HomeMy WebLinkAboutDocumentation_Regular_Tab 05_09/08/2011 9/6111
AMENDED SINCE DISTRIBUTION
ITEM #5
Backup to the Computer, Email &
Internet Use and the Leave of
Absence policies has changed .
Attached are revised policies.
From: Lucille Turner
To: Reid, Merlene
Subject: Requesta Revise Personnel Policies
Date: Friday,September 02,20114:04:20 PM
Merlene—
This will confirm that we have reviewed the following proposed Village of Tequesta Personnel
Policy Revisions:
Equal Employment Opportunity
Computer, Email & Internet Use
Village Holidays
Leave of Absence
On the Job Injury
All of the proposed changes are approved.
Lucy Turner
Lucille E.Turner Office: 850-894-1009
Carson&Adkins FAX: 850-894-1677
2930 Wellington Circle, Suite 201 Cell: 850-322-7063
Tallahassee, FL 32309 E-mail: LETurnerna carson-adkinslaw.com
This transmission is intended to be delivered only to the named addressee(s)and may contain information that is
confidential, proprietary,attorney work-product, or attorney-client privileged. If this transmission is received by
anyone other than the named addressee(s),the recipient should immediately notify the sender by e-mail or
telephone at(850) 894-1009 and obtain instructions as to the disposal of the transmitted material.
Lucy Turner
Lucille E. Turner Office: 850-894-1009
Carson&Adkins FAX: 850-894-1677
2930 Wellington Circle, Suite 201 Cell: 850-322-7063
Tallahassee, FL 32309 E-mail: LETurner @carson-adkinslaw.com
This transmission is intended to be delivered only to the named addressee(s) and may contain information that is
confidential, proprietary,attorney work-product, or attorney-client privileged. If this transmission is received by
anyone other than the named addressee(s),the recipient should immediately notify the sender by e-mail or
telephone at(850) 894-1009 and obtain instructions as to the disposal of the transmitted material.
VILLAGE OF TEQUESTA
PERSONNEL POLICY
exceed ninety (90) days for non-medical purposes.
Non-medical leave is unpaid leave time for career
TITLE: LEAVE OF ABSENCE advancement, personal or family situations. Such
leaves may be granted after vacation personal and
POLICY: 5.8 compensatory accruals l*s—have been exhausted.
Sick leave accruals may not be used for non-medical
EFFECTIVE: July 1,2004 leaves. Medical leave without pay may be granted
for a period,which when combined with other leaves,
REVISED: November 8,2007 may not exceed six months. For unionized
September 8,2011 employees, the provisions of their union contract
limit maximum time off. Medical leave may be used
PAGES: 2 for disability/illnesses (including maternity-related
disabilities) which extend beyond the period of
accrued sick leave and FMLA eligibility. (Vacation
CONTENTS: This policy consists of the following accruals must also be used before starting an unpaid
numbered sections: medical leave, after sick leave accruals are
exhausted.)
I. Policy Statement
Requests for medical leave must be accompanied by
PURPOSE: documentation from the employee's attending
1) To establish procedures by which a regular, physician. All leave requests, both medical and
non-medical will be routed to the respective
full-time employee, with over twelve (12) department head for approval. Approved requests
months of continuous service, may request a shall be forwarded to the Village Manager for review
leave of absence from employment with the
Village; and concurrence via the Personnel Action Form.
Under no circumstances may an employee use a
2) To establish conditions of which approved leave of absence to work for another employer or to
requests for leave of absence are administered. pursue self-employment. Leaves are designed to
accommodate employees who have critical personal
I. POLICY SATEMENT: situations only.
Requests for leave of absence without pay shall be in No sick leave,holiday, vacation benefits or any other
writing on a Personnel Action Form and shall state fringe benefits shall accrue while the employee is on
specifically the reasons for the request, the date leave of absence without pay.
desired to begin the leave,and the date of return. The
request shall normally be submitted by the employee Any employee on an approved leave of absence may
to the affected Department Head. The Department continue his or her medical, dental and life insurance
Head shall recommend to the Village Manager coverage by paying the full cost to the Village in
whether the request should be granted, modified, or advance for each month or portion thereof of which
in or she is absent, subject to limitations set by the
denied. The Village Manager shall then make a
decision based upon the best interest of the Village, in carrier.
giving due consideration to the reasons given by the
employee, and the requirements of any applicable Upon expiration of the leave of absence, the
State and Federal laws. employee shall be reinstated in the position held at
the time the leave was granted or another equivalent
The Village Manager may grant a regular, full-time position. Return from a medical leave of absence
employee a leave of absence without pay not to requires a health care provider's release.
1
Upon extenuating circumstances, the Village
Manager may grant an extension of a leave period
upon written request by the employee. Any
extension may not exceed the 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 subjest to discipli ..,.,,
onsidered to
have abandoned their job.
APPROVAL:
MICHAEL COUZZO,MANAGER
TEQUESTA,FLORIDA
2
VILLAGE OF TEQUESTA
PERSONNEL POLICY
respect of documents created on,accessed through,or
stored on the equipment provided to them. Use )
TITLE• COMPUTER, E-MAIL & Village to ':1 the intemet
INTERNET USE denotes yeuf aesept-anse of ta° viiiage' e ii
pe4ey—Disregard or violation of this policy will
POLICY: 3.8 result in disciplinary action up to and including
termination and may also result in more stringent
EFFECTIVE: July 1,2004 restrictions for all e-mail and internet users. Tliis
PokTstatefaent—addresses: email usage, e mail
REVISED: November 8,2007 etiquette, staff responses to e :l
September 8,2011 and i'tefnet usage.
