meeting, or when notice of said meeting is made available for publication to the public, whichever shall occur earliest. Further, when providing notice to all commissioners, the Chairman shall make available copies of the agenda and all documents or other pertinent materials necessary for review of those matters to come before the Board of Commissioners.

H. Review of Financial Records. All financial records of the preceding month, covering all revenues and expenses on all accounts, shall be furnished to the entire Board of Commissioners at their Regular Business Meeting on the fourth Monday of each month.

I. Executive Session. No individual, individuals, or County employee shall be present in any executive session held by the Board of Commissioners. This shall not bar the person designated to take the minutes, or when required, the county attorney. Any other exception shall be approved by a majority vote of the Board of Commissioners.

Section 3. Personnel Policies & Procedures.
A. Holidays. ñ Named Holidays for 2002.
Good Friday, March 29, 2002
Memorial Day, Monday, May 27, 2002
Independence Day, Thursday, July 4, 2002
Labor Day, Monday, September 2, 2002
Veterans Day, Monday, November 11, 2002

Thanksgiving Holidays,
Thursday, November 28, 2002
Friday, November 29, 2002

Christmas Holidays
Tuesday, December 24, 2002
Wednesday, December 25, 2002

New Year's Day, Wednesday, January 1, 2003

Personnel Appropriations. Funds appropriated for personnel positions that are not used due to employee attrition, absenteeism or other causes shall be suspended and shall not be used for other purposes without approval of the Board of Commissioners.

Return to Work Policy. Madison County participates in the Loss Control and Safety Incentive Program of the ACCG Group Self-Insurance Workersí Compensation Fund, through which workersí compensation coverage is provided to county employees. In accordance with the requirements of that program, department heads and elected officials are directed/encouraged to make efforts to return injured workers to employment as soon as reasonable and practicable. In situations where the employeeís treating physician has determined that temporary physical limitations do not permit the employeeís return to his previous job, such efforts should include providing ìtransitional employmentî (i.e., temporary duties that are less strenuous than the employeeís normal job duties) where reasonable and practicable.

Telephone Usage. Employees provided with telephones for their primary benefit are responsible for the usage of those, and must receive authorization from their supervisor for any use which results in additional telephone charges, including but not limited to directory assistance. Notwithstanding the foregoing, however, employees may be authorized by their department head to incur reasonable long distance charges in the performance of their official duties without receiving authorization for each individual call. Any charges incurred in violation of this policy may be tracked to the telephone used and charged to the employee for whose primary benefit that telephone is provided.

Section 4. Departmental Responsibilities & Procedures.

A. Attendance and Reporting Requirements. Each Department Head/Elected Official shall be responsible for the attendance of all persons in his or her Department and each Department Head/Elected Official shall maintain a Daily Report or Time Sheet of the total number of hours worked by each employee of his or her Department. At the end of each pay period each employee and Department Head shall sign the Time Sheet declaring that the times and dates are a correct representation of the days and hours worked. Said Report or Time Sheet shall be submitted to the Personnel Office no later than Monday noon following the last day of the pay period. This report shall be used in preparing the County Payroll. Once the Report or Time Sheet is received by the Personnel Office, the hours worked shall be deemed final. IT IS THE RESPONSIBILITY OF EACH DEPARTMENT HEAD/ELECTED OFFICIAL TO TURN IN TRUE AND CORRECT TIME SHEETS.

B. Attendance at Safety Meetings. Madison County receives a discount on its Workerís Compensation insurance premium for conducting a Risk Management Program. Attendance by Department Heads at Safety Meetings held under the Risk Management Program is required.

C. Prisoner Meals & Billing Procedure. Bills for meals, provided by Madison County, to prisoners in the county jail shall be submitted by the business furnishing the meals to the sheriff for his comparison with his daily requisition for meals. After approval by the sheriff, the bill shall then be submitted to the Chairman's office for payment. Only one (1) deputy per day (or shift) shall be entitled to receive a meal that is also provided to the prisoners. All meals shall be purchased from a business located in Madison County.

