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HomeMy WebLinkAboutDocumentation_Regular_Tab 06_11/08/2007,~ ~,;n,~ ;~, 4 n y .i~~ ~ wn~ nr111A1r11 11ACCTIAIr• VILLAGE OF TEQUESTA AGENDA ITEM TRANSMITTAL FORM Meeting Date: Meeting Type: Regular Ordinance #: 11 /08/07 Consent Agenda: Yes Resolution #: 09-07/08 Originating Department: Human Resources 2. AGENDA ITEM TITLE: (Wording form the SUBJECT line of your staff report) Approval for Policy revisions, addition and deletion n n1InnCT / CIAIAAI/'`IAI Inn~errT• J. vvvv~ ~ ~ . .. .. ... ~.. .~ .. _.- _ _- _ _ Account #: Amount of this item: Current Budgeted Amount Available: Amount Remaining after item: Budget Transfer Required: loose a~~ Appropriate Fund Balance: ~l~oo~e ~n i~~~~. ire. ~ ~YGr11TivF ci iMMnRY nF MAJOR ISSUES: (This is a snap shot description of the agenda item) The Human Resources department is seeking to revise 20 policies, to reintroduce 1 policy that was omitted during the 2004 policy update, to delete 1 policy that has become obsolete and to add 1 new policy. 5 additional policies are also attached for Council's approval. These 5 policies were added to the Personnel Policy Manual by the Village's administration between 2004 and 2005. All policies were discussed in a Council workshop on July 10, 2007. 5. APPROVALS: Dept. Head: ~ '~ Finance Director: Attorney: (for legal sufficiency) Village Manager: ~ SUBMIT FOR COUNCIL DISCUSSION: ^ APPROVE ITEM: ^' Yes ^ No ^ DENY ITEM: ^ Memo To: Michael R Couzzo, Jr., Village Manager From: Merlene Reid, HR Manager ~~ Date: October 19, 2007 Re: Personnel Policy Manual Changes The Human Resources department is requesting approval to revise 20 policies, to reintroduce 1 policy that was omitted during the 2004 policy update, to delete 1 policy that has become obsolete and to add 1 new policy. 5 additional policies are also attached for Council's approval. These 5 policies were added to the Personnel Policy Manual by the Village's administration between 2004 and 2005. All policies were discussed in a Council workshop on July 10, 2007. At the August 9t" Council meeti res dent Gerald ne Gencoson Aug st 9aSin Sespect respond to comments sent m by of the policies. This response is attached. RESOLUTION NO. - 09-07/08 A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, REVISING PERSONNEL POLICIES 1.1, 1.2, 1.3, 2.3, 2.4, 2.6, 3.3, 3.6, 3.8, 3.10, 3.11, 3.12, 3.13, 4.1, 4.2, 5.1, 5.2, 5.3, 5.7, 5.8, 5.9, 6.1, 6.2, 7.9, 7.10, 7.11 , TH E DELETION OF POLICY 4.11, AND THE ADDITION OF POLICY 2.9; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Village has identified personnel policies 1.1, 1.2, 1.3, 2.3, 2.4, 2.6,3.3,3.6,3.8,3.10,3.11,3.12,3.13,4.1,4.2,5.1,5.2,5.3,5.7,5.8,5.9,6.1,6.2,7.9, 7.10, 7.11 as requiring updating; WHEREAS, the Village has identified personnel policy 4.11 as being obsolete and requiring deletion; and WHEREAS, the Village's has identified personnel policy 2.9 as a necessary addition; NOW, THEREFORE, BE IT ORDAINED BY THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AS FOLLOWS: Section 1. The Village Council does hereby approve of the revisions to personnel policies 1.1, 1.2, 1.3, 2.3, 2.4, 2.6, 3.3, 3.6, 3.8, 3.10, 3.11, 3.12, 3.13, 4.1, 4.2, 5.1, 5.2, 5.3, 5.7, 5.8, 5.9, 6.1, 6.2, 7.9, 7.10, 7.11, the deletion of personnel policy 4.11, and the addition of personnel policy 2.9 as proposed by the Village's Human Resources Department. Section 2. The Village Council does hereby authorize the Village Manager to revise and execute such approved changes, deletion and additions to the personnel policies. Section 3. All resolutions or parts of resolutions in conflict herewith are hereby repealed. 1 Section 4. This Resolution shall become effective immediately upon passage. THE FOREGOING ORDINANCE was offered by Councilmember who moved its adoption. The Ordinance was seconded by Councilmember vote was as follows: FOR ADOPTION and upon being put to a vote, the AGAINST ADOPTION The Mayor thereupon declared the Resolution approved and duly adopted this day of , 2007. MAYOR OF TEQUESTA ATTEST: Village Clerk P:\DOCS\13153\00001 \DOC\11 L7190. DOC 2 Response to Comments sent in by Geraldine Genco in respect of proposed policy changes COMMENTS BY MS. GENCO ON 8/9107 ACTIONS/COMMENTS 1. Policy 1.1 Section II Scope notes an independent contractor, no definition is contained in the The Village uses the IRS definition of definitions sent to me yesterday. Independent contractor Section III Notation that "generally" employees are at will, either they are or aren't Recommendation Included. additionally situations addressed under collective bargaining agreements. "Bill 2. Policy 1.3 of Ri hts" issues a I to all em to ees not ~ust olice and fire. Section I(A)(3) No one may "remove" records from personnel file. They are all Village Clerk has supplied Florida Records part of public records. See AOG opinions 94-54, 94-75 8~ 77.48. retention schedule for employees and personnel records which allows some removal. Council to advise if they want no removal, or removal in line with Florida's statutes Section II(B) Retention records are the same as other records of the Village. See comments at Policy 1.3 above See Michael v. Dou las 464 so.2d 5451985. Section IV-see above 2 items. See comments at Policy 1.3 above 3. Policy 2.3 Section I-workweek midnight Sunday, through 11:59 Saturday. This is wrong. The Village's work week runs from Sunday to When is New Years? Midnight on the 31st! Not New Years Day. S/B11:59 am Saturday. It starts 12:OOam Sunday and consists Saturday and 12:00 am Sunday. of seven 24-hour periods or168 consecutive hours. 4. Policy 2.4 Section 1- Some issues on nepotism, issue is supervision and reporting line, If they HR and Finance review payroll for all employees don't work in the same department would they be reviewing payroll, performance etc.? 5. Policy 2.6 Section I(1)B- Duplication of Community Development. Duplicated word removed Omits definition for non-exempt employee. Refer to definition which is included at 1 E of the olic Policy 2.9 6 Given the issue with the Pension (termination and "double dipping") which Previous problem was with improper termination , caused some problems and expense to straighten out, shouldn't the benefit from the FRS where rules were not followed. reinstatement be addressed in section III, "reinstated personal etc., etc? Reinstated employees would keep their years of service and receive vacation leave tied to seniorit .All other benefits would be restarted. 7. Policy 3.6 Shouldn't Village cell phones be used in the same manner as other Village phones? Yes, however, there are distinctions that need to be addressed with cell phones (e.g. not to be used while driving). Personal cell phone use is also addressed here. COMMENTS BY MS. GENCO ON 8/9/07 ACTIONSICOMMENTS 8. Policy 3.8 Section II Village records are to be maintained in accordance with public See comments at Policy 1.3 above records laws, not to be deleted: period. There is no leeway as to discretion on this matter. This applies to drafts copies as well as to all committees, personnel, elected officials, etc. See FS 119.11(1), AOG 91-26, 91-61, 81-39 and is backed up b a substantial # of cases. This notes that they may be destroyed in accordance with a FI. Admin. Code. I don't Village Clerk has advised that it is the content of know about this and would defer to Lori McWilliams on this first. I would also address the email which would determine deletion in the penalties for the destruction of public records. keeping with State laws 9. Policy 3.11 This appears to have potential conflicts with the IRS Code. No change has been requested for this policy which has been in place since Jan 2005. Ms. Genco to be asked to identify the specific conflicts bein referred to and HR will review. 10. Policy 3.13 Didn't realize private citizens were "customers." To the best of my knowledge the Our customers also include non-residents. This suspension issues addressed were covered by various collective bargaining policy covers non-unionized staff as there is agreements rather than take a chance on them being in conflict with those; an nothing in place to currently guide the Village omission of an important step etc., they should be referred to in this document. when disciplining non-unionized staff. This policy was in place until 2004 and HR is recommending that it be u dated and reintroduced. 11. Policy 4.1 Section II should also include "experience." Recommended word included Section III, In order to avoid a double dip (using the same COLA month twice, e.g Updated wording now clearly spells this out. in using October in 2004 and starting with October again in 2005 for the 12 month Note: In 2006 the Village used May 2006 (4.4%), period used for COLA, spell it out. This happened last year and resulted in giving not the best 6 months of 2005 and 2006. the best 6 months of 2005 and 2006. 12. Policy 4.2 I(A) Does this apply to both exempt 8~ non-exempt employees? No, exempt employees do not get overtime under this policy and for emphasis the word "non-exempt" has now been added under the section "Pur ose." I(B) Overtime, what is meant by "exclude?" Does this mean that sick, holidays, and Yes, that is correct -they are not counted personal days taken in the same calendar week shall not be counted towards towards overtime. Wording has been added to overtime? Also, the FSLA states that non-exempt employees must be paid overtime. specify that the Fair Labor Standards Act states This is not addressed, that non-exempt employees must be paid overtime. I(D) Who is eligible for overtime pay? It should be non-exempt employees Exempt employees are not included only. This appears to include exempt employees. ACTIONS/COMMENTS COMMENTS BY MS. GENCO ON 819/07 13. Policy 5.1 Section VII- Noted changes to the amount of time an employee can be compensated Currently in union contracts. Discussed in policy workshop on July 10 and is now being included for, don't recall any budget impact/ discussion of this policy change. in personnel policies, and has been budgeted. The objective is to reduce unfunded liability. 320 are forfeited 14. Policy 5.2 Section II Addresses a new issue of compensation in lieu of vacation. This has budget n't recall an d i A . Cap is 320 hours as hours over Discussed in Policy workshop on July 10. This y o n, ga no cap, and applies to any hours over 160. impact/discussion of this change. When the Village did this re: sick time it ended would be effective 10/1/08 for non-unionized 7 5 Polic 15 u costin us a lot more than antici ated or bud eted. Section III(1) notes that the 12 months does not have to be consecutive to get FLMA. em to ees. This is the law. The definition for eligible d b l " . y . If the employee hasn't been continuously employed during the 12 month period it d h y oye one who has been emp employee is loyer for at least 12 months, which or her em hi ow would not have been consecutive. If they have not been continuously employe therefore how would they be considered an employee for nefit b p s do not need to be consecutive" However, the , e could they accrue a employee must work a minimum of 1250 hours in that period? the 12 month period before the leave is to begin. This is also in the olic 16. Policy 5.9 Section 1- If exempt employees are entitled to overtime the same as non-exempt Exempt employees are not entitled to overtime under policy 4.2. An exempt employee may why are they given extra personal days? See policy 4.2. become eligible for over-time only under the Compensation policy of the Comprehensive Emergency Management Plan, where a state of emergency is declared. This was discussed in the policy workshop on July 10 and included in the updated draft at 1 F. 17. Policy 6.1 What about when a Village vehicle is used? The reimbursement should be different villlage vehicles are used are not made when as the IRS figures all costs into the mileage table. 2 Policy 6 18 The standard for reimbursement for education is that it must be related to the job held Refer to Section IV, line 5 which states "job " . . by the employee, to give the employer some benefit from paying for the education. related courses Not addressed making this a "blank check" of 3,000 per year. PERSONNEL POLICY CHANGES POLICY NAME SUMMARY OF MAJOR CHANGES 1. Employee I.D. and Access Access Cards added to policy Cards 1.2 2. Personal Information & Requests to be channeled through Village Clerk's Office; limited Personnel Records 1.3 access to medical records 3. Hours of Work 2.3 Break removed -should have been done at the time when Villa e a eed to a for %2 hour lunch 4. Ne otism 2.4 U date to olic statement 5. Types of Employment - To make employment categories more precise, with standards Definitions 2.6 6. Re-em to ent 2.9 (new olic) New olic to determine rocess for rehire and reinstatement 7. Grievance Process 3.3 Update to procedure -what needs to be added in written ievance notice 8. Personal Telephone Calls 3.6 Proper use of cellular phone added to policy Name to be changed to Personal Telephone Calls and Use o Cellular Phones 3.6 9. E-Mail/Internet Use 3.8 Im ro er use of Internet and Email ex anded 10. Discipline 3.13 1997 policy which was omitted from current manual being revised to add additional offences and reduce time required to ive em to ee reasons for sus ension 11. Compensation 4.1 Policy statement and some clauses rewritten to focus on the employee's knowledge, experience and output as justification for com ensation 12. Compensatory Time/Overtime Holidays not worked, Sick, Personal and 4.2 Bereavement time excluded from overtime hours 13. Pay Advances 4.11 (deletion To be deleted as there's no longer a need for employees to recommended)' re uest a advances for vacation 14. Sick Leave 5.1 To add sick-leave bu -back and clari eli ible P/T em to ees 15. Vacation Leave 5.2 Proposed vacation buy-back clause; and to clarify eligible P/T em to ees 16. Villa e Holida s 5.3 To determine rocedure when Dec 24 & 25 fall on Sat/Sun 17. Family or Medical Leave Employee Eligibility, Intermittent Leave and Procedure updated (FMLA) 5.7 18. Leave of Absence 5.8 Clarification of Eli ible em to ees and usa a terms. 19. Personal Days 5.9 Exclusion from payout on termination (current practice but needs to be in writin ) 20. Travel Ex enses 6.1 Polic statement and Overni t Tri u dated 21. Training Programs 6.2 To set limits on time and amount and to ensure prior approval in bud et 22. Safety and Accident Prevention Employee Safety Responsibilities moved from back of Policy 7.9 7.10 (Accident Investi ation & Re ortin ), to body of this olic 23. Accident Investigation and Employee Safety Responsibility which was attached as an Reporting 7.10 appendix, moved from this policy to Safety and Accident Prevention 7.9 ADDITIONAL POLICIES CURRENTLY IN PLACE THAT DID NOT GO BEFORE COUNCIL FOR APPROVAL POLICY NAME SUMMARY OF SITUATION 1. Purpose 1.1 li i 1 10 11 h d d li i P 1 3 d 3 2. Whistleblowers Policy 3.10 , an were c ange an po c es o c es . . . 3.12 and 7.11 were added to the Personnel Policy 3. FLSA Compliant Policy 3.11 Manual by the Village's administration between 2004 Council member Paterno has asked that and 2005 4. Drug Free Workplace 3.12 . these policies be taken before Council for formal 5. Village Owned Vehicles 7.11 review and approval. ~~~~ ~ " ~~ ~ ~~ FLORIDA DEPARTMENT OF STATE GENERAL SCHEDULE FOR STATE AND LOCAL GOVERNMENT AGENCIES GS1-SL EMERGENCY OPERATIONS RECORDS: FIVE YEAR STRATEGIC PLAN Item #266 This record series consists of five year strategic plans addressing areas and objectives for improvement. The series may include plan amendments approved by the state during the five year period. These plans were required under a partnership agreement between the Department of Community Affairs and the Federal Emergency Management Agency; this particular partnership function is no longer in effect, thus the records are no longer being created. See also "DISASTER PREPAREDNESS PLANS.° RETENTION: a) Record copy. 3 anniversary years after plan expires. b) Duplicates. Retain until obsolete, superseded, or administrative value is lost. EMERGENCY OPERATIONS RECORDS: LIST OF SPECIAL NEEDS OR TRANSPORTATION CLIENTS kem #267 This record series consists of a listing of all applicants who are accepted for special needs or transportation services due to physical, mental, or sensory disabilities. The list may change often as individuals' status or needs change. Refer to s. 252.355, F.S., Emergency Management, Registry of Persons With Special Needs, which requires that "each local emergency management agency in the state shall maintain a registry of persons with special needs located within the jurisdiction of the local agency..." See also "EMERGENCY OPERATIONS RECORDS: SPECIAL NEEDS APPLICATIONS." RETENTION: a) Record copy. Retain until obsolete, superseded, or administrative value is lost. b) Duplicates. Retain until obsolete, superseded, or administrative value is lost. EMERGENCY OPERATIONS RECORDS: SHELTER INSPECTIONS hem #268 This record series documents inspections of potential emergency shelters by the county or city emergency management staff. The inspection records should indicate each facility's name, location, and operating entity, the storm level and specialty designation assigned to the shelter, and, if applicable, the reasons for rejection of the facility as a shelter. Refer to s. 252.385, F.S., Emergency Management, Public Shelter Space. RETENTION: a) Record copy. 2 anniversary years after inspection/reinspection or closure of shelter, whichever is later. b) Duplicates. Retain until obsolete, superseded, or administrative value is lost. EMERGENCY OPERATIONS RECORDS: SPECIAL NEEDS APPLICATIONS Item #265 This record series consists of applications (accepted or denied) from residents to have a space assignment at a special needs shelter or to receive transportation assistance to a shelter. These applications may include: the citizen's name, address, and telephone number; correspondence; medical disabilities; caretaker's name; and type of accommodations required. Denied applications may be based on space availability and/or eligibility requirements. For accepted applications, individuals may be notified that they have been selected as clients and explained their responsibilities. When client status is accepted, individuals are agreeing that they will be ready to leave their residence at the appropriate time and that they are aware of shelter rules and regulations. See also "EMERGENCY OPERATIONS RECORDS: LIST OF SPECIAL NEEDS OR TRANSPORTATION CLIENTS." RETENTION: a) Record copy. 4 anniversary years. b) Duplicates. Retain until obsolete, superseded, or administrative value is lost. EMPLOYEE ASSISTANCE PROGRAM RECORDS Item #269 This record series consists of documents related to the services received by employees through an agency-sponsored employee assistance program. These programs provide employees with information, treatment, and counseling on issues such as substance abuse, financial planning, mental health issues, stress management, and domestic violence. This series may contain letters of inquiry, applications, supporting documentation, referrals, updates on employee treatment, and dates and times of appointments. This series does not contain financial or vendor billing information. Refer to s. 112.0455(5)(1), F.S., for definition of Employee Assistance Program, and s. 110.'1091(2), F.S., for confidentiality requirement. RETENTION: a) Record copy. 2 anniversary years after final action. b) Duplicates. Retain until obsolete, superseded, or administrative value is lost. ,EMI~LOYEE CONDUCT COUNSELING RECORDS Item #206 This record series documents initial coaching or counseling of an employee regarding pertormance or behavior issues which may lead to disciplinary action if not corrected. If disciplinary action is taken, this record becomes part of the employee's disciplinary case file. See also "DISCIPLINARY CASE FILES: EMPLOYEES," "PERSONNEL RECORDS" items, and "STAFF ADMINISTRATION RECORDS." RETENTION: a) Record copy. 1 anniversary year after final action. b) Duplicates. Retain until obsolete, superseded, or administrative value is lost. Formatted: Highlight __ _ ___ Formatted: Hghlight ^~ 14 dr ~ ~ o ~ + . ~" z~~n. FLORIDA DEPARTMENT OF STATE GENERAL SCHEDULE FOR STATE AND LOCAL GOVERNMENT AGENCIES GS1-SL DISBURSEMENT RECORDS: DETAIL Item #340 This series consists of records documenting specific expenditures or transfers of agency moneys for the procurement of commodities and services and other purposes. The series may include, but is not limited to, procurement records such as requisitions, requisition logs, purchase orders, contracts, purchasing prd (p-card) receipts, vendor invoices, receiving reports, acceptances of contract deliverables, approvals, and related documentation; and expenditure records for disbursements made through checks, warrants, electronic fund transfers (EFT), purchasing cards, or other methods, such as payment vouchers, approvals, check registers, cancelled checks, check stubs, cancelled warrants, disbursement ledgers, joumal transactions, expenditure detail reports, refund records, and other accounts payable and related documentation. Retention is based on s. 95.11(2), F.S., Statute of Limitations on contracts, obligations, or liabilities. See also "DISBURSEMENT RECORDS: SUMMARY," "PURCHASING RECORDS," and "TRAVEL RECORDS.