PAGES: 32 Employees are required to check with their
immediate supervisors as individual departments may
have additional policies and procedures specific to
CONTENTS: This policy consists of the following their needs.
numbered sections:
r ronr Trv,
I. Policy Statement
H. public Records L,awsComputer E ltd Village isateal for- business
Hardware&Software semmumsat-iens. >J mail n be an °f-,.t;„° teal to
III. SeeuFityElectronic Mail speed-exehaage. cai eliminate it the
rc
IV. kapFepef UseInternet need for-s-me..hang e lls and fneetings and an even
V. Pfeper-UseImproper Use help you to 4-ains ter—m- ideas-within a-gFoap. You
I. Public Records Laws must be entious and ^hs°r-„° oomman sense of
rh Tl.. .,r �r ..° of „f r,Y,�t;., .,h.,..r
PURPOSE: These guidelines set the standards teanefs. `sa
for appropriate behavior of an pla when using any you have.___..__that per-sen
„t 0-,.,..,�:^.,.,n„messages „mot°,d regarding
the computer, accessing the internet and utilizing e- ens health are
events mail. These guidelines apply to all employees.-AU empt9yee's heart�Pefsanal .- e events�.�
inter-not use-s-s�rn'bold- ir-st he—familiar rW2z'- the „r,hl° only if th° °T on you Posting the
F r..,atio,, about a °„ts to its br-ea.deast and the
Viliag°c s later-net Use and Village a mail—paliey ^^c ""� »..� ""'�
,.I .,F the ;.,F.,F.,�.ar..,,, are ;., h°or;,,..
eantalned heFein. Village put°.s ., e far- ,..,hl:.. '�
business. ..about it if yo Eloub.t as to either- ,of these a EFiteFia,-avirt-post-it. Leaving the .ubjeet One blank
...,tr:....
I. S�EPOLICY STATEMENT: .ptie inforrmation hoo;eon'u foandates
the receiver- .,.d .-°.,.d , °t,. L,,.,.,,the
This policy applies to all Village employees, whether ape h° l° you n,°ssag d r
full-time,part-time,contract or otherwise and Village eentent. =lease as seleeti e i��e
velunteer-s whe use e mail via Village a.ny fne,ssa6°c to as well as what fnes,sage you send.
person who may be granted legitimate access to these Many of ° are new .,,d'„° With the publ'..
systems to conduct business on the Village's behalf.
asteg e 1 i^. l. 10 se E10.4.&I
of the h'in`d eand et all
Village employees and other legitimate users may be .l t ., ,d. v^. �h^, l,i tr°°tom
assigned personal or shared computers for use in the e narr _'sactiens riser-di^rgl-y' =-°`rte°ld 40at
conduct of their official duties. The Village reserves ° mails wi,1- rr au` _7.n you!`_ would
anst feet ..,
afld-- ilott .,,- d, the sa
the right of access to any Village computer or any file f .,la., .,,d h..s;,,°ss st....,.t,.,-° would
on its computer system. Accordingly, individuals you 11
should not harbor any expectation of privacy in standaFd letter-. >~ ,.,.,:1 by its ...,tuFe is typically an
representing--the Village and all e9mmupkatiefis IV INTERNET
should be pr-afessia-a—al -an-d--business Ake.
All employees use of the internet during work hours
II. COMPUTER HARDWARE AND must be for Village of Tequesta business only.
SOFTWARE Incidental personal use of Village resources to access
the Internet on personal time is permissible and must
Emplovees may not make unauthorized copies of any be negligible in nature,frequency,time consumed,
software licensed to the Village. Employees are also and otherwise conform with Village policies.
prohibited from using_unlicensed software anywhere Employees should harbor no expectation of privacy
on the Village's computersystem. in respect of the Internet websites they access,
browse or download.
No software can be loaded onto any computer or the Except for the incidental,negligible use referred to
system without direct authorization from the I.T. above,anyone found to be using the internet for
department. This is to ensure that only legal copies anything other than Village business during work
of software are running on the system and to protect hours,will lose their internet access and will be
the computer system from viruses. subject to disciplinary action up to termination.
Employees who access the Village's computer V. IMPROPER USE
systems remotely are responsible for maintaining the
security and integrity of such systems. Passwords Use of the computer system,e-mail or internet shall
and other means of access must be safeguarded, and be in a manner that represents the Village in a
each employee is responsible for notifying the I.T. professional and creditable manner.Employees and
department of any breach, or potential breach, of other persons having access to the Village systems,
security or integrity of such systems. must not:
Employees are prohibited from moving computers, 1. Use for personal profit or gain.
printers, or other computer equipment within the 2. Spending excessive amounts of time on the
Village without first contacting the I.T. department. Internet.
3. Intentionally or otherwise,cause damage,
III. ELECTRONIC MAIL disruption,or malfunction of Village systems or
networks.
Electronic Mail(e-mail)is provided as a 4. Intentionally access or attempt to access
communications tool to all employees and exists information on Village systems in an
primarily to accomplish the work of the Village. it unauthorized manner.
should be used with the same rules of professional 5. Hack or attempt to hack into another system.
behavior that apply to official correspondence and the 6. Use in a manner inconsistent with laws,rules,
telephone. The Village recognizes that occasionally regulations and Village policies.
an employee may need to use it for personal 7. Commit any crime using the Internet.
communication;however this should be done in a 8. Refusing to cooperate with a reasonable security
prudent and responsible manner. Such use should not investigation
(1) interfere with the e-mail user's employment or 9. Send threatening,offensive or harassing
other obligations to the Village;(2)directly or statements or language to individuals,entities or
indirectly interfere with the Village's email services organizations,including disparagement of others
operations or(3)burden the Village with noticeable based on their race, gender,national origin,
incremental costs. E-mail users should also be aware reli ig on,age,disability,marital status,
that an e-mail message is a public record if it resides pregnancy, genetic information or sexual
on Village information technology facilities. orientation.
