HomeMy WebLinkAboutDocumentation_Workshop_Tab 05_07/10/2007. VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: VACATION LEAVE
POLICY: 5.2
EFFECTIVE: July 1, 2004
REVISEDPLACED: "April 1, 2007
Unless specified otherwise in an applicable collective
bargaining agreement, an employee may accumulate
up to a maximum of 320 hours (40 days) accrued
vacation leave. Vacation time earned in excess of
said maximum limit shall be used prior to October 1
of each year or forfeited. On September 1 of each
year, employees with vacation accruals in excess of
160 hours, may surrender some or all of their excess
hours for cash payment at their hourly rate of pay.
PAGES:
CONTENTS: This policy consists of the following
numbered sections:
I. Policy Statement
II. Full-Time Employees
III. Part-Time Employees
IV. Approval Process
. PURPOSE: To outline vacation policy for
employees. To assure that vacation schedules are
made with full reference to the operating needs of the
Village. To provide for a procedure of approval and
communication.
I. POLICY STATEMENT:
After completion of the initial probationary period,
employees are eligible to use vacation leave. After
the successful completion of the probationary period,
employees are credited the amount of vacation leave
accrued from the date of hire. An employee who
separates from employment prior to the successful
completion of the probationary period is not entitled
to a payout for any vacation leave.
Vacation leave is accrued at the following rates
II. FULL-TIME EMPLOYEES:
Vacation leave shall be expended in increments of
not less than i~four (~4) hours. Vacations shall be
scheduled at such times as the Department Head
approves and finds most suitable after considering the
wishes of the employee and the requirements of the
department.
III. PART-TIME EMPLOYEES:
Vacation Leave for Part-Time Employees: part-time
employees who separate from the Village may
receive compensation at their regular rate of pay for
each hour of vacation earned. Part-time employees
who re ularly work F30 or more hours a week
e..,y~oy~) shall accrue vacation at the rate of
~0'~~2.4615 hours per pay period or sixty four (64)
hours per year.
TRANSFERS. If an employee transfers from one
department within the Village to another, the
vacation leave credits shall also be transferred.
The established period of determining vacation credit
will be from the employee's date of hire. Vacation
credit earned by an employee cannot be transferred to
another employee.
Temporary employees shall not earn vacation nor be
entitled to vacation upon separation with the
exception of Interim Firefighters who are entitled to
vacation based on the terms of their contract.
Date of hire through fourth (4) year- 10 days/80 hrs.
Fifth (5) year through ninth (9) year-I S days/120 hrs
Tenth (10) year or more - 20 days/160 hrs.
Represented employees earn vacation time in
accordance with their respective union agreement.
Vacation leave will not accrue while an employee is
on leave of absence without pay. Accrued and
. unused vacation leave may be used to supplement
sick leave if the employee has exhausted sick leave
accruals.
Paid holidays occurring during vacation are not
charged to vacation.
IV. APPROVAL PROCESS:
1. Department Heads are responsible for
managing the vacation schedules in their departments
and for administering the provisions of this policy.
Where an emnlovee formally requests vacation and a
manager does not annrove it. the emnlovee shall not
be subiect to the forfeiture clause in Section II above.
The manaeer shall then advise the Human Resources
department in writine. of the reasons for the refusal.
which must show the department's exigencies which
required such action.
2. The Village Manager shall approve all
vacation schedules for Department Heads.
3. Vacation approvals by Department Heads
and by the Village Manager shall be made only when
the efficiency of Village operations will not be
adversely affected.
4. Unless approved by the Village Manager:
a. A Department Head and next ranking
employee cannot take vacations at the same time, and
b. No more than three (3) Department Heads
shall take vacation at the same time.
DRAFTED: RLG/Feb 03, 2004/Filed: Vacation 5.2
APPROVAL:
•
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
2
•
0
6
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: VILLAGE HOLIDAYS
POLICY: 5.3
EFFECTIVE: July 1, 2004
RE FSu''€S:,,a. s > or,rh9lo
PAGES: I
Part-time employees shall receive a pro rata share of
compensation at their regular straight time hourly rate
for each approved holiday.
If any holiday mentioned above falls on an
employee's regularly scheduled day off, the employee
shall be compensated either through holiday pay or
holiday compensatory time.
CONTENTS: This policy consists of the following When a holiday falls within a period of paid leave,
numbered sections: the holiday shall not be counted as a leave day in
computing the amount of leave debited.
I. Policy Statement
Non-exempt employees required to work on any
PURPOSE: To provide a policy for uniform designated holiday shall receive overtime pay in
administration of standard Village holidays. addition to the holiday pay.
I. POLICY STATEMENT: DRAFTED: RLG/Feb 12, 2004/Filed: Holidays 5.3
The Village shall celebrate the following holidays off
with pay for full-time and Dart -time non -union APPROVAL:
employees
NEW YEAR'S DAY - January I
MARTIN LUTHER KING - 3rd Monday in January
PRESIDENT'S DAY - 3rd Monday of February
MEMORIAL DAY - Last Monday of May
INDEPENDENCE DAY - July 4
LABOR DAY - 1st Monday of September
VETERAN'S DAY - November 11
THANKSGIVING DAY- 4th Thursday of November
DAY AFTER THANKSGIVING
CHRISTMAS EVE DAY — December 24
CHRISTMAS DAY - December 25
NEW YEAR'S EVE — December 31
In the event a holiday falls upon a Sunday, the
following Monday shall be deemed to be the legal
holiday. In the event the legal holiday falls on a
Saturday, the preceding Friday shall be deemed to be
the legal holiday.
1
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
,{ Formatted
Formatted
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Formatted
VILLAGE OF TEQUESTA
PERSONNEL POLICY
and supervisors in order that services rendered to the
Village will be more efficient and effective.
TITLE: TRAINING PROGRAMS
POLICY: 6.2
EFFECTIVE: July 1, 2004
REV Itii~-IiFt,A1=~-_l): ~3~ ~. tt + ~,,.<~,_.
PAGES: 2
HL WORK RELATED PROGRAMS,
SEMINARS, CONFERENCES,
CONVENTIONS AND WORKSHOPS:
The Village normally pays for these programs in
advance provided that funds have been budgeted and
an invoice is submitted from the organization. Where
the em l~ovee pays for the program directl~anv
request for reimbursement will be processed after the
employee has attended the program. Where a
certificate of attendance or completion is given, a copy
should be submitted to the Human Resources
CONTENTS: This policy consists of the following
numbered sections:
I. Definitions
I I =. Policy Statement
III. ~1 ~~ .,i .+~ ~r:.im: ~ -
~crue~ Conrenu+im and ~~ ~+i L~nop~
~urki~ ..~-.
IV Tuition Reimbursement -Higher Education
Programs, including degrees and
certifications
II-V. Procedure
+rr u-~-rrro~,.,..,a...e
PURPOSE: To promote and facilitate training and
career education which meets the dynamic needs of the
V i Rage.
DEFINITIONS:
As addressed by this policy, training is defined as any
work related I,r«~~rt++.?. seminar, conference,
convention, course. +,e workshop r ~ _i _ , ., .,
r_>r:an attended by an employee whose tuition and
expenses are funded in whole or in part by the Village
~~+ while the employee is in a paid status with the
Village. f ~i_ihle hline~ tbr. formal :~~; ~;cr
ic+ ii,r~ '~, u~ ~ Pa+,igms and ~our.cs a+~ d~
rc ~u~ull-lime ur regular part-time employees wnh a
minimum of one (1) year continuous service.
II. POLICY STA7'F.MENT:
1. It is the policy of the Village to encourage
and coordinate training opportunities for employees
department.
Except where the Village required attendance at these
Qronrams em Igovees will be required to repay the.
Village on a ~o-rated basis where they terminate
employment within one (11 month of attendance. Time
in attendance at these short programs_afeis considered
trainin hg ours.
IV TI?ITION REIMBURSEMENT-
HIGHER EDUCATION PROGRAMS
INCLUDING DEGREES AND
CERTIFICATIONS:
Employees are encouraged to continue their
formal education through participation in
off-duty/non-working hotus educational programs.
Reimbursement for educational expenses incurred by
such participation may be granted for job related
courses with prior approval of the Department Head,
provided funds have been budgeted for such
reimbursement.
aJ~anc~~ h} thr ~tcin+runent head=+nd ine _ Vilf
!~tana~~:_s- usm~ the Employee. Tuition Assistance
Request Form.
Any reimbursement shall only be after successful
completion of the course/ program. Successful
completion shall be defined as receipt of a certificate
of satisfactory completion or a grade of C (2.0 grade
point) or better in the case of academically rated
courses (or attainment of pass in a pass/fail grading
system.). Tuition reimbursement is for the course
1
Formatted: Bullets and Numbering
only at ~ , ~. no
reimbursement will be allowed for books, lab fees,
travel expenses or material costs. Approval for tuition
reimbursement shall only be allowed for courses
otfered 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.
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Consideration of employee requests for tuition
reimbursement is dependent upon budgetary
constraints and the recommendation of that employee's
Department Head. Time spent in attendance at these
courses ! .y ~~. • ~ ~ shall be
considered the employee's personal time and is not
counted as time worked.
3. [t is the policy of the Village to maximize
rtinr~.,clrei3~so+~ +atesit+~ai- sari transference of
I, ~ training provided by the
Village.
4. This policy is subject to and limited by the
conditions of an affected employee's labor contract.
}I-t. PROCEDURE:
I. Attendance at training programs will be
approved at the Department Head level, except as
follows:
a. Attendance at a training program
involving out-of--state travel by an employee requires
approval by the Village Manager prior to registration.
2. Any dispute regarding eligibility or the level
of reimbursement may be appealed to the Human
Resource Otlice for resolution.
3. Village-sponsored and required tmining shall
generally be arranged during regularly scheduled work
hours. A Department Head may change the standard
work hours to accommodate or require attendance at
such training activities. Such required training shall be
recorded as time worked within the meaning of this
policy.
Resource Office so the information can be noted in the
employee's personnel file.
5. The Human Resource Office shall maintain
an employee training history, and shall periodically
audit training attendance and policy compliance.
DRAFTED: RLG/Mar 22, 2004/Filed: Training Programs 6.2
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
4. Employees who acquire training on their own
time and expense are encouraged to notify the Human
2
residence to Village HaII or a work station
b. Local Meals. Reimbursement for
meals will be allowed only where the employee is
attending a seminaz or conference as a representative
of the Village for a specific purpose, or where the
employee's attendance will directly benefit the Village.
The request for reimbursement of local meals should
including the following information:
(1) Date
(2) Place
(3) Meeting Attended
(4) Specific Reason for Attendance
Parking Fees will be reimbursed by actual cost and
receipts shall be presented where possible.
If an employee reimbursement is necessary, the
reimbursement will be handled by the Finance
Department after the "Travel Expense" form is fumed
in.
IV. NON-ALLOWABLE EXPENSES:
1. Tobacco.
2. Alcoholic beverages.
3. Entertainment.
4. Personal telephone calls to home (limited to
one per day).
5. First class travel accommodations when
economy or coach class are available.