° RETENTION: a) Record copy. 5 fiscal years provided applicable audits have been released. b) Duplicates. Retain until obsolete, superseded, or administrative value is lost. DISBURSEMENT RECORDS: SUMMARY Item #341 This series consists of records providing summary or aggregate documentation of expenditures or transfers of agency moneys for the procurement of commodities and services and other purposes. The series may incude, but is not limited to, summary records such as trial balance reports, check logs and registers, summary expenditure reports, federal grant final closeout reports, summary journal transactions, and other accounts payable summary and related documentation. See also "DISBURSEMENT RECORDS: DETAIL." RETENTION: a) Record copy. 10 fiscal years provided applicable audits have been released. b) Duplicates. Retain until obsolete, superseded, or administrative value is lost. IS IPLINARY CASE FILES: EMPLOYEES Item #98 _~ p ;Formatted: Highlight This record series documents the investigation of allegations of employee misconduct and/or violation of department regulations --- ---- ~~- ororders, state or federal statutes, or local ordinances. The series may include, but is not limited to, statements by the employee, witnesses, and the person filing the complaint. Cases include both formal and informal disciplinary proceedings relating to allegations that were determined as sustained, not sustained, unfounded, or exonerated. "Formal Discipline" is defined as disciplinary action involving demotion, removal from office, suspension, or other similar action. "Informal discipline" is defined as any disciplinary action involving written and verbal reprimands, memoranda, or other similar action. These records are filed separately from the employee personnel file, but the final action summary. becomes part of the personnel file. See also "EMPLOYEE CONDUCT COUNSELING RECORDS," "PERSONNEL RECORDS" items, and "STAFF ADMINISTRATION RECORDS." RETENTION: r---------------1 a) R cord copy, 5 anniversary years after final action. ~ Formatted: Highlight b) Duplicates. Retain until obsolete, superseded, or administrative value is lost. ------- - --- DONATION RECORDS Item #342 This record series documents donations of funds, property, historical documents, artifacts, or other items to a public agency or institution. The series may include, but is not limited to, correspondence; deeds of gift and/or other transfer documentation; description and/or value of item(s) donated; and documentation of the purpose of the donation and any limitations/restrictions on use. See also "ENDOWMENTS/BEQUESTS/TRUSTEUND RECORDS." RETENTION: a) Record copy. Permanent. b) Duplicates. Retain until obsolete, superseded, or administrative value is lost. DRAFTS AND WORKING PAPERS Item #242 This records series consists of materials used in developing, compiling, and assembling a final product such as an agency report or database. The series may include, but is not limited to, copies of correspondence or memoranda; circulated drafts; data entry forms; notes; calculations; and other supporting documents. Drafts of documents that could have a significant effect on an agency's programs, functions, and responsibilities (for instance, agency mission statements or major policy initiatives) should be placed under the record series "ADMINISTRATOR RECORDS: AGENCY DIRECTOR/PROGRAM MANAGER." RETENTION: a) Record copy. Retain until obsolete, superseded, or administrative value is lost. b) Duplicates. Retain until obsolete, superseded, or administrative value is lost. DRUG TEST CASE FILES Item #260 This record series documents drug testing of individuals under Florida's Drug-Free Workplace Act or as required for Commercial Drivers License (CDL) or other drivers under U.S. Department of Transportation regulations. The case file may include, but is not limited to, documentation of decisions to administer reasonable suspicion or post-accident testing or verifying the existence of a 12 i t t ~~ ~ ~ i .~. ~~ ~ ~~ FLORIDA DEPARTMENT OF STATE GENERAL SCHEDULE FOR STATE AND LOCAL GOVERNMENT AGENCIES GS1-SL PERMITS: SPECIAL EVENT/TEMPORARY STREET CLOSURE (NO PERMITTING FEE) Item #360 This record series oonsists of applications for and approvals and disapprovals of permits for special events, including but not limited to temporary street closures for construction on private property, repairs, parades, street parties, and other events, as well as for temporary signs, when no permitting fee is required. RETENTION: a) Record copy. 1 anniversary year after denial or expiration of permit orwithdrawal/abandonment of application. b) Duplicates. Retain until obsolete, superseded, or administrative value is lost. PERMITS: SPECIAL EVENT/TEMPORARY STREET CLOSURE (PERMITTING FEE) Item #361 This record series consists of applications for and approvals and disapprovals of permits for special events, including but not limited to temporary street Gosures for construction on private property, repairs, parades, street parties, and other events, as well as for temporary signs, when a permitting fee is required. RETENTION: a) Record copy. 5 fiscal years after denial or expiration of permit orwithdrawal/abandonment of application provided applicable audits have been released. b) Duplicates. Retain until obsolete, superseded, or administrative value is lost. PERMITS: TREE REMOVAL (NO PERMITTING FEE) Item #362 This record series consists of applications for and approvals or denials of permits for removal of trees when no permitting fee is required. The series may include, but is not limited to, applications, site/landscaping plans, maps, correspondence, and other related records. RETENTION: a) Record copy. 1 anniversary year after denial or expiration of permit orwithdrawal/abandonment of application. b) Duplicates. Retain until obsolete, superseded, or administrative value is lost. PERMITS: TREE REMOVAL (PERMITTING FEE) Item #363 This record series consists of applications for and approvals or denials of permits for removal of trees when a permitted fee is required. The series may include, but is not limited to, applications, sitellandscaping plans, maps, correspondence, and other related records. RETENTION: a) Record copy. 5 fiscal years after denial or expiration of permit orwithdrawal/abandonment of application provided applicable audits have been released. b) Duplicates. Retain until obsolete, superseded, or administrative value is lost. fEI~SONNEL RECORDS: FLORIDA RETIREMENT SYSTEM Item #19 This record series consists of all personnel information relating to each employee participating in the Florida Retirement System (FRS). The series may include, but is not limited to, employment applications, resumes, personnel action reports, correspondence, oaths of loyalty, fingerprints, job-related medical examination reports, performance evaluation reports, workers' compensation reports, I-9 forms (Department of Homeland Security, U.S. Citizenship and Immigration Services, Employment Eligibility Verification form), benefits records, work scheduleslassignments, training records, emergency contact information, and other related materials. Section 110.201, F.S. and Rule 60L-30, F.A.C. require state agency personnel officers to institute uniform personnel rules and procedures and to determine what records are filed in the personnel file. See also "DRUG TEST CASE FILES," "EMPLOYMENT APPLICATION AND SELECTION RECORDS," "STAFF ADMINISTRATION RECORDS," and other "PERSONNEL RECORDS° items. RETENTION: ~a) Record copy. 25 fiscal years after separation or tertnina8on of employment. b) Duplicates. Retain until obsolete, superseded, or administrative value is lost. ,PEIi~SONNEL RECORDS: NON-FLORIDA RETIREMENT SYSTEM (LOCAL GOVERNMENT) Item #162 This record series consists of all personnel information relating to each employee not participating in the Florida Retirement System (FRS), including all "permanent employees (with or without benefits). The series may include, but is not limited to, employment applications, rr;sum~s, personnel action reports, correspondence, oaths of loyalty, fingerprints, job-related medical examination reports, performance evaluation reports, workers' compensation reports, I-9 forms (Department of Homeland Security, U.S. Citizenship and Immigration Services, Employment Eligibility Verification form), benefits records, work schedules/assignments, training records, emergency contact information, and other related materials. See also "DRUG TEST CASE FILES," "EMPLOYMENT APPLICATION AND SELECTION RECORDS," "STAFF ADMINISTRATION RECORDS," and other "PERSONNEL RECORDS" items. RETENTION: ~) Record copy. 50 fiscal years after separation or termination of employment. b) Duplicates. Retain until obsolete, superseded, or administrative value is lost. Formatted: Hghlight __ _ _ -_ ___ i Formatted: Highlght ------~ -- -- ---I Formatted: Highlight _ __ `Formatted: Highlight 30 ~..~.~ r ~%` ~' ~ a~ FLORIDA DEPARTMENT OF STATE GENERAL SCHEDULE FOR STATE AND LOCAL GOVERNMENT AGENCIES GS1-SL medical explanation of the inability of the driver to provide adequate breath or a urine specimen for testing; the employer's copy of a drug or alcohol test form, inGuding the results of the test; a copy of the controlled substances test chain of custody control form; documents sent by the Medical Review Officer (MRO) to the employer; notice to report for testing; affidavit signed by the employee stating any prescription drugs orover-the-counter medication currently being taken; and final clearance to resume working. This record series can also consist of documentation relating to an employee's refusal to take or submit samples for an alcohol and/or controlled substances test(s). Refer to s. 112.0455(7) and (8}, F.S. (Florida Drug-Free Workplace Act, types of testing and testing procedures), s. 443.1715(3)(b), F.S. (confidentiality of drug-test records), and 49CFR382.401 (Handling of Test Results, Records Retention, and Confidentiality: Records Retention). RETENTION: a) Record copy. 5 anniversary years after final action. b) Duplicates. Retain until obsolete, superseded, or administrative value is lost. DRUG TEST EQUIPMENT RECORDS Item #261 This record series consists of records documenting compliance with calibration and other requirements for the use of the evidential breath testing device (EBT). The series may include, but is not limited to, equipment testing, maintenance and repair records; equipment checklists; external calibration checks; and equipment readings. Refer to 49CFR40 (Procedures for Transportation Workplace Drug Testing Programs) and 49CFR382.401 (Handling of Test Results, Records Retention, and Confidentiality: Records Retention). See also "DRUG TEST PROGRAM ADMINISTRATION RECORDS." RETENTION: a) Record copy. 5 anniversary years. b) Duplicates. Retain until obsolete, superseded, or administrative value is lost. DRUG TEST PROGRAM ADMINISTRATION RECORDS Item #262 This record series documents the administration of an alcohol and controlled substance testing program under Florida's Drug- Free Workplace Act or as required for Commercial Drivers License (CDL) or other drivers under U.S. Department of Transportation regulations. This series may include, but is not limited to, annual program summaries, logs, information on random selection processes, statistical information, test results, copies of materials on alcohol misuse and controlled substance use awareness, copies of employer's policy, and copies of testing policies and procedures. Refer to 49CFR382.401 (Handling of Test Results, Records Retention, and Confidentiality: Records Retention) and 49CFR382.403 (Reporting of Results in a Management Information System). See also "DRUG TEST EQUIPMENT RECORDS." RETENTION: a) Record copy. 5 anniversary years. b) Duplicates. Retain until obsolete, superseded, or administrative value is lost. ELECTRONIC FUNDS TRANSFER RECORDS Item #264 This record series consists of the documentation necessary to establish and maintain the electronic transfer of funds. The series may include, but is not limited to: an agreement between the two parties; a form which lists both institutions' names, their routing numbers, the name(s) and authorizing signature(s) of the account holder(s); direct deposit authorizations; canceled deposit slips or checks; and documentation of the termination of service or transfer of service to a new institution. This series does not include records of specific individual deposits or payments. Retention is pursuant to Statute of Limitations for fraud, s. 95.11(3)Q), F.S. RETENTION: a) Record copy. 5 fiscal years after termination of service agreement/authorization. b) Duplicate. Retain until obsolete, superseded, or administrative value is lost. „ELECTRONIC MAIL i Formatted: Hghlight ----- -J There is no single retention period that applies to all of any agency's e-mails. Retention periods are determined by the content, --- nature, and purpose of records, and are set based on their legal, fiscal, administrative, and historical values, regardless of the format in which they reside. Electronic mail, as with records in other formats, can have a variety of purposes and relate to a variety of program functions and activities. The retention of any particular electronic mail message will generally be the same as the retention for records in any other format that document the same program function or activity. For instance, a-mails might fall under a CORRESPONDENCE series, a BUDGET RECORDS series, or one of numerous other series, depending on the content, nature, and purpose of each a-mail. E-mails that are created primarily to communicate information of short-term value, such as e-mails reminding employees about scheduled meetings or appointments, might fall under the "TRANSITORY MESSAGES" series. ELECTRONIC RECORDS SOFTWARE AND DOCUMENTATION Item #231 This record series consists of proprietary and non-proprietary software as well as related documentation that provides information about the content, structure, and technical specifications of computer systems necessary for retrieving information retained in machine-readable format. These records may be necessary for an audit process. RETENTION: a) Record copy. Retain as long as software-dependent records are retained. b) Duplicates. Retain until obsolete, superseded, or administrative value is lost. 13 FLORIDA DEPARTMENT OF STATE GENERAL SCHEDULE FOR STATE AND LOCAL GOVERNMENT AGENCIES GS1-SL b) Duplicates. Retain until obsolete, superseded, or administrative value is lost. SOCIAL SECURITY CONTROLLED SUMMARY RECORDS Item #144 This record series consists of an agency's copy of the State's Federal Insurance Contributions Act (FICA) report; Florida Retirement System agencies submit these reports to the Division of Retirement. The report indicates the total taxable wages plus the FICA amount withheld from employee wages and the employer's contribution. See also "PAYROLL RECORDS" items. RETENTION: a) Record copy. 4 calendar years after due date of tax provided applicable audits have been released. b) Duplicates. Retain until obsolete, superseded, or administrative value is lost. _,SPAMIA/JUNK ELECTRONIC MAIL JOURNALING RECORDS Item #370 This record series consists of electronic mail items identified by an agency's filtering system as spam or junk mail that are blocked from entering users' mailboxes and instead are joumaled, or captured as an audit log along with their associated tracking information, as evidence of illegal acts. The joumaling records lose their value within a brief period after their capture unless it is determined that they should be forwarded to a law enforcement agency for investigation. RETENTION: aJ Record Dopy. Retain until obsolete, superseded, or adminisVa6ve value is lost. b) Duplicates. Retain until obsolete, superseded, or administrative value is lost. STAFF ADMINISTRATION RECORDS Item #371 This record series consists of documentation maintained in program offices, often by supervisors or program managers, to assist in managing office staff and monitoring personnel issues. Records may inGude, but are not limited to, copies of position descriptions, performance plans, performance and disciplinary documentation, leave requests, emergency contact information, and other documents filed in the agency's official personnel file, as well as location information, biographical materials such as vitae, biographies, photographs, and newspaper clippings regarding employees. These files are NOT Personnel Files or duplicates thereof, although same documents officially filed in the Personnel File might be duplicated in this record series. See also "DISCIPLINARY CASE FILES: EMPLOYEES,' "EMPLOYEE CONDUCT COUNSELING RECORDS,° and "PERSONNEL RECORDS° items. RETENTION: a) Record copy. Retain until obsolete, superseded, or administrative value is lost, then offer to personnel/human resources office before disposition. b) Duplicates. Retain until obsolete, superseded, or administrative value is lost. STATE MERITORIOUS SERVICE AWARDS PROGRAM FILES Item #372 This record series consists of data relating to the defunct State Meritorious Service Awards Program. Files may contain employee suggestion forms (Form DMS/EPE.AWP01), evaluations, adoption forms, Superior Accomplishment nomination forms, payment records, and copies of summary information submitted to the Department of Management Services for the Annual Workforce Report (Form DMS/EPE.AWP02). These records are no longer being created. RETENTION: a) Record copy. 3 calendar years. b) Duplicates. Retain unfit obsolete, superseded, or administrative value is lost. SUBDIVISION PLANS Item #301 This record series consists of preliminary, final, and as-built construction plans/drawings and legal descriptions submitted by developers for proposed and approved subdivisions. The plans/drawings are reviewed to ensure compliance with codes and ordinances. Any proposed construction involving state right-of-way is also reviewed by the Department of Transportation. The plans/drawings may depict conceptual as well as precise measured information essential for the planning and construction of subdivisions. The series may also inGude, but is not limited to: Master Plan; Water Distribution; Site Topography; Drainage Plan; Standard Water Details; Road Construction Details; Sign Details; and Control Maps. See also "ARCHITECTURAUBUILDING PLANS: COMMERCIAL," "ARCHITECTURAUBUILDING PLANS: PRELIMINARY DRAWINGS," "ARCHITECTURAUBUILDING PLANS: RESIDENTIAL," and "ENGINEERING RECORDS: INFRASTRUCTURE." RETENTION: a) Record copy. Permanent. b) Duplicates. Retain until obsolete, superseded, or administrative value is lost. SUBJECTIREFERENCE FILES Item #373 This record series may contain copies of corespondence, reports, memoranda, studies, artiGes, etc., regarding topics of interest to or addressed by an agency or program unit. See also "ADMINISTRATOR RECORDS: AGENCY DIRECTOR/PROGRAM MANAGER." These records may have archival value. RETENTION: i Formatted: Highlght ------ ----- Jl Formatted: Highlight- -~-_--_-_~ 38 FLORIDA DEPARTMENT OF STATE GENERAL SCHEDULE FOR STATE AND LOCAL GbVERNMENT AGENCIES GS1-SL b) Duplicates. Retain until obsolete, superseded, or administrative value is lost. TRAINING MATERIAL RECORDS Item #147 This record series consists of materials used in training, such as films, slide presefltations, manuals, workbooks, and other related items. Check with applicable training agencies (i.e., state and federal agencies, etc.) for retention requirements. This record series does not include records documenting training of individuals. These records may have archival value. RETENTION: a) Record copy. Retain until obsolete, superseded, or administrative value is lost. State agencies must contact the State Archives of Florida /or archival review before disposition of records. Other agencies should ensure appropriate preservation of records determined to have long-term historical value. b) Duplicates. Retain until obsolete, superseded, or administrative value is lost. TRAhISITORY MESSAGES Item #146 ;Formatted: Highlght ~ This record series consists of records that are created primarily to communicate infomnation of short-term value. Examples