HomeMy WebLinkAboutResolution_09-07/08_11/08/2007RESOLUTION NO. - 09-07/08
A RESOLUTION OF THE VILLAGE COUNCIL OF THE
VILLAGE OF TEQUESTA, PALM BEACH COUNTY,
FLORIDA, REVISING PERSONNEL POLICIES 1.1, 1.2,
1.3,2.3,2.4,2.6,3.3,3.6,3.8,3.10,3.11,3.12,3.13,4.1,
4.2,5.1,5.2,5.3,5.7,5.8,5.9,6.1,6.2,7.9,7.10,7.11 ,THE
DELETION OF POLICY 4.11, AND THE ADDITION OF
POLICY 2.9; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the Village has identified personnel policies 1.1, 1.2, 1.3, 2.3, 2.4,
2.6,3.3,3.6,3.8,3.10,3.11,3.12,3.13,4.1,4.2,5.1,5.2,5.3,5.7,5.8,5.9,6.1,6.2,7.9,
7.10, 7.11 as requiring updating;
WHEREAS, the Village has identified personnel policy 4.11 as being obsolete
and requiring deletion; and
WHEREAS, the Village's has identified personnel policy 2.9 as a necessary
addition;
NOW, THEREFORE, BE IT ORDAINED BY THE VILLAGE COUNCIL OF THE
VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AS FOLLOWS:
Section 1. The Village Council does hereby approve of the revisions to
personnel policies 1.1, 1.2, 1.3, 2.3, 2.4, 2.6, 3.3, 3.6, 3.8, 3.10, 3.11, 3.12, 3.13, 4.1,
4.2, 5.1, 5.2, 5.3, 5.7, 5.8, 5.9, 6.1, 6.2, 7.9, 7.10, 7.11, the deletion of personnel policy
4.11, and the addition of personnel policy 2.9 as proposed by the Village's Human
Resources Department.
Section 2. The Village Council does hereby authorize the Village Manager to
revise and execute such approved changes, deletion and additions to the personnel
policies.
Section 3. All resolutions or parts of resolutions in conflict herewith are hereby
repealed.
1
Section 4. This Resolution shall become effective immediately upon passage.
The foregoing Resolution was offered by Vice-Mayor Watkins who moved its adoption.
The motion was seconded by Council Member Amero and upon being put to a vote, the
vote was as follows:
Mayor Jim Humpage
Vice-Mayor Pat Watkins
Council Member Dan Amero
Council Member Tom Paterno
Council Member Calvin Turnquest
For Adoption Against Adoption
X
X
X
X
X
The Mayor thereupon declared the Resolution duly passed and adopted this 8T" day of
November 2007.
OF TEQUESTA
ATTEST:
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umpage
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Lori McWilliams, CMC G
Village Clerk ~~',i,; ~O~ +F ; 0?~.~`~~
2
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: PURPOSE
POLICY: 1.1
EFFECTIVE: July 1, 2004
REVISED: r.,,....,..-. c~ ,nncNovember 12, 2007
PAGES: 2
CONTENTS: This policy consists of the
following numbered sections
I. Policy Statement
II. Scope
III. Disclaimer
PURPOSE: To outline the reason for these
policies, assert a disclaimer, and provide for the
general organization of personnel policies and
procedures.
I. POLICY STATEMENT:
General purpose: the Village of Tequesta enacts
these policies in order to further the following goals:
A. To provide uniform system of personnel
administration throughout the Village service.
B. To ensure that recruitment, selection, placement,
promotion, retention and separation of Village
employees are based upon employees' qualifications
and fitness, and are in compliance with Federal and
State laws.
C. To assist managers in the development of sound
management practices and procedures, and to make
effective consistent use of human resources
throughout the Village.
D. To promote communications between directors,
supervisors, and employees.
E. To ensure, protect and clarify the rights and
responsibilities of employees.
II. SCOPE:
These Personnel Policies and Procedures shall apply
to all Village employees except elected officials and
independent contractors. In the event of conflict
between these rules and any collective bargaining
agreement, personnel services contract, Village
ordinance, or state or federal law, the terms and
conditions of that contract, rule or law shall prevail.
In all other cases, these policies and procedures shall
apply.
In the event of the amendment of any ordinance, rule
or law incorporated in this document or upon which
these provisions rely, these rules shall be deemed
amended in conformance with those changes.
III. DISCLAIMER
Subject to collective bargaining agreements and
Florida Statutes dealing with Bills of Rights for
~emert~-'rieemert, etEemployees which may be
applicable, gener~Il•7; Village employees are
"employed at-will" and may be terminated with or
without cause, for a good reason, a bad reason, or no
reason at all, and with or without notice as long as the
termination does not violate a statute, law, or
enforceable employment contract. Nothing contained
in any of these policies is intended to affect the "at-
will" employment relationship or to otherwise create
"property rights" in any position of employment.
Although this policy addresses the issue of "at-will"
employment, both Florida and federal law contain a
number of legislatively enacted restrictions on the
right of an employer to discharge an at-will
employee. Examples include: Florida's
Whistleblower Act of 1986, Fla. Stat. §§ 1123187, et
seq.; the Florida Civil Rights Act of 1992, Fla. Stat.
§§ 760.01, et seq.; the Civil Rights Act of 1964 (Title
VII), 42 U.S.C. §§ 2000e, et seq.; the Americans with
Disabilities Act, 42 U.S.C. §§ 12111, et seq.; and the
Age Discrimination in Employment Act, 29 U.S.C.
§§ 621, et seq.. It is the intent of the Village that
these and all other applicable fair employment laws
will be strictly adhered to.
DRAFTED:MRC/Dec 22, 2004/Filed: Purpose 1.1
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: EMPLOYEE I.D. AND ACCESS
CARDS
POLICY: 1.2
result in-disciplinary action up through and including
termination.
Police and Fire Departments may issue their own
department identification cards in lieu of the Village
identification card.
EFFECTIVE: July 1, 2004
REVISED: iv~xx~x....a > ,nn-,November 12, 2007
PAGES: 1
CONTENTS: This policy consists of the following
numbered sections
I. Policy Statement
II. Procedure
PURPOSE: To establish procedures for the
issuance of identification cards to Village Employees.
I. POLICY STATEMENT:
It is the policy of the Village of Tequesta to issue
employee identification cards to all full-time and
part-time employees. Cards may also be issued to
other employees who may require Village identification
while working at remote job sites.
The card should be carried at all times when an
employee is acting in an official capacity. The card
shall be used as identification, if requested by a
member of the public or another Village employee. It
also provides immediate access to emergency
information should an employee become injured or
incapacitated on the job.
Access Cards are also issued to personnel who need to
access one or more of the Village's buildings.
Unauthorized or inappropriate use of the employee
Identification and/or access card is prohibited and will
II. PROCEDURE:
The Human Resource Office is responsible for issuing
employee identification and access cards and will
coordinate with the Village Police Department for the
employee's photograph. Each employee is responsible
for possession of their identification card and to take
care to protect it from loss, theft or misuse.
Should a card be lost, damaged or destroyed, it should
be immediately reported to the Human Resource Office
so that another card may be issued as quickly as
possible.
All identification and access cards shall remain the
property of the Village and shall be returned to the
Human Resource Office upon termination of
employment or by special request by the employee's
Department Head or the Human Resource Office.
It shall be the employee's responsibility to ensure accurate
and timely updates of all information contained on the
employee's identification card. All requests for re-issuance
of employee identification cards shall be made by the
employee to the Human Resource Office. All old I.D. cards
shall be returned to the Human Resource Office before
issuance of a new card.
DRAFTED:RLG/Dec 11,2003/Filed:ID Cazds l.2
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
VILLAGE OF TEQUESTA
PERSONNEL POLICY
II. IDENTIFICATION OF
TITLE: PERSONAL INFORMATION & PERSONNEL RECORDS:
PERSONNEL RECORDS
A. Permanent Documents. Documents
POLICY: 1.3 retained in the folder throughout the association of an
employee with the Village.
EFFECTIVE: July 1, 2004
1. Employee application & hiring
documents
REVISED: ~i1-4,300~November 12, 2007 2. Job description and specification
information
PAGES: 2 3. Job performance ratings and evaluations
4. Education/training information
5. Personnel action forms
CONTENTS: This policy consists of the following 6. Disciplinary documents
numbered sections: 7. Letters of appreciation, commendation
or discipline.
I. Policy Statement
II. Identification of Personnel Records B. Temporary documents (personnel).
III. Release and Accessibility of Records Documents which have limited retention of three (3)
IV. Retention Schedule calendar years or less unless otherwise provided
V. Updating Records pursuant to labor agreement. Examples include:
PURPOSE: To establish procedures and
responsibilities for the maintenance of employee
Personnel Records.
I. POLICY STATEMENT:
A. Establishment of procedures and responsibilities
for the maintenance of personnel records.
1. Administrative correspondence relating
to leave/vacation requests.
2. All other administrative documents of
limited informational life span.
III. RELEASE AND ACCESSIBILITY OF
RECORDS:
1. The Human Resource Director is responsible for
establishing and maintaining an official personnel file
for each employee of the Village.
2. Department Heads are responsible for the
forwarding of documents for inclusion in the
personnel files of those employees assigned to their
department.
3. Only the Human Resource Director may remove
items from an employee personnel file with
notification to respective Department Head.
4. Separate personnel files shall not be maintained
by the individual departments.
Information contained in an employee's personnel
file will only be released to the public in
conformance with Florida Statute and Public Records
Laws. Personnel files will be available for inspection
and copying, but will not be allowed to be removed
from the Human Resources Department. All requests
for employee information shall be forwarded to the
Human Resource Director, throueh the Village
Clerk's office.
All medical information relating to the emplo e
kept in a separate medical records file. Access to
these medical files is tightly controlled and
ordinarily, medical information is supplied in
accordance with the worker's written specific
request.
IV. RETENTION SCHEDULE:
These records are maintained during the tenure of the
employee and for the minimum number of years
required by law after the employee leaves Village
employment.
V. UPDATING RECORDS:
Employees are required to inform the Human
Resource Office when they move, change their
telephone number, or have other changes in their
personal information so the Village can keep their
records accurate and up-to-date. It is your
responsibility to see that the Village has your address
and other information so that they may communicate
with you as needed.
DRAFTED:RLG/Dec 11, 2003/Filed: Personnel Records 1.3
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
2
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TTTLE: HOURS OF WORK
POLICY: 2.3
EFFECTIVE: July 1, 2004
REVISED~£S• Aar:' , erne z m iw,r.._..~ ~mi \
November 12, 2007
PAGES: 1
CONTENTS : This policy consists of the following
numbered sections
I. Policy Statement
II. Tazdiness
III. Attendance Records
PURPOSE: To establish a policy setting uniform
hours of work for employees.
I. POLICY STATEMENT:
The Village workweek sltal~begins at
12:00am on Sunday and-consists_of seven-24-hour_
periods or ~168_consecutive hours.Ilxe_
--------------------------
etrSat~ay: Except as otherwise provided by any
applicable labor agreement, the normal working
hours for administrative and office personnel are
eight (8) hours, from 8:30 a.m. to 5:00 p.m., Monday
through Friday. The hours of work for shift and field
personnel may vary but shall be guided by the most
efficient and effective arrangement to the Village.
The Village shall provide each employee with one
(1) hour for a meal. The meal period is unpaid for '/2
hour and paid by the Village for %Z hour. €v~pleyees
:tl°.J FA°°.. I1 G\ M.°°I. tL.°
afEernee~~
employee's work hours. This will be done at the
discretion of the department head.
II. TARDINESS:
Advance notice of anticipated tardiness is expected;
notice of unavoidable tazdiness is expected when
possible. Failure to do so will be construed as an
unexcused absence-, °~a `"° `~•~° •-•~°-°a •°~" °°`''°
paid- Excessive tazdiness will result in disciplinary
action, including possible termination.
Notification by another employee, friend, or relative
is not considered proper except in an emergency
situation where the employee is physically unable to
make the notification.
III. ATTENDANCE RECORDS:
Each department will maintain daily attendance
records, including date and time absent and reason
for absence. Attendance shall be a consideration in
determining promotions, transfers, satisfactory
completion of probationazy periods, and continued
employment with the Village. Frequent tazdiness or
ather - attendance- -irregularities - dial t - ire- -cause- -for -- "
disciplinazy acttan=-------------------------------------------
Hours for part-time and certain employees may vary
from the normal office hours noted above due to the
nature of their duties and will be determined by the
appropriate department head.
DRAFTED:RLG/Dec 23,2003/Filed:Work Hours 2.3
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
Formatted: Font: (Default) Times New Ron
~FOrmatted: Font: (Default) Times New Ron
Occasions may arise when the service to the citizen
can be improved through the adjustment of an
VILLAGE OF TEQUESTA
PERSONNEL POLICY
and their spouses, step-brother, step-sister and their
spouses, children and their spouses, father-in-law,
mother-in-law, sister-in-law, brother-in-law,
grandparents and their spouses, stepchildren and their
TITLE: NEPOTISM spouses, grand-stepchildren and their spouses, aunts,
uncles, nieces, nephews and persons residing in the
POLICY: 2.4 same household as the employee.
