HomeMy WebLinkAboutDocumentation_Regular_Tab 06I_06/10/2004 C��/ ��t! T �4 �i�l�,� ���1 -�-
VILLAGE
OF
TE UESTA
� PERSONNEL POLICY
MAN UAL
VILLAGE OF TEQUESTA
PERSONNEL POLICIES
TABLE OF CONTENTS
INDEX
CHAPTER l: GENERAL
l.l Purpose
1.2 Employee Identification Cards
1.3 Personnel Records
1.4 Visitars in the Workplace
CHAPTER 2: EMPLOYMENT
2.1 Equal Employment Opportunity
2.2 Diversity and Workplace Equity
2.3 Hours of Work
2.4 Nepotism
2.5 Probation Period
2.6 Types of Employment
2.7 Hiring Process
2.8 Performance Evaluations
CHAPTER 3: CONDUCT
3.1 Violence in the Workplace
3.2 Awards System
3.3 Grievance Process
3.4 Harassment
3.5 Personal Appearance
3.6 Personal Telephone Calls
3.7 Smoking
3.8 E-maiUInternet Use
3.9 Employee Ethics
CHAPTER 4: COMPENSATION
4.1 Compensation
4.2 Compensatory/Overtime
4.3 Demotions
4.4 Classification Plan
4.5 Promotions
4.6 Reclassification Procedures
4.7 Working Out of Classification
4.8 Transfers
4.9 Garnishment
4.10 Pay Periods
4.11 Pay Advances
4.12 Payroll Deductions
4.13 Payroll Preparation
CHAPTER 5: LEAVES
5.1 Sick Leave
5.2 Vacation Leave
5.3 Village Holidays
5.4 Bereavement Leave
5.5 Jury/Court Leave
5.6 Military Leave
5.7 FMLA
, 5.8 Leave of Absence
CHAPTER 6: TRAINING
6.1 Travel Expenses
6.2 Training Programs
CHAPTER 7: RISK MANAGEMENT AND SAFETY
7.1 Safety Committee
7.2 Traffic Crashes
7.3 Defective Equipment
7.4 Driver's Licenses
7.5 Emergency Conditions
7.6 Insurance Claims
7.7 Vehicle Operation
7.8 On-The-Job Injury
7.9 Safety and Accident Prevention
7.10 Accident Investigation and Reporting
VILLAGE OE TEQUESTA
PERSONNEL POLICY
TITLE: PURPOSE D. To promote communication between directors,
superc+isors, and employees.
POLICY: 1.1
E. To ensure, protect aud clarify the rights and
EFFECTIVE: July 1, 2004 responsibiliries of employees.
REVISED: NEW II. SCOPE:
PAGES: i These Personnel Policies and Procedures shall apply to
all Village employees except elected officials and
independent contractors. In the event of conflict
CONTENTS: This policy consists of the following between these rules and any collective bargaining
numbered sections agreement, personnel services contract, Village
ordinance, or state or federal law, the terms and
I. Policy Statement conditions of that contract, rule or law shall prevail. In
II. Scope all other cases, these policies and procedures shall
aPPjY•
PURPOSE: To outline the reason for these
policies, assert a disclaimer, and provide for the general In the event of the amendment of any ordinance, rule or
organization of persorrnel policies and procedures. law incorporated in this document or upon which these
provisions rely, these rules shall be deemed amended in ,
I. POLICY STATEMENT: conformance with those changes.
General Purpose: the Village of Tequesta enacts these
policies in order to fiuther the following goals:
DRAFZ'ED:RLG/Dec 11,2003/Filed:Purpose 1.1
A. To provide a uniform system of personnel
administration throughout the Village service.
APPROVAL:
B. To ensure that reciuitment, selection, placement, NIICHAEL COUZZO, MANAGER
promotion, retention and separation of Village TEQUESTA, FLORIDA
employees are based upon employees' qualifications
aad fifiess, 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.
1
VILLAGE OF TEQUESTA
PERSONNEL POLICY
temunation.
Police and Fire Departments may issue their own
TTTLE: EMPLOYEE I.D. CAItDS depardnent identification cards in lieu of the Village
identification card.
POLICY: 1Z
II. PROCEDURE:
EFFECTiVE: July 1, 2004
The Human Resource Office is responsible for issuing
REVISED: NEW employee identification cards and will coordinate with
the Village Police Depariment for the employee's
PAGES: 1 photograph. Each employee is responsible for
possession of their identification card and to take care
to protect it from loss, theft or misuse.
CONT'ENTS: This policy consists of the following
numbered sections Should a card be lost, damaged or deslroyed, it should
be immediately reported to the Human Resource Office
I. Policy Statement so that another card may be issued as quickly as
II. Procedure possible.
PURPOSE: To establish procedures for the All identification cards sha11 remain the properly of the
issuance of idenrification cards to Village Employees. Village and shail be retumed to the Human Resource Office
upon termination of employment or by special request by the
L POLICY STATEMENT: employee's Departrnent Head or the Human Resource Office.
It is the policy of the Village of Tequesta to issue It shall be the employee's responsibility to ensure accurate
employee identification cards to all full-time and and timely updates of a11 information contained on the
part-time employees. Cards may also be issued to employee's identification card. All requests for re-issuance
other employees who may require Village identificarion of employee identification cards shall be made by the
while working at remote job sites. employee to the Human Resource Office. All old I.D. cards
sha11 be returned to the Human Resource Office before
The card should be cairied at all times when an issuance of a new card.
employee is acting in an official capacity. The card
shall be used as identification, if requested by a DRAFTED:RLG/Dec 11,2003/Filed:ID Cards 1.2
member of the public or another Village employee. It
also provides immediate access to emergency APPROVAL:
information should an employee become injured or MICHAEL COUZ7A, MANAGER
incapacitated on the job. TEQiTESTA, FLORIDA
Unauthorized or inappropriate use of the employee
identification card is prohibited and will result in
disciplinary action up through and including
1
VILLAGE OF TEQUESTA
PERSONNEL POI�ICY
II. IDENTIFICATION OF
TITLE: PERSONAL IlVFORMATION AND 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: Ju1y 1, 2004 1. Employee application & hiring
REVISED: NEW documents
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 (personnet).
III. Release and Accessibility of Records Documents which have limited retention of three (3)
N. Retention Schedule calendar years or less unless otherwise provided
V. Updating Records pursuant to labor agreement. Examples include:
PURPOSE: To establish procedures and 1. Administrative correspondence relating
respons�ilities for the maintenance of employee to leaveivacation requests.
Petsonnel Records. 2. All other administrative documents of
limited informationallife span.
I. POLICY STATEMENT:
III. RELEASE AND ACCESSIBILITY OF
A. Establishment of procedures and responsibilities RECORDS:
for the maintenance of personnel records.
The � Human Resource Director shall establish
L The Human Resource Director is responsible for procedures for the release and accessibility of
establishing and maintaining an official personnel file information in personnel files. All requests for
for each employee of the Village. employee information shall be forwarded to the
Human Resource Director.
2. Department Heads are responsible for the
forwarding of documents for inclusion in the Information contained in an employee's personnel
personnel files of those employees assigned to their file will only be released to the public in
department. conformance with Florida Statute and Public Records
Laws. Personnel files will be available for inspection
3. Only the Human R�source Director may remove and copying, but will not be allowed to be removed
items from an employee personnel file with from the Human Resources Deparhnent.
notification to respective Department Head.
IV. RETENTION SCHEDLTLE:
4. Separate personnel files shall not be maintained
by the individual departments. These records are maintained during the tenure of the
1
employee and for the minimum number of years
required by law after the employee leaves Village
employme�t.
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.
DRAFI'ED:RI.G/Dec 11, 2003/Filed; Personnel Records 13
APPROVAL:
NIICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
2
VILLAGE OF TEQUES�A
PERSONNEL POLICY
TITLE: VISITORSINTHEWORKPLACE Dx�rEn:�.G/nec.22,2003/Filed:viaitors 1.4
POLICY: 1.4
EFFECTIVE: July 1, 2004 ���� �
MICHAEL COUZZO, 2+I�lNAGER
REVISED: NEW �QuESTA, FLORIDA
PAGES: 1
CONTENTS : This policy consists of the following
numbered sections
I. Policy Statement
PURPOSE: To establish policies and procedures
regarding visitors to Village offices and work sites.
L POLICY STATEMENT:
To provide for the safety and security of both visitors
and employees and the facilities at the Village, only
authorized visitors are permitted inside the workplace.
Restricting unauthorized visitors assists the Village to
maintain safety standards, protects against theft, assures
security of equipment, helps secure confidential
information, preserves employee welfare, and avoids
patential disruptions and inirusions.
All visitors should enter Village premises at the main
lobby of each respective facility. Authorized visitors
will receive directions or be escorted to their
destination. Employees are res�nsible for the conduct
and safety of their visitors.
If an unauthorized individual is observed on Village
premises, employees should immediately norify their
supervisor or, if necessary, direct the individual to the
lobby.
1
VILLAGE OF TEQUESTA
PERSONNEL POLICY
2. Provide compliance with State and Federal equal
TTTLE: EQUAL EMPLOYMENT opportunity requirements and regulations.
OPPORTUNITY
IL PROGRAM RESPONSIBILITY:
POLICY: 21
The Human Resource Director shall serve as the
EFFECTIVE: July 1, 2004 Equal Opportunity Officer to carry out the Equal
Employment Opportunity Policy and Program. The
REVISED: NEW Officer shall be the focal po�nt for the Village's equal
opportunity efforts and shall advise and assist staff
PAGES: 2 and management personnel in all matters regazding
implementation af and compliance with the Equa1
Employment Opportunity Policy, and be responsible
COri'i�El�'rs • This policy consists of the for the successful execution of the program, utilizing
following numbered sections the assistance of appropriate State and community
agencies. The Equal Opportunity Officer will have
I. Poliey Statement responsibiliry to examine existing intemal policies or
II. Program Responsibility procedures, which may serve as barriers to
III. EEO Practices implementing the Equal Employment Oppo�i,unity
N. Employee Development �
III. EQUAL EMPLOYMENT OPPORTUNITY
PURPOSE: To establish a policy to ensure equal P�CTICES:
employment opporlunity with the Village and to
outline procedures for action in case of violation. �e Equal Opportunity Officer shall underta,ke the
following actions to assure equal employment
I. POLICY STATEMENT• opportunities in the Village:
It is the policy of the Village to ensure equal 1. Periodically review all position qualificarions and
employment opportunity for all employees and job descriptions to insure requirements are
appointed representatives. This cammitment relevant to the tasks to be performed. Make
includes a mandate to promote and afford equal recommendations as needed to delete
treatment and services to all citizens, employees requirements not reasonably related to the tasks to
and Village representatives, and to assure equal be performed.
employment opportuniry based on ability and
fitness to all persons regardless of race, religion, 2• Assure that pay and fringe benefits depend upon
color, creed, national ori�in, sex, marital status, age .lob responsibility and, along with overtime work,
or disability. are administered on a non discruninatory basis.
The goals and objectives ofthe Equal Employment 3. Inform and provide guidance to staff and
Opportunity Policy are to: management personnel who make hiring decisions
so that all applications for selecrions, promotion
1. Ensure fair treatment and non-discrimination and termination, are considered without
in a11 aspects of Village employment. discrimination and all applicants be given equal
opportunity regardless of race, creed, color,
1
national origin, sex, marital status, age, or
disability.
4. Take appropriate steps to qualified candidates to
recruit qualified candidates based upon their
knowledge, skills and abiliries.
5. Provide orientation advising all new employees
of the Village's Equal Emptoyment
Opportunity Policy.
6. Tlus policy shall be made known to all
employees, contractors, and suppliers through
distribution of the Equa1 Employment
Qpportunity 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, layaffs and termination of
etnployees. Any actions which may adversely
affect employees must be brought to the
attention af 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 State
Department of Employment Sec�arity and other
programs.
DRA'EfiED:RLG/Dec 23,2003/Filed:ESO 2.1
APPROVAL:
MICHAEL COUZ7A, MANAGER
TEQUESTA, FLORIDA
2
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: DIVERSTTY AND WORKPLACE steps to ensure that employees know they are valued
EQUITY individuals.
POLICY: 2,2 n• PRACTICES:
EFFECTNE: July 1, 2004 To achieve warkplace equity and inclusion, the
Village will observe the policies and practices
REVISED: NEW outlined below:
PAGES: 1 1. The Village will ensure that we do not
discriminate in employment on the basis of
race, color, religion, national origin, sex, age,
CONTENTS : This policy consists of the following disability, marital status, creed, ancestry, or
numbered sections medical condition.
I. Policy Statement 2• The Village will ensure that applicant pools are
II. Practices both capable and reflective of the population we
serve.
PURPOSE: To state the organ.ization's commitment 3. The Village will make employment decisions
to build quality workforce representative of the based on job-related criteria and will provide
community we serve. opportunities for entry and promotion into
I. POLICY STATEMENT• non-traditional jobs where appropriate.
The Village is committed to building a diverse 4. The Village will ensure a workplace free of all
workforce which reflects the face of the community forms of harassment.
we serve, honors and respects the beneficial and
workhwhile differences and abiliries of a11 our 5. The Village will develop a procedure for
employees and residents, and provides employees prompt, thorough and impartial investigations
with opportunities, tools, and support to achieve their of discrimination or hazassment complaints, we
maximum potential. wi11 take appropriate measures to provide
remedy or relief to individuals who have been
Equitably managing a diverse worl�orce is at the victims of illegal discrimination, harassment or
heart of equal opporiunity. Valuing beneficial and false accusation thereof.
worthwhile differences among cultures and races is
the basis for a policy of inclusion. By creating a workplace where everyone can work
towards their maximuln potenrial, the Village will be
Diversity recognizes and respects a malritude of better able to retain quality, productive employees
differences, which employees bring to the workplace. �'ho will provide excellent services to our residents.
Diversity may complement organizational values that
stress teamwork, leadership, responsibility, and DRAFTED:RLG/Dec 23,2003lF'iled:Diversity Z.Z
quality service. Diversity means striving to maintain
an environment in which managers value the �PROVAL:
worthwhile differences in their employees and take 1VIICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
1
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TTTLE: HOURS OF WORK
II. TARDINESS:
POLICY: 2.3
Advance notice af anticipated tardiness is expected;
EFFECTIVE: July 1, 2004 notice of unavoidable tardiness is expected when
possible. Failure to do so will be construed as an
REPLACES: 3.07 (March, 2001j unexcused absence, and the time missed will not be
paid. Excessive tardiness will result in disciplinary
PAGES 1 action, including possible termination.
Notification by another employee, friend, or relative
CONTENTS • This policy consists of the following is not considered proper except in an emergency
numbered sections situation where the employee is physically unable to
make the notification.
I. Policy Statement
II. Tardiness �• ATTENDANCE RECORDS:
III. Attendance Records
Each depardnent will maintain daily attendance
PURPOSE• To establish a policy setting uniform records, including rlate and time absent and reason
hours of work for employees. for absence. Attendance shall be a consideration in
deteri�g promotions, transfers, satisfactory
I. POLICY STATEMENI': completion of probationary periods, and continued
employment with the Village. Frequent tardiness or
The Village workweek shall begin at midnight on other attendance irregularities shall be cause for
Sunday through 11:59 p.m. on Saturday. Except as disciplinary action.
otherwise provided by any applicable labor
agreement, the normal working hours for Hours for part-t'vme and certain employees may vary
administrative and office personnel are eight (8) from the nortnal office hours noted above due to the
hours, from 8:30 a.m. to 5:00 p.m., Monday through ��'e of their duties and will be deternuned by the
Friday. The hours of work for shift and field appropriate department head.
personnel may vary but shall be guided by the most
efficient and effective arrangement to the Village. D1�'� rED:�tcmec 23,2oo3�'ile�:work xours 2.3
The Village shall provide each employee with one
(1) hour for a meal. The meal period is unpaid for %2 �PROVAL:
hour and paid by the Village for 1 /z hour. Employees MICHAEL COUZZO, MANAGER
are entitled to a fifteen (15) minute break in the �Q�STA FI.ORIDA
morning and a fifteen (15) minute break in the
afternoon.
Occasions may arise when the service to the citizen
can be improved through the adjustment of an
employee's work hours. This will be done at the
discretion of the department �ead.
1
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: NEPOTISM APPROVAL:
NIICAAEL COUZZO, MANAGER
POLICY: 2A TEQUESTA, FLORIDA
EFFECTIVE: July 1, 2004
REPLACES: 2.07 {March 2001)
PAGEB: 1
CoNTENTS : This policy consists of the following
numbered sections:
I. Policy Statement
PURPdSE: To establish policy for the employrnent
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 emplayed in a position supervised
by a family member. Family members shall not be
placed in a position such that one member is required
or authorized to review the work, personnel
documents, expense account or time records of
another family member. 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-pazent, brother, sister 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 spouses, grand-
stepchildren and their spouses, aunts, uncles, nieces, �
nephews and persons residing in the same household
as the employee.
DRAFTED : RLGtDec 26,2003/F51ed:Nepotism 2.4
1
VILI�AGE OF TEQUES'TA
PERSONNEL POLICY
employee is unable to perform the work, the person
TITLE: PROBATION PERIOD must be terminated as early as possible. Early
termination saves the Village a time and dollar
POLICY• 2.5 investment and saves the employee possible
� embarrassment and frustration.
EFFECTIVE: July i, 2004 II. EVALUATIONS:
REPLACES: 2.06 (March 2001)
At the end of the probation period, the employee
PAGES: 2 sha11 be formally evaluated, however, it is expected
that informal evaluations will be conducted during
the course of the probation period to assess
CoNTENTS : This policy consists of the following performance and to advise employees of e�cpectations
numbered sections: regarding performance. Significant job
deficiency(ies) shali be documented in the
L Policy Statement employee's personnel file.
II. Evaluation
III. Completion �. COMPLETION:
PURPOSE• To establish policy and procedure for If the employee successfully completes the probation
the probation period for new employees and current Period he or she becomes eligible for vacation and
employees who transfer to a new position. other appropriate leaves retroactive to the employee's
beg'vnning date of employment with the Village.
I. POLICY STATEMENT:
If an individual has been transferred or promoted, he
All employees, except exempt department heads, or she remains eligible for all fringe benefits included
placed in new full-time and part-time positions must with the previous position during the probation
serve a period of probation. Exempt management Period for the transfer or promotion. If the position
who are "at will" employees serve no probation to which an employee has been transferred ar
period. Police officers and firefighters serve a promoted carries benefits different from those of the
probation of one year; ail other employees serve a previous position, the person becomes eligible for the
six-month probation unless otherwise defined by benefits of the new position upon the satisfactory
labor contract. completion of the probation period retroactive to the
date of the transfer or promotion.