6. Fines, forfeitures or penalties.
7. Expenses of a spouse or other non-employee.
8. Loss or damage to personal property.
9. Bazber, beauty parlor, shoe shine or toiletries.
10. Personal postage.
DRAFTED: RLG/Feb 9, 2004/Filed: Travel Expenses 6.1
APPROVAL:
MICHAEL COUZZQ, MANAGER
TEQUESTA,FLORIDA
2
No Text
VILLAGE OF TEQUESTA
PERSONNEL
TITLE: SICK LEAVE
POLICY: 5.1
EFFECTIVE: July 1, 2004
REVISED: .t;~~~:~ 2aEe5 0Lr!'_d~,.us-`,-
PAGES: 3
POLICY
shall be reimbursed back to the Village if the
employee fails to successfully complete probation.
This deduction will be withheld from the employee's
final paycheck at the time of
separation.
„r.,.:~.~ . c,._ ,.:,.t. io,,, e ..
II. ACCRUALS AND BENEFI"I'S:
CONTENTS : This policy consists of the following
numbered sections:
I. Policy Statement
II. Accruals and Benefits
[II. Notification
IV. Sick Leave Usage
V. Employee Responsibilities
VI. Sick Leave Sharing
VH. ~ . :3u; is-:~r,.
~~' i i I Termination
PURPOSE: To establish guidelines for the use of
sick leave for personal illness and on-the job injuries
for Village employees.
POLICY STATF,MENT:
General. All full-time and part-time employees shall
be entitled to sick leave as follows:
Sick leave shall accrue as provided herein from the
date of initial employment. Un-represented full-time
employees shall be granted sick leave at the rate of
eight (8) hours for each calendar month of service.
The accrual of sick leave for represented employees
shall be in accordance with the applicable collective
bargaining agreement. Part-time employees ~~ Iw
be granted ~~i, ~.. ~ .? a pro rata rate _~i~ S(~
hours for each calendar month of service. fart-time
empluc<<~~ _ ~ 1 ~.uus_
,. ~ Any accrued sick
time used during the first six months of employment,
Sick leave granted and not used shall accrue to the
credit of each such employee, up to a maximum total
accumulation of one thousand -+. ', . , hundred ,
~ i c'(', - ; (6E~>ul_~vt,) hOUrS i4~~.-. _ .chaa
tr~r,ia~s4tak4-Ixfec4ae~S tend-~tr7-a.;,_. .. .-rams
tir4lew,-
r~r n,. ti.. i ~nnn ~ an a,.. ~ i i nnn t,,.,,...~~
[n any case in which an employee shall be entitled to,
benefits or payments under the Workers'
Compensation Act or similar legislation of the State,
or any other governmental unit, the Village shall pay
the difference between the benefits and payments
received under such Act by such employee and the
regular rate of compensation he would have received
from the Village if able to work. The foregoing
payment or contribution by the Village shall be
limited to the period of time that such employee had
accumulated sick leave credits as hereinabove
specified. Furthermore, the sick leave benefits herein
specified shall not be applicable to any employee
who is covered by any relief and pension act or
similar legislation providing for sickness and/or
disability payments, or the State, granting
substantially equal or greater benefits than herein
provided. Sick leave shall not accrue during leaves
of absence without pay.
III. NOTIFICATION:
When any employee utilizes sick leave he/she must
notify his or her Department Head or designated
supervisor immediately. Notification should be
within 30 minutes after the beginning of the
1
Formatted: Bullets and Numbering
scheduled workday. Failure to do so may result in
denial of sick leave pay and disciplinary action, if
appropriate. The employee should also let the
supervisor know when he/she expects to retum to
work. Police and Firefighters have more stringent
notification requirements because of their need to
provide adequate shifr 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
payment is authorized.
IV. SICK LEAVE USAGE:
Sick leave benefits shall apply to bona fide cases of
sickness, accidents, doctor or dental appointments,
maternity leave, and requests for the employee's
presence by immediate family, doctor or clergy due
to family illness or emergency.
Sick leave shall be rounded off to the nearest half
hour.
No sick leave will be given to an employee in excess
of the amount earned and available to the employee.
When an employee is transferred to another position,
any unused sick leave which may have accumulated
to the employee's credit shall transfer with the
employee.
An employee may utilize vacation time when sick
leave has been exhausted, with authorization from
their Department Head.
Earned sick leave accruals must be exhausted prior to
taking an unpaid medical leave of absence.
V. EMPLOYEE RESPONSIBILITIES:
It is the responsibility of each Department Head or
designated supervisor to ensure the provisions of this
policy are observed. Corrective action should be
taken in instances of suspected abuses or
misinterpretation of [he utilization of sick leave.
Department Heads will ensure that any sick leave
used will be reflected with the submission of time
sheets.
It is the responsibility of the Human Resource
Director to ensure that proper accountability of sick
leave is kept on all eligible employees. This shall
include keeping a record of accruals and utilization.
Departments may establish more restrictive sick
leave procedures as long as they aze not in conflict
with applicable labor contracts and are necessary for
the effective operation of the department.
VI. SICK LEAVE SHARING:
The Village Manager may permit afull-time or part-
time employee to receive sick leave donations from
other qualified employees under this subsection if:
1. The employee suffers from an illness, injury,
impairment, or physical or mental condition which is
of an extraordinary or severe nature and which has
caused, or is likely to cause, the employee to:
(a) Go on leave without pay status; or
(b) Terminate Village employment,
2. The employee's absence and the use of shared sick
leave aze j ustified.
3. The employee has depleted or will shortly deplete
his or her annual vacation leave and sick leave
reserves.
4. The employee has abided by all personnel rules
regarding sick leave use.
The Village Manager shall determine the amount of
sick leave, if any, which an employee may receive
under this section. However, an employee shall not
receive, in donations, a total of more than seven
hundred and twenty hours (720) of donated sick
leave.
Donated sick leave shall be utilized in the order of
receipt by the Village Manager. Such leave shall be
donated in eight (8) hour increments.
The amount of sick leave time transferred under this
section which remains unused shall be returned to the
employee or employees who transferced the leave at
2
the time the Village Manager finds that the leave is
no longer needed or will not be needed at a future
time in connection with the illness or injury for which
the leave was transferred.
V11. SICK LEAVE BUY BACK
Effective December 1 of each fiscal year, any eligible
employee who has been continuously employed for at
least twelve (12) months and who has an accrued
sick leave balance of 480 hours and who has taken
no more than forty (40) hours of sick leave during the
the twelve (In) mont~eriod immediately preceding
December 1 of each fiscal year. may surrender 40
hours for cash Qayment at one hundred percent
(100%) of their current hourly rate Any additional
Pligible hours may be redeemed at fifty percent
(50%) of their current hourly rate. However,
employees must have at least 360 hours of sick leave
remaining after surrendering sick leave for cash
eayment to be eligible to buy back sick leave under
these Qrovisions.
VI11. kU. TERMINATION:
Employees who resign with the proper two-week
notice and who have been an employee for at least
one year are reimbursed for a portion of sick leave
accrued. Payment for any sick leave shall be
provided to those full-time and part-time who have
successfully completed their probationary period.
lemtn~ran ~~mPl~~~y_~~~ti an~7_Ir•,
n ~~ itd .n . -. l .n• --.~~ ~ . ~. The amount of
reimbursement shall be a percentage of any accrued
sick leave, up to the maximum accrual amount. The
percentage is based on whole completed years of
service with the Village as follows:
One (1) through four (4) completed years of
employment - 25 percent reimbursement for sick
leave.
Five (5) through nine (9) completed years of
employment - 33 percent reimbursement For sick
leave.
Ten (10) through nineteen (l9) completed years of
employment - -F~ ?!' percent reimbursement for sick
leave.
Twenty (20) or more completed years of employment
- 50 percent reimbursement for sick leave.
3
DRAFTED: RLG/Dec 29,2003/Filed: Sick Leave 5.1
APPROVAL:
MICHAELCOUZZO,MANAGER
TEQUESTA,FLORIDA
Formatted: Bulletr and Numlxnng
Formatted: Bullets and Numbering
No Text
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: SAFETY AND ACCIDENT
PREVENTION
POLICY: zv
EFFECTIVE: July 1, 2004
RE\lSta4Y4 \a..E;.Pr: 's:+.\ i~ ~_ ._..._.
PAGES: 2
CONTENTS: This policy consists of the following
numbered sections:
1. Policy Statement
I1. Responsibilities
PURPOSE: To establish guidelines and lines of
responsibility for maintaining a safe and healthy work
environment.
1. POLICY STATEMENT:
The Village recognizes the need for the development
of safe working practices for every employee and
desires to promote on-the job safeTy by encouraging
the proper design and use of buildings, equipment,
tools, and other devices.
Administration of the safety program should be the job
of the supervisor. They should be constantly on the
alert to observe and report unsafe working practices or
existing hazardous working conditions with the aim of
immediate correction. Each Department Head or
supervisor shall make sure that the employee under
his/her supervision is well acquainted with existing
safety rules and shall see that the rules are uniformly
enforced. Safety education of all employees shall be
promoted by supervisors adhering to all safety rules.
II. RESPONSIBILl1'IES:
It is the responsibility of all employees to cooperate in
making the safety program work. Employees must:
1 Observe all Village safety and health rules ands
apply the Qrinciples of accident prevention in my
day-to-dav duties.
2 Report anyjob-related injury illness or property
damage to my supervisor and seek treatment
promptly.
3 Report hazardous conditions (unsafe equipment.
floors materiall and unsafe acts to my supervisor
or safety committee representative promptly.
4 Observe all hazard warning and no smokine signs.
5 Keep aisles walkways and working areas clear of
slippingkrippinghazands
6 Know the location of fire/safety exits and
evacuation procedures.
7 Keep all emergency equipment such as fire
extinguisher fire alarms, fire hoses. exit doors.
and stainvaks cleaz of obstacles
8 Not report to work under the influence of
alcoholic beverages or drugs nor to consume them
while on company premises.
9 Refrain from fighting, horsepl_av or distracting
fellow workers.
10 Remain in my own work area unless 1 am
authorized otherwise.
11 Observe safe operating-procedures for all
~uipment I am authorized to operate.
12 Follow_proper lifting procedures at all times
13 Ride as a passenger on a vehicle only if it is
~uipved with a rider's seat
14 Be alert to see that all guards and other protective
devices aze in their proper places prior to
berating equipment.
Formatted: Bullets and Numbering
Formatted: Bullets and Numbering
15 Not wear frayed rornor loose clothingjewelry, or
Iona unrestrained hair neaz moving machinery or
other sources of entanglement, or azound electrical
equipment.
16 Actively support and partici ate in the Village's
efforts to provide a safe and healthy pro rg am
~rflEfi6f'S:
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The Employee's Safety and Health Committee meets at
least quarterly to review accidents [hat have occurred,
discuss recommendations for improved safety and
formulate safety rules and procedures.
A safety bulletin board will be provided for the display
of safety meeting minutes, safety posters and other
safety education material. A safety bulletin boazd will
be maintained at each Village facility.
Employees are encouraged to provide safety material Formatted: Bullets and Numbering
for the safety bulletin board and safety meetings.
