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Home My WebLink AboutDocumentation_Regular_Tab 06_03/12/2015 Submit by Email Print Form � VILLAGE CLERK'S OFFICE � AGENDA ITEM ROUTING SHEET .�t Meeting Date: Meeting Type: Regular Ordinance #: March 12, 2015 Consent Agenda: Yes Resolution #: Originating Department: Human Resources � • • • • • - C - • • -�• Revision of the Village's Nepotism and Ethics Training policies . Account #: N�p Amount of this item: N/A Budgeted amount available: N � A Amount remaining after item: N/A Budget transfer required: N Appropriate Fund Balance: • •- .• . .- . . . ..- .. The Human Resources department is seeking to revise two policies as set out in the attached memo dated 2/26/2015. -• Department Head Legal (for legal sufficiency) See attached Finance Director or Representative Reviewed for Financial Sufficiency ❑ l "" �' ;� ,. No Financial Impact , /�'�� _ Village Manager: Submit for Council Discussion: � Approve Item: 0 Deny Item: � • • - . . - _. -- - . -. .- - : .- - .- . .. - . . -• _ • . _ - . - - - . - Form Amended: 10/30/14 , . - • - • Memo To: Michael R Couzzo, Jr., Viilage Manager � From: Merlene Reid, HR Director '�� `� �� ,�� , Date: February 26, 2015 Re: Personnel Policy Revisions The Human Resources department is requesting approval to amend the following two policies for the reasons outlined below: Policy Change Summary Ethics Training 3.15 Palm Beach County Ethics Commission requires periodic mandatory training to follow initial training, with the Village being able to set their timetable. After 2 rounds of training all employees, HR and the department heads have determined that a 4-year interval is a more realistic and practical time frame. Nepotism 2.4 The language added is directly from the Ethics Commission and HR is recommending that the two positions identified be prohibited from having family members working at the Village. VILLAGE OF TEQUESTA PERSONNEL POLICY � sister and their spouses, children and their spouses, father-in-law, mother-in-law, sister-in-law, brother- TITLE: NEPOTLSM in-law, grandparents and their spouses, stepchildren and their spouses, grand-stepchildren and their POLICY: 2.4 spouses, aunts, uncles, nieces, nephews and persons residing in the same household as the employee. EFFECTIVE: July 1, 2004 Villa�e employees with hiring authoriry, or the REPLACES: 2.07 (March 2001) ability to advocate to one who does, ma� not hire or promote the hirin� of a broadly defined family REVISED: November 8, 2007 member. Consequentiv, the Village Manager's and March 12, 2015 the Human Resources Director's family members are prohibited from workin� at the Village. PAGES: 1 C01�rr�1'rS : This policy consists of the following ❑umbered sections: I. Policy Statement APPROVAL: MICHAEL COUZZO, MANAGER PURPOSE: To establish policy for the employment 1`EQUESTA, FLORIDA of immediate relatives in order to assure the reality and appearance of fairness in the best interest of the Village. I. POLICY STATEMENT: No person may be employed in a position supervised by a family member. Family members shall not be placed in a position such that one member: a) Is required or authorized to review the work, personnel documents, expense account or time records of another family member b) Has dependent responsibilities i� respect of the other (for example: purchasing and accountspayable) c) Disburses petty cash to the other d) Directly or indirectly influences the performance or opportunity of the other. Further, to prevent the possibility of actual or alleged favoritism, the Village further prohibits family members from working in the same department. For the purposes of this section, a family member shall be defined as the employee's spouse, parent, step-parent, I brother, sister ^^�' ��°;r .^^^��, step-brother, step- 1 VILLAGE OF TEQUESTA PERSONNEL POLICY 2) As part of the required training, all Village employees are required to read the Palm Beach TITLE: ETHICS TRAINING County Code of Ethics, and their Ethics Pocket Guide, copies of which will be distributed on the POLICY: 3.15 first day of employment and are also available at www.palmbeachcounryethics.cum EFFECTIVE: January 10, 2013 3) After initial training, periodic mandatory follow- I REVLSED: �� March 12, 2U15 up training is required of all Village employees every t-w�r—t�our (�4) years. The COE will REFERENCE: Palm Beach County Code of Ethics coordinate with the Village Manager to provide §2-446(a) timely and effective follow-up training. PAGES: 2 4) After completing training and having read the Code of Ethics, all Village employees shall complete the approved acknowledgment form CONTENTS: This policy consists of the following provided by Human Resources (also available at numbered sections: http://w�ww.palmbeachcc>untvethics.com/forms.ht m), indicating that they attended a live COE I. Policy training session or viewed the appropriate web- II. Procedure video or approved DVD provided by the COE. The training acknowledgment form must be PURPOSE: To set the Village's policy and signed by the Village employee and submitted to procedures far providing guidelines to all Village the HR Director for inclusion in their personnel employees regarding mandatory ethics training. file. I. POLICY STATEMENT: 5) Compliance reviews performed by the COE are for the purpose of achieving maximum Palm Beach County Code of Ethics §2-446(a), compliance with the Code of Ethics training requires employees to be informed of their ethical mandates as contained in Art. XIII, §2-446 of the responsibilities at the start of their employment, and Palm Beach County Code of Ethics. Results of to receive updates and training materials throughout training compliance reviews will be submitted to the span of their service. The Village is required to �e Village for necessary action prior to the establish a training schedule for all employees, which issuance of a compliance report. The Village shall include mandatory periodic follow-up sessions. shall have an oppartunity to cure any deficiency II. PROCEDURE within a reasonable time not to exceed forty-five (45) days. Compliance reviews will be 1) All Village employees will receive initial Code performed by the COE on an as needed or bi- of Ethics training on the first day of annual basis. employment. This training may consist of live training with Palm Beach County Commission 6) The Village Manager is designated as the liaison between the Village and the COE. The Village on Ethics (COE) staff, on-line training through Manager will coordinate all mandated training the use of the training video available on the COE's website, or a DVD presentation by COE and compliance audits with the COE. COE staff staff. will make every effort to accommodate scheduling requests for both training and auditing of compliance. 1 7) Periodically, the COE will recommend changes, modi�cations or updates to this ethics training policy. The Village Manager will provide such recommended changes, modifications or updates to the Village Council for review and approval. APPROVAL: MICHAEL COUZZO, MANAGER TEQUESTA, FLORIDA 2 Reid, Merlene From: Lucille Turner [LETurnerC�carson-adkinslaw.com] Sent: Thursday, February 26, 2015 5:49 PM To: Reid, Merlene Subject: Review of revised personnel policies (Ethics; Nepotism) Merlene — We have reviewed the Village's proposed revisions to the following personnel rules: • Policy 2.4 Nepotism (Revision date March 2015) • Policy 3.15 Ethics Training (Revision date March 2015) The proposed revisions are legally sufficient. Lucille E. Turner LETurner@carson-adkinslaw.com Carson & Adkins 850-894-1009 2930 Wellington Circle, Suite 201 850-894-1677 fax Tallahassee, FL 32309 850-322-7063 cell This transmission is intended to be delivered only to the named addressee(s) and may contain information that is confidential, proprietary, attorney work-product, or attorney-client privileged. If this transmission is received by anyone other than the named addressee(s), the recipient should immediately notify the sender by e-mail or telephone at (850) 894-1009 and obtain instructions as to the disposal of the transmitted material. 1