EFFECTIVE: July 1, 2004
REPLACES: 2.07 (March 2001) DRAFTED: RLG/Dec 26.2003/Filed:Nepotiam 2.4
REVISED: November 12.2007
PAGES: 1
APPROVAL:
MICHAEL COUZZO, MANAGER
CONTENTS : This policy consists of the following TEQUESTA, FLORIDA
numbered sections:
I. Policy Statement
PURPOSE: To establish policy for the employment
of immediate relatives in order to assure the reality
and appearance of fairness in the best interest of the
Village.
I. POLICY STATEMENT:
No person may be employed in a position supervised
by a family member. Family members shall not be
placed in a position such that one member_
a) Is required or authorized to review the work.
personnel documents expense account or
time records of another family member
Has dependent responsibilities inrespect of
the other (for example: purchasing and
accounts payable)
c) Disburses petty cash to the other
aL Directly or indirectly influences the
pertonnance or onportunity of the other.
_,,. ,.r ,.~~_ .;,...:~, e...~e. Further, to
prevent the possibility of actual or alleged favoritism,
the Village further prohibits family members from
working in the same department. For the purposes of
this section, a family member shall be defined as the
employee's spouse, parent, step-parent, brother, sister
Formatted: Bullets and Numbering
VILLAGE OF TEQUESTA
PERSONNEL POLICY
T[TLE: TYPES OF EMPLOYMENT-
DEFINITIONS
POLICY: 2.6
EFFECTIVE: July 1, 2004
ItER6AEESREVISED: N.n`~1~~,rftr,
~092November 12, 2007
PAGES: 1
CONTENTS: This policy consists of the following
numbered sections:
I. Types of Employment
PURPOSE: To establish guidelines and definitions
for types of employment and for entitlement to
benefits. ^
1. TYPES OF EMPLOYMENT:
A. "Anniversary date" means the date that an
employee begins employment with the
Village and the same date in following years
unless the anniversary date is adjusted
consistent with the procedures set forth in
the Human Resource Office.
B. "Department Head" means each of the
following: the Village Clerk, Finance
Director, B+r°~°~'~,ref E~nmunit}•
T1°°•-Police Chief, Fire Chief,
Community Development Director, Public
Works Director, Director of Parks and
Recreation, Utilities Director, Assistant
Village Manager, Human Resource Director.
C. "Employee" means any person holding a
position or employment with the Village and
who is paid wholly or in part from Village
funds.
D. "Exempt employee" means an employee
whose position meets specific tests
established by the Fair Labor Standards Act
(ELBA), and state law and who are exempt
from overtime nay reauirements.w#rese
Formatted: Font: 10 pt
Aet
;Hourly non-exempt" means an emplovee•
whose pesitien employment is subject to the
rules laid out in the FLSA,~4ees-pet-+neet
Gl c ^ °~a ° ° and who are
paid on an hourly basis plus overtime pay.
F "Full-time emplovee" means an emplovee•
who is regularly assigned to work foriv
hours~er week.
"~Hil„-t-r..r"'e--2~@@'~ i~v.;TB., °„Y~,.r~ .,~~~ `.~~=+5
'~-(',. "Part-time employee" means an•
employee who is regularly assigned to work
less than forty hours per week. Part-time
employees who regularly work X30 or more
hours per week may be eligible for some
benefits. Eligibility status will be stated in
the relevant policy.
F-"Regular employee" means full-time or
part-time employees who are hired to fill a
regularly bud eg ted position.
H "Probationary employees" are Police•
Officers and fire tighters with less than one
~? year's service and all other employees
with less than one hundred and eighri' (180)
calendar days of service, or who are working
during_an extended introductory period.
Department heads who are "at will"
employees, serve no probation period.
Formatted: Font: 10 pt
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Formatted: Font: (Default) Times New
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Formatted: Font: 10 pt
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Formatted: Font: (Default) Times New
Formatted: Font (Default) Times New
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Formatted: Indent: Left: 0.25", No bullets
or numbering
Formatted: Indent: Left: 0.5", No bullets or
numbering
Formatted: Bullets and Numbering
6-"Regular rate of pay" means the hourly rate of Formatted: Bullets and Numbering
pay actually paid an employee for the normal,
non-overtime work week for which he/she is
employed.
##-L "Temporary employee" means an employee
who is hired for apre-established period of
up to 180 day, usually for a special aroiect
or other work of a temporary nature. They
may work afull-time or part-time schedule.
They are ineligible for Village benefits
unless otherwise provided by law.
Temporary ai;enc~ employees are not
emolo~es ofthe Village.
J "Seasonal employee" means an emnlovee
hired for a s~ecitic period usually during
the summer or for apre-established period
of up to 180 dam They may work full or
part time schedules and are ineligible for
Village benefits unless otherwise provided
by law.
l-K. "Work day" means the 24-hour period from
midnight to midnight.
J-L. "Work week" means the continuous 7 day
period beginning at 12:00 a.m. on Sunday
and consisting of seven 24-hour periods or
16R consecutive hours.Satufday--and-end~g
ii~co.. c.:a...,
DRAFTED : RLG/Dec 26,2003/Filed: Types of Employment 2.6
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORH)A
• Formatted: Bullets and Numbering
Formatted: Bullets and Numbering
Formatted: Bullets and Numbering
Formatted: Bullets and Numbering
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: GRIEVANCE PROCESS
POLICY: 3.3
EFFECTIVE: July 1, 2004
REVISED: N-E~Nr" °~,.:r'i,'~.November 12, 2007
PAGES: 1
CONTENTS : This policy consists of the following
numbered sections:
I. Policy Statement
II. Procedure
PURPOSE: To establish standazdized grievance
procedures for non-represented employees.
I. POLICY STATEMENT:
Step 2. If the employee is not satisfied with the
solution by the department head, the employee must
submit the grievance, in writing, to the Village
Manager within twenty (20) working days of the
alleged occurrence. This written notice shall include
the €ellew}+}g
reasons Iteaseps for the dissatisfaction
with the department head's solution,
The Village Manager shall attempt to resolve the
grievance within five (5) working days after it has
been presented to him/her. The Village Manager is
the final authority on grievances presented by
non-represented Village employees.
DRAFTED : RLG/Jan 8, 2003/Filed: Grievance Process 3.3
It is the policy of the Village of Tequesta to afford all
employees a means of obtaining further consideration APPROVAL:
of problems when they remain unresolved at the
supervisory level, and to establish policies and
procedures that provide for timely resolution of
grievances.
Adherence to the procedures outlined below is
mandatory for all concerned, except that time limits
may be extended for good cause.
II. PROCEDURE:
Step 1. An Employee must present a grievance
within ten (10) working days of its alleged
occurrence to the employee's immediate supervisor
and/or department head, who shall attempt to resolve
it within five (5) working days after it is presented to
them.
This written notice shall include the followine:
a) Statement of the erievance and relevant facts
bl Remed.~ught
1
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
-- Formatted: Bulletr and Numbering
----- Formatted: Bullets and Numbering
VILLAGE OF TEQUESTA
PERSONNEL POLICY
Violation of this policy will result in cost
reimbursement to the Village and may subject the
employee to additional disciplinary action.
TTTLE: PERSONAL TELEPHONE CALLS
AND USE OF CELLULAR PHONES
POLICY: 3.6
EFFECTIVE: July 1, 2004
REVISED: N-TsVI'" °~'z-.,n,~'^^'November 12, 2007
PAGES: 1
CONTENTS: This policy consists of the following
numbered sections:
I. Policy Statement
II. Procedure
III. Cellular Phones
PURPOSE: To provide for control of incoming and
outgoing personal telephone calls and guidance on
the use of personal and Village issued cellular
telephones.
I. POLICY STATEMENT:
Village phones are to be used for Village business
and may be used for personal business on a limited
basis only.
II. PROCEDURE:
Personal tTelephone calls received during business
hours must be held to both a minimum number and
time limit and must not interfere with the employee's
work.
When a toll call must be placed, the call is to be
billed to the employee's home number or collect.
I11. CELLULAR PHONES:
While at work, employees are to exercise discretion
in using personal cellular phones. The Village of
Tequesta expects good judgment to be exercised in
limiting personal calls during work time as well as
keeping cell phone ring volume to a minimum. It is
recognized that family or other personal emer eg ncies
demand immediate attention but personal calls should
be made on non-work time wherever possible.
In addition to the procedure outlined at II above,
eEmployees who are issued Village cellular phones
are expected to protect the equipment from loss.
damage, or theft and must return the phone to his or
her supervisor upon termination of employment or
where a position change necessitates this.
Employees with Village cellular phones ere
'------- Formatted: Bullets and Numbering
eHSeeraged--te-will refrain from using the phone
while driving. For departments that are required to
utilize radio communication while driving, the
department rules will maintain.
DRAFTED:RLG/Jan82003/Filed: TelephoneCalls 3.6
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
It is the employee's responsibility to ensure that no
cost to the Village results from their personal
telephone calls.
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: E-MAII/INTERNET USE
POLICY: 3.8
EFFECTNE: July 1, 2004
R£gbAC~B REVISED: NeH~" °-`-n,~.,:=~'o""~November
I2, 2007
PAGES: 3
CONTENTS: This policy consists of the following
numbered sections:
I. Policy Statement
II. Public Records Laws
III. Security
IV. Improper Use
V. Proper Use
PURPOSE: These guidelines set the standards
for appropriate behavior of an employee when
accessing the Internet and utilizing a-mail. These
guidelines apply to all employees. All Internet users
should first be familiar with the Village's Internet Use
and Village a-mail policy contained herein. Village
computers are for public business.
SCOPE: This policy applies to all Village
employees, whether full-time, part-time, contract or
otherwise and Village volunteers who use a-mail via
Village resources.
Use of Village resources to access a-mail or the
Internet denotes your acceptance of the Village's e-
mail policy. Disregard or violation of this policy will
result in disciplinary action and may result in more
stringent restrictions for all a-mail and Internet users.
This policy statement addresses: a-mail usage, a-mail
etiquette, staff responses to a-mail inquiries, security
and Internet usage.
E-mail at the Village is a tool for business
communications. E-mail can be an effective tool to
speed information exchange. It can eliminate the
need for some phone calls and meetings and can even
help you to brainstorm ideas within a group. You
must be conscientious and observe common sense or
you minimize its effectiveness and cause disruption
to others. Do not post personal information about
any individual unless you have received that person's
consent. Occasionally messages aze posted regarding
employee's health or personal life events. This is
acceptable only if the person you are posting the
information about consents to its broadcast and the
receivers of the information are interested in hearing
about it. If you're in doubt as to either of these
criteria, don't post it. Leaving the subject line blank
or putting in cryptic information basically mandates
the receiver open and read your message to know the
content. Please be as selective in who you send your
message to as well as what message you send.
Many of you aze now corresponding with the public
using a-mail. In so doing, you are acting as a
representative of the Village and should conduct all
e-mail transactions accordingly. You should treat e-
mailjust asyou would a letter or memo to be typed
and mailed. Construct your e-mails with the same
formality and business structure as you would a
standazd letter. E-mail by its nature is typically an
informal communications tool. However, you aze
representing the Village and all communications
should be professional and business-like.
II. PUBLIC RECORDS LAWS:
All e-mails received or created in the transaction of
official business are considered public records and
aze governed by the State's Public Records Law. It is
important that you do not indiscriminately delete e-
mails without first considering these laws.
According to the Florida Attorney General the
following guidelines pertain to e-mails:
1. E-mails are public records when they
POLICY:
aze created or received in the
transactions of Official Business.
f..~...e .7...,.....o«t.. «.7
3-2. .,M:,, 1. «.l ..C fi...,.,.,....l..e~
E-mails aze to be readily accessible and
available to all unauthorized users.
4.3. E-mails must be organized and stored in
a filing system or repository.
3-.4. Transitory or personal messages that do
not support business purposes should be
deleted in a timely manner.
~5. E-mails of convenience or reference
copies should be deleted after the record
of copy (master) has been appropriately
filed.
~6. E-mail record copies (masters) have the
same retention periods as records in
other formats.
~7. E-mails may be deleted/destroyed only
in accordance with the provisions of
Chapter 1B-24, Florida Administrative
Code.
It is each department's responsibility to manage its
records in accordance with State guidelines. If you
have questions regazding public records and a-mail,
or how you may archive a-mail in compliance with
the State laws please contact the Village Clerk's
Office. They have established guidelines and
procedures specifically for e-mail.
III. SECURITY:
The Village has implemented software at each
workstation to scan for viruses. However, a virus can
potentially breach our security. You are advised to
not open attachments from persons unknown to you.
The Village will continue to implement security
measures on our system to protect the Village's
investment. Realize that you play a major role in
protecting these assets by exercising diligence in
screening your a-mails and deleting and/or notifying
your Department Head of suspect communications.
If you are unsure of an e-mail or sender contact your
Department Head.
The following behaviors are examples of actions or
activities that can result in disciplinazy action.
Because all possible actions cannot be contemplated,t------- Formatted: Bullets and Numbering
the list is necessazily incomplete. The following are
examples, but not an exhaustive list, or behaviors that
may result in disciplinary action:
A. Unauthorized attempts to interfere with, t-
break into or damage any computer whether
a Village or another organization (including
the distribution of viruses)
B. Using Village time and resources for
personal gain including operating a business,
exploring business opportunities, soliciting
money for personal gain, or searching for
iobs outside the Village.
C. Sending threatening, offensive or harassing
statements or language, including
d~aragement of others based on their race,
gender, national origin, religion, age,
disability, marital status, pregnancy or
sexual orientation.