The probation period is designed to give the
employee time to learn the position and to give the If a transferred or promoted employee fails to achieve
supervisor time to evaluate the employee's potential satisfactory performance in the new position, he or
and performance. During the established she will be given priority for the first position
probarionary period, the Village reserves the right to opening sinular to the one previously held if the
terminata the probationary employee's service on the �Ployee's performance in the previous position was
basis of unsatisfactory performance or on the basis of satisfactory. If an employee had not performed
other reasons deemed sufficient by the Village. satisfactorily in the previous position, termination
from Village employment will be considered.
Department Heads are encouraged that if an
If an emergency arises during an employee's
probationary period which requires a leave of
absence, such time off, if granted will not be
1
considered as time worked.
DRA&�n : RLG/Dec 26,2003/Filed:Probation 2S
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
2 _
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TTTLE: TYPES OF EMPLOYMENT- whose position is classified under the Fair
DEFINITIONS
E. "Full-time employee" means an employee
FOLICY: 2.6 who is regularly assigned to work forty
hours per week.
ETFECTIVE: July 1, 2004
F. "Part-time employee" means an employee
REPLACES: NEW who is regularly assigned to work less than
foriy hours per week.
PAGES: 1
G. "Regutar rate of pay" means the hourly rate
of pay actually paid an employee for the
CONTENTS : This policy consists of the following normal, non-overtime work week for which
numbered sections: he/she is employed.
I. Types of Employment H. "Temporary/Seasonal employee" means an
employee hired on a seasonal or temporary
PURPOSE: To establish guidelines and definitions basis for a special project or other work of a
for types of employment and for entitlement to temporary or transitory nature.
benefits.
I. "Work day" means the 24-hour period from
1. TYPES OF EMPLOYMENT: midnight to midnight.
A. "Anniversary date" means the date that an J. "Work week" means the continuous 7 day
employee begins employment with the period beginning at 12:00 a.m. on Saturday
Village and the same date in following years and ending at 11:59 pm. Frida.y.
unless the anniversary date is adjusted
consistent with the procedures set forth in
the Hnman Resource Office.
DRAF7'ED: RLG/Dec 26,2l103/F'iled: Types of Empioyment 2.6
B. "Deparhnent Head" means each of the
following: the Village Clerk, Finance
Director, Director of Community �PROVAL:
Development, Police Chief, Fire Chief, MICHAEL COUZZO, MANAGER
Community Development Director, Public '�Q�STA, FLORiDA
Works Director, Director of Parks and
Recreation, Utilities Director, Assistant
Village Manager, Human Resource Director.
C. `Bmployee" 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
1
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE HIRING PROCESS reasonable opportunity for persons to apply and be
considered for employment.
POLICY: 2.?
III. APPLIC�iTION FORM:
EFFECTIVE: July i, 2004
All applications for employment shall be made on
REVISED: NEW forms prescribed by the Village Manager. Forms
shall provide foz designation of a veteran's
PAGES 1 preference in accordance with the law.
IV. PHYSICAL EXAMINATONS:
CONTENTS : This policy consists of the following
numbered sections: Applicants for safety sensitive positions receiving a
conditional offer of employment shall be required to
I. Policy Statement undergo a physical examination which will include a
II. Recruitment drug-screen paid for hy the Village.
III. Applicarion Form
IV. Physical Examinations V• P�-EMPLOYMENT SCREENING:
V. Pr�employment Screening
VI. Selection All new hires witl be required to underga a criminal
VII. Temporary and Seasonal Appoini�nents background check. A criminal background check
will be required for temporary posirions requiring
PURPOSE: To establish a policy and proced�re for public security, acixninistrative confidentiality,
all phases of tl�e hiring process. working witt► minors, or cash handling.
I. POLICY STATEMENT: �• SELECTION:
It shall be the policy of the Village to conduct The Village Manager or his designee, in conjunction
recruitment and selection in an affirmative manner to �`''lth the Department Head, shall determine the
provide equal employment opportunity to all selecrion device or devices to be used to obtain the best
applicants and to prohibit discrimination because of q�fied candidates for each position. Such selection
devices may include work sample or performance
race, age, disability, political affiliation, religion, sex, tests, practical written tests, individual physical
color, pregnancy, ancestry, marital status, veteran examinarions, background and reference inquiries and
status, national origin or any other discriminatory evaluation of training and e�erience.
factor prohibited by law.
II. RECRUITMENT: � TEMPORARY AND SEASONAL
A.PPOINTMENTS:
Recruitment will be tailored to best meet the needs of Temporary and seasonal appointments shall not exceed
the Village and will be directed to all sources likely 180 days. No temporary or seasonal employee shall
to yield qualified candidates. Job announcements � more than 180 days in a calendar year.
shall be clear and readable. They shall include the
job title, salary range, and job qualification
requirements. I'ublicity for job vacancies shall be D �� `��� 29,2oo3�t`�a I3iring 2 .�
conducted for a sufficient period of time to ensure �PROVAL
MICHAEL COUZZO, MANAGER
1
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TTTLE: PERFORMANCE EVALUATIONS
II. PERFORMANCE PLANNING PROCESS:
POLICY: 2.8 Step 1 The supervisor and employee each review
EFFECTIVE: July 1, 2004 �e employee's job description along with written
statement of additional department specific duties
and responsibilities in preparation for establishing the
REPLACED: 1-00lO1 performance Plan. In this meeting it will be
determined which Performance
PAGES: 4 Standards/Goais/Objectives are most important in
indicating the successful completion of the job the
employee has been hired for.
CONTENTS : This policy consists of the following ,
numbered sections: Step 2• Space is provided on the form for the
supervisor to write in the department
I. Policy Statement standards/criteria andlor objectives. These should be
IL Performance Planning Process words or phrases, which will give a clear, concise and
III. The Performance Review specific description of what is being evaluated. The
N. Conclusion requirement should be stated clearly, objectively and
measurable if possible as to it apply to the task and
PURPOSE: The purposes for this policy is to expectations.
provide the supervisors and the employee with the
foilowing: a. The advantage of this approach is that it
gives the Supervisor full flexibility in
1. The reasons for evaluating employee performance. developing standards that are specific and
2. The advantages of using goals and objectives pertains to the job requirements and
and/or standards when evaluating performance. expectations.
3. The process to conduct a planning session in which
performance goals, standards and objectives are b. In addition to the department e�ected
developed and established for the upcoming standards/criteria and/or objectives, the
evaluation period. supervisor should review with the
4. The outline and procedures for subordinates on employee characteristics described in the
what the basis of evaluation will be. Department Standards of Conduct which
reflect the expectations for the employee.
L POLICY STATEMENT:
c. The supervisor may add additional
The Performance Planning and Review Program is a Standards of Conduct as needed and
systematic approach that assures on-going appropriate, i.e. police, fire and other
communications between the supervisor and the personnel.
employee. The primary purpose of the employee
performance evaluation program is to inform d. If additional space is required, supervisors
employees of how well they are perfornung and to should attach additional sheet and/or
offer constructive criticism on how an employee can department form.
improve hrs/her performance. Performance
evaluation shall also be considered in decisions Step 3• The supervisor and the employee then
affecting salary advancement, promotion, discuss Performance Plan.
reassignment, dismissal and training rieeds.
a. Discuss each Department Expected
1
Standards/Criteria and/or Objectives, and
Department Expected Standards of Conduct
and any other pertinent matters. III. THE PERFORMANCE REVIEW:
b. Discuss the Performance Ratings 1. The review session itself can be the single most
significant part of the entire process.
S = Satisfactory
U = Unsatisfactory a. First.
NA = Not Applicable T'he session needs to be memorable to the
employee due to the fact that it is the
c. Discuss what constitutes Outstanding, principal indicator of the supervisor's
Satisfactory, Unsatisfactory, etc. Both evaluation of that employee's job
employee and supervisor should come to a performance.
meeting of the minds on what constitutes
meeting standards on particular b. Second.
performance objective(standard/criteria. 'The employee needs to understand the
supervisor's evaluation of his performance.
d. An outstanding performance rating A poor performance will need to be
qualifies an individual for a performance discussed for an employee to realize that the
recognition adjustment, which is based on a supervisor values quality work. A quality
recommendation of the supervisor and the performance will need to be discussed for
approval of the Village Manager. the employee to realize that his/her work is
appreciated and valued.
Step 4• The employee and supervisor then sign the
Performance Plan. A copy is given to the employee, 2, Both the supervisor and the employee must
department head, human resources and others as prepare for the performance review. There are
appropriate. some specific things a supervisor can do to help
make the performance review more effective and
The mutual development and signing of a less stressful. Paying close attenrion to the
Performance Plan follows a number of management following elements will improve the
principles. One is that where there is involvement, performance review process.
there will be a greater level of commitment. Another
is that people generally try harder to fulfill those SteU 1: Selecting The Time And Place
commitments they have made in writing. The
Performance Plan should be viewed in light of a . Choose a time when you and the
written commitment the employee makes to the employee will be able to concentrate.
Village. There will probably never be a time
when both of you will be free of other
Step 5• The employee then begins working on problems, but you can avoid the
hislher Performance Plan until review time. obviously inappropriate times.
Performance Plan may be revised, if needed. Remember, you are not only going to
discuss past performance, but you are
Step 6• It is essential that the supervisor give also going to do performance planning
periodic feedback to the employee throughout the for the next review period. The
Performance Plan period so that there are seldom any review process may take more than
surprises when the final review is held. This can be one meeting, but it should be seen as
given with daily on-going feedback, or in a monthly one process and completed within a
review/preview session, etc. few days.
Step 7• At the conclusion of the Performance Plan • Location is important. Find a place
period, usually twelve months unless a special that ensures privacy; abso2uteIy no
evaluation is called, the supervisor reviews the one should overheaz the con.versation.
performance in a meeting with the employee and Interruprions should be avoided if at
evaluates how well the Performance Factors were all possible. Privacy is a must during
completed performance reviews. Plan to hold the
2
meeting in a place where you and the input/self-evaluation can help clear up
employee can sit facing each other gray areas in the employee
without a desk between you. If you performance picture, identify needed
sit with your desk between you and training and development areas, and
the employee, you may create a facilitate discussion of performance.
barrier that can discourage the free
flow of information. • Unless employee comes to view the
performance review as a ratings game,
• Once you have selected the time and employee will often be harder on
place, make an appointment with the themselves than the supervisor would
employee well in advance of the be.
meeting. The employee will want to
prepare for the meeting. Once the Step 4: Conducting The Meeting
appointment is made, keep it! If you
cancel or postpone it, you will be . Supervisors must be able to
sending the employee two powerful communicate effectively if the system
messages: that whatever you are doing is to work. Employee too, must
is more important than they are and communicate. Active listening
more important than good coupled with a positive attitude will
performance. go a long way in making the session a
success.
St�2: Assessing Employee Performance
• The employee should be encouraged
• Use the techniques discussed in this to take the lead in the discussion. The
guide to prepare yourself to discuss the discussion should cover the following
employee performance. Make sure six key areas:
you refer back to the performanee plan
established at the last performance 1. Review of performance
review session. Follow the guidelines standards/objectives/criteria.
for giving and receiving feedback. 2. Review of major job
Make sure you review the employee responsibilities.
job description to make sure it is still 3. Examination of growth areas,
accurate and up-to-date. goals and training needs.
Remember, concentrate on behavior, 4. Discussion of major
not personality, unless it unpacts their accomplishments.
performance. 5. Preparation of a plan for
development.
Step 3: Preparing The Employee 6. Evaluation of the performance
planning and review session.
• Some supervisors feaz asking
employee to do a self-appraisal. They Ste�: Completing the Process:
think the employee will build
themselves up and it will be • Complete process as instructed on
impossible to get them to think forms. The supervisor selects the
realistically. Supervisors also believe performance rating which best
employee will not respond. These describes the completed
fears are largely unfounded when objective/standard/criteria.
employees are asked to evaluate their
own performance. • Employee rated S(Satisfactory)
Meets Standards/Objectives, etc.
• Do not ask the empioyee to evaluate
their own character or to provide an . Employee rated U(Unsatisfactory)
overall description of them. Ask how Did not .meet
the work went - were the goals Standards/Objective/Criteria, etc.
achieved and how well. Employee
3
Rating must be supported by detailed,
quanti�xed, objective and specific
comments and must be reviewed with
Human Resources prior to review
with the employee.
• Written statements indicating greatest
strengths, w$aknesses and other
comments should be made.
• The employee should make
appropriate comments, if desired.
• Both employee and supervisor, as
well as the overall department head,
should sign the form.
• The form shonld be forwarded to the
Human Resources Office for final
review and copies thereafter
distributed.
Step 6: Planning Process for Ne� Review.
Supervisor and employee begin Performance
Planning Process for next review.
N. CONCLUSION:
A performanee planning and review system that
recognizes and rewards expected and above
performance and corrects poor performance can
contribute significantly to improved morale and
productivity. Likewise, if supervisors show
favoritism or prejudice toward certain employee, the
system will contribute to poor morale and lose
productivity. In other words, a system is only as
good as those who use it.
DRAFTED:RLG/Dec 26,20031Filed: Performance Evaluations 2.$
APPROVAL:
MICAAEL COUZ.7A, MANAGER
TEQUESTA, FLORIDA
4
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: VIOLENCE IN THE WORKPLACE does commit violent acts against other employees or
individuals having business with the Village.
POLICY: 3.1 l. POLICY STATEMENT:
EFFECTIVE: July 1, 2004 The employer will not tolerate any acts of violence to
REPLACES: 2.06 (March 2001) persons or properiy. All acts of violence are treated
seriously. Each act of violence will be dealt with
PAGES: 2 promptly and appropriately utilizing adininistrative,
managerial, legal and disciplinary actions to
minimize risk to employees, customers, and property.
Employees are prohibited from bringing guns and
CoNTENTS : This policy consists of the following �y�apons on to Village property unless they are
numbered sections: certified Police Officers.
I Policy Statement II, pREVENTING WORKPLACE VIOLENCE:
II. Preventing Workplace Violence
III. Responsibilities The employee recognizes that most serious incidents
of workplace violence represent a parsonal crisis that
PURPOSE: To provide management and employees the individual is unable ar unwilling to solve alone.
with guidance should they encounter a situation they Intervention at an early stage provides the individual
believe may result in violence, and to provide with the necessary assistance to resolve these issues,
information and training to management and prevent escalation, and allow continued productive
employees to minimize risk of injury or harm employment.
resulting from violence in the workplace
environment. Employees and supervisors have access to
confidential and discretionary professional assistance
DEFINITIONS: "Workplace Violence" means any thraugh the Employee Assistance Prograxn. The
verbal or physical action that is commwnicated or program provides advice, assessments, and case
perceived as a threat, harassment, abuse, intimidation review to help management develop intervention
or personal contact, that produces fear, causes bodily strategies and make decisions that will prevent
harm or damage to property. Workplace violence violent incidents from occurring. The program can
may involve family, friends, strangers, co-workers, refer to outside professional agencies, which can
customers, citizens or residents. Violence or threats provide evaluations, diagnoses and treatment plans.
of violence are prohibited in the Village's work
locations. It is the shared obligation of all employees III. RESPONSIBILITIES•
to act individually and jointly to report and prevent �
actual or implied violent behavior at the workplace. �y employee who becomes aware of a threat made
Violence, or the threat of violence, by or against any by another employee or has observed or has been
employee of the Village or other person is made aware of the potential or actuality of violence
unacceptable and will subject the perpetrator to � the workplace should immediately contact a
serious disciplinary action and possible criminal supervisor who in turn has the responsibility to
charges. Village employees are required to cooperate contact the Village Manager and/or the Tequesta
with law enforcement officials to aid in the Police Depatrtment, if necessary. No employee who
prosecution of anyone who threatens to commit or acts in good faith in reporting violence or threatened
violence in the woxkplace will be subject to
retaliation or harassment based upon such reporting.
1
The Village also recognized that employees may be
involved in personal disputes with family members,
neighbors, or personal acquaintances. An employee
who applies for a restraining order which lists the
Village work area as a protected area must inform his
or her Department Head and the Village Manager of
such action and provide a description of the
individual restrained by the order. If a court order
has not been secured but the employee feels
threatened, the employee should notify the immediate
supervisor and the Police Department.
Management is responsible for responding to
potential or violent situations, depending on the
seriousness and nature of the incident. They wi11
conduct interviews and investigations, prepare
documentation, and notify appropriate assistar�ce
agancies.
DRA�SD:RLGJDec 26,20031Fi1ed:Violence in the Workplace
31
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
2
VILLAGE OF TEQUESTA
PERSONNEL POLICY
recognition. Care should be taken to include all
TITLE AWARDS SYSTEM equally deserving individuals.
Norninations may be submitted by any employee of
POLICY 3.2 the Village including the potenrial recipient.
EFFECTNE: Juiy 1, 2004 Nominations should contain a summary of the facts
of the incident or conduct and signed statements from
REVISED NEW witnesses, if applicable. Nominations will be
forwarded to the Human Resource Director, which
PAGES: � 2 may comment on the nomination in writing. After
review of a nomination, the Human Resource
Director wilt make a recommendation to the Village
CONTENTS • 'T'his policy consists of the following Manager for the following action(s) to be taken:
numbered sections: a. Approve the nomination and take
I. Policy Statement immediate steps to present an appropriate
II. Nominations award;
b. Convene the Awards Committee to
IlI. Awards Committee consider and/or investigate the
N. Final Determination nomination;
V. Awards in Order of Precedence c. Return the nomination to the appropriate
supervisor for further investigation; or,
PURPOSE: To recognize the outstanding d, Reject the nomination.
performance of Village employees, citizens, and
organizations who provide exceptional service to the �, AWARDS COMMITTEE:
Village of Tequesta.
The Awards Committee will be responsible for
DISCUS5ION: Awards, decorations, and public reviewing and investigating nominations forwazded
recognition of a job well done motivate members and to them by the Human Resource Director. The
increases the overall effectiveness of the Village. Awards Committee will forward its findings and
The Village Manager desires to publicly recognize recommendation to the Village Manager.
and commend those individuals who distinguish
themselves through outstanding performance of duty. �e Awards Committee will be composed of the
Also worthy of public recognition and commendation Hwnan Resource Director and two staff members.
are those private sector citizens and organizations � Human Resource Director will serve as
who provide special assistance to the Village. chairperson.
