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HomeMy WebLinkAboutDocumentation_Regular_Tab 06_08/09/2007VILLAGE OF TEQUESTA MEETING AGENDA ROUTING SHEET MEETING DATE: August 9, 2007 REQUESTED ACTION/SUMMARY: Approval for policy changes and revisions for 28 policies (List attached) RESOLUTION OR ORDINANCE NUMBER: Res # 59-06/07 Ord # ORIGINATING DEPARTMENT: Human Resources FUNDING SOURCE: 2006/2007 BUDGET ACCOUNT NUMBER: CURRENT BUDGETED AMOUNT AVAILABLE: AMOUNT OF THIS ITEM: AMOUNT REMAINING AFTER THIS ITEM: BUDGET TRANSFER REQUIRED: Yes No APPROPRIATE FUND BALANCE: Yes No Piggyback Contract Name and #: Or Competitive Bid # APPROVALS: DEPARTMENT HEAD: FINANCE DIRECTOR: VILLAGE MANAGER: r,~--T-r- -- -1-----~. VILLAGE MANAGER~ZECOMMENDATION: APPROVE ITEM• -~ DENY ITEM: ^ VILLAGE ATTORNEY: APPROVED FOR LEGAL SUFFICIENCY ^ Yes ^ No ^ Not Applicable (n/a) I ~. h C~ Memo To: Michael R Couzzo, Jr., Village M.a~nager From: Merlene Reid, HR Manager G~~~7 Date: July 20, 2007 /I Re: Phase 2 Update to Personnel Policy Manual The Human Resources department has completed updating 23 personnel policies, as outlined in the attached list. These policies were discussed in the Council workshop of July 10, 2007. An additional 5 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. 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 agreed to pay 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-employment 2.9 (new policy) New olicy to determine rocess for rehire and reinstatement 7. Grievance Process 3.3 Update to procedure -what needs to be added in written grievance 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 added 10. Discipline 3.13 1997 policy which was omitted from current manual being revised to add additional offences and reduce time required to give em loyee 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 nest pay advances for vacation 14. Sick Leave 5.1 To add sick-leave buy-back and clarify eli ible P/T em loyees 15. Vacation Leave 5.2 Proposed vacation buy-back clause; and to clarify eligible P/T employees 16. Village Holidays 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 Eligible employees and usage terms. 19. Personal Days 5.9 Exclusion from payout on termination (current practice but needs to be in writing) 20. Travel Ex enses 6.1 Policy statement and Overnight Trip updated 21. Training Programs 6.2 To set limits on time and amount and to ensure prior approval in budget 22. Safety and Accident Prevention Employee Safety Responsibilities moved from back of Policy 7.9 7.10 (Accident Investigation & Reporting), to body of this policy 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 1 3 10 d 3 11 h li i d d P 2. Whistleblowers Policy 3.10 c es . , . an were c ange an o . po 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 and 2005 Council member Paterno has asked that 4. Drug Free Workplace 3.12 . these policies be taken before Council for formal 5. Village Owned Vehicles 7.11 review and approval. RESOLUTION NO. - 59-06/07 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 ,THE 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 by Councilmember vote was as follows: FOR ADOPTIO ORDINANCE was offered by Councilmember who moved its adoption. The Ordinance was seconded 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 • VILLAGE OF TEQUESTA PERSONNEL POLICY • TITLE: PURPOSE POLICY: 1.1 EFFECTIVE: July 1, 2004 REVISED: January 5, 2005 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. II. 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 firemen, policemen, etc. which may be applicable, generally, 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 • VILLAGE OF TEQUESTA • PERSONNEL POLICY TITLE: EMPLOYEE I.D. AND ACCESS CARDS POLICY: 1.2 EFFECTIVE: July 1, 2004 REVISED: O~August 10, 2007 PAGES: 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 result in-disciplinary action up through and including termination. 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 LD. cards shall be returned to the Human Resource Office before issuance of a new card. DRAFTED:RLG/Dec 11,200~/Filed:ID Cards 1.2 APPROVAL: MICHAEL COLIZZO, MANAGER TEQUESTA, FLORIDA • • VILLAGE OF TEQUESTA PERSONNEL POLICY TITLE: PERSONAL INFORMATION & PERSONNEL RECORDS POLICY: 1.3 II. IDENTIFICATION OF PERSONNEL RECORDS: A. Permanent Documents. Documents retained in the folder throughout the association of an employee with the Village. EFFECTIVE: July 1, 2004 REVISED: A-p~iN,300~.4ugust 10, 2007 PAGES: 2 CONTENTS: This policy consists of the following numbered sections: I. Policy Statement • II. Identification of Personnel Records III. Release and Accessibility of Records IV. Retention Schedule V. Updating Records 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. 1. Employee application & hiring documents 2. Job description and specification information 3. Job performance ratings and evaluations 4. Education training information 5. Personnel action forms 6. Disciplinary documents 7. Letters of appreciation, commendation or discipline. B. Temporary documents (personnel). Documents which have limited retention of three (3) calendar years or less unless otherwise provided pursuant to labor agreement. Examples include: 1. Administrative correspondence relating to leave/vacation requests. 2. 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 tightly 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, 2003lFiled: Personnel Records 1.3 APPROVAL: MICHAEL COUZZO, MANAGER TEQUESTA, FLORIDA • • VILLAGE OF TEQUESTA PERSONNEL POLICY TITLE: HOURS OF WORK POLICY: 2.3 EFFECTIVE: July 1, 2004 REVISED~R-b~$: "~"°~ ~,'+nn~ ~~ rnn.,..,.-,~ 300-I~August 10, 2007 PAGES: 1 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., ^~~' *'^° '~~~° ~~ °`' ~ '"' ~^' ''° 1 Excessive tardiness will result in disciplinary action, including possible termination. CONTENTS : This policy consists of the following numbered sections I. Policy Statement II. Tardiness • III. Attendance Records PURPOSE: To establish a policy setting uniform hours of work for employees. I. POLICY STATEMENT: The Village workweek shall begin at midnight on Sunday through 11:59 p.m. on Saturday. 