D. Vehicle Repairs. The Sheriff shall have the authority to spend up to $500.00 for repairs to each vehicle without the approval of the Board of Commissioners.
Note: This issue is also covered in the Purchasing Policy.

E. Beer & Wine License Renewals. The County Clerk is directed to mail out, during the first week in October of each year, renewal applications for the upcoming year to all current holders of Beer & Wine Licenses.

E. Distribution of Madison County Policy. The County Clerk is directed to distribute to each department head sufficient copies of this policy so that a copy of this policy shall be provided to each county employee. The Board of Commissioners hereby directs that each department head deliver to each employee a copy of the most recent Madison County Policy and to review said policy with the employee. Each employee shall sign an acknowledgment of the receipt of said policies and the review of same with the department head.

Section 5. General Policy Statements.

A. Business Hours. The Courthouse hours for each office shall be from 8:00 A.M. until 5:00 P.M., with each office being open and manned by one (1) employee during lunch hour of 12:00 P.M. and 1:00 P.M., Monday through Friday. The Transfer Station & Recycling Center will be operated Monday through Saturday from 8:00 A.M. until 4:50 P.M.

B. Jury Revisor's Pay. The Jury Revisor's pay is set at $50.00 per day.

C. Board of Tax Equalization Pay. The pay for the members of the Board of Tax Equalization is set at $50.00 per day.

D. Designated Bank Depositories. Merchants and Farmers Bank and BB&T are designated as depositories for all funds and accounts of Madison County.

E. Planning & Zoning Commission Pay. The pay for a member of the Planning & Zoning Commission is set at $150.00 per month. The pay for the Chairman of the Planning & Zoning Commission is set at $250.00 per month.

F. Use of County Vehicles. County employees who are on call 24 hours a day may take a county vehicle home. Said vehicles are for county use only and may not be used for personal business.

Section 6. Employee and Public Appeals Procedures.

A. Complaints, disagreements or other personnel problems should first be discussed with the appropriate department head for resolution. If not resolved by the department head then the matter should be brought to the attention of the Chairman of the Board of Commissioners.

B. Complaints relating to the conduct of department heads shall be investigated by the Chairman of the Board of Commissioners or his designated representative.

C. All discussions regarding the consideration of personnel shall be conducted in concordance with the state law regarding open meetings (O.C.G.A 50-14-1, et seq.)

D. Persons aggrieved by a decision of the Building Inspector (other than the issuance of a citation, which shall proceed in the manner proscribed for prosecution of citations) may appeal that decision by filing written notice of appeal with the Zoning Administrator within thirty days of such decision. Such appeal shall be heard by the Board of Appeals and Adjustments. Persons aggrieved by a decision of the Board of Appeals and Adjustments may appeal that decision by filing written notice of appeal with the County Clerk within thirty days of such decision. Such appeal shall be heard by the Board of Commissioners.

Section 7. Storm Weather Procedures

Step 1. Road Superintendent reports road conditions to Chairman. If schools are open, then all county employees are expected to report for work.

Step 2. If schools are closed, the Chairman decides the status of Government operations; either closed all day or closed part of the day.

Step 3. Chairman notifies radio station WNGC.

Step 4. Employees are contacted by phone as follows:

Chairman notifies County Clerk, Clerk of Court, Probate Judge, Magistrate Judge, Sheriff and Tax Commissioner.

County Clerk notifies Tax Assessor, Zoning & Inspections, Waste Management, Recreation Department, Emergency Management, Registrars and Senior Center.

Each Elected Official or Department Head will be responsible for notifying their staff.

Employees will be compensated for hours worked. Leave time, if available, may be taken for hours lost due to shutdown or partial closure.

Section 8. Harrassment Policy

The Madison County Government is committed to maintaining a work environment that is free of discrimination and harassment. In keeping with this commitment, we will not tolerate harassing conduct that affects tangible job benefits, that interferes with an individualís work performance, or creates an intimidating, hostile, or offensive working environment by anyone, including any supervisor, co-worker, vendor, client, or citizen.