D. Spending excessive amounts of time on the
Internet.
E. Theft, or coRving of electronic files without
permission
F. Sending or posting the Village's confidential
materials outside of the Village o~osting
confidential materials inside the Village to
non-authorized personnel
G. Dissemination or printing of copyri hg ted
materials (including articles, music,
photographs, movies and software) in
violation ofcopyright laws.
H. Refusing to cooperate with a reasonable
security investigation
L Sending chain letters, gambling, solicitation,
engagin ig n any other activity in violation of
the law, or sending messages that could
damage the image or reputation of the
Village.
J. Sending, viewing or soliciting sexually
oriented messages or imagestherwise
containing content of a sexual nature.
K. Game playing
., wo.wo. ., v:n..rto
Formatted: Bullets and Numbering
------- Formatted: Bullets and Numbering
t- --- Formatted: Bullets and Numbering
IV. IMPROPER USE:
Include a signature that contains methods by which------ Formatted: Bullets and Numbering
others can contact you (usually your E-mail address).
Let senders know you have received their mail, even
if you cannot respond in depth immediately. They
will need to know their mail has not been lost.
Use good grammaz and syntax. Watch punctuation
and spelling.
The following behaviors aze recommended for
sending Internet communications and participating in
Intemet mailing lists. Lack of conformance may
result in loss of Internet access. These guidelines
have been gleaned from a variety of Internet Guides.
A. Electronic Mail (E-mail). The following
guidelines cover the sending of electronic mail
outside the Village. Internet mail packages aze
significantly different than our internal printed
mailings. Caze should be used particulazly when
responding to a message or using mailing lists.
NOTE: Mail on the Internet is not secure. Never
include in an E-mail message anything that you want
to keep private and confidential. E-mail is sent
unencrypted, and is easily readable.
Be cognizant of any system etiquette. The computer
on which you reside may have limitations on disk
space usage. Mail takes up space. It is best not to
save every message you receive.
Be careful when sending replies -make sure you aze
sending to a group when you want to send to a group,
and to an individual when you want to send to an
individual. It is best to address directly rather than
use the reply command.
DO NOT SEND MESSAGES ALL IN CAPITALS.
It looks as if you aze shouting.
DRAFTED:RLG/March 12, 2004/E-mai13.8
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: WHISTLEBLOWER POLICY
POLICY: 3.10
EFFECTIVE: January 5, 2005
REVISED: NEW
PAGES: 2
CONTENTS: This policy consists of the
following numbered sections
L Policy Statement
I1. Procedure
III. Remedies for Adverse Personnel Action
PURPOSE: To establish standardized
procedures for handling whistleblower complaints
within the meaning of Florida Statute § 1 12.3187, et
seq.
POLICY STATEMENT:
policy; or who are otherwise protected by the Florida
Whistleblower's Act.
The provisions of this policy shall not be applicable
when the employee discloses information known by
the employee to be false.
The provisions of this policy may not be used by
persons while they are under the care, custody, or
control of the state correctional system, with respect
to circumstances that occurred during any period of
incarceration.
No remedy or other protection provided by this
policy shall apply to any employee who has
committed or intentionally participated in committing
a violation or suspected violation for which
protection under this policy is being sought.
The fact that the adverse personnel action was based
upon grounds other than, and would have been taken
absent, the employee's exercise of rights protected by
this policy shall be an affirmative defense to any such
complaint brought under this policy.
It is the policy of the Village of Tequesta to ensure
that employees and persons who have knowledge of
unlawful activity, misfeasance, malfeasance, gross
mismanagement, gross neglect of duty or gross waste
of public funds by the Village, its employees or
independent contractors, shall report such knowledge
to the appropriate authority for investigation and
corrective action. In order to encourage reporting of
such information without fear of reprisal, it shall be
the policy of the Village to prohibit and redress
adverse personnel action taken against employees for
making such a protected disclosure.
This policy protects employees with the Village who
disclose information on their own initiative in a
written and signed complaint; who are requested to
participate in an investigation, hearing, or other
inquiry conducted by the Village, any state agency,
or federal government entity; who refuse to
participate in any adverse action prohibited by this
The Village shall not dismiss, discipline or take any
other adverse personnel action against an employee
for disclosing information pursuant to the provisions
of this policy.
The Village shall not take any adverse action that
affects the rights or interests of a person in retaliation
for the person's disclosure of information under this
procedure.
The information disclosed under this policy must
include:
1. Any violation or suspected violation of any
federal, state or local law, rule or regulation
committed by an employee or agent of the Village or
an independent contractor which creates and presents
a substantial and specific danger to the public's
health, safety or welfare.
2. Any act or suspected act of gross mismanagement,
malfeasance, misfeasance, gross waste of public
funds or gross neglect of duty committed by an
employee or agent of the Village or an independent
contractor.
II. PROCEDURE:
The information disclosed under this policy
consistent with Florida Statute § ] 12.3187(b) shall be
disclosed to the Village. Except, however; if the
complaint is about the Village Manager, the
complaint should be addressed to the Village Mayor.
Either the Village Manager or the Village Mayor, as
the case may be, shall be responsible for receiving,
investigating and reporting to the appropriate
authorities at the conclusion of any investigation
arising from any disclosure covered under this policy.
Such investigation shall be consistent with the
purpose, intent, and procedure set forth in Florida
Statute § 1 12.3187, et seg.
III. REMEDIES FOR ADVERSE
PERSONNEL ACTION.
It is the policy of the Village to encourage
independent contractors, temporary and probationary
employees, and applicants for employment as well as
regular employees to disclose whistle-blower
information.
Notwithstanding any other grievance procedure
which may be applicable, an individual who believes
that he or she has been subjected to adverse personnel
action as a result of engaging in activity protected by
the Whistle Blower Act, shall file a complaint with
the Village Manager. If the complaint concerns the
Village Manager, then it should be made with the
Village Mayor. This complaint must be made in
writing and must be filed within twenty (20) days of
the alleged adverse action.
The Village has contracted or will contract with the
Department of Administrative Hearings (DOAH)
under Florida Statute § 120.65 to conduct hearings to
make findings of fact and conclusions of law
concerning such complaints.
In any complaint brought under this policy in which
the DOAH has determined that there are reasonable
grounds to believe that a prohibited personnel action
under § 112.3187, F.S., has occurred or is occurring,
the Village Manager or the Village Mayor, as the
case may be, may:
(a) Reinstate the employee to the same position held
before the adverse action was commenced, or to an
equivalent position or reasonable front pay as
alternative relief.
(b) Reinstate the employee's full fringe benefits and
seniority rights, as appropriate.
(c) Provide compensation if appropriate, for lost
wages, benefits or other lost remuneration caused by
the adverse action.
DRAFTED:MRC/Dec 22, 2004/Filed: Purpose 1.1
APPROVAL:
2
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: FLSA COMPLAINT POLICY
POLICY: 3.11
EFFECTIVE: January 5, 2005
REVISED: NEW
PAGES: 1
CONTENTS: This policy consists of the
following numbered sections
investigation, the employer requires that any
complaint that seeks the payment of money or
requests a change in policy be submitted in writing.
No particular form is required, but each such
complaint must include the employee's name, ID
number, a brief description of the issue, and must
identify the pay period(s) to which the complaint
relates. ]f an employee is unable for any reason to
submit the complaint in writing, the employer
representative named in the previous paragraph, or
his or her representative, will take a statement. The
employee then will be asked to review and sign the
statement to ensure it accurately reflects the
complaint.
1. Policy Statement
II. Procedure
PURPOSE: To establish standardized
procedures for FLSA complaints.
POLICY STATEMENT:
It is the policy of the Village of Tequesta to comply
with applicable wage and hour laws and regulations.
Accordingly, the Village intends that deductions be
made from pay only in circumstances permitted by
the Fair Labor Standards Act and the US Department
of Labor's rules governing the salary basis of pay for
exempt employees. The improper pay deductions
specified in Title 29 of the Code of Federal
Regulations §541.602(a) may not be made from the
pay of employees who are subject to the salary basis
test and only employees who properly qualify shall
be salaried and exempt from FLSA requirements.
If the employee is not satisfied with the solution by
the department head, the employee must submit the
complaint, in writing, to the Village Manager within
twenty (20) working days of the alleged occurrence.
The Village is committed to investigating and
resolving all complaints as promptly, but also as
accurately, as possible. Consistent with the US
Department of Labor's policy, any complaint will be
resolved within a reasonable time given all the facts
and circumstances. If an investigation reveals that an
employee was subjected to an improper deduction
from pay, he or she will be reimbursed and the
Village will take whatever action it deems necessary
to ensure compliance with the salary basis test in the
future.
The Village Manager is the final authority on
grievances presented by non-represented employees.
II. PROCEDURE:
An employee who has any questions or concerns
about his or her salaried status or believes that any
deduction has been made from his or her pay that is
inconsistent with salaried status under the FLSA
should immediately raise the matter with the
department head.
To ensure that the employer understands the concern
or complaint and is able to conduct a proper
DRAFTED:MRC/Dec 22, 2004/Filed: Purpose 1.1
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: DRUG FREE POLICY
POLICY: 3.12
EFFECTIVE: June 15, 1998
REVISED: July 18, 2005
PAGES:
CONTENTS: This policy consists of the following
numbered sections:
I. Drug Free Workplace Policy
It is the policy of the Village of Tequesta
("Tequesta") to maintain adrug-free workplace. It is
a condition of employment for each employee to
refrain from reporting to work or working with the
presence of drugs or alcohol in his or her body. 1f an
injured employee refuses to submit to a test for drugs
or alcohol, that employee forfeits eligibility for
medical and indemnity benefits. Section 440.102,
Florida Statutes, sets forth the requirements with
which Tequesta's Drug-Free Policy must comply.
As a recipient of federal funds, the Village is subject
to the Drug-Free Workplace Act of 1988. Pursuant
to this statute, the unlawful manufacture, distribution,
dispensation, possession, or use of a controlled
substance in the workplace is prohibited. It is a
condition of employment for each Village employee
to abide by this policy. Moreover, any Village
employee who is convicted of a violation of a
criminal drug statute occurring in the workplace must
notify the Village in writing no later than five (5)
calendar days after such conviction. Employees who
violate these policies are subject to discipline up to
and including termination of employment.
Tequesta will not discharge, discipline, or
discriminate against an employee solely upon the
employee's voluntarily seeking treatment for a drug
related problem, while under Tequesta's employ, if
the employee has not previously tested positive for
drug use, entered an employee assistance program for
drug-related problems, or entered a drug
rehabilitation program.
Types of Drug Testing
Employees and applicants will be subjected to the
following drug tests:
Job Applicant Testing: Applicants required
for testing will submit to a drug test. Refusal
to submit to drug and alcohol testing or a
positive confirmed test result will result in
rejection of the applicant for employment at
that time.
2. Reasonable Suspicion Testing: An employee
may be required to submit to testing when
Tequesta has a reasonable suspicion that an
employee is using or has used drugs in
violation of Tequesta's Drug-Free Workplace
Policy. "Reasonable suspicion drug testing" is
drug testing based on a belief that an employee
is using or has used drugs in violation of
Tequesta's policy, drawn from specific
objectives and articulable facts and reasonable
inferences drawn from those facts in light of
experience. Among other things, such facts
and inferences may be based upon:
• Observable phenomena while at work,
such as direct observation of drug use or
the physical symptoms or
manifestations of being under the
influence of a drug
• Abnormal conduct or erratic behavior
while at work or a significant
deterioration in work performance
• A report of drug use, provided by a
reliable and credible source
• Evidence that an individual has tampered
with a drug test during his employment
with Tequesta
• Information that the employee has caused,
contributed to, or been involved in an
accident while at work, or;
Evidence that the employee has used,
possessed, sold, solicited, or transferred
drugs while working or while on
Tequesta's premises, or while operating
Tequesta's vehicle, machinery or
equipment
Routine Fitness for Duty Testing: An
employee may be asked to submit to a test as
part of aroutinely-scheduled fitness for duty
medical examination that is either part of the
Tequesta's established policy or that is
scheduled routinely for all members of an
employment classification or group.
Follow-ua Testing: An employee who enters
an employee assistance program for drug-
related problems, or an alcohol or drug
rehabilitation program may be tested as a
follow-up measure on a quarterly, semi-annual
or annual basis for two (2) years thereafter.
Confidentiality: All drug test results will be
maintained in a confidential manner by Tequesta and
the MRO for a period of two (2) years. All
information, interviews, reports, statements,
memoranda, and drug test results, written or
otherwise, received or produced as a result of this
drug-testing program are confidential. Information
on drug test results may not be used in any criminal
proceeding against the employee or job applicant.
The Village may decide not to test all employees
involved in work-related accidents. However, it will
test all employees where there is some information or
evidence which a reasonable person could conclude
that the employee was at fault to some degree, either
by the employee's action or inaction. This decision
is to be made a part of the reasonable suspicion
determination.
Generally, information concerning drug test results
may not be released without a written consent form
signed voluntarily by the person tested. Drug test
results may be released without consent if compelled
by a hearing officer or a court of competent
jurisdiction pursuant to an appeal under this statute or
if it is deemed appropriate by professional or
occupational licensing board in a related disciplinary
proceeding. Moreover, Tequesta, its agents, or the
drug-testing laboratory may have access to employee
drug test information or use such information when
consulting with legal counsel in connection with
actions brought under this statute or when the
information is relevant to a defense in a civil or
administrative manner.