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. Notification by another employee, fi-iend, 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 other attendance irregularities shall be cause for 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:WorkHours 23 The Village shall provide each employee with one APPROVAL: (1) hour for a meal. The meal period is unpaid for '/2 hour and paid by the Village for '/z hour. €leyees MICHAEL COUZZO, MANAGER °„*;*,°,~ ,° ~;~°°~ „c~ .,,° ~,,,°^~. ,~,° TEQUESTA, FLORIDA F fteen ' ," c~~b~ealE~~tl~e Occasions may arise when the service to the citizen • can be improved through the adjustment of an employee's work hours. This will be done at the discretion of the department head. 1 TTTLE: NEPOTISM POLICY: 2.4 EFFECTIVE: July 1, 2004 REPLACES: 2.07 (March 2001) VILLAGE OF TEQUESTA PERSONNEL 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. DRAFTED: RLG/Dec 26,2003/Filed:Nepotism 2.4 ~ REVISED: August 10. ~f107 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 work, 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 petty cash to the other d) Directly or indirectly influences the performance or opportunity of the other. ,..a.. ~'' ~.~°. ''°.,,:~. o.,,~.o~ 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 APPROVAL: 1 MICHAEL COUZZO, MANAGER TEQUESTA,FLORH)A t-- Formatted: Bullets and Numbering • VILLAGE OF TEQUESTA PERSONNEL POLICY D. "Exempt employee" means an employee • TTTLE: TYPES OF EMPLOYMENT- DEFINTCIONS whose position meets specific tests --.-- 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 EFFECTIVE: July 1, 2004 >4e~ ~6AE-ESREV ISED: 10, 2(107 PAGES: August CONTENTS: This policy consists of the following numbered sections: L Types of Employment ---- PURPOSE:~ To establish guidelines and definitions - _ _ - --- for types of employment and for entitlement to benefits. ---------------- - -------------------------- ------- 1. TYPES OF EMPLOYMENT: E. ~ Hourly _non-exempt" means an employeet:,_, -- Formatted: Font: 10 pt whose pes+8ien~employment is subject to the `' ~FOrmatted: Bullets and Numbering rules laid out in the FLSt~~ees--neF-r~eeE c, c n ,..,,, ,..,,.o o.,o.,, ~~~ and who are ~ Formatted: Font: Times New Roman, 10 pt paid on an hourly basis plus overtime pay. Formatted: Font: 10 pt ,__ - Formatted: Font: (Default) Times New Ron --------F: "Full=time -employee means-an employeeF -~._ who is regulazly assigned to work forty Formatted: Bullets and Numbering hours per week. " ..C I1 t:.., pal ,.. ...o,...~ ,.,. om..l.~., c~~^v i~ ten,-~,ne-e••~Y•"~ ee Formatted: Font: 10 pt Formatted• Font 10 pt I~G t "Part-time employee" means an~ , Formatted: Font: 10 pt employee who is regulazly assigned to work ~'-. Formatted: Bullets and Numbering less -than forty hours per week. Part-time - ------- ~ ~ Formatted: Font: (Default) Times New Ron employees who regularly work X30 or more ~~. - ------ ----------~ Formatted: Font: (Default) Times New Ron hours per week may be eligible for some '~ benefits. Eligibility status will be stated in Formatted: Font: (Default) Times New Ron the relevant policy. ~ Formatted: Font: (Default) Times New Ron ~'-~- 6-"Regular employee" means full-time or~•, Formatted: Indent: Left: 0.25", No bullet numbering part-time employees who are hired to till a re ularl bud eted ositioa Formatted: Indent: Left: 0.5", No bullets g Y g p „„mtia.~.,,, -_ _ - A. "Anniversary date" means the date that an employee begins employment with the Village and the same date in following years unless the anniversary date is adjusted consistent with the procedures set forth in the Human Resource Office. B. "Department Head" means each of the following: the Village Clerk, Finance Director, Director of Community Development, Police Chief, Fire Chief, Community Development Director, Public Works Director, Director of Parks and Recreation, Utilities Director, Assistant Village Manager, Human Resource Director. C. "Employee" means any person holding a position or employment with the Village and who is paid wholly or in part from Village funds. H. "Probationary employees" are Polices Officers and fire fighters with less than one (1) year's service and all other employees with less than one hundred and eighty (180) calendar days of service, or who are working during an extended introductory period. Department heads who are "at will" employees, serve no probation period. Formatted: Bullets and Numbering Fr"Regular rate of pay" means the hourly rate oft - Formatted: Bullets and Numbering pay actually paid an employee for the normal, non-overtime work week for which he/she is employed. • • 1~-I. "Temporary employee" means an employee who is hired for apre-established period of up to 180 days, usually for a special project or other work of a temporary nature. They may work afull-time or part-time schedule. They aze ineligible for Village benefits unless otherwise provided by law. Temporazy agency employees aze 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 part time schedules and aze ineligible for Village benefits unless otherwise provided by law. 1-K. "Work day" means the 24-hour period from midnight to midnight. ~L. "Work week" means the continuous 7 day period beginning at 12:00 a.m. on Saturday and ending at 11:59 p.m. Friday. DRAFTED : RLG/Dec 26,2003/Filed: Types of Employment 2.6 APPROVAL: MICHAEL COUZZO, MANAGER TEQUESTA, FLORH)A Formatted: Bullets and Numbering '-~---- Formatted: Bullets and Numbering '---- Formatted: Bullets and Numbering Formatted: Bullets and Numbering • • TITLE: RE-EMPLOYMENT POLICY: 2.9 EFFECTIVE: August 10, 2007 REVISED: NEW PAGES: 1 VILLAGE OF TEQUESTA DRAFT - NEW POLICY PERSONNEL POLICY III. SENIORITY: Reinstated personnel are eligible for sick and vacation accruals tied to seniority. DRAFTED : MR/Aug t, 2007/Filed: Reemployment 2.9 APPROVAL: 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. 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. MICHAEL COUZZO, MANAGER TEQUESTA, FLORIDA • • VILLAGE OF TEQUESTA PERSONNEL POLICY TTTLE: GRIEVANCE PROCESS POLICY: 3.3 EFFECTIVE: July I, 2004 REVLSED: ~'°`~' ""`pm-",' 'August 10,?00~ 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 feNewi+~ge reasons Reaset~s 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. DRAFTED: RLG/Jan 8, 2003/Filed: Grievance Process 3.3 It is the policy of the Village of Tequesta to afford all employees a means of obtaining further consideration APPROVAL: of problems when they remain unresolved at the supervisory level, and to establish policies and 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. PROCEDL;RE: 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 b) Remedy sought MICHAEL COUZZO, MANAGER TEQUESTA, FLORH)A Formatted: Bullets and Numbering Formatted: Bullets and Numbering • • 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. Ill. CELLI LAR PI-ION LS: • TITLE: PERSONAL TELEPIIONE CALLS AND CSE OF CELLULAR PHONES While at work, employees are to exercise discretion in using personal cellular phones. The Village of POLICY: 3.6 Tequesta expects good judgment to be exercised in limiting personal calls during work time as well as EFFECTIVE: July 1, 2004 keeping cell phone ring volume to a minimum. It is recognized that family or other personal emergencies REVISED: NE~VA~I-i-,~~Augusc lo, 200 demand immediate attention but personal calls should be made on non-work time wherever possible. 