of ~- ----- --- - --' transitory messages include, but are not limited to, a-mail messages or other communications reminding employees about scheduled meetings or appointments; telephone messages (whether in paper, voice mail, or other electronic form); announcements of office events such as holiday parties or group lunches; and recipient copies of announcements of agency- sponsored events such as exhibits, lectures, workshops, etc. Transitory messages are not intended to formalize or perpetuate knowledge and do not set policy, establish guidelines or procedures, certify a transaction, or become a receipt. RETENTION: _ _ - -- -- a R rd CA Retain until obsolete, su rseded, or administrative value is lost (- ~~ ~ .) PY Pe Formatted: Highlight ~ b) Duplicates. Retain until obsolete, superseded, or administrative value is lost. ------------- ----------- - TRAVEL RECORDS Item #52 This record series consists of copies of travel vouchers and related records detailing expenses incurred during travel and the authorized per diem rate indicated or the amount of reimbursement based on the actual cost of lodging and meal allowances. Copies of supporting documents such as itineraries, etc. may also be included. See also "DISBURSEMENT RECORDS: DETAIL." RETENTION: a) Record copy. 5 fiscal years provided applicable audits have been released. b) Duplicates. Retain until obsolete, superseded, or administrative value is lost. TRUTH-IN-MILEAGE (TRIM) COMPLIANCE FILES Item #375 This series documents each local taxing authority's compliance with Florida's Truth-in-Millage statutory requirements relating to proposed tax assessments and millage rates. The series may include, but is not limited to, copies of the following: forms submitted to the Department of Revenue such as DR-420 Certification of Final Taxable Value, DR-420S Certification of School Taxable Value, DR-422 Certification of Taxable Value, and DR-487 Certification of Compliance; public hearing agendas andlor minutes; ordinances or resolutions adopting the final millage rate and the final budget; and newspaper page(s) containing, and proof of publication from the newspapers for, any related legal advertisements such as the Budget Summary Advertisement, Notice of Proposed Tax Increase, Notice of Budget Hearing, Notice of Tax for School Capital Outlay (for schools), Amended Notice of Tax for School Capital Outlay, and (for counties) Notice of Tax Impact of the Value Adjustment Board (Form DR-529). Records are created and submitted pursuant to Chapter 200, F.S., Determination of Millage. RETENTION: a) Record copy. 5 fiscal years provided applicable audits have been released. b) Duplicates. Retain until obsolete, superseded, or administrative value is lost. UNCLAIMED PROPERTY RECORDS Item #309 This record series consists of agency copies of the Report of Unclaimed Property submitted to the Department of Financial Services as required by s. 717.117, F.S., for the registration of unclaimed or abandoned tangible or intangible property. Section 717.1311(1), F.S., Disposition of Unclaimed Property -Retention of Records, requires agencies holding unclaimed or abandoned property to maintain records of the specific type of property, amount, name, and last known address of the owner for five years after the property becomes reportable. RETENTION: a) Record copy. 5 anniversary years after the property becomes reportable. b) Duplicate. Retain until obsolete, superseded, or administrative value is lost. UNEMPLOYMENT COMPENSATION RECORDS Item #149 This record series consists of the agency's copies of Employers Quarterly Reports (UCT-6) to the Department of Revenue as required by Rule 6086-2.025, F.A.C., Reports Required of Liable Employers. The reports provide the name of each employee, employee number, amount of wages paid during the quarter subject to unemployment benefits, social security number, number 40 VILLAGE OF TEQUESTA PERSONNEL POLICY TITLE: PURPOSE POLICY: 1.1 EFFECTIVE: July 1, 2004 REVISED: '~~~^-:f~~?~85November 12, 2007 PAGES: 2 CONTENTS: This policy consists of the following numbered sections I. Policy Statement II. Scope III. Disclaimer PURPOSE: To outline the reason for these policies, assert a disclaimer, and provide for the general organization of personnel policies and procedures. E. To ensure, protect and clarify the rights and responsibilities of employees. Q. SCOPE: These Personnel Policies and Procedures shall apply to all Village employees except elected officials and independent contractors. In the event of conflict between these rules and any collective bargaining agreement, personnel services contract, Village ordinance, or state or federal law, the terms and conditions of that contract, rule or law shall prevail. In all other cases, these policies and procedures shall apply. In the event of the amendment of any ordinance, rule or law incorporated in this document or upon which these provisions rely, these rules shall be deemed amended in conformance with those changes. III. DISCLAIMER POLICY STATEMENT: General purpose: the Village of Tequesta enacts these policies in order to further the following goals: A. To provide uniform system of personnel administration throughout the Village service. B. To ensure that recruitment, selection, placement, promotion, retention and separation of Village employees are based upon employees' qualifications and fitness, and are in compliance with Federal and State laws. C. To assist managers in the development of sound management practices and procedures, and to make effective consistent use of human resources throughout the Village. D. To promote communications between directors, supervisors, and employees. Subject to collective bargaining agreements and Florida Statutes dealing with Bills of Rights for ~em~;-pe-l-iset~t°~~employees which may be applicable, g~Village employees are "employed at-will" and may be terminated with or without cause, for a good reason, a bad reason, or no reason at all, and with or without notice as long as the termination does not violate a statute, law, or enforceable employment contract. Nothing contained in any of these policies is intended to affect the "at- will" employment relationship or to otherwise create ``property rights" in any position of employment. Although this policy addresses the issue of "at-will" employment, both Florida and federal law contain a number of legislatively enacted restrictions on the right of an employer to discharge an at-will employee. Examples include: Florida's Whistleblower Act of 1986, Fla. Stat. §§ 112.3187, et seq.; the Florida Civil Rights Act of 1992, Fla. Stat. §§ 760.01, et seq.; the Civil Rights Act of 1964 (Title VII), 42 U.S.C. §§ 2000e, et seq.; the Americans with Disabilities Act, 42 U.S.C. §§ 12111, et seq.; and the Age Discrimination in Employment Act, 29 U.S.C. §§ 621, et seq.. It is the intent of the Village that these and all other applicable fair employment laws will be strictly adhered to. DRAFTED:MRC/Dec 22, 2004/Filed: Purpose 1.1 APPROVAL: MICHAEL COUZZO, MANAGER TEQUESTA, FLORIDA TITLE: POLICY: EFFECTIVE: REVISED: PAGES: VILLAGE OF TEQUESTA PERSONNEL POLICY result in-disciplinary action up through and including EMPLOYEE I.D. AND ACCESS termination. CARDS 1.2 July 1, 2004 wc~a,~.,..:, , ,nn~November 12, 2007 1 CONTENTS: This policy consists of the following numbered sections I. Policy Statement II. Procedure PURPOSE: To establish procedures for the issuance of identification cards to Village Employees. I. POLICY STATEMENT: It is the policy of the Village of Tequesta to issue employee identification cards to all full-time and part-time employees. Cards may also be issued to other employees who may require Village identification while working at remote job sites. The card should be carried at all times when an employee is acting in an official capacity. The card shall be used as identification, if requested by a member of the public or another Village employee. It also provides immediate access to emergency information should an employee become injured or incapacitated on the job. Access Cards are also issued to personnel who need to access one or more of the Village's buildings. Unauthorized or inappropriate use of the employee Identification and/or access card is prohibited and will Police and Fire Departments may issue their own department identification cards in lieu of the Village identification card. II. PROCEDURE: The Human Resource Office is responsible for issuing employee identification and access cards and will coordinate with the Village Police Department for the employee's photograph. Each employee is responsible for possession of their identification card and to take care to protect it from loss, theft or misuse. Should a card be lost, damaged or destroyed, it should be immediately reported to the Human Resource Office so that another card may be issued as quickly as possible. All identification and access cards shall remain the property of the Village and shall be returned to the Human Resource Office upon termination of employment or by special request by the employee's Department Head or the Human Resource Office. It shall be the employee's responsibility to ensure accurate and timely updates of all information contained on the employee's identification card. All requests for re-issuance of employee identification cards shall be made by the employee to the Human Resource Office. All old I.D. cards shall be returned to the Human Resource Office before issuance of a new card. DRAFTED:RLG/Dec 1 1,2003/Filed:ID Cards 1.2 APPROVAL: MICHAEL COULZO, MANAGER TEQUESTA, FLORIDA VILLAGE OF TEQUESTA PERSONNEL POLICY II. IDENTIFICATION OF TITLE: PERSONAL INFORMATION & PERSONNEL RECORDS: PERSONNEL RECORDS A. Permanent Documents. Documents POLICY: 1.3 retained in the folder throughout the association of an employee with the Village. EFFECTIVE: July 1, 2004 1. Employee application & hiring documents REVISED: ' ^~~'-~~~,'~°''~ovember 12, 2007 2. Job description and specification information PAGES: 2 ;. Job performance ratings and evaluations 4. Education/training information 5. Personnel action forms CONTENTS: This policy consists of the following 6. Disciplinary documents numbered sections: 7. Letters of appreciation, commendation or discipline. I. Policy Statement II. Identification of Personnel Records B. Temporary documents (personnel). III. Release and Accessibility of Records Documents which have limited retention of three (3) IV. Retention Schedule calendar years or less unless otherwise provided V. Updating Records pursuant to labor agreement. Examples include: PURPOSE: To establish procedures and responsibilities for the maintenance of employee Personnel Records. I. POLICY STATEMENT: A. Establishment of procedures and responsibilities for the maintenance of personnel records. Administrative correspondence relating to leave/vacation requests. All other administrative documents of limited informational life span. III. RELEASE AND ACCESSIBILITY OF RECORDS: 1. The Human Resource Director is responsible for establishing and maintaining an official personnel file for each employee of the Village. 2. Department Heads are responsible for the forwarding of documents for inclusion in the personnel files of those employees assigned to their department. 3. Only the Human Resource Director may remove items from an employee personnel file with notification to respective Department Head. 4. Separate personnel files shall not be maintained by the individual departments. Information contained in an employee's personnel file will only be released to the public in conformance with Florida Statute and Public Records Laws. Personnel files will be available for inspection and copying, but will not be allowed to be removed from the Human Resources Department. All requests for employee information shall be forwarded to the Human. Resource Director, through the Village Clerk's office. All medical information relating to the employee is kept in a separate medical records file. Access to these medical files is tiehtly controlled and ordinarily, medical information is supplied in accordance with the worker's written specific request. IV. RETENTION SCHEDULE: These records are maintained during the tenure of the employee and for the minimum number of years required by law after the employee leaves Village employment. V. UPDATING RECORDS: Employees are required to inform the Human Resource Office when they move, change their telephone number, or have other changes in their personal information so the Village can keep their records accurate and up-to-date. It is your responsibility to see that the Village has your address and other information so that they may communicate with you as needed. DRAFTED:RLG/Dec 11, 2003/Filed: Personnel Records 1.3 APPROVAL: MICHAEL COUZZO, MANAGER TEQUESTA, FLORIDA 2 No Text VILLAGE OF TEQUESTA PERSONNEL POLICY TITLE: HOURS OF WORK POLICY: 2.3 EFFECTNE: July 1, 2004 November 12, 20 07 PAGES: 1 CONTENTS: This policy consists of the following numbered sections I. Policy Statement II. Tardiness [II. Attendance Records PURPOSE: To establish a policy setting uniform hours of work for employees. POLICY STATEMENT: The Village workweek s'-„II;r, begins at midnight 12:OOam on Sunday end consists of seven 24-hour periods or X168 consecutive hours. ~Y- Except as otherwise provided by any applicable labor agreement, the normal working hours for administrative and office personnel are eight (8) hours, from 8:30 a.m. to 5:00 p.m., Monday through Friday. The hours of work for shift and field personnel may vary but shall be guided by the most efficient and effective arrangement to the Village. employee's work hours. This will be done at the discretion of the department head. II. TARDINESS: Advance notice of anticipated tardiness is expected; notice of unavoidable tardiness is expected when possible. Failure to do so will be construed as an unexcused absence , °°~' `"° ` °°'' °•~" • ' ~° paw Excessive tardiness will result in disciplinary action, including possible termination. Notification by another employee, friend, or relative is not considered proper except in an emergency situation where the employee is physically unable to make the notification. III. ATTENDANCE RECORDS: Each department will maintain daily attendance records, including date and time absent and reason for absence. Attendance shall be a consideration in determining promotions, transfers, satisfactory completion of probationary periods, and continued employment with the Village. Frequent tardiness or _ _ _ Formatted: Font: (Default) Times New Ron ather attendance irregularities-sltalt-he--cause--for'- ------ ---{Formatted: Font: (Default) Times New Ron disciplinary-action: - ---- ---- ------------------ Hours for part-time and certain employees may vary from the normal office hours noted above due to the nature of their duties and will be determined by the appropriate department head. DRAFTED:RLG/Dec 23,2003(Filed:Work Hours 2.3 The Village shall provide each employee with one (1) hour for a meal. The meal period is unpaid for 'h hour and paid by the Village for 'h hour. €+»pFt>yees APPROVAL: ,..~ FAQ. ~ I c l.-...,I. •1. . ~: MICHAEL COUZZO, MANAGER TEQUESTA, FLORIDA Occasions may arise when the service to the citizen can be improved through the adjustment of an No Text VILLAGE OF TEQUESTA PERSONNEL TTTLE: NEPOTLSM POLICY: 2.4 EFFECTIVE: July 1, 2004 REPLACES: 2.07 (March 2001) It3~a'i`;F:D_ NuvembcrtY,2007 PAGES: 1 CONTENTS: This policy consists of the following numbered sections: I. Policy Statement PURPOSE: To establish policy for the employment of immediate relatives in order to assure the reality and appearance of fairness in the best interest of the Village. I. POLICY STATEMENT: No person may be employed in a position supervised by a family member. Family members shall not be placed in a position such that one member_ a) Is required or authorized to review the wodc personnel documents, expense account or time records of another family member b Has dependent responsibilities in respect of the other (for example: purchasing and accounts payable) c) Disburses ~ttv cash to the other d) Directly or indirectly influences the performance or opportunity of the other. parsottHel--doeu~ttents-®xpen~aeeou ni--er--time reeerd,~f--an<~kher-fan~ila- 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-parent, brother, sister POLICY and their spouses, step-brother, step-sister and their spouses, children and their spouses, father-in-law, mother-in-law, sister-in-law, brother-in-law, grandparents and their spouses, stepchildren and their spouses, grand-stepchildren and their spouses, aunts, uncles, nieces, nephews and persons residing in the same household as the employee. nRAFPID:RI.GII)ec 26,2003/Filed:Neponsm 2.4 APPROVAL: MICHAEL COUZZO, MANAGER TEQUESTA, FLORIDA F---- Formatted: Bullets and Numbering No Text VILLAGE OF TEQUESTA PERSONNEL POLICY D. "Exempt employee" means an employee TITLE: TYPES OF EMPLOYMENT- whose osition meets specific tests DEFINTTIONS - p ___________________ Formatted: Font: 10 pt established by the Fair Labor Standards Act POLICY: 2.6 (FLSA), and state law and who are exempt from overtime PaY requirements.whese ,.1 ,,,.,.; F.e.7 ...7 I. L T 1. EFFECTP/E: July 1, 2004 ~~"~ ^~, ~$REVISF,D: N$WAeril -}; 2997Novemher 12, 2007 E. `Hourl non-exem t" means an em lovees~,__.- Y P )? _~-__ Formatted: Font: 10 pt whose pesiHSeemployment is subject to the _ ' Formatted: Bullets and Numbering PAGES: 1 ,.,.. .,..... p! ,.,.- rules laid out in the FLS d~~~~ - ~ c ~ ...... ........ e_.e~~s and who are Formatted: Font: Times New Roman, 10 pt paid on an hourly basis plus overtime pay Formatted: Font: 10 pt CONTENTS: This policy consists of the following .-. - -- ', Formatted: Font: (Default) Times New Ron numbered sections: _ F: "Full=time em?o ee means an em loveef=--_,_ P y p who is regularly assigned to work forty Formatted: Bullets and Numberin g I. Types of Employment hours per week. .. • _ _ - - - - - - " -- - Formatted: Font: 10 pt PURPOSE; To establish guidelines and definitions _ ~ for types of employment and for entitlement to Formatted: Font: lO pt benefits. • €-G. "Part-time employee" means an~ , ~ ~ Formatted: Font: l0 pt - - -- . -- employee who is regularly assigned to work ~' . ~` - Formatted: Bullets and Numbering 1. TYPES OF EMPLOYMENT: ~ - less than forty hours per week Part-Ume ' . `~ -- -- - - -- Formatted: Font: (Default) Times New Ron employees who regularly work X30 or more ` `•. - - -- A. "Anniversary date" means the date that an _... ' hours per week may be eligible for some ~, `~, Formatted: Font: Default Times New Ron ( ) employee begins employment with the benefits. Eli ibility status will be stated in ~ formatted: Font: (Default) Times New Ron Village and the same date in following years the relevant polio ` Formatted: Font: (Default) Times New Ron unless the anniversary date is adjusted 1` s----_-_ consistent with the procedures set forth in ~"Regular employee" means full-time ors, Formatted: Indent: Left: 0.25", No bullet` numbering the Human Resource Office. part-time employees who are hired to fill a re ug fatly bud eg ted position '~ Formatted: Indent: Left: 0.5", No bullets B. "Department Head" means each of the numbering following: the Village Clerk, Finance H. "Probationary employees" are Polices-- Formatted: Bullets and Numbering Director, D -max of (cx3tntun+ty Officers and fire fighters with Tess than one '.'..°~. ~'~;p~;~-Police Chief, Fire Chief, (1) year's service and all other employees Community Development Director, Public with less than one hundred and eighty (180,) Works Director, Director of Parks and calendar days of service, or who aze working Recreation, Utilities Director, Assistant during an extended introductory period. Village Manager, Human Resource Director. Department heads who are "at will" employees, serve no probation period C. "Employee" means any person holding a position or employment with the Village and ~"Regular rate of pay" means the hourly rate of ----- Formatted: Bullets and Numbering who is paid wholly or in part from Village pay actually paid an employee for the normal, funds. non-overtime work week for which he/she is employed. ~L "Temporazy employee" means an emalovee who is hired for apre-established period of up to 180 days, usually for a special proiect or other work of a temporary nature. They may work afull-time or Hart-time schedule. They are ineligible for Village benefits unless otherwise provided by law. Temporazy a ency em I~oyees are not employees of the Village. J. "Seasonal employee" means an employee hired for a specific period, usually during the summer or for apre-established period of up to 180 days. They may work full or Hart time schedules and are ineligible for Village benefits unless otherwise provided bylaw. 