HomeMy WebLinkAboutDocumentation_Regular_Tab 07_09/09/2010 �� VILLAGE OF TEQUESTA
� �� AGENDA ITEM TRANSMITTAL FORM
n , �,
1. VILLAGE COUNCIL MEETING: ��-`�'� ' ' ° ` �?^�
� rA�; 1 �c�'�
Meeting Date: Meeting Type: Reg r" � ' � � � " � �' � Ordinance #: C;lic� i �e�� �c� �s�t�� ��x�
09/09/2010 � :
�
"'i ;i� t i_.
Consent Agenda: No Resolution #: �iick �er� ?c �r���r ��:��.
Originating Department: Human Resources
2. AGENDA ITEM TITLE: (Wording form the SUBJECT line of your staff report)
Revision of 4 personnel policies (Probation Period, Training Programs, Village Holidays and Travel Expenses)
3. BUDGET / FINANCIAL IMPACT:
Account #: �li�� l���� �� �r�t�� t��Pt. Amount of this item: �€ick #��re ts� �r?ter �ex�,
Current Budgeted Amount Available: Amount Remaining after item:
��i�k he�e to ent��° te��.
Budget Transfer Required: ���sar��� an Appropriate Fund Balance: G�c�c�s� an it�m.
it��.
4. EXECUTIVE SUMMARY OF MAJOR ISSUES: (This is a snap shot description of the agenda item)
The Human Resources department is seeking to revise 4 personnel policies to reduce room
for misunderstandings and in respect of the Travel Expense policy to ensure that it conforms
with federal and state requirements.
5. APPROVALS:
,
Dept. Head: ✓ Finance Director: ��1r.oved
�� No Financial Impact
;°
Attorney: (for legal sufficiency) Yes [�/]� No ❑
Village Manager: fj"� y�
�. Routing Sheet Process
• SUBMIT FOR COUNCIL DISCUSSION: 1. Send ALL completed forms to
APPROVE ITEM: ❑ Finance for review ONE WEEK prior
� to agenda items due into Clerk's
❑ Office.
• DENY ITEM: 2. Finance sends Routing Sheet to
Clerk by deadline.
Form amended 08/26/08 3. Clerk formulates agenda and sends
to Manager for review / approval.
. • •
Memo
To: Michael R Couzzo, Jr., Village Manager
From: Merlene Reid, HR Direetor
Date: August 27, 2010
Re: Revision of Personnel Policies
The Human Resources department is requesting approval to revise the following
policies for the reasons outlined below:
Policy Name & Number Summary of Major Changes
1. Village Holidays (5.3) To clarify the category of part-time employees who are
entitled to pro-rated holiday pay
2. Training Programs (6.2) . To clarify the category of part-time employees who
are excluded from tuition reimbursements,
• To clarify the department head's role in determining
and approving training needs, and
• To clarify the repayment period upon separation
under 1 year of receiving a reimbursement
3. Probation Period (2.5) To simplify language in respect of employee benefits, for
great clarity
4. Travel Expenses (6.1) . To comply with IRS and state statutes requirement
As is customary, all department heads were sent a draft of those policies undergoing
major changes and their feedback solicited. The labor attorney has also reviewed
and given their input.
VILLAGE OF TEQUESTA
PERSONNEL POLICY
December 31 and January l s ` fall on a
Saturday/Sunday, the holidays will be observed on
TITLE: VILLAGE HOLIDAYS the following Monday and Tuesday. Where these
dates fall on a Friday/Saturday, the holiday falling on
POLICY: 5.3 the Saturday will be observed on the Monday, and
where these dates fall on a Sunday/Monday, the
EFFECTIVE: July 1, 2004 additional day will be observed on the Tuesday.
REVISED: ��� �m� , : , nnQSeptember 9, 2010 Regular Part employees who work 30 or more
hours weekly, shall receive a pro rata share of
PAGES: 1 compensation at their regular straight time hourly rate
for each approved holiday.
CONTENTS: This policy consists of the following If any holiday mentioned above falls on an
numbered sections: employee's regularly scheduled day off, the employee
shall be compensated either through holiday pay or
I. Policy Statement holiday compensatory time.
PURPOSE: To provide a policy for uniform When a holiday falls within a period of paid leave,
administration of standard Village holidays. the holiday shall not be counted as a leave day in
computing the amount of leave debited.