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. I. POLICY STATEMENT: Village phones are to be used for Village business and may be used for personal business on a limited basis only. II. PROCEDURE: Personal t4=elephone calls received during business hours must be held to both a minimum number and time limit and must not interfere with the employee's work. When a toll call must be placed, the call is to be billed to the employee's home number or collect. It is the employee's responsibility to ensure that no cost to the Village results from their personal telephone calls. Employees who are issued Village cellular phones aze 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 ere ~~-*~will refrain from using the phone Formatted: Bullets and Numbering while driving. DRAFTED:RLG/Jan82003/Filed: TelephoneCalls 3.6 APPROVAL: MICHAEL COUZZO, MANAGER TEQUESTA, FLORIDA • • VILLAGE OF TEQUESTA PERSONNEL POLICY TITLE: E-MAILJINTERNET USE POLICY: 3.8 EFFECTIVE: July 1, 2004 R4sRbA~£~REVISED: ~:ew~il-1-,~997August 10, ?007 PAGES: 3 CONTENTS: This policy consists of the following numbered sections: I. Policy Statement II. Public Records Laws III. Security IV. Improper Use V. Proper Use PURPOSE: These guidelines set the standards for appropriate behavior of an employee when accessing the Internet and utilizing e-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 e-mail via Village resources. Use of Village resources to access e-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 e-mail and Internet users. This policy statement addresses: a-mail usage, a-mail etiquette, staff responses to a-mail inquiries, security and Internet usage. POLICY: 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 aze 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. Many of you are now corresponding with the public using a-mail. In so doing, you aze 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. PUBLIC RECORDS 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: E-mails are public records when they • • are created or received in the transactions of Official Business. F„«.,.o a.~... ..a -2. P` ..,1.:,.1. ...7 ,.F •I.o.....el...~,- ~..a„a ,. r..,..~ ,..:a,,..,.,. ,.v E-mails aze to be readily accessible and available to all unauthorized users. 4.3. 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. ~~. E-mails of convenience or reference copies should be deleted after the record of copy (master) has been appropriately filed. ~-6. E-mail record copies (masters) have the same retention periods as records in other formats. 8:7. 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 regazding 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 aze 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. IV. IMPROPER USE: The following behaviors are 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 aze examples, but not an exhaustive list, or behaviors that may result in disciplinazy action: A. Unauthorized attempts to interfere with, •------- Formatted: Bullets and Numbering 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 gain including operating a business, exploring business opportunities, soliciting money for personal gain, or seazching for jobs outside the Village. C. Sending threatening, offensive or harassing statements or language, including disparagement of others based on their race, gender, national origin, religion, age, disability, mazital status, pregnancy or sexual orientation. D. Spending excessive amounts of time on the Internet. E. Theft, or copying of electronic files 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 of copyright 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 image or reputation of the Village. J. Sending, viewing or soliciting sexually oriented messages or imagestherwise containing content of a sexual nature. K. Game playing - ----- Formatted: Bullets and Numbering g~ ~- c~..a:..,. «w_~,.«,,..:..,. w.e.....,ne,. F ---- Formatted: Bullets and Numbering • • V. PROPER USE: • The following behaviors aze 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 vaziety 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. Caze 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 cazeful when sending replies -make sure you are sending to a group when you want to send to a group, and to an individual when you want to send to an individual. It is best to address directly rather than use the reply command. Include a signature that contains methods by which others can contact you (usually your E-mail address). Let senders know you have received their mail, even if you cannot respond in depth immediately. They will need to know their mail has not been lost. Use good grammar and syntax. Watch punctuation and spelling. DO NOT SEND MESSAGES ALL [N CAPITALS. It looks as if you are shouting. DRAETED:RLG/March 12, 2004/E-mai13.8 APPROVAL: MICHAEL COL'ZZO, MANAGER TEQUESTA, FLORIDA Formatted: Bullets and Numbering • • 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 § 1 12.3187, et seq. I. POLICY STATEME1~iT: 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 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. 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 seg. 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 .7 • 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 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. 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. 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 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. EFFECTIVE: June 15, 1998 REVISED: July 18, 2005 PAGES CONTENTS: This policy consists of the following numbered sections: I. Drug Free Workplace Policy Types of Drug Testing Employees and applicants will be subjected to the following drug tests: 1. Job Applicant 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. 