Harassment - Definition

Harassment on the basis of race, color, religion, gender, national origin, age or disability constitutes discrimination in the terms, conditions and privileges of employment. Harassment is verbal, physical, or visual conduct that denigrates or shows hostility or aversion toward an individual because of his/her race, color, religion, gender, national origin, age or disability, or that of his/her relatives, friends, or associates and that:
1. Has the purpose or effect of creating an intimidating, hostile, or offensive work environment.
2. Has the purpose or effect of unreasonably interfering with an individualís work performance.
3. Otherwise adversely affects an individualís employment opportunities.

Harassing conduct includes, but is not limited to, the following:
1. Epithets, slurs, negative stereotyping, or threatening, intimidating, or hostile acts, that relate to race, color, religion, gender, national origin, age, or disability.
2. Written or graphic material that denigrates or shows hostility or aversion toward an individual or group because of race, color, religion, gender, national origin, age, or disability and that is placed on walls, bulletin boards, or elsewhere on he employerís premises, or circulated in the workplace

Harassment - Complaint Procedures

Employees encountering harassment should tell the offending person that their actions are inappropriate and offensive. The employee shall document all incidents of harassment in order to provide the fullest basis for investigation. In addition, the employee shall notify his or her supervisor of the harassment, as soon as possible, so that steps may be taken to protect the employee from further harassment, and appropriate investigative and disciplinary measures may be initiated.

Sexual Harassment - Definition
Sexual harassment deserves special mention. Inappropriate sexual advances, requests for sexual favors, and other physical, verbal, or visual conduct based on sex constitutes sexual harassment when:
1. Submission to such conduct is either explicitly or implicitly made a term or condition of an individualís employment.
2. Submission to or rejection of such conduct by an individual is used as a basis for employment decisions affecting such individual, or
3. Such conduct has the purpose or effect of unreasonably interfering with an individualís work performance or creating an intimidating, hostile, or offensive working environment.

Sexual harassment may include explicit sexual propositions, sexual innuendo, suggestive comments, sexual oriented ìkiddingî or ìteasingî, ìpractical jokesî, jokes about gender-specific traits, foul or obscene language or gestures, displays or foul or obscene language or gestures, displays of foul or obscene printed or visual material, and physical contact, such as patting, pinching, or brushing against anotherís body.

Sexual Harassment - Complaint Procedures

All employees are responsible for helping to assure we avoid harassment, and have the responsibility for reporting any occurrence of harassment, or sexual harassment. If you feel that you have experienced or witnessed harassment you are to notify either, your immediate supervisor, the Personnel Manager, the Chief Executive, or Rebecca Duncan (the female specifically designated to receive sexual harassment complaints, if none or the other individuals are female). Reports are to be made as soon as practicable, and within 24 hours unless extraordinary circumstances do not permit, and preferably in writing. Oral reports, however, will also be taken in the case of unusually sensitive circumstances. The Madison County governmentís policy is to investigate all such complaints. To the fullest extent practicable, the Madison County government will keep complaints and the terms of their resolution confidential. If an investigation confirms that harassment has occurred, the Madison County government will take corrective action in accordance with the nature and extent of the offense. The Madison County government also prohibits retaliation against any employee bringing a claim of sexual harassment.

Harassment and Sexual Harassment - False Accusations Procedure

The Madison County government recognizes that false accusations of harassment and sexual harassment can have a serious effect on innocent men and women. Individuals falsely accusing another of harassment or sexual harassment will be disciplined in accordance with the nature and extent of his or her false accusation.

Harassment and Sexual Harassment - Employee Inquiry Procedure

The Madison County government encourages any employee to raise questions he or she may have regarding the harassment policy or sexual harassment, with his or her immediate supervisor, a higher-level manager, the Personnel Manager, the Chief Executive, or Rebecca Duncan (the designated ìSexual Harassmentî complaint recipient).

Workplace Harassment Issues Quarterly Meetings

The Madison County government will hold Workplace Harassment Issues Meetings for all Department Heads once each calendar quarter. Attendance by Department Heads is required.
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