I. POLICY STATEMENT:
Non-exempt employees required to work on any
The Village shall celebrate the following holidays off designated holiday shall receive overtime pay in
with pay for full-time and part-time non-union addition to the holiday pay.
employees:
NEW YEAR'S DAY - January 1
MARTIN LUTHER KING - 3rd Monday in January
PRESIDENT'S DAY - 3rd Monday of February
MEMORIAL DAY - Last Monday of May APPROVAL:
INDEPENDENCE DAY - July 4 MICHAEL COUZZO, MANAGER
LABOR DAY - lst Monday of September TEQUESTA, FLORIDA
VETERAN'S DAY - November 11
THANKSGIVING DAY- Last Thursday of
November
DAY AFTER THANKSGIVING
CHRISTMAS EVE DAY — December 24
CHRISTMAS DAY - December 25
NEW YEAR'S EVE — December 31
In the event a holiday falls upon a Sunday, the
following Monday shall be deemed to be the legal
holiday. In the event the legal holiday falls on a
Saturday, the preceding Friday shall be deemed to be
the legal holiday. Where December 24` and 25 and
1
. _,
VILLAGE OF TEQUESTA
PERSONNEL POLICY
IL POLICY STATEMENT:
TITLE: TRAINING PROGRAMS
1. It is the policy of the Village to encourage and
POLICY: 6.2 coardinate training opportunities for employees
and supervisors in order that services rendered
EFFECTIVE: July l, 2004 to the Village will be more efficient and
effective.
REVISED: _ , September 9, 2010
III. WORK RELATED PROGRAMS,
' PAGES: 2 SEMINARS, CONFERENCES,
CONVENTIONS AND WORKSHOPS:
CONTENTS: This policy consists of the following The Village normally pays far these programs in
numbered sections: advance, provided that funds have been budgeted and
an invoice is submitted from the organization. Where
I. Definitions the employee pays for the program directly, any
II. Policy Statement request for reimbursement will be processed after the
III. Work Related Programs, seminars, employee has attended the program. Where a
conferences, Conventions and Workshops certificate of attendance or completion is given, a copy
IV. Tuition Reimbursement — Higher Education should be submitted to the Human Resources
Programs, including degrees and certifications
V. Procedure department.
PURPOSE: To promote and facilitate training and Except where the de�artment manager�-}a�ge
career education which meets the dynamic needs of the required attendance at these programs, employees will
Village.
be required to repay the Village °^ ��r^ �^*°�' �^°;°the
full cost of attendance, where they terminate
I. DEFINITIONS: employment within one (1) month of attendance. Time
in attendance at these short programs is considered
As addressed by this policy, training is defined as any training hours.
work related seminar, conference, convention, course, �V TUITION REIMBURSEMENT—
workshop or higher education program attended by an HIGHER EDUCATION PROGRAMS
employee whose tuition and expenses are funded in INCLUDING DEGREES AND
whole or in part by the Village while the employee is
in a paid status with the Village. Department heads CERTIFICATIONS:
are responsible for determining and approving
their departme��t training needs for all categories of Employees are encouraged to continue their formal
employees. education through participation in off dutyl
non-working hours educational programs.
Eligible employees for formal higher education Reimbursement for educational expenses incurred by
elective programs and courses are defined as regular such participation may be ganted for job related
full-time or regular part-time employees with a courses with prior approval of the Deparhnent Head,
minimum of one (]) year continuous service. � provided funds have been budgeted for such
�Part-time employees who work less than 30 hours reimbursement. Programs must be approved in
weekly, are excluded from the tuition reimbursement �vance by the department head and the Village
programs outlined in Section IV.
