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Home My WebLink AboutDocumentation_Workshop_Tab 03_04/27/2015 Submit by Email Print Form VILLAGE CLERK'S OFFICE � AGENDA ITEM ROUTING SHEET .+I' 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 i � � i I I i I ; � Account #: N�A Amount of this item NIA ---- - ' _ _ - - - - _ _ -- -- - -_ -- _ _-- 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. I, � i ' � • Department Head , � j Legal (for legal sufficiency) �See attached Finance Director or Representative Reviewed for Financial Sufficiency ❑ i �, No Financial Impact � ' f Village Manager: Submit for Council Discussion: � !� Approve Item: � Deny Item y--� • • - . . - n. - - . -. .- - . .- •' • ••' f • -• . • • . s • - � I i Form Amended: 10/30J14 . - • • Memo To: Michael R Couzzo, Jr., Village Manage� � /'� � � From: Merlene Reid, HR Director %�<;� � �1,_ t ;; 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: ;VEPOTLSM in-law, grandparents and their spouses, stepchildren and their spouses, grand-stepchildren and their POLICY: 2A spouses, aunts, uncles, nieces, nephews and persons residing in the same household as the employee. E�`ECTIVE: July 1, 2(104 � �'.i:r_�_ trnj�lu�r�, wi�h l�iiin �uthuut�, ur U�c REPLACFS: 2.071March2001) ��:li��_tu ,��i�uc�te lu ��n� w�hu doe�. maY nut hire ur ��nwte the hirink ul a hruadly defined familv i -- REVISED: November8.2007 memher. Cun,euuenUy, Ihe �'iil�gr Manager', ancl �larch 1 '_. =u1� th� Hum�n Re,�, Directc,r'� tamil� member, arc ��— pn fr��m ��orkin� at the V�11��'e. PAGES: 1 COt�]'i'ffi�TS: This policy consists of the following numbered sections: I. Policy Sta[ement APPROVAL: MICHAEL COUZZO. MANAGER PURPOSE: To establish policy for the emplc�yment TEQL�STA, E7.ORIDA of immediate relatives in order to assure the reality and appearance of fairness in the best interest of the V illage. I. POLICY STATEMENT: N� person may be employed in a position supervised by a family member. Family memt>ers shall n��t he placed in a position such that one member: a) Is required or authorized to review the w��rk. personnel documents, expense �crount ur time records of another family member b) Has dependent responsibilities in respect ��f the other (for example: purchasing and accountspayable) c) Disburses petry cash to the uther d) Directly or indirecdy influences the performance or opportunity of the c>ther. Further, to prevent the possibifity of actual �r alleged fav�ritism, the Village further pr�hibits family members from working in the same department. For the purposes of this section, a family member shall he detined as the employee's spouse, parent, step-parent. � brother, sister-a�#-t#e+�-�au�, srep-brother. ,tep- I VILLAGE OF TEQUESTA PERSONNEL POLICY __ ?1 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 Etiaics Pocket Guide, cc>pies of which will be distributed on the POLICY: 3.15 first day of employment and are also available at �, .y)::� l��';.��t��itlllli�}]+�,.�.�_!f1-1 _ _._ ..__ __..___ _ EFF'ECTIVE: ,January 10, 2013 3) After initial training, periodic mandatory follow- I REViSED: ��t_�t_�r�1, �:. �ol, up training is required of all Village employees every t-�>-i.,;:, (�ij years. The COE will REFERENCE: Palm Beach County Code of Ethi�s coordinate with the Village Manager ro provide §2-446ta) timely and effective follow-up training. PAGES: 2 �l) After completing vaining and having read the ___ Code of Ethics, all Village employees shall complete Che approved ackn<'�wledgment form CONTENTS: This policy consists of the following provided by Human Resources (also available at llUTilbel'Cd SOCilOOS: I i y�; �.�,�t� �.i_1?�'�.t�:ll�i�uf t`-cd}tt .��i1L'(��il,l�.hi n��>, indicating that they attended a live COE �• P��Y training session or viewed the appropriate web- Il. Procedure video or approved DVD provided by the COE. The vainine acknowled_ment form must be PURPOSE: To set the Village's policy and signed by the Village employee and submitted to procedures for providing guidelines to all Village the HR Director for inclusion in the'u personnel employees regarding mandatory ethics trainin�. tile. I. POLICY STATEMENT: 5) Compliance reviews performed by the COE are t��r the purpose of achieving maximum Palm Beach County Code of� Ethics §Z-�6(a�. ��>mpliance with the Code ��f Ethics traini�g requires employees to be informed of their ethi�ul mandates as contained in Art. XIII, §2-446 �f the responsibilities at the start of their empl<iyment. �nd Valm Beach Counry Code �f 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 tc� the Village for necessary action prior to the establish a training schedule for all employees, whirh itisuanre of a compliance report. The Village shall inelude mandatory periodic follow-up session:. yhall have an opportunity ro cure any deticiency II. PROCEDURE within a reasonable time not ro exceed forty-five (45) days. Compliance reviews will be I) All Village employees will receive initial Code performed by the COE c�n an as needed or bi- of Ethics training on [he tirst day c,f annual basis. employment. This training may consist of live training with Palm Beach County Commission �> The Village Manager is designated as the liaison on Ethics (COE) statf, on-line training thmugh between the Village and the COE. The Village the use of the vaining video available un the Manager will coordinate all mandated training COE's website. ur a DVD presentation by COE �nd compliance audits with the COE. COE staff staff. will make every effurt to accommodate �cheduling requests for both training and auditing of compliance. I 7) Periodically, the COE will recommend changes. modifications ar updates to this ethics training policy. The Village Manager will provide �uch recommended changes, modifications or update� to the Village Council for review and approval. APPROVAL: MICHAEL COliZZO, MANAGER TEQUESTA, FLORIDA , Reid, Merlene From: Luciile 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 t E � um er@carson-adkins�aw.com Carson & Adkins 850-894-1009 2930 Wellington Circle, Suite 201 850-894-1677 fax Tallahassee, FL 32309 850-3�2-7063 cell This transmission is intended to be de�ivered 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