1t is the policy of the Village of Tequesta " " 2. Reasonable Suspicion Testing: An employee ) to maintain adrug-free workplace. It is ( Tequesta may be required to submit to testing when • a condition of employment for each employee to refrain from reporting to work or working with the Tequesta has a reasonable suspicion that an employee is using or has used drugs in presence of drugs or alcohol in his or her body. If an violation of Tequesta's Drug-Free Workplace injured employee refuses to submit to a test for drugs policy. "Reasonable suspicion drug testing" is or alcohol, that employee forfeits eligibility for drug testing based on a belief that an employee medical and indemnity benefits. Section 440.102, is using or has used drugs in violation of Florida Statutes, sets forth the requirements with ' Tequesta's policy, drawn from specific s Drug-Free Policy must comply. which Tequesta objectives and articulable facts and reasonable As a recipient of federal funds, the Village is subject inferences drawn from those facts in light of to the Drug-Free Workplace Act of 1988. Pursuant experience. Among other things, such facts to this statute, the unlawful manufacture, distribution, and inferences may be based upon: dispensation, possession, or use of a controlled • Observable phenomena while at work, substance in the workplace is prohibited. It is a such as direct observation of drug use or condition of employment for each Village employee the physical symptoms or to abide by this policy. Moreover, any Village manifestations of being under the employee who is convicted of a violation of a influence of a drug criminal drug statute occurring in the workplace must • Abnormal conduct or erratic behavior notify the Village in writing no later than five (5) while at work or a significant calendar days after such conviction. Employees who deterioration in work performance violate these policies are subject to discipline up to • A report of drug use, provided by a and including termination of employment. reliable and credible source • Evidence that an individual has tampered Tequesta will not discharge, discipline, or with a drug test during his employment discriminate against an employee solely upon the with Tequesta employee's voluntarily seeking treatment for a drug • 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 Duty Testing: An employee may be asked to submit to a test. as part of aroutinely-scheduled fitness 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. 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- Prescriations 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 3471 1 Telephone: l -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 2 • • C] 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 May Take Based Upon a Positive Confirmed Drug 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 Drug 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 Employee 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 TITLE: DISCIPLINE POLICY: 3.~ 13 EFFECTIVE: August 10, 2007 REVISED: NEW PAGES: 2 CONTENTS: This policy consists of the following numbered sections: I. Policy Statement 1[. Disciplinary Procedures II1. 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 treaunent of similar offences. ..~..,. ..o... ::gbe ..~..1 u. It is evefy-the Supervisor's ~}~responsibility to bring to the attention of the employee, any problems with his/her personal or e+~pleyees work habits, attitudest~t-idrre~ personal-habNS or productivity, at [he time that the deficiencies aze observed, °^~' ~^ "-~•~^ •"° ^-^"'°^- ~^ in a constructive and reasonable manner,-ss-pessib}e and to advise the Village's management where further assistance is DRAFT- POLICY BASED ON REVISION OF PREVIOUS DISCIPLINE POLICY POLICY DATED APRIL 1997 required in resolving these problems. Disciplinazy procedures, depending upon the severity of the offense/problem, consist of a progression of steps of an increasingly serious nature. Suhject to the employce~s right of appeal aA Department Head has the following options for disciplining employees, which may involve any or a combination of these options: a) Oral and/or written reprimand b) Suspension c) Probation d) Disciplinary demotion e) Dismissal II. DISCIPLINARY PROCEDURES: Oral and/or Written Reprimand ~--- 'Formatted: Body Text, Lek, Indent: Left: __ 0.25", Line spacing: single, Numbered + Le' 1 + Numbering Style: a, b, c, ... + Start at: Alignment: Left + Aligned at: 0.75" + Inder at: 1", Hyphenate, Tab stops: Not at -0.5" Formatted: Not Expanded by /Condensed Unless the severity of [he 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. .., the d•.~creti.,.. ~,f ~;~ nn°.,°,.°. °w°. ^ ° , ~ ~ . F.,.....1.° I..~• ,. ,.C.1.,~ ..Ff ....° A second written reprimand may be appropriate, depending on the type, frequency and severity of the offense and is t+p-toat 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 disciplinazy action. The probation period ~° `"~°°°° is defamed-recommended by the Department Head and ~-along with any additional estensions.may~ be ©~te+r~d~;--R;a 9epertn~eHt-F4ead- 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 tl~appropriate r 1 L_J • intervals, and, i~where the employee sl~e~s demonstrates satisfactory improvement,-to-n."° satts€ae~ien-a€the Department Head can successfully terminate the probationary period,~~ ,.a "° °.,~a.u., ..~°_°~. Where the probationary period is not successfully completed, the employee will be terminated. Suspension A suspension is a temporary relief of the-duties without pay and-~ may be the first action taken in serious situations. Department Heads may recommend the suspension of st+st3er~--employees under their supervision for periods ranging. for between one (I) day to one (I) ~ro~eek, ~tesEienable not to exceed 30 days in a 12 month period. If a suspension is determined to be the best course of actioniwai}able-way to protect the interests of the Village, the employee iv-it~ma} 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 vazy from this procedure according to State Statute. A written statement will be prepazed 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 w'+Il--must be specific and contain dates and sufficient detail to allow the employee to properly prepare a response. The written-statement shall be submitted to the employee within €we-ttienty-four (324) dayrhours 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 tFa+l-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. T"°~°-° 2 A disciplinazy 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 ~,~ed •' "°• •"° e c °'`and the rationale for determininn 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 l luman !aources Department ^mio-m"' z iii.