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Documentation_Workshop__Tab 03B_07/10/2007
,, VILLAGE OF TEQUESTA PERSONNEL POLICY MAN UAL APPENDIX 1 VILLAGE OF TEQUESTA PERSONNEL POLICIES TABI.,E OF CONTENTS INDEX CHAPTER 1: GENERAL 1.1 Purpose 1.2 Employee Identification Cards l.3 Personnel Records 1.4 Visitors in the Workplace C~IAPTER 2: EMPLOYMENT 2.1 Equal Employment Opportunity 2.2 Diversity and Worlq~lace Equity 2.3 Hours of Work 2.4 Nepotism 2.5 Probation Period 2.6 Types of Employment 2.7 Hiring Process 2.8 Performance Evaluations CHAPTER 3: CONDUCT 3.1 Violence in the Worlrplace 3.2 Awards System 3.3 Grievance Process 3,4 Harassment 3.5 Personal Appearance 3.6 Personal Telephone Calls 3.7 Smoking 3:8 E-mailllnternet Use 3.9 Employee Ethics CHAPTER 4: COMPENSATION. 4. i Compensation 4.2 ~ Compensatory/Overtime VILLAGE OF TEQV>~STA PERSONNEL POLICY termination. TITLE: 1E;it+IP,1;,OX1<EELD. CARDi3 PoLxc~r: 1.2 EFFECTIVE: July I, 2004 REVISER: NEW PAGES: Police and Fire Departments may issue their own department identification cards in lieu of the Village identification card. II. PROOEDURE: The Human Resource Office is responsible for isauirrg employee identification cards attd will coordinate with the Village Pollee Department for the employee's photograph. Each employee is responsible for possession of lhoir Identifiicatiort card and to take care to protect it from lass, the$ ox misuse. CONTaNTS: 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. L POLICY STATEMENT: It Is the policy of the Village of Tequesta to issue employee identification cards to all Rill time and .part-time employees. Cards may also be issued to :other employees who mayrequire 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 roquested by a member of the public or another Village employee, It also prmides immediate access to emergency information should an employee become injured or iucapaeitated on the job. . Should a card be lost, damaged or destroyed, it should be immediately reported to the Iluman Resource Oifice so that another card tray be issued as quickly as possible. All idenkification cards siralI remain the property of the Village and shall be roturned to the Human Resource 08ice upon te,mdnation of employment or by speetal request by the anploya:'s Department Head or the Hutnan Resource Office. It shall be the employee's responsibility to ensure accurate and thneiy .updates of all information contained on the employee's idontification card. All requests for re-issuance of employed identification cards shalt ba made by the omployee to the Humeri Resource Office. All oId I,D. cards shall be rot:uned to the Human Resourco 083ce baiDre issuance of a new card. DRAFIBD:RiA/Dea 1 t,2003/FIIed~ID Cards 1.2 A~ROVAr.: MICRABI. COUZZO, MANAGER T»Qu~srA, x~i.oRIDA Unauthorized or inappxopriate use of the employee identification card is prohibited and will result in disciplinary action up. through and including . VILLAGE O>&' ~EQUESTA '~~~ PERSONNEL POLICY TITLE: PERSONAL I'NFORMATTON AND PERSONNEL RECORDS POLICY: 1.3 TI, tDENT1FtCATION OF PERSONNEL RECUADS: A. Permanent Documents. Documents retained in the folder throughout the aesociatioa of au employee with the Village. Er~ECrrvE: July I, zoos REVISEa: NEw PAGES: 2 CONTENTS: This polioy consists of the following numbered sections: I. Policy Statement II. Identitleation ofPersonnel Records III. Release and Accessibility of Records ~'~ IV. Retention Schedule V. Updating Records •PUEtPOSE: To establish prooedures and responsil-illtles for the maintenance of omployee Personnel Records. I. POLICY STATEMENT: A. Establishment of procedures and xesponsibilitles for the maintenance of personnel records. 1. The Human Resource Director is responsible for establishing and maintaining an official personnel trite for each omployee of the Village. 2. Department Heads are responsible for .the forwarding of doc4nts for inclusion in the personnel flies of thog~~ gmployees assigned to their depa~iment. 3. Only the Human l~source 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 deparhnents. 1. Employee applioatian & hirlag documents 2. Job description and specification information 3, Job performance ratings and evaluations 4. ~ Educatlon/braitting laforraation S.. Personnel action forms 6. Disoiplinary documents 7. Letters of appreciation, conunendat#on or discipline. B. Temporary dacurnents (personnel}. riocumeats-which have limited retention of three (3) calendar years or lase unless otherwise provided pursuantto labor agreement. Examples include: I. Adminiatratlve correspondence relating to leave/vacation requests. 2. All other adminietratlve documents of limited informational life span. Ill. RELEASE AND ACCESSIBII.ITX OF RECORDS: The • Human Resource Director shall establish procedures for the release and .accessibility of information in personnel files. Ali requests for employee information shall be forwarded to the Human Resource Director. Information contained in an employee's personnel file will only be released to the public in conformance wltb Florida Statute and Public Records haws. Personnel files will be available for lnepectlon and copying, but will not be allowed to be removed from the Human Resources Department. IV- RETENTION SCHEI)iTLE: ThBae records are maintained during the tenure ofthe 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 informatlott so the Village can keep their reeords 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, D1iAATEp:RI.GIDec Il, 2003/A+iledg 1Pereonnel Iteeorda I.3 APPROVAL: MXCIIAEL COUZZO, MANAGER 'rEQUEBTA, FLORIDA VILLAGE 0~' TEQVESZ'1~ . PERSONNEL PdLICY TITLE: VIBITOR-S IN TAE WORKPLACE POLICY: 1.4 EFFECTIVE: July i,1AQ4 REVISED: NEW PAGES: 1 COI3TENT8 : This policy consists of the following numbered sections I. Policy Statement PURPOSE: To establish policies and procedures regarding visitors to Village ofl3ces and work sites. '~ l.. POLICY STATEMENT: To provide for the safety and security of both vis€tors and employees and the ihcilities at the. Village, only authorized visitors are permitted inside the workplace. Restricting unauthorized visitors assists the Vi}Iage to mainta€n safety standards, protects against theft, assures security of equipment, heaps secure confidenital information, preserves employee welfare, and avo€ds potential disruptions and intrusions. Aii visitors should enter Village premises at the main lobby of eaoh respective facility. Authorized visitors . will receive directions or be escorted to their destination. Bmployees era responsible for the conduct and safety of their visitors. If an unauthorized individual is observed on Village premises, employees should immediately notify their supervisor or, if necessary, direct the individual to the lobby. ARAb'T~D:SILO/nea.22,2009/Filadt'Visitioxa i.A ABFROVAL: asxcRASL couzza, $tt '.CEQUE8TA, ffLORIbA 1 _., VILLAGE OF 'x'EQU"ESTA PERSONNEL POLICY TITLE: EQUAL TCMPLt)YMENT UPI~OIt'I'UNrTY 2. Provide compliance with State and Federal equal opportunity requirements and regulations. IT. PROGRAM RESPONSIBILITY: POLICY: 2.I El~'EC:I'IVE: duty 1, 2004 REVISIED: NEW PAGES: 2 CON~tTS : This policy consists of the following numbered sections I. Policy Statement II. Program Responsibility III. BBO Practices ,~ TV. Employee Development PURP08E: To establish a policy to ensure equal employment opportunity with the Village and to outlin8 procedures for action in case of violation. L POLICY STATEMENT: It is the policy of the Village to ensure equal employment opportunity for all employees and appointed representatives. This commitment includes a mandate to promote. and afford equal treatmen and services to all citizens, employees and Village roprosontatives, and to assure equal employment' opportunity based on ability and gtriess to all persons regardless of race, religion, color, creed, national origin, sex; marital status, age or disablUty. The goals and objectives of rho Equal Bmpioyment Opportunity Policy are to: 1. Ensure fair treatment and non-discrLnination in all aspects of Vlllago employment. The Human Resource Director shall serve ae the Equal Opportunity Officer to carry out the Equal Employment Opportunity Policy and Program. The Officer shall be the focal point for the Village's equal opportunity efforts and shall advise and assist staff and management personnel in alt matters regarding implementation of and compliance with the Bqual >~mpioyment Opportunity Policy, and be responsible for the successtW execution of the program, utilizing the asslatance of appropriate State and community agencies. The Equal Opportunity Officer wi[l have respongibiiity to examine existing internal policies or procedures, which may serve as barriers to implementing the Equal Employment Opportunity Program. III. EQUAL EMPLOYMENT OPPORTUNITY PRACTICES: The Bqual Opportunity Officer shall undertake the following actions to assure equal. employment opportunities in the Village: 1. Periodically review all position qualifications and job descriptions to insure requirements. are relevant to rho tasks to be performed. Make recommendations as needed to delete requirements not reasonably related to the teaks to be performed. 2. Assure that pay and Bingo benefits depend upon job rospvnsibility and, along with overtime work, are administered on a non dzscrlmiuoatorybssis. 3. lnfarm and provide guidance to staff and management personnel who make hiring decisions so that all applications -for selections, promotion and termination, are considered without discrimination and all applioatits be given equal opportunity regardless of taco, ca~eed, color, national oxigin, sex, marital status, age, or ~'~ disability. 4. Take appropriate steps to qualified candidates to recruit qualified candidates based upon their lw.owledga, skills and abilities. S. Provide orientation advising all new employees of the Village's Equal Bmpooyment Opportunity Policy. G. This policy shall be made known to all employees, contractors, and suppliers through distribution of the Equal Bmploymont Opportunity Policy. Applications for employment will include an equal opportunity notice. l[V. EMPLQYEE DEVELOPMENT: The following actions shalt be undertaken to achieve empibyee job satisfaction and fair treatment: 1. Assure that there shall be no discrimiaation ... with regard to training and educational opportunities, upgrading, promotions, transfer } and demo#ian, layoffs and ternuinadon of employees. Any actions wl-ich may adversely affect etriployees must he brought to the attontlon of the Village's Equal Opportunity Officer. 2. Actively encourage employees to increase their skills and job potential through training and educational opportunities. Otl`er guidance and counseling in developing progtanas tailored to individual aptitudos and desires, tnking_ full advantage of programs offered by the State Department o£Emplayment Security and other pragrarns. a~-a~ren:xnc/naa 2s,2oo9/~iiecs:~o a.i APPRU'VAL: MICIiAEL COUZ7A, MANAGER TEQUEBTA, FLORIDA VILL2~,~E O)~' TEQUE3TA PERSONNEL POLICY TITLE: Di?VER3ITY AND WORKPLACE EQUITY steps to ensure that employees know they are valued individuals. POI,ICX: 2.2 EF~'ECTlrVE: Jury 1, 2404 REVISED: NEW PAGESt: CON'1'tNTB : This policy consists of the tbllowing numbered sections I. Policy Statement II. Practices PURPOSE: To state the organization's commitment to build quality workforce representative of the community we serve. I. POLICY STATJ~IVITNT: The Village is committed to building a diverse workfoorce which reflects the face of the community we servo, honors and. respects the beneficial and worthwhile differences and abilities of all our employees and residents, and provides employee3 with opportunities, tools, and support to achieve their maximum potential. Equitably managing a diverse workforce is at the heart of equal opportunity. Valuing beneficial and worthwhile differences among cultures and races is the basis Per a policy of inclusion. Diversity recognizes and respects: a multitude of differences, which employees bring to the workplace. Diversity may complemtont organizational values that stress teamwork, leaderal=ip, responsibility; and quality service. Diversity means sMving to maintain an environment in which managers value the worthwhile differences in their erupIoyees and take II. PRACTIC$S: To achieve workplace equity and inclusion, the Village will observe the policies and practices outlined below: 1. Tho Village wltl ensure that wo do not discriminate #n employment. on the basis of race, color, religion, national origin, sex, age, disability, marital status, creed, ancestry, or medical condition. 2. The Village will ensure that applicant pools are both capable and reflective of the population we servo. 3. The Village will make employment decisions based on job•related criteria and wilt provide opportunities for entry and promotion into non-traditional,~obs where appropriate. Q. The Village will ensure a workplace free of all Ibrms of harassment. 5. The Village wil! develop a procedure for prompt, thorcugh and impartial investigations of discrimination or harassment complaints, we wail take appropriate measures #o provide remedy or relief to individuals who have been victims of illegal discrimination, harassment or false accusation thereof. By creating a workplace whero everyone can work towards their maximum potential, the Village wilt be batter able to retain quality, productive. employees who will provide excellent services to onr residents. DRAFT'ED:RI.G/Dec?3~003/Fi1cd:DSversity 3.2 APPROVAL: 1VITC]ffAE4 COUZZO, MANAGER TEQUE$TA, ~'I.ORU'-A VILLAGE Og TFQUESTA BERSONNEL 80LICY TITLE; HOURS OF WORK PoLZCV: 2.3 EFF'ECT'IVE: Juty 1, 2004 REPLACES: 3.07 (March, 2001) PAGES; CoNl`LNTS: This policy consists ofthe following numbered sections I. Policy Statement II. Tardiness III. Attendance Records PURPOSE: 'Io establish a policy setting uniforir, hours of work for employees. I. POLICY STATE11~1VT: The Village workweek shall begin at midnight on Sunday throw 11:59 p.m. on Saturday. Except as otherwise provided by any applicable labor agreement, ~d normal working hours for administrative and office. personnel are eight (8) hours, from 8:30 a.m. to 3:00 p.m.,lblonday through Friday. The hours . of work for shift and field personnel may vary but shall be guided by the moat efficient and ei~'ective arrangement to the Village. The Village shall provide each employee with one (1) hour for a meal. The meal period is unpaid for %a hour and paid by the Village for % hour. Employees are en#tled to a fifteen (15) minute break in the morning and a fiftddri {IS) minute break in the aftdrxioon. Occasions may arise whoa the service to the citizen can bo improved through the adjustment of an employee's work hours. This will be done at the discretSon of the deparhnent ]}sad. 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 unexousod absence, and the time missed will not be paid. Bxeesaive tardiness will result in disciplinary action, lucluding passible termination. Notification by another employed, &idrrd, or relative is not considdred proper dxcopt in . an emexgdncy situation whexe the dmployee is physically unable to makd the notification. III. ATTEPTDANCE RECORDS: Each department will maintain daily attendance records, includipg date and time absent and reason for absdnce. Attendance shall be a consideration in detdrnilning ptomotlons, transfers, satisfactory compldtlon of probationary pericds, 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 detdrmined by We appropriate dapartanent head. DItAFTED:RLG/Dec 23~D03/Flled;Work Hours 2.3 APPROVAL: MICHAEL COU?aZO,~MANAGER TEQU)ESTA, )P'T~ORIDA ..,,~ VIL7,AGE OF TEQVE$TA PER9ONIJEL POLICY 'TITI.,P: NEPOTISM APPROVAL: POLICY: 2.4 EFIrECaZV~: Juiy i, ?004 REPLACES: 2.07 (March 2001) PAGES: 1 CONTgt~'Pg : This policy consists of #ha following numbered sections: I. Policy Statement PURPOSE: To establish policy for the,employment of immediate relatives !n order to asauna the reality aQd appearance of fairness in the best interest of the ~''~ Village. I. POLICY STATEMENT: No parson may be employed in a pasltlon supervised by a family member. Family members shall sot be pieced in a position such that one member is required or authorized to rcvicw iha work; personnel documents, expense account or time records of another family member. Further, to prevent the possibility of actual or alleged favarltiam, the Village #lu7her prohibits family members from working in the. satuo department. For ilia purposes of this section, a fawlly member shall be delined as the employee's spouse, parent, a~tep=parent, ,brother, sister and their spouses, step-brother, step-sister sad (hair spouses, children and their spouses, fatheriin-law, mother-in- law, siate~in-law, brother-in-law; grandparents and their spouses, stepchildren and tleeir apousea, grand- stspchlldren and thefr spouses, aunts, uncles, nieces, nephews and parsons residing in the same household as the employee. ..+...a a~a~u : iuNllVce so,~w~/raep;(~llpOp81L lA MICIiAEL COUZZO, MANAGER 'I'EQUESTA, FLORIDA VILLAGE OF TEQUE~TA PERSONNEL POLICY TITLL; PROBATION PERIOD POLICY: Z.S EFFECTIVE: Daly 1, 2004 REPLACES: 2.06 (March 2001) PAGESs Z COrY'rtta'rs : This policy consists of ~e following numbered sections: I. Policy Statement II. Evaluation III. Completion 1PURpOSEs To establish potcy and procedure for the probation period for new employees and current employees who transfer to a Clew position. I~ PULICX STAT)E1V1ENTs Alt employees, except exempt department heads, placed in new full~timo and part time posliions must serve a period of probation. Exempt management who are "at will" employees serve no probation period. Police officers and firefighters serve a probation of ant year; all other employees serve a six-month probation unless otherwise defined by labor contract. The probation period is designed to give the empioyte tiuno to learn rho position and to give the supervisor time to evaluate the employee's potential and performance. Daring the established probationary period, the Village reserves the right to terminate the probationary employee's service on the basis of unsatisfactory performance or on the basis of other reasons deemed sufficient by the Village. Department Heads era encouraged that if an employee is unable to perform the work, the person must be terminated as Carly as possible. Early termination eaves the Village a time and dollar investment and saves the employee possible embarrassment and frustration. II. EVALUATIONS: At the end of the probation period, the employee shall be formally evaluated, however, it is expected that informal evaluations will be conducted during the course of the probation period to assess performance and to advise employees of expectations regarding, performance. Significant job deficiency{ies) shall be documented in the employee's personnel Pilo. III. COMPLETION; If the employee successfully completes the probation period ha or she becomes eligible for vacation and other appropriate leaves retroactive to the employee's beginning date of omployntont with the Village. If an individual has barn transferred or promoted, he or she remains eligible for. alI Cringe benefits included with the previous ,position during the probation period for the hansfer or promotion. If the position to which an employee has been transferred or promoted carries benefits different from thaw of rho previous position, the parson becomes eligible for the benefits of the now position upon the satisfactory completion of the probation period retroactive to the data o€the transfer or promotion. If a transferred or promoted employee fails to achieve satisfactory performance in the ntw position, he or she will be given .priority for the first position openin& similar to the one previously held if the employee's performance in rho previous position was satisfactory. If an employee had not performed sstlafactarily is the .previous position, termination from Village employment will be considered. If an emergency arises during an employee's probationary period which requires a ]taut of absence, such #ltne of)P, if granted will rat be considered as time worded. DRALRED;RI.G/Aec46,20031kiledsProbaHon2,S APPROVAL: MICHAEL COU~ZO, MANAGER TEQUESTA, I~ZORIDA ~~~ VII,LAG~ Off' '1"LQLT>~ST'A PERSONNEL POLICY 1'I'I'LE: TYPES OF EMPLOYMENT D11FIN[TIONS POLICY: 2.6 whose position is classiffed under the Fair B. "Full-time omployea" means an employee who is regularly assigned to work forty hours par week, EFFECTIVE: July I, 2004 REPLACES: NEW PAGES: 1 CONTF,,~iTB : .This policy consists of the following numbered sections: 1. Types ofEmploymeat PURPOSE: To establish guidelines and definitions for types of employment and for entitlement to benefits. 