10. Sending chain letters,gambling,solicitation,
Management expressly reserves the right to review engaging in n any other activity in violation of the
the email records of any employee, with or without law,or sending messages that could damage the
notice for any reason within its discretion,including image or reputation of the Village.
but not limited to investigating wrongdoing or 11. Send or post unauthorized materials to non-
security breaches,monitoring compliance,or authorized personnel inside or outside of the
obtaining work product. Village
12. Download or upload material containing sexual
content,derogatory racial content or offensive M. SECURITY:
language or other material prohibited by law
13. Participate in any action which causes The Village has implemantd;eftw;e at ea^Gh
embarrassment to and/or discredits the Village ;.A:erkstetiee te ��� I4ewever,a visas sae
14. Commit any violation or infringement of
copyright laws,trademarks or patents held by an
individual,corporation or government entity. The Village 4'A'gill eenfinue to implement seeufity
15. Participate in the use of social media including measufes-ee-auf System tepxeteet the Village's
CHAT lines/rooms,except in the legitimate investment Realize that you play a _ ele ;
execution of your duties. r^,°^+;„� +�,°�° assets ,, � °„ ° in
., aj
16. Game playing :,-A „„a deleting a fi ,^.. notifying
VI. PUBLIC RECORDS LAWS: if youf PepaFtmeat Head of.,^ ^f a„ ° s
,. OF °,,°„� ^n+,^}yauF
_
All a-mails received or created in the transaction of °„
official business are considered public records and Pi. 1AWROPE USE;
are governed by the State's Public Records Law. It is
important that you do not indiscriminately delete e- T.,,° f liow ng behavier-s e ° ples of ^+:^„�
mails. �vitlH —ftrst seesider-iag these-1a;A*; activities- thRt saw=�s�r1* Vndissip,:„°f.. action'
According to the Florida Attorney General the B all possible aetio„6 eannet be ,.ente..,plated,
following guidelines pertain to e-mails: the list is incemplete. T e following °re
examples,but not an e*haustive list,of behaviAr,th;lt
1. E-mails are public records as defined in
Section 119.011,Florida Statutes when they
are created or received in the transactions of A. NaRwho44zed attempts to:„+°.f Fe.,,m
Official Business.
2. E-mails are to be readily accessible and °Village^ nother-^~ganization(including
available
3. E-mails must be organized and stored in a B. TT.,:„..Village time as ' `&F
filing system or repository. „°' gain ineluding^„°"+'„”a busines
4. Transitory or personal messages that do not
support business purposes should be deleted
in a timely manner. jobs outside the Village.
5. E-mails of convenience or reference copies E. Sending t4fe..+°„,„,. o „s;.,°er-h r-ass,„„
should be deleted after the record of copy statements^r language,inc4adifig
(master)has been appropriately filed. dispar-agement '
6. E-mail record copies (masters) have the gendef,national origin,religion,
same retention periods as records in other disability, pr-egna*ey or-
14;41
formats. e„ „+ „ „+
° 80.,f+•... 0 044
7. E-mails may be deleted/destroyed only in T ° °
accordance with the provisions of Chapter n Theft,^ of ele6 -e f:
ffie ,°-vVig.^„+
1B-24, Florida Administrative Code and „
should be done in coordination with the F Sending „^s+:„g d4e Village's eoaf;den+;al
Village Clerk's Office to ensure appropriate ..,.,*°w;.,,;^„+s:,,°^f the Village OF POSt:„rt
disposition paperwork is completed. �:,°the V:,, .°to
It is each department's responsibility to manage its G. Dissemination or-printing of eepyr-igMe4
records in accordance with State guidelines. If you
have questions regarding public records and e-mail, m-evies-and Seftwar-e)in
or how you may archive e-mail in compliance with viol,+:^„of,apyr-ght laws
the State laws please contact the Village Clerk's H. Ref'°'„^to^ eFme wit., 'reasonable
Office. They have established guidtalintas And seour-ity investigation
1. Sending chain letterer gambling, alieit.,tion
the law,o endd;n..i ..14
Elamage the ifoage or-r-eputatioi;of the
Village. APPROVAL:
d. cen,a:n,, d.l:..:rind.sexu..ltd.
MICHAEL COUZZO,MANAGER
Sages OF images othefwise
teamt of-a flatur-e. TEQUESTA,FLORIDA
K. Game playing
117 AROP `D USE.
The fellewing behavief:s are f:eseahneaded for
-
sending ifiteniem .,tions and par-ti i' rind. :
lat$rnet M-Rilifig-liStS. LaGk Of 0014f0ffaafioe may
result in less of h4eme4-assess. Terse guidelines
have been ..leaned- frd,.n ., .ety of later-net 1=1i4 de w
zi. Eleet-r-onie Mail (E maEi)The following
guidelines sever t�:e—sewlifig of eleetyanio, filuii
eutsidea the-Village. later-aet Faail packages-are
signitisantly d-iffer-ont than our- intertal Printed
mailings. Eareshoul., d be used par-tioulafly when
,.lr^.� Mail on the-intemet is not seeare. NeveF
n..l..dde in n E mail message anything that, want
te keep=mate-and-eefgideat-ial. E nail-is sent
,ptedd and is s4.,re..ddoble
Be segai°° system etiquette. The ownputer-
space usage. Mail takes . spaeo. it is best fiat to
save eveFy message you rweive-
;;e sarefal w:en sending replies Faake sure you are
ndd to individual .,,hen want to send- to .,
individual. is best to addddress dd;reetl., rather than
'rrnzrrxacmr.—at-i��cvc�.v-uaarca�-a-rrcccr�—�acxxcc�.rmrr
e the r pl.,oommand
d,thefs e ntaet you(usually your-C mail a d.d.-ess)
i you oanaaot rr-espa d in Eleptrhfimmediately. The),
.,:11 need- to know their.nail has fiat been fast
and Spelling
it looks as if you are shouting.
`� VILLAGE OF TEQUESTA
AGENDA ITEM TRANSMITTAL O�RM� _ � ��T
�:. , "` ►
°��
1. VILLAGE COUNCIL MEETING: Y ��
Meeting Date: Meeting Type: Regular Ordinance �.�,�,�.�''��e�p ���ter texr
�� , ,
09/08/2011
Consent Agenda: Yes Resolution #: : - '��� _� - � _
Originating Department: Human Resources
2. AGENDA ITEM TITLE: (Wording form the SUBJECT line of your staff report)
Revision of 5 personnel policies (Equal Employment Opportunity, Village Holidays, On-the-Job Injury, Leave of
Absence and Computer, E-Mail & Internet Use)
3. BUDGET / FINANCIAL IMPACT:
Account #: - : : � Amount of this item: � � :� � �_ - r.: '_: ' ? r `° # .