--i-l rH+PH1df ${ W ~'-E~-fl-} 8C'. The t3ew-employee s salary ^` ° ~'^•'°° °~°~ d~„ori~-is-will be adjusted to the average salazy s€ etker--e~eyees-infor the same or similar positions and. T"° ° ^'^••°° °•'~••°`°~' s°~, r may not be less than the minimum of the range for the new position. Dismissal A regulaz employee may be dismissed vv+th-Hettee-by the Village Manager, upon the recommendation of the Deparunent Head, as appropriate. Dismissals aze discharges or separations 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 regular employee is effective only after the person being discharged 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 aze intended to illustrate the general disciplinazy avenues available to Supervisors. Group 1 ls` Offense - Oral Reprimand {reesrd-stays-i+t 2"d Offense - Written Reprimand (record on file for one yeaz) • • • 3rd Offense - Suspension up to one week without pay 4°' Offense - Dismissal Examples: • Excessive tardiness/absenteeism • Neglect or carelessness 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 area • 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. Gruup 2 ls` 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 • Commiting the Village to financial and/or other obligations without prior authorization. Group 3 ls` 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 kith or falsifving am 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: Discipline3.d-313 APPROVAL: MICHAEL COUZZQ, MANAGER TEQUESTA, FLORIDA • . VILLAGE OF TEQUESTA PERSONNEL POLICY TITLE: COMPENSATION POLICY: 4.1 EFFECTIVE: July 1, 2004 ~~ REVISED: ~ ni ,~,n~ rnn°..,.ti ~nn~~"....:~ ~, 30A'~ August 10, 2007 New"'mil-=~~: employees ~llare ordinarily be paid based on the required knowledge 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 descriptions *"° .y.:~:w....,. ~^ Promotions: See related Administrative Policy. PAGES: 2 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: It is the policy of the Village ^~a *"° ^~~^,^°° ^'~ *"~° ^'^^ '^ °°*^"'~°"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 Village's goals.. Salary schedules are developed for all positions and shall be adopted by the Village Council, unless specifically stated in er~~'^yees~r3e~severed by 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. 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 employee'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 • I 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. DRAFTED:RLG/Feb13,2004/Files:Compensation 4.1 APPROVAL: • MICHAEL COUZZO, MANAGER TEQUESTA,FLORIDA • 2 ~J VILLAGE OF TEQUESTA PERSONNEL POLICY scheduled work week. • TITLE: COMPENSATORY TIME/OVERTIME POLICY: 4.2 EFFECTIVE: July ], 2004 REPLACES: '~^-~A4n~eIt~90I~ 4.]0 (March 2001) REVISED: August ]0,?lxl7~i1--3997 PAGES: 1 CONTENTS: This policy consists of the following numbered sections: I. Policy Statement II. Responsibilities PURPOSE: To establish policy guidelines for the recording, utilization, and auditing of overtime and compensatory time performed by employees of the Village. L POLICY STATEMENT A. FLSA: This policy shall not be interpreted so as to contravene the provisions of the Federal Fair Labor Standazds Act (FLSA). Union employees shall receive overtime pay in accordance with their labor agreement. t3 ~-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, to exclude-: Sick Holidays not worked Personal Bereavement C. Compensatory Time: Compensatory time is defined as time off granted to an employee in lieu of overtime for hours worked which exceed 40 hours during the regularly D. Upon request of the employee, the Village may grant compensatory time off ut 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. Where a State of Emergency is declazed locally, refer to the "Compensation Policy" of the Village's Comprehensive Emergency Management Plan, which supersedes this policy in respect of essential personnel. L[. RESPONSIBILITIES: A. Department Heads: 1. It shall be the responsibility of each Department Head to equitably administer the provisions of this policy within their respective departments. 2. Department Heads are the authorized authority for the approval of overtime requests. It shall be the responsibility of the Department Head to determine whether overtime or compensatory time be granted to the employee when compensatory time is requested in lieu of overtime by the employee. 3. Department Heads shall ensure that all overtime and compensatory time earned and used is recorded on the proper , payroll report. Formatted: Bullets and Numbering 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 useF_ _ _ _ of overtime. Formatted: Bullets and Numbering B. Individual Employee: It is the responsibility of the individual employee to request compensatory time in lieu of overtime if so desired. C. Finance Department: • • 1. The Finance Department shall ensure that a permanent record of overtime/compensatory time accrued and used is kept on all employees based on information provided by Department Heads, and that the proper financial transactions are completed at the end of each pay period. 2. Upon separation from employment, the Human Resource Department shall ensure that eligible employees are paid all unused compensatory time. DRAFTED: RLG/Feb 13, 2004/Filed: Overtime 4.2 APPROVAL: MICHAELCOUZZO,MANAGER TEQUESTA,FLORIDA • • • ~ ~ ~ ~ ... ( i~~}«V;r7~;~~~1,;,./l,o. Tle,,,,,-r,,,a„r [..lo,,.~l .,;rl, F~' C1~eH-~N€~S~ r2~ ~ r u a ~n ~' C~-TB~j~iiiriirc-n~.-nc-c'cci-i',-in ?rF,p'ii~'r'~°u-c3i"--v(~c'c"p~ic~,,. ~eE}~~st. ,4~-~e~ rec~txest~ty~-I~l~e 4:„-„-~.-.lo`i r., t4,~ G';.,.,,,.,o Tl.~,~.,,-t.,,o„t rD-a'i~--ucrT'i3R6@.`r v~Vr'ZFtI~}Fi'r'r~,~r"',r'-H3c'~ ~e-~z;iniiic i ,;.70`1 rho (:-;.,.,.,~-o (lo.,~,-r,,,o„t :;.a.~.7 ,::tl, .. F7 ;., L~„r ...,ti.,~ ., .- r„ rh._, ham.,:,,,,;,, ~. „F rho , .,ter;.,., b b DoF r~, rho A.7.,,;.,: ~t«.,r:,,~ D.,l:.,,, ~TAf ATiflTi -~ ~: ~-~ BF~t1f~E~ ~li~./-:~it~ ~ 3~~~f~k~E'f~: ~NF t~E~~it#1Cf:5-~. ~E RECOMMEND DELETION OF THIS POI.iCV • • :7 VILLAGE OF TEQUESTA PERSONNEL POLICY TTTLE: SICK LEAVE POLICY: 5.1 EFFECTIVE: July 1, 2004 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. REVISED: '°-•° """" °-~' ' "'"'August 1Q, 2007 PAGES: CONTENTS : This 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 Shazing VI1. Sick Leave Buy-Back ~FF-V l l 1. Termination Pi1RPOSE: To establish guidelines for the use of sick leave for personal illness and on-the job injuries for Village employees. 