1, TYPES OF EMPLOYMENT: A, "Anniversary data" means the date that au 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 Oilice. $. "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 Directox, Director of Parks and Recreation, Utilities Director, Assistant Village Manager, Human Resource Director. C. `Employee" moans any person holding a position or employment with the Village and who is paid wholly or in part tom Village Atnds. D. "Exempt employee" means an employee F.. "1°art~timo employee" means an employee who is regularly assigned to woxk loss than forty hours per woxk. G. `Regular rate of pay" tneaaa the hourly rate of pay actually paid an employee for the normal, non-overtime work week fax which ha/she is employed. H. "Temporary/Seasonal employeo" means an employee hired on a seasonal or temporary basis for a special project ox other work of a temporary or transitory nature. 1. "Work day" mesas the 24~hour.period tom midnight to midnight, J. '•'woxk-week" mesas the continuous 7 day period beginning at 12;00 &.m. on Saturday and ending at 11;59 p.m. ~iday. OPA6TED s ALG/Dec 26,2W3/R(ted: Types of Esnp[oymegt 2.6 APPROVAL: MICHAEL COUZZO, MANAGER TEQUFSTA, FLORIDA 1 VII~LA~GE 4B' TEQUE~TA P>~RSOr»z POLICY TITLE: IRKING PROCESS POLICY: 2.7 EFFECTIVE: duly Y, 200A REVISED: NEW PAGESt I reasonable opportunity for pexaons to apply and be considered for employment, lilT. APPLICATION FORM: All applications for employment shall be made on forms pxoscribed by the Village Manager. -Forma shall provide for designation of a veteran's preference in accordance wish the lsw. IV. PHYSICAL EXAMINATONS: CONTLNTB : This policy consists of the following numbered sections: I. Policy Statement II, Itecrultrnont III, Application Form 1V. lhysical Examinations V. Pre=employment 3oreening VI. .Selection VII, Temporary and Seasonal Appointments PURPOSE: To establish a policy and procedure for all phases of the hiring process. I. POLICY STATEMENT: It shall- be the policy of the Village to conduct recruitainent and selection in an afIIrmailve manner to provide equal employment opporttnity to all applicants and to prohibit discrimination because of rape, age, disability, political afflliation, religion, sex, color, pregnancy, ancestry, marital status, veteran status, national origin or any other discriminatory factor prohibited by law. II. RECRUITMENT: Recruitment will be tailored to bast meet the needs of the Village and will bo directed to all sources likely to yield gtialifled candidates. Job announcements shall bo clear and readablo.~ They shall include the job title, salary range, and job quailtlcatIon requirements. I~ublioity for ,job vacancies shall be conducted for a sufficient pbriod of time to ensure Applicants for safety sensitive positions receiving a conditional o>I'or of employment shall be required to undergo a physical examination which will include a drug-screen paid for by the Village. V. PRE-EMPLOYMENT SCREENING: All new hires will be required to undergo a criminal background check. A criminal background check wilt be required for temporary positions requiring public security, admhilatrative confidentiality, working with minors, or cash handling, VI. SELECTION: The Village Manager or his designee, in conjunction with the Department Head, shall determine the selection device or devices to be used to obtain the best qualiffed candidates for each position. Such, selection devices may utchide work sample or porfornaaace tests, practical written teats, individual physical examinations, background and reference inquiries and evaluation of training and experience. VII. TIG;MPORARY' AND SEASONAL APPOINTMENTiS: Temporary and sensorial appointments shall not exceed 180 days. No temporary or seasonal employee shall work more than 180 days in a calendar year. anasraa: xI.C/Du 29,2003/Fifed: Illring 2.7 APPROVAL: MICHAEL COUZZO, MANAGEit -•-~ VILLAGE OF TEQUESTA PERSONAL POLICY TI1ZE: PERFORMANCE EVALUATIONS II. PERFORMANCE PLANNING PROCESS: POLICY: Z.8 EFFECTIVE: J'uiy 1, 2t10A REPLACED: 1-00/01 PACs: a CoN'rENTS: This policy consists of the following numbered sections: I. Policy Statement II. Performance Planning Process Ill. The Perfotmance Review IV. Conolusion PURPOSE: The purposes for this policy is to provide the supervisors and the employee with the following: I. The reasons for evaluating employee performance. 2. Tha advantages of using goals and objectives and/or standards when evaluating performance. 3. The process to conduct a planning session in which performance goals, standards and objectives are developed and established for the upcoming evaluation period. 4. Tha outline and procedures for subordinates on what the basis of evaluation will be. L POLICY STATEMENT: The Perfornrsnce Planning and Review Program is a systematfc approach that assures on-going communications between the supervisor and the employee. The primary purpose of the employee performance evaluation pxogram is to inform employees of how well they are performing and to offer constructive criticism on how an employee can • improve his/her performance. Performance evaluation shall also be considered in decisions afftcting salary advancement, promotion, reassignment, dismissal and training rieeds. te- 1 The supervisor and employee each review the employee's job description slang with written statement of addit[onal department specific duties and responsibilities in preparation for establishing the Performance Ptan. In this meeting it will be determined which Performance Standarda/GoalslObjectlves are most important in indicating the successftrl completion of the job the employee has bean hired for. Step 2. Space is provided on the form for the supervisor to write in the department standards/criteria and/or objectives. These should be words or phrases, which will give a clear, concise and specific description of what is being evaluated.. The requirement should be stated clearly, objectively and measurable if possible as to it apply to the task and -expectations. a. The advantage of fhas approach is that it gives the -Supervisor full flexibility in developing standards that are specific and pertains to the job requirements and expectations. b. In addition to the department expected standards/criteria and/or objectives, the supervisor should review with the employee characteriatias described in the Department Standards of Conduct which reflect the expectations for the employee. c. Tha supervisor racy add additional Standards of Conduct as needed attd appropriate, i:e. police, fire and other personnel. d. If additional space is required, supervisors should attach additional sheet and/or department form. ,~~3, Tha supervisor end the employee then discuss Performance Plan. a. Discuss each Department Expected Standards/Criteria and/or Objectives, and Department Expeoted Standards of Conduct and any other pertinent matters. III. TIDE PERFORMANCE REVIEW: b, Discuss the Performance Ratings i. The review session itself can be the single most significant part of the entire process. S =Satisfactory U =Unsatisfactory a, ~, NA =Not Applicable The session needs to ba memorable to the employee due to the fact that it is the c. Discuss what constitutes Outstanding, principal indicator of the supervisor's SaQsfactory, Unsatisfactory, etc. Both evaluation- of that employee's job employee and supervisor should come to a performanco. meeting of the minds on what constitutes meeting standards on particular b. a ond. perfoxtnanee objective/staadard/ctiteria. The employee needs to understand the supervisor's evaluation of his performance. d, Au outstanding performance rating A. poor performance will need to be qualifies an individual for a perforrnance discussed for an employee to realize that the recognition ac~ustment, which fa based on a supervisor values quality work. A quality recommendation of the supervisor and file performance will Hoed to bo discussed fax approval of the Village Manager. the employee to realize that his/her work is appreciated and valued. Step 4. Tha employeo and suporvisor then sign the Performance Plan. A copy is given to the employee, 2, Both the supervisor and the employee must department head, human resources and others as prepare far the performance reviow: Thorn are appropriate. ~ some specific things a auporvlsor can do to holp '~ make the performance review more effective and The mutual development and signing of a less stressful. Paying close attention to the Performance Plan follows a number of management following elements will improve the principles,. One is that whore there is involvement, performance review process. there will be a greater level of commitment. Another is that people generally try harder to fulfill those ~~(; Selecting The Time And Place commitments they have made in writing. The Performanco Plan should be viewed in Light of a . Choose a time when you and the written commitment the employee mattes to the employee will be able to concentrate. Village. Thera will probably never be a time whon both of you will be free of other The em 1o ee then ba uta worlcin on Step 5. p Y g 8 problems, but you ten: avoid the his/her Porformance Plan until review dine. obviously inappropriate times. Performance Plan may be revised, if noeded. Reniembat, you are not only going to discuss past performance, but you aro Stan 6. It is essential that the supervisor give also going to do performance planning periodic fe`a~lback to 'the emplay88 tbrOUghOUt the for the next review period, The PerPorman4e~Plan.period so that there are seldom any review process may take more than surprises when the final review is held. Tbis can bt ~ one meetsng, but it should ba scan as van with Bail on- oyri feedbac or in a montiil ~ Y g g ~ ~' one process and completed within a review/preview session, etc. few days. Sta .At the conclusion of the Perfoxnaance Plan • Location i$ important. Find a place period, usually twelve months unless a special that ensures privacy; absolutely no evaluation is called, the supervisor rovlews fhe one should overhear the conversation. parfonmanee in a meetJng with the employee and Interruptions should be avoided if at evaluates how well the Performance Factors were all possible. Privacy is a must during completed perfornance reviews. plan to hold tho meeting in a place where you and the ~ input/self-evaluation can help clear up '~ employee can sit racing each other gray areas in the employee without a desk between you. If you performance picture, identify noeded sit with your desk between you and training and development areas, and the employee, you may create a facilitate discussion of performance. barxior that can discourage the free flow of information. • Unless employee comas to view the performance review as a ratings game, • Once you havo selected the time and employeo will often be harder on place, make an appointment with the tlnemselvos than the suporvisor would employee well in advance of the be. meeting. The employee will want to prepare for the meeting, Once the ,$,~gp 4: Conducting The Meeting appoirihnent is made; keep itt If you Cancel OI' pDStpane lt, you Will be • Supervl3ors ]riUBt be ab18 to sending the employee two powerll-1 communicate effectively if the system messages: that whatever you are doing la to work. Employee too, must is more important than they are sad canttnunioate.. Active listening more important than good coupled with a positive attitude will performance. ' go a long way in making the session a success. .S,.l~. ~: Assessing Bmployee Performance • The omployee should be encouraged • Use the techniques discussed in this to take the lead in the discussion. The guide to prepare youxself to discuss the discussion should cover the fallowing employee porformance. Make sure six key areas: you xefer back to the performance plan establlshcd at the last performance 1. Reviow of performance } review sossion. Follow the guidelines standards/objectives/crlterIa. ~~ ~ for givhtg and receiving feedback. 2. lteviow of major job Make sure you review the omployee rosponsibilities. job deacrlpt#on to make sure it is still 3. 13xamination of growth areas, accurate and up-to-data, goals and training needs. Remember, concentrate on behavior, 4. Discussion of major not peraanaliry, unless it impacts their accomplishments. performance. S. 1?reparatlon of a plan for development. to : Preparing The Bmployee 6. Evaluation of the performance planning and review session. • Soma supervisors fear asking employee to do a se1P-appraisal. They Steg.~,: Completing tho Pmcess: think tho employee will build themselves up and it' will be • Complete pxocesa. as instructed on irnpassible to gat them to think forms. The supervisor selocts the realistically. Suporvisors.also believe performance rating which boat employeo will not respond. These describes the completed fears era largely unfounded when objective/etandard/critoria. employees aro asked to evaluate their ~ awn performance. Bmployee xated S (Satisfactory) Meets Staudards/Objeetives, etc, • Do not ask the omployee to evaluate Weir own character or to provide an • Employee rated U (Unsatisfactory) overall description of tl~om. Aak how Did not .moat the work went - were the goats Standards/Objeckive/Criteria, etc. '1 a41118Ved and IIOW Well. ~lnplOyee 1 .. ~ 3 Rating must be supported by detailed, ~~ quantified,' objective and specific comments and must be reviewed with Human Resources prior to review with the employee. • Wxitten statements indicating greatest strengths, weaknesses and other comments should be made. • T'he employee should make appropriate comments, If desired. • Both employee snd supervisor, as wall as the overall department head, should sign the form. • The form should be forwarded to the Human Resources Office far fiaal review and oopfes thereafter distributed. S~+p b: planning Process for Next Review. Supervisor and employee begin Performance Piarining Process for next review. IV. CONCLUSION: A performance planning and review syateru that recognizes and rewards expected and above performance and corrects poor performance can contribute signi~aantiy to Improved morale and productivity. Likewise, if supexvisors show favoritism or prejudice toward certain employee, the system will contribute to poor morale and lose productivity. .In other woz`ds, a system is only as good~as those wits use it. I)RAFT'BI?;RTAlUec 26,20034'ilcd: Petlbmtanee Bvaluetlons 2.8 APPROVAL: NIICBAEL COIiZ7.p, i1IANAGEtt TEQUESTA, .FLORIDA 4 VILLAGE Off' TEQUESTA P)taR30NNE2, BOLICY TITLE: VIOLENCE IN THE WORKPLACE dces commit violent acts against outer employees or individuals having business with the Village. POLICX: 3.1 EIFFECTIVE: July 1, 2084 REPLACES: 2.06 {March 21101) PAGL~9: CoN'.PEt4'PB : Tlt#s policy consists of the following numbered sectiaas: I Policy Statement Il. Preventing Workplace Violence III, Responsibilities PURPOSE: To provide management and employees with guidance should they encounter a situation they believe may result in violence, and to provide infiormation and training to management and employees to minimize rink of injury or harm resulting from violence iin the workplace environment. DEFINITIONS: "Workplace Violence" means any verbal or physical action that is communicated or perceived as a threat, harassment, abuse, intimidation or personal contact, that produces fear, causes bodily harm or damage to property. Workplace violence may involve family, frian~s, strangers, co-workers, customers, citizens or residents. Violence or throats of violence are prohibited in the Village's work locations. It is the shared obligation of all employees to act individually and jointly to report and prevent actual or implied violent behavior at the workplace. Violence, or the threat of violence, by or against any employee of the Village or other person is unacceptable and wi#1 subject the perpetrator to serious disciplinary action and possible criminal charges. Village employees are required to cooperate with Iaw enforcement officials to aid in the prosecution of anyone who threatens to commit or 1. 1?OLICY STATEMENT: The employer will not tolerate any eats of violence to persona or property, All acts of violence ale treated seriously. Bach act of violence wilt be dealt with promptly and appropriately utilizing administrative, managerial, Iega1 and disciplinary nations to minirraiTe risk to employees, oustomers, and property. Employees are prohibited from bringing guns and weapops on to Village property unless they are certified Police Olficors. II. PREVENTING WORKPLACE VIOLENCE: The employee recogndzes that most serious incidents of workplace violence represent a personal crisis that the individual is unable or unwilling to solve a#one. Intervention at an early stage provides the individual with the necessary assistance to resolve these issues, prevent escalation, and allow continued productive employment. )employees and supervisors have encase to confidential and diacrctianary professional assistance through the Bmployee Assistance Program. The program provides advice, assessments, and case review to help management develop intervention strategies and make decisions that will prevent violent incidents from occurring, The program can refer to outside prot'ossionaI agencies, which can provide evaluations, diagnoses and treatment pleas. IYI. RESPONSIBILITIES: Any employee who becomes aware of a threat made by another employee or has observed or has bean made aware of the potential yr aotuality of violence in the workplace should immediately contact a supervisox who In turn has .the responsibility to contact the Village Manager and/or the Tequesta Police Aepattment, if necessary. No employee who acts in good' faith in reporting violence ox threatened violence in the workplace will ~be subject to retaliation or harassment based upon.sueh reporting. ~'1 The Village also xecagnizcd that employees may be involved in personal disputes with family members, neighbors, or personal aciluttintances. A.n employee who applies for a restraining order which lists the Village work area as a protected area must infomn his or her Department Head and the Village Manager of such action and provide a description. of the individual restrained by the order. If a court order has not been secured but the employee feels threatened, the employee should notify the immediate supervisor and the Police Department. Management is responsible for responding to potential or violent situations, depending on the seriousness and nature of the inciderrt. They will colzduct interviews and investigations, prepare documentation, and notify appropriate assiataoce agencies. ARASZrn:RY.,G/Deo 25,2Qt13/kiledtVlolence to the Workplace 3.1 APPROVAL: MICHAEL t~OU7.~0, MANAGER ~~ TEQUlri9TA, FLORIDA VILLAGE Op" TEQUESTA PERSONNEL POLICY TITLE: AWARI}3 SYSTEM POLICX: 3.2 I;FI~'i;CTIVE: July 1, 20{?4 x>+;vISED: 1vEw PAGES: ' 2 CoNTEt~is: This policy consists of the following numbered sections: I. .Policy Statement II. Nominations III. Awards Committee N. 1?inai Determination V. Awards in Order of Precedence PURPOSE: To recognize the outstanding performance of Village employees, citizens, and organizations who provide exceptional service to the Village of Tequeata. AISCUSSION: Awards, decoradons, and public recognition of a job well done motivate members and increases the overall e!I'eotiveness of the Village. The Village Manager desires to publicly recognize and commend . Wose indtvlduats who distinguish themselves titrougb outstanding performance of duty. Also worthy of public recognition and commendation era those private sector citizens and organizations who provide special assistance to the Village. I. POLICY STATEMENT: It is the Village's policy to recognize and award members who have displayed excellence in the performance ofduty. II. NOMINATIONS: Supervisors are encouraged to being to the attention of the Village Manager those parsons who deserve recognition. Care should be fatten to include all equally deserving individuals. Nominations may be submitted by any employee of the Village including the potential recipient. Nominations should contain a summary of the facts of the incident or eo:aduct and signed statements from witnesses, if applicable. .Nominations will be forwarded to the Human Resource Director, which may comment an the aaminatio:n in writing. After review of a nomination, tine Human Resource Director will make a recommendation to the Village Manager for the following action(s) to be taken;, a. Approve the nomination and take immediate steps to grosent an apprapriate award; b. Convene the Awards Committee to consider andlor investigate the nomination; c. Return. the nomination to the appropriate supervisor for AuWex investigation; or, d. Reject the nomination. III. AWARDS COMMITTEE: The Awards Committee wlll be responsible for reviewing and investigating ,nominations forwarded to them. by the Human Resource Dlreetor. The Awards Committee will forward its findings and recommendation to the Village Manager. The Awards Committee- will be composed of the Human Resource Director and two staff members. The Human Resource Director will serve as chairperson. 