IV. FINAL DETERMINATION:
I. POLICY STATEMENT:
The Village Manager will make the final
It is the Village's policy to recognize and award determination on all awards. A copy of the Awards
members who have displayed excellence in the Committee`s farmal written citation will be
performance of duty. forwarded to the Village Manager's Office for filing
in the recipient rnember's file after the presentation of
II. NOMINATIONS: the award.
Supervisors are encouraged to bring to the attention V. AWARDS IN ORDER OF PRECEDENCE•
of the Village Manager those persons who deserve �
1
EMPLOYEE OF THE YEAR - The ernployee
recognized as the most outstanding among peers in
performance of duty throughout the year.
Recipients must demonstrate a high degree of
professionalism, The primary consideration for this
award will be the consistent nature of the
individual's outstanding performance. Award
includes a personal plaque and recipient's name
inscribed on a permanent Village plaque.
EMPLOYEE OF TF� QUARTER - The Village
employee recognized as the most outstanding
among peers in performance of daty throughout the
quarter. Award includes certificate and recipient's
name inscribed on an agency plaque for that
quarter.
CITI7EN SERVICE AWARD - Special
recogaition of a private citizen or organizarion that
has provided exceptional voluntary service to the
Village during the previous year.
RETIREMENT AWARD - An appropriate plaque
or symbolic gift commemorating the honorable
service of a member who has met longevity
requirements for retirement.
DRAFI'ED:RI.G/Jan 2, Z(104/Filed: Awards System 3.2
APPROVAL:
MICHAEL COUZ7A, MANAGER
TEQUESTA, FLORIDA
2
VII�LA�E OF TEQUESTA
PERSONNEL POLICY
SteA Z. If the employee is not satisfied with the
TITLE: GRIEVANCE PROCESS solution by the department head, the employee must
submit the grievance, in writing, to the Village
POLICY: 33 Manager within twenty (20) working days of the
alleged occurrence. This written notice shall include
EFFECTIVE: July 1, 2004 the following:
a) Statement of the grievance and
REVISED: NEW relevant facts
b) Remedy sought
PAGES: 1 c) Reasons for dissatisfaction with the
department head's solution
CoNTENTS • This policy consists of the following T�e Village Manager shall attempt to resolve the
ntimbered sections: grievance within five (5) working days after it has
been presented to him/her. The Village Manager is
I. Policy Statement the fuial authority on grievances presented by
� ��� non-represented Village emplayees.
PURPOSC: TO establish standardized grievance DgA�•i�p : gLG/Jan S, 20(13�1ed: Grievance Prceess 3.3
procedures for non-represented employees.
I. POLICY STATEMENT: AppROVAL:
It is the policy of the Village of Tequesta to afford all MI�EL CODZZO, MANAGER
employees a means of obtaining further consideration TEQUESTA, FLORIDA
of problems when tliey remain unresolved at the
supervisory level, and to establish policies and
procedures tYiat 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.
IL PROCEDURE:
SteQ 1. An Employee must present a grievance
within ten (10) working days of its alleged
occurrence to the employee's immediate supervisor
andtor department head, who shall attempt to resolve
it within five {5) working days after it is presented to
them.
1
VILLAGE OF TEQUESTA
PERSONNEL POLICY
legally protected status. Discrimination and
TITLE: HARASSMENT harassment are illegal and will not be tolerated.
POLICY: 3.4 Section 2. Applicability
EF`FECTIVE: July 1, 2004 The provisions of this directive apply to all personnel
working for the Village, either directly or through a
REVISED: NEW contractual relationship, as well as elected officials.
PAGES : 4 The term "employee" as used in this policy shall
apply to all contractual personnel, direct employees,
participants in Village services, vendors and
CONTENTS: This policy consists of the following volunteers of the Village.
numbered secrions: Section 3 . Harassment and Discrimination
I. Statement of Policy Prohibited
II. Applicability The Village will also not tolerate any form of
III. Harassment and Discrimination retaliation directed against an employee or other
Prohibited individual who, in good faith, complains about
IV. Defuution of Sexual Harassrnent harassment or participate in any investigation
V. Examples of Discrimination and/or concerning harassment. It is expected that all
Harassment employees will continue to act responsibly in
VI. Discrimination and/or Harassment fulfilling the Village's commitment to working in an
Complaint Procedure environment totally free of discrimination and/or
VII. Complaint Investigation sexual harassment. To that end, it is also expected
VIII. Result of Investigation that ernployees will prudently avail themselves of the
IX. Follow up mechanisms pxovided herein to address issues
regarding discrimination and/or sexual harassment.
PURPOSE: To establish policy prohibiting all
forms of harassment. To define procedure for No employee should be subjected to derogatory
reporting harassment. To establish guidelines for verbal or nonverbal references regarding his or her
adnunistration of discipline. Each employee will be race, gender, national origin, religion, age, disabiliry,
required to read and sign the "Discriminarion and marital status, pregnancy or any other legally
Harassment" policy. protected status. No employee, male or female,
should be subjected to unsolicited, offensive and
Section 1. Statement of Policy unwelcome sexual overtures or conduct (verbal or
physical).
It is the policy of the Village that all employees enjoy
a work environment free of discrimination andfor Such conduct, whether coxnmitted by supervisors or
harassment. Discrirnination and harassment are non-supervisory personnel, is specifically prohibited
forms of misconduct that undermine the integrity of by state or federal law, as well as Village policy.
the employment relationship, lower morale, and Such conduct may also expose the Village and the
interfere with work effectiveness. This policy individual to liability for damages, attorney's fees
applies equally to any discrimination or harassment and costs.
based on race, gender, national origin, religion, age,
disability, marital status, pregnancy or any other It is the responsibility of all supervisors and
1
employee to insure that discriminarion and/or 3. Such conduct has the purpose or effect
harassment does not take place. At a minimum, of unreasonably interfering with an
supervisory personnel are required to inform all individual's work performance or
employees of this directive and to immediately creating an intimidating, hostile or
correct any problems that may arise. Supervisors are offensive work envirorunent.
responsible for maintaining a work environment that
is free from discrimination and/or harassment, as well Sexual harassment does not refer to occasional
as any other conduct that creates a hostile work compliments of a socially acceptable nature. It
environment for any individual. refers to behavior which is not welcome, which is
personally offensive, which debilitates morale, and
The Village recognizes that invalid, unfounded or which interferes with work effectiveness. Some
false accusations of discrirnination and/or harassment behavior that may be acceptable in social settings is
can have serious effect on innocent individuals. not appropriate in the work place and is considered
Therefore, the Village Manager, as confidentially as insulting and demeaning to the victim. . In addition,
possible, and, if appropriate, the Village Attorney, no one should imply, joke about, or threaten that an
shall investigate any and all complaints of applicant or individual's employment, assignment,
discrimination and/or harassment to deternune the compensation, advancement or acquiescence to
most appropriate disposition. Each and every sexual harassment.
complaint or allegation of discrimination or
harassrnent shall be reported to the Village Manager. Section 5. Examples of Discrimination
and(or Harassment
Harassment and discrimination participants fall into
three categories: (1) the alleged offender, (2) the • Referring to a woman as girl, doll, honey,
alleged victim, and (3) any witnesses. Any of the sweetheart, etc.
three can be found in violation of this directive. . Referring to a man as boy, hunk, babe,
Violation of this directive includes participating in honey, sweetheart, etc.
discriminatory and/or harassing pracrices, permitting . Asking unwelcome questions about sexual
subordinate employees to engage in such practices, history or practices, racial, ethnic or
filing false charges or malicious complaints, or religious issues
retaliating against employees who report instances of • Referring to individuals in protected classes
discrimination and/or harassment. This directive in a derogatory or disparaging manner
constitutes a"zero-tolerance" policy. Appropriate . Displaying visuals which may be degrading
disciplinary action shall be taken against any and all to an employee's race, ethnicity, national
individuals who violate this directive, which origin, age, disability or religious beliefs
disciplinary action may included immediate . Telling racial, religious or other
ternunation from perfornvng services for the Village discriminatory jokes or stories
or, if a direct employee or volunteer, ternunation of . Offensive or unwelcome sexual flirtation,
the relationship with the Village. advances, propositions or threats, or giving
unwanted gifts
Section 4. Definition of Sexual Harassment . Verbal innuendoes or jokes of a sexual
Sexual harassment refers to unwelcome behavior of a nature, graphic or degrading verbal
sexual nature that is personally offensive, deliberate comments about an individual or his or her
and repeated. It includes sexual advances, requests appearance
• Displaying sexually suggestive objects,
for sexual favors, and other verbal or physical pictures or gestures
conduct of a sexual nature. Such harassment may be . Suggestive or insulting sounds, leering or
verbal, nonverbal or physical, and is illegal when: ��ing, whistling, blowing kisses, licking
1. Submission of such conduct is made lips, including sexual gestures with hands or
implicitly either a term or condition of t1u'ough body movements
employment; • Any offensive or abusive physical contact,
2. Submission to, or rejection of, such including touching, pinching, brushing the
conduct by an individual is used as the body or sexual assault
basis for employment decisions
affecting the individual; and/or Section 6. Discrimination and/or
2
Harassment Complaint Procedure Section 7. Complaint Investigation
The following procedures should be followed Complaints will be invesrigated in as
when an employee thinks he or she is the victim confidential and timely a manner as possible and
of discrimination and/or harassment: in accordance with the Public Records Act,
Section 119.07, Florida Statutes. Information
Sten 1• Anyone who believes that he or she concerning an active complaint wi1T not be
may have been subjected to discrimination released by the Village to third parties or to
and/or harassment should, whenever reasonably anyone within the Village who is not directly
possible, first inform the offending party that involved in the investigation, except as may
such behavior is offensive and will not be otherwise be required by law or by a court of
tolerated. competent jurisdiction. The purpose of this
provision is to protect the confidentiality of an
St£p 2. Because providing a claun of employee who files a complaint, to encourage
discrimination or harassment can be difficult, the the reporting of all instances, and to protect the
victim should keep a record of times, places and reputation of any employee charged with
specific details, including witnesses. If the discrimination and/or harassment. All
behavior continues, the employee may file a participants involved in an investigation are
formal, written complaint with the Village expected to maintain their involvement in or
Manager. A form for the filing of such , discussion of the investigation confidential,
complaints, which should be used in all but the except insofar as disclosure is required in
most exceptional circuxnstances, is available in obtaining or being represented by legal counsel.
the office of the Village Manager. The failure to abide by this confidentialiry
reguirement constitutes a violation of this
Sten 3- In instances where the allegation of directive.
discrimination or harassment is leveled at the
Village Manager, the complaint should be Disciplinary action taken as a result of
submitted to the Village Manager. discrimination or harassment will become part of
the personnel file of the offending employee and
Sten 4• In an employee norifies a is subject to disclosures pursuant to the Public
supervisor of such a problem, the supervisor Records Act.
shall notify the Village Manager immediately
and in writing of the situation, and shall provide The investigation of a complaint will normally
a copy of the complaint form submitted by the include conferring with the parties involved and
employee. The supervisor shall notify the any named or apparent wimesses. Tape-recorded
Village Manager as soon as he or she is made statements may be taken of any of all the
aware of such a situation. individuals involved. All employees will be
guaranteed fair and impartial treatment, and shall
In the event that the victim of harassment would be protected from coercion, intimidation,
like to complain to a person or agency outside interference or discrimination for filing a
the Village, two options are available. These complaint or participating in an investigation.
are:
All harassment investigations which take on a
The Florida Commission on Human Relations formal nature will result in an investigative Draft
(FCHR) Report which shall be forwarded to the
25 7ohn Knox Road complainant, the accused, the affected
Tallahassee, FL (850) 488-7082 department head, and the Village Manager's
office. All parties will have five (5) working
And days to review the report and present any fiuther
evidence, comment or rebuttal to the findings
The Equal Employment Opportunity contained within the report. All evidence will be
Commission (EEOC) considered by the investigating party and a final
501 East Polk Street report will be submitted with a determination as
Tampa, FL (800) 669-4000 to whether a complaint is sustained, not
sustained or unsubstantiated. A complaint is
3
sustained when there is sufficient evidence
presented to reasonably establish that the
allegations or charges made are true. A DRAFTED : RLG/Jan 8, 2003/Filed: Harassment 3.4
complaint in not sustained when there is
sufficient evidence presented to reasonably
establish that the allegations or charges made are APPROVAL:
true. A complaint is not sustained when there is MICHAEL COUZZO, MANAGER
sufficient evidence presented to reasonably TEQUESTA, FLORIDA
determine that the allegarions or charges made
are not true. Finally, a complaint is
unsubstantiated when there is insufficient
evidence presented to reasonably deternune
whether the allegations or charges are true or
false. Generally, the unsupported yet
con1xadicting assertions of an alleged victim and
an alleged offender will result in a finding that
the complaint is unsubstantiated.
Section 8. Result of Investigation
If a complaint is sustained, the offender will be
subject to disciplinary action, which may include
termination from employment or removal from
assignment to work for the Village. Each
supervisor is under a continuing duty to take
immediate remedial action to stop or prevent
discrimination and/or harassment. If the
supervisor fails to take such action, and the
rnisconduct was known, or should have been
known, to him or her, the supervisor in question
shall also be subject to disciplinary action, which
may include ternunation from employment or
removal from assignment to work for the
Village.
Even if the investigation fails to disclose the
existence of any discrimination or harassment,
the Village reserves the right to nonetheless take
action. Such action may include counseling, a
reminder of the Village's directive, or a written
warning. Additional mandatory training will be
provided if, at the Village's discretion, such
training is necessary.
If false charges are filed, sunilar disciplinary
action will be taken against any person found to
have brought a charge of harassment in bad faith.
Section 9. Follow up
Once an investigarion has been concluded, the
Village will continue to monitor the employees
involved in discrimination or harassment
complaints to ensure that no future incidents of
discrimination or harassment occur.
4
VILLAGE OF TEQUESTA
PERSONNEL POLICY
employees project a professional image while taking
advantage of more casual and relaxed fashions.
1TTLE: PERSONAL APPEARANCE
l. Casual business wear means clean, neat, clothing
POLICY: 3.5 that contributes to an appropriate and generally
accepted image of the respective job classification.
EFFECTIVE: July 1, 2004 For men, ties and sport coats will he optional. Slacks,
corduroys, khakis, dressy jeans, sweaters, shirts with
REVISED NEW collars, polished leather shoes and quality accessories
are acceptable. For women, all of the same items plus
PAGES 2 dress-denim skirts, mid-length skirts, flat shoes and
loose-fitting stirrup pants accompanied by a long top
or jacket are acceptable. Anykhing you would
CONTENTS: This policy consists of the following normally wear to a gym, beach, trendy bar or to clean
numbered sections: the garage would generally not fall under the
defuution of business wear. Regardless of the item,
I. Policy Statement any attire that is excessively worn, frayed or wrinkled
II. Casual Dress Days does not fall under the definition of acceptable casual
business wear.
PURPOSE: To establish general guidelines related 2, It is the policy of the Village to allow employees
to personal appearance of Village employees. to weaz casual business wear on Fridays.
I. POLICY STATEMENT: 3. On occasion, management may announce dress
It shall be the responsibiliTy of all emplayees to down days where looser clothing including
represent the Village to the public in a manner which sweatshirts, colored T-shirts {without messages) and
shall be courteous, efficient, and helpful. athletic shoes can be worn in order to allow you to
enjoy a special occasion (e.g. Halloween), spring of
�illage employees should always be well-groomed fall office "cleanup days", etc. Please ask your
and dressed in a manner suitable for the public ��ager ahead of time about choices that may be
service environment and to reflect favorably the 4uestionable.
Village's image. 4. Listed below is a general overview of acceptable
The employee's supervisor will discuss the subject of casual wear as well as a listing of some of the more
personal appearance with the employee if it is felt it common items that aze not appropriate for the office.
does not positively reflect the image of the Village. Obviously, neither group is intended to be all
inclusive. Rather, these items should help set the
II. CASUAL DRESS DAYS: general parameters for proper casual business wear
and allow you to make intelligent judgments about
The purpose of this casual dress day policy is to serve items that are not specifically addressed. A good rule
as a guide to help define appropriate casual business °f thumb is that if you are not sure if something is
wear for all administrative, supervisor, technical and acceptable, chaose something else or inquire of your
professional employees within (designate facilities supervisor ahead of time.
such as Village hall, court house, etc.) during glacks - Jeans and cotton slacks are acceptable
designated casual days. A primary purpose is to have provided they are clean and wrinkle free.
Inappropriate items include sweat pants, shorts, bib
1
overalls, spandex or other form-fitting pants and
Jeans that are excessively worn or faded.
Shirts - Casual shirts with collars, golf shirts,
sweaters and turtlenecks are acceptable. Avoid
T-shirts, sweatshirts, tank tops, halter tops, shirts with
large lettering or logos and any tops with bare
shoulders unless worn under another blouse or jacket.
Dresses and skirts - Casual dresses and skirts, Jean
skirts and mid-length split skirts are acceptable.
Footwear - Loafers, boots, flats, dress sandals and
leather deck shoes are acceptable. Casual socks or
even no socks or stockings are acceptable if it is
appropriate for the rest of the outfit.
Jewelry - Jewelry, if worn, should be sunple and
classic.
DRA�TED: RLG/Jan 8, 2003/Filed: Personal Appearance 3.5
APPROVAL:
MICAAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
2
VILLAGE OF TEQUESTA
PERSONNEL POLICY
DRAETED:RL6/Jan82003/Filed:TelephoneCalls 3.6
TTTLE: . PERSONAL TELEPHONE CALLS
POLICY: 3.6
APPROVAL:
EFTECTIVE: July 1, 2004 MICHAEL COUZZO, MA.NAGER
TEQUESTA, FLORIDA
REVISED: NEW
PAGES: 1
CONTENTS: This policy consists of the following
numbered sections:
I. Policy Statement
II. Procedure
PIJRPOSE: To provide for cont�ol of incoming and
outgoing personal telephone calls.
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:
Telephone 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.
It is the employee's responsibility to ensure that no
cost to the Village results from their personal
telephone calls.
Violation of this policy will result in eost
reimbursement to the Village and may subject the
employee to additional disciplinary action.
1
VILLAGE OF TEQUESTA
PERSONNEL POLICY
No smoking will.be permitted in Village vehicles.
TITLE: SMOKING POLICY Smoke breaks are to be confined to the affected
employees lunch period or rest break.
POLICY: 3.7
DRAFTED: RLG/Jan 15, 2003/Fited: Smoldng 3.7
EFFECTIVE: July 1, 2004
�� � APPROVAL:
MICHAEL COUZZO, MANAGER
PAGE3 : 1 TEQUESTA, FLORIDA
CONTENTS: This policy consists of the following
numbered sections:
I. Policy Statement
PURPOSE: To establish Village policy on the use of
tobacco products in the workplace.