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 regularly work 30 or more hours per week shalltnay be granted sick leave at a pro rata rate of six (6) hours for each calendaz month of service. fart-time employees who regularly work less than 30 hours per week are not entitled to sick leave. Any accrued sick II. ACCRUALS AND BENEFITS: Sick leave granted and not used shall accrue to the credit of each such employee, up to a maximum total accumulation of one thousand si~two hundred and nineh six (a-;H981.296) hours. "~••~°• °~~'' '°°•~° 0 €ellew~ In any case in which an employee shall be entitled tot_ 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 disciplinazy 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 r~° three (33) 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 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 are not in conflict with applicable labor contracts and are 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 extraordinazy 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 are 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 regarding 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 2 .7 • • 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. VII. SICK LEAVE BLY BACK Effective December l of each fiscal yeaz, 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 yeaz, 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 fifty percent (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. ~I'. TERMINATION: Employees who resign with the proper two-week notice and who have been an employee for at least one year are reimbursed for a portion of sick leave accrued. Payment for any sick leave shall be provided to those full-time and part-time who have successfully completed their probationary period. Temporar} employees and Interim Firetighters are not eligible for 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. Ten (10) through nineteen (19) completed years of employment - 440 percent reimbursement for sick leave. Twenty (20) or more completed yeazs of employment 3 - 50 percent reimbursement for sick leave. nxaam>:n : RLG/Dec 29,2003/Filed: Sick Leave 5.1 APPROVAL: t- MICHAEL COUZZO, MANAGER TEQUESTA, FLORIDA Formatted: Bullets and Numbering '- Formatted: Bullets and Numbering ~~ • VILLAGE OF TEQUESTA PERSONNEL POLICY TITLE: VACATION LEAVE POLICY: 5.2 EFFECTIVE: July 1, 2004 REVISEDPLACED: M^r,,,~ ~nni~~ ~'~August 10, 2007 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. I. 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. Tenth (10) year or more - 20 days/160 hrs. Vacation leave shall be expended in increments of not less than ~e-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 f30 or more hours a week, ~,~.~ shall accrue vacation at the rate of ~~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 separa~ierttermination of their employment, with the exception of Interim Firefighters, who are entitled to vacation based on the terms of their contract. 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 writing, 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 • • • VILLAGE OF TEQUESTA PERSONNEL POLICY Saturday/Sunday, the holidays will be observed on the following Monday and Tuesday. TITLE: VILLAGE HOLIDAYS POLICY: 5.3 EFFECTIVE: July 1, 2004 REYISEUFka1E'4s8' cm iwa......~. ~nm~.....:n ^~~August 1Q 2007 PAGES: 1 CONTENTS: This policy consists of the following numbered sections: I. Policy Statement PURPOSE: To provide a policy for uniform administration of standard Village holidays. I. POLICY STATEMENT: 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 Januazy 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 11 THANKSGIVING DAY- 4th Thursday ofNovember DAY AFTER THANKSGIVING CHRISTMAS EVE DAY -December 24 CHRISTMAS DAY -December 25 NEW YEAR'S EVE -December 31 In the event a holiday falls upon a Sunday, the following Monday shall be deemed to be the legal holiday. In the event the legal holiday falls on a Saturday, the preceding Friday shall be deemed to be the legal holiday. Where December 24.°i_ and 2 ~'~_ and December 31`` and_ January_ 1` 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 regulazly 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 COUZZO, MANAGER TEQUESTA, FLORIDA • Formatted - Formatted J ~ Formatted Formatted • • VILLAGE OF TEQUESTA PERSONNEL POLICY 1) the birth or placement of a child for adoption or foster Gaze; TITLE: FAMILY OR MEDICAL LEAVE POLICY: 5.7 EFFECTIVE: July 1, 2004 REk-I' ST~I~PLACED: e m n~....,.~, ~nm ..._u 3075.02 Dlarch 2001 REVISED: august 10, 2007 PAGES: 3 CONIIiN"CS: This policy consists of the following numbcrcd sections: I. Policy Statement II. Covered Reasons III. Employee Eligibility IV. Calculation of Leave V. Procedures PURPOSE: To establish a policy and guidelines for the use of family or medical leave for Village employees. I. POLICY STATEMENT: General. As provided by the 1993 Family and Medical Leave Act (FMLA), all eligible employees shall be entitled to take up to 12 weeks of unpaid, job-protected leave during any 12 month period for specified family and medical reasons. This policy is intended to follow the FMLA. including the terms and definitions generally contained 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: 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 Gaze provided by a licensed health care provider. 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. III. 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 12 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.) 2) ~--The employee has to have worked for the•- employer for at least 1,250 hours over the 12 months before the leave would begin. ~3)If both an emplovee 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 caze of a parent with a serious health condition. Each spouse is, however, eligible for the full 12 weeks within a Formatted: Bullets and Numbering • • 1I 11 u 12 month period to caze for 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 backward 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. If an 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 er-€aeti~y 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 er-~a+r3+ly 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. Employees may also use family or medical leave intermittently or as part of a reduced work week for 2 serious medical conditions whenever i~-is-med+sa~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 temporazily 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 regulaz 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 regazding the status of the medical condition, and their intent to return to work. Where the employee is injured on the job and is out from work under workers' compensation, time towazds 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 Village'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. • • • Procedure for Notice 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 care 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: 1) 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 necessary, the Village may ask for a second opinion. The Village will pay for the employee to get a certification from a second doctor, which the Village will select. If there is a conflict between the original certification and the second