1-K. "Work day" means the 24-hour period from midnight to midnight. d-L. "Work week" means the continuous 7 day period beginning at 12:00 a.m. on Saturday and ending at 1 I :59 p.m. Friday. DxaF~p: RLG/Dec 26,2003/Biled: Types of Employment 2.6 APPROVAL: '-'-- Formatted: Bullets and Numbering '------ Formatted: Bullets and Numbering `------- Formatted: Bullets and Numbering '------- Formatted: Bullets and Numbering MICHAEL COUZZO, MANAGER TEQUESTA,FLORIDA No Text VILLAGE OF TEQUESTA PERSONNEL POLICY TITLE: RE-EMPLOYMENT POLICY: 2.9 EFFECTIVE: November 12, 2007 REVISED: NEW PAGES: 1 CONTENTS : This policy consists of the following numbered sections: I. Policy Statement II. Reemployment Process III. Seniority PURPOSE: To establish a policy and procedure for reemploying employees. I. POLICY STATEMENT: The Village is pleased to consider applications for vacancies from former employees. Former employees who were terminated for cause, who had poor service records, or who quit without notice are not eligible for reemployment. Continuous service credit is given to employees who leave the Village if they are reemployed within 90 days of their termination date. Such reemployed employees will be considered reinstatements and are eligible for vacation accruals tied to seniority. Employees who return .after a break in service in excess of 90 days must qualify for benefits on the same basis as newly hired employees and are considered rehires. II. REEMPLOYMENT PROCESS: The reemployment process will be in accordance with the Village's hiring process, and also in accordance with all special requirements for individual departments. DRAFTED : MR/Aug 1, 2007/Filed: Reemployment 2.9 APPROVAL: MICHAEL COUZZO, MANAGER TEQUESTA, FLORIDA VILLAGE OF TEQUESTA PERSONNEL POLICY TTTLE: GRIEVANCE PROCESS POLICY: 3.3 EFFECTIVE: July 1, 2004 REVISED: i~1sW,3pril t: 3007So~~e~nher 12, 2f>(i7 PAGES: 1 CONTENTS : This policy consists of the following numbered sections: I. Policy Statement II. Procedure PURPOSE: To establish standardized grievance procedures for non-represented employees. I. POLICY STATEMENT: Step 2. If the employee is not satisfied with the solution by the department head, the employee must submit the grievance, in writing, to the Village Manager within twenty (20) working days of the alleged occurrence. This written notice shall include the tt>Ne;~-ink: a)SEatsment -o~-thu-- grie~ atn:~ - ands Fomwtted: Bullets and Numbering felevauE-fxeEs ''~edy-seugkt reaons 1Zensfxis for the dissatisfaction with the department head's solution. The Village Manager shall attempt to resolve the grievance within five (5) working days after it has been presented to him/her. The Village Manager is the final authority on grievances presented by non-represented Village employees. I7r2AFPID : RLG/Jan S, 2003lFBed: Grievance Process 33 It is the policy of the V illage of Tequeata to afford all employees a means of obtaining further consideration APPROVAL: of problems when they remain unresolved at the MICHAEL COUZZO, MANAGER supervisory level, and to establish policies and ~i QUESTA, FLORIDA procedures that provide for timely resolution of grievances. Adherence to the procedures outlined below is mandatory for all concerned, except that time limits may be extended for good cause. II. PROCEDURE: Step 1. An Employee must present a grievance within ten (10) working days of its alleged occurrence to the employee's immediate supervisor and/or department head, who shall attempt to resolve it within five (5) working days after it is presented to them. This written notice shall include the following: a) Statement of the grievance and relevant facts ~ Formatted: Bullets and Numbering Remedy sou~ht_ 1 No Text VILLAGE OF TEQUESTA PERSONNEL POLICY Violation of this policy will result in cost reimbursement to the Village and may subject the employee to additional disciplinary action. TTCLE: PERSONAL TELEPFIONE CALLS AND USE OF CF,L.LCI,AR PHONES POLICY: 3.6 EFFECTIVE: July 1, 2004 REVISED: N-FW'-,",;,r~,.-'r,'~?November 12, 2007 PAGES: 1 CONTENTS: This policy consists of the following numbered sections: I. Policy Statement II. Procedure IIL Cellular Phones PURPOSE: To provide for control of incoming and outgoing personal telephone calls and guidance on the use of personal and Village issued cellular telephones. POLICY STATEMENT: Village phones are to be used for Village business and may be used for personal business on a limited basis only. II. PROCEDURE: Personal tTelephone calls received during business hours must be held to both a minimum number and time limit and must not interfere with the employee's work. When a toll call must be placed, the call is to be billed to the employee's home number or collect. III. CELLIiLAR PHONES: While at work, employees are to exercise discretion in usine personal cellular phones. The Village of Tequesta expects good judgment to be exercised in limiting_personal calls during work time as well as keeping cell phone ring volume to a minimum. [t is recognized that family or other personal emer encies demand immediate attention but personal calls should be made on non-work time wherever possible. In addition to the procedure outlined at II above, eEmployees who are issued Village cellular phones are expected to protect the equipment from loss, damage, or theft and must return the phone to his or her supervisor upon termination of employment or where a position change necessitates this. Employees with Village cellular phones are eneet~aged--te-will refrain from using the phone~ Formatted: Bullets and Numbering ~~i~il~ driving. For departments that aze required to utilize radio communication while driving, the department rules will maintain DRAFTED:RLG/Jan82003/Filed: TelephoneCalls 3.6 APPROVAL: MICHAEL COUZZO, MANAGER TEQUESTA, FLORIDA It is the employee's responsibility to ensure that no cost to the Village results from their personal telephone calls. VILLAGE OF TEQUESTA PERSONNEL POLICY TITLE: E-MA[UINTERNET USE POLICY: 3.8 EFFECTIVE: July 1, 2004 Rk,P6:1(?6B RF.~'ISI?D: *'^r,~..~:;-i; n90~November 12,2007 PAGES: 3 CON'T'ENTS: This policy consists of the following numbered sections: I. Policy Statement II. Public Records Laws III. Security IV. Improper Use V. Proper Use E-mail at the Village is a tool for business communications. E-mail can be an effective tool to speed information exchange. It can eliminate the need for some phone calls and meetings and can even help you to brainstorm ideas within a group. You must be conscientious and observe common sense or you minimize its effectiveness and cause disruption to others. Do not post personal information about any individual unless you have received that person's consent. Occasionally messages are posted regarding employee's health or personal life events. This is acceptable only if the person you are posting the information about consents to its broadcast and the receivers of the information are interested in hearing about it. If you're in doubt as to either of these criteria, don't post it. Leaving the subject line blank or putting in cryptic information basically mandates the receiver open and read your message to know the content. Please be as selective in who you send your message to as well as what message you send. PURPOSE: These guidelines set the standards for appropriate behavior of an employee when accessing the Internet and utilizing a-mail. These guidelines apply to all employees. All Internet users should first be familiar with the Village's Internet Use and Village e-mail policy contained herein. Village computers are for public business. SCOPE: This policy applies to all Village employees, whether full-time, part-time, contract or otherwise and Village volunteers who use a-mail via Village resources. Use of Village resources to access a-mail or the Internet denotes your acceptance of the Village's e- mail policy. Disregard or violation of this policy will result in disciplinary action and may result in more stringent restrictions for all a-mail and Internet users. This policy statement addresses: a-mail usage, a-mail etiquette, staff responses to a-mail inquiries, security and Internet usage. Many of you aze now corresponding with the public using a-mail. In so doing, you are acting as a representative of the Village and should conduct all e-mail transactions accordingly. You should treat e- mail just as you would a letter or memo to be typed and mailed. Construct your e-mails with the same formality and business structure as you would a standard letter. E-mail by its nature is typically an informal communications tool. However, you are representing the Village and all communications should be professional and business-like. II. PLBLIC RECORllS LAWS: All e-mails received or created in the transaction of official business are considered public records and are governed by the State's Public Records Law. It is important that you do not indiscriminately delete e- mails without first considering these laws. According to the Florida Attorney General the following guidelines pertain to e-mails: 1. E-mails are public records when they POLICY: are created or received in the 7 C ... transactions of Official Business. ..:I.. a .4.:0..~ .. D..0.1:.. D o...,..1.- I...,,.. ,. Mo., ~l, o., .,F ..l~ro.~l F.,~...o .7........,e..t.- .,.1 ~2. ...L,:,, 1, «,7 ,.C FI.,.«,....I..,~,. «,i,.,l ~ F.«..I ,:.ie..,.e ..F E-mails aze to be readily accessible and available to all unauthorized users. 43. E-mails must be organized and stored in a filing system or repository. 3-4. Transitory or personal messages that do not support business purposes should be deleted in a timely manner. Erb. E-mails of convenience or reference copies should be deleted after the record of copy (master) has been appropriately filed. fib. E-mail record copies (masters) have the same retention periods as records in other formats. $-7 E-mails may be deleted/destroyed only in accordance with the provisions of Chapter 1B-24, Florida Administrative Code. It is each department's responsibility to manage its records in accordance with State guidelines. If you have questions regarding public records and a-mail, or how you may archive e-mail in compliance with the State laws please contact the Village Clerk's Office. They have established guidelines and procedures specifically for e-mail. III. SECURITY: The Village has implemented software at each workstation to scan for viruses. However, a virus can potentially breach our security. You are advised to not open attachments from persons unknown to you. The Village will continue to implement security measures on our system to protect the Village's investment. Realize that you play a major role in protecting these assets by exercising diligence in screening your e-mails and deleting and/or notifying your Department Head of suspect communications. If you are unsure of an e-mail or sender contact your Department Head. The following behaviors aze examples of actions or activities that can result in disciplinary action. Because all possible actions cannot be contemplated,.- Formatted: Bullets and Numbering the list is necessarily incomplete. The following are examples, but not an exhaustive list, or behaviors that may result in disciplinary action: A. Unauthorized attempts to interfere with, ~- break into or damage any computer whether a Village or another organization (including the distribution of viruses) B. Using_Village time and resources for personal Bain including operating a business, exploring business opportunities, soliciting money for personal gain, or searching for jobs outside the Village. C. Sending threatening, offensive or harassing statements or language, including dispara¢ement of others based on their race, gender, national origin, religion, age disability, marital status, pregnancy or sexual orientation. D. Spending excessive amounts of time on the Internet. E. Theft, or copying of electronic tiles without permission F. Sending or posting the Village's confidential materials outside of the Village or posting confidential materials inside the Village to non-authorized personnel G. Dissemination or printing of copyrighted materials (including articles, music, photographs, movies and software) in violation ofconvright laws. H. Refusing to cooperate with a reasonable security investigation I. Sending chain letters, gambling, solicitation, engaging in any other activity in violation of the law, or sending messages that could damage the ima eg or reputation of the Village. J. Sending, viewing or soliciting sexually oriented messages or imagestherwise containing content of a sexual nature. K. Game playing A I I«,....M,,.:..o,l I...~.. ~, ..he.ae v:u., Formatted: Bullets and Numbering a 1 i..;„,. v:n.,,,o «:.,,~ ....a .o~,.,..,.o. F ...o...,,..,.1~__-- Formatted: Bullets and Numbering ~~ ~- ce..,,:.,,. «,..e,,.e,,:«,. ,,. ~ -- Formatted: Bullets and Numbering iV. IMPROPER USE: 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 immediately. They will need to know their mail has not been lost. r co.,a:.,.. ,. ,~,e v;n.,,.e~., ,. .,s:ae.,.:.,~ ,...ca,...«:,,~ .... :..i.. ,.:a~ «we vai,.,.e . V. PROPER C SE: The following behaviors are recommended for sending Internet communications and participating in Internet mailing lists. Lack of conformance may result in loss of Internet access. These guidelines have been gleaned from a variety of Internet Guides. A. Electronic Mail (E-mail). The following guidelines cover the sending of electronic mail outside the Village. Internet mail packages are significantly different than our internal printed mailings. Care should be used particularly when responding to a message or using mailing lists. NOTE: Mail on the Internet is not secure. Never include in an E-mail message anything that you want to keep private and confidential E-mail is sent unencrypted, and is easily readable. Be cognizant of any system etiquette. The computer on which you reside may have limitations on disk space usage. Mail takes up space. It is best not to save every message you receive. Be careful when sending replies -make sure you aze sending to a group when you want to send to a group, and to an individual when you want to send to an individual. It is best to address directly rather than use the reply command. Use good grammar and syntax. Watch punctuation and spelling. DO NOT SEND MESSAGES ALL IN CAPITALS. It looks as if you are shouting. DRAFTED:RLG/March 12, 2004/E-mail 3.8 APPROVAL: MICHAEL COCIZZO, MANAGER TEQUESTA, FLORH)A Formatted: Bullets and Numbering No Text VILLAGE OF TEQUESTA PERSONNEL POLICY TITLE: WHISTLEBLOWER POLICY POLICY: 3.10 EFFECTIVE: January 5, 2005 REVISED: NEW PAGES: 2 CONTENTS: This policy consists of the following numbered sections I. Policy Statement II. Procedure III. Remedies for Adverse Personnel Action PURPOSE: To establish standardized procedures for handling whistleblower complaints within the meaning of Florida Statute § 112.3187, et seq. i. POLICY STATEMENT: policy; or who are otherwise protected by the Florida Whistleblower's Act. The provisions of this policy shall not be applicable when the employee discloses information known by the employee to be false. The provisions of this policy may not be used by persons while they are under the care, custody, or control of the state correctional system, with respect to circumstances that occurred during any period of incarceration. No remedy or other protection provided by this policy shall apply to any employee who has committed or intentionally participated in committing a violation or suspected violation for which protection under this policy is being sought. The fact that the adverse personnel action was based upon grounds other than, and would have been taken absent, the employee's exercise of rights protected by this policy shall be an affirmative defense to any such complaint brought under this policy. It is the policy of the Village of Tequesta to ensure that employees and persons who have knowledge of unlawful activity, misfeasance, malfeasance, gross mismanagement, gross neglect of duty or gross waste of public funds by the Village, its employees or independent contractors, shall report such knowledge to the appropriate authority for investigation and corrective action. In order to encourage reporting of such information without fear of reprisal, it shall be the policy of the Village to prohibit and redress adverse personnel action taken against employees for making such a protected disclosure. This policy protects employees with the Village who disclose information on their own initiative in a written and signed complaint; who are requested to participate in an investigation, hearing, or other inquiry conducted by the Village, any state agency, or federal government entity; who refuse to participate in any adverse action prohibited by this The Village shall not dismiss, discipline or take any other adverse personnel action against an employee for disclosing information pursuant to the provisions of this policy. The Village shall not take any adverse action that affects the rights or interests of a person in retaliation for the person's disclosure of information under this procedure. The information disclosed under this policy must include: 1. Any violation or suspected violation of any federal, state or .local law, rule or regulation committed by an employee or agent of the Village or an independent contractor which creates and presents a substantial and specific danger to the public's health, safety or welfare. 2. Any act or suspected act of gross mismanagement, malfeasance, misfeasance, gross waste of public funds or gross neglect of duty committed by an employee or agent of the Village or an independent contractor. II. PROCEDURE: The information disclosed under this policy consistent with Florida Statute § 112.3187(b) shall be disclosed to the Village. Except, however; if the complaint is about the Village Manager, the complaint should be addressed to the Village Mayor. Either the Village Manager or the Village Mayor, as the case may be, shall be responsible for receiving, investigating and reporting to the appropriate authorities at the conclusion of any investigation arising from any disclosure covered under this policy. Such investigation shall be consistent with the purpose, intent, and procedure set forth in Florida Statute § 112.3187, et seq. III. REMEDIES FOR ADVERSE PERSONNEL ACTION. It is the policy of the Village to encourage independent contractors, temporary and probationary employees, and applicants for employment as well as regular employees to disclose whistle-blower information. Notwithstanding any other grievance procedure which may be applicable, an individual who believes that he or she has been subjected to adverse personnel action as a result of engaging in activity protected by the Whistle Blower Act, shall file a complaint with the Village Manager. If the complaint concerns the Village Manager, then it should be made with the Village Mayor. This complaint must be made in writing and must be filed within twenty (20) days of the alleged adverse action. The Village has contracted or will contract with the Department of Administrative Hearings (DOAH) under Florida Statute § 120.65 to conduct hearings to make findings of fact and conclusions of law concerning such complaints. In any complaint brought under this policy in which the DOAH has determined that there are reasonable grounds to believe that a prohibited personnel action under § 112.3187, F.S., has occurred or is occurring, the Village Manager or the Village Mayor, as the case may be, may: (a) Reinstate the employee to the same position held before the adverse action was commenced, or to an equivalent position or reasonable front pay as alternative relief. (b) Reinstate the employee's full fringe benefits and seniority rights, as appropriate. (c) Provide compensation if appropriate, for lost wages, benefits or other lost remuneration caused by the adverse action. DRAFTED:MRC/Dec 22, 2004/Filed: Purpose 1.1 APPROVAL: MICHAEL COUZZO, MANAGER TEQUESTA, FLORIDA VILLAGE OF TEQUESTA PERSONNEL POLICY TITLE: FLSA COMPLAINT POLICY POLICY: 3.11 EFFECTIVE: January 5, 2005 REVISED: NEW PAGES: 1 CONTENTS: This policy consists of the following numbered sections investigation, the employer requires that any complaint that seeks the payment of money or requests a change in policy be submitted in writing. No particular form is required, but each such complaint must include the employee's name, ID number, a brief description of the issue, and must identify the pay period(s) to which the complaint relates. If an employee is unable for any reason to submit the complaint in writing, the employer representative named in the previous paragraph, or his or her representative, will take a