1N. FliNAL DETERMINATION: The Village Manager will make the final determination on all awards. A copy of the Awards Con-raittee's formal written citation will be forwarded to the Village Manager's Office for filing is the recipient member's file after the presentation; of the award. V. AWARDS IN ORDER OF PRECEDENCE: EMPLOYi>? Okr TkiE YEAR -The ~empioyee ~'} recognized as the most outstanding among peers Ln performance of duty throughout the year. Recipients must demonstrate a high degree of professionslistn. The primary consideration for this award will be the consistent nature of the individual's outstanding performance. Award includes a personal plaque and recipient's name inscribed on a permanent Village plaque. ~MPLOYEF{,Q~ ',~'HB QUARTER -The Village employee recognized as the most outstanding among peers in performance of duty throughout the quarter. Award includes certificate and recipient's name inscribed on an agency plaque for that quarter. CI'~IZ~N .SERVICE t~'~rA1Z,D - Special recognitloa of a private citizen or organization that has provided exceptional voluntary service to the Village during the previous year. RETIREME~jT' ~.W~ - Au, appropriate plaque or symbolic gift commemorating the honorable service of a member who has met longevity requirements for retirement. y DRA,i~'ED:RLG/Jan 2, 2004/FYled= AwardB Syete~u 3.2 f AiP)('ROVAL: MICHATL COUZ~7,t), MANAGER TEQUEBTA, In.ORrUA VILLAGE QF TEQUESTA PERSONNEL POLICY Tl'1'LE; GRIEVANCE PROCEISS POI.1C'ft: 3.3 Ei*'FECTri'E; July i, 2Q04 REVISED: NEW PAGES; 1 coNxl~t3'.~ts : This policy consists of the following nutabered sections: 1. Policy Statement 11, procedure PUl1tPUJ3E: To establish standardized grievance procedures fornon-represented employees. I. PdLIC'SC STATEMENT': It is the policy of the Village ot'Tequesta to afford all employees a means of obtaining fiuther consideration 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 niaj4datory for all concerned, except that time limits may bs extended for good cause. Il; PROCEDURI~: Stec 1. An Employee must present a grievance within ten (10) working days of its allegod occurrence to the employee's immediate supervisor and/or department head, who shall attempt to resolve 1t within flue (5} working days attar It is presented to them. Stan 2. If the ernployeo is xaat satisfied with the solution by the department head, the omployee 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 following: a) Statement of the grievance and relevant facts b) Remedy sought c) Reasons for dissatisfaction with the department head's solution The Village Manager shall attempt to resolve the grievance within five (5) working days attar !t has been presented to him/her. The. Village Manager is the final authority an grievances presented by non-represented Village employees. 1DAAG"P1lp: RI.G/Jan B, 2003lFiled; Grievance Procees 3.3 APPRgVAL: MICHAEL CUUZZO, MANAGER TEQUESTA, FLORIDA VILLAGE OF TEQUESTA PERSONNEL POLICY TITLE: HARA,SSMEIVT POLICY: 3.4 EFFECTIVE: July 1, 2004 REVISED: NEW PAC3E$ s CONTBNTS; This policy consists of the following numbered sections: I. Statement of Policy II. Applicability YIL Harassment and Discrimination Prohibited IV. Definition of Sexual Harassment V. Bxamples of Discrimination and/or Harassment VI. Discrimination and/or Harassment Complaint Procedure VII. Complaint Investigation VIII. ResultoflnvestigaHon IX, Follow up )PURPOSE: To establish policy prohibiting all forma of harassment. To define procedure for reporting harassment. To establish guidelines for administration of discipline. Each employee will be required to read and sign the "Discrimination and . ~ klara'ssment"policy. SectRon 1. Statement of Policy It is the policy of the Village that all employees enjoy a work environment free of discrimination and/or harassment. Discrimination and harassment are forms of nvsconduct that undermine the integrity of the employment relationship, lower morale, and interfere with work effectiveness, Thia policy applies equally to any discrimination or harassment based on race, gender, national origin, religion, age, disability, marital status, pregnancy or any ofher legally protected status. Discrinunataon and harassment are ill~and will not be tolerated, S,~ctlon 22. Applicability The provisions of this directive apply to all personnel . working for the Village, either direcfly or through a contractual relationship, as well as elected officials, The term "employee" as used in this policy shall apply to all contractual personnel, direct employees, participants in Village services, vendors and volunteers of the Village. Section 3. Harassment and Discrimination Prohibited The Village will also not tolerate any form of retaliation directed against an employee or other individual who, in good faith, complains about harassment or participate in any investigation concerning harassment. It is expected that all employees will continue to act responsibly in fulfilling the Village's commitment to working in an environment totally free of discrimination and/or sexual harassment. To that end, it is also expected that employees will prudently avail themselves of the mechanisms provided herein to address issues regarding discrimination and/or sexual harassment. No employee should be subjected to derogatory verbal or nonverbal references regarding his or her race, gender, national origin, religion; age, disability, marital status, pregnancy or any other legally protected status. Na employee, male or female, should be subjected to unsolicited, offensive and unwelcome sexual overtures or conduct (verbal or physical). Such conduct, whether connnitted by supervisors or non-supervisory personnel, is specifically prohibited by state or federal law, as well es Village policy. Such conduct may also expose the Village and the individual to liability for damages, attorney's fees and costs. It is the responsibility of all supervisors and '~~ employee to insure that discrimination and/or harassment does not take place. At a minimum, supervisory personnel are required to inform all employees of this directive and to immediately correct any problems that may arise. Supervisors are responsible for maintaining a work environment that is free from discrimination and/or harassment, as well as any other conduct that creates a hostile work environment for any individual. The Village recognizes that invalid, unfounded or false accusations of discrimination and/or harassment can have serious effect on innocent individuals. Therefore, the Viiiage Manager, as confidentially as possible, and, if appropriate, the Village Attorney, shall investigate any and all complaints of discrimination and/or harassment to determine the most appropriate disposition. Each and every complaint or allegation of discrimination or harassment shall be reported to the Village Manager. Harassment and discrinunstion participants fall into three categories: (1) the alleged offender, (2) the alleged victim, and {3) any witnesses. Any of the three can be found in violation of this directive. Violation of this directive includes participating in discrintinatory and/or harassing practices, permitting subordinate employees to engage in such practices, Fling false charges or malicious complaints, or retaliating against employees who report instances of diacrirnination and/or harassment. This directive constitutes a "z r - ler e" policy. Appropriate disciplinary action shall be taken against any and all individuals who violate this directive, which disciplinary action may included immediate termination from performing services for the Village or, if a direct employee ar volunteer, termination of the relationship with the Village. action 4. Definition of Sexuai Harassment Sexual harassment refers to unwelcome behavior of a sexual nature that is personally offensive, deliberate end repeated, It includes sexual advances, xequests for sexual favors, and other verbal or physical conduct of a sexual nature. Such harassment may be verbal, nonverbal ox physical, and is illegal when: 1. Submission of such conduct is made implicitly either a term or condition of employment; 2. Submission to, or rejection of, such conduct by an individual is used as the basis far employment decisions affecting the individual; andlor 3. Such conduct has the purpose or effect of unreasonably interfering with an individual's work performance or creating an intimidating, hostile or offensive work enviromnent. Sexual harassment does not refer to occasional compliments of a socially acceptable nature. It refers to behavior which is not welcome; which is personally offensive, which debilitates morale, and which interferes with work effectiveness. Some behavior that may be acceptable in social settings is not appropriate in the work place and is considered insulting and demeaning to the victim, .In addition, no one should imply, joke about, or threaten that an applicant or individual's employment, assignment, compensation, advancement or acquiescence to sexual haxassment. Sect on 5 Examples of Discrimination andlor Harassment • Referring to a woman as girl, doll, honey, sweetheart, etc. • Referring to a men as boy, hunk, babe, honey, sweetheart, etc. • Asking unwelcome questions about sexual history or practices, racial, ethnic or religious issues • Referring to individuals in protected classes in a derogatory or disparaging manner • Displaying visuals which may be degrading to an employee's race, ethnicity, national origin, age, disability or religious beiiefs • Telling racial,. religious or other diserinunatory jokes or stories • Offensive or unwelcome sexual flirtation, advances, propositions or threats, or giving unwanted gifts • Verbal innuendoes or jokes of a sexual natuxe, graphic or degrading verbal comments about an individual or his or her appearance • Displaying sexually suggestive objects, pictures or gestures • Suggestive or insulting sounds, leering or winking, whistling; blowing kisses, licking lips, including sexual gestures with hands or through body movements • Any offensive or abusive physical contact, including touching, pinching, brushing the body or sexual assault e ton 6. Discrimination anti/or Harassment Complaint Procedure ..•''~ The following procedures should be followed when an employee thinks he or she is the victim of discrimination and/or harassment: St_ ep 1. Anyone who believes #hat he or she may have been subjected to discrimination and/or harassr-tent should, whenever reasonably possible, first inform the offending party that such behavior is offensive and will not be tolerated, Step 2• Because providing a claim of discrimination or harassment can be difficult, the victim. should keep a record of times, places and specific details, including witnesses. If the behavior continues, the employee may file a formal, written complaint with the Village Manager. A form for the filing of such cotnplainta, which should be used in all but the most exceptional circumstances, is available in the office of the Village Manager. Step 3• In instances where the allegation of discrimination or harassment is leveled at the Village Manager, the. complaint should be ~'~} submitted to the Village Manager, Step 4• In an employee .notifies a supervisor of such a problem, the supervisor shall notify the Village Manager immediately and in writing of the situation, and shall provide a copy of the complaint form submitted by the employee. The supervisor shall notify the Village Manager as soon as he or she is made aware of such a situation, 1n the event that the victim of harassment would like to complain to a person or agency outside the Village, two options are available. These are: The k'lorida Commission on Human Relations {FCHR) 2S John Knox Road Tallahassee, FI, (850) 488-7082 And The Equal Employment Opporturaty Commission (EEOC) S01 1;ast Polk Street Tampa, FL {800) b69.4000 ion 7. Complaint Investigation Complaints will be investigated in . as confidential and timely a manner as possible and in accordance with the Public Records Act, Section 119.07, Florida Statutes. Information concerning an active complaint will not be released by the Village to third parties or to anyone within the Village who is not directly involved in the investigation, except as may otherwise be required by law or by a court of competent jurisdiction. The purpose of this provision ie to protect the confidentiality of an employee who files a. complaint, to encourage the reporting of all instances, and to protect the reputation of any employee charged wifh discrimination and/or harassment. All participants involved in an investigation axe expected to maintain their invgivement in or discussion of the investigation confidential, ,., except insofar as disclosure is required in obtaining, or being represented by legal counsel. The fatlure to abide by this confidentiality requirement constitutes a violation of ti:is directive. Disciplinary action taken as a result of discrimination or harassment will become part of the personnel file of the offending employee and is subject to disclosures pursuant to .the Public Records Act, The investigation of a complaint will normally include conferring with the parties involved and any named or apparent witnesses, Tape-recorded statements may be taken of any of all the individuals involved. All employees will be guaranteed fair and impartial treatment, and shall be protected from coercion, intimidation, interference or discrimination for filing a complaint or participating in an investigation. All harassment investigations which take on a formal nature will result in an investigative Draft Repgrt which shall be forwarded to the complainant, the accused, the affected department head, and. the Village Manager's ofl'iee. All parties will have five (S) working days to review the report and present any further evidence, comment or rebuttal to the findings contained within the report, All evidence will be considered by the investigating party and a final report will be submitted with a determination as to whether a complaint is sustained, not sustained or unsubstantiated. A complaint is sustained when there is sufficient evidence pxsented to reasonably establish that the ' allegations or charges made are true. A complaint in not sustained when there is sufficient evidence presented to reasonably establish that the allegations or charges made are true. A complaint is not sustained when there is sufficient evidence presented to reasonably determine that the allegations or charges made are not true. Finally, a complaint is unsubstantiated when there is insufficient evidence presented to reasonably determine whether the allegations or charges are true or false. Generally, the unsupported yet contradicting assertions of an alleged victim and an alleged offender will result in a finding that the complaint is unsubstantiated. Section 8. Result of Investigation Ff a coritplaint is sustained, the offender will be subject to disciplinary action, which may include tem~ination from employtent or removal from assignxent to work fox the Village. }?ach supervisor is undex a continuing duty to take immediate remedial action to stop or prevent discrimination and/or harassment. If the supervisor fails to take such action, and the misconduct was lmown, or .should have been known, to him or her, the supervisor in quesrlon shall also be subject to disciplinary action, which may include termination from employment or removal from assignment to work for the Village. Even if the investigation fails to disclose the existence of any discrimination or harassment, the Village reserves the right to nonetheless take action. Such action may include counseling, a reminder of the Village's directive, or a written warning. Additional mandatory training will be provided if, at the Village's discretion, such training is necessary. If false charges are filed, similar disciplinary action will be taken against any person found to have brought a charge of harassment in bad faith, Section Follow up Once an investigation has been concluded, the .Village will continue to monitor the employees involved iri discrimination or harassment complaints to ensure that no future incidents of `~ discrimination or harassment occur. ._. 4 DRABTED t Ri.G/Jan 8, 20031Itiled: Harassment 3.A APl'120VAL; MICNAEI. COUZZO, MANAG)aIt TEQUESTA, FLt?RIDA VILLAGE Off` TffiQUESTA PERSONNEL POLICY TITLE: PEIt30NAL APPEARANCE POLICY; 3,5 EFFEGT[VE: aoly i, zoos REVISED: NEW PacES; 2 CONTBNT$: This poltey consists of the following nurnbared sections: I. Policy Statement II. Casual Drays Days PiJKtI:'OSE: To establish general guidelines related to personal appearance of Village employees. L POLICY STATEMENT: It shall be the responsibility of all employees to represent the Village to the public in a manner which shall be courteous, efficient, and helpful, Village employees should always be well-groomed and dressed ]:a a manner suitable for the public service environment and to reflect favorably the Village's imago. The etnp]oyee's aupervl$or will discuss the subject of personal appearance with the employee if is is felt it does not positively reflect the image of the Village. II. CASUAL DRI~'SS DAYS: The purpose of this casual dress day policy is to serve as a guide to lxelp define appropriate casual business wear for all administrative, supervisor, technical and profossfottal employees within {designate facilities such as Village hall, court house, etc.) . doting designated casual days. A primazy purpose is to have employees project a professional image while taking advantage of more casual and relaxed fashioas, 1. Casual business wear means clean, neat, clothing that contributes to an appropriate and generally accepted imago of the respective job eiassifieatlon. For men, ties and sport costs will he optional. Slacks, corduroys, khakis, dressy jeans, sweaters, shirts with collars, polished leather shoes a~ad quality accessories are acceptable. For woman, all of the same items plus dress-denim skirts, mid length skirts, flat shoes and loose-Stung stump pants accompanied by a long top or jacket are acceptable. Anything you would normally wear to a gym, beach, trendy bar or to c1eAn the garage would genoraliy not #irll under the defuiition of business wear. Regardless of the item, any attire that is excessively worn, frayed or wrinkled does not fall under the definition of acceptable casual business wear, 2. It is the policy of the Village to allow employees to wear casual business wear on Fridays. 3. On occasion, management may announce dress down days where looser clothing including sweatshirts, colored T-shuts (without messages) and athletic shoos can be worn in order to allow you to enjoy a speoial occasion (e.g. Halloween), spring of fall office °aleanup days", etc. Please ask your manager ahead of time about choleas that rosy be questionable. 4. Listed below is a general overview of acceptable casual wear as well as a listing of some of the more conuanon Items that era not appropriate for the office. Obviously, neither group is intended to be all inclusive. Rather, those items should help set the general parameters for proper casual business wear and allow you to make intelligent judgments about items that are not specifically addressed. A good rule of thumb is that if you are not sure if something is acceptable, choose something else or inquire. of your supervisor ahead of time. Slacks -Joann and cotton slacks are .acceptable provided they are clean and wrinkle frde. Inappropriate items include sweat pants, shorts, bib overalls, spandex or othex form-fitting pants and "~ ~"•~ Jeans that are excessively worn or faded. Shirts -Casual shirts with collars, golf shirts, sweaters and turtlenecks are acceptable. Avoid T-shirts, sweatshirts, teak tops, halter tops, shirts with large lettering or logos and any tops with bare shoulders unless worn under another blouse or jacket. Dresses and skirts -Casual dresses and skirts, Jean skirts and mid-length split skirts era acceptable. Footwear -Loafers, boots, IIats, dress sandals and leather deck shoes are acceptable. Casual socks or even no soaks or stockings are acceptable if it is appropriate for the rest of the outfit. Jewely -Jewelry, if worn, should be simple and classic DRA,F'I'ED:1t1.G/Jan B, 2003/Fited: I'ereonai Appearance 3.