opinion, the Village may require the opinion of a third doctor. The Village and the employee will jointly select the third doctor, and the Village will pay for the opinion. The third opinion will be considered final. estoration to Position_ ____ _ __ ___ _________________________ Formatted 'R -------- - - - When an employee returns to work following a family leave, she/he must be: a. Restored to the position held by the employees------- Formatted: Bullets and Numbering when the leave began; or b. Restored to an equivalent (not compazable or similar) position with equivalent employment benefits, pay, and other terms and conditions of employment. If an employee would have been laid off had she/he not been on a family leave of absence, any right to reinstatement will be whatever it would have been had she/he not been on a leave of absence when the layoff occurred. Effect on Accrued Benefits Taking a family leave will not result in the loss of any employee benefit accrued prior to the date on which the leave began. An employee 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 employee on a family leave may remain a participant in The Village of Tequesta's employee 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 employee 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 employee's control; or because of the continuation, recurrence, or onset of a serious health condition. DRAFTED: RLG/Mar 12, 2004/Filed: FMLA 5.7 APPROVAL: MICHAELCOUZZO,MANAGER TEQUESTA, FLORIDA • VILLAGE OF TEQUESTA PERSONNEL POLICY • TITLE: LEAVE OF ABSENCE POLICY: 5.8 EFFECTIVE: July 1, 2004 REVISEDPLACED: "'~'""r,~"-r^,:4' I~rAugust 10, 2007 PAGES: CONTENTS: This policy consists of the following numbered sections: L Policy Statement PURPOSE: 1) To establish procedures by which atra regular, full-time employee, with over twelve (12) 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. 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 off. Medical leave may be used for disability/illnesses (including maternity-related disabilities) which extend beyond the period of accrued sick leave and FMLA eligibility. (Vacation accruals mushy 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. L 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. No sick leave, holiday, vacation benefits or any other fringe benefits shall accrue while the employee is on leave of absence without pay. ~kte~e~ of tl~e absenG~fer tl}e--pur=~ses~~cei~t~i-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 The Village Manager may grant a regular, full-time employee shall be reinstated in the position held at employee a leave of absence without pay not to the time the leave was granted or another equivalent exceed ninety (90) days for non-medical purposes. position. Return from a medical leave of absence Non-medical leave is unpaid leave time for career requires a physician's clearance. Upon extenuating circumstances, the Village Manager^^^^~^*~^^ ^^*"^r~*~~ may grant an extension of a leave period upon written request by the employee. Any&~h extension may not exceed thet-knee 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 • C • 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: O~August 10, 2007 APPROVAL: MICHAEL COUZZO, MANAGER TEQUESTA, FLORIDA PAGES: 1 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. 1 • VILLAGE OF TEQUESTA PERSONNEL POLICY TTCLE: TRAVEL EXPENSES POLICY: 6.1 EFFECTIVE: July 1, 2004 REVISED: ~ ~',' T r«::,: ~^~.:,ti,... ,nn~~j-^iri*, 'T~ 3A~7A ugust 10, ?007 PAGES: 2 Department. This requires a check request submitted by the appropriate department If expenses aze to be reimbursed it will be done on completion of the authorized travel and requires submittal of the proper claim. A • -- -- reasonable class of accommodation shall be selected where choice is available. The single rate should be cleazly indicated on all receipts. b. Meal expense daily •°~~~`~•.~,,,~.,,~,~~°•„°~•rates are: CONTENTS: This policy consists of the following numbered sections: I. Policy Statement II. Overnight Trips III. Local Travel and Expenses IV. Non-Allowable Expenses PL7RPOSE: To establish policy guidelines on Village reimbursement for expenses while on Village business. POLICY STATEMENT: It is the policy of the Village to cover expenses incurred bytbt+rse employees for reasonable and necessary expenditures made by employees while on official Village business. to include lodging. ertd-meals and mileage.'".;;°:,5e .:ill b.° .....~ ~.:. ~' Requests for these expenditures may be paid 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, ..,. tl::, a°~'• ° ~' a: ~~~• "Y` ~ere'ftfter. II. OVERNIGHT TRIPS: LODGING, MEALS AND MILEAGE Lodging and Meals. Hotel/motel and meal expenses may be paid in advance by the Finance Breakfast -- $ 6.00 Lunch -- $ 12.00 Dinner -- $ 18.00 a Mileage Allowance. Employees who utilize their personal vehicles on travel assignments will be paid the allowable Federal IRS Publication 1542 rate c~,ts-~~~°7. Each employee who drives a private vehicle on Village business must have liability insurance on said vehicle. When two or more employees aze attending the same seminar, 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 may+v+Fl be used for reimbursements. Where requests aze submitted in advance of travel, the mile calculator print-out may be used to establish distance. The Village will only pay for direct travel from Village Hall or home to destination and back. III. LOCAL TRAVEL AND EXPENSES: a. Local Mileage. No mileage will be' paid for commuting from an employee's personal 1 ---- Formatted: Indent: Left: 0", Numbered + Level: 1 + Numbering Style: a, b, c, ... + Stz at: 1 + Alignment: Left + Aligned at: 0.5" + Tab after: 0.75" + Indent at: 0.75", Tab stc 0.25", List tab + Not at 0.75" Formatted: Indent: Left: 0" Formatted: Condensed by 0.1 pt Formatted: Bullets and Numbering • • 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 Parking Fees will be reimbursed by actual cost and receipts shall be presented where possible. If an employee reimbursement is necessary, the reimbursement will be handled by the Finance Department afrer 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 are available. 6. Fines, forfeitures or penalties. 7. Expenses of a spouse or other non-employee. 8. Loss or damage to personal property. 9. Barber, beauty 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 • • 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 REVISEDi~6PkfEB: August 10,2007 PAGES: 2 CON"I'F.NTS: This policy consists of the following numbered sections: I. Definitions 11. ~'. Policy Statement III. Work Related Programs, seminars, conferences, Conventions and Workshops IV. Tuition Reimbursement-Higher Education Programs, including degrees and certifications h1-V. Procedure III D~iwcmiic,•,•.,,~•, •.