In addition, employees and applicants will be
contacted confidentially by the Medical Review
Officer (MRO), after being testing positive for the
presence of drugs, to determine the use of
prescriptions or non-prescription medications that
may have affected test results.
Drug-tested: You may be tested for any or all of the
following:
Alcohol: beer, wine, booze, liquor, distilled spirits,
malt beverages, etc.
Amphetamines: speed, uppers, eve, biphetamine,
desoxyn, dexdeine, etc.
Anabolic steroids
Barbiturates: downers, Phenobarbital, butabarbital,
secobarbital, tuinal, amytal, etc.
Benzodiazepine: Librium, valium, ativan, azene,
clonopine, dalmone, diozepan, halcyon, paxipam,
restoril, serax, tranxene, verstran, xanax, etc.
Cannabiniods: marijuana, hashish, hash, hash oil,
pot, joint, reefer, spleaf, roach, grass, weed, etc.
Cocaine: coke, blow, snow, flake, crack, etc.
Methaqualone: Quaaludes, Ludes, etc.
Opiates : heroin, codeine, morphine, opium, dover's
powder, paregoric, parepectolin, etc.
Phencyclidine : PCP, angel dust, hog, etc.
Synthetic narcotics : methadone, dolophine,
metadose, propoxy-propoxyphene, darvocet, darvon,
dolene, etc.
Reporting the Use of Prescription and Non-
Prescriptions Medications: An employee or job
applicant may confidentially report to the Medical
Review Officer (MRO), after being tested, and test
results found positive, the use of prescription or non-
prescription medications because the presence of
these medications in the body may affect the outcome
of the test.
The MRO for the Village of Tequesta is:
Elite Services (Dr. Ken Michaels)
2218 Black Hawk Street
Clermont, FL 34711
Telephone: 1-800-297-4542
The following is a list of over-the-counter and
prescriptions drugs which could alter or affect drug
test results. (Note: due to the large number of
obscure brand names and the constant marketing
of new products, this list cannot be and is not
intended to be all-inclusive):
Alcohol: All liquid medications containing ethlyl
alcohol (ethanol). Please read the label for alcohol
content. As an example, Vick's Nyquil is 25% (50
proof) ethyl alcohol, Comtrex is 20% (40 proof),
Contact Severe Cold Formula Night Strength is 25%
(50 proof), and Listerine is 26.9% (54 proof).
Amphetamines: Obetrol, biphetamine, desoxyn,
Dexedrine, didrex, ioanamine, fastin, vicks nasal
inhalers
Cannabinoids: Marinol (dronabinol, THC)
Cocaine: Cocaine HCI topical solution (Roxanne)
Phencyclidine: Not legal by prescription
Opiates: Paregoric, parepectolin, donnagel pg,
morphine, Tylenol with codeine, empirin with
codeine, APAP with codeine, aspirin with codeine,
Robitussin AC, Guiatuss AC, Novahistine DH,
Novahistine expectorant, diluadid (hydromorphone),
M-S Contin and Roxano] (morphine sulfate,
percodan, vicodin, tussi-organidin, etc.
Barbiturates: Phenobarbital, tuinal, amytal,
Nembutal, seconal, lotusate, fiorinal, fioricet, esgic,
butisol, mebaral, butabarbital, butalbital, phrenilin,
triad, etc.
Benzodiazephines : Ativan, azene, clonopin,
dalmane, diazepam, Librium, xanax, serax, tranxene,
valium, verstran, halicion, paxipam, restoril, centrax,
etc.
Methodone: Dolophine, Metadose, etc.
Propoxyphene : Darvocet, darvon n. Jolene, etc.
Employees and applicants may consult with the MRO
for technical information regarding prescription or
non-prescription medications.
Drug Testing Laboratory: Testing of specimens for
the presence of illegal drugs and alcohol is performed
by the following laboratory, which is licensed by the
Florida Agency for Health Care Administration:
American Medical Laboratory
14225 Newbrook Drive
Chantilly, VA 22081
Positive Test Results: An employee or applicant
who received a positive confirmed test result may
explain or contest the result to the MRO within five
(5) working days after receipt of written notification
of the test result. If the employee's or applicant's
explanation or challenge is unsatisfactory to the
MRO, the MRO must report a positive test result
back to the Village of Tequesta. Within five (5)
working days after receipt of the positive confirmed
test results from the MRO, Tequesta will inform the
employee or applicant in writing of the positive test
result, the consequences of such results, and the
options available to the employee including the right
to file an administrative or legal challenge.
An employee or applicant may contest any positive
confirmed test result pursuant to law or to rules
adopted by the Agency for Health Care
Administration. Any employee or applicant
challenging a test result must notify the employer
and the drug testing laboratory of such challenge
in writing referencing the chain of custody
specimen identification number. If an employee is
involved in an accident and denied medical and/or
indemnity benefits, he or she may administratively
challenge the action by filing a Claim for Benefits
with a Judge of Compensation Claims. Employees
under a collective bargaining agreement may have
the right to appeal personnel actions taken as a result
of drug testing results. The employee or applicant is
solely responsible for the costs associated with a
challenge to test results, and the cost of re-testing the
same sample.
Actions Tequesta May Take Based Upon a
Positive Confirmed Drue Test Result: An
applicant with a positive confirmed drug test will not
be hired. An employee with a positive confirmed
drug test may be subject to one or more of the
following actions:
• Required to attend educational seminars and
courses and/or participate in an employee
assistance program
• Required to attend a rehabilitation program
• Discipline, including, but not limited to,
probationary employment, transfer to
another or less hazardous position, and/or
reduction in compensation
• Immediate discharge from employment
In addition, if an employee is injured in the
scope of his or her employment and drug tests
and/or other medical evidence indicates the
presence of illegal drugs or alcohol in the
employee's body at the time of the accident, the
employee may be required to forfeit any medical
or indemnity benefits available under the Florida
Worker's Compensation statute and may also
forfeit eligibility for unemployment benefits.
These penalties are in addition to any other
penalties that may apply either under this policy
or under applicable law.
Consequences of Refusing to Submit to a
Drug Test: Any job applicant who refuses to
submit to drug and alcohol testing, or who alters,
adulterates, or otherwise interferes with drug
testing collection samples, or analysis is
immediately disqualified from employment by
Tequesta.
Any employee who refuses to submit to drug and
alcohol testing when required under this Policy,
or who alters, adulterates or otherwise interferes
with drug testing collection, samples, or analysis
is subject to immediate termination and may
forfeit medical and/or indemnity benefits under
Florida's Worker's Compensation statute.
Local Employee Assistance Program: If you
are experiencing problems with drugs and
alcohol, you are encouraged to contact an
Employee Assistance Program or Rehabilitation
Program. The following are representative
Employee Assistance Programs or Drug
Rehabilitation programs that are available to you
within the locality:
High Point
5960 SW 106 Avenue
Cooper City, FL
Transitions Recovery Program
2040 NE 163 Street
Miami, FL
I-800-626-1980
The Retreat
555 SW 148 Avenue
Sunrise, FL
800-366-8466
The Center for Family
Services of Palm Beach County Inc.
12300 Alt. AIA, St. 203
Palm Beach Gardens, FL 33410
The Savannas Treatment Center
11211 Prosperity Farms Road
St. B-202
Palm Beach Gardens, FL 33410
561-622-8875
Effective Date of Policy: The Village of
Tequesta's Drug-Free Workplace Policy is
effective June 15, 1998. No testing will be done
before this date.
DRAFTED:RLC/July ]5, 2005, 3.12 Drug Free Policy
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
4
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: DISCIPLINE
POLICY: 3.13
EFFECTIVE: November 12, 2007
options:
a) Oral and/or written reprimand
b) Suspension
c) Probation
d) Disciplinary demotion
e) Dismissal
REVISED: NEW
PAGES:
CONTENTS : This policy consists of the following
numbered sections:
I. Policy Statement
11. Disciplinary Procedures
III. Types of Offenses and Examples of
Disciplinary Actions
PURPOSE: To establish a policy and procedure for
disciplining employees.
POLICY STATEMENT:
While the Village of Tequesta is committed to
attracting, recruiting and developing individuals of
the highest standards and integrity, it recognizes the
need to discipline employees who conduct
themselves in a manner that is detrimental to the
well-being of other employees, the Village and its
various customers. The disciplinary policy also seeks
to promote consistency in the treatment of similar
offences.
1t is the Supervisor's responsibility to bring to the
attention of the employee, any problems with his/her
personal or work habits, attitudes or productivity, at
the time that the deficiencies are observed, in a
constructive and reasonable manner, and to advise
the Village's management where further assistance is
required in resolving these problems. Disciplinary
procedures, depending upon the severity of the
offense/problem, consist of a progression of steps of
an increasingly serious nature. Subject to the
employee's right of appeal, a Department Head has
the following options for disciplining employees,
which may involve any or a combination of these
II. DISCIPLINARY PROCEDURES:
Oral and/or Written Reprimand
Unless the severity of the incident or offense
warrants a more strict response, an oral or written
reprimand is normally the initial action. A written
reprimand should explain the necessary corrective
action and indicate that severe measures will be taken
if the problem occurs again. A copy of the written
reprimand is filed in the employee personnel record
in the Department and in the Administrative Office.
A second written reprimand may be appropriate,
depending on the type, frequency and severity of the
offense and is at the discretion of the immediate
Supervisor and/or the Department Head.
Probation
An employee may be put on probation by a
Department Head as a disciplinary action. The
probation period is recommended by the Department
Head and along with any additional extensions.
The Department Head should prepare a written
statement of the reason for and expected duration of
the probationary period and submit to the Village
Manager, through the Human resources department.
Evaluations should be processed at appropriate
intervals, and, where the employee demonstrates
satisfactory improvement, the Department Head can
successfully terminate the probationary period Where
the probationary period is not successfully
completed, the employee will be terminated.
Suspension
A suspension is a temporary relief of duties without
pay and may be the first action taken in serious
situations. Department Heads may recommend the
suspension of employees under their supervision for
periods ranging for between one (1) day to one (1)
week, not to exceed 30 days in a 12 month period. If
a suspension is determined to be the best course of
action to protect the interests of the Village, the
employee may also be removed from duty, pending a
decision to terminate. A decision to terminate will
normally be made within the 30 day period.
Police Department suspensions may vary from this
procedure according to State Statute.
A written statement will be prepared by the
Supervisor or Department Head in cases of
suspension, specifically stating the length of
suspension, and the reasons for the action. Notice of
the charge(s) against the employee must be specific
and contain dates and sufficient detail to allow the
employee to properly prepare a response. The
statement shall be submitted to the employee within
twenty-four (24) hours of the first day the suspension.
becomes effective, including holidays and weekends.
The notice shall be delivered in person or by legal
service of process or by certified mail.
The 30-day limit on suspensions without pay may be
extended by the Village Manager when court action,
an investigation or a trial is pending against an
employee. If an employee is determined to be
innocent of the charges, and has not otherwise
engaged in conduct subject to dismissal, he/she may
be returned to duty and the matter of retroactive pay
will be decided by the Village Manager on the merits
of the individual case.
Disciplinary Demotion
A demotion for disciplinary purposes is a permanent
reduction in pay and/or job classification.
A disciplinary demotion occurs when a regular
employee is demoted by his/her Supervisor with the
approval of the Village Manager because he/she is
not adequately performing the requirements of the
job. The Supervisor must state the reasons for the
demotion in writing and the rationale for determining
that the employee will adequately perform the duties
of the new position. A copy of the demotion
statement is filed in the employee's file in the Human
Resources Department.
The employee's salary will be adjusted to the average
salary for the same or similar positions and may not
be less than the minimum of the range for the new
position.
Dismissal
A regular employee may be dismissed by the Village
Manager, upon the recommendation of the
Department Head, as appropriate. Dismissals are
discharges or separations made for just cause,
including, but not limited to misconduct, inability to
perform assigned duties, insubordination, or willful
violation of applicable rules and regulations.
Dismissal of a regular employee is effective only
after the person being discharged has been presented
with the reasons for the discharge specifically stated
in writing.
III. TYPES OF OFFENCES AND
EXAMPLES OF DISCIPLINARY
ACTIONS:
The following listings are not intended to be all
inclusive. tt is impossible to anticipate all potential
infractions and so the groupings are intended to
illustrate the genera] disciplinary avenues available to
Supervisors.
Group 1
1s1 Offense - Oral Reprimand
2"d Offense - Written Reprimand (record on file for
one year)
3~d Offense - Suspension up to one week without
pay
4`h Offense - Dismissal
Examples:
• Excessive tardiness/absenteeism
• Neglect or carelessness resulting in damage to
Village property
• Incompetence
• Rudeness or discourtesy to fellow employees
or to the public
• Unexcused absence(s)
• Failure to follow oral or written instructions
• Misconduct while on duty
• Behavior at any time which reflects an
unacceptable public image for the Village of
Tequesta
• Smoking or using naked flames in a prohibited
area
• Failure to wear uniform supplied by the
Village in the prescribed manner
• Entertaining personal visitors on the Village's
property for extended periods without
permission
• Unauthorized loading of software unto Village
computers or unauthorized copying of
software from Village computers
• Unauthorized use of computers for personal
work.