statement. The employee then will be asked to review and sign the statement to ensure it accurately reflects the complaint. I. Policy Statement II. Procedure PURPOSE: To establish standardized procedures for FLSA complaints. I. POLICY STATEMENT: It is the policy of the Village of Tequesta to comply with applicable wage and hour laws and regulations. Accordingly, the Village intends that deductions be made from pay only in circumstances permitted by the Fair Labor Standards Act and the US Department of Labor's rules governing the salary basis of pay for exempt employees. The improper pay deductions specified in Title 29 of the Code of Federal Regulations §541.602(a) may not be made from the pay of employees who are subject to the salary basis test and only employees who properly qualify shall be salaried and exempt from FLSA requirements. If the employee is not satisfied with the solution by the department head, the employee must submit the complaint, in writing, to the Village Manager within twenty (20) working days of the alleged occurrence. The Village is committed to investigating and resolving all complaints as promptly, but also as accurately, as possible. Consistent with the US Department of Labor's policy, any complaint will be resolved within a reasonable time given all the facts and circumstances. If an investigation reveals that an employee was subjected to an improper deduction from pay, he or she will be reimbursed and the Village will take whatever action it deems necessary to ensure compliance with the salary basis test in the future. The Village Manager is the final authority on grievances presented by non-represented employees. II. PROCEDURE: An employee who has any questions or concerns about his or her salaried status or believes that any deduction has been made from his or her pay that is inconsistent with salaried status under the FLSA should immediately raise the matter with the department head. To ensure that the employer understands the concern or complaint and is able to conduct a proper DRAFTED:MRC/Dec 22, 2004/Filed: Purpose 1.1 APPROVAL: MICHAEL COUZZO, MANAGER TEQUESTA, FLORIDA VILLAGE OF TEQUESTA PERSONNEL POLICY TITLE: DRUG FREE POLICY POLICY: 3.12 EFFECTIVE: June 15, 1998 REVISED: July 18, 2005 PAGES CONTENTS: This policy consists of the following numbered sections: I. Drug Free Workplace Policy It is the policy of the Village of Tequesta ("Tequesta") to maintain adrug-free workplace. It is a condition of employment for each employee to refrain from reporting to work or working with the presence of drugs or alcohol in his or her body. If an injured employee refuses to submit to a test for drugs or alcohol, that employee forfeits eligibility for medical and indemnity benefits. Section 440.102, Florida Statutes, sets forth the requirements with which Tequesta's Drug-Free Policy must comply. As a recipient of federal funds, the Village is subject to the Drug-Free Workplace Act of 1988. Pursuant to this statute, the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance in the workplace is prohibited. It is a condition of employment for each Village employee to abide by this policy. Moreover, any Village employee who is convicted of a violation of a criminal drug statute occurring in the workplace must notify the Village in writing no later than five (5) calendar days after such conviction. Employees who violate these policies are subject to discipline up to and including termination of employment. Tequesta will not discharge, discipline, or discriminate against an employee solely upon the employee's voluntarily seeking treatment for a drug related problem, while under Tequesta's employ, if the employee has not previously tested positive for drug use, entered an employee assistance program for drug-related problems, or entered a drug rehabilitation program. Tynes of Drug Testin¢ Employees and applicants will be subjected to the following drug tests: 1. Job Aanlicant Testing: Applicants required for testing will submit to a drug test. Refusal to submit to drug and alcohol testing or a positive confirmed test result will result in rejection of the applicant for employment at that time. 2. Reasonable Susaicion Testing: An employee may be required to submit to testing when Tequesta has a reasonable suspicion that an employee is using or has used drugs in violation of Tequesta's Drug-Free Workplace Policy. "Reasonable suspicion drug testing" is drug testing based on a belief that an employee is using or has used drugs in violation of Tequesta's policy, drawn from specific objectives and articulable facts and reasonable inferences drawn from those facts in light of experience. Among other things, such facts and inferences may be based upon: • Observable phenomena while at work, such as direct observation of drug use or the physical symptoms or manifestations of being under the influence of a drug • Abnormal conduct or erratic behavior while at work or a significant deterioration in work performance • A report of drug use, provided by a reliable and credible source • Evidence that an individual has tampered with a drug test during his employment with Tequesta • Information that the employee has caused, contributed to, or been involved in an accident while at work, or; Evidence that the employee has used, possessed, sold, solicited, or transferred drugs while working or while on Tequesta's premises, or while operating Tequesta's vehicle, machinery or equipment Routine Fitness for Dutv Testing: An employee may be asked to submit to a test as part of aroutinely-scheduled fifiess for duty medical examination that is either part of the Tequesta's established policy or that is scheduled routinely for all members of an employment classification or group. 4. Follow-up Testing: An employee who enters an employee assistance program for drug- related problems, or an alcohol or drug rehabilitation program may be tested as a follow-up measure on a quarterly, semi-annual or annual basis for two (2) years thereafter. Confidentiality: All drug test results will be maintained in a confidential manner by Tequesta and the MRO for a period of two (2) years. All information, interviews, reports, statements, memoranda, and drug test results, written or otherwise, received or produced as a result of this drug-testing program are confidential. Information on drug test results may not be used in any criminal proceeding against the employee or job applicant. The Village may decide not to test all employees involved in work-related accidents. However, it will test all employees where there is some information or evidence which a reasonable person could conclude that the employee was at fault to some degree, either by the employee's action or inaction. This decision is to be made a part of the reasonable suspicion determination. Generally, information concerning drug test results may not be released without a written consent form signed voluntarily by the person tested. Drug test results may be released without consent if compelled by a hearing officer or a court of competent jurisdiction pursuant to an appeal under this statute or if it is deemed appropriate by professional or occupational licensing board in a related disciplinary proceeding. Moreover, Tequesta, its agents, or the drug-testing laboratory may have access to employee drug test information or use such information when consulting with legal counsel in connection with actions brought under this statute or when the information is relevant to a defense in a civil or administrative manner. In addition, employees and applicants will be contacted confidentially by the Medical Review Officer (MRO), after being testing positive for the presence of drugs, to determine the use of prescriptions or non-prescription medications that may have affected test results.• Drug-tested: You may be tested for any or all of the following: Alcohol: beer, wine, booze, liquor, distilled spirits, malt beverages, etc. Amphetamines: speed, uppers, eve, biphetamine, desoxyn, dexdeine, etc. Anabolic steroids Barbiturates: downers, Phenobarbital, butabarbital, secobarbital, tuinal, amytal, etc. Benzodiazepine: Librium, valium, ativan, azene, clonopine, dalmone, diozepan, halcyon, paxipam, restoril, serax, tranxene, verstran, xanax, etc. Cannabiniods: marijuana, hashish, hash, hash oil, pot, joint, reefer, spleaf, roach, grass, weed, etc. Cocaine: coke, blow, snow, flake, crack, etc. Methaqualone: Quaaludes, Ludes, etc. Opiates : heroin, codeine, morphine, opium, dover's powder, paregoric, parepectolin, etc. Phencyclidine : PCP, angel dust, hog, etc. Synthetic narcotics : methadone, dolophine, metadose, propoxy-propoxyphene, darvocet, darvon, dolene, etc. Reporting the Use of Prescription and Non- Prescriptions Medications: An employee or job applicant may confidentially report to the Medical Review Officer (MRO), after being tested, and test results found positive, the use of prescription or non- prescription medications because the presence of these medications in the body may affect the outcome of the test. The MRO for the Village of Tequesta is: Elite Services (Dr. Ken Michaels) 2218 Black Hawk Street Clermont, FL 34711 Telephone: 1-800-297-4542 The following is a list of over-the-counter and prescriptions drugs which could alter or affect drug test results. (Note: due to the large number of obscure brand names and the constant marketing of new products, this list cannot be and is not intended to be all-inclusive): Alcohol: All liquid medications containing ethlyl alcohol (ethanol). Please read the label for alcohol content. As an example, Vick's Nyquil is 25% (50 proof) ethyl alcohol, Comtrex is 20% (40 proof), Contact Severe Cold Formula Night Strength is 25% (50 proof), and Listerine is 26.9% (54 proof). Amphetamines: Obetrol, biphetamine, desoxyn, Dexedrine, didrex, ioanamine, fastin, vicks nasal inhalers Cannabinoids: Marinol (dronabinol, THC) Cocaine: Cocaine HCI topical solution (Roxanne) Phencyclidine: Not legal by prescription Opiates: Paregoric, parepectolin, donnagel pg, morphine, Tylenol with codeine, empirin with codeine, APAP with codeine, aspirin with codeine, Robitussin AC, Guiatuss AC, Novahistine DH, Novahistine expectorant, diluadid (hydromorphone), M-S Contin and Roxanol (morphine sulfate, percodan, vicodin, tussi-organidin, etc. Barbiturates: Phenobarbital, tuinal, amytal, Nembutal, seconal, lotusate, fiorinal, fioricet, esgic, butisol, mebaral, butabarbital, butalbital, phrenilin, triad, etc. Benzodiazephines : Ativan, azene, clonopin, dalmane, diazepam, Librium, xanax, serax, tranxene, valium, verstran, halicion, paxipam, restoril, centrax, etc. Methodone: Dolophine, Metadose, etc. Propoxyphene : Darvocet, darvon n. dolene, etc. Employees and applicants may consult with the MRO for technical information regarding prescription or non-prescription medications. Drug Testing Laboratory: Testing of specimens for the presence of illegal drugs and alcohol is performed by the following laboratory, which is licensed by the Florida Agency for Health Care Administration: American Medical Laboratory 14225 Newbrook Drive Chantilly, VA 22081 Positive Test Results: An employee or applicant who received a positive confirmed test result may explain or contest the result to the MRO within five (5) working days after receipt of written notification of the test result. If the employee's or applicant's explanation or challenge is unsatisfactory to the MRO, the MRO must report a positive test result back to the Village of Tequesta. Within five (5) working days after receipt of the positive confirmed test results from the MRO, Tequesta will inform the employee or applicant in writing of the positive test result, the consequences of such results, and the options available to the employee including the right to file an administrative or legal challenge. An employee or applicant may contest any positive confirmed test result pursuant to law or to rules adopted by the Agency for Health Care Administration. Any employee or applicant challenging a test result must notify the employer and the drug testing laboratory of such challenge in writing referencing the chain of custody specimen identification number. If an employee is involved in an accident and denied medical and/or indemnity benefits, he or she may administratively challenge the action by filing a Claim for Benefits with a Judge of Compensation Claims. Employees under a collective bargaining agreement may have the right to appeal personnel actions taken as a result of drug testing results. The employee or applicant is solely responsible for the costs associated with a challenge to test results, and the cost of re-testing the same sample. Actions Tequesta Mav Take Based Uaon a Positive Confirmed Dru¢ Test Result: An applicant with a positive confirmed drug test will not be hired. An employee with a positive confirmed drug test may be subject to one or more of the following actions: • Required to attend educational seminars and courses and/or participate in an employee assistance program • Required to attend a rehabilitation program • Discipline, including, but not limited to, probationary employment, transfer to another or less hazardous position, and/or reduction in compensation • Immediate discharge from employment In addition, if an employee is injured in the scope of his or her employment and drug tests and/or other medical evidence indicates the presence of illegal drugs or alcohol in the employee's body at the time of the accident, the employee may be required to forfeit any medical or indemnity benefits available under the Florida Worker's Compensation statute and may also forfeit eligibility for unemployment benefits. These penalties are in addition to any other penalties that may apply either under this policy or under applicable law. Consequences of Refusing to Submit to a Dru>i Test: Any job applicant who refuses to submit to drug and alcohol testing, or who alters, adulterates, or otherwise interferes with drug testing collection samples, or analysis is immediately disqualified from employment by Tequesta. Any employee who refuses to submit to drug and alcohol testing when required under this Policy, or who alters, adulterates or otherwise interferes with drug testing collection, samples, or analysis is subject to immediate termination and may forfeit medical and/or indemnity benefits under Florida's Worker's Compensation statute. Local Emnloyee Assistance Program: If you are experiencing problems with drugs and alcohol, you are encouraged to contact an Employee Assistance Program or Rehabilitation Program. The following are representative Employee Assistance Programs or Drug Rehabilitation programs that are available to you within the locality: High Point 5960 SW 106 Avenue Cooper City, FL Transitions Recovery Program 2040 NE 163 Street Miami, FL 1-800-626-1980 The Retreat 555 SW 148 Avenue Sunrise, FL 800-366-8466 The Center for Family Services of Palm Beach County Inc. 12300 Alt. AIA, St. 203 Palm Beach Gardens, FL 33410 The Savannas Treatment Center 11211 Prosperity Farms Road St. B-202 Palm Beach Gardens, FL 33410 561-622-8875 Effective Date of Policy: The Village of Tequesta's Drug-Free Workplace Policy is effective June 15, 1998. No testing will be done before this date. DRAFTED:RLG/July 15, 2005, 3.12 Drug Free Policy APPROVAL: MICHAEL COUZZO, MANAGER TEQUESTA, FLORIDA VILLAGE OF TEQUESTA PERSONNEL POLICY TITLE: DISCIPLINE POLICY: 3.13 EFFECTIVE: November 12, 2007 options: a) Oral and/or written reprimand b) Suspension c) Probation d) Disciplinary demotion e) Dismissal REVISED: NEW PAGES: CONTENTS : This policy consists of the following numbered sections: I. Policy Statement II. Disciplinary Procedures III. Types of Offenses and Examples of Disciplinary Actions PURPOSE: To establish a policy and procedure for disciplining employees. I. POLICY STATEMENT: While the Village of Tequesta is committed to attracting, recruiting and developing individuals of the highest standards and integrity, it recognizes the need to discipline employees who conduct themselves in a manner that is detrimental to the well-being of other employees, the Village and its various customers. The disciplinary policy also seeks to promote consistency in the treatment of similar offences. It is the Supervisor's responsibility to bring to the attention of the employee, any problems with his/her personal or work habits, attitudes or productivity, at the time that the deficiencies are observed, in a constructive and reasonable manner, and to advise the Village's management where further assistance is required in resolving these problems. Disciplinary procedures, depending upon the severity of the offense/problem, consist of a progression of steps of an increasingly serious nature. Subject to the employee's right of appeal, a Department Head has the following options for disciplining employees, which may involve any or a combination of these II. DISCIPLINARY PROCEDURES: Oral and/or Written Reprimand Unless the severity of the incident or offense warrants a more strict response, an oral or written reprimand is normally the initial action. A written reprimand should explain the necessary corrective action and indicate that severe measures will be taken if the problem occurs again. A copy of the written reprimand is filed in the employee personnel record in the Department and in the Administrative Office. A second written reprimand may be appropriate, depending on the type, frequency and severity of the offense and is at the discretion of the immediate Supervisor and/or the Department Head. Probation An employee may be put on probation by a Department Head as a disciplinary action. The probation period is recommended by the Department Head and along with any additional extensions. The Department Head should prepare a written statement of the reason for and expected duration of the probationary period and submit to the Village Manager, through the Human resources department. Evaluations should be processed at appropriate intervals, and, where the employee demonstrates satisfactory improvement, the Department Head can successfully terminate the probationary period Where the probationary period is not successfully completed, the employee will be terminated. Suspension A suspension is a temporary relief of duties without pay and may be the first action taken in serious situations. Department Heads may recommend the suspension of employees under their supervision for periods ranging for between one (1) day to one (1) week, not to exceed 30 days in a 12 month period. If a suspension is determined to be the best course of action to protect the interests of the Village, the employee may also be removed from duty, pending a decision to terminate. A decision to terminate will normally be made within the 30 day period. Police Department suspensions may vary from this procedure according to State Statute. A written statement will be prepared by the Supervisor or Department Head in cases of suspension, specifically stating the length of suspension, and the reasons for the action. Notice of the charge(s) against the employee must be specific and contain dates and sufficient detail to allow the employee to properly prepare a response. The statement shall be submitted to the employee within twenty-four (24) hours of the first day the suspension. becomes effective, including holidays and weekends. The notice shall be delivered in person or by legal service of process or by certified mail. The 30-day limit on suspensions without pay may be extended by the Village Manager when court action, an investigation or a trial is pending against an employee. If an employee is determined to be innocent of the charges, and has not otherwise engaged in conduct subject to dismissal, he/she may be returned to duty and the matter of retroactive pay will be decided by the Village Manager on the merits of the individual case. Disciplinary Demotion A demotion for disciplinary purposes is a permanent reduction in pay and/or job classification. A disciplinary demotion occurs when a regular employee is demoted by his/her Supervisor with the approval of the Village Manager because he/she is not adequately performing the requirements of the job. The Supervisor must state the reasons for the demotion in writing and the rationale for determining that the employee will adequately perform the duties of the new position. A copy of the demotion statement is filed in the employee's file in the Human Resources Department. The employee's salary will be adjusted to the average salary for the same or similar positions and may not be less than the minimum of the range for the new position. Dismissal A regular employee may be dismissed by the Village Manager, upon the recommendation of the Department Head, as