Safety complainUsuggestion forms are available from
the members of the Health and Safety Committee.
Formatted: Bullets and Numbering
DRAFTED: RLG/Mar 15, 20114/Filed: Safety and Accident
Prevention 7.9
APPROVAL:
2
MICHAEL COUZZO, MANAGER
TEQUF.STA, FLORIDA
No Text
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: TYPES OF EMPLOYMENT- 1~ il~iti~ position meets specific tests established by
the Pair Labor Standards Act (ELBA), and state
DEFINITIONS
is •.~ and who are exempt from overtime oav
POLICY: 2.6
EFFECTIVE: July 1, 2004 --1
I.,urly non-exempt" means an employee whose Formatted: Bullets and Numbering __J
' •>ition does not meet FLSA and state exemption
REPLACES: ! k \t c;,ri I„ +,;
"'- t: ,ts and who are paid on an hourly basis plus
PAGES: 1 , ~7time nay.
1 ull-time em~lovee" means an employee- Formatted: Bullets and Numbering
CONTENTS: This policy consists of the following >~ ho is re ug lady assigned to work forty
hours der week.
numbered sections: . i{+., , .,I.., o~•' r•--at}-Yri#plE#yc'2-W'h(~-+S
~
I. Types of Employment .
.
~+ria~ a ; n~~I ~~ , ..-
PURPOSE: To establish guidelines and definitions
for types of employment and for entitlement to
benefits.
1. TYPES OF EMPLOYMENT:
A. "Anniversary date" means the date that an
employee begins employment with the
Village and the same date in following years
unless the anniversary date is adjusted
consistent with the procedures set forth in
the Human Resource Office.
B. "Department Head" means each of the
following: the Village Clerk, Finance
Director, Director of Community
Development, Police Chief, Fire Chief,
Community Development Director, Public
Works Director, Director of Parks and
Recreation, Utilities Director, Assistant
Village Manager, Human Resource Director.
i- t 1 "Part-time employee" means an Formatted: Bullets and Numbering
--- -_.
employee who is regularly assigned to work
less than forty hours per week. '- !;me
, ~~ _. ~~u,_e
hours ~wr ~~eek mac i~~ eli~ibl~_ liar some
benefits Eli tgbility_status will be stated in
the relevant poli~_
H "Probationary employees" are Police•
Officers and fire fighters with less than one
(t) year's service and all other employees
with less than one hundred and eight (y 1801
calendaz days of service, or who are working
during an extended introductory period.
Department heads who are "at will"
employees serve noprobation period.
Formatted: Bullets and Numbering
"Regular rate of pay" means the hourly rate of Formatted: Bullets and Numbering
pay actually paid an employee for the normal,
non-overtime work week for which he/she is
employed.
C. "Employee" means any person holding a _"Temporary emwee" means anemplo~ee- Formatted: Bullets and Numbering
position or employment with the Village and ~~ hu i hired for apre-established period of
who is paid wholly or in part from Village !9' is>- ~ Vii' days usually for a special project
funds. ~~: ether work of a tmRorary nature. They
Tray work afull-time or paR-time schedule.
D. "Exempt employee" means an employee ''~'~' are ineligible for Village benefits
~c~lcss otherwise provided by law.
tun~n~i,ir~ i 'n~}__ ~ i:~,l,~~ cc arc n~+t
cmplu~ces_~>1 lh~~ \iil_~i~ - -
1 "Seasonal emplovee" means an employee
hired for a specific period, usually during
the summer or for apre-established period
of up to 180 days They may work full or
part time schedules and are ineli¢ible for
Villaee benefits unless otherwise yrovided
by law.
h-F;__ "Work day" means the 24-hour
period from midnight to midnight.
i L L. _"Work week" means the
continuous 7 day period beginning at 12:00
a. m. on Saturday and ending at 11:59 p. m.
Friday.
DRAE'TED: RLG/Dec 26,2003/Filed: Types of Employment 2.6
Formatted: Bullets and Numbering
Formatted: Bullets and Numbering
Formatted: Bullets and Numbering
APPROVAL:
MICHAELCOUZZO,MANAGER
TEQUESTA,FLORIDA
No Text
VILLAGE OF TEQUESTA
PERSONNEL POLICY
Violation of this policy will result in cost
reimbursement to the Village and may subject the
employee to additional disciplinary action.
tll, fi.i.f.4 1.:AR l'llf6"*?~
TITLE: PERSONAL TELEPHONE CALLS
r~lt t ~E a:t~ t i t t i s Ala I'tiar~.l> \~~hile at work emplovees are to exercise discretion
POLICY: 3.6
EFFECTIVE: July 1, 2004
REVISED: \ta~ iii 4^.s ~:_
PAGES: 1
in using personal cellular phones The Village of
Teguesta expects good judgment to be exercised in
limiting, Personal calls during work time as well as
keeling cell phone ring volume to a minimum. [t is
recognized that family or other personal emergencies
demand immediate attention but personal calls should
he made on non-work time wherever possible.
I inployees who are issued Village cellular phones
erected to protect the equipment from loss,
CONTENTS: This policy consists of the following ~i~mage or thefr and must return the phone to his or
numbered sections: her supervisor upon termination of employment or
~,~here a position change necessitates this.
I. Policy Statement jnplovees with Village cellular phones are
^. Procedure ncoura ed to refrain from using the phone while
Formatted: Bullets and Numbering
.i, ,,ins,
PURPOSE: To provide for control of incoming and
outgoing personal telephone calls :~,v,i ~{:¢unc u~i
tclc ~hun_<.
[. POLICY STATEMENT
Village phones are to be used for Village business
and may be used for personal business on a limited
basis only.
^. PROCEDURE:
I'c-~_-~~~~,~' Telephone calls received during business
hours must be held to both a minimum number and
time limit and must not interfere with the employee's
work.
When a toll call must be placed, the call is to be
billed to the employee's home number or collect.
It is the employee's responsibility to ensure that no
cost to the Village results from their personal
telephone cal I s.
DRAFTED:RI.G/Jan82003/Filed: TelephoneCalls 3.6
APPROVAL:
1
MICHAELCOUZZO,MANAGER
TEQLJESTA,FLORIDA
VILLAGE OF TEQUESTA
TITLE: TRAVEL EXPENSES
POLICY: 6.1
EFFECTIVE: July 1, 2004
PERSONNEL POLICY
Department. This requires a check request
submitted by the appropriate department. If
expenses are to be reimbursed it will be done on
completion of the authorized navel and requires
submittal of the proper claim. A
REVISED: J.t1 - Aoril 1.
~oa7
PAGES:
CONTENTS: This policy consists of the following
numbered sections:
I. Policy Statement
IL Overnight Trips
III. Local Travel and Expenses
IV. Non-Allowable Expenses
PURPOSE: To establish policy guidelines on Village
reimbursement for expenses while on Village business.
POLICY STATEMENT:
It is the policy of the Village to c~~~.r
ni.v ~ '. r~ ~ r_s,~~ employees for reasonable and
necessary expenditures made by employees while on
official Village business- tcti include Irr~h~ii_~aad-incals
ui 1 i_ii!._a<t. ~1ile:~_~ „~l~-l~zimbur.e~# <t a rte~~
+nile~gthtl-to tl~,. ,r-~:r-I'mo' -~~-.aF
ether--allewab;r e~p~.se°^r ^.~st-hasi.~. st1
} i' a --rl~'r_ I a < ~:~-
these c~pe__nditures mad Le i,
", ~ „art Claims for reimbursement of travel
r~.>~,, .
expenses, other than mileage, shall be accompanied by
invoices and/or receipts showing proof of payment of
such claims. ~ ~ .
{x~x-ideEt-hx~r~~e4tt=r
II. OVERNIGHT TRIPS: i.iIDGING.
ME:U.S y1D \IIi.IS.-yta~_ ~~~~
reasonable class of accommodation shall be selected
where choice is available. The single rate should be
clearly indicated on all receipts.
h Meal expense ~1ai~r2irnbursement-rates are:
Breakfast -- $ 6.00
Lunch -- $ 12.00
Dinner -- $ 18.00
c. Mileage Allowance. Employees
who utilize their personal vehicles on travel
assignments will be _., ;;-the allowable Federal [RS
Publication 1542 rate ~+i~c ~u ai;~ ;«rr~
,, ;,- ~..:J`:;. Each employee who drives a private
vehicle on Village business must have liability
insurance on said vehicle.
When two or more employees are attending the same
seminar, convention, or meeting, carpooling shall be
practiced whenever possible. The actual speedometer
reading „i C'.. ~.~ n;n_n i I alrle.ir ~,,
t„p! from Village Hall or ho~n~_ to destination and
return to Village Hall .~ '~~=r~~~ ina~uill be used
rernilrurs~i lent.. `, i is r~uests are .p
a~i~snce ~x_ga~el. the mile calculator orin; ;_be
used to establish distance The Village wnl oni~ nay
for direct travel from Village Hall or home to
destination and back
III. LOCAL TRAVEL AND EXPENSES:
Formatted: Indent: Left: 0", Numbered + Level: 1 +
umbering Style: a, b, c, ... + Start at: 1 + Alignment:
Left + Aligned at: 0.5" + Tab after: 0.75" + Indent at:
0.75", Tab stops: 0.25", List tab + Not at 0.75"
Formatted: Indent_Left: 0"
Formatted: Condensed by 0.1 pt
C
a Lodging and Meals. Hotel/motel and meal expenses a. Local. Mileage. No mileage will be' Formatted: Bullets and Numbering
may be paid in advance by the Finance paid for commuting from an employee's personal
1
No Text
VILLAGE OF TEQUESTA
TITLE: NEPOTISM
POLICY: 2.4
EFFECTIVE: July 1, 2000
REPLACES: 2.07 (March 2001)
PAGES: 1
PERSONNEL POLICY
mother-in-law, sister-in-law, brother-in-law,
grandparents and their spouses, stepchildren and their
spouses, grand-stepchildren and their spouses, aunts,
uncles, nieces, nephews and persons residing in the
same household as the employee.
CoNTENms : This policy consists of the following
numbered sections:
I. Policy Statement
PURPOSE: To establish policy for the employment
of immediate relatives in order to assure the reality
and appearance of fairness in the best interest of the
Village.
I. POLICY STATEMENT:
No person may be employed in a position supervised
by a family member. Family members shall not be
placed in a position such that one member_
a) is required or authorized to review the work
personnel documents, expense account or
time records of another family member
bl Has d~endent responsibilities in resaect of
the other (for example: purchasing and
accounts payable)
c) Disburses betty cash to the other
d) Directly or indirectly influences the
performance or opportunity of the other
,...:_„a ,.. .,, .~,,._:.va .,. ..,,rre~+~I1r :a,.-irk:
,,,;; Further, to
prevent the possibiliTy of actual or alleged favoritism,
the Village further prohibits family members from
working in the same department. For the purposes of
this section, a family member shall be defined as the
employee's spouse, parent, step-parent, brother, sister
and their spouses, step-brother, step-sister and their
spouses, children and their spouses, father-in-law,
DRAFTED: RLG/Dec 26,2003/Fited:Nepotism 2.4
APPROVAL:
MICHAELCOUZZO,MANAGER
TEQUESTA,FLORIDA
Formatted: Bulletr and Numbering
No Text
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: HOURS OF WORK
POLICY: 2.3
EFFECTIVE: July 1, 2004
REVISEDP~A~S: April I, 2007 : n~ rne.,....~. ~nn»
PAGES:
CONTENTS : This policy consists of the following
numbered sections
I. Policy Statement
II. Tardiness
III. Attendance Records
PURPOSE: To establish a policy setting uniform
hours of work for employees.