~ APPROVAL: MICHAEL COUZ7~0, MA1~fAGER TEQU1v3TA, FLORIDA z VILLAGE OF TEQUESTA PERSONNEL POLICX TITLI•;; . PER80NAL'I~LEPHONE CALLS POLICY: 3.6 ER'1?'EL"I'IVE: Juiy 1, 2004 REVISED: NEW PAGES: 1 CONTENTS; 'This policy consists of the following numbered sections: I. Policy Statement II. Procedure PURPOSE: To provide for control of inconvng and outgoing personal telephone calls. I. POLIt;,Y STATEMENT: Village phones are to be used for Village business and may be used for personal business on a limited basis only. II. PROCEDURE: Telephone calls received during business hours must be held to both a minimum number and time Iimit and must not lnterfore with the employee's work. When a toll call must ba placed, tine call is to ba billed to the employee's home number or collect. It is the employee's responsibllity to ensure that no cost to the Village results from their personal telephone.calts. Violation of this policy will result in east reimbursement to the Village, and may subJect the employee to additional disaipllnary action. DRAHT1iD:ALfi/Jan82009/9'.tl®d: TelephoreeCnlle 3.6 APPROVAL: MICHAEL COUZZO, MANAGER TEQUESTA, FLORIDA 1 ...,,) VII~LAG~ OB' TEQiJ1~STA BERSONNE~ POLICY No smoking will be permitted in Village vehicles. ~`~' SMOwNG POLICX Smoke breaks acre to be confined to the affected Pt)LICX: 3.7 employees lunch period or xest bxeak. L}~ECTIVE: July 1, 2004 1tEVISttD: NEW P.AG~B: 1 DRAIr['EDs RI.C/Jan 15, 20D3IFlteds ,8taokiag 3,7 APPROVAL: M1CHA)E>(, GOU7~0, MANAGER TEQUE,9TA, li'LORIDA CONTENTS: This policy consists of the following numbered sections: I. Policy Statement PURPOSE: Tc establish Village policy on the use of tobacco products in the workplace. "••~ SCOPE: This order applies to all Village employees and visitors. bISCUSSION: In compliance with F.S. 386.204, and the Florida Clean Indoor Act, the Village Manager has declared all Village of Tequesta indoor areas a smoke and tobacco-free workplace. I. POI..)(CX STATIEM~NT: The use of tobacco products is prohibited within all buildigge and facilities used, occupied, or maintained by the Village of Tequesta. "Smoke" or "amokiug" as used In Win policy shall mean and isiclude the smoking or carrying'of any kind of lighted pipe, cigar, or cigarette. Areas designated for smoking may change from time to time to meet the needs of the Village sad desires of its employees and the public. In the event there is a conflict about the establishment of a smoking area, the right of the nonsmokers to breathe pleat} sin free from harrafbl smoke shall supersede the right to smoke. 1 VILLAGE OB' TEQUESTA PERSONNEI, POLICY TITLE: irMA,IIJINTERNE'f USE POLICY: 3.8 EFt?'ECTI'VE; July 1, 2404 1tEPLACEb: New PAGES: 3 CONTENTS: 'Igzis policy consists of the followiuag numbered sections: I. Policy Statement II. Public Records Laws III. Security '~~~ IV. Improper Use . V. Proper Uae PURPOSE: These guidelines set the standards for appropriate- behavior of an employee when accessing the Internet and utilizhzg a-mail. These guidelines apply to all employees. All Internet users should first be familiar with the Village's Internet i7sa and Village a-mail policy contained herein. Village computers are for public busvaess. SCUPE: Tlu$ policy applies to all Village employees, whether full time, part"time, contract or otherwise and Villago volunteexs who use a-mail via Village resources. Use of Village resources to access a-mail or the Internet denotes your acceptance of the Village's e- mail policy. Disregard or violation of this policy will result. id. disciplinary action and may result in more stringent restrictions for alI e--mail and lntemet users, This policy statement addresses: a-mail usage, e-mail otiquotte, staff rosponaes to a-mail inquiries, security and Internet usage. I. POLICY: &mail at the Village is a tool for business communications. E-retail can be an affective teol to speed information exchange. It can eliminate the need for some phone calls and meethzgs 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 regardung employee's health ox personal life events. This is acceptable only if the parson you era 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 itz who you send your message to as well as what message you sand. Many of you are now cofiresponding with the public using a-mail. In so doing, you are acting as a representative of the Village and should conduct all e-mail transactions accordingly. You should treat e- mail just as you would a letter or memo to be typed and mailed, Construct your a mails with the samo forttiality and business structure as you would a standard letter. E-mail by its nature is typically an informal communioations tool. However, you are representing the Village and all _commuzucatlona should be professional and business-like, II. PUBLIC RECORDS LAWS: All e"maiis received or created in the transaction of offfeIal business are considered public records and are governed by the State's Public Records Law. It is important that you do not indiscriminately delete s- malls without first considering these laws. According to the 1?lorlda Attorney Genera! the following guidelines pertain to e-mails: 1. ~-mails sre public records wizen they are created or received in the transactions of Official Business. 2. E-mails are not subject to Public Records laws when they consist of un- circulated materials and are merely preliminary or precursors to future documents and which are not ]n and of themselves intended to serve a8 ftttal evidence of the knowledge to be reported. 3. B-mails are to be readily accessible and available to all unauthorized users. 4. E-mails must be organized and stored in a filing system or repository. S. Trarisltory.ar personal messages that do not support business purposes should be deleted in a timely manner. 6. E-mails of convenience or ref0renee copies should be deleted after the record of copy (master) has.boen appropriately filed. 7. l:-mail record copies (masters) have the same retention periods as records in other formats. 8. B-malls may be dolated/dastroyed only in accordance with the provisions of .Chapter 113-24, Florida Administrative Coda. It is each department's responsibility to manage its records in accordance with State guidelines. If you have questions- regarding publfc records and a-mail, or how you may archive a-mail In compliance with the State laws please contact fire Village Clerk's OPffce. They have established guidelines and procedures spoeifically for a-mail. III. SECURITY: The Village has implemented software at each workstation to scan for viruses. However, a virus can potentially breach our security. You are advised to not open attachments li~om persons unknown to you. The Village will continue #o implement security measures on our system #o protect the .Village's investment. Realize that you play a mitjor role in protecting these assets by exercising diligence in screening your a-mails and deleting and/or notifying your lpeparhnent I•Iead of suspect communications. If you are unsure of an a»mail or sander contact your Department Head. IV. IMPROPER USE: The following behaviors are examples of actions or activities that can result in disciplinary action. Because all passible actions cannot be contemplated, the Iist is necessarily incomplete. The following are examples, but not an exhaustive list, or behaviors that may result in disciplinary action: A. Unauthorized attempts to break into any computer whether a Village computer or that of anotl-er organization (cracking). B. Using Village time and resources for personal gain. C. Bandung threatening messages. la. Spending excessive amounts of time on the Internet. E. Sending racially and/or sexually harassing messages or other messages that violate government regulations or laws. F. Theft, or copying of electronic files without pen~nission. G, Bonding or posting the Village's confidential materials outside of the city or posting confidential materials inside the Village to non-authorized personnel. H. Refusing to cooperate with a reasonable security investigation. I. Sending chain letters through electronic mail. J. Sanding messages that could damage the Image or reputation of the Village. V. PROPER USE: The following behaviors era recommended for sending internal communications and participating in Internet mailing lists. Lack of contbrmanca may result in Ioss of Internet access. These guidelines have been gleaned from a variety of Internet Guides. A. Electronic Mail (L-matt). The following guidelines cover the sanding of olectxonic mail outside the Village. Internet mail paolcages are signidRCantly ditperent than our internal printed mailings. Care should be used particularly when responding to a message ot` rising mailing lists. 2 NOTE: 1Vlail on the Internet is not secure. Never } include in an &mail massage anything that you want ' to keep priva#e and cont'idential. E-mail is sent unaucrypted, sad is easily wadable. 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 bast not to save every nnessage you receive. Be careful when sending replies -make sure you are sending to a group when you want to send to a group, and to an individual when you want to send to as 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 Email address}. Let senders iaxow 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. D4 NOT SEND MESSAC3E5 ALL IN CAPITALS. •~''•~ It looks as ifyou era shouting. DRAITED:R[.G/MArch 12, 2804/1<malt 3.8 APPRO~t~L: MICRAEI. COU7Z0, MANAGER TEQUESTA,1<I.ORIDA VILLAGE OH' TEQUEST~i PERSONNEL POLICX b. Solicits, accepts, or seeks a gift, gratuity, or favor from any person, film, or corporation TITLE: E1ViPLOYE~ ETHICS involved in a contract or transaction which is or may be the subject of oiiaial action by the POLICY: 3.9 Village. tri+7~'ECxIVE: July i, 2(104 2) IZecognizing that personal friendships often precede and can evolve $om official contact REV[>5E0: NEW between employees.and persons engaged in bussttess with the Viiiage, reasonable PAGER: 3 exceptions to this section arc permitted for those occasions which are social in nature and are not predicated on the employee's CONTENTS; This policy consists of the following ability to influence, directly or indirectly, any numbered sections: matter before the Vii[ago. I. Policy Statement The employee will be guided in intsrpretafion of this lI. Definitions section by the distinction between a gift, gratuity, or III. )?rocedurea favor given or received which has significant monetary value and is offered .or accepted in l?URPOS]l;: The purpose of this policy is to establish expectation of preferential treatment, and an ''~ guidelines for ethfcal standards of conduct, which expression of courtesy. Bxamples of acceptable shall govern Village employees In the performance of courtesies include: a meal or social event; exchanges Village buslaess and the duties of their respective of floral offerings or gifts of food to commemorate jobs. `This policy is intended to provide positive events such as illness, death, birth, holidays, direction tb .Village employees in order to prevent promotions; a sample or pramotionai gift of nominal potential conflicts of interest, value ($25 or less), This policy is not all-encompassing ht Its deiinltlon a. Participates in his/her capacity as a Village of conflict of interest. The "prudent man" Weory can employee in the issuing of a purchase order and will be applied; actloii deemed inappropriate by or contract in which he/she has a private a reasonable parson, whether specifically cited in pecuniary interest, direct or indirect, or this policy or nok will be subject to inquiry, performs in regard to such contract some function requiring the exercise of disaretton h POL)(CY STATE1Vf>ENT: on behalf of the Village. 1. Conflicts of Interest. No Village employee shall b. Bngagds in, accepts employment from, ar engage 9n ai~v act that is in conflict, or creates an renders aervtces for private interests for any appearance of fairness or conflict with the compensation or convideratian having performance of of#Iclal duties. An employee shalt be monetary' value when such employment or deemed to have a conflict if the employee: service is incompatible with tine proper discharge of official duties or would tend to a. Has any financial interest In any sale to the impair independence of judgaaent or aation Village of any goods or services when such in performance of official duties, or give the financial interest was' received with prior appearance of the' above. knowledge that .the Vi€€age intended to . purchase. the property, goods, .or se~vicvs. An employee should not make a unilateral decision, if there is -any doubt about his/her private t employment. The Village Manager's office should be consulted. c. Except for courtesies as provided in item "b" above, no employee shall, directly or indirectly, .give or receive, or agree to receive any compensation, gift, reward, commission or gratuity from any source except the Village for any matter directly connected with or related to his official services as such employee with this Village. d. Discloses or uses without authorization confidential information concerning property or affairs of the Village to advance a private interest with respect to any contract or tramgaction which is or may be the subject of official action of the Village. e. Have a financial interest or personal interest in any legislation coming before the Village Council and participates in discussion with or gives an official opinion to the Village Council unless the employee diacloaes on the record of the Council the nature and extent of such interest. 2. Use of Public Property. No employee of the Village shall .zequest, use, or permit the use of Village-owned vehicles, clothing, equipment, mataxials, or other property for unauthorized personal convenience, for profit, for private use, or as part of secondary employment. Use of such Village property is to be restricted to such services as are available to the Village generally and for the conduct of ofRolal Village baseless. 3. Polftical Actlvitiea: a. No Village employee may use Vlllage time or property in any manner to promote any political issue or candidate, or to solicit funds for any political purpose or to influence the outcome of any election. With the approval of the Village Manager, an exception shall be allowed when the subject of an election has received the endorsement attd support of the Village Council (e.g. bond issue), b. No Village employee shall bo eligible for appointment or election to at>yy public oflYCe when the holding of each office would be inconnpatible or would substantially interfere with the discharge of official duties. 4. Discipline. Any employee who is found to be in violation of this policy may be subject to disciplinary action up to and including termination from employment. Depending upon the sariousneas of the actfon, other appropriate civil or crinaittal sanctions may also be pursued. II. DEk'IIYITIONS: Employee. An employee is defined as any person holding a regularly compensated position for the Village of Tequesta, including regular full time, part-tirge, temporary, and seasonal or any outer classification which is ~gularly compensated. Exclusions include Village .Council members and members of Village Boards and Commisaiona. Interest. Interest is any direct or indirect monetary or material benefit accruing to a Village employee as a result of a contract or transaction which is or may be the subject of an official act or action by or with the Village (except for such transactions which would confer similar benefits to all other parsons and/or property similarly situated}. - Interests include: (a) interests iut alt employee's family, (b) any buaineas.entity in which stock or legal beneficial ownership is in excess of one percent (1%} of the total stack, or legal ownership la controlled or owned directly or indirectly by the employee, (c) interest in any business entity in which the City employee is an officer, director, or employee, (d) interest in any person or business entity with whom a contractual relationship exists with the employee; provided that a aontraetual obligation of less than $500 or a commercially reasonable loan or purchase made in the coatis of ordinary business shall not be deemed to create a conflict of interest. Immediate Family. Family includes spouse, child, parent, parent-in-law, brother, sister, grandparent, son ilu-law, daughter-fn-law, and grandchildren, izemlly also includes outer pexsons residing in the employee's residence or are financially dependent upon the employee. Contract. Contract shall include any contract or agreement, sale, lease, purchase, or purchase order. III. PROCEDURES: 2 1. Interpretation. Interpretations of this ~~ policy shall be referred to the Village Manager, 2, lnvestlgation. The Village Manager shall investigate, or cause to be investigated, all suspicions, allegations, and Written complain#s ofunethicai conduct. a. Complaints or allegations that may be crLninal in nature may ba referred to an appropriate outside agency for lxtvestigation. I)RAP'P~D: IiI.GlMer 16, 2004/Fited: EmgfoyeE Et6fcs 3,9 APP12dVAL: 1VX1(CIE~AEL COii?.7A, MANAGER TEQ~:STA, IrLO)<tIDA 3 .~ .~ VILLAGE OF TEQVES'.lr'A PERSONNEL POLICY TITLE; COMPE3V5ATION POLICX: 4.1 EFFECTIVE: Juty 1, 2004 REPLACES: 4.01-4.06 (March 2001) Promotions: See related Adm~iuistrative Policy, Demotions: See related Administrative Policy Transfers: Sea related Administrative Policy III. COST~OF LIVING: PAGES: C013TEh1'P!3 : Ties policy consists of the following numbered aeetlons: I. Policy Statement II. New Employees III. Cost-off I.iviwg IV. Perfortnattce Pay Increases •,) V. ClassifxcationPlan PURP08E: To estgblish policy and procedures for compensating Village employees. I. POLICY STAT1C117ENT: It is the policy of the Village and the purpose of this plan to establish a compensation system that wllt allow the Village to effectively compete fox qualified personnel and to euaure that 8alarles arc equitable and commensurate with the duties performed by each employee. The salary schedule shall be adopted by the Village Council' sad steal! apply to all employees not covered by a labor contract. Employees covered by labor contract shall be compensated as referenced in the apptIcable tabor ageamont. Copies of labor agreements are available far viewing in the Human Resource Office. II. NEW EMPLO~IEIE<+S: All new employees will ordinarily be paid the inim~m in the appropriate salary range except as ;~ approved by the Village Manager. Cost-of-living adjustarents/salary modifications may be granted by the Village Council upon recommendation by the Village Manager from time-ta-time. IV. PERP'ORMANCS PAY INCREASES: Employees may be eligible far an annual performance pay increase. Eligibility requires an annual performance rating equal to or greater than "average". Performance pay adjustments era elfectlve October l of each year. Employees must . have successfully completed their probationary period to be eligible for such an increase. V. CLASSIFICATION PLAN: Jabs with similar duties and responsibilities are assigned to the same salary level The Human Resource office canducta periodic studies of various jobs when, there ie an indication the employee is working above or below the established responsibilities for that position. These studies are normally initiated at the request of the Depattrnent Road and are conducted in accordance with the Administrative Panay on Reclassifications. Maintenance of the Salary Plan: The Human Resource office shall be responsible for the cont#nuous maintenance and administration of the Village's Compensation Plan. The review wll! include an analysis of prevailing rates of pay for similar positions is comparable labor markets, organixatio~, cost-of living factors, budgetary considerations, and ether related factors. On the basis of this information, the Human Resource .Director shall recommend rcclassilications 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. ARAF1'BD:RLG/Feb13,2004/1~Iles,Compansatton 4.1 ,~.~ovAL: MICHAEL COUZZO, MANAGRR TEQUE~TA,FLORmA 2 VILLAGE 48' TEQUESTA PER30NNEL POLICY TITLE: COMPTN$ATORX T1ME~OVERTIME POL1<CX: 4.2 EF1F'ECTIVE: Jutyv i, 2004 REPI~A,C)kS: 4.10 (March 2001) agreement. n. RESPON;gIBI)i,,I'TXEt3: A. Departmentkleads: 1. !t shall be the responsibility of each Depart»tant Head to equitably administer the provissons of this p.ollcy within their respectivd departments. PAGES; l CONTENTS: This palloy consists of the following numbered sections: >. Policy Statement il. Rdsponslbllitiaa PURPOSE: To establish pollcy guidelines for the recording, utilization, and auditing of overtime and compensatory lima performed by employees of rite Village.. I. POLICY 8TA'I~11dENT: A. FLSA: This policy shall not be interpreted so as to contraverxo the provisions .of the Federal Pair Labox Standards Act (PLSA). Union employees shall receive overtime pay U accordance with their labor agreement. B. Overtime: Overtime shall be deEuted as all work performed in excess of AO hours during the regular the work week. Overtime shall be patd at a rata of one and otte•half times the employee's straight time hoilrly rate. C. Compensatory Time: Compensatory tJme is defined as timd off granted to an employee in lieu of overtime for hours worked which dxceed 40 hours during the regularly scheduled work weak. D. Upon request of the employee, the Vlllege may grant compensatory time off in lieu of paid overtime at its dieotutlon at the rate of ono and one-half times rho hours worked. )?. Compensatory time off may be accumulated to a maximutrt of 8fl hours to ba used at a later time upon mutual 2. Department Ileada are the authorized authority for the approval of overtime requests. It shall be the responsibility of the Department Head to deternune whether overtime or compensatory time be granted to the employed when compensatory timd is riaquested in lieu of overtime by the employed. 