appropriate. Dismissals are discharges or sepazations made for just cause, including, but not limited to misconduct, inability to perform assigned duties, insubordination, or willful violation of applicable rules and regulations. Dismissal of a regulaz employee is effective only after the person being dischazged has been presented with the reasons for the discharge specifically stated in writing. III. TYPES OF OFFENCES AND EXAMPLES OF DISCIPLINARY ACTIONS: The following listings are not intended to be all inclusive. It is impossible to anticipate all potential infractions and so the groupings are intended to illustrate the general disciplinary avenues available to Supervisors. Groua 1 151 Offense - Oral Reprimand 2"d Offense - Written Reprimand (record on file for one yeaz) 3`d Offense - Suspension up to one week without pay 4`h Offense - Dismissal Examples: • Excessive tardiness/absenteeism • Neglect or cazelessness resulting in damage to Village property • Incompetence • Rudeness or discourtesy to fellow employees or to the public • Unexcused absence(s) • Failure to follow oral or written instructions • Misconduct while on duty • Behavior at any time which reflects an unacceptable public image for the Village of Tequesta • Smoking or using naked flames in a prohibited azea • Failure to wear uniform supplied by the Village in the prescribed manner • Entertaining personal visitors on the Village's property for extended periods without permission • Unauthorized loading of software unto Village computers or unauthorized copying of software from Village computers • Unauthorized use of computers for personal work. 2 Groua 2 1 S` Offense - Suspension - up to one week without pay 2"d Offense - Dismissal Examples: • Willful failure to use safety equipment or comply with safety rules • Neglect or carelessness resulting in injury to others or more than minor damage to property • Improper use of sick leave • Failure to report accidents or personal injuries including those occurring while off-duty • Intimidating or threatening a co-worker, resident or Village customer • Sleeping on the job • Committing the Village to financial and/or other obligations without prior authorization. Group 3 I S` Offense -May result in dismissal Examples: • Gambling on Village property • Conviction of a felony • Being under the influence of intoxicants while on-duty • Insubordination, intentionally failing to carry out instructions • Absent without leave • Unauthorized taking, destruction or misappropriation of Village property or funds • Falsifying of records or information, lying • Possession, use or sale of alcoholic beverages/illegal drugs while on Village property or in Village equipment/automobiles • Tampering with or falsifying any company documents or records or deliberately giving false information for Village record • Receiving bribes or bribing anyone in relation to the Village's business • Improperly using one's position as a member of staff for private advantage • Unauthorized possession of firearms on Village property. DRAFTED : MR/Aug 1, 2007/Filed: Discipliue3.13 APPROVAL: MICHAEL COUZZO, MANAGER TEQUESTA, FLORIDA VILLAGE OF TEQUESTA PERSONNEL POLICY TITLE: COMPENSATION POLICY: 4.1 EFFECTIVE: July 1, 2004 li-I/I-6r1a ••_E4 ~tiED. n ni ~ n< <~n~..,.ti ~~~ ~3A(}'~ November 12, 2007 New^'~~ employees vw-Ilare ordinarily ~ paid based on the required knowledge, experience and ability, the variety and scope of their responsibility, and the physical and mental demands of the job, factors which are summarized in the job descriQtions.t#~e '''° ~°«° °°'°^~ ... ., °a ~,,.,~,° v•ii., ° nn~ Promotions: See related Administrative Policy. PACES: CONTENTS : This policy consists of the following numbered sections: I. Policy Statement II. New Employees III. Cost-of-Living IV. Performance Pay Increases V. Classification Plan PURPOSE: To establish policy and procedures for compensating Village employees. I. POLICY STATEMENT: p Y g .,.ter" ~~~, It is the olic of the Villa e '~ ~"~~ ^'~~ *^ °:~*^"'~~•"to maintain a compensation system that will allow the Village to effectively compete for and retain qualified personnel and to ensure that salaries are equitable and commensurate with the duties performed by each employee.. while recognizing individual effort and contribution to the achievement of the Villagz's goals.. T;TSala schedules are developed for all positions and shall be adopted by the Village Councih unless specitically stated in ~^~' °"^" ^^°'~~ *^ ^" en~~ees net se¢ered-;?y a labor contract. Employees covered by labor contract shall be compensated as referenced in the applicable labor agreement. Copies of labor agreements are available for viewing in the Human Resource Office. II. NEW EMPLOYEES: Demotions: See related Administrative Policy Transfers: See related Administrative Policy III. COST-OF-LIVING: Cost-of-living adjustments/salary modifications may be granted by the Village Council upon recommendation by the Village Manager from time-to-time. To coincide with budget preparation and to ensure consistency, the month of May will be selected annually in determining the COLA. IV. PERFORMANCE PAY INCREASES: Employees may be eligible for an annual performance pay increase. Eligibility requires an annual performance rating equal to or greater than "average". Performance pay adjustments are effective October 1 of each year. Employees must have successfully completed their probationary period to be eligible for such an increase. An emplo_ ey e's pay may not fall below the bottom of the pay range, nor exceed the top of the pay range. V. CLASSIFICATION PLAN: Jobs with similar duties and responsibilities are assigned to the same salary level. The Human Resource office conducts periodic studies of various jobs when there is an indication the employee is working above or below the established responsibilities for that position. These studies are normally initiated at the request of the Department Head, but can also be initiated by the Human Resources department. and are conducted in accordance with the Administrative Policy on Reclassifications. Maintenance of the Salary Plan: The Human Resource office shall be responsible for the continuous maintenance and administration of the Village's Compensation Plan. The review will include an analysis of prevailing rates of pay for similar positions in comparable labor markets, organization, cost-of-living factors, budgetary considerations, and other related factors. On the basis of this information, the Human Resource Director shall recommend reclassifications to keep the plan current. Such changes shall be approved by the Village Manager and shall be submitted in the annual budget to the Village Council. DRAFT'ED:RLG/Feb13,2004/Files:Compensation 4.1 APPROVAL: MICHAEL COUZZO, MANAGER TEQUESTA,FLORIDA 2 No Text VILLAGE OF TEQUESTA PERSONNEL POLICY time off granted to an employee in lieu of overtime for hours worked which exceed 40 hours during the regularly scheduled work week. TTTLE: COMPENSATORY T111~lOVERTIME POLICY: 4.2 EFFECTIVE: July 1, 2004 ki l? pl ,-ALL=IkRR-E 41 51sIIR EPLAC F,S: 4ak(~{Mareh~A91j 3.10 (March 20011 RF.tiTSED~ November 12.2007 Aril-i~0~~ PAGES: 1 CONTENTS: This policy consists of the following numbered sections: I. Policy Statement II. Responsibilities PiTRPOSE: To establish policy guidelines for the recording, utilization, and auditing of overtime and compensatory time performed by non-e~;empt_employees of the Village. ~n keenim~ with the Fair Lahor Stand<uds r\ct. I. POLICY STATEMENT: A. FLSA: This policy shall not be interpreted so as to contravene the provisions of the Federal Fair Labor Standards Act (FT.SA). Union employees shall receive overtime pay in accordance with their labor agreement. B_F~- -Overtime: Overtime shall be defined as all work performed in excess of 40 hours during the regulaz the work week. Overtime shall be paid at a rate of one and one-half times the employee's straight time hourly rate, _ T'he following do not count__when calculating overtime. i© e~lti~= • Sick leave Holidays not worked • Personal days Bereavement leave D. Upon request of the employee, the Village may grant compensatory time off in lieu of paid overtime at its discretion at the rate of one and one-half times the hours worked. E. Compensatory time off may be accumulated to a maximum of 80 hours to be used at a later time upon mutual agreement. F V4'here a State of Emer~ency is declared locally, refer to the "Compemation Policy" of the Village's Comprehensive Emergency Management Plan, _ which ti ~ersedes this policy in respect of essential personnel. IL RESPONSIBILITIES: A. Department Heads: 1. It shall be the responsibility of each Depattrnent Head to equitably administer the provisions of this policy within their respective departrnents. 2. Department Heads are the authorized authority for the approval of Overtime requests. It shall be the responsibility of the Department Head to detemvne whether overtime or compensatory time be granted to the employee when compensatory time u requested in lieu of overtime by the employee. 3. artment Heads shall ensure that all overtime and ----- - - -- - "- "-" l compensatory time earned and used is recorded on the propera ~ Formatted: Bullets and Numbering _ _ _ i, ~----- payroll report. 4. Department Heads will have discretion in the utilization of overtime within their departments. Temporary adjustments in working hours or realignment of duties within the department should be considered as alternatives to the urea of overtime. i`Formatted: Bullets and. Numbering J B. Individual Employee: It is the responsibility of the individual employee to request compensatory time th lieu of overtime if so desired. C. Compensatory Time: Compensatory time is defined as 1 C. Finance Department 1. The Finance Department shall ensure that a permanent record of overtime%ompensatory time acx[ued and used is kept a~n all employees based on irrt'atmetion provided by Department Heads, and that the proper financial lransactiorB are completed at the end of each pay period. 2. Upon seperatian from employment, the Human Resource Deparhnent shall ensure that eligible employees are paid all unused compensatory time. DRAFTED: RLO/Fe613, 201M/llkd: Ovate 41 APPROVAL• MICAAEL COUZ7.0, MANAGER 7'EQUESTA, FLORIDA PAMEY: 4.11 Do„„„~r~ F r .. ,..L. o,.L~ ..,d.,......o ..F rl.e .. „1.,. .. /ll D~.,.,:.d :..~ L.:~/L.or Flo...,.-r.v.o«.t L-ion.] .,;t1. ~~~~' rD-ajr-E~Vt'kH6cS~vi-Y$Gfr~}6TrPRTT1~A7-°~ST~"Tr`°~ pi-vi'ia°v~ rH3niiv~vi-~zrcmvr~r-iS-"pr~"vT"caca~rm ~DDDl1V A i A,li/"LAL'1 !`nil77n n,iAAiA!`cD s TCniiCCTA L'1 nDillA VILLAGE OF TEQUESTA PERSONNEL POLICY TITLE: SICK LEAVE POLICY: 5.1 EFFECTIVE: July 1, 2004 REVISED: November 12 2007 PAGES: 3 time used during the first six months of employment, shall be reimbursed back to the Village if the employee fails to successfully complete probation. This deduction will be withheld from the employee's final paycheck at the time of separation. II. ACCRUALS AND BENEFITS: CONTENTS : 'T'his policy consists of the following numbered sections: I. Policy Statement II. Accruals and Benefits III. Notification IV. Sick Leave Usage V. Employee Responsibilities VI. Sick Leave Sharing VII. Sick Leave Buv Back V 1 I I .Termination PURPOSE: To establish guidelines for the use of sick leave for personal illness and on-the job injuries for Village employees. 1. POLICY STATEMENT: General. All full-time and part-time employees shall be entitled to sick leave as follows: Sick leave shall accrue as provided herein from the date of initial employment. Un-represented full-time employees shall be granted sick leave at the rate of eight (8) hours for each calendar month of service. The accrual of sick leave for represented employees shall be in accordance with the applicable collective bargaining agreement. Part-time employees who re~iilarly wort: 30 or more hour, per week ,hallrxay be granted sick Icave at a pro rata rate of six 6 hours for each calendar month of service. Part-time cmplovices who reeularly work k~, than i0 hours ncr week are not entitled to sick leave. Any accrued sick Sick leave granted and not used shall accrue to the credit of each such employee, up to a maximum total accumulation of one thousand sit-t~~o hundred and ninety six (~FiA01 ?96) hours. ~;vc,-~~~~~ .i -i,..n ti., .~,t .tea « ., n noi~ ...~ r' i felleiw~ In any case in which an employee shall be entitled to,. benefits or payments under the Workers' Compensation Act or similar legislation of the State, or any other governmental unit, the Village shall pay the difference between the benefits and payments received under such Act by such employee and the regular rate of compensation he would have received from the Village if able to work. The foregoing payment or contribution by the Village shall be limited to the period of time that such employee had accumulated sick leave credits as hereinabove specified. Furthermore, the sick leave benefits herein specified shall not be applicable to any employee who is covered by any relief and pension act or similar legislation providing for sickness and/or disability payments, or the State, granting substantially equal or greater benefits than herein provided. Sick leave shall not accrue during leaves of absence without pay. III. NOTIFICATION: When any employee utilizes sick leave he/she must notify his or her Department Head or designated supervisor immediately. Notification should be 1 --" Formatted: Bullets and Numbering within 30 minutes after the beginning of the scheduled workday. Failure to do so may result in denial of sick leave pay and disciplinary action, if appropriate. The employee should also let the supervisor know when he/she expects to return to work. Police and Firefighters have more stringent notification requirements because of their need to provide adequate shift coverage. A full-time employee who is on sick leave as above specified for a period of #'rve-three (3~ days or longer shall, bring a doctor's release statement indicating any work restrictions. An employee who is on disability or sick leave shall keep his/her supervisor advised on a daily basis as to the employee's condition and expected date of return to duty. If requested, the employee shall provide a doctor's certificate stating the cause of the absence and the nature of the illness before sick leave payment is authorized. IV. SICK LEAVE USAGE: Sick leave benefits shall apply to bona fide cases of sickness, accidents, doctor or dental appointments, maternity leave, and requests for the employee's presence by immediate family, doctor or clergy due to family illness or emergency. Sick leave shall be rounded off to the neazest half hour. No sick leave will be given to an employee in excess of the amount earned and available to the employee. When an employee is transferred to another position, any unused sick leave which may have accumulated to the employee's credit shall transfer with the employee. An employee may utilize vacation time when sick leave has been exhausted, with authorization from their Department Head. Earned sick leave accruals must be exhausted prior to taking an unpaid medical leave of absence. V. EMPLOYEE RESPONSIBILITIES: It is the responsibility of each Department Head or designated supervisor to ensure the provisions of this policy are observed. Corrective action should be 2 taken in instances of suspected abuses or misinterpretation of the utilization of sick leave. Department Heads will ensure that any sick leave used will be reflected with the submission of time sheets. It is the responsibility of the Human Resource Director to ensure that proper accountability of sick leave is kept on all eligible employees. This shall include keeping a record of accruals and utilization. Departments may establish more restrictive sick leave procedures as long as they aze not in conflict with applicable labor contracts and aze necessary for the effective operation of the department. VI. SICK LEAVE SHARING: The Village Manager may permit afull-time or part- time employee to receive sick leave donations from other qualified employees under this subsection if: 1. The employee suffers from an illness, injury, impairment, or physical or mental condition which is of an extraordinary or severe nature and which has caused, or is likely to cause, the employee to: (a) Go on leave without pay status; or (b) Terminate Village employment, 2. The employee's absence and the use of shared sick leave aze justified. 3. The employee has depleted or will shortly deplete his or her annual vacation leave and sick leave reserves. 4. The employee has abided by all personnel rules regazding sick leave use. The Village Manager shall determine the amount of sick leave, if any, which an employee may receive under this section. However, an employee shall not receive, in donations, a total of more than seven hundred and twenty hours (720) of donated sick leave. Donated sick leave shall be utilized in the order of receipt by the Village Manager. Such leave shall be donated in eight (8) hour increments. The amount of sick leave time transferred under this section which remains unused shall be returned to the employee or employees who transferred the leave at the time the Village Manager finds that the leave is no longer needed or will not be needed at a future time in connection with the illness or injury for which the leave was transferred. VI1. SICK LEAVE Bll}~ RACK Effective December I of each fiscal year, any eligible employee who has been continuously employed for at least twelve (12) months and who has an accrued sick leave balance of 480 hours, and who has taken no more than forty (40) hours of sick leave during the the twelve (12) month period immediately preceding December 1 of each fiscal year, may surrender 40 hours for cash payment at one hundred percent (100%) of their current hourly rate. Any additional eligible hours may be redeemed at fifthpercent (50%) of their current hourly rate. However, employees must have at least 360 hours of sick leave remaining afrer surrendering sick leave for cash payment, to be eligible to buy back sick leave under these provisions. V111. "'~. -TERMINATION: Employees who resign with the proper two-week notice, who have not been terminated tier cause 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. "femporar~~ ~mplo~ues and_Interim Fircliehturs are not ~I~le lix sick leave payment. 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 of 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. Twenty (20) or more completed years of employment - 50 percent reimbursement for sick leave. DRAFTED : RLG/Dec 29,2003/Filed: Sick Leave 5.1 APPROVAL: MICHAEL COUZZO, MANAGER TEQUESTA, FLORIDA ' I Formatted: Bullets and Numbering ~--- 'Formatted: Bullets and Numbering Ten (]0) through nineteen (19) completed years of employment - -U?-~0_percent reimbursement for sick leave. No Text VILLAGE OF TEQUESTA PERSONNEL POLICY TITLE: VACATION LEAVE POLICY: 5.2 EFFECTIVE: July 1, 2004 REVISI~:DPLACED: ; 2(10~"~November 12, 200'7 PAGES: Unless specified otherwise in an applicable collective bargaining agreement, an employee may accumulate up to a maximum of 320 hours (40 days) accrued vacation leave. Vacation time earned in excess of said maximum limit shall be used prior to October 1 of each year or forfeited. On September 1 of each year, employees with vacation accruals in excess of 160 hours, may surrender some or all of their excess hours for cash payment at their hourly rate of pay, Employees must use 80 hours of vacation time per year, to be entitled to surrender hours for cash. CONTENTS: This policy consists of the following numbered sections: I. Policy Statement II. Full-Time Employees III. Part-Time Employees IV. Approval Process PURPOSE: To outline vacation policy for employees. To assure that vacation schedules are made with full reference to the operating needs of the Village. To provide for a procedure of approval and communication. POLICY STATEMENT: After completion of the initial probationary period, employees are eligible to use vacation leave. After the successful completion of the probationary period, employees are credited the amount of vacation leave accrued from the date of hire. An employee who separates from employment prior to the successful completion of the probationary period is not entitled to a payout for any vacation leave. Vacation leave is accrued at the following rates: II. FULL-TIME EMPLOYEES: Date of hire through fourth (4) year- 10 days/80 hrs. Fifth (5) year through ninth (9) year-15 days/120 hrs Vacation leave shall be expended in increments of not less than twe-four (~4_) hours. Vacations shall be scheduled at such times as the Department Head approves and finds most suitable after considering the wishes of the employee and the requirements of the department. III. PART-TIME EMPLOYEES: Vacation Leave for Part-Time Employees: part-time employees who separate from the Village may receive compensation at their regular rate of pay for each hour of vacation earned. Part-time employees who regularly work (30 or mere hours a week, -^~~~ shall accrue vacation at the rate of ~9~'~2.4615 hours per pay period or sixty four (64) hours per year. TRANSFERS. If an employee transfers from one department within the Village to another, the vacation leave credits shall also be transferred. The established period of determining vacation credit will be from the employee's date of hire. Vacation credit earned by an employee cannot be transferred to another employee. Temporary employees shall not earn vacation nor be entitled to vacation upon termination of their employment, with the exception of Interim Firefighters, who are entitled to vacation based on the terms of their contract. Tenth (] 0) year or more - 20 days/160 hrs. Represented employees earn vacation time in accordance with their respective union agreement. Vacation leave will not accrue while an employee is on leave of absence without pay. Accrued and unused vacation leave may be used to supplement sick leave if the employee has exhausted sick leave accruals. Paid holidays occurring during vacation are not charged to vacation. IV. APPROVAL PROCESS: 1. Department Heads are responsible for managing the vacation schedules in their departments and for administering the provisions of this policy. Where an employee formally requests vacation and a manager does not approve it, the employee shall not be subject to the forfeiture clause in Section II above. The manager shall then advise the Human Resources department in writi~, of the reasons for the refusal, which must show the department's exigencies which required such action. 