I. POLICY STATEMENT:
The Village workweek shall begin at midnight on
Sunday through 11:59 p.m. on Saturday. Except as
otherwise provided by any applicable labor
agreement, the normal working hours for
administrative and office personnel are eight (8)
hours, from 8:30 a.m. to 5:00 p.m., Monday through
Friday. The hours of work for shift and field
personnel may vary but shall be guided by the most
efficient and effective arrangement to the Village.
The Village shall provide each employee with one
(1) hour for a meal. The meal period is unpaid for 'h
hour and. paid by the Village for 'h hour. El~yl~yees
~i}{'E; f:14C1i ~Eti '.r-H -+.i-tti~it-~ ~ ~f--E-'~o9f aN c'~-wrcun-.-r,--n,c
-i 4 R ! 1 Gl ra ho" L rho
cv°c°i"i--~-r~-T-~icinucv a c.'..~-- ~^:
aAA~
Occasions may arise when the service to the citizen
can be improved through the adjustment of an
employee's work hours. This will be done at the
discretion of the department head.
II. TARDINESS:
Advance notice of anticipated tardiness is expected;
notice of unavoidable tardiness is expected when
possible. Failure to do so will be construed as an
unexcused absence, and the time missed will not be
paid. Excessive tardiness will result in disciplinary
action, including possible termination.
Notification by another employee, friend, or relative
is not considered proper except in an emergency
situation where the employee is physically unable to
make the notification.
III. ATTENDANCE RECORDS:
Each department will maintain daily attendance
records, including date and time absent and reason
for absence. Attendance shall be a consideration in
determining promotions, transfers, satisfactory
completion of probationary periods, and continued
employment with the Village. Frequent tardiness or
other attendance irregularities shall be cause for
disciplinary action.
Hours for part-time and certain employees may vary
from the normal office hours noted above due to the
nature of their duties and will be determined by the
appropriate department head.
DRAF°I'Ell:RLG/Dec 23,2003/Filed:Work Hours 2.3
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
No Text
No Text
VILLAGE OF TEQUESTA
PERSONNEL POLICY
II. IDENTIFICATION OF
TITLE: PERSONAL INFORMATION & PERSONNEL RECORDS:
PERSONNEL RECORDS
A. Permanent Documents. Documents
retained in the folder throughout the association of an
POLICY: t.3 employee with the Village.
EFFECTIVE: July I, 2004
1. Employee application & hiring
documents
REVISED: April 1, 2007 2. Job description and specification
information
PAGES: 2 3. Job performance ratings and evaluations
4. Education/training information
5. Personnel action. forms
CONTENTS: This policy consists of the following 6. Disciplinary documents
numbered sections: 7. Letters of appreciation, commendation
or discipline.
I. Policy Statement
IL Identification of Personnel Records B. Temporary documents (personnel).
III. Release and Accessibility of Records Documents which have limited retention of three (3)
IV. Retention Schedule calendar years or less unless otherwise provided
V. Updating Records pursuant to labor agreement. Examples include:
PURPOSE: To establish procedures and 1. Administrative correspondence relating
responsibilities for the maintenance of employee to leave/vacation requests.
Personnel Records. 2. All other administrative documents of
limited informational life span.
I. POLICY STATEMENT:
A. Establishment of procedures and responsibilities
for the maintenance of personnel records.
1. The Human Resource Director is responsible for
establishing and maintaining an official personnel file
for each employee of the Village.
III. RELEASE AND ACCESSIBILITY OF
RECORDS:
Tk-~~man Fl;eseurse Birester " " ' ~'~ "
;,,-fo~Rert in-personnel files "" °°'° F
2. Department Heads are responsible for the
forwarding of documents for inclusion in the
personnel files of those employees assigned to their
department.
3. Only the Human Resource Director may remove
items from an employee personnel file with
notification to respective Department Head.
4. Separate personnel files shall not be maintained
by the individual departments.
Information contained in an employee's personnel
file will only be released to the public in
conformance with Florida Statute and Public Records
Laws. Personnel files will be available for inspection
and copying, but will not be allowed to be removed
from the Human Resources Department._;~,i{_~-du;~.~~~~,'
for ei~~9~ ~::~_~°mation sh~il_be forwar~e~i to iil
human ~ ~.,c;~~~• Director, through the Village
Clerk's office
All medical information relating to the employee is
kept in a separate medical records file. Access to
these medical files is tightly controlled and
ordinarily medical information is supplied in
accordance with the worker's written specific
request.
IV. RETENTION SCHEDULE:
These records are maintained during the tenure of the
employee and for the minimum number of years
required by law after the employee leaves Village
employment.
V. UPDATING RECORDS:
Employees are required to inform the Human
Resource Office when they move, change their
telephone number, or have other changes in their
personal information so the Village can keep their
records accurate and up-to-date. It is your
responsibility to see that the Village has your address
and other information so that they may communicate
with you as needed.
DRAFTED:RLG/Dec 11, 2003/Filed: Personnel Records 13
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
No Text
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: LEAVE OF ABSENCE
POLICY: 5.8
EFFECTIVE: July 1, 2004
RE4 ~:`S€':i3PLACED: '4-#';`ii-;y~s~'i( 'eL~ii~l?'"
PAGES: 2
CONTENTS: This policy consists of the following
numbered sections:
I. Policy Statement
PURPOSE:
1) To establish procedures by which s>++-~,.
full-i:° ~. employee- ~ ~ ::~ ~ ~._;.~.°~">) n~~
~ ~ ; ~ ,.:;. 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.
leaves may be granted after vacation accrual has been
exhausted. Sick leave accruals may not be used for
non-medical leaves. Medical leave without pay may
be granted for a period ~~.' ~+_ith
other lc•~;~~ e~5. ~ not gF, exceed six months. f=or
unionized empl< ~ . ~~
c~«nt rzlc± - l i ~7i ~, ~, ~ ~ ~ ~ .? ±~. Medical leave may
be used for disability/illnesses (including
maternity-related disabilities) which extend beyond
the period of accrued sick leave
~_ (Vacation accruals ~ ~_~ ~ ~>>+~.- also be used
before starting an unpaid medical leave.. after sick
leave accruals are exhausted.)
Requests for medical leave must be accompanied by
documentation from the employee's attending
physician. All leave requests, both medical and
non-medical, will be routed to the respective
department head for approval. Approved requests
shall be forwarded to the Village Manager for review
and concurrence via the Personnel Action Form.
Under no circumstances may an employee use a
leave of absence to work for another employer or to
pursue self-employment. Leaves are designed to
accommodate employees who have critical personal
situations only.
I. POLICY SATEMENT:
Requests for leave of absence without pay shall be in
writing on a Personnel Action Form and shall state
specifically the reasons for the request, the date
desired to begin the leave, and the date of return. The
request shall normally be submitted by the employee
to the affected Department Head. The Department
Head shall recommend to the Village Manager
whether the request should be granted, modified, or
denied. The Village Manager shall then make a
decision based upon the best interest of the Village,
giving due consideration to the reasons given by the
employee, and the requirements of any applicable
State and Federal laws.
No sick leave, holiday, vacation benefits or any other
fringe benefits shall accrue while the employee is on
leave of absence without pay. The-en}lam}
..
~~r;tttir:`5ii s .,.,f•t ~3r ~p~r,~~' n<i~t~~rc`U-et~r~ET;~cz*--~~n'~-i~ti~_,,,
~' rL.o ~L.~o....o F rl.o o „F ....r:...,
Any employee on an approved leave of absence may
continue his or her medical, dental and life insurance
coverage by paying the full cost to the Village in
advance for each month or portion thereof of which
he or she is absent, subject to limitations set by the
insurance carrier.
The Village Manager may grant a ~:: ~,::. full-time
employee a leave of absence without pay not to
exceed ninety (90) days for non-medical purposes.
Non-medical leave is unpaid leave time for career
advancement, personal or family situations. Such
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. i ~it~rtl_t i ~,__ 1_i C_ `,__ .il>i~^_i-`-
r~ui: ~s a ph~;~sieian's clearance.
Upon extenuating circumstances, the _.~a~:~
'11ras ~ .~~f~>;~;t~~~~~ ~t~~~>#~?~ may grant an extension
of a leave period upon written request by the
employee. ~~~ ~~~s~~~~ extension may not exceed
. _~ ~~. months, ~< .ti;,,,. ~~ t~~_an:
.~;~isuum time ~,;~r
., and will be based on departmental as well as
employee considerations.
Employees who fail to return to work on the date
specified in the leave request without receiving an
extension in advance are subject to disciplinary
action up to and including termination.
DRAFTED: RLG/Mar 15, 2004/Filed: Leave of Absence 5.8
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
No Text
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: VACATION LEAVE
POLICY: 5.2
EFFECTIVE: July I, 2004
REt ;~,i?DPLACED: "~!~rrfh-~08IApril 1,2007
Unless specified otherwise in an applicable collective
bargaining agreement, an employee may accumulate
up to a maximum of 320 hours (40 days) accrued
vacation leave. Vacation time earned in excess of
said maximum limit shall be used prior to October 1
of each year or forfeited. <~ : ~_, ~i~
~~~ , ~ ~~ i,~,,-, un accruals in excess of
160 hours, may surrender some or all of their excess
hours for cash ~ayment at their hourly rate of pay.
PAGES:
CONTENTS: This policy consists of the following
numbered sections:
I. Policy Statement
II. Full-Time Employees
III. Part-Time Employees
IV. Approval Process
PURPOSE: To outline vacation policy for
employees. To assure that vacation schedules are
made with full reference to the operating needs of the
Village. To provide for a procedure of approval and
communication.
I. POLICY STATEMENT:
After completion of the initial probationary period,
employees are eligible to use vacation leave. After
the successful completion of the probationary period,
employees are credited the amount of vacation leave
accrued from the date of hire. An employee who
separates from employment prior to the successful
completion of the probationary period is not entitled
to a payout for any vacation leave.
Vacation leave is accrued at the following rates:
II. FULL-TIME EMPLOYEES:
Date of hire through fourth (4) year- 10 days/80 hrs.
Fifth (5) year through ninth (9) year-15 days/120 hrs.
Tenth (10) year or more - 20 days/ 160 hrs.
Vacation leave shall be expended in increments of
not less than tug-four (2~3) hours. Vacations shall be
scheduled at such times as the Department Head
approves and finds most suitable after considering the
wishes of the employee and the requirements of the
department.
[I1. PART-TIME EMPLOYEES:
Vacation Leave for Part-Time Employees: part-time
employees who separate from the Village may
receive compensation at their regular rate of pay for
each hour of vacation earned. Part-time employees
~,:,, ~ '~ ;30 hours a week.