1
Manager, using the Employee Tuition Assistance
Request Form. 3. Village sponsored and required training shall
generally be arranged during regularly scheduled
Any reimbursement shall only be after successful work hours. A Department Head may change the
completion of the course/program. Successful standard work hours to accommodate or require
completion shall be defined as receipt of a certificate attendance at such training activities. Such
of satisfactory completion or a grade of C(2.0 grade required training shall be recorded as time worked
point) or better in the case of academically rated within the meaning of this policy.
courses (or attainment of pass in a pass/fail grading
system.). Tuition reimbursement is for the course 4. Employees who acquire training on their own
only, up to a maximum of $3,000 per fiscal year; no time and expense are encouraged to notify the
reimbursement will be allowed for books, lab fees, Human Resource Office so the information can be
travel expenses or material costs. Approval for tuition noted in the employee's personnel file.
reimbursement shall only be allowed for courses
offered by accredited colleges, universities or 5. The Human Resource Office shall maintain an
vocational training institutes. employee training history, and shall periodically
audit training attendance and policy compliance.
Request for reimbursement must be made within 30
days following the completion of the course of study.
Consideration of employee requests for tuition
reimbursement is dependent upon budgetary
constraints and the recommendation of that
employee's Department Head. Time spent in APPROVAL:
attendance at these courses and higher education MICHAEL COUZZO, MANAGER
programs shall be considered the employee's personal TEQUESTA, FLORIDA
time and is not counted as time worked. Where the
employee terminaYes employment within six (6)
months of attendance, the employee will be required to
repay the Village on a pro-rated basis calculated over
12 months from the date that the request for
reimbursement was submitted.
It is the policy ofthe Village to maximize transference
of knowledge resulting from training provided by the
Village.
This policy is subject to and limited by the conditions
of an affected employee's labor contract.
V. PROCEDURE:
1. Attendance at training programs will be approved
at the Department Head level, except as follows:
a. Attendance at a training program involving
out-of-state travel by an employee requires
approval by the Village Manager prior to
registration.
2. Any dispute regarding eligibility or the level of
reimbursement may be appealed to the Human
Resource Office for resolution.
2
VILLAGE OF TEQUESTA investment and saves the employee possible
embarrassment and frustration.
PERSONNEL POLICY II. EvA1,UATIO1vs:
At the end of the probation period, the employee
TITLE: PROBATION PERIOD shall be formally evaluated, however, it is expected
that informal evaluations will be conducted during
i POLICY: 2.5 the course of the probation period to assess
performance and to advise employees of expectations
EFFECTIVE: July 1, 2004 regarding performance. Significant job
deficiency(ies) shall be documented in the
�6A£�SREPLACEU: 2.06 (March 2001) employee's personnel file.
REV[SED: September 9, 2010 III. COMPLETION:
PAGES: 31 lf the employee successfully completes the probation
period he or she becomes eligible for �a�
or,.�..,.r;..o r„ .�,�, o �i,,.,00��
CONTENTS: This policy consists of the following �eg�����e a€ e���a�}n€n� w�t-l3 ��e
numbered sections: "'"��^°benefits in accordance with Village policy.
L Policy Statement If an individual has been transferred or promoted, he
II. Evaluation or she remains eligible for all �g�benefits included
III. Completion with the previous position during the probation
period for the transfer or promotion. If the position
PURPOSE: To establish policy and procedure for to which an employee has been transferred or
the probation period for new employees and current promoted carries benefits different from those of the
employees who transfer to a new position. previous position, the person becomes eligible for the
benefits of the new position upon the satisfactory
I. POLICY STATEMENT: completion of the probation period retroactive to the
date of the transfer or promotion.
All employees, except exempt department heads,
placed in new full-time and part-time positions must If a transferred or promoted employee fails to achieve
serve a period of probation. Exempt management satisfactory performance in the new position, he or
who are "at will" employees serve no probation she will be given priority for the first position
period. Police officers and firefighters serve a opening similar to the one previously held if the
probation of one year; all other employees serve a employee's performance in the previous position was
six-month probation unless otherwise defined by satisfactory. If an employee had not performed
labor contract. satisfactorily in the previous position, termination
from Village employment will be considered.