SCOPE: This order applies to all Village
employees and visitors.
DISCUSSION: In compliance with F.S. 386.204,
and the Florida Clean Indoor Act, the Village
Manager has declared all Village of Tequesta indoor
areas a smoke and tobacco-&ee workplace.
I. POLICY STATEMENT:
The use of tobacco products is prohibited within all
buildings and facilities used, occupied, or maintained
by the Village of Tequesta.
"Smoke" or "smoking" as used in this policy shall
mean and include the smoking or carrying of any
kind of lighted pipe, cigar, or cigarette.
Areas designated for smoking may change from time
to time to meet the needs of the Village and desires of
its employees and the public. In the event there is a
conflict about the establishment of a smoking area,
the right of the nonsmokers to breathe clean air free
from harmful smoke shall supersede the right to
smoke.
1
VILLAGE OE TEQUESTA
PERSONNEL POLICY
E-mail at the Village is a tool for business
TITLE: E USE communications. E can be an effective tool to
speed informarion exchange. It can elilninate the
POLICY: 3.8 need for some phone calls and meetings and can even
help you to brainstorm ideas within a group. You
EFFECTIVE: July 1, 2004 must be conscientious and observe comrnon sense or
you minimize its effectiveness and cause disruption
REPLACED: New to others. Do not post personal information about
any individual unless you have received that person s
PAGES• 3 consent. Occasionally messages are posted regarding
' employee's health or personal life events. This is
acceptable only if the person you are posting the
CONTENTS: This policy consists of the following �ormation about consents to its broadcast and the
receivers of the information are interested in hearing
numbered sections: about it. If you're in doubt as to either of these
I. Policy Statement criteria, don't post it. Leaving the subject line blank
II. Public Records Laws Qr P�g ��tic information basically mandates
the receiver open and read your message to know the
�• 5 ���' content. Please be as selective in who you send your
N. Improper Use message to as well as what message you send.
V. Proper Use
Many of you are now corresponding with the public
PURPOSE: These guidelines set the standards �� e-mail. In so doing, you are acting as a
for appropriate behavior of an employee when representative of the Village and should conduct all
accessing the intemet and urilizing e-mail. These e-mail transactions accordingly. You should treat e-
guidelines apply to all employees. All Internet users mail just as you would a letter or memo to be typed
should fust be familiar with the Village's Internet Use �d mailed. Construct your e-mails with the same
and Village e-mail policy contained herein. Village formality and business structure as you would a
computers are for public business. standard letter. E-mail by its nature is typically an
informal communications tool. However, you are
SCOPE: This policy applies to a11 Village representing the Village and all communications
employees, whether full time, part-tixne, contract or should be professional and business-like.
otherwise and Village volunteers who use e-mail via
Village resources. II, PUBLIC RECORDS LAWS:
Use of Village resources to access e-mail or the All e-mails received or created in the transaction of
internet denotes your acceptance of the Village's e- official business are considered public records and
mail policy. Disregazd or violation of tlus policy will �e governed by the State's Public Records Law. It is
result in disciplinary action and may result in more �portant that you do not indiscriminately delete e-
stringent restrictions for all e-mail and internet users. mails without first considering these laws.
This policy statement addresses: e-mail usage, e-mail According to the Florida Attorney General the
etiquette, staff responses to e-mail inquiries, security following guidelines pertain to e-mails:
and internet usage.
l. E-mails are public records when they
I. POLICY: are created or received in the
1
transactions of Official Business. IV. IMPROPER USE: The following
2. E-mails are not subject to Public behaviors are examples of actions or activities that
Records laws when they consist of un- can result in disciplinary action. Because all possible
circulated materials and are merely actions cannot be contemplated, the list is necessarily
preliminary or precursors to future incomplete. The following are examples, but not an
documents and which are not in and of exhaustive list, or behaviors that may result in
themselves intended to serve as final disciplinary action:
evidence of the knowledge to be
reported. A. Unauthorized attempts to break into any
3. E-mails are to be readily accessible and �mputer whether a Village computer or
available to all unauthorized users. that of another organization (cracking).
4. E-mails must be organized and stored in B. Using Village time and resources far
a filing system or repository. personal gain,
5. Transitory or personal messages that do
not support business purposes should be C. Sending threatening messages.
deleted in a tnnely manner.
6. E-mails of convenience or reference D. Spending excessive amounts of time on the
copies should he deleted after the record Internet.
of copy (master) has been appropriately
filed.
7. E-mail record copies (masters) have the E. Sending racially and/or se�cually harassing
same retention periods as records in messages or other messages that violate
other formats. government regulations or laws.
8. E-mails may be deleted/destroyed only
in accordance with the provisions of F. Theft, or copying of electronic files without
Chapter 1B-24, Florida Administrative permission.
Code.
G. Sending or posting the Village's confidential
It is each department's responsibility to manage its materials outside of the city or posting
records in accordance with State guidelines. If you confidential materials inside the Village to
have questions regarding public records and e-mail, non-authorized personnel.
or how you may archive e-mail in compliance with
the State laws please contact the Village Clerk's H. Refusing to cooperate with a reasonable
Office. They have established guidelines and security investigation.
procedures specifically for e-mail. I. Sending chain letters through electronic mail.
III. SECURITY: J. Sending messages that could damage the
image or reputation of the Village.
The Village has implemented software at each
workstarion to scan for viruses. However, a virus can V. PROPER USE: The following behaviors
potentially breach our security. You are advised to �e recommended for sending internet
not open attacbments from persons unknown to you. communications and participating in Intemet mailing
The Village will continue to implement security lists. Lack of conformance may result in loss of
measures on our system to protect the Village's Internet access. These guidelines have been gleaned
investment. Realize that you play a major role in &om a variety of Internet Guides.
protecting these assets by exercising diligence in
screening your e-mails and deleting and/or notifying A. Electronic Mail (E-mail). The following
your Deparirnent Head of suspect cornmunications. guidelines cover the sending of electronic mail
If you are unsure of an e-mail or sender contact your outside the Village, Internet mail packages are
Department Head significantly different than our internal printed
mailings. Care should be used particularly when
responding to a message or using mailing lists.
2
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 eognizant of any system etiquette. The computer
on which yon 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 are
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.
Include a signature that contains methods by which
others can contact you (usually your E-mail address).
Let senders know you have received their mail, even
if you cannot respond in depth unmediately. They
will need to know their mail has not been lost.
Use good grammar and syntaat. Watch punctuation
and spelling.
DO NOT SEND MESSAGES ALL 1N CAPTTALS.
It looks as if you are shouting.
DRAFI'ED:RLG/March 12, 2004/E-mail 3.8
APPRO;�t1►L:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
3
VILLAGE OF TEQUESTA
PERSONNEL POLICY
b. Solicits, accepts, or seeks a gift, gratuity, or
TITLE: EMPLOYEE ETffiCS favor from any person, firm, or corporation
involved in a contract or transaction which is
or may be the subject of official action by the
POLICY: 3.9 Village.
EFF'ECTIVE: July 1, 2004 2) Recognizing that personal friendships often
precede and can evolve from official contact
REVISED: NEW between employees and persons engaged in
business with the Village, reasonable
PAGES: 3 exceptions to this section are permitted for
those occasions which aze social in nature
and are not predicated on the employee's
CONTENTS: This policy consists of the following ability to influence, directly or indirectly, any
numbered sections: matter before the Village.
I. Policy Statement The employee will be guided in interpretarion of this
II. Defuutions section by the distinction between a gift, gratuity, or
III. Pracedures favor given or received which has significant
monetary value and is offered or accepted in
PURPOSE: The purpose of this policy is to establish e�cpectation of preferential treatment, and an
guidelines for ethical standards of conduct, which expression of courtesy. Examples of acceptable
shall govern Village employees in the performance of courtesies include: a meal or social event; exchanges
Village business and the duties of their respective of floral offerings or gifts of food to commemorate
jobs. This policy is intended to provide positive events such as illness, death, birth, holidays,
direction to Village employees in order to prevent promotions; a sample or promotional gift of nominal
potential conflicts of interest. value ($25 or less).
This policy is not all-encompassing in its definition a. Participates in his/her capacity as a Village
of conflict of interest. The "prudent man" theory can employee in the issuing of a purchase order
and will be applied: action deemed inappropriate by or contract in which he/she has a private
a reasonable person, whether specifically cited in pecuniary interest, direct or indirect, or
this policy or not, wi11 be subject to inquiry. performs in regard to such contract some
function requiring the exercise of discretion
L POLICY STATEMENT: on behalf of the Village.
1. Conflicts of Interest. No Village employee sha11 b. Engages in, accepts employment from, or
engage in any act that is in conflict, or creates an renders services for private interests for any
appearance of fairness or conflict with the compensation or considerarion having
performance of afficial duties. An employee shall be monetary value when such employment or
deemed to have a confiict if the employee: service is incompatible with the proper
discharge of official duties or would tend to
a. Has any financial interest in any sale to the impair independence of judgment or action
Village of any goods or services when such in performance of official duties, or give the
financial interest was received with prior appearance of the above.
knowledge that the Village intended to
purchase the property, goods, or services. An employee should not make a unilateral decision,
if there is any doubt about his/her private
1
employrnent. The Village Manager`s office should be incompatible or would substantially interfere
consulted. with the discharge of official duties.
c. Except for courtesies as provided in item "b" 4. Discipline. Any employee who is found to
above, no employee shall, directly or be in violation of this policy may be subject
indirectly, give or receive, or agree to to disciplinary action up to and including
receive any compensation, gift, reward, termination from employment. Depending
commission or gratuity from any source upon the seriousness of the action, other
except the Village for any matter directly appropriate civil or criminal sanctions may
connected with or related to his official also be pursued.
services as such employee with this Village.
II. DEFINITIONS:
d. Discloses or uses without authorization
confidential information concerning Employee. An employee is defined as any person
property or affairs of the Village to advance holding a regularly compensated position for the
a private interest with respect to any contract Village of Tequesta, including regular full time,
or transaction which is or may be the subject part-time, temporary, and seasonal or any other
af official action of the Village. class'rfication which is regularly compensated.
Exclusions include Village Council members and
e. Have a financial interest or personal interest members of Village Boards and Commissions.
in any legislation coming before the Village
Council and participates in discussion with Interest. Interest is any direct or indirect monetary or
or gives an official opinion to the Village materiaT benefit accruing to a Village employee as a
Council unless the employee discloses on result of a contract or transaction which is or may be
the record of the Council the nature and the subject of an official act or action by or with the
extent of such interest. Vitlage (except for such transactions which would
confer similar benefits to all other persons and/or
2. Use of Public Property. No employee of the property similarly situated}.
Village shall request, use, or permit the use of
Village-owned vehicles, clothing, equipment, Interests inelude: (a) interests in an employee's
materials, or other properiy for unauthorized personal family, (b) any business entity in which stock or legal
convenience, for profit, for private use, or as part of beneficial ownership is in excess of one percent (1%)
secondary employment. Use of such Village of the total stock, or legal ownerslup is controlled or
property is to be restricted to such services as are owned directly or indirectly by the employee, (c)
available to the Village generally and for the conauct interest in any business entity in which the City
of official Village business. employee is an officer, director, ar employee, (d)
interest in any person or business entity with whom a
3. Political Activities: contractual relationship e�cists with the employee;
provided that a contractual obligation of less than
a. No Village employee may use Village time $500 or a commercially reasonable loan or purchase
or property in any manner to promote any made in the course of ordinary business shall not be
political issue or candidate, or to solicit deemed to create a conflict of interest.
funds for any political purpose or to
influence the outcome of any election. Imtnediate Family. Family includes spouse, child,
parent, parent-in-law, brother, sister, grandparent,
With the approval of the Village Manager, son-in-law, daughter-in-law, and grandchildren.
an exception sha11 be allowed when the Family also includes other persons residing in the
subject of an election has reeeived the employee's residence or are financially dependent
endorsement and support of the Village upon the employee.
Council (e.g. bond issue).
Con�act Contract shall include any conlract or
b. No Village employee shall be eligible for agreement, sale, lease, purchase, or purchase order.
appointment or election to any public office
when the holding of such office would be �, pROCEDURES•
2
l. Interpretation. Interpretations of this
policy shall be referred to the Village
Manager.
2. Investigation. The Village Manager shall
investigate, or cause to be investigated, all
suspicions, allegations, and written
complaints of unethical conduct
a. Complaints or allegations that may be
criminal in nature may be referred to an
appropriate outside agency for investigation.
BRAFI'ED: RLG/14Iar 16, 20041Filed: Employee Etlrics 3.9
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
3
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITI.E: COMPENSATION Promotions: See related Adtninistrative Policy.
POLICY: 4.1 Demotions: See related Administrative Policy
EFFECTIVE .Tu1y 1, 2004 Transfers: See related Administrative Policy
REPLACES: 4.01 (March 2001) �• COST
PAGES: 2 Cost-of-living adjustments/salary modifications
may be granted by the Village Council upon
recommendation by the Village Manager from
time-to-time.
CONTENTS : This policy consists of the following
numbered sections: IV, pERFORMANCE PAY INCREASES:
I. Policy Statement Employees may be eligible for an annual
II. New Employees performance pay increase. Eligibility requires an
III. Cost-of-Living annual performance rating equal to or greater
IV. Performance Pay Increases than "average". Performance pay adjustments
V. Classification Plan are effective October 1 of each year. Employees
PURPOSE• To establish policy and procedures for must have successfully completed their
com • Vill e em lo ees. probationary period to be eligible for such an
��g � p y inerease.
I. POLICY STATEMENT: V. CLASSIFICATION PLAN:
It is the policy of the Village and the purpose of this Jobs with similar duties and responsibilities are
plan to establish a compensation system that will a11ow assigned to the same salary level. The Human
the Village to effectively compete for qualified Resource office conducts periodic studies of
personnel and to ensure that salaries are equitable and various jobs when there is an indicarion the
commensurate with the duties performed by each employee is working above or below the
employee. established responsibilities for that position.
The salary schedule shall be adopted by the Viliage '�ese studies are normally iniriated at the
Council and shall apply to all employees not covered request of the Department Head and are
by a labor coni�act. Employees covered by labor conducted in accordance with the Administrative
contract shall be compensated as referenced in the Policy on Reclassificatians.
applicable labor agreement. Copies of labor Maintenance of the Salary Plan: The Human
agreements aze available for viewing in the Human Resource office shall be responsible for the
Resource Office. continuous maintenance and administration of
IL NEW EMPLOYEES• the Village's Compensation Plan. The review
• will include an analysis of prevailing rates of pay
All new employees will ordinarily be paid the for similaz positions in comparable labor
minimum in the appropriate salary range except as markets, organization, cost-of-living factors,
approved by the Village Manager. budgetary considerarions, and other related
1
factors. On the basis of this information, the
Auman 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 Councit.
DRAFTED:RLG/Feb13,2004/Files:Compensation 4.1
APPROVAL:
MICHAEL COUZ7A, MANAGER
TEQUESTA,FLORIDA
2
VILLAGE OF TEQUESTA
PERSONNEL POLICY
agreeinent.
TTTLE: COMPENSATORY
TIMEfOVERTIME II. RESPONSIBILITIES:
POLICY: 4.2 A. Department Heads:
EFFECTIVE: July 1, 2004 1. It shall be tlie responsibility of each Depariment Head
to equitably administer the provisions of this policy within
REPLACES: 410 (March 2(IQl) their respective depart[nents.
PAGES: 1 2• Departmerrt Heads are the authorized authori#y for the
approval of overtime requests. It shall be the responsibility
of the Department Head to deternune whether overtime or
CONTENTS: This policy consists of the following compensatory time be granted to the employee when
numbered sections: comgensatory time is requested in lieu of overtime by the
employee.
I. Policy Statement
II. Responsibilities 3. Deparhnent Heads shall ensure that all overtime and
PURPOSE: To establish li idelines for the �mpensatory time earned and used is recorded on the proper
p° � � payroll report.
recording, utilization, and auditing of overtime and
compensatory time performed by employees of the Viilage. 4. Department Heads will have discretion in the utilization
I. POLICY STATEMENT: of overtime within their deparhments. Temporary
adjustments in working houts or reatignment of duties within
A. FLSA: T'his policy shall not be interpreted so as to �►e departrr►ent should be considered as alternatives to the use
contravene the provisions of the Federal Fair Labor of overtime.
Standards Act (FLSA). Union employees shall receive
overtime pay in accordance with their labor agreement. B� ��vidual Employee: It is the responsibility of the
individual employee to request compensatory time in lieu of
B. Overtime: Overtime shall be defined as all work
overtime if so desired.
performed in excess of 40 hours during the regular the work � Finance Deparlxnent:
week. Overtime shall be paid at a rate of one and one-half
times the employee's slraight time hourly rate. 1. The Finance Deparlxnent shall ensure that a permanent
C. Compensatory Time: Compensatory time is defined as record of overtime/compensatory time accrued and used is
time off granted to an employee in lieu of overtime for kept on all employees based on information provided by
hours worked which exceed 40 hours during the regularly Department Heads, and that the proper financiat transactions
scheduled work week.
are completed at the end of each pay period.
D. Upon request of the employee, the Village may grant
2. Upon separation from employment, the Human
compensatory time off in lieu of paid overtime at its Resource Depariment shall ensure that eligible employees
discretion at the ra#e of one and one-half times the hours �'e paid all unused compensatory time.
worked. DRAFI'ED: RLG/Feb 13, 2004/Fyled: Overtime 4.2
E. Compensatory time off may be accumulated to a
APPROVAL:
maximum of 80 hours to be used at a later time upon mutual
MICHAEL COUZZO, MANAGER
1
VILLAGE OF TEQUESTA
PERSONNEI� POI,ICY
TITLE: DEMOTIONS
POLICY: 4.3
EFFECTIVE: July 1, 2(104
REPLACED: 3.06 (March 2001)
PAGES: 1
CONTENTS: This policy consists of the following
numbered sections:
I. Policy Statement
PURPOSE: To establish a policy for demotions.
I POLICY STATEMENT:
An employee reassigned to a position in a lower
classification regardless of the reason will receive a cut
in pay commensurate with the nature of the demotion
as determined by the Department Head in consultation
with the Human Resource Department.
Demotions do not change the person's date of hire.
No employee shall be demoted to a position for which
he or she does not possess the minimum qualifications.
Persons demoted to new positions will be subject to
the standard probationary period for the new position,
unless specifically waived by the Village Manager.