.~
e-~ple3~~~r shall accrue vacation at the rate of
~~2.-, 6_: ~ hours per pay period
hours per ~ ear.
TRANSFERS. If an employee transfers from one
department within the Village to another, the
vacation leave credits shall also be transferred.
The established period of determining vacation credit
will be from the employee's date of hire. Vacation
credit earned by an employee cannot be transferred to
another employee.
Temporary employees shall not earn vacation nor be
entitled to vacation upon separation:__ ~,~_~'~ tl~c
~xc_e~tion o1 Interim Fireli~~hters,_~~ho are entitled to
vacation based un the terms of their contract.
Represented employees earn vacation time in
accordance with their respective union agreement.
Vacation leave will not accrue while an employee is
on leave of absence without pay. Accrued and
unused vacation leave may be used to supplement
sick leave if the employee has exhausted sick leave
accruals.
Paid holidays occurring during vacation are not
charged to vacation.
IV. APPROVAL PROCESS:
1. Department Heads are responsible for
managing the vacation schedules in their departments
and for administering the provisions of this policy.
~1~ittCC ~.~1 =:'o~1~Le (u~ -_i~i_I_l r~s.~ic~,t5 4a~: ii!"-uit~! ;;.
manager does not approve it, the employee shall not
be subject to the forfeiture clause in Section II above.
The manager shall then advise the Human Resources
department in writingLof the reasons for the refusal,
which must show the d~artment's exigencies which
~ qtr d ti=._;~ i ~c~ic~~.
2. The Village Manager shall approve all
vacation schedules for Department Heads.
3. Vacation approvals by Department Heads
and by the Village Manager shall be made only when
the efficiency of Village operations will not be
adversely affected.
4. Unless approved by the Village Manager:
a. A Department Head and next ranking
employee cannot take vacations at the same time, and
b. No more than three (3) Department Heads
shall take vacation at the same time.
DRAFTED: RLG/Feb 03, 2004/Filed: Vacation 5.2
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
No Text
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: PERSONAL DAYS
POLICY: 5.9
EFFECTIVE: January 1, 2005
REVISED: ~~ ~i ~~zP ~t oali'
PAGES: 1
CONTENTS: This policy consists of the following
numbered sections
L Policy Statement
PURPOSE: To establish policy on the use of personal
days.
1. POLICY STATEMENT:
Each regular employee who works a typical eight (8)
hour per day schedule or shift is entitled to three (3)
personal days per year. These days are credited to
employees on January 1 of each yeaz and must be used
before or on December 31 of the same yeaz. Personal
days do not accrue beyond the calendar year.
Probationary employees shall receive personal days
pro-rated from the time after which they become
permanent employees. Personal days shall be
scheduled and approved in advance.
Three (3) additional days of personal leave per
calendar yeaz are provided to exempted employees
who are not eligible to earn either overtime or
compensatory time.
hl'i';Ull~il Citi}S 21lC llUi cilr'I)IC itti 'C`ol}Ui U''?}va
termination.
...v~.....,.._..,,,...... , , .,.,.,_„ . ~. ~.,,.... .., ~ ~._
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
1
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: EMPLOYEE I.D. AND ACCESS
CARDS
POLICY: 1.2
EFFECTIVE: July 1, 2004
REVISED: 1lLLVApri1 I, 2007
PAGES: 1
CONTENTS: This policy consists of the following
numbered sections
I. Policy Statement
II. Procedure
PURPOSE: To establish procedures for the
issuance of identification cards to Village Employees.
I. POLICY STATEMENT:
It is the policy of the Village of Tequesta to issue
employee identification cards to all full-time and
part-time employees. Cards may also be issued to
other employees who may require Village identification
while working at remote job sites.
The card should be carried at all times when an
employee is acting in an official capacity. The card
shall be used as identification, if requested by a
member of the public or another Village employee. It
also provides immediate access to emergency
information should an employee become injured or
incapacitated on the job.
result in-disciplinary action up through and includine
etier--~p--t,"r°^~~:gh Rnd insl~idins
termination.
Police and Fire Departments may issue their own
department identification cards in lieu of the Village
identification card.
II. PROCEDURE:
The Human Resource Office is responsible for issuing
employee identification ;~., .;'_ ::.:-_ cards and will
coordinate with the Village Police Department for the
employee's photogaph. Each employee is responsible
for possession of their identification card and to take
care to protect it from loss, theft or misuse.
Should a card be lost, damaged or destroyed, it should
be immediately reported to the Human Resource Office
so that another card may be issued as quickly as
possible.
All identification aa,~; ~;~._:_-~~ cards shall remain the
property of the Village and shall be returned to the
Human Resource Office upon termination of
employment or by special request by the employee's
Department Head or the Human Resource Office.
It shall be the employee's responsibility to ensure accurate
and timely updates of all information contained on the
employee's identification card. All requests for re-issuance
of employee identification cards shall be made by the
employee to the Human Resource Office. All old (.D. cards
shall be returned to the Human Resource Office before
issuance of a new card.
DRAPTGD:RLGlDec 11,2003/Filed:lDGards L2
APPROVAL:
Access Cards arc also issued to personnel ~~ho need i,r
.~
Unauthorized or inappropriate use of the employee
Identification ~..;'~:; ,~ card is prohibited and will
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: GR[EVANCF. PROCESS
POL[CY: 3.3
EFFECTIVE: July 1, 2004
REVISED: ~Ok i,e~! I. _'uul
PAGES: 1
CONTENTS : This policy consists of the following
numbered sections:
L Policy Statement
II. Procedure
PURPOSE: "fo establish standardized grievance
procedures for non-represented employees.
1. POLICY STA'T'EMENT:
Step 2. (f the employee is not satisfied with the
solution by the department head, the employee must
submit the grievance, in writing, to the Village
Manager within twenty (20) working days of the
alleged occurrence. This written notice shall include
the ti,l}~„~,.~~,.
d ili~5! i+~alk - ~_ _,
r~l~t+,? s~atr;:~
t-i~tbt~~~\-';erg-1+?
;~n< Ram=+;=~. for ~ _ dissatisfaction
with the department head's solution.
The Village Manager shall attempt to resolve the
grievance within five (5) working days after it has
been presented to him/her. The Village Manager is
the final authority on grievances presented by
non-represented Village employees.
DRAFTED: RI.G/Jan & 2003/Filed: Grievance Process 3.3
It is the policy of the Village of Tequesta to afford all
employees a means of obtaining further consideration
of problems when they remain unresolved at the
supervisory level, and to establish policies and
procedures that provide for timely resolution of
grievances.
Adherence to the procedures outlined below is
mandatory For all concerned, except that time limits
may be extended for good cause.
II. PROCEDURE:
Step 1. An Employee must present a grievance
within ten (]0) working days of its alleged
occurrence to the employee's immediate supervisor
and/or department head, who shall attempt to resolve
it within five (5) working days after it is presented to
them-
this written notice shall include the following:
a) Statement of the grievance and relevant facts
b) Remedy sought
APPROVAL:
M ICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
Formatted: Bullets and Numbering
Formatted: Bulletr and Numbering
No Text
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: FAMILY OR MEDICAL LEAVE
(FM LA)
POLICY: 5.7
EFFECTIVE: July 1, 2004
RE\t~iMs PLACED: its". .
2n0'
3) to take medical leave when the employee is
unable to work because of a serious health condition.
4) a serious health condition, which shall be defined
as an illness of a serious and long-term nature
resulting in recurring or lengthy absences. Treatment
of such an illness would occur in an inpatient
situation at a hospital, hospice, or residential medical
care facility, or would consist of continuing care
provided by a licensed health care provider.
PAG F.S: 3
CONTENTS: This policy consists of the following
numbered sections:
I. Policy Statement
II. Covered Reasons
IIL Employee Eligibility
IV. Calculation of Leave
V. Procedures
PURPOSE: To establish a policy and guidelines
for the use of family or medical leave for Village
employees.
L POLICY STA'T'EMENT:
General. As provided by the 1993 Family and
Medical Leave Act (FMLA), all eligible employees
shall be entitled to take up to 12 weeks of unpaid,
job-protected leave during any 12 month period for
specified family and medical reasons.
[I. COVERED FAMILY OR MEDICAL
REASONS
An eligible employee shall be entitled to 12 weeks of
unpaid leave during a 12-month period for one or
more of the following reasons:
I) the birth or placement of a child for adoption or
foster care;
An employee may take leave if a serious health
condition makes the employee unable to perform the
functions of his/her position. Employees with
questions about whether specific illnesses are
covered under this policy or under the Village's sick
leave policy are encouraged to meet with a
representative from the Human Resource
Department.
III. EMPLOYEE ELIGIBILITY. An
employee shall be entitled to family leave when
he/she meets the following criteria:
1) The employee has worked for at least 12 months
for the Village. The twelve months need not have
been consecutive. (If the employee was on the
payroll for part of a week, the Village will count the
entire week. The Village considers 52 weeks [o be
eyual to twelve months.)
~2+ The employee has to have worked for the°
employer for at least 1,250 hours over the 12
months before the leave would begin.
?~3)It t~ lh_an t~ ~ 171u~~c ~i i<i hi:l,. „uusc aru
emli ~~~~ b~ I : \_ill ~ ~I ,_ ~u~,ta. their
combined time off may not exceed 12 work
weeks during anv 12 month period for birth.
adoRtion or foster care or care of a parent with a
serious health condition. Each souse is,
however, eligible for the full 12 weeks within a
12 month period to care for a son. daughter, or
soouse with a serious health condition.
Formatted: Bullets and Numbering
Z) to care for an immediate family member (spouse, IV. CALCULATION OF LEAVE. Eligible
child, or parent) with a serious health condition; or, employees can use up to l2 weeks of leave during
1
any 12 month period. The Village will use a rolling
12 month period measured backward from the date
an employee uses any FMLA leave. Each time an
employee uses leave, the Village computes the
amount of leave the employee has taken under this
policy, subtracts it from the l2 weeks, and the
balance remaining is the amount the employee is
entitled to take at that time. For example, if an
employee has taken 5 weeks of leave in the past 12
months, he or she could take an additional 7 weeks
under this policy.
Use of Paid and Unpaid Leave. If an employee has
accrued paid leave of less than 12 weeks, the
employee will use paid leave first and take the
remainder of the twelve weeks as unpaid leave.
If an employee uses leave because of his/her own
serious medical condition or the serious health
condition of an immediate family member, the
employee will first use all paid vacation, personal or
sick leave, and then will be eligible for unpaid leave.
An employee using leave for the birth of a child will
use paid sick leave for physical recovery after
childbirth. The amount of sick leave utilized after
this point will be decided on a case by case basis.
The employee then may use all paid vacation
personal qtr-1lr.+?aa- leave, and then will be eligible for
unpaid leave for the remainder of the 12 weeks.
An employee using leave for the adoption or foster
care of a child will use all paid vacation , personal
~~ ~;_;,,, ;.. leave first, and then will be eligible for
unpaid leave for the remainder of the 12 weeks.
Intermittent leave and Reduced Work Schedules
In certain cases, intermittent use of the twelve weeks
of family or medical leave or a part of a reduced
work week may be allowed by the Village.