3. Department Heads shall ensure that all overtime and compensatory time earned and used is recorded on the proper payroll report. ~. Department Heads w111 have diacretlon in the utilization of overtime within their depargnenta. Temporary adjustments in working hours or realigamant of duties witbin the deparhnent should be considcrod as altematlves to the use of overtime. B. individual 13mployec: It is the responsibility of the individual employee to request compensatory time in lieu of overtime ifso desired. C. Finance Department: 1. The Finance Deparhnent shall ensure that a permanent record of overtlmeJcompensatory time accrued-and used is kept on all employees based on information provided by Dcparhnent XTeads, and that the proper gnancisl transactions are completed at iha end of each pay period. 2. Upon separation from employment, the Human Resource Department shalt ensurd that eiiglblo employees are paid ail unused compensatory time. lbl'tAFi'E13: RLG/Pet-13, 2004/Ftted: Overtime 4.2 1 rt,PP1tOVAL: 1HICHA,E1, tb117.~0, MAIVACEI<t VILLAGE OF TEQUESTA PERSONNEL POLICY TiTI.E; DEMOTION5 POLICY: 4.3 EFFECTIVE: July 1, 2004 REPLACED: 3.Ob (March 2001) 8AG~8: 1 CONTENT'S: This policy consists of the following numbered sections: I; Policy Statement PURPOSE: ' To establish a policy for demotions. 1 1. POLICY' STATEMENT: / An employee reassigned to a position in a lower classification regardless of the reason will receive a cut in pay commensurate with the nature of the demotion as determined by the Depazrtment Head In consultation with the Human Resource Department. Demotions do not change the person's date ofhire. No employee shall be demoted to a position forwhich be or she does not possess the minimum qualif"icatlons. Persons demoted to new positions will be sub,~ect to the standard probationary period for the new position, untess specifically waived by the Vlllage Manager. DRAFTED: R;I.G/Feb 18,30Q4/bYled: Deatationa 4.3 APPROVAL: ~, ... MICHAEI. COiJZT.O, MANAGER TEQUESTA, FY.ORIDA 1 ~~-~~) VIL7~CE OF TEQTJ~STA PERSONNEL POLICX position descriptions may be requested through the TTTGE: CLA9SIE~CA'I'ION PLAN Department Head or the Human Resource Office. POLICY: 4.4 i1RAF3fED: It1,G/Feb tti,lAt-4lFiled: Classittrsflon Ptan 4.a EFFICCTIVE: July I, 2004 REPLACED: 3.01 (March 2001) APPROVAL; PAGES; 1 CONTBNTS: T)nis policy consists of the following numbered sections: i. Policy Statement P'i3ItTOSE: To provide for position descriptions for all Village poaitians. I. Pt?LICX STA'~'E11~NT: Position dascrlptlona sad job apeclficationa shall be maintained by the Human Resource Office for all fbll-time and part-time positlona. The position descriptions shall include; job titles and job specifications including supervision exarclaed, examples of duties, minimum qualificaticros. and special requirements. The position description dose not constitute an employment agreement between the Village and employee sud is subject to change as tits neecia of the Village and the requirements of the Job change. Examples of duties listed in the position description era intended only as illuatratlons of the various types of work performed. The omissions of specific statements of duties does not exclude them from the position if the work is similarly related or a logical assigmnent to the poaitian. Each employee's position doaeription~ is maintaiueti as part ofhis/her personnel file. Additional Eoplos of :. MICHAEL COI3Z7A, MANAGER TEQIJEgTA, FZORIDA VILLAGE OF TEQUESTA PERSONNEL POLICY TITLE: PROIVIO'I'It)N8 POLICY: as In cases where only one employee applies for a position and the person's abilities and qualifications ere kpown to the hiring department, the formal selection process may be dispensed with upon concurrence of the Human Resource Office. E~CTIVE: July 1, 2004 REPLACED: 3.Q6 (Mercb 2001) PAGES: CONTENTS: This policy consists of the following numbered sections: i. Policy Statement PURPOSE: To establish a policy for application and appointment to vacant positions by curreat employees. '1 L POLCCY STATEMENT: The Village attempts to fill all vacant positions with qualified Village employees before advertising to the general public, following a policy of upward mobllity whenever possible. Promotions will be based on exemplary performance and on a demonstration of abilities and skills required for a higher paying position. Employees are encouraged to apply for any vacancy for which they may quality in accordance with the Administrative Policy on HIRING PROCESS. Generally, employees ors expected to serve in their current position for at least a year before being considered for a promotion or transfer. Selection of an employee. for a promaticn (or lateral transfer) is based on past work record, education, knowledge of the job duties, as Well as time In service. When considering the promotion (or lateral transfer) of Village employees having the same or similar qualitlcatlons, the position ~l be filled after } considering the factors listed abgve. ....,1 No offer of promotion maybe made to any employee prior to completion of the recruibnent and selection process. Temporary assignments may be made by the Department Head for a specified time or assignment ae necessary. Such appointments era made on "acting" basis and the employee returns to his or her raga}ar position upon completion of the assignment. The actual salary for "acting" appointment is set b}' the Department Head in consultation with the Human ~~ Resource Office, pursuatxt to the Administrative Policy an WORKING OUT-OII-CI,ASSIFICATiON: Unless otherwise provided by union contract, whenever an employes is promoted to s higher position, or whenever ~ as employee's position is upgraded, Bald employee will enter the new grade/position at the entry level salary of the new pasitlon. In the event the catty level salary of the new or upgraded position does not provide a salary increase of 3% or more, the employes shall enter at the next closest step which provides a salary increase of S% or more. The new pay rate, upon promotion, shall not exceed the maximum of the new pay range. Persons so promoted will be subject to the standard pmbaHonaty period for the new position, unless specifically waived by the Manager's office. Thaw who ~ #hil the probationary period may re-assume any prior appointment held prior to the promotion unless that position has been filled. DRAt~TED~ lu.G/Msr 15,ZOQA/Ftted; Pramotlons4.S APPROVAL: MICAALI. COIJZ7.o, MANAGER TEQUEStTA, P`I,ORIDA VTL~,,AG>~ 02~' TEQVESTYsi PERSONNEL POLICY TITLE: RECLASSIFICATION PROCEDURE POLICY; 4.6 EFFECTIVE: July i, 2004 REPLACED: ' 3A1(Merch 2001) 7~AGL8 CONTENTS: This policy consists of the following numbered sections: I. Policy Statement PURPOSE: To establish Village policy and procedures for the request, coasideretlon, and approval of position reclassification. 11. POLICY STATEMENT: Revision of position descriptions and re-allocations within the classification plan shall be made as often as is necessary to provide current information on positions and classes. 1<t shall be the duty of the Human Resource Ofilca to examine the nature of all positions end to allocate them to existing or newly created classes, to wake changes in the classification plan as are wade necessary by changes in the duties and responsibilities of existing positions, and to periodically review the entire classification plan and recommend appropriate changes in the allocations or in the classification plan. When a new position is requested by a Department Head or the duties of an old position are aubstantlally changed, the Department Head shall submit a written reconvnendation, to the Human Resource Office including• justification for the reclesaificataon, emphasizing changes in position responl~ibilities ar requirements for quallficat#ons (I,e. experience, education, aertificatlons, etc.). The request will be reviewed by the I-Taman Resource Office, If the request is justified, the budget impact will be determined, and an Issues and Option paper prepared for review by the Village Manager, and subsequently the Village Council. if approved, the Human Resource Office will take the necessary steps io affect the reclassification. No reclassification involving an upgrade ~of salary not requested and approved as part of the budget process will be affected without Council approval. If the Village Manager does not concur with the request, the Department Head will be provided with reasons. The VWage Manager shall be the final decision maker for all reclasslficatlon requests. If the requested action is for a downgrading of a position, and the Village Manager concurs, the Village Manager shall coordinate implementation steps. Any employee who considers his/her position improperly classified shall ii<rst submit a request in writing for reclassification to his/her Department Head who shall review the request and transmit it with written recommendation to the Hutnan Resource Office. DRAFTED: RLG/Mer 15, 2004/Flted: Reclaseliicatton 4.6 APPROVAL: MICHAEL COUZZO, MANAGER TEQUESTA, FLORIDA VILLAGE OF TEQIJESTA BERSONNEL POLICY TITLE; WORKINGr OUT OF C1.A93Y~ICA.TXON POLICY: 4.7 Et+H'ECTIVE: Jury 1, ZOfl4 REVISED: 3.fl1(Mareh 2001) PAGES: 2 CONTENTS: This policy consists of the following nuhrbered sections: 3, The performance of such duties must be for an extended period of tuna, wherein a need exists to fulfill the dukes and responsibilities of the vacant posftion. An extended period of time is generally considered as an assumption of duties and responsibilities that will last in excess of two (2) work days. 4. Working out of classification compensation shalt be allowed only after written recommendation of the Department Head and concurrence by the Human Resource Director. Recommendation and designation shall be accomplished prior to the assumptian of higher classification responsibilities. I. Potlcy Statement PURPOSE: To define and delineate circumstances when an employee will receive compensation for the performance of duties in a higher classification than helabs nomral[y performs. SCOPE: The provisions of this policy apply to all employees of the Village unless existing labor contracts specifically provide for a Working Out of Classification procedure. i. POLICY STATEMENT: 1. Compensation for workhrg out of classification is provided as monotary recognition w ar- employee for the assumption and performance of duties normality performed by an employee of higher classification. 2. The assumption and performance of the duties of the higher classification must encompass the full range of responsibllities of the higher classification. This shall not apply to temporary assignments which are made pursuant to prior mutual a~recmont between the employee and his or her immediate supervisor for the purpose of providing a training opportunity to the employee, for a mutually agreed upon period of time. 5. The employee's compensation will be increased to the starting salary of the .higher classification in which the employee is substituting, or five percent (5%), whichever is higher. 6. 1~Vhen the temporary assignment is completed, the employee's salary will be readjusted to its previous lave! on the level where it would have attained, including general salary adjustment and within range increases, if the out-of-claseitTtcation pay had net bean made. The employee's data of hire and aaniverstiry date will remain unchanged throughout the temporary assignment. DRAFTED: RLG/Mar 1S, 20Q4lFileds working out of Ctaaettlcetfon 4.7 APPROVAL: - mrcxAEL couzzo, lv1ANAGER TEQUESTA, FLORIDA `TILLAGE OF TEQUEST,A PERSONNEL POLICY TITLE: TRANSFERS POLICX: 4.8 £FFECTIVEs July i, 2004 RR.PLACED: 3.Ob (March 2001) If the employee accepts the position, it will be the responsibility of the- two Department Heads, along with the employee, to reach agreement on a transfer data. In the event satisfactory agreement cannot be reached on this matter, it will be forwarded to the Village Nlatrager for a decision. Every effort should be made to accomplish the transfer within two weeks of the offer's acceptance. PAGES: CONTENTS: This policy consists of the following numbered sections: 1. Policy Statement PURPOSE: To establish a policy for lateral transfers by Village employees. 1G POLICY STATEMENT: Any current employee (regular part-time or regular full-time) interested in applying for a iransf~er must tits a completed Village application form with the Human Resource Office in accordance with instructions listed pn the employment opportunities notice. If the employee meets the stated requirements for the position he/she will proceed through the regular hiring procedures with a!t other applicants as dBacribed in the Administrative Policy on HIRINQ PROCESS. 'transfers are made only when the Village's service will benefit. Generally, employees are expected to serve in their curnent position for at least one year before being considered for promotions or transfers. Al[ else being equal, current Village employees will be given priority for open positions. The personnel file of We transfer applicant will be made available to the Department head responsible for filling the open position. If the carrrent employee is selected, his/her Departm~rt Hoed will be advised prior to the offer being made to the employee. T9re salary offered to the employee must be consistent with the salary and requirements of the new position, Thus, an employes who meets only the minimum requirements for the position will be started at the bottom of the salary range regardless of the employee's current salary. Employees who exceed the minimum requirements for the pasltion maybe offered a salary consistent with the employee's level of skills, experlenee, atul knowledge. Transfer employees will serve a probationary period in his/her new position: Transfer employees remain eligible for all fringe benefits, included with the previous position. if the posit]oon to which an employee transfers carries benefits different from (hose of the previews position, the benefits of the raw positlan apply. Any exceptions mast be stated ha writing and be authorized by the Village Manager. Transfers may also be initiated by the Village In instances where the Village's best iaterests, may be served. Additional information is included in the Administrative Policies on PROMOTIONS or DEMOTIONS. DRAPrEB; Etifii/Mar 15, 21i[I4/Flted: Transfers 4.8 APPROVAL: NiICIIAEL COUZ7.o,14IANAG>IR TEQUESTA, FLORIDA ~, VILLAGI~ OF TRQUE$TA FERSONNEL POLICX TITLE: GAit3VI$HNIENT POLICY: 49 EFFECTIVE: July 1, 2004 REPLACED: NEW PAGES: 1 DRACPI'EBt IiL,G/Mar 15, 2U~4/Hited: Garnietlment 49 Al'Y'RUVAL: CONTENTS: This policy consists of the following numbered sections: I. Policy Statement II. Procedure PUR)POSF: To provide a procedure for handling garnishment of an employee's wages. Y. POLICY STATEMENT: Any writ of garnishment will be received and signed for by a member of the Human Resource 17epartinent. Garnishment is a statutory proceeding whereby an employee's wages may be applied to payment of en employee's debt. II. PIROCEDURE: A writ of garnishment will be forwarded immediately to the Human Resource Office. The Human Resource Office will forward a copy of the writ to the Finance Department for processing. The Finat-ce Depat4ment will make the necessary deductions from the employee's Wages and a check for the garnished amount will be written and forwarded to the Creditor as directed: The Human Resource Office will notify -the employee; in writing, that the garnishment has been processed. I MiCIYAEi. COCIZZO, MANAGER TEQUF,STA, FLORIDA 'VILY,~GE OF TEQUESTA PER30NNEL POLICY TITLES 1'AY PERIUDS POLICX: 414 EIH~CTI'4Tr,: JuLv i, 2004 It,EPLACEt): 4A8 (March 2601) 1'AG~: 1 CONTENT'S: Whig policy consists of the following numbered sections: 1. 1?olicy. $tatement PURPOSE: To establish a uniform pay period schedule for Village employees. 14 PC3LICX STAT]~1VlENT: Regular Village employees are paid every other Thursday. There era 26 pay periods in the year. If a pay day falls on a holiday (Friday after 'l3tenksgiving), the day of pay shall bathe last working day preceding fire normal pay day, Wages and salaries are calculated on an hourly basis. . Checks are distributed by the Payroll officer to each deparboxent by 4:00 PM on the Thursday following the closes of the pay period Employees receive, with each paycheck, a statement of eartdugs, deductions, vacation, sick leave balances, and compensatory tytne balances for the period covered by file payment. DIIAFI'Eds RLClMar I3, 2(104/Filed: Pqy Ptdoda 4.10 AI'pROVAL: MICHAEL COUxZO, MANAGER TEQU~3't'A, FLORIDA 1 VILLAGE Off' TEQiJrSTA PERSONNEL POLICY TITLL: PAY ADVANCES POLICY: 4.11 EFI3ECTIVE: Juty I, 2(104 REPLACER: NEW PAGES: i CONTENTS: This policy consists of the following ztumbered sections: 1. Policy Statement PURPOSE: To establish a uniform•policy for Vlllage employees regarding pay advances. ~~ L POLICY STATEIVXENT: Requests for paychecks fn advance of the regular pay data cannot be granted. An employee leaving on vacation may request an advance on payroli by: (1) Providing his/her Department Head with a written request. (2) Department Head wilt approve or disapprove request. Approved requests will be forwarded to the Finance Daparhnent. Pay advances for vacation pay may be granted provided the Finance Dapartrnent is provided with sut~oiant notice prior to the beginning of the vacation, Refer to the Adnaiwistrative Policy on VACATYON LEAVE, fior additional procedures and iniiiormation. DRAF'CEf7: RLG/Msr IS, ZU04/Ftled: Pay Advaacae 4.iI APPROVAL: IVIICAAEL COUZZU, MANAGER TEQUESTA, FI.I)xt1AA 1 ,. •••) VILLAGE OF TEQUESTA PERSONNEL POLICY TITLE; PAYROLL DEDUCTIONS POLICY: a.I2 EFFECTIVE; Su{y I, 2004 REPLACED: NEW PAGES'? 3 With each paycheck, the Village employee receives a statement of deductions and earnings that itemizes the various deductions made, as well as appropriate cumulative totals.:9. record of sick leave and vacation time will also appear on the paycheck stub following successllal completion ofrelatedprobationaryperiods. It is the employee's responsibility to maintain current payroll deduction lnformatlon with the Finance Department. CONTENTS: This policy consists of the following numbered sections: I. Policy Statement PURPOSE: To detlne required and voluntary payroll deductions for Village employees. L POLICY STATEMENT: The following deductions are required by law tom each employee paycheck; 1. Federal Income Tax withholding. 2. Social Security. 3. Retirement contribution (eligible employees only). ~4. Deduaiions authorized by law, such as garlilahtnenta, Additional deductions that ,are optional and may be requested by the employee include: I. Payment to . a Village-approved Credit Union 2. Deferred compensation 3. Union dues and initiation fees (if provided in labor agreement} . 4. Payment of health insurance premium (ifagplicable) S. Payment of dental insurance premium (lf applicable) Employees wishing to add or change their payroll deductions should contact the Payroll Oflyeer. D1tA,FTEI3t RLG/Mer 15, 2004/Flled~ Payrolll peductiona 4,12 APPROVAL: 1 l1IICHAEL COUZ7,0, MANAGER TEQUESTA, FLOWpA VILLAGE OF TEQUEBTA PERSONNEL POLICY Payroll records shall'be maintained by the Village for a TITLE; PAYROLL PREPARATION ~ of seven years. POL'ICX; 4.13 Falsification of time records for payroll purposes is reason far discipline as per the Administrative Policy EFk`ECTIVE: 3uiy 1, 2004 on EMPLOYEE CONDUCT. REPLACED: NEW Employees may direct inquiries concerning payroll matters to the I~Iumaa Resource Office. PAGES: 1 DRAFPED: RLG/Mar !5, 201W/Flted: Payroll Preparaf[on ~t,t3 CONTENTS: Thia policy consists of the following numbered sections; I. I'ollcy Statement APPROVAL; MICHAEL CpU7,~0, MANAGER TEQUESTA, FLORIDA PURPOSE: To establish guidelines for preparation of Village payrolls. I. POL};CX STATEMENT: Payroll reports are to be completed by .each . department. The payroll reports shall include: each employee name; employee number; department; pay period; hours to be compensated broken down on a dally basis into hours worked; hoSiday time, sick leave, compensatory time, vacation, Isavo without pay, etc; and Department Head's signature. The Finance Deparhmoart shalt compute earnings as wall as deducgons. Changes in rate, position, and status shall be supported by a I'eraonnel Action Form approved by tits Departrraent Head/Supervisor and Human Resource Director. The Personnel Aetlon Foam {PAF) shall be made a part of the personal history record of the employee. No salary change shall be implemented unless accompanied by an approved PAF. Paychecks will be distribated to a representative tom each department unless other arrangements have been pre-approved. An employee's paycheck may be released to the employee's spouse, deslgaated family member, ar to. another pexson only if authorized by the employee. 