Current Budgeted Amount Available: Amount Remaining after item:
Budget Transfer Required: " �.. �. Appropriate Fund Balance: ����� 5� ti� -_
4. EXECUTIVE SUMMARY OF MAJOR ISSUES: (This is a snap shot description of the agenda item)
The Human Resources department is seeking to revise 5 personnel policies for reasons
ranging from Federal requirements to outdated language, as set out in attached memo of
8/25/2011 addressed to the Village Manager.
5. APPROVALS:
Dept. Head: ' Finance Director: Approved
� No Financial Impact
Attorney: (for legal sufficiency) Yes ❑ No ❑
Village Manager: _ � ___�'_���'
SUBMIT FOR COUNCIL DISCUSSION: � Routing Sheet Process
� 1. Send ALL completed forms to
APPROVE ITEM: � Finance for review ONE WEEK prior
� to agenda items due into Clerk's
Office.
• DENY ITEM: ❑ 2. Finance sends Routing Sheet to
Form amended 08/26/08 Clerk by deadline.
3. Clerk formulates agenda and sends
to Manager for review / approval.
• • •
Memo
To: Michael R Couzzo, Jr., Village Manager
,
From: Meriene Reid, HR Director ��� '
A /��
Date: August 25, 2011
Re: Revision of Personnel Policies
The Human Resources department is requesting approval to revise the following five
(5) policies for the reasons outlined below:
Policy Name & Number Summary of Major Changes
1. Equal Employment To add "genetic information" to the category of unlawful
Opportunity (2.1) discrimination per Federal Law
2. Computer, Email & At Village Manager's request, the entire policy was
Internet Use (3.8) revamped to be more relevant
3. Village Holidays (5.3) To remove conflicting language in respect of holidays
that fall on Saturdays and Sundays.
4. Leave of Absence (5.8) To ensure employee has exhausted all leave banks
before appl in for No-pa leave of absence
5. On the Job Injury (7.8) To remove outdated language — e.g. position of Risk
Manager no longer exists
As is customary, all department heads were sent a draft of those policies undergoing
major changes and their feedback solicited. The labor attorneys have also reviewed
and given their input.
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: EQUAL EMPLOYMENT The goals and objectives of the Equal Employment
OPPORTiJNTTY Opportunity Policy are to:
POLICY• 2.1 1. Ensure fair treatment and non-discrimination in
all aspects of Village employment.
EF`FECTIVE: July 1, 2004
2. Provide compliance with County, State and
I REVLSED June 1� 200� Federal equal opportunity requirements and
September 8, 2011 regulations.
PAGES: 2 II. PROGRAM RESPONSIBILITY:
The Human Resource Directar shall serve as the
CONTENTS : This policy consists of the following Equal Opportunity Officer to carry out the Equal
numbered sections Employment Opportunity Policy and Program. The
Officer shall be the focal point for the Village's equal
I. Policy Statement opportunity efforts and shall advise and assist staff
II. Program Responsibility and management personnel in all matters regarding
III. EEO Practices implementation of and compliance with the Equal
N. Employee Development Employment Opportunity Policy, and be responsible
far the successful execution of the program, utilizing
the assistance of appropriate State and community
PURPOSE: To establish a policy to ensure equal agencies. The Equal Opportunity Officer will have
employment opportunity with the Village and to responsibility to examine existing internal policies or
outline procedures for action in case of violation. procedures, which may serve as barriers to
implementing the Equal Employment Opportunity
I. POLICY STATEMENT: Program.
It is the policy of the Village to ensure equal IIL EQUAL EMPLOYMENT OPPORTUIVITY
employment opportunity for all employees and PRACTICES:
appointed representatives. This commitment
includes a mandate to promote and afford equal The Equal Opportunity Officer shall undertake the
treatment and services to all citizens, employees and following actions to assure equal employment
Village representatives, and to assure equal opportunities in the Village:
employment opportunity based on ability and fitness
to all persons regardless of race, religion, color, 1. Periodically review all position qualifications and
creed, national origin, , gender, gender identity or job descriptions to insure requirements are
� relevant to the tasks to be performed. Make
expression , political affiliation, veteran status,
marital status, familial status, pregnancy, sexual recommendations as needed to delete
� orientation, age, disability, Qenetic ini'ormation or any requirements not reasonably related to the tasks to
other form of unlawful discrimination. be performed.
2. Assure that pay and fringe benefits depend upon
� job responsibility and, along with overtime work,
Cender identiry or expression means a person's various individual at[ributes, ac[ual
or perceived, as they are understood to be masculine and/or Peminine, or a perK>n's aT8 1(ITI11ll1Stel'0d 011 1 IIOII-d1SCT1IT11IlatOCy b1S1S.
self-identity, self-image, appeazance or expressiun as a mun or woman, whether or
not dit�f'erenY from those traditionally nssocia[ed with the person's sex at birth.
3. Inform and provide guidance to staff and
1
management personnel who make hiring decisions
so that all applications for selections, promotion
and termination, are considered without
discrimination and all applicants be given equal
opportunity regardless of race, creed, color,
national origin, religion, , gender, gender identity
ar expression, political affiliation, veteran status,
marital status, familial status, sexual arientation,
� pregnancy, age, disability, �enetic informati��n or
any other legally protected status.
4. Take appropriate steps to recruit qualified
candidates based upon their knowledge, skills and
abilities.
5. Provide orientation advising all new employees
of the Village's Equal Employment Opportunity
Policy.
6. This policy shall be made known to all
employees, contractors, and suppliers through
distribution of the Equal Employment
Opportunity Policy. Applications for employment
will include an equal opportunity notice.