The probation period is designed to give the
employee time to learn the position and to give the If an emergency arises during an employee's
supervisor time to evaluate the employee's potential probationary period which requires a leave of
and performance. During the established absence, such time off, if granted will not be
probationary period, the Village reserves the right to considered as time worked.
terminate the probationary employee's service on the
basis of unsatisfactory performance or on the basis of
other reasons deemed sufficient by the Village. Dx�TEn: RLG�nec 26,2oo3�F�iea:rronation 2.5
Department Heads are encouraged that if an
employee is unable to perform the wark, the person APPROVAL:
must be terminated as early as possible. Early MICHAEL COUZZO, MANAGER
termination saves the Village a time and dollar TEQUESTA, FLORIDA
1 �
Reid, Merlene
From: Lucille Turner [LETurner@carson-adkinslaw.com]
Sent: Thursday, August 26, 2010 5:26 PM
To: Reid, Merlene
Subject: RE: Revised-Travel Expenses 6.1
Merlene —
The changes lool< good.
Lucy
From: Reid, Merlene [mailto:mreid@tequesta.org]
Sent: Wednesday, August 25, 2010 6:52 PM
To: Lucille Turner
Subject: Revised-Travel Expenses 6.1
Lucy,
Revised travel policy attached once more FYI. In the event that your computer does not accurately display the
strikethroughs and the additions, I have attached a cleaned-up policy as it will read after the changes. Also attached is
your previous email with your comments. I'll need a quick turnaround O
Thanks
Merlene
Merlene Reid, SPHR
Numan R�sources Drrector
Viflage of Tequesta
345 Tnquesta C?rive
Tequesta, FL 33469-3Qf��
Tei, (561) 768-C?415
Fax: (5&1) 768-0697
I
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i
VILLAGE OF TEQUESTA
PERSONNEL POLICY
Il. TRAVF.L REQUIRING OVERN[GHT
�a=12��F-SSTAY: �^�:'''A6, ;4F--�6��Ai�B
TITLE: TRAVEL EXPENSES �4�t1GF
POLICY: 6.1 7'he Village will not reimburse for overnight� i Formatted: Normal, Justified, Line spacing: At
lodging for travel within Palm Beach, Broward, I least 1Z pt, No widow/orphan control, Don't
EFFECTIVE: July 1, 2004 M11artin and St. Lucie counties. When planning for I hyphenate, Don't adjust space between Latin
travel, cost should be a ma or consideration. I and Asian text, Don't adjust space between
J � Asian text an numbers
REVISED: a�veer�e�fi;-d(If)zSeptember 9, 2010 Government, corporate or other special rates �
should be requested.
PAGES: 2
a) Lodging and Meals: Meal allowances for� i Formatted: Indent: Lek: o", Numbered +
overnight stays are usually excluded from Level: 1+ Numbering Style: a, b, c, ... + Start
CONTENTS: This policy consists of the following wages when overnight travel is a necessity. I at: 1+ Alignment: Left + Aligned at: 0.25" +
numbered sections: �,,...,�...,.«„� ,...a .,.e„i e �, ,,,,;,� I I�dentat: 0.5"
a� .. ,. �.. «,.o c:.. ee—Be�Et�e�E.— m�ti:..
l. Policy Statement � �����- �� �. ti +�
II. Travel Requiring Overnight ��sStay
IIL Local and 1 Day Travel a+�d-Expenses :...�......va :« .. :,, ,.. , .„ . .... ........� «:,... ,.v .w.,
k�+--1�'.Transportation and Other Expenses . _��� .�„�.�,�
V. Non-Allowable Expenses � �..,.,�� A reasonable class of
�VLDefinitions accommodation shall be selected where choice is
PURPOSE: To establish policy ��'°--�.,�:.,,�^°^ and available. The single rate should be clearly
procedures • indicated on allreceipts.
=tbi-le o� Villa�e '�•�°��°°°on allowable � 1 Formatted: Indent: Left: 0.25"
g � Meal:�'_�allowanceratesare:
reimbursemeots while on Village business, in
accordance with Village policy, 1RS and Florida Breakfast -$ 6.00
Statutes requirements. Lunch - $ 12.00
Dinner - $ 18.00
L POLICY STATEMENT:
It is the policy of the Village to cover expenses �r meals (i.e. breakfast, lunch or dinner) are� Formatted:Indent: Left: 0.25"
incurred by employees for reasonable and necessary �ncluded in the registration fee, the employee
expenditures +„^�' ��—"�,�-�,� �;�k?�rwhile on official does not receive a meal allowance.