1 VILLAGE OF TEQUESTA PERSONNEi, POLICY T1TLE: SICK LEAVE l?O1~ICY: S.1 ET'FECTIVE: July 1, 2004 REPI;.ACEB: March 2001 1?AC~B: 3 separation, Temporary employees and Interim Firefighters are not eligible for sick leave payment. II. ACCRUALS AND BENEFITS: Sick leatte granted and not used shall accrue to the credit of each such employee, up to a maximum total accumulation of one thousand six hundred (1,600) hours. However, sick leave accrual shall be reduced ten (10%) each fiscal year as follows: ecxrl7~NT8: This policy consists of the following numbered sections: I. Policy Statement Il<. Accruals sad Benefits TIC. Notlficatioa TV. Sick Leave Usage V. Employee Itesponsbilitios VI. Sick Leave Sharing VTT. Termination 1'URI'OSE: To establish guidelines fox the use of sick leave for personal illness and on-the-,fob injuries for Village employees. 1. POLICY STATEMENT: General. Allfull-time and part-time employees shall be ontitIed to sick leave sa 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 (S) hours for each calendar month of service. The accrual of sick leave for represented employees shalt be is accordance with the applicable collective bargaining agreement. Full-time firefighters Darn 10.5 hours per month. Part-time employees may be granted a pro rata rate for oach calendar month of service. Any accrued sick 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 withhold firnii the employee's final paycheck at the time of Effective October 1, 2004,.180 days (1444 hours): Effective October 1, 2005, lb2 days (1296 hours). In any Dees in which an employee shall be entitled to benefits or payments under the Workers' Compensation Act or similar legislation of the State, or say other governmental uait, 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. Tho foregoing payment or contribution by the Village shall be limited m 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 aadlor disability payments, or the State, granting substantially equal or. greater benefits than herein provided. Sick leave shall not accrue during loaves of absence without pay. III. NOTIFICATION: When any employee utilizes sick Leave he/she moat notify his or her Department Head or designated supervisor immediately. Notification should be within 30 minutes a8or the beginning of the scheduled workday. Failure to do so may result in denial of sick leave pay and disoipliaary action, if appropriate. The employee .should also let the supervisor know when he/she expects to return to work, I'olico and Pire~ghtsra have more abringont notification requirements because of their need Yo provide adequate shift coverage. A full-time employee who is on sick leave as above specified for a period of five (5) 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 paymerrt is authorized. 1(V. SYCK LEAVE USAGE: Sick leave benefits shall apply to bona fide cases of aickneas, accidents, doctor or dental appointments, maternity leave, and requests for the employee's presence by immediate family, doctor or clergy due to fatally illness or emergency. Sick leave shall be rounded off to the nearest half hour. No aiek leave will be given to asr employee in excess of the amount earned and available to the employee. When an employee is transferred to another position, any unused Sick Y,eava which may have accumulated to ,the employee`s credit shall transfer with -the employee. An employee may utilize vacation time when aiek leave has been exhausted, with authorization gem their Department Head: Earned sick leave accruals moat be exhausted prior to taking an unpaid medical leave of absence. V. E1V1(PLOYEE RES)PONSIBILTTIES: It is 8re responsibility of each I?epardnent 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 ofthe 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 Yuman lt~osouree 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. sack 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. SLCK LEAVE SHARIl~IG: The Village Manager may permit afull-time or part time employee to receive sick leave donations from other qualified employees under this subsection if: 1. The employee suffers from an illness, injury, impairment, or physical or mental condition which is of an extraordinary or severe nature and which has caused, or is likely to cause, the employee to: (a) 40 on leave wlWout pay status; or (b) Terminate Village employment, 2. xhe employee's absence and the use of shared sick leave are justified; 3. Tine employee has depleted or will shortly deplete his or her annual vacation issue and sick leave reserves; d. The employee has abided by all personnel rules regarding sick leave use. The Village Manager shall determine the amount of aiek leave, if any, which an employee may receive under this section. However, an employee shall not receive, itt donations, a total of more than savers hundred and twenty hours (720} of donated sick leave. boasted sick Leave shalt be utilized in the order of receipt by the Village Manager. Suclr leave shall be donated in eight (8}hour increments. The amount of sick leave tame transferred under this. section which remains unused shall be returned to the employee or employees who transferred the leave at file tithe the Village Manager fends that the leave is no longer needed or will not ba needed at a future time in connection with the illness or hljury for which the leave was transfatxed. 2 VQ. TERMINATION: Employees who resign with the proper two-week notice and who have been as employee for at least . one year are reimbursed fot a portion of sick leave accrued. Payment for any sick leave shall bo provided to those ;ftill-time and par~time who have successfully completed their probationary period. The amount of reimbursement shall be a percentage of any accrued sick leave, up to the maximum accrual atnaunt The percentage is based on. whole completed years of service with the Village as follows: Cfie (l) through four (4j completed years of employment - 2S percent reimbursement for dick leave. Five (5) through nine (9} completed years of employment - 33 percent reimbursement for sick leave. Ten (10) through fifteen (1S) completed years of employment -- 4S percent reimbursement for sick leave. Twenty (20) or raoro completed years of employment ,~ - 50 percent reimbursement for sick Leave. DAAHTHD : RLG/ReC 29,7,003/Fi[ed: Siek Leave 5.1 APPROVAL: 1NICHAEL COI3Z7A, MANAGER TEQUESTA, >A'l.ARIDA 3 VILLAGE OE TEQUESTA PERSOL POLTCX TITLE: VACATION LEAVE POLICY: ~.2 EFFECTIVE: duly 1, 2004 Unless specified otherwise in an applicable collective bargaining agreement, an employee may accumulate up to a maximum of 320 hours (QO days) accrued vacation leave. Vacation Limo named in excess of said maximum limit shall be used prior to October 1 of each year or forfeited, REPLACER: Marc3:200i PAGES: 2• CONTENTS: This policy consiata of the following numbered sections: 1. Policy Statement 11. Fu11,Tlnae lmployees III, Part Time Employees IV. Approval Process PURPOSE: To outline vacation policy for employees. ~'o assure that vacation schedules era made with fl:ll reference to the operating needs of the Village. To provide for a procedure of approval and communication, L pgLIC'Y' STATEIVIEIYT: After completion of the initial probationary period, employees era eligible to use vacation leave. After the aucceasfUl completion of the probationary period, employees are credited the amount of vacation leave accrued from the date of hire. An employee who separat~as 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. F[lI.YrTIlNE EMPLOYEES: Date of hire through fourth (Q) year- I O days/80 hrs. Fifth (5) year through ninth (9) yoat+~15 days/L20 hrs. Tenth {i0) year or more -- 20 days/160 hrs. Vacation leave shall be expended in increments of not less than two (2) 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 deparhnent. IIi. PART-TIME EMPLOYEES: Vacation Leave for PattTime Employees: parttime employees who separate from the Village may receive compensation at their regular rate of pay for each boor of vacation earned, Parttime employees 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 detenaaining 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 fo vacation upcttt separation. 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 vaoatlon are not charged to vacation. 1V. APPROVAL PRpCESS: ? 1. Department Heads are responsible for managing the vacation schedules in their departments and for administering tho provisions of this policy. 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 ~naade oxily when the eil"iciettcy of Village operations will not be adversely affected. 4. Unless approved by the Village Manager: a. A Aeparmnent Head and next .ranking employee cannot take vacations at the same time, aad b. No moro Wan three (3) Department Heads shall take vacation at the same thee. DRAFTED: RLG/Fcb 03, 2004/FYled: VncaHon 5.2 A~PROVAI.: MICHA)E)G. COUZZO, IVIAiVAGEtt TI~QUC9TA, FI.oRIDA 2 ....,,~ V=LLA~CT OH' ~ TEQUESTA P1E£RSONN~L POLICY TITLE: VILLAGE HOLIDAYS Part-tiraa employees shall receive a pro rata share of compensation at their regular straight time hourly rate for each approved holiday. POLICY: 5,3 EE'~'EC'rIVEs 3u[y 1, 2004 REPLACES: 5.01 (March 2001) ~AGE9: 1 CONTENTS: This policy consists of the following nuunbered sections: I, Policy Statement PUftT4SE: To provide a policy for uniform admin3atratlon of standard Village holidays. I. 1'()LICY STAT~MEIVT: The ~Villago shall celebrate the following holidays off with pay for ftsli-time and part-time non-union employees: NEW YEAR'S DAY -January 1 MARTIN LLJTHERKING - 3rd Monday in January PRESIDENT'S DAY - 3rd Monday of February MEMORIAL DAY -Last Monday o~ May INDBPENDBNCE DAY -July 4 LABOR DAY -1st Monday of September VETERAN'S DAY -November 11 THANKSGNINd riAY- 4th Thursday of November DAY AFTER TIUINICSdIVING CHRISTMAS EVE DAY -December 24 CHRISTMAS DAY -December 25 NEW YEAR'S EVE -December 3l In the event a holiday fl{Ils upon a Sund~~y, the following Monday shall be deamod to be t3~.q Ie$al holiday. 1~ the event the legal holiday fails on a Saturday, the preceding Friday shall be doomed to be the legal holiday. If any holiday mentioned above falls on an employee's regularly scheduled day off, the employee shall be compensated either through holiday pay or holiday compensatory time. When a holiday falls within a period of paid leave, the holiday shall not be counted as a leave day in computing the amount of leave debited. Non-exempt employees required to work on any designated holiday shall receive overtime gay in addition to the holiday pay. DRAFTED: RLGlFeb 12, 2004/F1lcd: Holidays S.3 APPROVAL: 1 NIICHAEL COU7.x0, MANAGI~t TEQUESTA, FLORipA VILLAG3~ OF TEQUESTA P~RSONN~L POLICY TITLE: BEREAVEMENT LEAVE POLICY: 5.4 ~t?~crlvE: Jaty i, ~ooa REPLACES: 5.03 (March 2001) PAGES: 1 The employee must notify his/her immediate supervisor upon making determination to take time off gom work. Employees who fail to return to work on the date specified to the Department Head without receiving an extension are subject to disciplinary action up to and including termination. DRAFfBD: I2LC#/Pob 1A, 2004/Ftted: Bereavement Lcave 5.4 CONTENTS: This policy consists of the following numbered sections: I. Policy Statement PURPOSE: To establish guidelines for the use of Bereavement leave due to death !n the employee's immediate family. ~. POLICY STATEMENT: Represented employees receive bereavement leave in accordance with the provisions of their applicable collective bargaining agreement. Anon-represented full:time or part-time employee who has a member of his immediate family taken by death shall receive up to three days (24 hours) off with pay as bereavement leave to arrange and/or attend fi:neral activities. "lnamediate family" shall be defined as spouse, mother, father, mother-uz law, father-in-law, children, sister, brother, daughter-in-law, son-in-law, siater~in-law, brother-in-law, grandparents and grandchildren, if addittonal time is necessary, it shall be taken as vacation or unpaid Ieave if vacetlon has been exhausted with advanoe authorization by the appropriate Department Head and/or the V ~~~ Managor. Time for attendance at funeral of a~i'~rrs may be granted without pay or made up within fire same pay period. APPROVAL: MICHAEL COUZZO, MATVAGER TEQUE$TA, irI.ORIDA ..,,,, VILLAGE 0~" TEQUESTA PERSONNL~'L PQLICY unless that time is accrued vacation or personal leave. TXTLE: JURXlCOURT LEAVE Court payments for travel expenses are to be retained by the omployee. POLICX: s.s The em to ee ma kee an court a p y y p y p yment for EI+FECPIVE: July 1, 2004 services porformed on the days of his/her rogularly scheduled weekend or performed while on vacation REPLACED: 5.02 (March 2001) or personal leave. PAGES: i CONT)ENT$: Tlus policy consists of the following numbered sections: I. Policy Statement PU1t1P49R: To establish a polioy far jury leave for Village employees. L 1?OLICY STATEMENT: Any tWl-time or part tints employee who is required to serve on a jury, or as a result of oi~icial Village of Tegaesta duties i$ required to appear before a court, legislative committee or quasi-judicial body as. a witaoss in response to a subpoena or other~directive, shall be allowed authorized Ieave with pay less any amount received for such service. A. probationary employee called will have his/her probationary pericd extended to by the same amount of tJme as required for serving on jury duty. An omployee who receives notice of jury duty or witness service must notify his/her supervisor immediately so that arrangements may be made to cover the position. Employees are required to return to work after being released from jury duty although no more titan the regularly scheduled number of hours fox both jury . duty and work shall be required. if excused as a juror on aqy given day, the employee is expected to contact his/her supervisor and to report to work as instructed, DAA~7'ED: RLG/Mar il, 2004lI-lted: JarylCaart LeaYe'J.S Al'I'ROVAL: MICI'IA?l;L COUZZO, iV1AYVAGER TEQUIESTA, FLORIDA The employee is responsible to turn aver jury or witness fees to the Finance Departrnent, excluding nnileage fees. Time away will not atI'ect vacation, sick leave or personal leave accruals. Employees who appear in court as We plaintiff or defendant in any action not related to their offlolal duties shall sot ba paid for time away ~fxom work VILLAGI~ Off' 'x'EQUESTA PERSONNEL FO~.ICY TITLE; MILITARY LEAVE POLICY: S.b c, The Village will not require the employee to use normal annual leave (accrued vacation) for such purposes. The employee may; however, request use of vacation, compensatory time, or leave without pay to supplement absences for military duty. EFFECTIVL+: July 1, 2004 R1H;kLACED: 5.0z March 2001 PAGES: 2 CONTENTS: This policy consists of the following numbered sections: 1. Empivyer's Responsibilities A. Bmployee's Responsibilities III. Accounting Pracedures PC)•RPOSE: To establish procedures for requesting and accounting for leaves of absence by employees of the Village for participation In obligations with the United States Armed Forces. SCOPE: This policy applies to all Village employees who are affiliated with the United States Armed Foroes, National Guard or Coast Guard. . )a EMPLOYER'S RESPONSIBILITIES: a. The Village will release employees for service with the Armed Forces when the employee participates in: 1. Annual Training (summer camp} 2. Active Duty of Training (school) 3 Inactive Duty Training Assemblies {weekend drills) Q. Bxtended leave of absence for voluntary active duty service (enlistment) 5. Involuntary call-up b. Military leave of absence shall result in no loss of seniority status or benefits, whtch would have normally accrued if the employee had nol bean absent for such purposes. d. An employee who is called to or volunteers for service with the armed forces of the United States or the National Guard is eligible for reinstatement in his/her position upon completion of service, providing that the period of service is four years or less. e. The Village will make a reasonable effort to adjust work schedules and assignments to accommodate employees fulfilling mllitaryobligations. f: An employee promoted or hired to fill a vacancy crested by a person on military leave is appointed to the position subject to the return of the absent employee. Upon such return, a promoted employee is restored to his/her original position ar an equivalent position. A replacement employee is subJ ect to layoff if no other position is available. II. EMPLOYEE'S RESPONSIBILITIES: a, The employee is responsible to provide to their department head copies of all military orders, whioh will result in a Ieave of absence for active military duty. Orders must specitj! the du~las of absence, promulgation authority, latter order number and signature of issuing authority. Bmployees are requiured to notify their supervisors at the earliest possible date upon learning of scheduled aailitary duty. b. Bmployees who fai! to return to work on the date specified in the leave request without receiving an extension • in advance or without providing appropriate and acceptable documentation regarding the need for an extension will he subject to disciplinary action up to and including termination. c. Inactive duty traittlttg dates {weekend. drllls) should be provided to the Department Head as -soon as available if the dates conflict with scheduled employment with the V illage. ~~ III. ACC4UNTll~iG PROCEDURES: a. All unilitary loaves will be processed via the ,Personnel Action form. b. Military Leave will be accounted for in increments of 24-hour periods (from 0001 fiaurs to 2A00 hours). c. Tt is the respa>isibility of the official verifying work schedules in each deparunent to notate the use of mitltary leave on the employee's payroll report. D~'1'ED:RI.G/Mar11,2U04/Flled:8ltlltary LeAVe~.6 AP~RUVAL: MICHAEL COUZZO~ MANACEEi TEQUEt41`A, IrLQItIDA 2 ~} VI~,LAGE Off TEQUESTA PERSONNEZ POLICY ...~ TPI'LE: FAMILY OA MEDICAL LEAVE (FMLA) POLICY: S.7 1~1?F1LcrIVIa;; ruts 1, iaoa 4} a serious health condition, which shall be defined as an illness of a serious and long-term nature resulting In recurring or lengthy absences. Treatment of such an illness would occur in an inpatient situation at a hospital, hospice, or residential medical care facility, or would consist of continuing care provided by a licensed health care provider. 1ZEPLACED: S.OZ Mareh 2001 PAGE6: CONTENTS: This policy consists of the following numbered sections: I. Policy Statement lI. Covered Reasons III. Employee Eligibility IV. Calculation of heave V. Procedures PURPOSE: To establish a policy and guidelines for the use of family or mcdical leave for Village employees. I. POLICY STATI!,ME1~1T: General. As provided by the 1993 Family and Medical Leave Act (I~MLA), all eligible employees shall be entitled to take up to 12 weeks of unpaid, job-protecfied leave during any 12 month period for specified family and medical reasons. II. COVERED FAMILY OR MEDICAL REASONS. An eligible employee shall be entitled to I2 weeks of unpaid leave during a 12-month period for one or more of the following reasons: 1) the birth or placement of a child for adoption or foster care; 2} to care for an immediate family member (spouse, child, or parent} with a serious health condition; or, 3) to take medical leave when the employee is ratable to work because of a serious health condition. 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 8~om the Human Resource Department. III. .EMPLOYEE ELIGIBILITY. An employee shalt 6e entitled to family leave when he/site 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 weak. 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. 