DRAFTED: RLG/Feb 18, 2004/Filed: Demo6ons 4.3
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
1
VILLAGE OF TEQUESTA
PERSONNEL POLICY
position descriptions may be requested through the
TTTLE: CLASSIFICATION PLAN Departtnent Head or the Human Resource Office.
POLICY: 4.4
DRAFTED: RLG/Feb 1S, 2004/Filed: Classification Plan 4.4
EFFECTIVE: July 1, 2004
REPLACED: 3.01(March 2001) AI'1'ROVAL:
MICHAEL COUZZO, MANAGER
PAGES: 1 TEQUESTA, FLORIDA
CONTENTS: This policy consists of the following
numbered sections:
I. Policy Statement
PURPOSE: To provide for position descriptions
for all Village positions.
I. POLICY STATEMENT:
Posirion descriptions and job specifications shall be
maintained by the Human Resource Office for all
full-time and part-time positions.
The position descriptions shall include: job titles and
job specifications including supervision exercised,
examples of duties, minimum qualifications and
special requirements.
The position description does not constitute an
employment agreement between the Village and
employee and is subject to change as the needs of the
Village and the requirements of the job change.
Examples of duties listed in the position description
are intended only as illustrations of the various types
of work perFormed. The omissions of specific
statements of duties does not exclude them from the
position if the work is similazly related or a logical
assignment to the position.
Each employee's position description is maintaiu�d as
part of his/her personnel file. Addirional co.pies af :
�
VILLAGE OF TEQUESTA
PERSONNEL POLICY
In cases where only one employee applies for a
TTTLE: PROMOTTONS position and the person's abilities and qualifications are
l�own to the hiring deparhnent, the formal selection
POLICi 4S process may be dispensed witli upon concurrence of
the Human Resource Office.
EFFECTIVE: July 1, 2004
No offer of promotion may be made to any employee
REPLACED• 3.06 (March 20tt1) prior to completion of the recruitment and selection
� process. Temporary assignnnents may be made by the
PAGES• 1 Departmerrt Head for a specified time or assignment as
� necessary. Such appointments are made on "acting"
basis and the employee returns to his or her regular
CONTENTS: This policy consists of the following position upon completion of the assignment. The
numbered sections: actual salary for "acting" appointments is set by the
Department Head in consultation with tlie Human
I. Policy Statement Resource Office, pursuant to the Administrative Policy
on WORKING OUT-OF-CLASSIFICATION:
PURPOSE: To establish a policy for application and
appointrnent to vacant positions by current employees. Unless otherwise provided by union contract,
whenever an employee is promoted to a higher
I. POLICY STATEMENT: position, ar whenever an employee's position is
upgraded, said employee will enter the new
The Village attempts to fill all vacant positions with gradelposition at the entry level salary of the new
qualified Village ernployees before advertising to the position. In the event the entry level salary of the new
general public, following a policy of upward mobility or upgraded position does not provide a salary increase
whenever possible. Promotions will be based on of 5% or more, the employee shall enter at the next
exemplary performance and on a demonstration of closest step which provides a salary increase of 5% or
abilities and skills required for a higher paying more. The new pay rate, upon promotion, sha11 not
position. exceed the maximum of the new pay range.
Employees are encouraged to apply for any vacancy Persons so promoted will be subject to the standard
for which they may qualify in accordance with the probationary period for th$ new position, unless
Administrative Policy on HIItING PROCESS. specifically waived by the Manager's office. Those
who fail the probationary period may re-assume any
Generally, employees are e�ected to serve in their prior appointanent held prior to the promotion unless
current position for at least a year before being that position has been filled.
considered for a promotion or transfer.
DRAFI'ED: RI.G/Mar 15, 2004/Filed: Promotions 4.5
Selection of an employee for a promotion (or lateral
transfer) is based on past work record, education,
lmowledge of the job duties, as well as time in service APPROVAL
MICAAEL COUZZO, MANAGER
When considering the promotion (or lateral transfer) of TEQUESTA, FLORIDA
Village employees having the same or similar
qualifications, the position wi�l be filled after
considering the factors listed above.
1
VILLAGE OF TEQUESTA
PERSONNEL POLICY
The request will be reviewed by the Human Resource
TTTLE• RECLASSIFICATION Offce. If the request is just�ed, the budget impact
• PROCEDURE will be determined, and an Issues and Oprion paper
prepared for review by the Village Manager, and
POLICY 4.6 subsequently the Village Council. If approved, the
Human Resource Office will take the necessary steps
EFFEC'TIVE: July 1, 2004 to affect the reclassification. No reclassification
involving an upgrade of salaty not requested and
REPLACED• 3.01(March 2001) approved as part of the budget process will be affected
' without Council approval.
p�s: i
If the Village Manager does not concur with the
request, the Department Head will be provided with
CONTENTS: This policy consists of the following reasons. The Village Manager shall be the final
numbered sections: decision maker for all reclassification requests.
I. Policy Statement If the requested action is for a downgrading of a
position, and the Village Manager concurs, the Village
PURPOSE: To establish Village policy and Manager sha11 coordinate implementation steps.
procedures for the request, consideration, and approval
of posirion reclassification. Any employee who considers his/her position
improperly classified shall first submit a request in
I. POLICY STATEMENT: writing for reclassificarion to his/her Deparhment Head
who shall review the request and transmit it with
Revision of position descriptions and re-allocations written recommendarion to the Human Resource
within the classification plan shall be made as often as Office.
is necessary to provide current information on
pOSltioIIS iirid C18SS0S. DRAF'I'ED: RLG/Mar 15, 2004/Filed: Reclassification 4.6
It shall be the duty of the Human Resource Office to
examine the nature of all positions and to allocate them APPROVAL:
to existing or newly created classes, to make changes MICHAEL COUZZO, MANAGER
in the classification plan as are made necessary by TEQUESTA, FLORIDA
changes in the duties and responsibilities of e�sting
positions, and to periodically review the entire
classification plan and recommend appropriate
changes in the allocations or in the classification plan.
When a new position is requested by a Department
Head or the duties of an old position are substantially
changed, the Depariment Head shall submit a written
recommendation to the Human Resource �ce
including justification for the reclassification,
emphasizing changes in position responsibilities or
requirements for qualifications (i.e. experience,
education, certifications, etc.).
1
VILLAGE OF TEQUESTA
PERSONNEL POLICY
3. The performance of such duties must be for
TITLE WORIaNG OU'I' OF CLASSIFICATION � extended period of time, wherein a need e�cists to
fulfill the duties and responsibilities of the vacant
POLICY: 4.7 position. An extended period of time is generally
considered as an assumption of duties and
EFFECTIVE: July 1, 2004 responsibilities that will last in excess of two (2) work
days.
REVLSED: 3.01(March 2001)
4. Working out of classification compensation
PAGES• i shall be allowed only after written recommendarion of
� the Department Head and concurrence by the Human
Resource Director. Recommendation and designation
CONTENTS: This policy consists of the following shall Ue accomplished prior to the assumprion of
numbered sections: higher classification responsibilities.
I. Policy Statement 5. The employee's compensarion will be
increased to the starting salary of the higher
PURPOSE: To define and delineate circumstances classification in which the employee is substituting, or
when an employee will receive compensation for the five percent (5%), whichever is higher.
performance of duties in a higher classification than
he/she normally performs. 6. When the temporary assignment is
completed, the employee's salary will be readjusted to
SCOPE: The provisions of this policy apply to a11 its previous level on the level where it would have
emplayees of the Village unless e�sting labor attained, including general salary adjustment and
cont�acts specifically provide for a Working Out of within range increases, if the out-of-classification pay
Classification procedure. had not been made. The employee's date of hire and
anniversazy date will remain unchanged throughout the
I. POLICY STATEMENT: temporary assignment.
1. Compensation for working out of DRAFPED: RLGIMar 15, 2004/Fited: Wort�ng out of
classification is provided as monetary recognition to an c�agsiscaaon 4.�
employee for the assumption and performance of
duties normally performed by an employee of higher
classification. APPROVAL:
MICHAEL COUZZO, MANAGER
2. The assumption and performance of the TEQLTESTA, FLORIDA
duties of the higher classification must encompass the
full range of responsibilities of the higher
classification. This shall not apply to temporary
assignments which are made pursuant to prior mutual
agreement between the employee and his or her
immediate supervisor for the purpose of providing a
training opportunity to �e employee, for a mutually
agreed upon period of time.
1
VILLAGE OF TEQUESTA
PERSONNEL POLICY
If the employee accepts the position, it will be the
TITLE: TRANSFERS responsibility of the iwo Department Heads, along
with the employee, to reach agreement on a transfer
POLICY: 4.8 date. In the event satisfactory agreement cannot be
reached on this matter, it will be forwarded to the
E�ECTIVE: July 1, 2004 Village Manager for a decision. Every effort should
be made to accomplish the transfer within two weeks
REPLACED• 3.06 (March 2001) of the offer's acceptance.
PAGES: 1 The salary offered to the employee must be consistent
with the salary and requirements of the new position.
Thus, an employee who meets only the minimum
CONTENTS: This policy consists of the following requirements for the position will be started at the
numbered sections: bottom of the salary range regardless of the employee's
current salary. Employees who exceed the minimum
I. Policy Statement requirements for the position may be offered a salary
consistent with the employee's level of skills,
PURPOSE: To establish a policy for lateral transfers experience, and knowledge.
by Village employees.
Transfer employees will serve a probationary period in
L POLICY STATEMENT: his/her new position. Transfer employees remain
eligible for all fringe benefits, included with the
Any current employee (regular part-time or regular previous position.
full-time) interested in applying for a transfer must file
a completed Village applicarion form with the Human If the position to which an employee transfers carries
Resource Office in accordance with insttuctions listed benefits different from i�ose of the previous position,
on the employment opportunities notice. the benefits of the new position apply. Any exceptions
must be stated in writing and be authorized by the
If tlie employee meets the stated requirements for the Village Manager.
position he/she will proceed through the regular hiring
procedures with all other applicants as described in the Transfers may also be initiated by the Village in
Administrative Policy on IiIRING PROCESS. instances where the Village's best interests may be
Transfers are made only when the Village's service served.
will benefit. Generally, employees are expected to
serve in tlieir current position far at least one year Additional information is included in the
before being considered for promotions or transfers. Administrative Po�icies on PROMOTIONS or
All else being equal, current Village employees will be DEMOTIONS.
given priority for open positions.
DRAFTED: RLG/Mar 15, 20041Filed: Transfers 4.8
The personnel file of the transfer applicant will be
made available to the Depariment head responslble for
filling the open position APPROVAL
MICHAEL COUZZO, MANAGER
If the current employee is selected, his/her Deparlment 7'EQi7ESTA, FLORIDA
Head will be advised prior to the offer being made to
the employee.
1
VILLAGE OF TEQUESTA
PERSONNEL POLICY
DRAFTED: RI.G/Mar 15, 2004/Filed: Gamishment 4.9
TITLE: GARNISHMENT
POLICY: 4.9 APPROVAL:
MICHAEL COUZZO, MANAGER
EFF'ECTIVE: July 1, 2004 TEQUESTA, FLORIDA
REPLACED: NEW
PAGES: I
CONTENTS: This policy consists of the following
numbered sections:
I. Policy Statement
II. Procedure
PURPOSE: To provide a procedure for handling
garnishment of an employee's wages.
I. POLICY STATEMENT:
Any writ of garnishment will be received and signed
for by a member of the Human Resource Depardnent.
Garnishment is a statutory proceeding whereby an
employee's wages may be applied to payment of an
employee's debt.
II. PROCEDURE:
A writ of garnishment will be forwarded immediately
to the Human Resource Office.
The Human Resource Office will forward a copy of
the writ to the Finance Depariment for processing.
The Finance Deparfinent will make the necessary
deductions from the employee's wages and a check for
the garnished amount will be written and forwarded to
the Creditor as directed. The Human Resource Office
will notify the employee, in writing, that the
garnishment has been processed
1
VILLFiGE OF TEQUESTA
PERSONNEL Pf3LICY
'TITLE: PAY PERIODS
POLICY: 4.10 •
EFFECTIVE: Juty 1, 2004
REPLACED: 4.08 (March 2001)
PAGES: 1
CONTENTS: This policy consists of the following
numbered sections:
I. Policy Statement
PURPOSE: To establish a uniform pay period
schedule for Village employees.
L POLICY STATEMENT:
Regular Village Employees are paid every other
Thtusday. There are 26 pay periods in the year.
If a pay day falls on a holiday (Friday after
Thanksgiving), the day of pay shall be the last working
day preceding the normal pay day.
Wages and salaries are calculated on an hourly basis. .
Checks are distributed by the Payroll officer to each
deparixnent by 4:00 PM on the Thursday following the
close of the pay period. Employees receive, with each
paycheck, a statement of earnings, deductions,
vacation, sick leave balances, and compensatory time
balances for the period covered by the payment.
DRAFI'ED: RLGJMar 15, 2004/Filed: Pay Periods 4.10
APPROVAL:
MIC.AAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
1
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: PAY ADVANCES
POLICY: 4.11
EFFECTIVE: July 1, 2004
REPLACED: NEW
PAGES: 1
CONTENTS: This policy consists of the following
numbered sections:
I. Policy Statement
PURPOSE: To establish a uniform policy for Village
employees regarding pay advances.
I. POLICY STATEMENT:
Requests for paychecks in advance of the regular pay
date cannot be granted.
An employee leaving on vacation may request an
advance on payroll by:
(1) Proviciing his/her Department Head with a
written request.
(2) Department Head will approve or disapprove
request. Approved requests will be _
forwazderl to the �inance Department.
Pay advances for vacarion pay may be granted
provided the Finance Departmeut is provided with
sufficient notice prior to the beginning of the vacation.
Refer to the Administrative Policy on VACATION
LEAVE, for additional procedures and information.
D1tAF1'ED:1tLG/Mar 15, 2004/Filed: Pay Advances 4.11
APPROVAL:
NIICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
1
VILLAGE OF TEQUESTA
PERSONNEI� POLICY
With each paycheck, the Village employee receives a
TITLE: PAYROLL DEDUCTIONS statement of deducrions and earnings that itemizes the
various deductions made, as well as appropriate
POLICY: 4.12 cumulative totals. A record of sick leave and vacation
time will also appear on the paycheck stub following
EFF'ECTIVE: July i, 2004 successful completion of related probationary periods.
REPLACED: NEW It is the employee's responsibility to maintain current
payroll deduction information with the Finance
PAGE3 : 1 Departmen�
Employees wishing to add or change their payroll
CONTENTS: This policy consists of the following deductions should contact the Payroll Oi�cer.
numbered sections:
DRAFI ED: RLG/Mar 15, 2004/F'iled: Payroll Deductions 4.12
I. Policy Statement
PURPOSE: To define required and voluntary payroll APPROVAL:
deductions for Village employees. MICHAEL COU7Z0, MANAGER
TEQUESTA, FLORIDA
L POLICY STATEMENT:
The following deductions are required by law &om
each employee paycheck:
l. Federal Income Tax withholding.
2. Social Security.
3. Retirement contribution (eligible
employees only).
4. Deductions authorized by law, such
as garnishments.
Additional deductions �at are optional and may be
requested by the employee include:
1. Payment to a Village-approved
Credit Union
2. Deferred compensation
3. Union dues and initiation fees (if
provided in labor agreement)
4. Payment of health insurance
premium (if applicable)
5. Payment of dental insurance
premium (if applicable)
1
VILLAGE OF TEQUESTA
PERSONNEL POLICY
Payroll records shall be maintained by the Village for a
TITLE: PAYROLL PREPARATION ��� of seven years.
POLICY 4.13 Falsification of time records for payroll purposes is
reason for discipline as per the Administrative Policy
EFFECTIVE: Juty 1, 2004 on EMPLOYEE CONDUCT.
� �`,�, Employees may direct inquiries concerning payroll
matters to the Human Resource Office.
PAGES: 1
DRAFI'ED: RLG/Mar 15, 2�/F51ed: Payroll Preparation 4.13
CONTENTS: This policy consists of the following
numbered sections: APPROVAL:
MICHAEL COUZZO, MANAGER
I. Policy Statement TEQUESTA, FLORIDA
PURPOSE: To establish guidelines for preparation of
Village payrolls.
L POLICY STATEMENT:
Payroll reports are to be completed by each
departrnent. The payroll reports sha11 include: each
employee name; employee number; depariment; pay
period; hours to be compensated broken down on a
daily basis into hours worked; holiday time, sick leave,
compensatory time, vacation, leave without pay, etc;
and Department Head's signature.
The Finance Departrnent shall compute earnings as
well as deductions. Changes in rate, position, and
status shall be supported by a Personnel Action Form
approved by the Depariment Head/Supervisor and
Human Resource Director. The Personnel Action
Form {PAF) shall be made a part of the personal
history record of the employee. No salary change shall
be implemented unless accompanied by an approved
PAF.
Paychecks will be distributed to a representative from
each depariment unless otber airangements have been
pre-approved A�n employee's paycheck may be
released to the employee's spouse, designated family
mamber, or to another person only if authorized l�y the
employee.
1
VILLAGE OF TEQUESTA
PERSONNEI� POLICY
separation.
TITLE: SICK LEAVE
Temporary employees and Interim Firefighters are
POLICY• 51 not eligible for sick teave payment.
EFFECTIVE: July 1, 2004 II. ACCRUALS AND BENEFITS:
REPLACES• March 20Q1 Sick leave granted and not used shall accrue to the
' credit of each such employee, up to a maximum total
PA�GES : 3 accumulation of one thousand su� hundred (1,600)
hours. However, sick leave accrual shall be reduced
ten (10%) each fiscal year as follows:
CoNTENTS : Tl�is policy consists of the following
numbered sections: Effective October 1, 2004, 180 days (1440 hours):
Effective Oatober 1, 2005, 162 days (1296 hours).
I. Policy Statemeut
II. Accn�als and Benefits �n anY case in which an employee shall be entitled to
III. Notification benefits or payments under the Workers'
N. Sick Leave Usage Compensation Act or similar legislation of the State,
V. Employee Responsibilities or any other governmental unit, the Village shall pay
VI. Sick Lea.ve Sharing the difference between the benefits and payments
VII. Termination received under such Act by such employee and the
regulaz rate of compensation he would have received
PURPOSE• To establish guidelines for the use of from the Village if able to work. Tfie foregoing
sick leave for personal illness and on-the job injuries payment or contribution by the Village shall be
for Village employees. limited to the period of time that such employee had
accumulated sick leave credits as hereinabove
1. POLICY STATEMENT• specified. Furthermore, the sick leave benefits herein
` specified shall not be applicable to any employee
General. All full-time and part-time employees shall Who is covered by any relief and pension act or
be entitled to sick leave as follows: similar legislation providing for sicl�ess and/or
disability payments, or the State, granting
Sick leave shall accrue as provided herein from the substantially equal or greater benefits than herein
date of inirial employment. Un-represented full-time provided. Sick leave shall not accrue during leaves
employees shall be granted sick leave at the rate of of absence without pay.
eight (8) hours for each calendar month of service.