2. The Village Manager shall approve all vacation schedules for Department Heads. 3. Vacation approvals by Department Heads and by the Village Manager shall be made only when the efficiency of Village operations will not be adversely affected. Unless approved by the Village Manager: a. A Department Head and next ranking employee cannot take vacations at the same time, and b. No more than three (3) Department Heads shall take vacation at the same time. DRAFTED: RLG/Feb 03, 2004/Filed: Vacation 5.2 APPROVAL: MICHAEL COUZZO, MANAGER TEQUESTA, FLORIDA 2 No Text VILLAGE OF TEQUESTA PERSONNEL POLICY Sauirda~/Sunday, the holidays will be observed on the followin¢ Monday and Tuesday. TITLE: VILLAGE HOLIDAYS POLICY: 5.3 EFFECTIVE: July 1, 2004 REV'la~Csa'4-viF_.. ~.NB i~ylneeit ~~ia~iiA~i 3w~November 12, 2n07 PAGES: 1 CONTENTS: This policy consists of the following numbered sections: 1. Policy Statement PURPOSE: To provide a policy for uniform administration of standard Village holidays. 1. POL,IC1' STATEME\°I': The Village shall celebrate the following holidays off with pay for full-time and part-time non-union employees: NEW YEAR'S DAY -January 1 MARTIN LUTHER KING - 3rd Monday in January PRESIDENT'S DAY - 3rd Monday of February MEMORIAL DAY -Last Monday of May INDEPENDENCE DAY -July 4 LABOR DAY - 1st Monday of September VETERAN'S DAY -November 1 1 THANKSGIVING DAY-4th Thursday of November DAY AFTER THANKSGIVING CHRISTMAS EVE DAY -December 24 CHRISTMAS DAY -December 2 NEW YEAR'S EVE- December 31 In the event a holiday falls upon a Sunday, the following Monday shall be deemed to be the legal holiday. In the event the legal holiday falls on a Saturday, the preceding Friday shall be deemed to be the legal holiday. Where December 24~~' and 25~' and December 31' and January I~' fall on a Part-time employees shall receive a pro rata share of compensation at their regular straight time hourly rate for each approved holiday. If any holiday mentioned above falls on an employee's regularly scheduled day off, the employee shall be compensated either through holiday pay or holiday compensatory time. When a holiday falls within a period of paid leave, the holiday shall not be counted as a leave day in computing the amount of leave debited. Non-exempt employees required to work on any designated holiday shall receive overtime pay in addition to the holiday pay. DRAFTED: RLG/Feb 12, 2004/Filed: Holidays 5,3 APPROVAL: MICHAEL COUZZQ, MANAGER TEQUE5TA, FLORIDA Formatted Formatted ~FOrmatted '`Formatted 1 No Text VILLAGE OF TEQUESTA PERSONNEL POLICY 1) the birth or placement of a child for adoption or foster care; T[TLE: FAMILY OR MEDICAL LEAVE (FMLA) POLICY: 5.7 EFFECTIVE: July 1, 2004 RE3'1~{~l-1PLACED: ~n~ "~~-- :..,~."-^'' ?,F)F11-~tN'+~-}. ~3f>Eg5,U2 y1arch _'U01 Rl:y'ISFD: Nnccmber 12, 20117 PAGES: 3 2) to care for an immediate family member (spouse, child, or pazent) with a serious health condition; or, 3) to take medical leave when the employee is unable to work because of a serious health condition. 4) a serious health condition, which shall be defined as an illness of a serious and long-term nature resulting in recurring or lengthy absences. Treatment of such an illness would occur in an inpatient situation at a hospital, hospice, or residential medical care facility, or would consist of continuing care provided by a licensed health care provider. CONTENTS: This policy consists of the following numbered sections: I. Policy Statement ll. Covered Reasons IIL Employee Eligibility IV. Calculation of Leave V. Procedures PIiRPOSE: To establish a policy and guidelines for the use of family or medical leave for Village employees. POLICY STATEMENT: General. As provided by the 1993 Family and Medical Leave Act (FMLA), all eligible employees shall be entitled to take up to 1 Z weeks of unpaid, job-protected leave during any 12 month period for specified family and medical reasons. 'I'bis policy is in(gnde~l to folluu the PIVIIA. including the terms and delinitions ~cnerdl~ a~ntained therein. II. COVERED FAMILY OR MEDICAL REASONS An eligible employee shall be entitled to 12 weeks of unpaid leave during a 12-month period for one or more of the following reasons: An employee may take leave if a serious health condition makes the employee unable to perform the functions of his/her position. Employees with questions about whether specific illnesses are covered under this policy or under the Village's sick leave policy are encouraged to meet with a representative from the Human Resource Department. Ill. EMPLOYEE ELIGIBILITY. An employee shall be entitled to family leave when he/she meets the following criteria: 1) The employee has worked for at least ]2 months for the Village. The twelve months need not have been consecutive. (If the employee was on the payroll for part of a week, the Village will count the entire week. The Village considers 52 weeks to be equal to twelve months.) 2L2}-The employee has to have worked for thet employer for at least 1,20 hours over the 12 months before the leave would begin. ~3)If both an employee and his/her spouse are employed by The Village of Tequesta, their combined time off may not exceed 12 work weeks during any 12 month period for birth, adoption, or foster care, or care of a parent with a serious health condition. Each spouse is, how~cver. clicible for the full 12 weeks within a Formatted: Bullets and Numbering 12 month neriod to care Iiir a son. daughter, or spouse with a serious health condition. iV. CALCULATION OF LEAVE. Eligible employees can use up to 12 weeks of leave during any 12 month period. The Village will use a rolling 12 month period measured backwazd from the date an employee uses any FMLA leave. Each time an employee uses leave, the Village computes the amount of leave the employee has taken under this policy, subtracts it from the 12 weeks, and the balance remaining is the amount the employee is entitled to take at that time. For example, if an employee has taken 5 weeks of leave in the past 12 months, he or she could take an additional 7 weeks under this policy. Use of Paid and Unpaid Leave. ]fan employee has accrued paid leave of less than 12 weeks, the employee will use paid leave first and take the remainder of the twelve weeks as unpaid leave. If an employee uses leave because of his/her own serious medical condition or the serious health condition of an immediate family member, the employee will first use all paid vacation, personal or sick leave, and then will be eligible for unpaid leave. An employee using leave for the birth of a child will use paid sick leave for physical recovery after childbirth. The amount of sick leave utilized after this point will be decided on a case by case basis. The employee then may use all paid vacation or; personal ^ leave, and then will be eligible for unpaid leave for the remainder of the 12 weeks. An employee using leave for the adoption or foster caze of a child will use all paid vacation or, personal oF-family leave first, and then will be eligible for unpaid leave for the remainder of the 12 weeks. Intermittent Leave and Reduced Work Schedules In certain cases, intermittent use of the twelve weeks of family or medical leave or a part of a reduced work week may be allowed by the Village. Employees wishing to use leave intermittently or to utilize a reduced work week for birth or adoption purposes will need to discuss and gain approval for such use from the employee's Department Head and the Human Resource Department. serious medical conditions whenever +HS-~+edieal~l-y necessary. If the need to use leave is foreseeable and based on preplanned and prescheduled medical treatment, then the employee is responsible to schedule the treatment in a manner that does not unduly disrupt the Village's operations. This provision is subject to the approval of the health care provider. The Village of Tequesta may require an employee on intermittent leave to transfer temporarily to an available alternative position for which the employee is qualified, if the position has equivalent pay and benefits and better accommodates recurring periods of leave than the employee's regular position. On agreement between the employee and the Village, an employee may choose to take family leave on a reduced leave schedule. This may involve reducing his/her usual number of hours per work day or work week during the leave. The duration of the leave will remain at a,12 week maximum. V. PROCEDURES: Procedure for requesting leave. All employees requesting leave under this policy must complete the Family/Medical leave form available from the Human Resource Department. When an employee plans to take leave under this policy, the employee must give the Village 30 days notice. If it is not possible to give 30 days notice, the employee must give as much notice as is possible. An employee undergoing planned medical treatment is required to make a reasonable effort to schedule the treatment to minimize disruptions to the Village's operations. While on leave, employees are requested to report periodically to the Village regarding the status of the medical condition, and their intent to return to work. Where the employee is injured on the iob and is out from work under workers' compensation, time towards FMLA will coincide with the time off under workers' compensation. If the employee is unable to return to work in the time specified in the Villa e's FMLA policy, the Medical No-Pay Leave of Absence policy. or as specified in the union contract, employment with the Village will be terminated. Employees may also use family or medical leave intermittently or as part of a reduced work week for 2 Procedure for'.Votice and Certification of Serious Health Condition. On occasion, the Village may require the employee to provide notice of the need to utilize leave (where it is possible to know beforehand) and/or may require the employee to provide certification of an employee's or immediate family member's serious health condition by a qualified healthcare provider. Qualified health Gaze providers include: doctors of medicine or osteopathy, podiatrists, dentist, clinical psychologists, optometrists, and chiropractors, nurse practitioners and nurse-midwives authorized to practice under State law and performing within the scope of their practice under state law; and Christian Science practitioners listed with the First Church of Christ, Scientist in Boston, Massachusetts. When seeking certification of a serious medical condition, an employee should ensure that the certification contains the following: l) Date when the condition began; expected duration; diagnosis; and a brief statement of treatment. 2) If employee is seeking medical leave for his/her own medical condition, certification should also include a statement that the employee is unable to perform the essential functions of the employee's position. 3) For a seriously ill family member, the certification should include a statement that the patient requires assistance and that the employee's presence would be beneficial or desirable. 4) If taking intermittent leave or working a reduced schedule, certification should include dates and duration of treatment and a statement of medical necessity for taking intermittent leave or working a reduced schedule. If deemed necessazy, the Village may ask for a second opinion. The Village will pay for the employee to get a certification from a second doctor, which the Village will select. If there is a conflict between the original certification and the second opinion, the Village may require the opinion of a third doctor. The Village and the employee will jointly select the third doctor, and the Village will pay for the opinion. The third opinion will be considered final. ,Restoration to Position - Formatted -----------------------------------'. When an emplovee returns to work following a family leave, she/he must be: a. Restored to the position held by the employeet- when the leave began; or b. Restored to an equivalent (not comparable or similar) position with equivalent employment benefits, pay, and other terms and conditions of employment. If an emplovee would have been laid off had she/he not been on a family leave of absence, any right to reinstatement will he whatever it would have been had she/he not been on a leave of absence when the layoff occurred Effect nn Accrued Benefits Taking a family leave will not result in the loss of any emplovee benefit accrued prior to the date on which the leave began. An emplovee will not accrue any right, benefit, or position of employment other than one which she/he would have been entitled to had a leave not been taken Continuation of Employee Benefits An emplovee on a family leave may remain a participant in The Village of Tequesta's emplovee benefit plans throughout the duration of the leave, as if actively employed. She/he will be required to pay the same cost of coverage as if actively at work. If the employee fails to return to work at the conclusion of the leave, The Village of Tequesta may require the emplovee to reimburse it for the full cost of health care coverage during any period of unpaid leave. However, the employee may not be asked to reimburse The Village of Tequesta if she/he fails to return to work because of legitimate medical reasons or circumstances beyond the employees control; or because of the continuation. recurrence. or onset of a serious health condition DRAFTED: RLG/Mar 12, 2004/Filed: FM LA 5.7 APPROVAL: MICHAEL COUZZO, MANAGER TEQUESTA,FLORIDA Formatted: Bullets and Numbering VILLAGE OF TEQUESTA PERSONNEL POLICY TITLE: LEAVE OF ABSENCE POLICY: 5.8 EFFECTIVE: July 1, 2004 REVISEI)PLACED: ~IEW~4~,i1 L ~7November 12, 2007 PAGES: 2 CONTENTS: This policy consists of the following numbered sections: I. Policy Statement PURPOSE: 1) To establish procedures by which a-n-a regular, full-time employee, with over twelve (1?) months of continuous service, may request a leave of absence from employment with the Village; 2) To establish conditions of which approved requests for leave of absence are administered. I. POLICY SATEMENT: Requests for leave of absence without pay shall be in writing on a Personnel Action Form and shall state specifically the reasons for the request, the date desired to begin the leave, and the date of return. The request shall normally be submitted by the employee to the affected Department Head. The Department Head shall recommend to the Village Manager whether the request should be granted, modified, or denied. The Village Manager shall then make a decision based upon the best interest of the Village, giving due consideration to the reasons given by the employee, and the requirements of any applicable State and Federal laws. The Village Manager may grant a re~~ular, full-time employee a leave of absence without pay not to exceed ninety (90) days for non-medical purposes. Non-medical leave is unpaid leave time for career advancement, personal or family situations. Such leaves may be granted after vacation accrual has been exhausted. Sick leave accruals may not be used for non-medical leaves. Medical leave without pay may be granted for a period, which when combined with other leaves, may not to exceed six months. For unionized employees, the provisions of their union contract limit maximum time offs. Medical leave may be used for disability/illnesses (including maternity-related disabilities) which extend beyond the period of accrued sick leave and F'MI,A eligibility. (Vacation accruals must+~a-y also be used before starting an unpaid medical leave, after sick leave accruals are exhausted.) Requests for medical leave must be accompanied by documentation from the employee's attending physician. All leave requests, both medical and non-medical, will be routed to the respective department head for approval. Approved requests shall be forwarded to the Village Manager for review and concurrence via the Personnel Action Form. Under no circumstances may an employee use a leave of absence to work for another employer or to pursue self-employment. Leaves are designed to accommodate employees who have critical personal situations only. No sick leave, holiday, vacation benefits or any other fringe benefits shall accrue while the employee is on leave of absence without pay. T-k~e-gee's ,,.,.,...°, ~: :~ ,7 :.: :;hall be ad~u:;te:,~ t ; re tl~.~t t:'n,-l~"~gi~"' of the~bserte~ fer the--~r=~ses~priti-tag Any employee on an approved leave of absence may continue his or her medical, dental and life insurance coverage by paying the full cost to the Village in advance for each month or portion thereof of which he or she is absent, subject to limitations set by the insurance carrier. Upon expiration of the leave of absence, the employee shall be reinstated in the position held at the time the leave was granted or another equivalent position. Return from a medical leave of absence requires a health care provider's ~l~ys~i~i~atr'~ Upon extenuating circumstances, the Village Manageru~,~,oin~ may grant an extension of a leave period upon written request by the employee. Anv`~eh extension may not exceed theth~~e six months provision outlined above, nor any union contract provision limiting maximum time off the job, and will be based on departmental as well as employee considerations. Employees who fail to return to work on the date specified in the leave request without receiving an extension in advance are subject to disciplinary action up to and including termination. DRAFTED: RLG/Mar 15, 2004/Filed: Leave of Absence 5.8 APPROVAL: MICHAEL COUZZO, MANAGER TEQUESTA, FLORIDA No Text VILLAGE OF TEQUESTA PERSONNEL POLICY TITLE: PERSONAL DAYS DRAFTED:RLG/Jan 7, 2005/Personal Days 5.9 POLICY: 5.9 EFFECTIVE: January 1, 2005 REVISED: -~~i~~4107\ovember 12.2007 APPROVAL: MICHAEL COUZZO, MANAGER TEQUESTA, FLORIDA PAGES: I CONTENTS: This policy consists of the following numbered sections I. Policy Statement PURPOSE: To establish policy on the use of personal days. 1. POLICY STATEMENT: Each regular employee who works a typical eight (8) hour per day schedule or shift is entitled to three (3) personal days per year. These days are credited to employees on January 1 of each year and must be used before or on December 31 of the same year. Personal days do not accrue beyond the calendar year. Probationary employees shall receive personal days pro-rated from the time after which they become permanent employees. Personal days shall be scheduled and approved in advance. Three (3) additional days of personal leave per calendar year are provided to exempted employees who are not eligible to earn either overtime or compensatory time. Personal days are not eligible for payout upon termination. Employees may use personal days in minimum increments of four (4 hours. VILLAGE OF TEQUESTA PERSONNEL POLICY TITLE: TRAVEL EXPENSES POLICY: 6.I EFFECTIVE: July 1, 2004 REVISED: ~.1~7-fr~~rel--f(ht<>ber-,-2i,, -11n~1~ 3097August 10, 2007 PAGES: 2 CONTEN'f5: This policy consists of the following numbered sections: 1. Policy Statement l 1. Overnight Trips III. Local Travel and Expenses IV. Non-Allowable Expenses PURPOSE: To establish policy guidelines on Village reimbursement for expenses while on Village business. POLICY STATEMENT: It is the policy of the Village to co~~cr e~~nenses incurred bvr°~ ~~,,,,"m..