11V. CALCULATION OF LEAVE. Bligible 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. Bach time an employee uses leave, the Village computes the amount of leave the eraplayee has taken under this policy, subtracts It from the 12 weeks, and the balance remaining is the amount the employee is untitled to take at that time. Far example, if an employee has taken 5 weeks of Ieave in the past 12 months, ~}~ or she could take an additional 7 weeks under this policy. Use of Paid and Unpaid Leave. If an employee has accrued paid leavd of loss than 12 weeks, the employed will use paid leave first and take the remainder of the twelve weeks as unpaid leave. If an employed uses leave because of his/her own serious medical condition or the serious health condition of an itnmedlate family member, the employee will first use all paid vacation, personal or sick leave, and then wilt be eligible for unpaid leavd. An employee using leave for the birth of a child will use pafd 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, personal or family leave, and then wilt be eligible for unpaid leave for the remainder of the 12 weeks. An employee using leave for the adoption or fostdr care of a child will use all pafd vacation, personal or family leave first, and Wen will be eligible for unpaid leave far the remainder of the 12 weeks. Interm[ttent Leave and Reduced Work Schedules W certain cards, intermittent use of the twelve weeks of family or medical leave or a part of a reduced work weak may be allowed by the Village. Employees wishing to use leave intermittently or to utilize a reduced work week for birW or adoption purposes will need to discuss and gain approval for such use from the employee's Ddpartmont Head and We Human Resource Ddpartment. Employees may also use family or medical leave intermittently or as part of a reduced work wdek whenever it is medically necessary. )f the need to use leave is foreseeable and based on proplanned and prescheduled medical treatment, then the dmployee is resportsible to schedule We treatment in a manner Wet dose not unduly disrupt the VilEage's operations. This provision is subject to the approval of the health card provider. V. PROC1uDUItES: Procedure for requesting leave. All employees regitdsting leave under this policy must complete the Family/Medical leave form available from the Human Resource Department. `GVhen an employee plans to take leave under this polley, We employed moat give the Village 30 days notice. If It is not possible to give 30 days notice, the employee must give as much Hotted 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 Vi3lage's operations. While on leave, employees are requested to report periodicaiiy to the Village regarding the status of the medical condition, and Welt Intent to return to work. Procedure for Notice and Certification of Serious Health Condition. ~n occasion, We'Village may require We employee to provide notico of the need to utilize leave (where it is possible to know beforehand) and/or may require the employee to provide cdrtification of an employee's or immediate family mdmber'syserious health condition by a qualified healWcare provider. Qu~lifled health care providers include: doctors of medicine or osteopathy, podiatrists, dentist, clinical psychologists, optometrists, and chiropractors, nnrsd practitioners and nurse-midwives authorized to practice under State law and porfornung 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 sextons medical condition, an employed should ensurd that the certification contains the following: 1) Date when the condition began; expected duration; diagnosis; and a brief statement of treatment. 2) If employed is seeking medical leave for his/her own mediosl condition, certification should also include a statement that the employed is unable to perform We esaentlal functions of We employee's position. 3) Fox a seriously i11 family member, We cdrtification should include a statement Wat the patient requires assistance and that We 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 statemeat of medical necessity for taking intermittent leave or working a reduced schedule. 2 If deemed necessary, the Village may ask for a second opinion. The Village will pay for the employee to get a certification from a second doctor, which the Village will seleot. 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. I1RAFfED: ~.G/MaC ~~,?,004lFtled: FMI,A5.7 APPROVAL: MIC.[~AI~L COUZZO, MANAGER TEQUE~'I'A, FLORIDA ~'~~ VILLAGE 08' TEQU'ESTA PERSONNEL POLICY TITLE; LEAVE OF ABSENCE POLICY; 5.S EFk'ECTIVE: Juty 1, 2004 REPLACED: NE'VV exhausted, Sick leave accruals may not be used for non-medical leaves. Medical leave without pay may be granted for a period not to exceed six months. Medioal leave may be used for ~ disability/illnesses (including maternity-related disabilities) which extend beyond the period of accrued sick leave. (Vacation accruals may also be used before starting an unpaid medical leave after sick. leave accruals are exhausted.) HAGEt4: 2 CONTENTS: Thus policy consists of the following numbered sections: I. Policy Statement PURPOSE: 1) To establish procedures by which an employee may request a leave of absence from employment with the Village; 2) To establish conditions of which approved requests for leave of absence are administered. I, POLICY SATEMENT: Requests far leave of absence without pay shall be in writing on a Personnel Action )?orm and shall state specifically the reasons for the request, the data desired to begin the leave, and the date of return. The request shall noruaally be submitted by the employee to the affectod Deparhnent Head. The Department Head shall recommend to the Village Manager whether the xequest should be granted, modified, or dented. The Village Manager shall then make a decislon.based upon the best interest of the Village, giving due consideration to the reasons given by the employee; and the requirements of any applicable State and Federal laws. The Village Manager may grant afull-lima employee a leave of absence without pay not to exceed ninety (90) days for non-medical purposes. Non-medical leave Is unpaid leave time for career advancement, personal or family situations. Such leaves may be granted after vacation accrual has been 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 soother employer or to pursue self-employment. i.eaves are designed to accommodate employees who have critical personal 8itU8tIOn8 only. No sick leave, holiday, vacation benefits or any other frhtge benefits shall accrue while the employee is on leave of absence without pay. The employee's anniversary data shall be adjusted to reflec# the length of the absence for the purposes of computing longevity. Any employee on an approved leave of absence may continua his or her medical, dental and litie insurance coverage by paying the full cost to the Village to advance for each month or portion thereof of which he or she is absent, subject to limitations sat by the insurance carrier. Upon expiration of the leave of absence, the employee shall be reinstated in the position held at the time the leave was granted or another equivalent position. Upon extenuating circumstances, the appou-ting authority may grant an extension of a leave period upon written request by the employee. Such xtension may not exceed "three months and will be used on departmental as well as employee considerations. Employees who fail to return to work on the date specified in the leave xeciuest without recelving an extension in advance are subject to disciplinary action up to and uncluding termination. DRAFTED: RL(~/Mac tS, ?A104/Filcd: X.cave of Absence S.8 APPROVAL MIC.'HALL COUZZA, MA,IVAG~t TEQIJESTA, k"t.ORIDA ~~~"~~} VILLAGE OF TEQtJESTA PERSONNEL POLICY indicated on all receipts. . l TITLE: TRAVEL EXPENBE$ POLICY: 6.1 Ep'lE'EC'I'IVE: July 1, Zt}D4 REVISED: 4.07'i'ravet (March, 20D1) PAGES: 2 CONTENTS: This policy consists of the following numbered sections: I. Policy Statement Ii. Overnight Trips III. Local Travel and )expenses IV. Non~Allowable Expenses PU1tPUS)~: To establish policy guidelines on Village relrnbursement for expenses while on Village business. L POLICY STATEIVIENT: It is the policy of the Village to reimburse employees for reasonable and necessary expenditures made by employees white on otllcial Village business. Mileage will be reimbursed at a rate par mile equal to the allowable Florida statute rate; all other allowable expenses on actual cost basis. All expenses must ba itemized if appHoabte. Claims for reimbursement of travel expenses, ether than mileage, shall be accompanied by lnvolces and/or receipts showing proof of payment of such claims, except the daily meal per diem as provided hereafter. II. OVERNIGI~T TRIPS: a. Ladging. Hotel and Motel expanses may be paid in advance by the Finance Department. This. requires a check resluest submitted by the appropxlate department. If expenses axe to be reimbursed it will be done on completion of the authorized travel and reqult+es submittal of We proper claim. A reasonable class of accommodation shall be selected where choice is available. The single rate should be clearly b. Meals. Meal reimbursements for all overnight trips are to be itemized on the proper "Travel Bxpense" form. The reimbursement rates are: Breakfast -- $ 3.00 Lunch -- $ 6.00 Dinner -- $12.00 c. Mileage Allowance.. Employees who utilizo their personal vehicles on travel assignments wilt be the allowable Florida statutes section 112.061 rate (the current rate is twenty cents $0.29}. Bach employee who drives a private vehlale on Village business must have liability insurance on said vehicle. When two or more employees are attending the same seminar, convention, or meeting, carpooling shall be practiced whenever possible. The actual speedometer reading from Village Hall to destination and roturn to Village Hall wUl be used. If as employee for his or her own convenionce travels by an indirect route or interrupts travel by the mast economical route, the employee shall bear any extra oxpense Involved. Reimbursement for such travel shall be for only that part of the expense as would have been necessary in order to travel. 1tTL LOCAL TRAVEL AND )gXPENS1gS: a. Local Mileage. No mileage will be paid for commuting from an employee's personal residence to Village Hall or a work station. b. Local Meals. Reimbursement for meals well be allowed onjy where the employee is attending a seminar 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 1oca1 meals should including the following information: (1) Date (2) PIace (3) Tvleeting Attended (4) Specific Reason for Attendance ParJciag Fees will be reimbursed by actual cast and receipts shall be presented whore possible. If an employee reimbursement is necessary, the reimbursement will be handfed by the Finance l?epartment after the "'Navel Expense" form is turned in. 1!V. NON-ALLOWABLE EXPENSES: 1. Tobacco. 2. Alcoholic beverages. 3. Bntartainment. 4. Personal telephone calla to borne (kimited to oixe per day). 5. First class txavel accommodations whorl.. economy or coach class are available. '•~ 6. Fiun;es, forfeitures orpenalties. • ~. Expenses of a spouse or other non•employee, 8. Lose or damage to personal propexty. 9. Barber, beauty parlor, ahoy shine or toiletries. 10. Personal postage. DRAF'TBD; RL.C3/C~eb 9, 200AlPiled; Travel Eixpensos 6.1 APPROVAY.: 1vIICHA>~, COUZZO, MANAGER TEQUESTA,FLORIAA 2 VILLAGE OF TEQUESTA PERSONNEL POLICY TITLE: TRAIlVING PROGRAMS POLICY: 6.2 EFF'ECT'IVE: July I, 2444 REPLACED: NEVI' PAGES: CONTENTS: This policy consists of the following numbered sections: I. Definitions II. Policy Statement III. Procedure PURPOSE: To promote and facilitate training and career education which meets the dynamic needs of the village.. . I. DEFINITIONS: As addressed by this policy, training is defined as any work related program, seminar, conference, convention, course or workshop attended by an employee whose tuition and expenses are funded in whole or in part by the Village or while the employee is in a paid status with the Village. II. POLICY STATEMENT: 1. It is the policy of the Village to encourage and coordinate training opportunities for employees and supervvsars in order that services rendered to the Village will be more efficient and affective. 2. 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 far suFh reimbursement. 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 G (2.0 grade point) or better in the case of academically rated courses (or attainment of pass in a pass/ihil grading system.). Tuition reimbursement is for the course only; no reimbursement will be allowed for books, lab fees, travel expenses or material costs. Approval for tuition reimbursement shall only be allowed .for courses offered by accredited colleges, universities or vocational training institutes. Request for reimbursement must be made within 30 days following the completion of the course of study. Training reimbursement is generally available to only those employees who have successfully completed the employee's designated probation period. Consideration of employee requests for tuition reimbursement is dependent upon budgetary constraints and the recommendation of that employee's Department Head. Tirna agent iut attendance at these courses shall be considered the employee's personal time and is not counted as time worked. 3. It is tits policy of the Village to maxindze comprehension, retention and transference of training provided by the Village. 4. 'This policy is subject to and limited by the conditions of an affected employee's labor contract. III. PRaCEDURES: 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 xequires approval by the Village Manager prior to registration. 2. Any dispute regarding eligibility or the level of reimbursement may be appealed to the Human Resource Oi7$ce forxesolution. 3. Village-sponsored and required training shall ... ~} generally bo arranged during regularly scheduled woxk hours. A bepartment 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. . 4. $mployees who' acquire training on their awn time and expense aze encouraged to notify the Human Resource Office so the iaformation can be ngted in the employee's personnel file. 5. Tt-e Human Resource Office shall maintain an employee braining hietoty, and shall periodically audit traiudng attendance and policy compliance. DRAI~'ED; Rt.C/Mar 22, 1A041Flled: TrntniogPrograuu 6.2 APPROVAL: MICHAEL COUZ7A,14,(ANAGER Tk"~QUI~btTA, FLORIDA VILLAGE OF PERSC)NNEL TITLEi an>FI,;TY comMrrTEI~ POLICY: 7,1 EFFECTIVE: July 1, 2004 REPLACE©: 3-01!02 PAGES: .Z CONTENTS: This policy consists of the following numbered sections: 1. Policy Statement lI. Procedure PURPOSE: To establish policies and procedures relatedto safety for Village employees. I;,, POLICY STATEMENT: This Policy outlines the required procedures for the on-going activities associated with the Tequesta Safety Committee. All Department Heads will be responsible for ensuring that these procedures are followed. Special responsibilities fall to the Fire-Rescue Department, the Police Depat~ttn~ent, and the Tequesta Water Department fox ettauriag compliance with this Policy. II. PROCEDURE: ' There is hereby created a Tequesta Safety Committee which shall consist of the following: 1) An employee of the Water Department, volunteering for the same. In the event there is no volunteer, an election of such employees, supervised by the Water System Manager, shall be conducted ip ~~leet a TEQU>~~'TA POLICY representative. If no such person is elected, the Water Manager shall appoint a representative from the Water Doparbazent, .below the position of Supervisor. 2) An employee of the Fire-Rescue Department, volunteering for the same. In the event there is no volunteer, an election of such employaea, supervised by the Fire Chief, shall be conducted to select a representative. If no such person is elected, the Fire Chief shall appoint a representative from the Flre-Rescue Deparh~aant, below the rank of Lieutenant, 3} An employee of the Policy Departrr~ent, volunteoring for the same. In the event there is no volunteer, an election of such employees, supervised by the Police Chief, shall be conducted to select a representative. Tf rio such parson is elected, the Police Chief shall appoint a representative gom the Pollee Department, below the rank of Lieutenant. 4) An employee representative for the Department of Public Works, volunteering for the same. In the event there is no volunteer, an election of such employees, supervised by the Director of Public Works, shall be conducted to select a repxese~rtative. ff no such peraan is elected, the Director of Public Works shall appoint a representative from the Public Works Department. 5) The Human Resource Director. 6) The Director of Public 'Works 7) The Police Chief 8) The Risk Manager The Rmployee Representative shall serve a teren~ of three years and may succeed themselves on the Committee, provided there are no older volunteers for such seat on the Conunlttee. in the event the employee representative wishes to ~ The duties and flzrtctions of the Safety ~ continua serving for another term and one or Committee shall include, but are not lhr-ited to more volunteers respond to a call for the same, the following: an elecfson shall beheld and administered by the Department Hoad of the Department in question. a) Establish and communicate procedures for Employer Representatives shall serve until conducting Internal safety inspections of the conclusion of their employment with the Village. workplace. When approved by the Village, these procedures shall be used to evaluate The Committee Members shall elect a Co-Chair. the effectiveness of engineering, The Chair shall be responsible for the timely administrative and personal protective completion of all business on behalf of the control measures provided by the Village to Committee and shall conduct alI meetings of the protect employees from recognized hazards Cwnmitbee. The Co-Chair shall serve in the in the workplace and work environment; absence of the Chair. b) Establish and communicate procedures The Safety Commtttee shall meet at least approved by the Village, by which the quarterly, but shall meet as often as its business Committee, shall investigate all workplace requires. Hi-annually the Safety Committee accidents, safety-related incidents, ioiuriea, shall issue g report of its activities fox the pxior illneasea, diseases, and fatalities; six months, addressed to the attention of .the Village Manager. c) Evaluate the effectiveness of and recommend improvements to the Village's Safety Committee Meetings will be held during safety rules, policies, and procedures for regular Village working hours, unless, in the accident and ilhtess prevention programs in opinion of the mgjorlty of the Safety Committee the workplace and, when approved by the Members, circumstances dictate otherwise. The Village, ensure that written updates and Chair and Co•Chair are responsible for changes to rules, policies and procedures of conducting maetiugs an dates and times that wUl the safety programs are completed; minino~ize the expenditure of funds by the '~' Village. Safety Committee Meetings will be d) Post the scheduled dates, time and location conducted in accordance with Roberts Rules of of committee meetings in a conspicuous Order. Minutes of each Safety Committee place where employees normally gather; Meeting shall be kept and provided to the Village Manager upon approval by the e) Provide minutes of the committee meetings Committee. Approved minutes shall be kept on in a conspicuous place where employees Hlo With the Village Glerk, who shall maintain normally gather and provide a copy thereof same for no lase than throe calendar years. to individual employees upon written Recording secretary services may bo utilized In request; and this regard. A quorum is required before official business oats be transacted. Tice Committee ~ Retain in the workplace all original written Chair shall keep on Ella a written record of the communications between the employer and membership of the Committee and the expiration the Connaittee, or true copies thereof, for a date for their term of appointment. period of not less than three calendar years. The Duman Resource Director is hereby declared to be the Safety Committee Chair who shall be responsible for contacting the Safety Committee appointments es referenced above, scheduling of quarterly meetings of the Safety Connmiitee, preparing the agenda, preparing and posting minutes as required, and the overall administration of the Safety Committee and safety procedures and recommendations associated therewith. taxn~trtD: tZI.G/Jan 1S, ZfIU4 - Safety Committc~ 7.2 APPROVAL: t4IICIiAEC COi17..z0, Mtt,NAGEIt 'rEt)UESTA, FLORIDA VILLAGE OB` TEQUESTA PERSONNEL POLICY TITLE: TRA1P'FIC CRASRES IINVOLVIlVG VILLAGE VEHICLES AND PRIVATELY OWNED VEHICLES OkV OTrFICIAL VILLAGE susn~tESS FOLiCY; 7.z EFFECTIVE: July 1, ~OU4 REPLACED: G.06 (March 200X) PA(3k~8 : 1 CONTENTS: This policy consists of the following numbered sections: I. Policy Statement PURPOSE: To establish policy guidelines for the investigation of all ct~ashes involving Village vehicles or privately-owned vehiclos while the driver thereof is actively engaged in official Village liusineas. )L POLICY STAT1i;MENT: 1f while operating a Village owned vehicle or a privately owned vehicle in fire performance of oiicial duties, an employee is involved in a traffic crash resulting is personal ir;jury or property daarage, he ar she obeli: 1. Request that all parties and propertlea concerned remain at the scene of the crash if possible until a law enforcement representative has released #hem. 2. All collisions involving Village vehicles or persons on duty and actively engaged in Village business will be investigated by a police agency. b. If occurring within the Village and involving property damage or a minor (nonhospitalizing) injury, the collision will be investigated by the Tequesta Police Department. a If occurrring within the Village and rite collision results in a fatality or injury requiring immediate hospitalization of any party, the crash will be investigated by an outside authority. Selection of an outside authority will be handled by the Tequesta Police Departxneut at the scene: 3. Employee's shall refrain from making statements regarding the crash with anyone other than the investigating law enforcement representative, appropriate Village officials, and representatives of his or her own insurance company if the employee's privately owned vehicle is involved. Statements made to investigating authorities should ba confined to ~etual observations. 