Employees wishing to use leave intermittently or to
utilize a reduced work week for birth or adoption
purposes will need to discuss and gain approval for
such use from the employee's Department Head and
the Human Resource Department.
Employees may also use family or medical leave
intermittently or as part of a reduced work week I~.u
~,,,~ . ~~r~- whenever :~ ~u;~
necessary. It the need to use leave is foreseeable and
based on preplanned and prescheduled medical
treatment, then the employee is responsible to
schedule the treatment in a manner that does not
unduly disrupt the Village's operations. This
provision is subject to the approval of the health care
provider.
The Village of Tequesta may require an employee on
intermittent leave to transfer temporarily to an
available alternative position for which the employee
is qualified, if the position has equivalent pay and
benefits and better acaunnx>dates recurring periods
of leave than the emplovee'~. r~~ fular position.
On agreement between the employee and the Village,
an employee may choose to take family leave on a
reduced leave schedule. This may involve reducing
his/her usual number of hours per work day or work
week duringthe leave. The duration of the leave will
remain at a 12 week maximum.
V. PROCEDURES:
Procedure for requesting leave. All employees
requesting leave under this policy must complete the
Family/Medical leave form available from the
Human Resource Department.
When an employee plans to take leave under this
policy, the employee must give the Village 30 days
notice. If it is not possible to give 30 days notice, the
employee must give as much notice as is possible.
An employee undergoing planned medical treatment
is required to make a reasonable effort to schedule
the treatment to minimize disruptions to the Village's
operations.
While on leave, employees are requested to report
periodically to the Village regarding the status of the
medical condition, and their intent to return to work.
Where the employee is injured on the job and is out
from work under workers' compensation, time
towards FMLA will coincide with the time off under
workers' compensation. If the employee is unable to
return to work in the time specified in the Village's
FMLA policy the Medical No-Pay Leave of Absence
policy, or as specified in the union contract,
employment with the Village will be terminated.
Procedure for Notice and Certification of Serious
Health Condition,
On occasion, the Village may require the employee to
provide notice of the need to utilize leave (where it is
possible to know beforehand) and/or may require the
employee to provide certification of an employee's or
immediate family member's serious health condition
by a qualified healthcare provider.
Qualitied health care providers include: doctors of
medicine or osteopathy, podiatrists, dentist, clinical
psychologists, optometrists, and chiropractors, nurse
practitioners and nurse-midwives authorized to
practice under State law and performing within the
scope of their practice under state law; and Christian
Science practitioners listed with the First Church of
Christ, Scientist in Boston, Massachusetts.
When seeking certification of a serious medical
condition, an employee should ensure that the
certification contains the following:
1) Date when the condition began; expected
duration; diagnosis; and a brief statement of
treatment.
2) If employee is seeking medical leave for his/her
own medical condition, certification should also
include a statement that the employee is unable to
perform the essential functions of the employee's
position.
3) For a seriously ill family member, the certification
should include a statement that the patient requires
assistance and that the employee's presence would be
beneficial or desirable.
4) If taking intermittent leave or working a reduced
schedule, certification should include dates and
duration of treatment and a statement of medical
necessity for taking intermittent leave or working a
reduced schedule.
[f deemed necessary, the Village may ask for a
second opinion. The Village will pay for the
employee to get a certification from a second doctor,
which the Village will select. If there is a conflict
between the original certification and the second
opinion, the Village may require the opinion of a
third doctor. The Village and the employee will
jointly select the third doctor, and the Village will
pay for the opinion. The third opinion will be
considered final.
,~testoration to Position
When an emplovee returns to work followins a
family leave, she/he must be:
a. Restored to the position held by the emplovee
when the leave be ag n_or
b Restored to an equivalent (not comparable or
similar) position with equivalent employment
benefits, pay, and other terms and conditions of
employment.
If an emplovee would have been laid off had she/he
not been on a family leave of absence, any ri hg t to
reinstatement will be whatever it would have been
had she/he not been on a leave of absence when the
layoff occurred.
Effect on Accrued Benefits
Taking a family leave will not result in the loss of
any emplovee benefit accrued prior to the date on
which the leave began. An employee will not accrue
right benefit, or position of employment other
than one which she/he would have been entitled to
had a leave not been taken.
Continuation of Employee Benefits
An emplovee on a fami~ leave may remain a
participant in The Villase of Teouesta's emplovee
benefit plans throughout the duration of the leave, as
if actively emLoved. She/he will be required to pay
the same cost of coverage as if actively at work. If
the emplovee fails to return to work at the conclusion
of the leave, The Villase of Tequesta may reuuire the
emplovee to reimburse it for the full cost of health
care coverage during andperiod of unpaid leave.
However, the emplovee may not be asked to
reimburse The Villase of Teguesta if she/he fails to
return to work because of legtimate medical reasons
or circumstances beyond the employee's control; or
because of the continuation, recurrence, or onset of a
serious health condition.
DRAFTED: RLG/Mar l2, 2004/Filed: FMLA 5.7
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
Formatted: Bullets and Numbering
Formatted
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: COMPENSATION
POLICY: 4.1
EFFECTIVE: July 1, 2004
R~6AE-I~fi REVISED: April
i, 2007
Newer-tom+. employees .~ , . -. ordinarily 1 ~~ paid
based on tl~. - - :`~`~~` '`5 ''~~~ . ti~~~
variety and scope of~ their responsii~iGty, and the
physical and mental demands of the job factors which
are summarized in the job descriptions.*"° .~,:„".,,,,,, ~~
v:n°,.° nn.,.,°n°.
Promotions: See related Administrative Policy.
PAGES:
CONTENTS : This policy consists of the following
numbered sections:
I. Policy Statement
II. New Employees
III. Cost-of-Living
IV. Performance Pay Increases
V. Classification Plan
PURPOSE: To establish policy and procedures for
compensating Village employees.
I. POLICY STATEMENT:
It is the policy of the Village ~~+~~,! 3~==
F,~;Tt~,~;t«l~~s,"~t~, ~~~.;i~,;;~;~~. a compensation system
that will allow the Village to effectively compete for
ancd__L~r~i_~~_qualified personnel and to ensure that
salaries are equitable and commensurate with the
duties performed by each employee ~ , + i. r?.~-~
ii7diviciua! effort a~ul coaatri[~+~~it~~7 t-~ tine achievement
oi~th~ V iila~c_~~i>als .
T~;v- uaiarTSalary schedules _are developed for X11
positions and shall be adopted by the Village Council,
unless s~ecifcally~ tt,t,°d _ ;~- ;~-~#~?~ ~~hlti~--t«~fi
e~alt,~~e-4- r2caz -~ ~~ _ ~~~~ a labor contract.
Employees covered by labor contract shall be
compensated as referenced in the applicable labor
agreement. Copies of labor agreements are available
for viewing in the Human Resource Office.
II. NEW EMPLOYEES:
Demotions: See related Administrative Policy
Transfers: See related Administrative Policy
III. COST-OF-LIVING:
Cost-of-living adjustments/salary modifications
may be granted by the Village Council upon
recommendation by the Village Manager from
time-to-time.
IV. PERFORMANCE PAY INCREASES:
Employees may be eligible for an annual
performance pay increase. Eligibility requires an
annual performance rating equal to or greater
than "average". Performance pay adjustments
are effective October 1 of each year. Employees
must have successfully completed their
probationary period to be eligible for such an
increase.
An employee's Pay not fall below the
bottom of the ~ay range, nor exceed the top of
the pay range.
V. CLASSIFICATION PLAN:
Jobs with similar duties and responsibilities are
assigned to the same salary level. The Human
Resource office conducts periodic studies of
various jobs when there is an indication the
employee is working above or below the
established responsibilities for that position.
These studies are normally initiated at the
request of the Department Head._but can also be
~{ ?i: ~~ 51-~s<~~~ces department.
and are conducted in accordance with the
Administrative Policy on Reclassifications.
Maintenance of the Salary Plan: The Human
Resource office shall be responsible for the
continuous maintenance and administration of
the Village's Compensation Plan. The review
will include an analysis of prevailing rates of pay
for similar positions in comparable labor
markets, organization, cost-of-living factors,
budgetary considerations, and other related
factors. On the basis of this information, the
Human Resource Director shall recommend
reclassifications to keep the plan current. Such
changes shall be approved by the Village
Manager and shall be submitted in the annual
budget to the Village Council.
DRAFTED:RLG/Fe613,2004/Files:Compensation 4.1
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA,FLORIDA
No Text
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: DISCIPLINE
POLICY: 3.12
EFFECTIVE: August 1, 2007
REVISED: NEW
PAGES: 2
CONTENTS: This policy consists of the following
numbered sections:
L Policy Statement
[I. Disciplinary Procedures
III. Types of Offenses and Examples of
Disciplinary Actions
PURPOSE,: To establish a policy and procedure for
disciplining employees.
POLICY STATEMENT:
While the Village of Tequesta is committed to
attractina_ recruiting and developing individuals of
the highest standards and integrity. it recognizes the
need to discipline em~lovees who conduct
themselves in a manner that is detrimental to the
well-being of other employees, the Village and its
various customers. The disciplinary policy also seeks
to promote consistency in the treatment of similar
offences. t.:. .....r,..,o.>~ .,...., .,. ., r.:,.ti
to
he
It is even-the Supervisor's duty-responsibility to
F~~'~~°,.~.;r~° w+ihhring to the attention of
the employee, any problem< is irn I ~~he: r on;L or
enr{rh.uars work habits, attitudes: i ~~ e~it;_Trr>ri a>F
t~~r.e+~a!-hal~+s or nrc~duc_ti~ ic; _ at the time that the
deficiencies are observed, a~xi-an r ~ aefbty~i~.!>i~>~,~ ~!~
the-c m}r4tw~e 3~tti~trt+~r-ia~ _t~in :; constructive and
reasonable manner_as~~~iblf and to t~d~ i,ti~ th_
~'illu~~e-? nrtn~aQement teherc further assistance is
DRAFT-
POLICY BASED ON
REVISION OF PREVIOUS
DISCIPLINE POLICY
DATED APRIL 1997
r,~~: it ~ ~ ~ pn ~ I n-~. Disciplinary
procedures, depending upon the severity of the
offense/problem, consist of a progression of steps of
an increasingly serious nature. '~ ,
Department Bead has
the following options for disciplining employees,
a) Oral and/or written reprimand
b) Suspension
c) Probation
d) Disciplinary demotion
e) Dismissal,
II. DISCIPLINARY PROCEDURES:
Oral and/or Written Reprimand
Unless the severity of the incident or offense
warrants a more strict response, an oral or written
reprimand is normally the initial action. A written
reprimand should explain the necessary corrective
action and indicate that severe measures will be taken
if the problem occurs again. A copy of the written
reprimand is filed in the employee personnel record
in the Department and in the Administrative Office.
'The copy may be removed from the employee's file
at the discretion of the Manager after one (1) year
from the last occurrence of the offense.
A second written reprimand may be appropriate,
depending on the type, frequency and severity of the
offense and is the discretion of the
Supervisor _-,_,rri; ~ ......