IV. EMPLOYEE DEVELOPMENT:
The following actions shall be undertaken to achieve
employee job satisfaction and fair treatment:
1. Assure that there shall be no discrimination with
regard to training and educational opportunities,
upgrading, promotions, transfer and demotion,
layoffs and termination of employees. Any
actions which may adversely affect employees
must be brought to the attention of the Village's
Equal Opportunity Officer.
2. Actively encourage employees to increase their
skills and job potential through training and
educational opportunities. Offer guidance and
counseling in developing programs tailored to
individual aptitudes and desires, taking full
advantage of programs offered by the Equa1
Employment Opportunity Commission
E( EOC>�Ea��� r���� �^�^��e�fi
,�ec-�} and other programs.
/Filed:EEO 2.1
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
2
VILLAGE OF TEQUESTA
PERSONNEL POLICY
documents created on the equipment provided to
them. r T�o „f v:,,.,..o .-o � ,,. ., �:� ,,,- *ho
TTTLE: COMPUTER, E-MAIL & ��e�eE�e�o�s-}��ssegt��se�� �"° "�"°^°>° °
INTERNET USE m'�"�^^"^�`�Disregard or violation of this policy will
result in disciplinary action up to and includin�,
POLICY: 3.8 termination and may also result in more stringent
restrictions for all e-mail and internet users. �s
EFFECTIVE• July 1, 2004 i���s��e�e�i--a�es�es: e�i��s�ge—�-.n�
REVLSED: November S, 2007 "'' "''°"'°' „
Seatember 8, 2011
Emplovees are required to check with their
PAGES: 32 immediate supervisors as individual departments may
have additional policies and procedures specific to
their needs.
CONTENTS: This policy consists of the following
numbered sections:
�, Dnr r�v
I. Policy Statement �-��� � ��� }s�-�es� €e��
II. P�bl� ��ter�s ba�:omputer :,..,,;,,.,� � ,,...,:, ,. „ �o ., ofF ,..;.,e .,,.,, .,,
Hardware & Software `'��e� '��'����c��. r* � °';"';"'*° ��'°
III. �ee�� Electronic Mail ooa c,,.. � o„w,,,,o ,.,,,,� .,.,a .,,00,:,,..� .,,,,, ,..,., o�,o„
IV. T^��^:��Internet �e�g�^�nsEer��eas �•
,�r 1.,, .. o..r:.,.,� .,...7 .,h�o�.,o .. ,. �o.,�o .,�
V. �seImproper Use .
:r� off ..r,.,o.,o�o ,,.�1 � o .i:�r.�,.t��.,
� VI. Public Records Laws
�e�ineFS. 1,,, ,,. „�. .,� „f Y �.;,,,, �1,.,.�r
.,.i;..:.i„�1 . „l000 . , i,o.,a r .e.i rl,.,* ..
PURPOSE: These guidelines set the standards �� � n^ �� c: �� ^ ,� , m o � r,r Trt
for appropriate behaviar ^'� ^^ °^�^'^��°° when usin� E �'�• � ��� „ �� ,
e�^'^���°°,'s--�eal'��eFe� ��€e eve��s. T�,�
the cumputer, accessing the internet and utilizing e- o � * ��� o ��� ,,� �� ��*;�� * � o
mail. These g���1-i��-a�Ee�e����-� �� � ^T .,�., �.� T
..f .�....,r:.,.. .,1,.,..r „r� r,� :r� l,.-.,.,.a���t ..l1 rho
��tEe��eE �tse�s °'" �€ai�-w�t� t�e ^^ � c � n
��] � ..f rt,o :..F �....,r:.,,, ., .,rorooro.d ;,, hoor;,,�.
�l-lage's�e�e��3se C�iriY Y �liu6c cz '�7 � • �• •-�
.,r :r Tf .i..,,l,r t�, o;t},o �f +L.e
set�Ea��e� �e�ei�. V��age sei�«r� f ..'�,: . °� � � r n �
..;,o ,,,. �. .. �. :. r o ,. +�,o ,.�,;o�. t;���
M.. �> •
�s
...,rr;.... : ,..r;.. ;nf ,�mnt;.in hnc;�ollv +..7.,ro�
tL,o *+.7 0.7 an t� L.+ ,+1.0
L ��POLICY STATEMENT: '���� D � �� e1o^r: � o ;�,�� oT �
This policy applies to all Village employees, whether E �� e �' �.� �
0 o r., ., .oll � .,,hor „�, ., roncL
full-time, part-time, contract or otherwise and �ge
�.i,.,,r�o,.� .,ti„ , .,:i , v:�i.,rto ,. o � a �
T.f.,,,., .,f . �.,,�1:,,�. .:,:rh t},o .,,il�li�
person who may be granted legitimate access to these
systems to conduct business on the Villa�e's behalf. eT* �� + � o �, T � c �� ., �� n 2 ��
e ^��sac-�;��sser�g�}�. �Q--° �'�*a��
VillaQe employees and other leQitimate persons are �,� ;* � �� �� � �*� � +
assigned personal or shared com�uters for use in the �� r ^: ��m .;+ � + � o �
conduct of their official duties. The Villa�e reserves f`mn , T � � „c: � occ c+ o „��
the right of access to any computer or tile on their r � �� �, m � ; � � ,;tc T,*„YO ;� * m;n, nn
computer svstem. Accordingly, individuals should '����eE�e�.
not harbor any expectation of privac i� ep ct of �°''�`-��'��t-�ens-tee��o�:e�er-3fett a�e
ee�re �enEi��g--t-�e—V��ge a�—���:���ns N INTERNET
��I,�,..I.J L,o ...-.,fo���:.�,..,1 .,...a h„�:..o�� 1:Lo
All emplovees use of the internet during work hours
II. CONIPUI'ER HARDWARE AND must be for Villa�e of Tequesta business onl�
SOFTWARE Incidental personal use of Village resources to access
the Internet on personal time is permissible and must
Emplovees mav not make unauthorized copies of any be ne�l�i�ble in nature, frequency, time consumed,
software licensed to the Villa�e. Employees are also and otherwise conform with Village policies.
prohibited from using unlicensed software anvwhere Employees should harbor no expectation of privacy
on the Village's computer svstem. in re�ect of the Internet websites thev access,
browse or download.