4.. A copy of all ~ pollce reports and any statements attached thereto -will be forwarded to the ltiak Manager as soon as possible, The Riek Manager will report such inoldonts to the Employees Safety and Health Gonawittee. BIIAFTEB:ItLGIMar 15,?.(104/I~iled:lYafticCraa!<ea'f.2 AI'PRO`VAL: MiCIYAEL COIJZZO, MANAGER TEQiJE9TA, FIARIDA a. )T occurring outside the Vilage, the collision will be investigated by the police agenoy having jurisdiction. VILLAGE OF TEQLJESTA PERSONNET~ POx.ICY TITLE; ACCIDENTS IlHVOLVAV'G DEFECTIVE EQiJIP'i1+IENT POLICY: 7.3 EFFECTIVE: 3uly 1, 2404 ItEI'LACED: 6.46 (March 2001) PACES: 1 D1tA:~TEp: ttT.ClMar 13,. ?A04%Riled: Accldente/DePective Equipment 7.3 APPROVAL: MICHAEL COtJZ~O, MANAGER TEQIJFa9TA, FC,ORD?A CONTENTS: This policy consists of the following numbered sections: T. Policy Statement PURPOSE: To establish procedures for accidents involving potentially defective equipment. L POLICY STATEMENT: When an accident happens where defective equipment is potsntiaU.y the cause of the accident, the following acfion should be taken: 1. Attend to any injuries of employees or others. 2: Turn equipment in question over to the employee's supervisor, who shall consult with the Risk.Manager. 3. Write a detailed report, within one .day, to include sll circumstances surrounding the incident and all manufacturing information available concerning the equipment in question. This report should be submitted to the Risk Manager. The Risk Manager will report such. accidents to the Employee Safety and Health Committee. 4. When as employee is injured, procedures . should be followed as outlined in the Policy an ON=TH&JOB INNRY OR ILLNESS. 1 V'I LI.AGE OF TEQUE STA PERSONNEL POLICY TITLE; DRIVER'S LICENfiES Poz,ICr: ~.a Ek~'ECTIVE; July I, 20114 REPLACED: 3.11 (March 2001) license is expired, suspended or revoked and/or who is unable to obtain an occupational permit from the State Driver's License Offtee, 1f an employee fails to report such an instance, he/she is subject to disciplinary action, including demotion or termination. . An employee who fails to .immediately report such revocation or suspension to his/her supervisor and continues to operate a Village vehicle shall be sub}ect to possible termination. PAGES: CONTENTS: This policy consists of the following numbered sections: 1. Policy Statement PURPOSE: To establish a policy for the requirement of a valid l?lvrida driver's license by employees whose jobs routinely involve driving Village vehicles. L POLICY STATEMENT: Any employee whose work requires that he/she drive Village vehicles must. hold a valid Florida driver's license. All new employees who will be assigned work entailing the operating of a Village vehicle wlll be required to submit to a Department of Motor Vehicles driving records check as a condition of employment. 5ueh checks shall be processed by the Human Resource O~ce..A, report indicating a suspended or revoked license status may _ be cause to deny or terminate employment. Periodic checks of employee's drivers' licenses through visual arad fofimal Deparlarent of Motor Vehicles review cfieclcs shall be made by Human Resource Office. Any employee who does not hold a valid driver's license will notbe allowed to operate a Villttg~ vehicle until such. tune as he/she obtains a vatici licorrse. Any employee performing work which requires the operation of a Village vehicle must notify his/her immediate supervisor is #hose casos where his/her ... l AItAFI'I~11: ItI.GlMar 15, 2004/Frled: Dr[ver'a Licensee 7.4 A1~>~aovAL; MICHAEL COUZZO, MANAGER TEQUESTA, FLORIDA .,~ V'TLL1~E O8` TEQLTESTA PERSONNEL POLICY TITLE: EMERGENCY CdNDITIONB 1)CtAFI~b: itI..G/Mar f5,2004/Flled: Emergency Conditfone 7.s POLICY: 7.5 Eil~Ci'IVE: July I, 2004 REPLACED: NEW APPROVAL: MICHAEL COI1~7.o, MANAGER TEQYJEBTA, p'Y.ORIDA PAGES: I CONTENTS: This policy consists of the following numbered sections: 1. Policy Statement PURPOSEi To establish a policy. for reporting to work in the event of emergency conditions. I. POLICY STATEMENT: Village offices and activities shall xomain open and th operation during established workbag hours. All employees should ~ make every attempt to repart far work on a timely basis. lP employees aro unable to report to work due to a logitimete emergency, the following criteria shall apply: 1. The employee is responsible for contacting hLs/her supervisor ox Deparpnent Head by telcphane to indicato aatieipated absence l}om work or late arrival to work and the xeason. 2. If an employee is unable to roport to work, the absence may be charged as vacation or persona! leave, or the employee may elect to take this time off without pay. Such leave cannot be used to offset absences from work for purposes for other than siolaaess. Tiie Village Manager shall ba authorized to close Village offices to protect the safety and welfare of Villago employees. In tlala ovotit employees wild receive full pay, and no vacation or personal leavQ allowances shall be affected. 1 VILLAGE OE TEQUESTA PERSONNEL P07aICY TITLE: INSURANCE CLAIMS 3, The Itiak Manager shall: POLICY: 7.6 EFFECTIVE: July 1, 2004 REPLACED: NEw PAGES: 1 CONTENTS: This policy consists of the fo}lowing numbered sections: I. Policy Statement II. Responsibilities PURPOSE: 'I'o establish procedures for We handling of insurance c}aims against the Village. I. POLICY STATEMENT: 1. No employee will discuss matters involvlug claims against We Village. 2. All questions pertaiitittg'to claims shall be referred to the Risk Manager. 3. Claims for damages presented to the Village shall be referred to the Village Clerk for filing. II. I~ESPONSIDILITlIF,;;1: i. Ail Village employees must ratify their supervisor in the case of incidents involving potential claims within 1 day. The supervisor must report,. in writing, to 'the Risk Manager within 3 days. Items reported should Include any property damage ocbuiraig during work Sor the Village, no naattsr kow small. 2. The Village Clerk is responsible for receiving all damage claims against the Village and referring Went to the Izisk Manager. a, Ensure that any applicable provisions of State Iaw are met, and see that all claims for damages accurately Iccats and describe the defect or act Wet caused the injury, reasonably describe the injury and state the time- when it occurred, contain the item of damages cleaned and be verified by the claimant or a relative of the claimant, attorney ar agent ofthe claimant. b. Refer claim to cagier within 5 working days. ARAFA'EA: RI C/11~far 23,20a4/k;Ued:Iusuranoe Ciaims 7:6 APPROVAL: MICt3AEL COUZZO, MANAGER TEQUESTA, FLORIDA I VILLAGE OF '1'EQtIESTPi . PERSONNEL POLICY TITLE: VEHICLE OPERATION POLICY: 7.7 EFFECTIVE: July 1, 20Q4 REPLACED: 3.11(Mareb 2041} PAGES: CONT)gNTS; This policy consists of the following numbered sections: I. Policy Statement PURPOSE: To insure an acceptable standard of proficiency and safety is' met by each employee who operates Village-owned motor vehicles. I. POLICY STA~'EM)GNT: 1. ]3mployoes are. encouraged to use Village vehicles instead of their own for official Village business whenever passible. 2. Personal vehicles may be used for official Village business with the prior approval of the dmployee's Department Head. Employee's using their personal vehicles will be reimbursed at the prevailing raid established by polioy after submittal of the appropriate form to the Finance Departanent. 3. All employees whose duties requixe the operation of a Village•owned motor vehicle or who operate aprivately-owned vehicle while conducting official business as a part of their employment with the Village, must possess a valid State Drivers' License. 4. Prior to acceptance for employment with the Village in a position that would necessitate the operation of a motor vehicle in the course of performing the assigaed duties of that position, an employee's motor vehicle operators record may be requested from the State Department of Motor Vehicles by the Human Resource Office. if a Department of Motor Vehicles review indicates three or more movvng violations within three years of the date of review, the employee may be denied authorization to operate a vehicle while representing the Village. If the e~onployment is incumbent upon the ability to operate a vehicle, the prospective employed maybe denied employment Employees operating Village-owned motor vehicles or privatelyawned vehicles while conducting of£cial business shall observe all. traffic Iaws, rules and regulations, and the dictates of common sense and good judgment. Failure to abide by such laws may result in disciplinary action ~up to and including termination. If during the course of employment an employee exhibits a disregard for acceptable sale driving proceduros, the responsible Department Head may deny further authorization to operate a vehicle while representing the Village. 5. Any employee who operates aprivately-awned vehicle while conducting official business for the Village must maintain automobile liability insurance in accordance with the State Financial Responsibility Law. Employees who do not .maintain muvurtum liability coverage will not operate privately-owned vehicles in an official capaoity. DRAI+TED: RI.G/Mar tS, 2404/Flted: Vetttcte Oporafion 7.7 APPROVAL: MICHAEL COUZ70, MANAGER TLQUESTA, t?I.ORIOA VILLAGE O1EE' T1~QUE~TA PRR80NNEL POLICY TITLE; ON-THE-JOB INJURY POLICX: 7.8 Additional reporting information should be recorded as described in the Policy on WORKER'S COMPENSATION: EFFECTIVE: Juty 1, zoos REPLACED: d.03 (March 2001} PAGES: 1 CONTENTS: This policy eonafats of the following numbered sections: I. Policy Statement PURPOSE: To establish a policy and procedure to ltandl8 on-the job injuries or illnesses. L POLICY STATEMENT: ~• The Village shall provide for the treatment and care of on,-the-job injuries and illnesses as provided by law. Ally incident involving aVillage employee should be reported to that employee's supervisor unmediately. The supervisor shall .ensure that the employee has transportation to receive medical care aC the nearest hospital or medical facility or by calling 911. Employeos should be taken for medical attention as soon as poss161e. The employee will receive initial treatment and will be advised by the attending physician as to the need for fiuther treatment and when to xroport back to work. The employee must complete a Notice of Injury form on all injuries requiring medical attention, The supervisor should provide additional inforinatfon as needed. Ail forms must be submitted to the Human Resource Office. The Human Resource Office will notify the Risk Manager and inform the Employee's Safety and Health Committee for follow up, as needed. The, State required log of occupational injuries and illnesses is maintained liy the Human Resource Office. Informarioti will be sunnnaarized and .reported to the State on an atnuual basis by the Human Resource Director. DI2AFT~D: RX.G/Mer tS, 2004/F11ed: On-tha.Tob lolurtee 7.8 APPROVAL: MIC~L COUZZO, MANAGER TEQUESTA, FLORIDA 1 VIL~GE 08' TEQUE$TA PERSONNEL POLICY TITI:E: SAFETY AND AccIDEivx PREVENTION POLxCY: 7.9 EPF`ECTIVE: July i,1R04 REPLACED: NEW PAGES: 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. POLIC"lt STATE1ViENT: The Village recognizes the noed for the development of safe working practices-'-fdr every employee and desie+es to promote on-th~job safety by encouraging the proper design and use of buildings, equipment', tools, and other devices. Administration ofthe safety program should be the job of the supervisor. They should be constantly on the alert to observe and repox unsafe workfng practices or existing hazardous working conditions with the aim of immediate correction. 1~ach Department Head or supervisor shall make sure that the employee under his/her supervision is we11 acquainted with existing safety rules and shall sea that the rules are uniformly enforced. Safety education of all employees shall be promotod by supervisors adhering to all safety rules. II. R>ta;SPONSTBI~1"IES: It is the responsibility of all empl, .yeas to cooperate in raakingthe safety,program work. ~mployees must; ,. 1. Be informed of and observe established safe practices, 2. Notify supervisors of any unsafe conditions they discover. 3. Use personal protective equipment such a steel toed shoes, safety vests, safety glasses, and hard hats where required. 4. Nat remove guards or other protective devices from machinery and equipment. 5. Not engage in "hoxseplay." 6. Attend any required training or orientation to increase safety awareness. 7. Nat report to work under the influence of alcohol or drugs that alter normal behavior or ability to ftu:ctlon safely. 8. Report all ,}ab-ralatec~ injuries or illnesses to their supervisors promptly. 9. Assist supervisors in their investigation of any accident of which they have knowledge; accident investigation is fact finding, not fault finding. 10. Refrain Sam operating, modifying, adjusting or using equipment is an unauthorized manner. The ~~oployee's Safety andHealth Gommittce meets at least quarterly to review accidents that have occurred, discuss recommetzdations for improved saibty and foimulats safety rotas and procedures. A safety bulletin beard will be provided for the display of safety meoting nxinutes, satbty postexs and other satbty education material. A safety bulletin board will be maintained at each Village facility. Employees era encouraged to provide safety material for the safety bulletin board and safety meetings. Safety complaint/suggesdon forms are available ffom the ~membera of the Health aid Safety Committee. 1 ~, / DYtAF'CED: RI,G/Mar I5, 2A04/Fitod: Safety and Acc[deut Preventkon 7,9 APPROVAL; MICHAEL COUZ7.0~ MANAGER TEQUF~TA, FLORIDA 2 \ V2LLAGE OF TEQVL$7.'19~ 1 PERSONNEL POLICY C. Medical Emergency Procedure: Tequesta TITLE: ACCIDTNT INVESTIGATION AND FirelRescue will be called in the case where the REPOIRTING employee needs immediate medical attention. POLICY: 7.10 H• REPORTING PROCEDURRS: EFFECTIVE: July 1, 2904 REPLACED: NEW PAGES: CONTENTS: This policy consists of the following numbered sections: I. Policy Statement Yl. Reporting Procedures PURPOS)g: To provide a system for reporting and `~ following up on accidents and/or itijuries. L POLICY STATEMENT: 1. Minor Injuries -(Requiring doctor/outpatient acre} After ~e 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 detetrrtiite the causes. The findings of the investigation shall be documented on Village's;,,ipcident form and sent to Human Resources. 2. Major InJurles - (Itatatity or multiple hospitalization) a. The Village Manager and Department Head are to be notified immediately by the person in charge and an investigation will be conducted. ht addition, the inspection party will include the Chaitittan of the Health and Safety Committee. A. Safety Orientation: All Village employees aro to receive an Employee Safety Responsibilities Dorm (Appendix A) at the beginning of employment. The form shall ha signed and dated, with a completed copy sent to Human Resouroes for inciusion in the employee's. ~?ersonnel File. B. , Accident Reporting and Purpose: All accidents, no matter how mlrtor, shall be reported promptly to the immediate supervisor for ovaluaraon/investigation. Since every accident includes a sequence of contributing causes, it is possible to avoid a repeat performance of the first event by recognizhig and eliminating these causes. The removal of Just a single cause can prevent a reeunrence. During the supervisors evaluation he/she must detarnniae the possible consequences that could take place if the situation is not corrected anc~ take appropriate action based upon those ftndings (i.e. investigate, report, correct, etc.). 3. Near-Misses -(Likelihood of personal inJury or property damage) to the greatest extent possible, all "nearmiss" accidents shall be invesdgated by the Safety and Health Committee. nRAFfED: RI.C1Mar 15; 2004lI7led: Accident InveetlgaNon 7.10 APPROVAL: MICHAEL COUZ7.0, MANAGER TEQUE$TA, FLORIDA Appendix "A" VILLAGE OF TEQUESTA EMPLOYEE SAl?ETY RESPONSIBILITIES As an employee of the Village of Tequesta, I am responsible to: 1. Observe all Village safety and health rotes and apply the principles of accident prevention in my day-to-day duties. 2. Report any job-related injury, illness or property damage to my supervisor and seek treahnent promptly. 3. Report hazardous conditions (unsafe equipment, flaoxs, material) and unsafe acts to my supervisor or safety committee representative promptly. 4. Observe all hazard warning and no smoking signs. 5. Keep aisles, walkways and working areas clear of slippittglhipping hazards. 6. Know the location of fire/safBty 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. Re8'ain 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 es a passenger on a vehicle only if it is equipped with a rider's seat. 14. Be alert to see that all guards and other protective devices are in their propex places prior to operating equipment. 15. Not wear frayed, fora or loose clothing, jewelry, or Ions unrestrained hair near moving machh-ery or other sources of entanglement, or around electrical equipment. 16. Actively support and participate in the City's efforts to provide a safety and health pxogram. DISTRIBUTED TO: DATE: BY: I HBREBY ACKNOWLEDGE THAT I HAVE RECEIVED A COFY OF THE BMPLOYEE SAFETY RESFONSIBILITTES FORM, AND THAT MY RESFONSIBILITIES WERE EXFLAINBD TO ME. Employee Dots 2 Appendix "A" •} VILLAGE OF TLQUBSTA BMPLOYBE SAFETY RESPONSIBILITIES As an employee ofihe Village of Tequesta, I am responsible to: 1, Observe all Village safety and health rules and apply ii-e principles of accident prevention hi my day-to-day duties, 2. Report any job-related igjury, il[neas or property damage to my supervisor and sack treatment promptly. 3. Report hazardous conditions (unsafe equipment, floors, material) and unsafe acts to my supervisor or safety committee representative promptly. q. Observe all hazard warning and np smoking signs. S. Keep aisles, walkways and working areas clear of sllppinpJtrlpping hazards, 6, Know the location offire/safety exits and evacuation procedures. 7, Keep all emergency equipment such as fire extinguishar, fire alarms, fire hoses, exit doors, and stairways clear of obstacles, 1I. Not roport to warlc under the influence of alcoholic beverages or drugs nor to consume them while on company premises. 9. Refrain from fighting, horseplay, or distraciuzg my fellow workers. 10. Remain inrny own work areaunless I am authorized otherwise. 11. Observe safe operating procedures for alt equipment I am authorized to operate. 12. Follow proper lilting procedures at all times. 13. Ride as a passenger on a vehiole only if it is equ ipped with a rider's seat. l4. Bc alert to see that all guards and other protecfive devices era in their proper places prior to operating equipment. 15. Not wear hayed, torn or loose clothing, jewelry, or long unrestrained hair near moving machinery or other sources of , entanglement, or around electrical equipment. 16. .Actively support cad participate in the City's efforts to provide a safety and health program. DISTRIBUTED TO: DATE: H~'~ I I3ERBBY ACKNOWLBDOE TkIAT I HAVE REC$IVED A COPY OF THE EMPLOYEE SAFETY R$SPQNSIBIZITIBS FORM, AND THAT MY RESPONSIBILITfES WERE EXPLAINBD TO IVIE. Employee Date 2