Group 2
1 S` Offense - Suspension - up to one week without
pay
2"d Offense - Dismissal
Examples:
• Willful failure to use safety equipment or
comply with safety rules
• Neglect or carelessness resulting in injury to
others or more than minor damage to property
• Improper use of sick leave
• Failure to report accidents or personal injuries
including those occurring while off-duty
• Intimidating or threatening a co-worker,
resident or Village customer
• Sleeping on the job
• Committing the Village to financial and/or
other obligations without prior authorization.
Group 3
I S` Offense -May result in dismissal
Examples:
• Gambling on Village property
• Conviction of a felony
• Being under the influence of intoxicants while
on-duty
• Insubordination, intentionally failing to carry
out instructions
• Absent without leave
• Unauthorized taking, destruction or
misappropriation of Village property or funds
• Falsifying of records or information, lying
• Possession, use or sale of alcoholic
beverages/illegal drugs while on Village
property or in Village equipment/automobiles
• Tampering with or falsifying any company
documents or records or deliberately giving
false information for Village record
• Receiving bribes or bribing anyone in relation
to the Village's business
• Improperly using one's position as a member
of staff for private advantage
• Unauthorized possession of firearms on
Village property.
DRP.FTED: MR/Aug 1, 2007/Filed: Discipline3.l3
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
3
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: COMPENSATION
POLICY: 4.1
EFFECTIVE: July 1, 2004
~F~ REVISED: A n~ ,~ nc ina°,.°ti ~nni~^.,..:~
1,-2007 November 12, 2007
New ^' employees Aare ordinarily be paid
based on the required knowledge, experience and
ability, the variety and scope of their responsibility,
and the physical and mental demands of the job,
factors which are summarized in the job
descriptions.t"° *'~° ~^*° °'^~^~
;ge
Promotions: See related Administrative Policy.
PAGES: 2
CONTENTS : This policy consists of the following
numbered sections:
L Policy Statement
II. New Employees
III. Cost-of-Living
IV. Performance Pay Increases
V. Classification Plan
PURPOSE: To establish policy and procedures for
compensating Village employees.
I. POLICY STATEMENT:
it is the policy of the Village ^~'' +"° ~ ^P *"~°
^'^~ «^ °°+°'~'~°"to maintain a compensation system
that will allow the Village to effectively compete for
and retain qualified personnel and to ensure that
salaries are equitable and commensurate with the
duties performed by each employee, while reco nizing
individual effort and contribution to the achievement
of the Village's goals..
~Salary schedules are developed for all
positions and shall be adopted by the Village Councils
unless specifically stated in ur a °"~" ^^^'~~ *^ ~"
er~Ieyees-net es~ered >3y a labor contract.
Employees covered by labor contract shall be
compensated as referenced in the applicable labor
agreement. Copies of labor agreements are available
for viewing in the Human Resource Office.
II. NEW EMPLOYEES:
Demotions: See related Administrative Policy
Transfers: See related Administrative Policy
III. COST-OF-LIVING:
Cost-of-living adjustments/salary modifications
may be granted by the Village Council upon
recommendation by the Village Manager from
time-to-time. To coincide with budget
preparation and to ensure consistency, the month
of May will be selected annually in determining
the COLA.
IV. PERFORMANCE PAY INCREASES:
Employees may be eligible for an annual
performance pay increase. Eligibility requires an
annual performance rating equal to or greater
than "average". Performance pay adjustments
are effective October 1 of each year. Employees
must have successfully completed their
probationary period to be eligible for such an
increase.
An employee's pay may not fall below the
bottom of the pay range, nor exceed the top of
the pay range.
V. CLASSIFICATION PLAN:
Jobs with similar duties and responsibilities are
assigned to the same salary level. The Human
Resource office conducts periodic studies of
various jobs when there is an indication the
employee is working above or below the
established responsibilities for that position.
These studies are normally initiated at the
request of the Department Head, but can also be
initiated by the Human Resources department,
and are conducted in accordance with the
Administrative Policy on Reclassifications.
Maintenance of the Salary Plan: The Human
Resource office shall be responsible for the
continuous maintenance and administration of
the Village's Compensation Plan. The review
will include an analysis of prevailing rates of pay
for similar positions in comparable labor
markets, organization, cost-of-living factors,
budgetary considerations, and other related
factors. On the basis of this information, the
Human Resource Director shall recommend
reclassifications to keep the plan current. Such
changes shall be approved by the Village
Manager and shall be submitted in the annual
budget to the Village Council.
DRAFTED:RLG/Feb13,2004/Files:Compensation 4.1
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA,FLORIDA
2
VILLAGE OF TEQUESTA
PERSONNEL POLICY
time off granted to an employee in lieu of overtime for
hours worked which exceed 40 hours during the regularly
scheduled work week.
TITLE: COMPENSATORY
TIME/OVERTIME
POLICY: 4.2
EFFECTIVE: July 1, 2004
REPLACES: e.in'~-.~-~:e.:-"~'~
4.10 (March 2001)
REVISED: November 12, 2007 Aseil-1,~'S
PAGES: 1
CONTENTS: This policy consists of the following
numbered sections:
L Policy Statement
II. Responsibilities
PURPOSE: To establish policy guidelines for the
recording, utilization, and auditing of overtime and
compensatory time performed by non-exempt employees of
the Village, in keening with the Fair Labor Standards Act.
L POLICY STATEMENT:
A. FLSA: This policy shall not be interpreted so as to
contravene the provisions of the Federal Fair Labor
Standards Act (FLSA). Union emp]oyees shall receive
overtime pay in accordance with their labor agreement.
B~Overtime: Overtime shall be defined as all work
performed in excess of 40 hours during the regular the
work week. Overtime shall be paid at a rate of one
and one-half times the employee's straight time hourly
rate. The followine do not count when calculatine
overtime:-fe exelnd
Sick leave
Holidays not worked
Personaldavs
Bereavement leave
D. Upon request of the employee, the Village may grant
compensatory time off in lieu of paid overtime at its
discretion at the rate of one and one-half times the hours
worked.
E. Compensatory time off may be accumulated to a
maximum of 80 hours to be used at a later time upon mutual
agreement.
F. Where a State of Emereencv is declazed locally.
refer to the "Compensation Policy" of the Village=s
Comprehensive Emereencv Management Plan, which
suoersedes this oolicv in respect of essential personnel.
II. RESPONSIBILITIES:
A. Department Heads:
1. It shall be the responsibility of each Department Head
to equitably administer the provisions of this policy within
their respective departments.
2. Department Heads are the authorized authority for the
approval of overtime requests. It shall be the responsibility
of the Department Head to determine whether overtime or
compensatory time be granted to the employee when
compensatory time is requested in lieu of overtime by the
employee.
3. Department Heads shall ensure that all overtime and
- -- Formatted: Bullets and Numbering
compensatory time earned and used is recorded on the proper
payroll report.
4. Department Heads will have discretion in the utilization
of overtime within their departments. Temporary
adjustments in working hours or realignment of duties within
the department should be considered as alternatives to the use~_
of overtime.
B. Individual Employee: It is the responsibility of the
individual employee to request compensatory time in lieu of
overtime if so desired.
Formatted: Bullets and Numbering
C. Compensatory Time: Compensatory time is defined as
1
C. Finance Department:
1. The Finance Depaztment shall ensure that a permanent
record of overtime/compensatory time accrued and used is
kept on all employees based on information provided by
Department Heads, and that the proper financial transactions
aze completed at the end of each pay period.
2. Upon sepazation from employment, the Human
Resource Department shall ensure that eligible employees
are paid all unused compensatory time.
DRAFTED: RLG/Feb 13, 2004/Filed: Overtime 4.2
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA,FLORIDA
VILLAGE OF TEQUESTA
PERSONNEL POLICY
time used during the first six months of employment,
shall be reimbursed back to the Village if the
employee fails to successfully complete probation.
TITLE: SICK LEAVE This deduction will be withheld from the employee's
final paycheck at the time of
POLICY: 5.1
EFFECTIVE: July 1, 2004 separatwn
REVISED: November 12
2007
PAGES
CONTENTS : This policy consists of the following
numbered sections:
I. Policy Statement
II. Accruals and Benefits
III. Notification
IV. Sick Leave Usage
V. Employee Responsibilities
VI. Sick Leave Shazing
VII. Sick Leave Buv Back
VA-V I I I. Termination
PURPOSE: To establish guidelines for the use of
sick leave for personal illness and on-the job injuries
for Village employees.
POLICY STATEMENT:
General. All full-time and part-time employees shall
be entitled to sick leave as follows:
Sick leave shall accrue as provided herein from the
date of initial employment. Un-represented full-time
employees shall be granted sick leave at the rate of
eight (8) hours for each calendar month of service.
The accrual of sick leave for represented employees
shall be in accordance with the applicable collective
bargaining agreement. Part-time employees who
re ug larly work 30 or more hours per week shalln~
be granted sick leave at a pro rata rate of six 6
hours for each calendaz month of service. Part-time
employees who regularly work less than 30 hours per
week are not entitled to sick leave. Any accrued sick
II. ACCRUALS AND BENEFITS:
Sick leave granted and not used shall accrue to the
credit of each such employee, up to a maximum total
accumulation of one thousand sic-two hundred and
ninety six (-1-001 296) hours. ::°° °~ °- °~°'~ '°
0
€ellews=
In any case in which an employee shall be entitled tot_
benefits or payments under the Workers'
Compensation Act or similaz legislation of the State,
or any other governmental unit, the Village shall pay
the difference between the benefits and payments
received under such Act by such employee and the
regular rate of compensation he would have received
from the Village if able to work. The foregoing
payment or contribution by the Village shall be
limited to the period of time that such employee had
accumulated sick leave credits as hereinabove
specified. Furthermore, the sick leave benefits herein
specified shall not be applicable to any employee
who is covered by any relief and pension act or
similaz legislation providing for sickness and/or
disability payments, or the State, granting
substantially equal or greater benefits than herein
provided. Sick leave shall not accrue during leaves
of absence without pay.
III. NOTIFICATION:
When any employee utilizes sick leave he/she must
notify his or her Department Head or designated
supervisor immediately. Notification should be
1
Formatted: Bullets and Numbering
within 30 minutes after the beginning of the
scheduled workday. Failure to do so may result in
denial of sick leave pay and disciplinazy action, if
appropriate. The employee should also let the
supervisor know when he/she expects to return to
work. Police and Firefighters have more stringent
notification requirements because of their need to
provide adequate shift coverage.
A full-time employee who is on sick leave as above
specified for a period of €we-three (33) days or longer
shall, bring a doctor's release statement indicating
any work restrictions.
An employee who is on disability or sick leave shall
keep his/her supervisor advised on a daily basis as to
the employee's condition and expected date of return
to duty. If requested, the employee shall provide a
doctor's certificate stating the cause of the absence
and the nature of the illness before sick leave
payment is authorized.
IV. SICK LEAVE USAGE:
Sick leave benefits shall apply to bona fide cases of
sickness, accidents, doctor or dental appointments,
maternity leave, and requests for the employee's
presence by immediate family, doctor or clergy due
to family illness or emergency.
Sick leave shall be rounded off to the nearest half
hour.
No sick leave will be given to an employee in excess
of the amount earned and available to the employee.
When an employee is transferred to another position,
any unused sick leave which may have accumulated
to the employee's credit shall transfer with the
employee.
An employee may utilize vacation time when sick
leave has been exhausted, with authorization from
their Department Head.
Eazned sick leave accruals must be exhausted prior to
taking an unpaid medical leave of absence.
V. EMPLOYEE RESPONSIBILITIES:
It is the responsibility of each Department Head or
designated supervisor to ensure the provisions of this
policy aze observed. Corrective action should be
taken in instances of suspected abuses or
misinterpretation of the utilization of sick leave.
Department Heads will ensure that any sick leave
used will be reflected with the submission of time
sheets.
It is the responsibility of the Human Resource
Director to ensure that proper accountability of sick
leave is kept on all eligible employees. This shall
include keeping a record of accruals and utilization.
Departments may establish more restrictive sick
leave procedures as long as they aze not in conflict
with applicable labor contracts and are necessazy for
the effective operation of the department.
VI. SICK LEAVE SHARING:
The Village Manager may permit afull-time or part-
time employee to receive sick leave donations from
other qualified employees under this subsection if:
1. The employee suffers from an illness, injury,
impairment, or physical or mental condition which is
of an extraordinary or severe nature and which has
caused, or is likely to cause, the employee to:
(a) Go on leave without pay status; or
(b) Terminate Village employment,
2. The employee's absence and the use of shared sick
leave are justified.
3. The employee has depleted or will shortly deplete
his or her annual vacation leave and sick leave
reserves.
4. The employee has abided by all personnel rules
regarding sick leave use.
The Village Manager shall determine the amount of
sick leave, if any, which an employee may receive
under this section. However, an employee shall not
receive, in donations, a total of more than seven
hundred and twenty hours (720) of donated sick
leave.
Donated sick leave shall be utilized in the order of
receipt by the Village Manager. Such leave shall be
donated in eight (8) hour increments.
The amount of sick -eave time transferred under this
section which remains unused shall be returned to the
2
employee or employees who transferred the leave at
the time the Village Manager finds that the leave is
no longer needed or will not be needed at a future
time in connection with the illness or injury for which
the leave was transferred.