No software can be loaded onto anv computer or the Anyone found to be usin� the internet for anything
system without direct authorization from the I.T. other than Villa�e business during work hours, will
department. This is to ensure that only le�al copies
of software are running on the system and to protect ��se their internet access and mav be disciplined
the computer system from viruses. accordin�lv.
V. IMPROPER USE
Employees who access the Village's computer
svstems remotelv are responsible for maintainin� Use of the computer system, e-mail or internet shall
securitv and integrity of such systems. Passwords be in a manner that represents the Villa e in a
and other means of access must be safe�uarded, and professional and creditable manner. Employees and
each employee is responsible for notifvin� the I.T. other persons having access to the Villa�e svstems,
department of anv breach, or potential breach, of must not:
securitv or inte rity of such systems.
l. Use for personal profit ar�ain•
EmploYees are nrohibited from moving computers, 2. Intentionally or otherwise, cause damage
arinters, or other computer ecLu�ipment within the disruption, or malfunction of Village systems or
Villa�e without first contacting the LT. department. networks.
3. Intentionally access or attempt to access
Ill. ELECTRONIC MA1L information on Villa�vstems in an
unauthorized manner.
Electronic Mail (e-mail) is provided as a 4. Hack or attempt to hack into another system.
communications tool to all employees and exists 5. Use in a manner inconsistent with laws, rules,
primarilv to accomplish the work of the Village. It re�ulations and Village policies.
should be used with the same rules of professional 6. Commit anv crime using the Internet.
behavior that a�plv to official correspondence and the 7. Send threatening, offensive or harassin�
telephone. The Villa eg recognizes that oecasionally statements or lan uaQe to individuals, entities or
an emplo e�ay need to use it for personal or�anizations, includinQ�para�ement of others
communication; however this should be done in a based on their race, gender, national origin,
�rudent and responsible manner. Such use should not reli�ion, ag;e, disabilitv, marital status,
(1) interfere with the e-mail user's employment or pre�nancy genetic information or sexual
other obligations to the Villa�e; (2) directly or orientation.
indirectly interfere with the Village's email services 8. Send or post unauthorized materials to non-
operations or (3) burden the Village with noticeable authorized personnel inside or outside of the
incremental costs. E-mail users should also be aware Villa�e
that an e-mail message is a public record if it resides 9. Download or upload material containin sQ exual
on Villa�e information technology facilities. content, derogatorv racial content, political
statements or offensive lan�uage or other
Management expresslv reserves the ri�ht to review material prohibited b��
the email records of anv employee, with or without 10. Participate in any action which causes
notice, for any reason within its discretion, includin� embarrassment to and/or discredits the Village
but not limited to investieating wrongdoin�or 1 L Commit any violation or infrin�ement of
security breaches, monitoring compliance, or copvri�ht laws, trademarks or patents held bv an
obtainin work product. individual, corporation or government entitv.
12. Participate in the use of social media including n;�;tis�„�e�t, D�°';�� ''�^* � ^,^�. ^ �^'� ,
CHAT lines/rooms, except in the le itg imate
execution of your duties. ��:�� ��a a���*;�R ������ r�+;f �;�rt
Vl. PUBLIC RECORDS LAWS: T� � �f � �;� � ��a�� ���*��� �
�e�ea�:
All e-mails received or created in the transaction of
official business are considered public records and �, ir,r�vnn�v rTe�.
are governed by the State's Public Records Law. It is
important that you do not indiscriminately delete e- T�.° F„^.:.;^^ �.°"^.�:^r° ^° ^'°° ^f °^';^^° ^
mails. �vi��-�rs� ec�s��e�n�E�ese la-tiv� .,,.+;.,;«:o� .w.,. o „�* ,�;�,.:,,�;,,�r., �,..;,,,,
According to the Florida Attorney General the R °"" „ °° "" "°:'''° "'';^"° " ^'''° "^^'°'"'^''*°`�,
following guidelines pertain to e-mails: t�e-�=s�is--�esese����T-:ncei�e�e. T'�° f^"^�T ^�°
..,..lo� l..,t ...,r � o..l,�.,�r;..o l;�r �,. },ol,�.,:� r rh r
1. E-mails are public records as detined in "'*"''''°�"''""�"'�+"'"�
Section 119.011, Florida Statutes when they
n . T T...,,,rh.��:-,o.� �rrv..,.,r� r.� ;,.ro�f Yo ..,;th
are created or received in the transactions of
Official Business. �"����� :"+� �'� ��"'��� �„+�'� .,,�'�*�'�'�
., v:>>...,o „ ,,,,*�,o,, ,,,,,,,,,,;,,,,,;,,,, �;,,�i.,a;n.�
2. E-mails are to be readily accessible and '�
tl.o .7;�r.�:l..,t:.,.. ..f ..:r„�o�\
available� °" . ^*'�^r;�°�' �
R T T� �I;lln..o timo o„`I r n f�z
3. E-mails must be organized and stored in a �°'
filing system or repository. „,,,� �,.. ; ,, o c „ r „ rt ,,,, ;+;o � �„�;, ;,;,,,, '
4. Transitary or personal messages that do not , F �„ „,,, ,� ,.�,,•„„ F ,.
support business purposes should be deleted � '
in a timely manner. E co„a:.,., .�,..o.,.e,,:,,rt „ff „�;..o ,,,- ►,.,r,���na
5. E-mails of convenience or reference copies �.,,,,o„,v„.� ,,..,.,„,,..,,,.o :,,,.,,,a;.,,,
should be deleted after the record of copy ,�:...,.,...,,.e.Y.o... „f,,.�,o�� �..,�o,� ,,,, .�,o;r r ,
(master) has been appropriately filed. ,
6. E-mail record copies (masters) have the a:���:�:+. --• �:+�� �*�+„� �
same retention periods as records in other �„�, �r:��*�*:��
formats. r, c,.v„a;,,,, o „*� „f,;,,,o ,,,, .�.o
�.