Village business., ������' �'° '��n�����—�„Q���'
+�lea��, Requests for these expenditures may be paid r`b) Mileage Allowance: Employees who are
for in advance or as a reimbursement. Claims for authorized to utilize their personal vehicles on
reimbursement of travel expenses �"°°-'"^� m�'°°�°, travel assignments shall be entiHed to a mileage
allowance. This allowance will be calculated
must be submitted using the Travel Expense Form
and�}�}} be accom anied b ro er back u such as using the mileage rate as set by the Internal
P Y P P P Revenue Service ^°:a «"° �°^° ^'^'° °°a°�^'
receipts and a map showing the miles (IRS) in effect at the time of the travel and the
driven:... ,.:,.,,.. ,....ii„_ _ ......:..... ..ti,...,:..,. .._,.,.r ,.e
•�° °. �" .'^;-^^ Some reimbursements and number of miles behveen the point of origin
� m � and the point of destination. °"'-,�,.,��,--�t-' "°�
allowances may be subject to taxes in accordance � Each employee who drives a private vehicle
with relevant regulations. on Village business must have liability insurance
on said vehicle. 7'he use of a privately owned
1
vehicle for official travel in lieu of a Village (-�2. Place
owned vehicle may be authorized by the (3�3 . Meeting Attended
department head. E4-j4 . Specific Reason for Attendance
c) -When rivo or more employees are attending the The employee may be reimbursed for each� - j Formatted: Indent: LeR: 0", Numbered +
same seminar, convention, or meeting carpooling meal as tollows: i� Level: 1+ Numbering Style: a, b, c, ... + Start
shall be practiced whenever possible. '� r.e °�-�an.,�°' I at: 1+ Alignment: Left + Aligned at: 0.25" +
,,,,,,,��_ � Indent at: 0.5"
�etef-r�a�tir__��-�i��,t+1,` Breakfast (travel begins before 6:OOa.m. and
extends beyond 8:OOa.m.) - $6.00
�i�?v..„::�.. �.,a ,. ��:ii,,,.,, u ii w
.. .�.�... ,� .�b� •• �• �•••�. Lunch (travel begins before 12:00 noon and
• l•° •••••• :�v: i
...-, �- -�- ���.� extends beyond 2:OOp.m.) - $12.00
"..'"":""'' '' r ' " ' Dinner (travel begins before 6:OOp.m. aod
°°�� '����� `'"` '"' '' �"�,� extends beyond 2:OOp.m.) - $18.00
.,. ., r...,. .,.. �. a� _ ,��
�':°«^�—�° The Village�will only pay for direct
travel from Village Hall or home to destination As travel does not require overnight stay, the
and back, whichever is the lesser distance. tio meal allowance reimbursement is taxable and
mileage will be paid for commuting from an is subject to withholding. If ineals (i.e.
employee's personal residence to Village Hall breakfast, lunch or dinner) are included in the
or a work station __ _ registra6on fee the employee_doespot receive _,_.--- Formatted: Font: (Default) Courier New
---- - -
a meal allowance. ~-� Formatted: List Paragraph, Lek, Line spacing:
d) Parking Fees and tolls will be reimbursed by '' single, No bullets or numbering, Widow/Orphan
actual cost and receipts shall be presented b) Mileage. Mileage for local travel will be in ' control, Hyphenate, Adjust space between Latin
where possible. accordance with Section II b), c) and d) above. and Asian text, Adjust space behveen Asian text
� and numbers, Tab stops: Not at -0.5"
III. LOCAL .1tiD 1 DAV' TRAVEL 4N}� ,��; ��; ;6 �; �,� ,;;;� �� --��--�••-��a �--• � ���� � ' Formatted: Indent: Left: 0", Numbered +
EXPENSES• ,, _ «„ ..w..n �.,. __e,.e„.va ., ti,_......�..:,.�,. � Level: 1+ Numbering Style: a, b, c, ... + Start
• 3::.. .�..:.:�,w �....�� .