VII. SICK LEAVE BUY BACK
Effective December 1 of each fiscal year, any eligible
employee who has been continuously employed for at
least twelve (12) months and who has an accrued
sick leave balance of 480 hours. and who has taken
no more than forty (40) hours of sick leave during the
the twelve (12) month period immediately preceding
December 1 of each fiscal year, may surrender 40
hours for cash Qayment at one hundred percent
(100%) of their current hourly rate. Any additional
eligible hours may be redeemed at fifty percent
(50%) of their current hourly rate. However,
employees must have at least 360 hours of sick leave
remaining after surrendering sick leave for cash
gayment, to be eligible to buy back sick leave under
these provisions.
VIII. V-FI. TERMINATION:
Employees who resign with the proper two-week
notice, who have not been terminated for cause and
who have been an employee for at least one yeaz aze
reimbursed for a portion of sick leave accrued.
Payment for any sick leave shall be provided to those
full-time and part-time who have successfully
completed their probationary period. Temporary
employees and Interim Firefighters are not eli ig ble
for sick leave Qavment. The amount of
reimbursement shall be a percentage of any accrued
sick leave, up to the maximum accrual amount. The
percentage is based on whole completed yeazs of
service with the Village as follows:
One (1) through four (4) completed yeazs of
employment - 25 percent reimbursement for sick
leave.
Five (5) through nine (9) completed years of
employment - 33 percent reimbursement for sick
leave.
Twenty (20) or more completed yeazs of employment
- 50 percent reimbursement for sick leave.
DRAFTED : RLGNec 29,2003/Filed: Sick Leave 5.1
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
t------' Formatted: Bullets and Numbering
'------- Formatted: Bullets and Numbering
Ten (10) through nineteen (19) completed yeazs of
employment -43--40 percent reimbursement for sick
leave.
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE• VACATION LEAVE Unless specified otherwise in an applicable collective
• bargaining agreement, an employee may accumulate
POLICY: 5.2 up to a maximum of 320 hours (40 days) accrued
vacation leave. Vacation time earned in excess of
EFFECTIVE: July 1, 2004
REVISEDPLACED: #It~ela
20A7November 12, 2007
PAGES:
said maximum limit shall be used prior to October 1
of each year or forfeited. On September 1 of each
year, employees with vacation accruals in excess of
160 hours, may surrender some or all of their excess
hours for cash payment at their hourly rate of pay.
Employees must use 80 hours of vacation time per
year, to be entitled to surrender hours for cash.
CONTENTS: This policy consists of the following
numbered sections:
I. Policy Statement
II. Full-Time Employees
III. Part-Time Employees
IV. Approval Process
PURPOSE: To outline vacation policy for
employees. To assure that vacation schedules are
made with full reference to the operating needs of the
Village. To provide for a procedure of approval and
communication.
I. POLICY STATEMENT:
After completion of the initial probationary period,
employees are eligible to use vacation leave. After
the successful completion of the probationary period,
employees are credited the amount of vacation leave
accrued from the date of hire. An employee who
separates from employment prior to the successful
completion of the probationary period is not entitled
to a payout for any vacation leave.
Vacation leave is accrued at the following rates
II. FULL-TIME EMPLOYEES:
Date of hire through fourth (4) year- 10 days/80 hrs
Fifth (5) year through ninth (9) year-15 days/120 hrs.
Vacation leave shall be expended in increments of
not less than four (~4) hours. Vacations shall be
scheduled at such times as the Department Head
approves and finds most suitable after considering the
wishes of the employee and the requirements of the
department.
III. PART-TIME EMPLOYEES:
Vacation Leave for Part-Time Employees: part-time
employees who separate from the Village may
receive compensation at their regular rate of pay for
each hour of vacation earned. Part-time employees
who re ug larly work (30 or more hours a week,
e~Io-yees~ shall accrue vacation at the rate of
'2.4615 hours per pay period or sixty four (64)
hours per year.
TRANSFERS. If an employee transfers from one
department within the Village to another, the
vacation leave credits shall also be transferred.
The established period of determining vacation credit
will be from the employee's date of hire. Vacation
credit earned by an employee cannot be transferred to
another employee.
Temporary employees shall not earn vacation nor be
entitled to vacation upon termination of
their emplovment, with the exception of Interim
Firefighters, who are entitled to vacation based on the
terms of their contract.
Tenth (10) year or more - 20 days/160 hrs. Represented employees earn vacation time in
accordance with their respective union agreement.
Vacation leave will not accrue while an employee is
on leave of absence without pay. Accrued and
unused vacation leave may be used to supplement
sick leave if the employee has exhausted sick leave
accruals.
Paid holidays occurring during vacation are not
charged to vacation.
IV. APPROVAL PROCESS:
1. Department Heads are responsible for
managing the vacation schedules in their departments
and for administering the provisions of this policy.
Where an employee formall}_requests vacation and a
manager does not approve it, the employee shall not
be subject to the forfeiture clause in Section II above.
The manager shall then advise the Human Resources
department in writing, of the reasons for the refusal,
which must show the department's exigencies which
required such action.
2. The Village Manager shall approve all
vacation schedules for Department Heads.
3. Vacation approvals by Department Heads
and by the Village Manager shall be made only when
the efficiency of Village operations will not be
adversely affected.
4. Unless approved by the Village Manager:
a. A Department Head and next ranking
employee cannot take vacations at the same time, and
b. No more than three (3) Department Heads
shall take vacation at the same time.
DRAFTED: RLG/Feb 03, 2004/Filed: Vacation 5.2
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
2
VILLAGE OF TEQUESTA
PERSONNEL POLICY
Saturday/Sunday, the holidays will be observed on
the following Monday and Tuesday.
TTTLE: VII,LAGE HOLIDAYS
POLICY: 5.3
EFFECTIVE: July 1, 2004
REVISEDI~4EES: `;81- _
399~November 12, 2007
PAGES: 1
CONTENTS: This policy consists of the following
numbered sections:
I. Policy Statement
PURPOSE: To provide a policy for uniform
administration of standard Village holidays.
I. POLICY STATEMENT:
The Village shall celebrate the following holidays off
with pay for full-time and part-time non-union
employees:
NEW YEAR'S DAY -January 1
MARTIN LUTHER KING - 3rd Monday in Januazy
PRESIDENT'S DAY - 3rd Monday of February
MEMORIAL DAY -Last Monday of May
INDEPENDENCE DAY -July 4
LABOR DAY - 1st Monday of September
VETERAN'S DAY -November 11
THANKSGIVING DAY- 4th Thursday ofNovember
DAY AFTER THANKSGIVING
CHRISTMAS EVE DAY -December 24
CHRISTMAS DAY -December 25
NEW YEAR'S EVE -December 31
Part-time employees shall receive a pro rata share of
compensation at their regular straight time hourly rate
for each approved holiday.
If any holiday mentioned above falls on an
employee's regulazly scheduled day off, the employee
shall be compensated either through holiday pay or
holiday compensatory time.
When a holiday falls within a period of paid leave,
the holiday shall not be counted as a leave day in
computing the amount of leave debited.
Non-exempt employees required to work on any
designated holiday shall receive overtime pay in
addition to the holiday pay.
DRAFTED: RLG/Feb 12, 2004/Filed: Holidays 5.3
APPROVAL:
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 2 +`" and 25.`" and
-------- --------------------------------
December 315` and January 15` fall on a
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
Formatted
Formatted
J - Formatted
Formatted
VILLAGE OF TEQUESTA
TITLE: FAMILY OR MEDICAL LEAVE
(FMLA)
POLICY: 5.7
EFFECTIVE: July 1, 2004
RFPLACED• c m w,r....,.~. '1M1 A ....~1 1
30075.02 March 2001
REVISED: November 12.2007
PAGES: 3
CONTENTS: This policy consists of the following
numbered sections:
1. Policy Statement
II. Covered Reasons
III. Employee Eligibility
IV. Calculation of Leave
V. Procedures
PURPOSE: To establish a policy and guidelines
for the use of family or medical leave for Village
employees.
I. POLICY STATEMENT:
General. As provided by the 1993 Family and
Medical Leave Act (FMLA), all eligible employees
shall be entitled to take up to 12 weeks of unpaid,
job-protected leave during any 12 month period for
specified family and medical reasons. This policy is
intended to follow_ the FMLA, including the terms
and definitions generally contained therein
II. COVERED FAMILY OR MEDICAL
REASONS
An eligible employee shall be entitled to 12 weeks of
unpaid leave during a 12-month period for one or
more of the following reasons:
PERSONNEL POLICY
1) the birth or placement of a child for adoption or
foster care;
2) to care for an immediate family member (spouse,
child, or parent) with a serious health condition; or,
3) to take medical leave when the employee is
unable to work because of a serious health condition.
4) a serious health condition, which shall be defined
as an illness of a serious and long-term nature
resulting in recurring or lengthy absences. Treatment
of such an illness would occur in an inpatient
situation at a hospital, hospice, or residential medical
Gaze facility, or would consist of continuing care
provided by a licensed health care provider.
An employee may take leave if a serious health
condition makes the employee unable to perform the
functions of his/her position. Employees with
questions about whether specific illnesses aze
covered under this policy or under the Village's sick
leave policy aze encouraged to meet with a
representative from the Human Resource
Department.
III. EMPLOYEE ELIGIBILITY. An
employee shall be entitled to family leave when
he/she meets the following criteria:
1) The employee has worked for at least 12 months
for the Village. The twelve months need not have
been consecutive. (If the employee was on the
payroll for part of a week, the Village will count the
entire week. The Village considers 52 weeks to be
equal to twelve months.)
~~-The employee has to have worked for theF
employer for at least 1,250 hours over the 12
months before the leave would begin.
~3) If both an emnlovee and his/her spouse are
employed by The Village of Teauesta. their
combined time off may not exceed 12 work
weeks during any 12 month period for birth.
adontion, or foster caze. or care of a parent with a
serious health condition. Each spouse is.
however, eligible for the full 12 weeks within a
Formatted: Bullets and Numbering
12 month period to care for a son. dau htg er, or
spouse with a serious health condition.
IV. CALCULATION OF LEAVE. Eligible
employees can use up to 12 weeks of leave during
any 12 month period. The Village will use a rolling
12 month period measured backwazd from the date
an employee uses any FMLA leave. Each time an
employee uses leave, the Village computes the
amount of leave the employee has taken under this
policy, subtracts it from the 12 weeks, and the
balance remaining is the amount the employee is
entitled to take at that time. For example, if an
employee has taken 5 weeks of leave in the past 12
months, he or she could take an additional 7 weeks
under this policy.
Use of Paid and Unpaid Leave. If an employee has
accrued paid leave of less than 12 weeks, the
employee will use paid leave first and take the
remainder of the twelve weeks as unpaid leave.
If an employee uses leave because of his/her own
serious medical condition or the serious health
condition of an immediate family member, the
employee will first use all paid vacation, personal or
sick leave, and then will be eligible for unpaid leave.
An employee using leave for the birth of a child will
use paid sick leave for physical recovery after
childbirth. The amount of sick leave utilized after
this point will be decided on a case by case basis.
The employee then may use all paid vacation or,
personal eF-family leave, and then will be eligible for
unpaid leave for the remainder of the 12 weeks.
An employee using leave for the adoption or foster
care of a child will use all paid vacation or, personal
^~-`.~:,~':y leave first, and then will be eligible for
unpaid leave for the remainder of the 12 weeks.
Intermittent Leave and Reduced Work Schedules
In certain cases, intermittent use of the twelve weeks
of family or medical leave or a part of a reduced
work week may be allowed by the Village.
Employees wishing to use leave intermittently or to
utilize a reduced work week for birth or adoption
purposes will need to discuss and gain approval for
such use from the employee's Department Head and
the Human Resource Department.
serious medical conditions whenever fly
necessary. If the need to use leave is foreseeable and
based on preplanned and prescheduled medical
treatment, then the employee is responsible to
schedule the treatment in a manner that does not
unduly disrupt the Village's operations. This
provision is subject to the approval of the health care
provider.
The Village of Tequesta may require an employee on
intermittent leave to transfer temporarily to an
available alternative position for which the employee
is qualified, if the position has equivalent Qay and
benefits and better accommodates recurring periods
of leave than the em~lo ey e's regular position.
On agreement between the employee and the Village.
an employee may choose to take family leave on a
reduced leave schedule. This may involve reducing
his/her usual number of hours per work day or work
week during the leave. The duration of the leave will
remain at a 12 week maximum.
V. PROCEDURES:
Procedure for requesting leave. All employees
requesting leave under this policy must complete the
Family/Medical leave form available from the
Human Resource Department.
When an employee plans to take leave under this
policy, the employee must give the Village 30 days
notice. If it is not possible to give 30 days notice, the
employee must give as much notice as is possible.
An employee undergoing planned medical treatment
is required to make a reasonable effort to schedule
the treatment to minimize disruptions to the Village's
operations.
While on leave, employees are requested to report
periodically to the Village regarding the status of the
medical condition, and their intent to return to work.
Where the employee is iniured on the iob and is out
from work under workers' compensation. time
towazds FMLA will coincide with the time off under
workers' compensation. If the employee is unable to
return to work in the time specified in the Villaee's
FMLA policy, the Medical No-Pay Leave of Absence
policy, or as specified in the union contract
employment with the Village will be terminated.