~ PURPOSE: To promote and facilitate training and career education which meets the dynamic needs of the Village. DEFINITIONS: As addressed by this policy, training is defined as any work related Pregfa+~r-seminar, conference, convention, course_~ workshop or higher education program attended by an employee whose tuition and expenses are funded in whole or in part by the Village er-while the employee is in a paid status with the Village. Eligible employees for formal higher education elective programs and courses are detned as regular full-time or regular part-time employees with a minimum of one (1) year continuous service. II. POLICY STATEMENT: I. 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 normally pays for these programs in advance, provided that funds have been budgeted and an invoice is submitted from the organization. Where the employee pays 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 Resotvices department. Except where the Village required attendance at these programs, employees will be required to repay the Village on a pro-rated basis, where they terminates -- Formatted: Bullets and Numbering employment within one (1) month of attendance. Time in attendance at these short programs ereis considered training hours. IV TUITION REIMBURSEMENT- HIGHER EDUCATION PROGRAMS INCLUDING DEGREES AND CERTIFICATIONS: ~. 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. Programs must be approved in advance by the depattment 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, up to a maximum of $3,000 per tiscal year; no reimbursement will be allowed for books, lab fees, 4. Employees who acquire training on their own travel expenses or material costs. Approval for tuition time and expense are 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. 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 (6) months of attendance, the employee will be required to repay the Village on apro-rated basis. • 3. It is the policy of the Village to maximize seN~-. ;~°rrsiet~reter~tio:~aHd transference of knowledge resulting from training provided by the Village. 4. This policy is subject to and limited by the conditions of an affected employee's labor contract. VHF. 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 regazding 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. APPROVAL: MICHAEL COULZO, MANAGER TEQUESTA, FLORIDA • • VILLAGE OF TEQUESTA PERSONNEL POLICY TITLE: SAFETY AND ACCIDENT PREVENTION POLICY: 7.9 EFFECTNE: July 1, 2004 REy"ISEDF~EB: "`'"'" ~~-~' ', '^^':~ugust 1 Q, 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 progam work. Employees must: 1. Observe all Village safety and health rules ands --- Formatted: Bullets and Numbering apply the principles of accident prevention in my day-to-day duties. 2. Report any job-related injury, illness or property damage to my supervisor and seek treatment promptly. 3. Report hazardous conditions (unsafe equipment, floors, material) and unsafe acts to my supervisor or safety committee representative promptly. 4. Observe all hazazd warning and no smoking signs. 5. Keep aisles, walkways and working azeas cleaz of slipping/tripping hazards. 6. Know the location of fire/safety exits and evacuation procedures. 7. Keep all emergency equipment such as fire extinguisher, fire alarms, fire hoses, exit doors, and stairways clear of obstacles. 8. Not report to work under the influence of alcoholic beverages or drugs nor to consume them while on company premises. 9. Refrain from fighting, horseplay, or distracting my fellow workers. 10. Remain in my own work area unless I am authorized otherwise. 11. Observe safe operating procedures for all equipment I am authorized to operate. 12. Follow proper lifting procedures at all times. 13. Ride as a passenger on a vehicle only if it is equipped with a rider's seat. 14. Be alert to see that all guards and other protectivet- Formatted: Bullets and Numbering devices are in their proper places prior to operating equipment. 1 • • • I5. Not weaz frayed, tomor 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 program. ~`~ 3. e „ti,. ..,,. (j. >htEend end-re~ttireo Qa..,,n~;~ri°~ta;-ta 7. i,,.. ,..i. ..a,,. .~.,. ..Fl c .w~ .~. ..~.. ~:~,;,i, 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 boazd 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 materials for the safety bulletin boazd and safety meetings. Safety complaint/suggestion forms aze available from the members ofthe Health and Safety Committee. DRAFTED: RLG/Mar 15, 2004/Filed: Safety and Accident Prevention 7.9 APPROVAL: MICHAEL COUZZO, MANAGER TEQUESTA, FLORIDA Formatted: Bullets and Numbering -- Formatted: Bullets and Numbering • • VILLAGE OF TEQUESTA PERSONNEL POLICY TITLE: ACCIDENT INVESTIGATION AND REPORTING POLICY: 7.10 EFFECTIVE: July 1, 2004 REVISEDI~£-TSB: August 10, 2007 PAGES: 2 CONTENTS: This policy consists of the following numbered sections: I. Policy Statement • II. Reporting Procedures PURPOSE: To provide a system for reporting and following up on accidents and/or injuries. I. POLICY STATEMENT: C. Medical Emergency Procedure: Tequesta Fire/Rescue will be called in the case where the employee needs immediate medical attention. 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. A. Safety Orientation: All Village employees are to familiarize themselves with the ~eee~ve-ate Employee Safety Responsibilities outlined in Personnel Policy 7.9 and outlined in the handbook. .. Do..~...,..,.1 C'1~. ,,...p.~y~~ 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.). 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 1>, 2004/Filed: Accident Investigation 7.10 APPROVAL: MICHAEL COUZZO, MANAGER TEQUESTA, FLORIDA n LJ e e ' e e e > > f~€6~35~&G~2~ ' e ~ l(1 Do 1- 1 r ~1, a L-- ~~~ ~ f f LIICTDIDr iTCfl Tn. • ~~~~Y ~E'~lN(~WT ~T~l~,~r~i~-~~T: ~-D~V~~I--~~fl~Y-~~~~~4g~3~€~&A-~~ ~FcDnr.ICrDir rTrvc tynona nrrn Tu n T r,rv T)rCnnwic~rr~rr ,T.,,~ . C 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 IV. 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: I . 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 vehicle are responsible to: 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 a assigned vehicle and personnel are not to use fuel cards for any vehicle other than the vehicle the fuel card is assigned 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. • 2 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: RLG/Jun 15, 2004/Filed: Vehicles 7.11 APPROVAL: MICHAEL COUZZO, MANAGER TEQUESTA, FLORIDA