-,-: ° employees for reasonable and necessazy expenditures made by employees while on official Village business., to include lodaine. meals and mileage. :~::~°°. '~ "° • „'' ~ --,' use other slleweble expenses en eeEuel east bas+s. ,4N ° ''~° ~ ° •°a ~°°°°'~°°~'° Requests for these expenditures ma} h~t~id_ in advance or as a reimbursement. Claims for reimbursement of travel expenses, other than mileage, shall be accompanied by invoices and/or receipts showing proof of payment of such claims. est. F„-t,~,° ,,°:', °°' ,, °,,, prrw-i did-l~+e a~ te+. II. OVERNIGHT TRIPS: LODGING, MF,.ILSAND MILEAGE. a-Lodging and Meals. HoteUmotel and meal expenses may be paid in advance by the Finance 1 Department. This requires a check request submitted by the appropriate department. If expenses are to be reimbursed it will be done on completion of the authorized travel and requires submittal of the proper claim. A -- Formatted: Indent: Left: 0", Numbered + Level: 1 + Numbering Style: a, b, c, ... + Stz at: 1 + Alignment: Lek + Aligned at: 0.5" + ' - -- - - - - - - -- Tab after: 0.75" + Indent at: 0.75", Tab stt reasonable class of accommodation shall be selected ~• 0.25", List tab + Not at 0.75" where choice is available. The single rate should be cleazly indicated on all receipts. Formatted: Indent: Left: 0" Formatted: Condensed by 0.1 pt b_Meal expense dajly r°~•-.-..~,~;r~:,;rt;~rates aze: Breakfast -- $ 6.00 Lunch -- $ 12.00 Dinner -- $ 18.00 c. Mileage Allowance. Employees who utilize their personal vehicles on travel assignments will be aid_the allowable Federal IRS Publication 1542 rate-~-~+trrertt-r•'~_ ~.,-~• °'~"~ arras, `~F) ~R~. Each employee who drives a private vehicle on Village business must have liability insurance on said vehicle. When two or more employees are attending the same seminaz, convention, or meeting, carpooling shall be practiced whenever possible. The actual speedometer reading or the results from a reliable mile calculator tool from Village Hall_ or home to destination and return to Village Hall or home mavvv+N be used for reimbuncments. Vdherc requests are submitted in advance of travel, the mile calculator print-out may be used to establish distance. The Village will only pav for direct travel from Village Hall or home to destination and back III. LOCAL TRAVEL AND EXPENSES: a. Local Mileage. No mileage will be' 1 Formatted: Bullets and Numbering paid for commuting from an employee's personal residence to Village Hall or a work station b. Local Meals. Reimbursement for meals will be allowed only where the employee is attending a seminaz or conference as a representative of the Village for a specific purpose, or where the employee's attendance will directly benefit the Village. The request for reimbursement of local meals should including the following information: (1) Date (2) Place (3) Meeting Attended (4) Specific Reason for Attendance Pazking Fees will be reimbursed by actual cost and receipts shall be presented where possible. If an employee reimbursement is necessary, the reimbursement will be handled by the Finance Department after the "Travel Expense" form is turned in. IV. NON-ALLOWABLE EXPENSES: 1. Tobacco. 2. Alcoholic beverages. 3. Entertainment. 4. Personal telephone calls to home (limited to one per day). 5. First class travel accommodations when economy or coach class aze available. 6. Fines, forfeitures or penalties. 7. Expenses of a spouse or other non-employee 8. Loss or damage to personal property. 9. Bazber, beauty pazlor, shoe shine or toiletries 10. Personal postage. DRAFTED: RLG/Feb 9, 2004/Filed: Travel Expenses 6.1 APPROVAL: MICHAEL COUZZO, MANAGER TEQUESTA, FLORIDA 2 No Text VILLAGE OF TEQUESTA PERSONNEL POLICY and supervisors in order that services rendered to the Village will be more efficient and effective. TITLE: TRAINING PROGRAMS POLICY: 6.2 EFFECTIVE: July 1, 2004 REVItiF.DP{ vC=EB: Ai-6","_°-~ l; 300~November 12, 2007 PAGES: 2 CONTENTS: This policy consists of the following numbered sections: I. Definitions II-E~Policy Statement III. Work Related Programs, seminars_ conferences, Conventions and Workshops IV. Tuition Reimbursement-HigherEducation Programs, including degrees and certifications INV. Procedure r r t~rr-n-v'^c^~a~,rb PURPOSE: To promote and facilitate training and career education which meets the dynamic needs of the Village. DEFINI"PIONS: As addressed by this policy, training is defined as any work related prf>gra+tr,seminar, conference, convention, course ~r workshop etr hi~~her education program _attended by an employee whose tuition and expenses are funded in whole or in part by the Village oFwhile the employee is in a paid status with the Village. Eligible employees for formal hi le for education elective programs and courses are defined as regular full-time or re ug lar part-time employees with a minimum of one (1) year continuous service. II. POLICY STATEMENT: L It is the policy of the Village to encourage and coordinate training opportunities for employees III. WORK RELATED PROGRAMS, SEMINARS, CONFERENCES, CONVENTIONS AND WORKSHOPS: The Village nonnall~pays for these programs in advance, provided that funds have been budgeted and an invoice is submitted from the organization. Where the employee pans for the program directly, any request for reimbursement will be processed after the employee has attended the program. Where a certificate of attendance or completion is given, a copy should be submitted to the Human Resources department. Except where the Village required attendance at these programs, employees will be required to renav the Village on a pro-rated basis, where they terminate------ Formatted: Bullets and Numbering employment within one (1) month of attendance. Time in attendance at these short programs areis considered trainin hours. iV TUITION REIMBURSEMENT- HIGHER EDUCATION PROGRAMS INCLUDING DEGREES AND CF,RTIFICATIONS: ?. Employees are encouraged to continue their formal education through participation in off-duty/non-working hours educational programs. Reimbursement for educational expenses incurred by such participation may be granted for job related courses with prior approval of the Department Head, provided funds have been budgeted for such reimbursement. Proerams must be approved in advance b~~ the department head and the Village Manager, using the Employee Tuition Assistance Request Form Any reimbursement shall only be after successful completion of the course/ program. Successful completion shall be defined as receipt of a certificate of satisfactory completion or a grade of C (2.0 grade point) or better in the case of academically rated courses (or attainment of pass in a pass/fail grading system.). Tuition reimbursement is for the course 1 only. un to a maxinuun of $3.000 per lisril veer, no reimbursement will be allowed for books, lab fees, 4. Employees who acquire Veining on their own travel expenses or material costs. Approval for tuition time and expense aze encouraged to notify the Human reimbursement shall only be allowed for courses Resource Office so the information can be noted in the offered by accredited colleges, universities or employee's personnel file. vocational training institutes. Request for reimbursement must be made within 30 days following the completion of the course of study. 1+a+n++K~ rr+n~tt~~.;, ~.,,~,~-~~vztFl w ava+Iat34e-~-e~tt}y rti...o o ..i. .,i,,, i,.,.., ~..a,n. ..i.,.,a .~.-, ~.~.,....:r.,,ye°,. 5. The Human Resource Office shall maintain an employee training history, and shall periodically audit training attendance and policy compliance. DRAFTED: RLG/Mar 22, 2004/Filed: Training Programs 6.2 Consideration of employee requests for tuition reimbursement is dependent upon budgetary constraints and the recommendation of that employee's Department Head. Time spent in attendance at these courses and higher education programs shall be considered the employee's personal time and is not counted as time worked. Where the employee terminates employment within six (61 months of attendance, the employee will be required to repay the Villa eg on a pro-rated basis. 3. It is the policy of the Village to maximize sehe+r;~•,cr~rete+rti•~~and transference of knowledge resultine from training provided by the Village. 4. This policy is subject to and limited by the conditions of an affected employee's labor contract. t"+N. PROCEDURE: 1. Attendance at training programs will be approved at the Department Head level, except as follows: a. Attendance at a training program involving out-of--state travel by an employee requires approval by the Village Manager prior to registration. 2. Any dispute regarding eligibility or the level of reimbursement may be appealed to the Human Resource Office for resolution. 3. Village-sponsored and required training shall generally be arranged during regularly scheduled work hours. A Department Head may change the standard work hours to accommodate or require attendance at such training activities. Such required training shall be recorded as time worked within the meaning of this policy. 2 APPROVAL: MICHAEL COUZZO, MANAGER TEQUESTA, FLORIDA No Text VILLAGE OF TEQUESTA PERSONNEL POLICY 1. Observe all Village safety and health rules ands--- apply the principles of accident prevention in my day-to-day duties. 2 Report any job-related injury illness or rp onerty damaee to my supervisor and seek treatment promptly. 3. Report hazazdous conditions (unsafe equipment floors, material) and unsafe acts to my supervisor or safety committee representative promptly. 4. Observe all hazard warning and no smoking siens 5. Keep aisles, walkways and working areas clear of slipping/trippinghgzards. 6. Know the location of fire/safety exits and evacuation procedures. 7. Keep all emereencv equipment such as fire extinQUisher, fire alazms, fire hoses, exit doors. and stairways cleaz of obstacles 8. Not report to work under the influence of alcoholic beverages or dNQS nor to consume them while on company premises. 9. Refrain from fightine, horseplay or distracting my fellow workers. 10. Remain in my own work area unless ] am authorized otherwise. 11 Observe safe operating procedures for all equipment 1 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 Formatted: Bullets and Numbering TITLE: SAFETY AND ACCIDENT PREVENTION POLICY: 7.9 EFFECTIVE: July 1, 2004 RE~~Iltaid'S.-:AQ i-C3: N$\1zr4aril ~7November 12, 2007 PAGES: 2 CONTENTS: This policy consists of the following numbered sections: I. Policy Statement II. Responsibilities PURPOSE: To establish guidelines and lines of responsibility for maintaining a safe and healthy work environment. I. POLICY STATEMENT The Village recognizes the need for the development of safe working practices for every employee and desires to promote on-the job safety by encouraging the proper design and use of buildings, equipment, tools, and other devices. Administration of the safety program should be the job of the supervisor. They should be constantly on the alert to observe and report unsafe working practices or existing hazardous working conditions with the aim of immediate correction. Each Department Head or supervisor shall make sure that the employee under his/her supervision is well acquainted with existing safety rules and shall see that the rules are uniformly enforced. Safety education of all employees shall be promoted by supervisors adhering to all safety rules. II. RESPONSIBILITIES: It is the responsibility of all employees to cooperate in making the safety program work. Employees must: 1 14. Be alert to see that all >?uazds and other protectiveF-- {Formatted: Bullets and Numbering devices are in their proper places prior to operatine equipment. 15. Not wear frayed, tornor loose clothing,_jewelry or long unrestrained hair neaz moving machinery or other sources of entanglement, or around electrical equipment. 16. Actively support and participate in the Village's efforts to provide a safe and healthy pro rg am .. 13e ' F ~~°a ~° ~-a ~"serve-esta~is4ted-sefo ~~ z wr,..:a ,.r .. ....s ,. .,a:«:,..... ~. ~..,...J wpc~ 4hey-di5eeveF rf Ai,.« _ .,.,1.. ,.«M,,. c:y a ~y;:ip,.:.,, ,• fly '.~~v ~v.~• •~~uiii:~i aid o Rn~ 8. R ert all ' o r~let~a ~ .u°°° Pp ~v ~nJciiiCS-o"rinnca.~cS~c~ ~. f~SSlSt Sd~Brk'i .o ~~i 'mo°ii--i.=rVvSir•:6Biioiro:F ,.:a,. ~ s ,.« c...a:., « F .,i« F IA Doa..:.. G,..,, ,. a'te' a• ~~b+ .... J 6~ J 'b flT@Rflef: The Employee's Safety and Health Committee meets at least quarterly to review accidents that have occurred, discuss recommendations for improved safety and formulate safety rules and procedures. A safety bulletin board will be provided for the display of safety meeting minutes, safety posters and other safety education material. A safety bulletin board will be maintained at each Village facility. Employees are encouraged to provide safety materialF for the safety bulletin boazd and safety meetings. Safety complaint/suggestion forms aze available from the members of the Health and Safety Committee. DRAFTED: RLG/Mar 15, 2004/Filed: Safety and Accident Prevention 7.9 APPROVAL: MICHAELCOUZZO,MANAGER TEQUESTA, FLORIDA Formatted: Bullets and Numbering Formatted: Bullets and Numbering No Text VILLAGE OF TEQUESTA PERSONNEL POLICY TITLE: ACCIDENT INVESTIGATION AND REPORTING POLICY: 7.10 C. Medical Emergency Procedure: Tequesta Fire/Rescue will be called in the case where the employee needs immediate medical attention. EFFECTIVE: July 1, 2004 REVISEDB: NI~WA.Dt~T-39(F7Ausust 10, 2007 PAGES: 2 CONTENTS: This policy consists of the following numbered sections: I. Policy Statement IL Reporting Procedures PURPOSE: To provide a system for reporting and following up on accidents and/or injuries. I. POLICY STATEMENT: A. Safety Orientation: All Village employees are to familiarize themselves with the reeeiv~an Employee Safety Responsibilities outlined in Personnel Policy 7.9 and outlined in the handbook. „L..,ev4. Do..~.,„„el Cao vi irr.vJ B. Accident Reporting and Purpose: All accidents, no matter how minor, shall be reported promptly to the immediate supervisor for evaluation/investigation. Since every accident includes a sequence of contributing causes, it is possible to avoid a repeat performance of the first event by recognizing and eliminating these causes. The removal of just a single cause can prevent a recurrence. During the supervisors evaluation he/she must determine the possible consequences that could take place if the situation is not corrected and take appropriate action based upon those findings (i.e. investigate, report, correct, etc.). II. REPORTING PROCEDURES: 1. Minor Injuries - (Requiring doctor/outpatient care) After the emergency actions following an accident, an investigation of the accident will be conducted by the immediate supervisor in conjunction with any witnesses to the accident to determine the causes. The findings of the investigation shall be documented on Village's incident form and sent to Human Resources. 2. Major Injuries - (Fatality or multiple hospitalization) : The Village Manager and Department Head are to be notified immediately by the person in charge and an investigation will be conducted. In addition, the inspection party will include the Chairman of the Health and Safety Committee. 3. Near-Misses - (Likelihood of personal injury or property damage) to the greatest extent possible, all "near-miss" accidents shall be investigated by the Safety and Health Committee. DRAFTED: RLG/Mar 15, 2004/Filed: Accident Investigation 7.10 APPROVAL: MICHAEL COUZZO, MANAGER TEQUESTA, FLORIDA ~/TT T A!`_T~' /lT: TT:lIT iT:CTA I:TADT l1VT: 7~ C A7: ITV D~'CDflA1CiDTT TTiL'C ' f e • e ' ~ e > > ~iLE ' e e 8 ~..+ ,~.~, L 1 T rL, ,T 1, ~z~. ~9~~9Vi~ivp~; :.~: ;5 Yivw'T + 11 r' . ' e > > TIiCTDTDi iTRTI Tll. ~-n~~~~~Y ~!E'ilN~W1 RI~[?~~. ~; ~ u ~V~ ~~E~~V~~-~-~(l~Y--fI~TT~~~F~4~~f~Y~~~r--~'-`~ D CC D(lA1CTDTT iTTT:C 1;'l1D AA ARTTI TT1AT ARV nrc~n~wrc~rri ^r r ~ Z~ No Text VILLAGE OF TEQUESTA PERSONNEL POLICY TITLE: VILLAGE OWNED VEHICLES POLICY: 7.11 EFFECTIVE: July 1, 2004 REVISED: NEW PAGES: 2 CONTENTS: This order consists of the following numbered sections: I. POLICY STATEMENT II. ASSIGNMENT III. OPERATION 1V. RESTRICTIONS V. MAINTENANCE VI. INSPECTIONS ViI. FUEL CARDS VII. GLOSSARY PURPOSE: To establish guidelines and procedures for use of Village owned vehicles. I. POLICY STATEMENT: Agency vehicles will be operated and maintained in conformance with this order. II. ASSIGNMENT: A limited number of members whose job responsibilities require them to be available on a 24-hour basis will be assigned "permanently assigned" vehicles. III. OPERATION: A. Village vehicle use will conform with Village directives. (Refer to policy 7.7 indexed as Vehicle Operation.) B. Safety restraint devices will be worn always. IV. RESTRICTIONS: Employees permanently assigned a Village vehicle will be permitted to use the vehicles subject to the following restrictions and regulations: A. Village members who are in an on-call capacity must have their assigned vehicle available to them in order to respond at a moments notice. To accomplish this, those personnel are permitted a greater latitude in the use of their assigned vehicles. B. Members who are not in an "on-call" capacity may use their assigned vehicle for the following purposes only, unless given permission by appropriate authority: 1. To travel between their place of work and home. 2. To travel to a location for an approved repair. 3. To travel to and from an approved school, seminar or meeting. C. The assigned vehicle will not be used under the following circumstances: 1. While on a non-duty status, unless approved by appropriate authority. 2. During any period of annual leave unless approved by the Village Manager or designee. 3. For the transporting of heavy or excessive loads, unless equipped for specifically assigned to do so. Such assignment must be by appropriate authority. 4. To transport non-Village personnel, unless prior permission is given by appropriate authority. 5. At anytime the use may result in public criticism. D. Regulations: 1. All traffic laws must be adhered to while operating the assigned vehicle. 2. Proper attire must be worn. 3. Seatbelts shall be worn while operating and traveling in Village vehicles. V. MAINTENANCE: A. Responsibility: Employees assigned a vehicle are responsible to: 1. Advise the Fleet Manager of needed repairs and routine maintenance. 2. Keep vehicles in a clean and serviceable condition. 3. Check the fuel and oil levels regularly. (Only approved fuel and lubricants may be used.) 4. Check the cooling system periodically 5. Check that tires are inflated properly 6. Maintain a copy of the vehicle registration and current insurance identification card in the vehicle. B. Procedure: 1. Vehicle defects will be reported to the Fleet Manager promptly. 2. A Village vehicle that can be safely driven, but in need of repair, will be taken to an authorized vendor for repairs. C. Scheduled Preventive Maintenance: 1. Routine maintenance will be scheduled by the Fleet Manager. D. Emergency Repairs: 1. Repairs may be completed by a private vendor when: a. An emergency exists which makes immediate repair necessary. VI. INSPECTIONS: A. Daily Inspection: New damage found during a daily inspection will be reported to the individual's supervisor. The supervisor will inspect and report the damage to the Fleet Manager. VII. FUEL CARDS: A. Fuel cards shall be assigned to each Village vehicle. Fuel cards are to remain with the assigned vehicle and personnel are not to use fuel cards for any vehicle other than the vehicle the fuel card is assigned to. B. In the event a fuel card is lost/destroyed it should be reported to the member's immediate supervisor and a replacement card shall be requested. VIII. GLOSSARY: ASSIGNED VEHICLE - A marked or unmarked Village vehicle, assigned individually for use both on duty and for specific functions authorized by supervisory members. MARKED VEHICLE - A Village vehicle that bears the official Village of Tequesta insignia. PERMANENTLY ASSIGNED VEHICLE - A Village vehicle assigned to an individual. Permanent assignment of vehicles will be limited to those members, required by their job responsibilities, to be available on an "on call" basis, for assignment anytime as needed. Only the Village Manager will authorize the assignment of permanently assigned vehicles. FLEET MANAGER -Public Works Director. DRAFTED: RLC/Jun 15, 20(14/Filed: Vehicles 7.11 APPROVAL: 2 MICHAEL COUZZO, MANAGER TEQUESTA, FLORIDA