Employees may also use family or medical leave
intermittently or as part of a reduced work week for
2
Procedure for Notice and Certification of Serious
Health Condition.
On occasion, the Village may require the employee to
provide notice of the need to utilize leave (where it is
possible to know beforehand) and/or may require the
employee to provide certification of an employee's or
immediate family member's serious health condition
by a qualified healthcare provider.
Qualified health caze providers include: doctors of
medicine or osteopathy, podiatrists, dentist, clinical
psychologists, optometrists, and chiropractors, nurse
practitioners and nurse-midwives authorized to
practice under State law and performing within the
scope of their practice under state law; and Christian
Science practitioners listed with the First Church of
Christ, Scientist in Boston, Massachusetts.
When seeking certification of a serious medical
condition, an employee should ensure that the
certification contains the following:
1) Date when the condition began; expected
duration; diagnosis; and a brief statement of
treatment.
2) If employee is seeking medical leave for his/her
own medical condition, certification should also
include a statement that the employee is unable to
perform the essential functions of the employee's
position.
3) For a seriously ill family member, the certification
should include a statement that the patient requires
assistance and that the employee's presence would be
beneficial or desirable.
4) If taking intermittent leave or working a reduced
schedule, certification should include dates and
duration of treatment and a statement of medical
necessity for taking intermittent leave or working a
reduced schedule.
If deemed necessazy, the Village may ask for a
second opinion. The Village will pay for the
employee to get a certification from a second doctor,
which the Village will select. If there is a conflict
between the original certification and the second
opinion, the Village may require the opinion of a
third doctor. The Village and the employee will
jointly select the third doctor, and the Village will
pay for the opinion. The third opinion will be
considered fina-.
a2estoration to Position
When an emplovee returns to work following a
family leave, she/he must be:
a. Restored to the position held by the emplovee~
when the leave be ag n_or
b. Restored to an equivalent (not comparable or
similar) position with equivalent employment
benefits, pay, and other terms and conditions of
employment.
[fan employee would have been laid offhad she/he
not been on a family leave of absence, any right to
reinstatement will be whatever it would have been
had she/he not been on a leave of absence when the
layoff occurred.
Effect on Accrued Benefits
Taking a family leave will not result in the loss of
any emplovee benefit accrued prior to the date on
which the leave began. An emplovee will not accrue
any right, benefit, or position of employment other
than one which she/he would have been entitled to
had a leave not been taken.
Continuation of Employee Benefits
An emplovee on a family leave may remain a
participant in The Village of Tequesta's emplovee
benefit plans throughout the duration of the leave, as
if actively employed. She/he will be required to pay
the same cost of coverage as if actively at work. If
the emplovee fails to return to work at the conclusion
of the leave. The Village of Teguesta may require the
employee to reimburse it for the full cost of health
care coverage during andperiod of unpaid leave
However, the employee maw not be asked to
reimburse The Village of Tequesta if she/he fails to
return to work because of legitimate medical reasons
or circumstances beyond the employee's control: or
because of the continuation, recurrence, or onset of a
serious health condition.
DRAFTED: RLG/Mar 12, 2004/Filed: FMLA 5.7
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
---~ Formatted
Formatted: Bullets and Numbering
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TTTLE: LEAVE OF ABSENCE
POLICY: 5.8
EFFECTIVE: July 1, 2004
REVISEDPLACED: NC\I/A...-:1
2007November 12, 2007
PAGES: 2
CONTENTS: This policy consists of the following
numbered sections:
I. Policy Statement
PURPOSE:
1) To establish procedures by which an-a re _ ug lar,
full-time employee, with over twelve (12) months of
continuous service may request a leave of absence
from employment with the Village; 2) To establish
conditions of which approved requests for leave of
absence are administered.
advancement, personal or family situations. Such
leaves may be ganted after vacation accrual has been
exhausted. Sick leave accruals may not be used for
non-medical leaves. Medical leave without pay may
be ganted for a period, which when combined with
other leaves, may not to exceed six months. For
unionized employees, the provisions of their union
contract limit maximum time off. Medical leave may
be used for disability/illnesses (including
maternity-related disabilities) which extend beyond
the period of accrued sick leave and FMLA
eli ibility. (Vacation accruals mushy also be used
before starting an unpaid medical leaves after sick
leave accruals are exhausted.)
Requests for medical leave must be accompanied by
documentation from the employee's attending
physician. All leave requests, both medical and
non-medical, will be routed to the respective
department head for approval. Approved requests
shall be forwarded to the Village Manager for review
and concurrence via the Personnel Action Form.
Under no circumstances may an employee use a
leave of absence to work for another employer or to
pursue self-employment. Leaves are designed to
accommodate employees who have critical personal
situations only.
I. POLICY SATEMENT:
Requests for leave of absence without pay shall be in
writing on a Personnel Action Form and shall state
specifically the reasons for the request, the date
desired to begin the leave, and the date of return. The
request shall normally be submitted by the employee
to the affected Department Head. The Department
Head shall recommend to the Village Manager
whether the request should be ganted, modified, or
denied. The Village Manager shall then make a
decision based upon the best interest of the Village,
giving due consideration to the reasons given by the
employee, and the requirements of any applicable
State and Federal laws.
No sick leave, holiday, vacation benefits or any other
fringe benefits shall accrue while the employee is on
leave of absence without pay. T"° °^~^'^~~°°'°
of the al3~nse a r *"° ^r ^..*;^°
h~~
Any employee on an approved leave of absence may
continue his or her medical, dental and life insurance
coverage by paying the full cost to the Village in
advance for each month or portion thereof of which
he or she is absent, subject to limitations set by the
insurance Garner.
The Village Manager may gant a re ug lar, full-time
employee a leave of absence without pay not to
exceed ninety (90) days for non-medical purposes.
Non-medical leave is unpaid leave time for career
Upon expiration of the leave of absence, the
employee shall be reinstated in the position held at
the time the leave was ganted or another equivalent
position. Return from a medical leave of absence
requires a health care provider's release p~?
1
Upon extenuating circumstances, the Village
Manager^^^^~^*~^R °••*"^r~*•~ may grant an extension
of a leave period upon written request by the
employee. A~&~h extension may not exceed
thet-lee six months provision outlined above, nor any
union contract provision limiting maximum time off
the job• and will be based on departmental as well as
employee considerations.
Employees who fail to return to work on the date
specified in the leave request without receiving an
extension in advance are subject to disciplinary
action up to and including termination.
DRAFTED: RLG/Mar 15, 2004/Filed: Leave of Absence 5.8
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORH)A
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: PERSONAL DAYS
DRAFTED:RLG/Jan 7, 2005/Personal Days 5.9
POLICY: 5.9
EFFECTIVE: January 1, 2005
REVISED: NL'xx~~.._;~ ~ inn-rNoyember I2, 2007
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
PAGES: 1
CONTENTS: This policy consists of the following
numbered sections
L Policy Statement
PURPOSE: To establish policy on the use of personal
days.
1. POLICY STATEMENT:
Each regular employee who works a typical eight (8)
hour per day schedule or shift is entitled to three (3)
personal days per year. These days are credited to
employees on January 1 of each year and must be used
before or on December 31 of the same year. Personal
days do not accrue beyond the calendar year.
Probationary employees shall receive personal days
pro-rated from the time after which they become
permanent employees. Personal days shall be
scheduled and approved in advance.
Three (3) additional days of personal leave per
calendar year are provided to exempted employees
who are not eligible to earn either overtime or
compensatory time.
Personal days are not eligible for pavout upon
termination. Employees may use personal days in
minimum increments of four (4 hours.
1
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TTTLE: TRAVEL EXPENSES
POLICY: 6.1
EFFECTIVE: July 1, 2004
REVISED: ,
30~7August 10, 2007
PAGES: 2
CONTENTS: This policy consists of the following
numbered sections:
I. Policy Statement
II. Overnight Trips
III. Local Travel and Expenses
IV. Non-Allowable Expenses
PURPOSE: To establish policy guidelines on Village
reimbursement for expenses while on Village business.
POLICY STATEMENT:
It is the policy of the Village to cover expenses
incurred b employees for reasonable and
necessary expenditures made by erployees while on
official Village business, to include lod ing, and-meals
and mileage. ~".:::,ube ::il~ :.°~ ...,..,.,.°,, ° _
ore,- ellR.vable-e~rpenses en aetaal east basis. ,41I
. Requests for
these excenditures may be said in advance or as a
reimbursement. Claims for reimbursement of travel
expenses, other than mileage, shall be accompanied by
invoices and/or receipts showing proof of payment of
such claims, .,,. .::e ~°" ,,,.,.,' - dic.« d,
cc,,~ ,...~ pe.
~~.
II. OVERNIGHT TRIPS: LODGING,
MEALS AND MILEAGE
a-Lodging and Meals. HoteUmotel and meal expenses
may be paid in advance by the Finance
Department. This requires a check request
submitted by the appropriate department. If
expenses aze to be reimbursed it will be done on
completion of the authorized travel and requires
submittal of the proper claim. A
- F '-'-" Formatted: Indent: Left: 0", Numbered +
Level: 1 + Numbering Style: a, b, c, ... + Sti
at: 1 + Alignment: Left + Aligned at: 0.5" +
Tab after: 0.75" + Indent at: 0.75", Tab stc
reasonable class of accommodation shall be selected ~•. 0.25", List tab + Not at 0.75"
where choice is available. The single rate should be
cleazly indicated on all receipts. Formatted: Indent: Left: 0"
Formatted: Condensed by 0.1 pt
b_Meal expense daily ~"°~-~rrates aze:
Breakfast -- $ 6.00
Lunch -- $ 12.00
Dinner -- $ 18.00
c. Mileage Allowance. Employees
who utilize their personal vehicles on travel
assignments will be paid the allowable Federal IRS
Publication 1542 rate "'^° ° ° c -'-• ° °'-«
Bents-X0:48). Each employee who drives a private
vehicle on Village business must have liability
insurance on said vehicle.
When two or more employees aze attending the same
seminaz, convention, or meeting, carpooling shall be
practiced whenever possible. The actual speedometer
reading or the results from a reliable mile calculator
tool from Village Hall or home to destination and
return to Village Hall or home ma be used for
reimbursements. Where requests are submitted in
advance of travel, the mile calculator print-out may be
used to establish distance. The Village will only oav
for direct travel from Village Hall or home to
destination and back
III. LOCAL TRAVEL AND EXPENSES:
a. Local Mileage. No mileage will bey--"-- Formatted: Bullets and Numbering
paid for commuting from an employee's personal
1
residence to Village Hall or a work station
b. Local Meals. Reimbursement for
meals will be allowed only where the employee is
attending a seminaz or conference as a representative
of the Village for a specific purpose, or where the
employee's attendance will directly benefit the Village.
The request for reimbursement of local meals should
including the following information:
(I) Date
(2) Place
(3) Meeting Attended
(4) Specific Reason for Attendance
Pazking Fees will be reimbursed by actual cost and
receipts shall be presented where possible.
If an employee reimbursement is necessary, the
reimbursement will be handled by the Finance
Department after the "Travel Expense" form is turned
in.
1V. NON-ALLOWABLE EXPENSES:
1. Tobacco.
2. Alcoholic beverages.
3. Entertainment.
4. Personal telephone calls to home (limited to
one per day).
5. First class travel accommodations when
economy or coach class aze available.
6. Fines, forfeitures or penalties.
7. Expenses of a spouse or other non-employee
8. Loss or damage to personal property.
9. Bazber, beauty parlor, shoe shine or toiletries
10. Personal postage.
DRAFTED: RLG/Feb 9, 2004/Filed: Travel Expenses 6.1
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
2
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: TRAINING PROGRAMS
POLICY: 6.2
EFFECTIVE: July 1, 2004
REVISEDRbAf-EB: NE`~1 '' '
~'FNovember 12, 2007
PAGES: 2
CONTENTS: This policy consists of the following
numbered sections:
1. It is the policy of the Village to encourage
and coordinate training opportunities for employees
and supervisors in order that services rendered to the
Village will be more efficient and effective.
II1. WORK RELATED PROGRAMS,
SEMINARS, CONFERENCES,
CONVENTIONS AND WORKSHOPS:
The Village normally pays for these programs in
advance, provided that funds have been budgeted and
an invoice is submitted from the organization. Where
the employee pays for the prim directly, any
request for reimbursement will be processed after the
emoloyee has attended the program. Where a
certificate of attendance or completion riven, a copy
should be submitted to the Human Resources
department.
L Definitions
IL -I'. Policy Statement
III. Work Related Programs, seminars,
conferences, Conventions and Workshops
IV. Tuition Reimbursement- Higher Education
Programs, including degrees and
certifications
II-V. Procedure
III Dom..,. o.~...e
PURPOSE: To promote and facilitate training and
career education which meets the dynamic needs of the
Village.
DEFINITIONS:
As addressed by this policy, training is defined as any
work related pregratt~--seminar, conference,
convention, course,~r workshop or higher education
program attended by an employee whose tuition and
expenses are funded in whole or in part by the Village
er-while the employee is in a paid status with the
Village. Eligible employees for formal higher
education elective programs and courses are detned as
regular full-time or re ug lar part-time employees with a
minimum of one (1]_vear continuous service. Regular
part-time employees are excluded tiom the tuition
reimbursement programs outlined in Section IV.