The accrual of sick leave for represented employees �• NOTII+'ICATION:
shall be in accordance with the applicable collective
bargaining agreement. Full time firefighters earn �en any employee utilizes sick leave he/she must
10.5 hours per month. Part-time employees may be notify his or her Department Head or designated
granted a pro rata rate for each calendar month of supervisor immediately. Notification should be
service. Any accrued sick time used during the first ��� 30 minutes after the beginning of the
su� months of employment, shall be reimbursed back scheduled workday. Failure to do so may result in
to the Village if the employee fails to successfully denial of sick leave pay and disciplinary action, if
complete probation. This deduction will be withheld appropriate. The employee should also let the
from the employee's final paycheck at the time of suP�sor know when he/she expects to return to
wark. Police and Firefighters have more stringent
1
notification requirements because of their need to
provide adequate shift coverage. It is the responsibility of the Human Resource
Director to ensure that proper accountability of sick
A full-time employee who is on sick leave as above leave is kept on a11 eligible employees. This shall
speciffed for a period of five (5) days or longer shall, include keeping a record of accruals and utilization.
bring a doctor's release statement indicating any
work restrictions. Departments may establish more restrictive sick
leave procedures as long as they are not in conflict
An employee who is on disability or sick leave shall with applicable labor contracts and are necessary for
keep his/her supervisor aavised on a daily basis as to the effective operation of the department.
the employee's condition and expected date of return
to duty. If requested, the employee shall provide a VI. SICK LEAVE SHARING:
doctor's cert�cate stating the cause of the absence
and the nature of the illness before sick leave The Village Manager may permit a full-time or part-
payment is authorized. time employee to receive sick leave donations from
other qualified employees under this subsection if:
IV. SICK LEAVE USAGE:
1. The employee suffers from an illness, injury,
Sick leave benefits shall apply to bona fide cases of impairment, or physical or mental condition which is
sickness, accidents, doctor or dental appointrnents, of an extraordinary or severe nature and which has
maternity leave, and requests for the employee's caused, or is likely to cause, the employee to:
presence by unmediate family, doctor or ciergy due (a) Go on leave without pay status; or
to family illness or emergency. (b) Terminate Village empIoyment,
Sick leave shall be rounded off to the nearest half 2. The employee's absence and the use of shared sick
hour. leave are justified;
No sick leave will be given to an employee in excess 3. The employee has depleted or will shortly deplete
of the amount earned and available to the employee. his or her annual vacation leave and sick leave
reserves;
Wh� an employee is transferred to another position,
any �mused Sick Leave which may have accumulated 4. 'I'he employee has abided by a11 personnel rules
to i�e employee's credit shall transfer with the regarding sick leave use.
employee.
The Village Manager shall determine the amount of
An employee may utilize vacation time when sick sick leave, if any, which an employee may receive
leave has been e�austed, with authorization from under this section. However, an employee shall not
their Department Head. receive, in donations, a total of more than seven
hundred and twenty hours (720) of donated sick
Earned sick leave accruals me�st be exhausted prior to leave.
taking an unpaid medical leave of absence.
Donated sick leave shall be utilized in the order of
V. EMPLOYEE RESPONSIBILITIES: receipt by the Village Manager. Such leave shall be
donated in eight (8) hour increments.
It is ihe responsibi�ity of each Department Head or
designated supervisor to ensure the provisions of this The amount of sick leave time transfened under this
policy are observed. Correcrive action should be . section which remains unused shall be returned to the
taken in instances of suspected abuses or employee or employees who transferred the leave at
misinterpretation of the utilization of sick leave. the ti�ne the Village Manager finds that the leave is
no longer needed or will not be needed at a future
Department Heads will ensure that any sick leave time in connecCion with the illness or injury for which
used will be reflected with the submission of time the leave was transferred.
sheets.
2
VII. TERMINATION:
Employees who resign with the proper two-week
notice and who have been an employee for at least .
one year are 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.
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 years af service with the Village as
follows:
One (1) through four (4) completed years of
employment — 25 percent reimbursement for sick
leave.
Five (5) through nine (9) completed years of
employment — 33 percent reimbursement for sick
leave.
Ten (10) through fifteen (15) completed years of
employment — 45 percent reimbursement for sick
leave.
Twenty (20) or more completed years of employment
— 50 percent reimbursement for sick leave.
DRa&TED : RI,G/Dec 29,20t13�1ed: Sick I.eave 5.1
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
3
VILLAGE OE TEQUESTA
PERSONNEL POLICY
Unless specified otherwise in an applicable collective
TTTLE: VACATION LEAVE bargaining agreement, an employee may accumulate
up to a maYimum of 320 hours (40 da.ys) accrued
POLICY: 5.2 vacation leave. Vacation time earned in excess of
said maximum limit shall be used prior to October 1
E�'FECTIVE: July 1, 20l14 of each year or forfeited.
REPLACED: March 2001 Vacation leave shall be expended in increments of
not less than two (2) hours. Vacations shall be
PAGES: 2 scheduled at such times as the Deparlment Head
approves and finds most suitable after considering the
wishes of the employee and the requirements of the
CONTENTS: This policy consists of the following department.
numbered sections:
III. PART-TIME EMPLOYEES:
I. Policy StaYement
II. Full-Time Employees Vacation Leave far Part-Time Employees: part time
III. Part-Time Employees employees who separate from the Village may
IV. Approval Process receive compensation at their regular rate of pay for
each hour of vacation earned. Part-time employees
PiJRPOSE: To outline vacation policy for shall accrue vacation at the rate of 2.4b 15 hours per
employees. To assure that vacation schedules are pay period or sixty four (64) hours per year.
made with full reference to the operating needs of the
Village. To provide for a procedure of approval and TRANSFERS. If an employee transfers from one
communication. department within the Village to another, the
vacation leave credits shall also be txansferred.
L POLICY STATEMENT:
The established period of determ'm?ng vacation credit
After completion of the initial probationary period, will be from the employee's date of hire. Vacation
employees are eligible to use vacation leave. After credit earned by an employee cannot be transferred to
the successful coinpletion of the probationary period, another employee.
employees are credited the amount of vacation leave
accrued from the date of hire. An employee who Temporary employees shall not earn vacation nor be
separates from employment prior to the successful entitled to vacation upon separation.
completion of the probationary period is not entitled
to a payout for any vacation lea�e. Represented employees earn vacation time in
accordance with their respective union agreement.
Vacation leave is accrued at the following rates:
Vacarion leave will not accrue while an employee is
II. FULL-TIME EMPLOYEES. on leave of absence without pay. Accrued and
unused vacation leave may be used to supplement
Date of hire through fourth (4) year- 10 days/80 hrs. sick leave if the employee has exhausted sick leave
accruals.
Fifth (5) year through ninth (9) year-15 days/120 hrs.
Paid holidays occurring during vacation are not
Tenth (10) year or more — 20 days/160 hrs. charged to vacation.
1
IV. APPROVAL PROCESS:
1. Department Heads are responsible far
managing the vacation schedules in their departments
and for administering the provisions of this policy.
2. The Village Manager shall approve all
vacation schedules for Depariment Heads.
3. Vacation approvals by Department Heads
and by the Village Manager shall be made only when
the efficiency of Village operatians 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.
DRAF'I�D: RLG/Feb 03, 2004/Filed: VacaHon 5.2
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
2
VILLAGE OF TEQUESTA
PERSONNEL POLICY
Part-time employees shall receive a pro rata share of
TITLE: VII�LAGE HOLIDAYS compensation at their regular straight titne hourly rate
for each approved holiday.
POLICY: 5.3 If any holiday mentioned above falls on an
EFFECTIVE Juiy i, 2004 employee's regularly scheduled day off, the employee
shall be compensated either through holiday pay or
REPLACES: 5.01(March 2001} holiday compensatory time.
PAGES 1 �� a hoiiday falls within a period af paid leave,
the holiday shall not be counted as a leave day in
computing the amount of leave debited.
CONTENTS: This policy consists of the following
numbered sections: Non-exempt employees required to work on any
designated holiday shall receive overtime pay in
I. Policy Statement addition to the holiday pay.
PURPOSE: To provide a policy for uniform nxa�rEn :12LG/Feb 12, 2004/Filed xouaays 5.3
administration of standard Village holidays.
I. POLICY STATEMENT: APPROVAL:
MICHAEL COUZZO, MANAGER
The Village shall celebrate the following holidays off TEQITESTA, FI.ORIDA
with pay for full-tirne and part-time non-union
employees:
NEW YEAR'S DAY - January 1
MARTIN LUTI�R KING - 3rd Monday in January
PRESIDENT'S DAY - 3rd Monday of Februaiy
MEMORIAL DAY - Last Monday of May
INDEPENDENCE DAY - July 4
LABOR DAY - 1 st Monday of September
VETERAN'S DAY - November 11
THANKSGNING DAY- 4th Thursday of November
DAY AFTER THANKSGIVING
CHRISTMAS EVE DAY — December 24
CHRISTMAS DAY - December 25
NEW YEAR'S EVE — December 31
In the event a holiday falis upon a Sunday, the
following Monday shall be deemed to be tli� Iegal
holiday. In the event the legal holiday fa1Ts on a
Saturday, the preceding Friday shall be deemed to be
the Iega1 holiday.
1
VILLAGE OF TEQUESTA
PERSONNEL POLICY
The employee must notify his/her immediate
TITLE: BEREAVEMENT LEAVE supervisor upon making determination to take time
off from wark.
POLICY: 5.4
Employees who fail to return to work on the date
EFFECTIVE: July 1, 2004 specified to the Department Head without receiving
an extension are subject to disciplinary action up to
REPLACES: 5.03 (March 2001) and including termination.
PAGES: 1 DRAFTED: RLG/Feb 24, 2004/Filed: Bereavement I,eave 5.4
CONTENTS: This policy consists of the following APPROVAL:
numbered sections: MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
I. Policy Statement
PURPOSE: To establish guidelines for the use of
Bereavement leave due to death in the employee's
immediate family.
I. POLICY STATEMENT:
Represented employees receive bereavement leave in
accordance with the provisions of their applicable
collective bargaining agreement. A non-represented
full-time or part-time employee who has a member of
his immediate family taken by death sha11 receive up
to three da.ys (24 hours) off with pay as bereavement
leave to arrauge and/or attend funeral acrivities.
"Immediate family" shall be defined as spouse,
mother, father, mother-in-law, father-in-law,
children, sister, brother, daughter-in-law, son-in-law,
sister-in-law, brother-in-law, grandparents and
grandchildren.
If additional time is necessary, it shall be taken as
vacation or unpaid leave if vacation has been
exhausted with advance authorization by the
appropriate Department Head and/or the Vi���ge
Manager. Time for attendance at funeral of otliers
may be granted without pay or made up within the
same pay period.
1
VILLAGE OF TEQUESTA
PERSONNEL POLICY
unless that time is accrued vacation or personal leave.
TITLE: JiJRY/COURT LEAVE Court payments for travel expenses are to be retained
by the employee.
POLICY: 5.5
The employee may keep any court payment for
EFFECTIVE: July 1, 2004 services performed on the days of his/her regularly
scheduled weekend or performed while on vacation
REPLACED: 5.02 (March 2001) or personal leave.
PAGES 1 Employees are required to return to work after being
released from jury duty although no more than the
regularly scheduled number of hours for both jury
CONTENTS: This policy consists of the following duty and work shall be required. If excused as a juror
nwnbered sections: on any given day, the employee is expected to
contact his/her supervisor and to report to work as
I. Policy Statement instructed.
PURPOSE: To establish a policy for juty leave for DRAt� rEn:1u,G/1v�ar 11, 2004/Fi�ed Jury/Court Leave SS
Village employees.
L POLICY STATEMENT: APPROVAL:
MICHAEL COUZZO, MANAGER
Any full-time or part-time employee who is required TEQUESTA, FLORIDA
to serve on a jury, or as a result of official Village of
Tequesta duties is required to appear before a court,
legislative committee or quasi judicial body as a
witness in response to a subpoena or other directive,
shall be allowed authorized leave with pay less any
amount received for such service. A probarionary
employee called will have his/her probationary
period extended to by the same amount of time as
required for serving on jury duty. An employee who
receives notice of jury duty or witness service must
notify his/her supervisor immediately so that
arrangements may be made to cover the position.
The employee is responsible to turn over jury or
witness fees to the Finance Department, excluding
mileage fees.
Time away will not affect vacation, sick leave or
personal leave accruals.
Employees who appear in court as the plaintiff or
defendant in any action not related to their official
duties shall not be paid for tune away from work
1
VILLAGE OF TEQUESTA
PERSONNEI� POLICY
c. The Village will not require the employee to use
TITL,E: MILITARY LEAVE normal annual leave (accrued vacation) for such
purposes. The employee may; however, request use
POLICY: 5.6 of vacation, campensatory time, or leave without pay
to supplement absences for military duty.
EFFECTIVE: duly 1, 2004
d. An employee who is called to or volunteers for
REPLACED: 5.02 March 2001 service with the armed forces of the United States or
the National Guard is eligible for reinstatement in
PAGES: 2 his/her position upon completion of service,
providing that the period of service is four years or
less.
CONTENTS: This policy consists of the following
numbered sections: e. The Village will make a reasonable effort to adjust
work schedules and assignments to accommodate
I. Employer's Responsibilities employees fulfilling military obligations.
II. Employee's Responsibilities
III. Accounting Procedures f. An employee promoted or hired to fill a vacancy
created by a person on rnilitary leave is appointed to
PURPOSE: To establish procedures for the position subject to the return of the absent
requesting and accounting for leaves of absence by employee. Upon such return, a promoted employee
employees of the Village for participation in is restored to his/her original position or an
obligations with the United States Armed Forces. equivalent position. A replacement employee is
subject to layoff if no other position is available.
SCOPE: This policy applies to all Village
employees who are affiliated with the United States n, EMPLOYEE'S RESPONSIBILITIES:
Armed Forces, National Guazd or Coast Guard.
a. The employee is responsible to provide to their
I. EMPLOYER'S RESPONSIBILITIES: department head copies of all military orders, which
will result in a leave of absence for active military
a. The Village will release employees for service duty. Orders must specify the duties of absence, .
with the Armed Forces when the employee promulgation authority, letter order number and
participates in: signature of issuing authority. Employees are
required to notify their supervisors at the earliest
1. Annual Training (summer camp) possible date upon leaming of scheduled military
2. Active Duty of Training (school) duty.
3 Inactive Duty Training Assemblies
(weekend drills) b. Employees who fail to return to work on the date
4. Extended leave of absence for voluntary specified in the leave request vvithout receiving an
active duty service (enlistment) extension in advance or without providing
5. Involuntary call-up appropriate and acceptable documentarion regarding
the need for an extension will be subject to
b. Military leave of absence shall result in no loss �ciplinary action up to and including termination.
of seniority status or benefits, which would have
normally accrued if the employee had not been c. Inactive duty training dates (weekend drills)
absent for such purposes. should be provided to the Depariment Head as soon
as available if the dates conflict with scheduled
1
employment with tlie Village.
III. ACCOUNTING PROCEDURES:
a. All military leaves will be processed via the
Personnel Action form.
b. Military Leave will be accounted for in
increments of 24-hour periods (from 0001 hours to
2400 hours).
c. It is the responsibility of the official verifying
work schedules in each depart.ment to notate the use
of militacy leave on the employee's payroll report.
DRr1F1'ED:RLG/Mar.11,2004/Filed:Military Leave5.6
AP�ROVAL:
MICHAEL COUZ7A, MANAGER
TEQUESTA, FLORIDA
2
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE FAMILY OR MEDICAL LEAVE 4) a serious health condition, which shall be defined
��,A� as an illness of a serious and long-term nature
resulting in recurring or lengthy absences. Treatment
POLICY: SJ of such an illness would occur in an inpatient
situation at a hospital, hospice, or residential medical
EFFECTIVE: July 1, 2004 care facility, or would consist of continuing care
provided by a licensed health care provider.
REPLACED: SA2 March 2001
An employee may take leave if a serious health
PAGES: 3 condition makes the employee unable to perform the
functions of his/her position. Employees with
questions about whether specific illnesses are
CONTENTS: This policy consists of the following covered under this policy or under the Village's sick
numbered sections: leave policy are encouraged to meet with a
representative from the Human Resource
I. Policy Statement Department.
II. Covered Reasons
III. Employee Eligibility III. EMPLOYEE ELIGIBILITY. An
N. Calculation of Leave employee shali be entitled to farniiy leave when
V. Procedures he/she meets the following criteria:
PURPOSE: To establish a policy and guidelines 1) The employee has worked for at least 12 months
for the use of family or medical leave for Village for the Village. The tweive months need not have
employees. been consecutive. (If the employee was on the
I. POLICY STATEMENT• payroll for part of a week, the Village will count the
• entire week. The Village considers 52 weeks to be
equal to twelve months.)
General. As provided by the 1993 Family and
Medical Leave Act (FMI,A), all eligible employees 2� The employee has to have worked for the
shall be entitled to take up to 12 weeks of unpaid, employer for at least 1,250 hours over the 12 months
job-protected leave during any 12 month period for before the leave would begin.
specified family and medical reasons.
IV. CALCULATION OF LEAVE. Eligible
II. COVERED FAMILY OR MEDICAL employees can use up to 12 weeks of leave during
REASONS. An eligibie employee shall be entitled any 12 month period. The Village will use a rolling
to 12 weeks of unpaid leave during a 12-month 12 month period measured backward from the date
period for one or more of the following reasons: an employee uses any FMLA leave. Each time an
empioyee uses leave, the Village computes the
1) the birth or placement of a child for adoption or � of leave the employee has taken under this
foster care; policy, subtracts it from the 12 weeks, and the
balance remaining is the amount the employee is
2) to care for an immediate family member (spouse, entitled to take at that time. Far example, if an
child, or parent) with a serious health condition; or, employee has taken 5 weeks of leave in the past 12
months, he or she could take an additional 7 weeks
3) to take medical leave when the employee is under this policy.
unable to work because of a serious health condition.