7. E-mails may be deleted/destroyed only in T"�
accordance with the provisions of Chapter �. 'T''�°�' ^ ^F °'°^'r^^;^ f'°° �u;+'�^
1 B-24, Florida Administrative Code and �er-�ss�t
should be done in coordination with the , c °^'' : "" ^"°':^" +''° ":,,""°'° ""�"'°"':"'
Villa�e Clerk's Office to ensure appropriate "'"+°':"'° "„'°;''° " ";"'"° """°';°"
disposition paperwork is completed. ""�"'°"':°' '"'°'°':°�° ; °:''°'''° ":"°"°'"
It is each department's responsibility to manage its �. '„`°°"�;"�+:�" �� "+:�� � �"�"�;`�''*�`'
records in accordance with State guidelines. If you
,,,�.o,.:.,,� �:.,,.,.,a:.,.. .,...:,.�o� ,.,
have questions regarding public records and e-mail, , ^ � n* , ^T ^f ^ ^ � r;M1 ��
or how you may archive e-mail in compliance with Do *� ^ ,;*� , ra, �� , �
the State laws please contact the Village Clerk's �'
Office. '�'1�e�have es�^�sl�c� �-iQel�s a�c# . .
�. co,,.�l' ..1,� ., torro „-.ht' .,t'�;t�r.,,
o.�i, -:4'..,11., F.� :l '
tL,o 1�.,, ., o...i:.... ... � rl.ot .. „i.�l
� CF!'iTDfTV� '
'�k�V-i-��age �as ��e�xe{r�e� .;ai���a� ea� � �� o „i;,.;.;.,,, � ,�it�r
,�L�t..r:.�., r., � .. F.�� . o II., .,rv.�l�..,o 0 0..rl,or...;�o
�9�E,*A��&�j�ii2�3C ^�iS2� f� .,.,r.,:.,;,,.. ,..,..rv..r .,f ., �o .�i .,�r,.ro
�,t � orfo�l„�„o„ro f.��,... .,o .,L.,.,..,., r., . Y f'_.,...o ..1�.,;,,..
• n.
'�'13@ VII�&g2 ���}E} 66�3t� r., .,lo...o..r e..;r..
V DDl1DL`iJ iTCL'.
�. .
'�t3e #e�l�—be�=�s—���ese��e�e� fer
.,.�1:., ...o....v* � .,r:,,.,� �„�l ..�.�r:,.:.,.,.:.,,. :
�..�......s „w�«.,-�—�.
res�1� i� �ess e€ ���e�e�-asses�. '�ese g�-iae��s
F,�.,o L,00„ ..le.,..v,� f �,... � ;vr., .,f T..ro«..v+ !_,,;,io�
��4. ��ee��e�e �1�e��� ���'��€e��g
ge�e��nes ce�e� t�e se�i�g��e�ee���
E��ES��e t�e ��lage. �te�eE�a�—�e-l�ges—�
��g�i�sa�r��}`�t€€e�e�F ��a� e��i-��e ^�:--�n�ed
�gs. Ca�e s; �..'��se��r�sm^���==:r��.�,
�i9'�'��1�4ei; s� �he ��e�� is ee�see� .�-r:�.��
..,.1,,,70 : .. �' .,,..:1 ... ..rl.:.... +i..,r . ..r
�e ��Pe�-��tv��e a�� se�€��e����a�. ��zs se�t
,,,.e,� ..,� : �:,�..o.,a.,,.,e
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s�se-�s�ge. �4�i1 �a��es--�}�spaee�ns-�s��a�€o
. .:�� .
.,ll r�, „!1' r;.i.,.,l .,l,v ..r r,. .,.7 r.,
i��}vi��a�. ��-is--bes� Ee�es.�es���^�*'�� *��
o .�,o ,. .,�., „ .,,,
r,,,.i,.,�o ., ,,.,.,,,.o .�,.,, ,,,,,,,,,;,,� ..,o.w„a� �... ..,�.;,.�,
,,.�,or� � ,...,,.. . , �..�,,.,>>., . .. � ....,;� .,aa..o���
r or �o,,.io�� v,,.,., . 1,.,.,e � .o.i r4,o:� .�...,:1
�€�e� ca�e� Fes�e�� i� �ePt� ��e��Ee��'�'#eT
.,:11 ..00.i r., L.,.,.�, rl,o;r ....,:1 1,.,� ....r l.oe.. 1,,..♦
E-Js�gee��a�a� a� �j�t-a�. V�.,.ti� ..,.,«;,,,,
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APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
VILLAGE OF TEQUESTA
PERSONNEL POLICY
the legal holiday. °"�°Y° ��,.°-°`�°- '^'"�`�-a�
Beee».,�2�3-F�' ^—e.�a 3a�ya�j�—�"' c..�—�—��,... ..
TITLE• VII,LAGE HOLIDAYS c..«.,_a....ic...a..., .ti� �.,.ra...... ..,:n �,e ,.�,,.o...,oa „
Where
POLICY: 5.3 December 2; and_ 25� and _December 31 °'_ and _- Formatted: Superscript
Januazv I st*'�°°�a°•°° fall on a Friday/Saturday, the ��� Formatted: Superscript
EFFECTIVE: July 1, 2004 holiday falling on the Saturday will be observed on
the Monday, and where these dates fall on a � Formatted: Superscript
REVISED: September 9, 2010 Sunday/Monday, the additional day will be observed
Seutember 8, 2011 on the Tuesday.
PAGES: 1 Regulaz Part-time employees who work 30 or more
hours weekly, shall receive a pro rata shaze of
compensation at their regular straight time hourly rate
CONTENTS: This policy consists of the following for each approved holiday.
numbered sections:
If any holiday mentioned above falls on an
L Policy Statement employee's regulazly scheduled day off, the employee
shall be compensated either through holiday pay or
PLJRPOSE: To provide a policy for uniform holiday compensatory time.
administration of standard Village holidays.