IL POLICY STATEMENT:
Except where the Village required attendance at these.
oroerams_ employees will be required to repay the
Village on a pro-rated basis, where they terminate
employment within one (1) month of attendance. Time
in attendance at these short oroerams areis considered
trainin he ours
1V TUITION RE[MBURSEMENT-
Ii1GHER EDUCATION PROGRAMS
INCLUDING DEGREES AND
CERTIFICATIONS:
~. Employees aze encouraged to continue their
formal education through participation in
off~uty/non-working hours educational programs.
Reimbursement for educational expenses incurred by
such participation may be granted for job related
courses with prior approval of the Department Head,
provided funds have been budgeted for such
reimbursement. Programs must be approved in
advance by the department head and the Village
Manager, using the Employee "tuition Assistance
Request Form.
Any reimbursement shall only be after successful
completion of the course/ program. Successful
completion shall be defined as receipt of a certificate
of satisfactory completion or a grade of C (2.0 grade
point) or better in the case of academically rated
1
Formatted: Bullets and Numbering
courses (or attainment of pass in a pass/fail grading
system.). Tuition reimbwsement is for the course
only, un to a maximum of $3,000 per fiscal year; no
reimbursement will be allowed for books, lab fees,
travel expenses or material costs. Approval for tuition
reimbwsement shall only be allowed for cowses
offered by accredited colleges, universities or
vocational training institutes.
Request for reimbursement must be made within 30
days following the completion of the cowse of study.
T.n:.,:..... .,, 1......o... ^.,~ ..,11.... ,.:I., I.I^ r ....I.,
~L.,...,, ~ ..I^.,^e.... 1.,. L.,,. o .... F.11., .. ...,.small the
Consideration of employee requests for tuition
reimbwsement is dependent upon budgetary
constraints and the recommendation of that employee's
Department Head. Time spent in attendance at these
courses and higher education programs shall be
considered the employee's personal time and is not
counted as time worked. Where the emolovee
terminates employment within six (6) months of
attendance, the employee will be regLuired to repay the
Village on a pro-rated basis.
3. [t is the policy of the Village to maximize
sen+p'. ;~°rts;on, refs^'m,o:~and transference of
knowledge resulting from training provided by the
Village.
4. This policy is subject to and limited by the
conditions of an affected employee's labor contract.
V~-1-F. 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
Resowce Office for resolution.
3. Village-sponsored and required training shall
generally be arranged during regularly scheduled work
hours. A Department Head may change the standard
work hours to accommodate or require attendance at
such training activities. Such required training shall be
2
recorded as time worked within the meaning of this
policy.
4. Employees who acquire training on their own
time and expense are encowaged to notify the Human
Resource Office so the infonnation can be noted in the
employee's personnel file.
5. The Human Resowce Office shall maintain
an employee training history, and shall periodically
audit training attendance and policy compliance.
DRAF"f ED: RLG/Niar 22, 2004/Filed: Traiaiag Programs 61
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: SAFETY AND ACCIDENT
PREVENTION
POLICY: 7.9
EFFECTTUE: July I, 2004
REV ISEDP~e1£TSB:
3A94November 12, 2007
PAGES:
CONTENTS: This policy consists of the following
numbered sections:
I. Policy Statement
II. Responsibilities
PURPOSE: To establish guidelines and lines of
responsibility for maintaining a safe and healthy work
environment.
POLICY STATEMENT:
The Village recognizes the need for the development
of safe working practices for every employee and
desires to promote on-the job safety by encouraging
the proper design and use of buildings, equipment,
tools, and other devices.
Administration of the safety program should be the job
of the supervisor. They should be constantly on the
alert to observe and report unsafe working practices or
existing hazazdous working conditions with the aim of
immediate correction. Each Department Head or
supervisor shall make sure that the employee under
his/her supervision is well acquainted with existing
safety rules and shall see that the rules aze uniformly
enforced. Safety education of all employees shall be
promoted by supervisors adhering to all safety rules.
II. RESPONSIBILITIES:
It is the responsibility of all employees to cooperate in
making the safety program work. Employees must:
1. Observe all Village saferi and health rules ands------- Formatted: Bullets and Numbering
apply the principles of accident prevention in my
day-to-day duties.
2. Report any iob-related injury, illness or property
damage to my supervisor and seek treatment
promptly.
3. Report hazazdous conditions (unsafe equipment,
floors, materials and unsafe acts to my supervisor
or safety committee representative prom~v.
4. Observe all hazazd warning and no smokin sg igns
5. Keep aisles, walkways and working areas clear of
slipping/ttipping hazazds.
6. Know the location of fire/safety exits and
evacuation procedures.
7. Kee all emer enc a ui ment such as fire
extinguisher, fire alarms, fire hoses, exit doors.
and stairways cleaz of obstacles.
8. Not report to work under the influence of
alcoholic beverages or drugs nor to consume them
while on company premises.
9. Refrain from fighting, horseplay. or distracting
my fellow workers.
10. Remain in my own work area unless [ am
authorized otherwise.
11. Observe safe operating procedures for all
equipment I am authorized to operate.
12. Follow proper lifting_procedures at all times.
13. Ride as a passenger on a vehicle only if it is
equipped with a rider's seat.
14. Be alert to see that all guazds and other protective- - -- Formatted: Bullets and Numbering
devices are in their proper places riD Oi t0
operating equipment.
15. Not weaz frayed, tomor loose clothing_jewelrv. or
long unrestrained hair neaz moving machinery or
other sources of entanelement, or around electrical
~uipment.
16. Actively support and participate in the Village's
efforts to provide a safe and healthy pro rg am.
~. ~letif~supervisers-a€-a.;;=a~.~r~~m~~s
:weti
3. o o ,,,.
.,.eel ~.,ed ~w,.e ~r . ,.c . ,.,., o
4. o .,,.. ,.«w,. e
~a
7. I+Ief re~e-' «,. .,._~, ..„ae_ .wo :..a.,,..,,.. ,.r
.,I,.,.M..I .._ .i_....,. ~L...~ ..I~e_ .. ..1 1...1.....:,._ ,.
wwaav va a~a ub~ ac
rl.,, rl.
The Employee's Safety and Health Committee meets at
least quarterly to review accidents that have occurred,
discuss recommendations for improved safety and
formulate safety rules and procedures.
A safety bulletin boazd will be provided for the display
of safety meeting minutes, safety posters and other
safety education material. A safety bulletin boazd will
be maintained at each Village facility.
Employees aze encouraged to provide safety material•-
forthe safety bulletin boazd and safety meetings.
Safety complainUsuggestion forms aze available from
the members of the Health and Safety Committee.
DRAFTED: RLG/Mar 15, 2004/Filed: Safety and Accident
Prevention 7,9
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
Formatted: Bullets and Numbering
Formatted: Bullets and Numbering
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: ACCIDENT INVESTIGATION AND
REPORTING
POLICY: 7.10
EFFECTIVE: July 1, 2004
C. Medical Emergency Procedure: Tequesta
Fire/Rescue will be called in the case where the
employee needs immediate medical attention.
II. REPORTING PROCEDURES:
REVISEDIz-I~A£4~8: ~~aV1~~4~r°-m-T-2011-?Aueust
10, 2007
PAGES: 2
CONTENTS: This policy consists of the following
numbered sections:
I. Policy Statement
II. Reporting Procedures
PURPOSE: To provide a system for reporting and
following up on accidents and/or injuries.
I. POLICY STATEMENT:
A. Safety Orientation: All Village employees
are to familiarize themselves with the r~~sei~e--an
Employee Safety Responsibilities outlined in
Personnel Policy 7.9 and outlined in the handbook.
..1.,„00~~ Dorms.... «. el 1~:lv
B. Accident Reporting and Purpose: All
accidents, no matter how minor, shall be reported
promptly to the immediate supervisor for
evaluation/investigation. Since every accident
includes a sequence of contributing causes, it is
possible to avoid a repeat performance of the first
event by recognizing and eliminating these causes.
The removal of just a single cause can prevent a
recurrence. During the supervisors evaluation he/she
must determine the possible consequences that could
take place if the situation is not corrected and take
appropriate action based upon those findings (i.e.
investigate, report, correct, etc.).
1. Minor Injuries - (Requiring doctor/outpatient
care) After the emergency actions following an
accident, an investigation of the accident will be
conducted by the immediate supervisor in conjunction
with any witnesses to the accident to determine the
causes. The findings of the investigation shall be
documented on Village's incident form and sent to
Human Resources.
2. Major Injuries - (Fatality or multiple
hospitalization) : The Village Manager and
Department Head are to be notified immediately by the
person in charge and an investigation will be
conducted. In addition, the inspection party will
include the Chairman of the Health and Safety
Committee.
3. Near-Misses - (Likelihood of personal injury
or property damage) to the greatest extent possible, all
"near-miss" accidents shall be investigated by the
Safety and Health Committee.
DRAFTED: RLG/Mar 15, 2004/Filed: Accident Investigation
7.10
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
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VILLAGE OF TEQUESTA
PER30NNEL POLICY
TITLE: VILLAGE OWNED VEHICLES
the vehicles subject to the following restrictions and
regulations:
POLICY: 7.l 1
EFFECTIVE: July 1, 2004
REVISED: NEW
PAGES: 2
CONTENTS: This order consists of the following
numbered sections:
I. POLICY STATEMENT
II. ASSIGNMENT
III. OPERATION
IV. RESTRICTIONS
V. MAINTENANCE
VI. INSPECTIONS
VII. FUEL CARDS
VII. GLOSSARY
PURPOSE: To establish guidelines and
procedures for use of Village owned vehicles.
I. POLICY STATEMENT: Agency vehicles
will be operated and maintained in conformance with
this order.
II. ASSIGNMENT: A limited number of
members whose job responsibilities require them to
be available on a 24-hour basis will be assigned
"permanently assigned" vehicles.
III. OPERATION:
A. Village vehicle use will conform with Village
directives. (Refer to policy 7.7 indexed as
Vehicle Operation.)
B. Safety restraint devices will be worn always.
IV. RESTRICTIONS: Employees permanently
assigned a Village vehicle will be permitted to use
A. Village members who are in an on-call
capacity must have their assigned vehicle
available to them in order to respond at a
moments notice. To accomplish this, those
personnel are permitted a greater latitude in
the use of their assigned vehicles.
B. Members who are not in an "on-call" capacity
may use their assigned vehicle for the
following purposes only, unless given
permission by appropriate authority:
1. To travel between their place of work
and home.
2. To travel to a location for an approved
repair.
3. To travel to and from an approved
school, seminar or meeting.
C. The assigned vehicle will not be used under
the following circumstances:
1. While on a non-duty status, unless
approved by appropriate authority.
2. During any period of annual leave
unless approved by the Village
Manager or designee.
3. For the transporting of heavy or
excessive loads, unless equipped
for specifically assigned to do so.
Such assignment must be by
appropriate authority.
4. To transport non-Village personnel,
unless prior permission is given by
appropriate authority.
5. At anytime the use may result in
public criticism.
D. Regulations:
1. All traffic laws must be adhered to while
operating the assigned vehicle.
2. Proper attire must be worn.
3. Seatbelts shall be worn while operating and
traveling in Village vehicles.
V. MAINTENANCE:
A. Responsibility: Employees assigned a
vehicle are responsible to:
1. Advise the Fleet Manager of needed repairs
and routine maintenance.
2. Keep vehicles in a clean and serviceable
condition.
3. Check the fuel and oil levels regularly. (Only
approved fuel and lubricants may be used.)
4. Check the cooling system periodically.
5. Check that tires are inflated properly.
6. Maintain a copy of the vehicle registration
and current insurance identification card in
the vehicle.
B. Procedure:
I. Vehicle defects will be reported to the Fleet
Manager promptly.
2. A Village vehicle that can be safely driven,
but in need of repair, will be taken to an
authorized vendor for repairs.
C. Scheduled Preventive Maintenance:
1. Routine maintenance will be scheduled by
the Fleet Manager.
D. Emergency Repairs:
1. Repairs may be completed by a private
vendor when:
a. An emergency exists which makes
immediate repair necessary.
VI. INSPECTIONS:
A. Daily Inspection: New damage found during
a daily inspection will be reported to the
individual's supervisor. The supervisor will
inspect and report the damage to the Fleet
Manager.
VII. FUEL CARDS:
A. Fuel cards shall be assigned to each Village
vehicle. Fuel cards are to remain with the
assigned vehicle and personnel are not to use
fuel cards for any vehicle other than the
vehicle the fuel card is assigned to.
B. In the event a fuel card is lost/destroyed it
should be reported to the member's immediate
supervisor and a replacement card shall be
requested.
VIII. GLOSSARY:
ASSIGNED VEHICLE - A marked or unmarked
Village vehicle, assigned individually for use both on
duty and for specific functions authorized by
supervisory members.
MARKED VEHICLE - A Village vehicle that bears
the official Village of Tequesta insignia.
PERMANENTLY ASSIGNED VEHICLE - A
Village vehicle assigned to an individual. Permanent
assignment of vehicles will be limited to those
members, required by their job responsibilities, to be
available on an "on call" basis, for assignment
anytime as needed. Only the Village Manager will
authorize the assignment of permanently assigned
vehicles.
FLEET MANAGER -Public Works Director.
DRAFTED: RLG/Jun 15, 2004/Filed: Vehicles 7.11
APPROVAL:
2
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
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