1
Use of Paid and Unpaid Leave. If an employee has notice. If it is not possible to give 30 days notice, the
accrued paid leave of less than 12 weeks, the employee must give as much notice as is possible.
employee will use paid leave first and take the An employee undergoing planned medical treatment
remainder of the twelve weeks as unpaid leave. is required to make a reasonable effort to schedule
the treatment to rninimize disruptions to the Village's
If an employee uses leave because of his/her own operations.
serious medical condition or the serious health
condition of an immediate family member, the While on leave, employees are requested to report
employee will �rst use all paid vacation, personal or periodically to the Village regarding the status of the
sick leave, and then will be eligible for unpaid leave. medical condition, and their intent to return to work.
An employee using leave for the birth of a child will Procedure for Notice and Certification of Serious
use paid sick leave for physical recovery after Health Condition.
childbirth. The amount of sick leave utilized after On occasion, the Village may require the employee to
this point will be decided on a case by case basis. provide notice of the need to utilize leave (where it is
The employee then may use all paid vacation, possible to lmow beforehand) and/or may require the
personal or family leave, and then will be eligible for employee to pravide certification of an employee's or
unpaid leave for the remainder of the 12 weeks. immediate family member's serious health condition
by a qualified healthcare provider.
An employee using leave for the adoption or foster
care of a child will use all paid vacation, personal or Qualified health care providers include: doctors of
family leave first, and then will be eligible for unpaid medicine or osteopathy, podiatrists, dentist, clinical
leave for the xemainder of the 12 weeks. psychologists, optometrists, and chiropractors, nurse
practitioners and nurse-midwives aathorized to
Intermittent Leave and Reduced Work Schedules practice under State law and performing within the
In certain cases, intermittent use of the twelve weeks scope of their practice under state law; and Chrisrian
of family or medical leave or a part of a reduced Science practitioners listed with the First Church of
work week may be allowed by the Village. Christ, Scientist in Boston, Massachusetts.
Employees wishing to use leave intermittently or to
utilize a reduced work week for birth or adaption When seeking certification of a serious medical
purposes will need to discuss and gain approval for condition, an employee should ensure that the
such use from the employee's Department Head and certification contains the following:
the Human Resource Department.
1) Date when the condition began; expected
Employees may also use family or medical leave duration; diagnosis; and a brief statement of
intermittently or as part of a reduced work week treatment.
whenever it is medically necessary. If the need to use
leave is foreseeable aud based on preplanned and 2) If employee is seeking medical leave for his/her
prescheduled medical treatrnent, then the employee is own medical condition, certification should also
responsible to schedule the treatment in a manner that include a statement that the employee is unable to
does not unduly disrupt the Village's operations. Tlus perform the essential fiuuctions of the employee's
provision is subject to the approval of the health care position.
provider.
3) For a seriously ill family member, the certification
V. �ROCEDUIZ]ES: should include a staternent that the patient requires
assistance and that the employee's presence would be
Procedure for requesting leave. All employees beneficial or desirable.
requesting leave under this policy must complete the
Family/Medical leave form available from the 4) If taking intermittent leave or working a reduced
Human Resource Department. schedule, certification should include dates and
duration of treatment and a statement of inedical
When an employee plans to take leave under this necessity for taking intermittent leave or working a
policy, the employee must give the Village 30 days reduced schedule.
2
If deemed necessary, 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 final.
DRAFTED: RLG7Mar 12, 2004/Fi(ed: FMI,A 5.7
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
3
VILLAGE OF TEQUE5TA
PERSONNEL POLICY
exhausted. Sick leave accruals may not be used for
TITLE: LEAVE OF ABSENCE non leaves. Medical leave without pay may
be granted for a period not to exceed six months.
POLICY: 5.8 Medical leave may be used for disability/illnesses
(including maternity-related disabilities) which
E�FECTIVE: July 1, 2004 extend beyond the period of accrued sick leave.
(Vacation accruals may also be used before starting
REPLACED: NEW an�paid medical leave after sick leave accruals are
e�austed.)
PAGES: 2
Requests for medical leave must be accompanied by
documentation from the employee's attending
CONTENTS: This policy consists of the following physician. All leave reques#s, both medical and
numbered sections: non-medical, will be routed to the respective
departnient head for approval. Approved requests
I. Policy Statement shall be forwarded to the Village Manager for review
and concurrence via the Personnel Action Form.
PURPOSE• Under no circumstances may an employee use a
� leave of absence to work for another employer or to
1) To establish procedures by which an pursue self-employment. Leaves are designed to
employee may request a leave of absence from accommodate employees who have critical perso�al
employment with the Village; 2) To establish situations only.
conditions of which approved requests for leave of
absence are administered. No sick leave, holiday, vacation benefits or any other
fringe benefits shall accrue while the employee is on
I. POLICY SATEMENT: -leave of absence without pay. The employee's
anniversary date sha11 be adjusted to reflect the length
Requests for leave of absence without pay shall be in of the absence for the purposes of computing
writing on a Personnel Action Form and shall state longevity.
specifically the reasons for the request, the date
desired to begin tlie leave, and the date of return. The Any employee on an approved leave of absence may
request shall normally be submitted by the employee continue his or her medisal, dental and life insurance
to the affected Department Head. The Departrnent coverage by paying the full cost to the Village in
Head shall recommend to the Village Manager advance for each month or portion thereof of which
whether the request should be granted, modified, or he or she is absent, subject to limitations set by the
denied. 'The Village Manager shall then make a insurance carrier.
decision based upon the best interest of the Village,
giving due consideration to the reasons given by the Upon expiration of the leave of absence, the
employee, and the requirements of any applicable employee shall be reinstated in the position held at
State and Federal laws. the time the Ieave was gra�►ted or another equivalent
position.
The Village Manager may grant a full-time employee
a leave of absence without pay not to exceed ninety Upon extenuating circumstances, the appointing
(90) days for non-medical purposes. Non-medical authority may grant an e�ension of a leave period
leave is unpaid leave time for career advancement, upon written request by the employee. Such
personal or fannily situations. Such leaves may be extension may not exceed three months and will be
granted after vacation accrual has been based on departmental as well as employee
1
considerations.
Employees who fail to return to work on the date
specified in the leave request without receiving an
ea�tension in advance are subject to disciplinary
action up to and including termination.
DRAFTED: RLG/Mar 15, 2004/Filed: I.eave of Absence 5.8
APPROVAL:
NIICHAEL COUZ7A, MANAGER
TEQUESTA, FLORIDA
2
VILLAGE OF TEQUESTA
PERSONNEL POLICY
indicated on all receipts.
TITLE: TRAVEL EXPENSES
b. Meals. Meal reimbursements for all
POLICY: 6.1 overnight trips are to be itemized on tlie proper "Travel
Fxpense" form. The reimbursement rates aze:
EFFECTIVE: July 1, 2004
Breakfast — $ 3.00
REYISED: 4.07 Travel (March, 2001) Lunch — $ 6.00
Dinner -- $12.00
PAGES: 2
c. Mileage Allowance. Employees
who utilize their personal vehicles on travel
CONTENTS: This policy consists of the follawing assignments will be the allowable Florida statutes
numbered sections: section 112.061 rate (the c�urent rate is twenry cents
$0.29). Each employee who drives a private vehicle
I. Policy Statement on Village business must have liability insurance on
II. Overnight Trips said vehicle.
III. Local Travel and Expenses
IV. Non-Allowable Expenses When two or more employees are attending the same
seminar, convention, or meeting, carpooling shall be
PURPOSE: To establish policy guidelines on Village practiced whenever possible. The actual speedometer
reimbursement for expenses while on Village business. reading from Village Hall to destination and return to
Village Hall will be used.
I. POLICY STATEMENT:
If an employee for his or her own convenience travels
It is the policy of the Village to reimburse employees by an indirect route or intemipts travel by tlie most
for reasonable and necessary expenditures made by economical route, the employee shall bear any extra
employees while on official Village business. Mileage expense involved. Reimbursement for such travel
will be reimbursed at a rate per mile equal to the shall be for only that part of the e�ense as would have
allowable Florida. statute rate; a11 other allowable been necessary in order to travel.
expenses on actual cost basis. All expenses must be
itemized if applicable. Claims for reimbursement of IIL LOCAL TRAVEL AND EXPENSES:
travel expenses, other than mileage, sha11 be
accompanied by invoices and/ar receipts showing a. Local Mileage. No mileage will be
proof of payment of such claims, except the daily meal paid for commuting from an employee's personal
per diem as provided hereafter. residence to Village Hall or a work station.
IL OVERriIGHT TRIPS: b. Local Meals. Reimbursement for
meals will be allowed only where the employee is
a. Lodging. Hotel and Motel expenses may attending a seminar or conference as a representative
be paid in advance by the Finance Department. This of the Village for a specific purpose, or where the
requires a check request submitted by the appropriate employee's attendance will directly benefit the Village.
department. If expenses are to be reimbursed it will be The request for reimbursement of local meals should
done on completion of the authorized travel and including i�e following information:
requires submittal of the proper claim. A reasonable
class of accommodation shall be selected where choice (1) Date
is available. The single rate should be clearly (2) Place
1
(3) Meeting Attended
(4) Specific Reason for Attendance
Parking 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
Depazfiment after the "Travel Expense" forin is turned
in.
IV. NON-ALLOWABLE EXPENSES:
1. Tobacca
2. Alcoholic beverages.
3. Entertainrnent.
4. Personal telephone calls to home (limited to
one per day).
S. First class lravel accommodations when
economy or coach class are available.
6. Fines, forfeitures or penalties.
7. Expenses of a spouse or other non-employee.
8. Loss or damage to personal property.
9. Barber, beauty parlor, shoe shine or toiletries.
10. Personal postage.
DRAFTED: RLG/Feb 9, 2004/Filed: Travel Expenses 61
APPROVAL:
MICHA.EL COUZZO, MANAGER
TEQUESTA, FLORIDA
2
VII�LAGE OF TEQUESTA
PERSONNEI� POLICY
Any reimbursement shall only be after successful
TITLE: TRAINING PROGRAMS completion of the course/ program. Successful
completion shall be defined as receipt of a certificate
PULICY: 6.2 of satisfactory complerion or a grade of C(2.0 grade
point) or better in the case of academically rated
EP'FECTIVE: July 1, 2004 courses (or attainment of pass in a pass/fail grading
system.). Tuition reimbursement is for the course
REPLACED: NEW only; no reimbursement will be allowed for books, lab
fees, travel expenses or material costs. Approval for
PAGES: 2 tuition reimbursement shall only be allowed for
courses offered by accredited colleges, universities or
vocational training institutes.
CONTENTS: This policy consists of the following
numbered sections: Request for reirnbursement must be made within 30
days following the completion of the course of study.
I. Defmirions Training reimbursement is generally available to only
II. Policy Statement those employees who have successfully cornpleted the
III. Procedure employee's designated probation period.
PURPOSE: To promote and facilitate training and Consideration of employee requests for tuition
career education which meets the dynamic needs of the reimbursement is dependent upon budgetary
Village. constraints and the recommendation of that employee's
Department Head. Time spent in attendance at these
I. DEFINITIONS: courses shall be considered the employee's personal
time and is not counted as time worked.
As addressed by this policy, iraining is defined as any
work related program, seminar, conference, 3. It is the policy of the Village to m�imize
convention, course or workshop attended by an comprehension, retention and transference of training
employee whose tuition and expenses are funded in provided by the Village.
whole or in part by the Village or while tihe employee
is in a paid status witli the Village. 4. This policy is subject to and limited by the
conditions of an affected employee's labor contract.
II. POLICY STATEMENT:
III. PROCEDURES:
1. It is the policy of the Village to encourage
and coordinate training opportunities for employees l. Attendance at training programs will be
and supervisors in order that services rendered to the approved at the Department Head level, except as
Village will be more efficient and effective. follows:
2. Employees are encouraged to continue their a. Attendance at a Ixaining progcam
formal edncation through participation in involving out-of-state travel by an employee requires
off-duty/non-working hours educational programs. approval by the Village Manager prior to registration.
Reitnbursement for educational expenses incurred by
such participation may be granted for job related 2. Any dispute regarding eligibility or the level
courses with prior approval of the Department Head, of reimbursement may be appealed to the Hurnan
provided funds have been budgeted for such Resource Office for resolution.
reimbursement.
1
3. Village-sponsared 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
recorded as time worked within the meaning af this
policy.
4. Employees who acquire training on their own
tiine and e�ense are encouraged to notify the Human
Resource Office so the information can be noted in the
employee's personnel file.
5. The Human Resource Office shall maintain
an employee training history, and shaIl periodically
audit training attendance and policy compliance.
DRAFi'ED: RLG/Mar 22, 2004/Filed: Traieing Programs 6.2
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
2
VILLAGE OE TEQUESTA
PERSONNEL POLICY
representative. If no such person is elected,
the Water Manager shall appoint a
TTTI.E: SAFETY COMMITTEE representative from the Water
Departnnent, below the position of
Supervisor.
POLICY: 7.1
2) An employee of the Fire-Rescue
EFFECTIVE: July 1, 2004 Departrnent, volunteering for the same. In
the event there is no volunteer, an el�ction
REPLACED: 3-01/02 of such employees, supervised by the Fire
Chief, shall be conducted to select a
PAGES: 2 representative. If no such person is elected,
the Fire Chief shall appoint a representative
from the Fire-Rescue Department, below tlie
CONTENTS: This policy consists of the following � af Lieutenant.
numbered sections:
3) An employee of the Police Department,
I. Policy Statement volunteering for the same. In the event there
II Procedure is no volunteer, an election of such
employees, supervised by the Police Chief,
PURPOSE• To establish policies and procedures shall be conducted to select a representative.
related to safety for Village employees. If no such person is elected, the Police Chief
shall appoint a representative from the
I. POLICY STATEMENT• Police Department, below the rank of
• Lieutenant.
This Policy outlines the required procedures for the 4) An employee representative for the
on-going activities associated with the Tequesta Department of Public Works, volunteering
Safety Conunittee. for the same. In the event there is no
All Department Heads will be responsible for volunteer, an election of such employees,
ensuring that these procedures are followed. Special supervised by the Director of Public Works,
responsibilities fall to the Fire-Rescue Department, shall be conducted to select a representative.
the Police Depariment, and the Tequesta Water � no such person is elected, the Director of
Department for ensuring compliance with this Policy. �blic Works shall appoint a representative
from the Public Works Department.
II. PROCEDURE: 5) The Human Resource Director
There is hereby created a Tequesta Safety Committee 6) The Director of Public Works
which shall consist of the following:
1) An employee of the Water Department, �� The Police Chief
volunteering for the same. In the event there g� �e Risk Manager
is no volunteer, an election of such
employees, supervised by the Water System �e Employee Representative shall serve a term
Manager, shall be conducted to select a of three years and may succeed themselves on
the Committee, provided there are no other
volunteers for such seat on the Committee. In
1
the event the employee representative wishes to The duties and functions of the Safety
continue serving for another term and one or Committee shall include, but are not limited to
more volunteers respond to a call for the same, the following:
an elecrion shall be held and administered by the
Department Head of the Department in question. a) Establish and coinmunicate procedures for
Employer Representatives shall serve until conducting internal safety inspections of the
conclusion of their employment with the Village. workplace. When approved by the Village,
these procedures shall be used to evaluate
The Committee Members shall elect a Co-Chair. the effectiveness of engineering,
The Chair shall be responsible for the timely administrative and personal protective
completion of all business on behalf of the control measures provided by the Village to
Committee and shall conduct all meetings of the protect employees from recognized hazards
Committee. The Co-Chair shall serve in the in the workplace and work environment;
absence of the Chair.
b) Establish and communicate procedures
The Safety Committee shall meet at least approved by the Village, by which the
quarterly, but shall meet as often as its business Committee, shall investigate all workpiace
requires. Bi-annually the Safety Cominittee accidents, safety-related incidents, injuries,
shall issue a report of its activities for the prior illnesses, diseases, and fatalities;
six months, addressed to the attention of the
Village Manager. c) Evaluate the effectiveness of and
recommend improvements to the Village's
Safety Committee Meetings will be held during safety rules, policies, and procedures for
regular Village working hours, unless, in the accident and illness prevention programs in
opinion of the majority of the Safety Cornmittee the workplace and, when approved by the
Members, circumstances dictate otherwise. The Village, ensure tliat written updates and
Chair and Co-Chair are responstble for ehanges to rules, policies and procedures of
conducting meetings on dates and times tliat will the safety programs are completed;
minimize the expenditure of funds by the
Village. Safety Committee Meetings will be d) Post the scheduled dates, time and location
conducted in accordance with Roberts Rules of of committee meetings in a conspicuous
Orden Minutes of each Safety Committee place where employees normally gather;
Meeting shall be kept and provided to the
Village Manager upon approval by the e) Provide minutes of the committee meetings
Committee. Approved minutes shall be kept on in a conspicuous place where employees
file with the Village Clerk, who shall maintain normally gather and provide a copy thereof
same for no less than three calendar years. to individual employees upon written
Recording seeretary services may be utilized in request; and
this regard. A quotvm is required before official
business can be �ansacted. The Committee fl Retain in the workplace all original written
Chair shall keep on file a written record of the communications between the employer and
membership of the Committee and the e�iration the Committee, or true copies thereof, for a
date for their term of appointment. period of not less than three calendar years.
The Human Resource Director is hereby
declared to be the Safety Committee Chair who nx�rEn : RLG/Jan 15, 2004 — Safety Committee 7 .�
shall be responsible for contacting the Safety
Committee appointments as referenced above, AppROVAL:
scheduling of quarterly meetings of the Safety MICHAEL COUZZO, MANAGER
Committee, preparing the agenda, preparing and TEQiTESTA, FLORIDA
posting minutes as required, and the overall
administration of the Safety Committee and
safety procedures and recommendations
associated therewith.
�
VILLAGE OF TEQUESTA
PERSONNEL POLICY
b. If occurring within the Village and
TITLE: TRAFFIC CRASHES INVOLVING �volving properiy damage or a minor
VII.,LAGE VEHICLES AND (non-hospitalizing) injury, the collision will be
PRNATELY OWNED VEHICLES �vesrigated by the Tequesta Police Department.
ON OFFICIAL VII�LAGE
BUSINESS a If occurring within the Village and
the collision results in a fatality or injury requiring
POLICY: 7.2 immediate hospitalizarion of any party, the crash will
be investigated by an outside authority. Selection of
EFFECTiVE: July 1, 2004 an outside authority wifl be handled by the Tequesta
Police Depariment at the scene.