, at: 1+ Alignment: Left + Aligned at: 0.25" +
� Indent at: p,5
a) Lodging: 'fhe �'illage will not reimburse for IV. 'T'RANSPORTATION AND OTHER�, ' Formatted: Indent: Left: 0", Han in 0.25",
overnight lodging for one day travel or travel EXPENSES: 9 9 '
Numbered + Level: 1+ Numbering Sryle: a, b,
within Palm Beac6, Broward, Martin and St. i c, ... + Start at: 1+ Alignment: Left + Aligned
Lucie counties. beeal A4ileage, *'� m�--� '�a',' a) Airfare - In addition to airfare, the Village wilt• , � at: 0.13" + Indent at: 0.63"
"" �� F � ��"' �� ��� �� "'���'"�� Y P Y gg B 1 Formatted: Indent: Lek: 0", Han in 0.25"
ru onl a for the checked ba a e fee for ooe 9 9:
,...,,i .e..:a�..,.,, «,. v:n..,.e u„n ,. „ .. ,._i.
e�=` piece of regular weight baggage per 1light. � Formatted: Indent: Left: 0", Numbered +
sEatietr Employees travelling to a Iocallon b) Rental car - Justification for rental and a copy LeveL• 2+ Numbering Style: a, b, c, ... + Start
within the counties named above or to other of the lease agreement must be provided for ' at: 1+ Alignment: Left + Aligned at: 1" +
assignments outside these counties that qualify payment. Indent at: 1.
as one day travel, are expected to commute and c) Taxi/shuttle- receipts must be provided
are not authorized to incur lodging expenses d) Village vehicle - Receipts for fuel purchases
for such travel. One day travel will be assessed must be provided
on a case by case basis by the department 6ead e) Telep6one Calls - Calls regarding Village
approving such travel, taking into business - Receipts must be provided
consideration distance, program duration and � Fax and Internet Access Fee - Access fee must
program start/end time. be for Village business - Receipts must be
provided
��a�Meals:- Reimbursement for meals will be
allowed only where the employee is attending a ;; u„ --� ��_ �� -;,;;;�-��-���--��« :� ��-�
.,...r.., .
seminar or conference as a representative of the ,, ,,,,,,,; ° ° �_ �" �-° �-^�a'^a �-• �w� �������
Village for a specific purpose, or where the ge�� *� � T �� F a
employee's attendance will directly benefit the Nr Formatted: Indent: Left: 0", Han m 0.25"
Village. The request for reimbursement of local 9 9 �
meals should including the following information: }V. NON-ALLOWABLE EXPENSES: . Formatted: Numbered + Level: 2+
Numbering Style: 1, 2, 3, ... + Start at: 1+
Alignment: Left + Aligned at: 0.63" + Indent
(1-jl . Date a) Tobacco. ' at: 0.88"
2
b) Alcoholic beverages.
c) Entertainmentl��tovie/Game Rentals.
d) Personal telephone calls �� �•�^^� -���-���a
�3`3
e) First class travel accommodations �•�„
,.0 .� .,.: lal�ie.
t) Fines, forfeitures or penalties.
g) Expenses of a spouse or other non-employee.
h) Loss or damage to personal property.
� i) Barber, beauty parlor, shoe shine or toileuies.
j) Personal postage. � '- � Formatted: Font: (Default) Courier New
_ - --- - - - _ - -
- - - ,
) Laundry/Dry cleaning� 1 Formatted: Indent: Left: 0', Han in 0.25"
-- - - '
i 1) FlightorRentallnsuranc ___ __ '�- 9 9 �
I e ' - - ---
---
m) Suites/Villas/Upgrades _ --- ---- '�,, �l Formatted: Font: (Default) Courier New
-- - ---- - -----
n Fitness center fee ��-, Formatted: Font: (Default) Courier New
� - - --- --- ---- --- - - ---- - '
}�o) All other expenses that do not serve a direct � Formatted: Font: (Default) Courier New
I public purpose � Formatted: Font: (Default) Courier New
VI. DEFINITIONS
•-------- _____________,_--- Formatted: Font: (Default)Times New Roman
--- - ----- -----
' --- - - -- P ---- ---- ------ ---- --- ---- ----- ---- --------�'----- Formatted: Font: (Default)Times New Roman
Travel� The eriod behveen the time of
departure from and the time of return to a � Formatted: No bullets or numbering, Tab
I traveler's point of origin.
stops: 0", Left
Formatted: Indent: Left: 0", Hanging: 0.25",
No bullets or numbering, Tab stops: -5", �eft
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA,FLORIDA
3
- __ _ _ _ - - I