Probation
An employee may be put on probation by a
Department Head as a disciplinary action. The
probation period , : -: is ,. _
by the Department Head and +~-uiun~i~ui~ aitl
fderyafttnent-I#eaci- --
The Department Head should prepare a written
statement of the reason for and expected duration of
the probationary period
Evaluations should be processed at appropriate
Formatted: t3ody Text, Left, Indent: Left: 0.25", Line
spacing: single, Numbered + Level: 1 + Numbering Sryle:
a, b, c, ... + Start at: 1 + Alignment: Left + Aligned at:
0.75" + Indent at: 1", Hyphenate, Tab stops: Not at
-0.5"
Formatted: Not Expanded by /Condensed by
intervals, and, the employee ;,ws
improvement the
the Department Head ~:I~
tcnnuituc !~ai+~rnar~
pried aa~~ _, - here the
probationary uenod is not successlully completed,
the employee will be terminated.
Suspension
A suspension is a temporary relief of duties
without pay may be the first action
taken in serious situations. Department Heads may
employees
under their supervision for
- not to exceed 30 days in a 12
month period. If a suspension is determined to be the
best to protect the
interests of the Village, the employee
be removed from duty pending a decision to
terminate. A decision to terminate will normally be
made within the 30 day period.
Police Department suspensions may vary from this
procedure according to State Statute.
A written statement will be prepared by the
Supervisor or Department Head in cases of
suspension, specifically stating the length of
suspension, and the reasons for the action. Notice of
the charge(s) against the employee be
specific and contain sufficient detail to
allow the employee to properly prepare a response.
The statement shall be submitted to the
employee within ( ) of
the first day the suspension becomes effective,
including holidays and weekends. The notice shall
be delivered in person or by legal service of process
or by certified mail.
The 30-day limit on suspensions without pay may be
extended by the Village Manager when court action,
an investigation or a is pending against an
employee. [f an employee is determined to be
innocent of the charges, and has not otherwise
engaged in conduct subject to dismissal, he/she may
be returned to duty and the matter of retroactive pay
will be decided by the Village Manager on the merits
of the individual case.
Di Demotion
A demotion is a permanent
reduction in pay and(orjob classification.
2
A disciplinary demotion occurs when a regular
employee is demoted by his/her Supervisor with the
approval of the Village Manager because he/she is
not adequately performing the requirements of the
job. The Supervisor must state
in writing
that the employee will
adequately perform the duties of the new position. A
copy of the demotion statement is filed in the
employee's file in the Department
The empl~ salary
~~-~,- adjusted to the average salary
the same or similar positions
may not be less
than the minimum of the range for the new position.
Dismissal
A regular employee may be dismissed by
the Village Manager
Dismissals are
discharges or separations made for just cause,
including, but not limited to misconduct, inability to
perform assigned duties, insubordination, or willful
violation of applicable rules and regulations.
Dismissal of a regular employee is effective only
after the person being discharged has been presented
with the reasons for the dischazge ;
in writing.
^I. TYPES OF OFFENCES AND
EXAMPI.,ES OF DISCIPLINARY
ACTIONS:
The following listings are not intended to be all
inclusive. It is impossible to anticipate all potential
infractions and so the groupings are intended to
illustrate the general disciplinary avenues available to
Supervisors.
Grou 1
1'` Offense - Oral Reprimand
2"d Offense - Written Reprimand (record on file for
one year)
3`d Offense - Suspension up to one week without
pay
4`h Offense - Dismissal
Examples:
• Excessive tardiness/absenteeism
• Neglect or carelessness resulting in damage to
Village property
• Incompetence
• Rudeness or discourtesy to fellow employees
or to the public
• Unexcused absence~~i
• Failure to follow oral or written instructions
• Misconduct while on duty
• _ Behavior at any time which reflects an
unacceptable public image for the Village of
Tequesta
• Snxr~~ii<, or using naked flames in aprohibued
urea
• Failure to wear uniform suQplied by the
Village in the prescribed manner
• Entertaining personal visitors on the Village's
prooertv for extended periods without
permission
• l lnauthorized loading_of software unto Village
computers or unauthorized copying of
a,ftware from Village computers
• i ' nauthorized use of computers for personal
,~ ork.
GI'OUp 2
I" Offense - Suspension - up to one week without
pay
2"`r Offense - Dismissal
Examples:
• Willful failure to use safety equipment or
comply with safety rules
• Neglect or carelessness resulting in injury to
others or more than minor damage to property
• Improper use of sick leave
• Failure to report accidents or personal injuries
including those occumng while off-duty
• Inlir~iiclatins or thnar~nrn~t~ cc~-~~ u(i:. r,
resident ur A!ill ~~ua~~m~r
• 4leeping on the iob
• Commiting the Village to financial and/or
other obligations without prior authorization.
Group 3
Examples:
• Gambling on Village property
• Conviction of a felony
• Being under the influence of intoxicants while
on-duty
• Insubordination, intentionally failing to carry
out instructions
• Absent without leave
• Unauthorized taking, destruction or
misappropriation of Village property or funds
• Falsifying of records or information, lying
• Possession, use or sale of alcoholic
beverages/illegal drugs while on Village
property or in Village equipment/automobiles
• Tamk~ rim;~,~ithorf~lsis~inr~und~r,
d~xui i ~nt_?r i _ cards ~ r d~liberat~•I, _
false information for Village record
• Receivir$ bribes or bribing anyone in relation
to the Villages business
• Improperlc a m~ nn~_s pOSI(lun_.. _~ ~ -
„i ~~_. _ rt~antasc
• Unauthorized possession of firearms on
Village property.
DRAFTED: MR/Aug 1, 2007/Filed: Discipline3.12
APPROVAL:
MICHAELCOUZZQ MANAGER
TEQUESTA,FLORIDA
ls` Offense -May result in dismissal
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: E-MAIIJINTERNET USE
POLICY: 3.8
EFFECTIVE: July 1, 2004
ttl 1'1 -iYF:b) Ni ~ ttit:U: "tie~+ix 'e+t~?
PAGES: 3
CONTENTS: This policy consists of the following
numbered sections:
1. Policy Statement
I[. Public Records Laws
III. Security
IV. Improper Use
V. Proper Use
PURPOSE: These guidelines set the standards
for appropriate behavior of an employee when
accessing the intemet and utilizing e-mail. These
guidelines apply to all employees. All Internet users
should first be familiar with the Village's Intemet Use
and Village a-mail policy contained herein. Village
computers are for public business.
SCOPE: This policy applies to all Village
employees, whether full-time, part-time, contract or
otherwise and Village volunteers who use a-mail via
Village resources.
Use of Village resources to access a-mail or the
intemet denotes your acceptance of the Village's e-
mail policy. Disregard or violation of this policy will
result in disciplinary action and may result in more
stringent restrictions for all a-mail and intemet users.
This policy statement addresses: a-mail usage, a-mail
etiquette, staff responses to a-mail inquiries, security
and intemet usage.
1. POLICY:
E-mail at the Village is a tool for business
communications. E-mail can be an effective tool to
speed information exchange. It can eliminate the
need for some phone calls and meetings and can even
help you to brainstorm ideas within a group. You
must be conscientious and observe common sense or
you minimize its effectiveness and cause disruption
to others. Do not post personal information about
any individual unless you have received that person's
consent. Occasionally messages are posted regarding
employee's health or personal life events. This is
acceptable only if the person you are posting the
information about consents to its broadcast and the
receivers of the information are interested in hearing
about it. If you're in doubt as to either of these
criteria, don't post it. Leaving the subject line blank
or putting in cryptic information basically mandates
the receiver open and read your message to know the
content. Please be as selective in who you send your
message to as well as what message you send.
Many of you are now corresponding with the public
using a-mail. In so doing, you are acting as a
representative of the Village and should conduct all
e-mail transactions accordingly. You should treat e-
mail just as you would a letter or memo to be typed
and mailed. Construct your a-mails with the same
formality and business structure as you would a
standard letter. E-mail by its nature is typically an
informal communications tool. However, you are
representing the Village and all communications
should be professional and business-like.
Q. PUBLIC RECORDS LAWS:
All e-mails received or created in the transaction of
official business are considered public records and
are governed by the State's Public Records Law. [t is
important that you do not indiscriminately delete e-
mails without first considering these laws.
According to the Florida Attorney General the
following guidelines pertain to e-mails:
E-mails are public records when they
are created or received in the
transactions of Official Business.
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 in and of
themselves intended to serve as final
evidence of the knowledge to be
reported.
3. E-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.
5. Transitory or personal messages that do
not support business purposes should be
deleted in a timely manner.
6. E-mails of convenience or reference
copies should be deleted after the record
of copy (master) has been appropriately
filed.
7. E-mail record copies (masters) have the
same retention periods as records in
other formats.
8. E-mails may be deleted/destroyed only
in accordance with the provisions of
Chapter 1B-24, Florida Administrative
Code.
[t is each department's responsibility to manage its
records in accordance with State guidelines. If you
have questions regarding public records and a-mail,
or how you may archive a-mail in compliance with
the State laws please contact the Village Clerk's
Office. They have established guidelines and
procedures specifically for a-mail.
III. SECURITY:
The Village has implemented sofrware at each
workstation to scan for viruses. However, a virus can
potentially breach our security. You are advised to
not open attachments from persons unknown to you.
The Village will continue to implement security
measures on our system to protect the Village's
investment. Realize that you play a major role in
protecting these assets by exercising diligence in
screening your a-mails and deleting and/or notifying
your Department Head of suspect communications.
If you are unsure of an a-mail or sender contact your
Department Head.
IV. IMPROPER USE:
The following behaviors aze examples of actions or
activities that can result in disciplinary action.
Because all possible actions cannot be contemplated,
the list is necessarily incomplete. The following are
examples, but not an exhaustive list, or behaviors that
may result in disciplinary action:
A Unauthorized attempts to interfere with,
break into or damage any comvuter whether
a Village or another organization (including
the distribution of viruses)
B Using Village time and resources for
personal lain including operating a business,
exploring business opportunities, soliciting
moneyfor personal gain, or searching for
jobs outside the Village.
C Sending threatening„ offensive or harassing
statements or language, including
disparagement of others based on their race,
gender national on ig n, religion, age,
disability mazital status. pregnancy or
sexual orientation.
D Spending excessive amounts of time on the
Internet.
E Theft or copving of electronic tiles without
,permission
F Sending or posting the Village's confidential
materials outside of the Village orposting
confidential materials inside the Village to
non-authorized personnel
G Dissemination orptinting of copyri hg ted
materials (including articles, music,
photographs movies and sofiwaze) in
violation of copyright laws.
H Refusing to cooperate with a reasonable
security investigation
I Sending chain letters, gambling, solicitation,
engaging in any other activity in violation of
the law or sending messages that could
damage the image or reputation of the
V i I Iage.
J Sending, viewing or soliciting sexually
oriented messages or images.
K. Game playing
A 11., •1,.. e.i M. ~L
~ i.~
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PROPER USE:
The following behaviors are recommended for
sending intemet communications and participating in
Internet mailing lists. Lack of conformance may
result in loss of Internet access. These guidelines
have been gleaned from a variety of Internet Guides.