REPLACED: 6.06(March 2001)
3. Employee's shall refrain from making
PAGES • 1 statements regarding the crash with anyone other than
� the investigating law enforcement representative,
appropriate Village officiais, and representatives of his
CONTENTS: This policy consists of the following or her own insurance company if the employee's
numbered sections: privately owned vehicle is involved. Statements made
to investigating autharities should be confined to
I. Policy Statement factual observations.
PURPOSE: To establish policy guidelines for the 4. A copy af all police reports and any
investigation of all crashes involving Village vehicles statements attached thereto will be forwarded to the
or privately-owned vehicles while the driver thereof is Risk Manager as soon as possible. The Risk Manager
actively engaged in official Village business. will report such incidents to the Employees Safety and
Health Committee.
L POLICY STATEMENT:
DRAFPED: RLG1Mar 15, 2004/F'iled: Traffic Crashes 7.2
If while operating a Village owned vehicle ar a
privately owned vehicle in the performance of official
duties, an employee is invalved in a ixaffic crash APPROVAL
resulting in personal injury or properiy damage, he ar MICHAEL COUZZO, MANAGER
she shall: TEQUESTA, FIARIDA
1. Request that all parties and properties
concerned remain at the scene of the crash if possible
until a law enforcement representative has reieased
them.
2. All collisions involving Village vehicles or
persons on duty and actively engaged in Village
business will be invesrigated. by a police agency.
a. If occurring outside the Village, the
collision will be investigated by the police agency
having jurisdiction.
1
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE• ACCIDEN'TS INVOLVING D��TED: RLG/Mar 15, 2004/Fil�: Accidents/DefecHve
• DEFECTIVE EQIJIPMENT Equipment 73
POLICY: 7.3
EFFECTIVE: July 1, 2004
APPROVAL:
REPLACED: 6.06 (March 2Q01) ��EL COUZZA, MANAGER
TEQUESTA, FLORIDA
PAGES: 1
CONTENTS: This policy consists of the following
numbered sections:
I. Policy Statement
PURPOSE: To establish procedures for accidents
involving potentially defective equipment.
L POLICY STATEMENT:
When an accident happens where defective equipment
is potentialiy the cause of the accident, the foliowing
action should be talcen:
1. Attend to any injuries of employees or others.
2. Turn equipment in question over to the
employee's supervisor, who shall consult with
the Risk Manager.
3. Write a detailed report, within one day, to
include all circumstances surrounding the
incident and all manufacturing information
available concerning the equipment in
question. This report should be submitted to
the Risk Manager. The Risk Manager will
report such accidents to the Employee Safety
and Health Committee.
4. When an employee is injured, procedures
should be fallowed as outlined in the Policy
on ON-TFIE-JOB IN3URY OR ILLNESS.
1
VILLAGE OF TEQUESTA
PERSONNEL POLICY
license is expired, suspended or revoked and/or who is
TITLE: DItIVER'S LICENSES unable to obtain an occupational pernut from the State
Driver's License Office. If an employee fails to report
POLICY: 7.4 such an instance, he/she is subject to disciplinary
action, including demotion or termination. An
EFFECTIVE: July 1, 2004 employee who fails to immediately report such
revocation or suspension to his/her supervisor and
REPLACED: 3.11(March 2001) continues to operate a Village vehicle shall be subject
to possible termination.
PAGES: i
DRAF'TED: RLGJMar 15, 2004/Filed: Driver's Licenses 7.4
CONTENTS: This policy consists of the following
numbered sections:
APPROVAL:
I. Policy Statement NIICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
PURPOSE: To establish a policy for the requirement
of a valid Florida driver's license by employees whose
jobs routinely involve driving Village vehicles.
L POLICY STATEMENT:
Any �nployee whose work requires that he/she drive
V�lage vehicles must. hold a valid Florida driver's
license.
All new employees who will be assigned work
entailing the operating of a Village vehicle will be
required to submit to a Deparhmeirt of Motor Vehicles
driving records check as a condition of employment.
Such checks shall be processed by the Auman
Resource Office. A report indicating a suspended or
revoked license status may be cause to deny or
terminate employment.
Periodic checks of employee's drivers' licenses through
visual and formal Deparfinent of Motor Vehicles
review checks shall be made by Human Resource
Office. Any etnployee who does not hold a valid
driver's license will not be allawed to operate a Village
vehicle until such time as he/she obtains a valid
license.
Any employee performing work which requires ttie
operation of a Village vehicle must notify his/her
immediate supervisor in those cases where his/her
1
VILLAGE OE TEQUESTA
PERSONNEL POLICY
TITLE: EMERGENCY CONDTTIONS DRAFPED: RLG/Mar 15,2004/Filed: Emergency Conditions 7S
POLICY: 7.5
EFI�'EGTIVE: July 1, 2004 �PROVAL:
MICHAEL COUZZO, MANAGER
REPLACED: NEW TEQUESTA, FLORIDA
PAGES: 1
CONTENTS: This polacy consists of the following
numbered sections:
I. Policy Statement
PURPOSE: To establish a policy for reporting to
work in the event of emergency conditions.
I. POLICY STATEMENT:
Village offces and activities shall remain open and in
operation during established working hours. All
employees should make every attempt to report for
work on a timely basis. If employees are unable to
report to work due to a legitimate emergency, the
following criteria shall apply:
1. The employee is responsible for contacting
hisTher supervisor or Depar�ent Head by telephone to
indicate anticipated absence from work or late arrival
to work and the reason.
2. If an employee is unable to report to work,
the absence may be charged as vacation or personal
leave, or the employee may elect to take this time off
without pay.
Such leave cannot be used to offset absences from
work for purposes for other than siclrness.
The Village Manager shall be authorized to close
Village offices to protect the safety and welfare of
Village employees. In this event employees wi�l
receive full pay, and no vacation or personal leave
allowances shall be affeded.
1
VILI�AGE OF TEQtJESTA
PERSONNEL POLICY
TITLE: INSURANCE CLAIMS 3. The Risk Manager shall:
PULICY 7.6 a. Ensure that any applicable
provisions of State law are met, and see that
EFFECTiVE: July 1, 2004 all claims for damages accurately locate and
describe the defect or act that caused the
� ��, injury, reasonably describe the injury and
state the time when it occurred, contain the
PAGES 1 item of damages claimed and be verified by
the claimant or a relative of the claimant,
attorney or agent of the claunant.
CONTENTS: This policy consists of the following
numbered sections: b. Refer claim to carrier within 5
working days.
I. Policy Statement
II. RespOnsibillties DRAFTED: RL,G/Mar 23, 2004/Filed: Insurance Claims 7.6
PURPOSE: To establish procedures for the handling
of insurance claims against the Village.
APPROVAL:
I. POLICY STATEMENT: MICAAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
1. No employee will discuss matters involving
claims against the Village. ,�
2. All questions pertaining to claims shall be
referred to the Risk Manager.
3. Claims for da�nages presented to the Village
shall be referred to the Village Clerk far
filing.
II. RESPONSIBILITIES:
1. Ali Village employees must notify their
supervisor in the case of incidents involving potenrial
claims within 1 day. The supervisor must report, in
writing, to the Risk Manager within 3 days. Items
reported should include any property damage
occw�ring during work for the Village, no matter how
sma11.
2. The Village Clerk is responsible for receiving
a11 damage claims against the Village and referring
them to the Risk Manager.
1
VILLAGE OF TEQUESTA
PERSONNEL POLICY
Department of Motor Vehicles review indicates three
TTTLE: VEHICLE OPERATION or more moving violations within three years of the
date of review, the ernployee may be denied
POLICY: 7J authorization to operate a vehicle while representing
the Village. If the employment is incumbent upon the
EFFECTIVE: July 1, 2004 ability to operate a vehicle, the prospective employee
may be denied employment.
REPLACED: 3.11(March 2401)
Employees operating Village-owned motor vehicles or
PAGES• 1 privately-owned vehicles while conducting afficial
' business shall observe all traffic laws, rules and
regulations, and the dictates of common sense and
CONTENTS: This policy consists of the following good judgment. Failure to abide by such laws rnay
numbered sections: result in disciplinary action up to and including
termination. If during the course of employment an
I. Policy Statement employee exhibits a disregard for acceptable safe
driving procedures, the responsible Department Head
PURPOSE: To insure an acceptable standard of may deny further authorization to operate a vehicle
proficiency and , safety is met by each employee who while representing the Village.
operates Village-owned motor vehicles.
5. Any employee who operates a privately-owned
I. POLICY STATEMENT: vehicle while conducting official business for the
Village must maintain automobile liability insurance in
1. Employees are encouraged to use Village accordance with the State Financial Responsibility
vehicles instead of their own for official Village ��'• Employees who do not maintain minimum
business whenever possible. liability coverage will not operate privately-owned
vehicles in an officiat capacity.
2. Personal vehicles may be used for official
Village business with the prior approval of the DRAF"TED: RLG/Mar 15 2ooa/Filea Vehicle Operation 7 .'�
employee's Department Head. Employee's using their
personal vehicles will be reimbursed at the prevailing
rate established by policy after submittal of the
appropriate form to the Finance Department APPROVAL
MICHAEL COUZZO, MANAGER
3. All employees whose duties require the TEQLTESTA, FLORIDA
operation of a Village-owned motor vehicle or who
operate a privately-owned v8hicle while conducting
official business as a part of their employment with the
Village, must possess a valid State I�rivers' License.
4. Prior to acceptance for employment with the
Village in a position that would necessitate the
operation of a motor vehicle in the course of
perforniing the assigned duties of that position, an
employee's motor vehicle operators record may be
requested from the State Department of Motor
Vehicles by the Human Resource Office. If a
1
VIL7�AGE OF TEQUESTA
PERSONNEI� POLICY
TITLE: UN INJ[TRY Additional reporting information should be recorded as
described in the Policy on WORKER'S
POLICY: 7,8 COMPENSATTON.
EFFECTIVE: July 1, 2004 The State required log of occupational injuries and
illnesses is maintained by the Human Resource Office.
REPLACED: 5.03 (March 2001) Information will be sununarized and reported to the
State on an annual basis by the Human Resource
PAGES: 1 Du'ector.
DRAFTED: RLG/Mar 15, 200d/Filed: On Injuries 7.8
CONTENTS: This policy consists of the following
numbered sections:
APPROVAL:
I. Policy Statement MICHAEL COUZZO, MAI�TAGER
TEQUESTA, FLORIDA
PURPOSE: To establish a policy and procedure to
handle on-the job injuries or illnesses.
I. POLICY STAT'EMENT:
The Village shall provide for the treatment and care of
on-th�job injuries and illnesses as provided by law.
Any incident involving a Village employee should be
reported to that employee's supervisar immediately.
The supervisor shall ensure that the employee has
transportation to receive medical care at the nearest
hospital or medical facility or by calling 91 L
Employees should be tatcen 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 In;jury form
on all injuries requiring medical attention. The
supervisar should provide additianal information as
needed A11 farms must be submitted to the Human
Resource Office. The Human Resource Office will
notify tlie Risk Manager and inform the Employee's
Safety and Health Committee for follow up, as
needed.
1
VILLAGE OF TEQUESTA
PERSONNEL POLICY
1. Be informed of and observe established safe
TTTLE: SAFETY AND ACCIDENT Practices.
PREVENTION
2. Notify supervisors of any unsafe conditions
POLICY: 7.9 ��y �iscover.
EFFECTIVE: July1,2004 3• Use personal protective equipment such a
steel toed shoes, safety vests, safety glasses, and hard
REPLACED: NEW hats where required.
PAGES: 2 4. Not remove guards or other protective
devices from machntery and equipmant.
CONTENTS: This policy consists of the following 5. Not engage in "horseplay."
numbered sections:
6. Attend any required training or orientation to
I. Policy Statement increase safety awazeness.
II. Responsibilities
7. Not report to work under the influence of
PURPOSE: To estabfish guidelines and lines of alcohol or drugs that alter normal behavior or ability to
responsibility for mainta.ining a safe and healthy work function safely.
environment.
8. Report a(1 job-related injuries or illnesses to
L POLICI' STATEMENT: their supervisors promptly.
The Village recognizes the need for the development 9. Assist supervisors in their investigation of
of safe working practices for every employee and any accident of which they have knowledge; accident
desires to promote on-the-job safety by encouraging investigation is fact finding, not fault finding.
the proper design and use of buildings, ec�uipment,
tools, and oi�er devices. 10. Refrain from operating, modifying, adjusting
or using equipment in an unauthorized manner.
Administration of the safety program should be tlie job
of the supervisor. They should be constantly on the The Employee's Safety and Health Committee meets at
alert to observe and report unsafe working praetices or least quarterly to review accidents that have occurred,
existing hazardous working conditions with the aim of discuss recommendations for improved safety and
immediate correction. Each Department Head or formnlate safery rules and procedures.
supervisor shall make sure that the employee under
his/her supervision is well acquainted with existing A safety bulletin board will be provided for the display
safety rttles and shall see that the tules are wiuformly of safety meeting rninutes, safety posters and other
enforced. Safety education of a11 employees shall be safety edueation material. A safety bulletin board witl
promoted by supervisors adhering to all safety rules. be maintained at each Village facility.
II. RESPaNSIBILITIES: Employees are encouraged. to provide safety material
for the safety bulletin board and safety meetings.
It is fhe responsbility of all empl.qyees to cooperate in
making the safety program work. Employees must: Safety complaint/suggesfion forms aze available from
� the members of the Health and Safety Committee.
1
DRAFTED: RLG/Mar 15, 2004�1ed: Safety and Accident
Prevention 79
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
2
VILLAGE OF TEQUESTA
PERSONNEL POLICY
C. Medical Emergency Procedure: Tequesta
TITLE: ACCIDENT INVESTIGATION AND Fire/Rescue wi11 be called in the case where the
REPORTING ernployee needs immediate medical attention.
POLICY: 7.10 II. REPORTING PROCEDURES:
EFF'ECTIVE: July 1, 2004 1. Minor Injuries - (Requiring doctorloutpatient
care) A$er the emergency actions following an
ItEPLACED: NEW accident, an investigation of the accident will be
conducted by the immediate supervisor in eonjunction
PAGES: Z 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
CONTENTS: This policy consists of the following Human Resources.
numbered sections:
2. Major Injuries -(Fatality or multiple
I. Policy Statement hospitalization)
II. Reporting Procedures a. The Village Manager and
Department Head are to be notified immediately by the
PURPOSE: To provide a system for reporting and pe�rson in charge and an investigation will be
following up on accidents and/or injuries. conducted. In addition, the inspection party will
include the Chairman of the Health and Safety
I. POLICY STATEMENT: Committee.
A. Safety Orientation: All Village employees 3. Near-Misses -(Likelihood of personal injury
are to receive an Employee Safety Responsibilities or property damage) to the greatest e�ent possible, all
Form (Appendix A) at the beginning of employment. "near-miss" accidents shall be investigated by the
The form shall be signed and dated, with a completed Safety and Health Committee.
copy sent to Human Resources for inclusion in the
employee's Personnel File. DRAFrEn: 1u.G/t�tar 15, 2oo4/Filea Accident Investigadon
7.10
B. Accident Reporting and Purpose: All
accidents, no matter how minor, shall be reported
promptly to the immediate supervisor for APPROVAL:
evaluation/investigation. Since every accident MICHAEL COU7.70, MANAGER
includes a sequence of contributing causes, it is TEQUESTA, FLORIDA
possible to avoid a repeat performance af the first
event by recognizing and eliminating these causes.
The removal of just a single cause can prevent a
recurrenca. During the supervisors evaluation heJshe
must determine the possible consequences that could
take place if the situation is not corrected and take
appropriate action hased upon those findings (i.e.
investigate, report, correct, etc.).
1
Appendix "A°
VILLAGE OF TEQUESTA EMPLOYEE SAFETY RESPONSIBILITIES
As an employee of the Village of Tequesta, I am responsible to:
l. Observe all Village safety and healtb� rules and apply the principles of accident prevention in my day-taday
duties.
2. Report any job-related injury, illness or property damage to my supervisor and seek treatment promptly.
3. Report hazardous conditions (unsafe equipment, floors, material) and unsafe acts to my supervisor or safety
committee representative promptly.
4. Observe all hazard warning and no smoking signs.
5. Keep aisles, walkways and working areas clear of slipping/tripping hazards.
6. Know the location of fireJsafety elcits and evacuation procedures.
7. Keep all emergency equipment such as fire extinguisher, fire alarms, fire hoses, exit doors, and stairways clear
of obstacles.
8. Not report to work under the influence of alcoholic beverages or drugs nor to consume them while on
company premises.
9. Refi�in from fighting, horseplay, or distracting my fellow workers.
10. Remain in my own work area unless I am authorized otherwise.
1 l. Qbserve 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 guards and other protective devices are in their proper places prior to operating
equipment.
15. Not wear frayed, tom or loose clothing, jewelry, or long unreslzained hair near moving machinery or other
sources of entanglement, or around electrical eyuipmen�
16. Actively support and participate in the City's efforts to provide a safety and health program.
DISTRIBUTED TO:
DATE: BY:
I HEREBY ACI�NOWLEDGE THAT I HAVE RECEIVED A COPY OF TI� EMPLOYEE SAFETY
RESPONSIBILITIES FORM, AND THAT MY RESPONSIBILITIES WERE EXPLAINED TO ME.
Ernployee Date
2
Appendix "A"
VII,LACE �F TEQUESTA EMPLOYEE SAFETY RESPONSIBTI,ITIES
As an employee of the Village of Tequesta, I am responsible to:
1. Observe all Village safety and health rules and apply the principles of accident prevention in my day-to-day
duties.
2. Report any job-related injury, illness or property damage to my supervisor and seek treatment promptly.
3. Report hazardous conditions (unsafe equipment, floors, material} and unsafe acts to my supervisor or safety
cornmittee representarive promptly.
4. Observe all hazard warning and no smoking signs.
5. Keep aisles, wallcways and working areas clear of slipping/tripping hazards.
6. Know the location of firelsafety exits and evacuation procedures.
7. Keep all emergency equipment such as fu'e extinguisher, fire alarcns, fire hoses, e�t 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 I 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 thaC all guards and other protecrive devices are in their proper places prior to operating
equipment.
15. Not wear frayed, tom or loose clothing, jewelry, or long unrestrained hair near moving machinery or other
sources of entanglement, or around electrical equipment.
� 16. Actively support and participate in the City's efforts to provide a safety and health prograt�.
DIS'I'RIIiUTED TO:
DATE: BZ'� •
� I HEREBY ACKNOWLEDGE THAT I HAVE RECEIVED A COPY OF T'I� EMPLOYEE SAFETY
ItESPONSI$ILITIES FOP.Pd1, �",I�TD TI-T.AT MY RESPONSIBILITIES WERE EXPL.AINED T'O ME.
;
' Employee Date
i 2