When a holiday falls within a period of paid leave,
I. POLICY STATEMENT: the holiday shall not be counted as a leave day in
computing the amount of leave debited.
The Village shall celebrate the following holidays ofY'
with pay for full-time and part-time non-union Non-exempt employees required to work on any
employees: designated holiday shall receive overtime pay in
addition to the holiday pay.
NEW YEAR'S DAY - January 1
MARTIN LUTHER KING - 3rd Monday in January
PRESIDENT'S DAY - 3rd Monday of Februazy
MEMORIAL DAY - Last Monday of May
[NDEPENDENCE DAY - July 4
LABOR DAY - lst Monday of September APPROVAL:
VET'ERAN'S DAY - November ll MICHAEL COUZZO, MANAGER
THANKSG[VING DAY- Last Thursday of TEQUESTA,FLORIDA
November
DAY AFTER THANKSGNING
CHRISTMAS EVE DAY - December 24
CHRISTMAS DAY - December 25
NEW YEAR'S EVE - December 31
In the event a holiday falls upon a Sunday, the
following Monday shall be deemed to be the legal
holiday. In the event the legal holiday falls on a
Saturday, the preceding Friday shall be deemed to be
1
VILLAGE OF TEQUESTA
PERSONNEL POLICY
exceed ninety (90) days for non-medical purposes.
Non-medical leave is unpaid leave time for career
TITLE: LEAVE OF ABSENCE advancement, personal or family situations. Such
I leaves may be granted after vacation and
POLICY: 5.8 compensatory accruals �have been exhausted.
Sick leave accruals may not be used for non-medical
EFFECTIVE: July 1, 2004 leaves. Medical leave without pay may be granted
for a period, which when combined with other leaves,
I REVISED: November 8, 2007 may not exceed six months. For unionized
Seutember 8, 2011 employees, the provisions of their union contract
limit maximum time off. Medical leave may be used
PAGES: 2 for disability/illnesses (including maternity-related
disabilities) which extend beyond the period of
accrued sick leave and FMI.A eligibility. (Vacation
CONTENTS: This policy consists of the following accruals must also be used before starting an unpaid
numbered sections: medical leave, after sick leave accruals are
exhausted.)
I. Policy Statement
Requests for medicai leave must be accompanied by
PURPOSE: documentation from the employee's attending
1) To establish procedures by which a regular, Physician. All leave requests, both medical and
non-medical will be routed to the respective
full-time employee, with over twelve (12) department head for approval. Approved requests
months of continuous service, may request a shall be forwarded to the Village Manager for review
leave of absence from employment with the
Village; and concurrence via the Personnel Action Form.
Under no circumstances may an employee use a
2) To establish conditions of which approved leave of absence to work for another employer or to
requests for leave of absence are administered. P�'sue self-employment. Leaves are designed to
accommodate employees who have critical personal
I. POLICY SATEMENT: situations only.
Requests for leave of absence without pay shall be in No sick leave, holiday, vacation benefits or any other
writing on a Personnel Action Form and shall state fringe benefits shall accrue while the employee is on
specifically the reasons for the request, the date leave of absence without pay.
desired to begin the leave, and the date of return. The
request shall normally be submitted by the employee Any employee on an approved leave of absence may
to the affected Department Head. The Department continue his or her medical, dental and life insurance
Head shall recommend to the Village Manager coverage by paying the full cost to the Village in
whether the request should be granted, modified, or advance for each month or portion thereof of which
denied. The Village Manager shall then make a he or she is absent, subject to limitations set by the
decision based upon the best interest of the Village, insurance carrier.
giving due consideration to the reasons given by the
employee, and the requirements of any applicable Upon expiration of the leave of absence, the
State and Federal laws. employee shall be reinstated in the position held at
the time the leave was granted or another equivalent
The Village Manager may grant a regular, full-time position. Return from a medical leave of absence
employee a leave of absence without pay not to requires a health care provider's release.
1
Upon extenuating circumstances, the Village
Manager may grant an extension of a leave period
upon written request by the employee. Any
extension may not exceed the 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.
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQLTESTA, FLORIDA
2
VILLAGE OF TEQUESTA
PERSONNEL POLICY
�
TITLE: ON-THE-JOB INJURY
POLICY: 7,g Additional reporting information should be recorded as
c-#e5s��e� � t�e ge;�—en �x�nnTr�n�c
EFFECTIVE• July 1, 2004 rnr,rD�,.Te nmrn,.rin keepin� with I�al requirements.
I REVISED��: �.113 ���.,�,.�, �e State required log of occupational injuries and
"'�epternber 8, 2011 illnesses is maintained by the Human Resource Office.
Information will be summarized and reported to the
PAGES: 1 State on an annual basis by the Human Resource
Director.
CONTENTS: This policy consists of the following DRAN'I'ED: RLG/Mar 15, 2004/Filed: On-the-Job Injuries 7.8
numbered sections:
I. Policy Statement APPROVAL:
MICHAEL COUZZO, MANAGER
PURPOSE: To establish a policy and procedure to TEQUESTA, FLORIDA
handle on-the-job injuries or illnesses.
I. POLICY STATEMENT:
The Village shall provide for the treatment and care of
on-the-job injuries and illnesses as provided by law.
Any incident involving a Village employee should be
reported to that employee's supervisor immediately.
The supervisor shall ensure that the employee has
transportation to receive medical care at the nearest
hospital or medical facility or by calling 911.
Employees should be taken for medical attention as
soon as possible. The employee will receive initial
treatment and will be advised by the attending
physician as to the need for further treatment and when
to report back to work.
The employee must complete a Notice of Injury form
on all injuries requiring medical attention. The
supervisor should provide additional information as
needed. All forms must be submitted to the Human
Resource Office. �r,,o u.,..,.,., ne�.,,.,�,.� nf�,.o ,,,;��
�ee�le�
1