A. Electronic Mail (E-mail). The following
guidelines cover the sending of electronic mail
outside the Village. Internet mail packages are
significantly different than our internal printed
mailings. Care should be used particularly when
responding to a message or using mailing lists.
NOTE: Mail on the Internet is not secure. Never
include in an E-mail message anything that you want
to keep private and confidential. E-mail is sent
unencrypted, and is easily readable.
Be cognizant of any system etiquette. The computer
on which you reside may have limitations on disk
space usage. Mail takes up space. It is best not to
save every message you receive.
Be careful when sending replies -make sure you are
sending to a group when you want to send to a group,
and to an individual when you want to send to an
individual. It is best to address directly rather than
use the reply command.
Let senders know you have received their mail, even
if you cannot respond in depth immediately. They
will need to know their mail has not been lost.
Use good grammar and syntax. Watch punctuation
and spelling.
DO NOT SEND MESSAGES ALL fN CAPITALS.
[t looks as if you are shouting.
DRA MTED:RLG/March 12, 2004/E-mail 3.R
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA,FLORIDA
Include a signature that contains methods by which
others can contact you (usually your E-mail address).
No Text
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: ACCIDENT INVESTIGATION AND
REPORTING
POLICY: 7.10
C. Medical Emergency Procedure: Tequesta
Fire/Rescue will be called in the case where the
employee needs immediate medical attention.
EFFECTIVE: July t, 2004
RE! ISI~UN1_.:1~E1): so-I:~V-:~t~ril f, :.il(~7
PAGES:
CONTENTS: This policy consists of the following
numbered sections:
I. Policy Statement
II. Reporting Procedures
PURPOSE: To provide a system for reporting and
following up on accidents and/or injuries.
I. POLICY STATEMENT:
A. Safety Orientation: All Village employees
are to familiarize themse = _ thr_ f~.~t?k<~- Ern
Employee Safety Responsibilities outlined in
Personnel Policy 7.9 and ~;_ _~_~,~ ~;_.,il the handbook.
TL, F L. 11 1, .a .1 .7~ro.1 ,~;th ~ n~welotc~
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1 ~ no,~ .,ot G"1
B. Accident Reporting and Purpose: All
accidents, no matter how minor, shall be reported
promptly to the immediate supervisor for
evaluation investigation. Since every accident
includes a sequence of contributing causes, it is
possible to avoid a repeat performance of the first
event by recognizing and eliminating these causes.
The removal of just a single cause can prevent a
recurrence. During the supervisors evaluation he/she
must determine the possible consequences that could
take place if the situation is not corrected and take
appropriate action based upon those findings (i.e.
investigate, report, correct, etc.).
II. REPORTING PROCEDURES:
1. Minor Injuries - (Requiring doctor/outpatient
care) After the emergency actions following an
accident, an investigation of the accident will be
conducted by the immediate supervisor in conjunction
with any witnesses to the accident to determine the
causes. The findings of the investigation shall be
documented on Village's incident form and sent to
Human Resources.
2. Major Injuries - (Fatality or multiple
hospitalization) : The Village Manager and
Department Head are to be notified immediately by the
person in charge and an investigation will be
conducted. In addition, the inspection party will
include the Chairman of the Health and Safety
Committee.
3. Near-Misses - (Likelihood of personal injury
or property damage) to the greatest extent possible, all
"near-miss" accidents shall be investigated by the
Safety and Health Committee.
DRAFTED: RLG/Mar 15, 2004/Filed: Accident Investigation
7.10
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
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POLICY
No Text
VILLAGE OF TEQUESTA
PERSONNEL POLICY
D. Upon request of the employee, the Village may grant
compensatory time off in lieu of paid overtime at its
discretion at the rate of one and one-half times the hours
TITLE: COMPENSATORY worked
TIME/OVERTIME
E. Compensatory time off may be accumulated to a
POLICY: 4.2 maximum of 80 hours to be used at a later time upon mutual
EFFECTIVE: July 1, 2004
agreement.
uco,~~_„A~_,;~rccREYISED: ~L.-IA-(Ml+»'t~2001)Anril 1,
2007
IL RESPONSIBILITIES:
PACES: 1
CONTENTS: This policy consists of the following
numbered sections:
I. Policy Statement
^. Responsibilities
PURPOSE: To establish policy guidelines for the
recording, utilization, and auditing of overtime and
compensatory time performed by employees of the Village.
L POLICY STATEMENT:
A. FLSA: This policy shall not be interpreted so as to
contravene the provisions of the Federal Fair Labor
Standazds Act (FLSA). Union employees shall receive
overtime pay in accordance with their labor agreement.
i; _l3 Overtime: Overtime shall be defined as all work
performed in excess of 40 hours during the regular the
work week. Overtime shall be paid at a rate of one
and one-half times the employee's straight time hourly
mte. to c~ iud~•-.
tiick
• Flolidavs not worked
• Personal
Bereavement
C. Compensatory Time: Compensatory time is defined as
time off granted to an employee in lieu of overtime for
hours worked which exceed 40 hours during the rebnrlarly
scheduled work week.
A. Department Heads:
L [t shall be the responsibility of each Department Head
to equitably administer [he provisions of this policy within
their respective departments.
2. Department Heads are the authorized authority for [he
approval of overtime requests. It shall be the responsibility
of the Department Head to determine whether overtime or
compensatory time be granted to the employee when
compensatory time is requested in lieu of overtime by the
employee.
3. Department Heads shall ensure that all overtime and
compensatory time earned and used is recorded on the proper
payroll report.
4. Department Heads will have discretion in the utilization
of overtime within their departments. Temporary
adjustments in working hotus or reahgnment of duties within
the deparmtent should be considered as alternatives to the use
of overtime.
B. Individual Employee: It is the responsibility of the
individual employee to request compensatory time in lieu of
overtime if so desired.
C. Finance Department
1. The Finance Departnent shall ensure that a peananen[
record of overtime/compensatory time accrued and used is
kept on all employees based on information provided by
Department Heads, and that the proper financial transactions
are completed at the end of each pay period.
Formatted: Bulletr and Numbering
Formatted: Bullets and Numbering
2. Upon separation from employment, the Human
Resource Department shall ensure that eligible employees
are paid all unused compensatory time.
DRA N'TED: RLG/Feb 13, 2004/Filed: Overtime 4.2
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
VILLAGE OF TEQUESTA DRAFT -
NEW POLICY
PERSONNEL POLICY
III. SENIORITY:
TITLE: RE-EMPLOYMENT
Reinstated personnel are eligible for sick and vacation
POLICY• 2.9 accruals tied to seniority.
EFFECTIVE: August 1, 2007
REVISED: NEW
PAGES: 1
DRAFTED : MR/Aug I, 2007/Filed: Reemployment 2.9
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
CONTENTS : This policy consists of the following
numbered sections:
I. Policy Statement
II. Reemployment Process
IIL Seniority
PURPOSE: To establish a policy and procedure for
reemploying employees.
I. POLICY STATEMENT:
The Village is pleased to consider applications for
vacancies from former employees. Former employees
who were terminated for cause, who had poor service
records, or who quit without notice are not eligible
for reemployment. Continuous service credit is given
to employees who leave the Village if they are
reemployed within 60 days of their termination date.
Such reemployed employees will be considered
reinstatements. Employees who return after a break
in service in excess of 60 days must qualify for
benefits on the same basis as newly hired employees
and are considered rehires.
II. REEMPLOYMENT PROCESS:
The reemployment process will be in accordance
with the Village's hiring process, and also in
accordance with all special requirements for
individual departments.
No Text
VILLAGE OF TEQUESTA
PERSONNEL POLICY
`~ ~nda~_ the hnlda~s__will. he gh<<r~~ed_~~n,
TITLE: VILLAGE HOLIDAYS
POLICY: 53
EFFECTIVE: July 1, 2004
RE~l51Ct)il~4L~hA: >.Sii -;~'tirr~si: ~. :`sprr3l;
v~u;
PAGES: 1
CONTENTS: This policy consists of the following
numbered sections:
L Policy Statement
PURPOSE: To provide a policy for uniform
administration of standard Village holidays.
[. POLICY STATEMENT:
T'he Village shall celebrate the following holidays off
with pay for full-time and part-time non-union
employees:
NEW YEAR'S DAY -January 1
MARTIN LUTHER KING - 3rd Monday in January
PRESIDENT'S DAY - 3rd Monday of February
MEMORIAL DAY -Last Monday of May
INDEPENDENCE DAY -July 4
LABOR DAY - 1st Monday of September
VETERAN'S DAY -November 11
THANKSGIVING DAY- 4th Thursday of November
DAY AFTER THANKSGIVING
CHRISTMAS EVE DAY -December 24
CHRISTMAS DAY -December 25
NEW YEAR'S EVE -December 31
[n the event a holiday falls upon a Sunday, the
following Monday shall be deemed to be the legal
holiday. In the event the legal holiday falls on a
Saturday, the preceding Friday shall be deemed to be
the legal holiday. _~~ h i)cc~n~i ._ _ ..nii_
IJ ;ut~. ~cl January I~~ lull on a
Part-time employees shall receive a pro rata share of
compensation at their regular straight time hourly rate
for each approved holiday.
If any holiday mentioned above falls on an
employee's regularly scheduled day off, the employee
shall be compensated either through holiday pay or
holiday compensatory time.
When a holiday falls within a period of paid leave,
the holiday shall not be counted as a leave day in
computing the amount of leave debited.
Non-exempt employees required to work on any
designated holiday shall receive overtime pay in
addition to the holiday pay.
DRA FI'ED: RLG/Feb l2, 2004/Filed: Holidays 5.3
APPROVAL:
MICHAELCOUZZO,MANAGER
TEQUESTA, FLORIDA
No Text
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: ACCIDENT INVESTIGATION AND
REPORTING
POLICY: 7.10
EFFECTIVE: July 1, 2004
REVISEDW~r~B: lApril 1, 2007
PAGES: 2
CONTENTS: This policy consists of the following
numbered sections:
I. Policy Statement
II. Reporting Procedures
PURPOSE: To provide a system for reporting and
following up on accidents and/or injuries.
I. POLICY STATEMENT:
A. Safety Orientation: All Village employees
are to familiarize themselves with the ~esei-vve--a}~
Employee Safety Responsibilities outlined in
Personnel Policv 7.9 and outlined in the handbook.
. . ... .... ... ....»., ..... .b..... »..... ...»....., ...... ..... .t.,.........
B. Accident Reporting and Purpose: All
accidents, no matter how minor, shall be reported
promptly to the immediate supervisor for
evaluation/investigation. Since every accident
includes a sequence of contributing causes, it is
possible to avoid a repeat performance of the first
event by recognizing and eliminating these causes.
The removal of just a single cause can prevent a
recurrence. During the supervisors evaluation he/she
must determine the possible consequences that could
take place if the situation is not corrected and take
. appropriate action based upon those findings (i.e.
investigate, report, correct, etc.).
C. Medical Emergency Procedure: Tequesta
Fire/Rescue will be called in the case where the
employee needs immediate medical attention.
II. REPORTING PROCEDURES:
1. Minor Injuries - (Requiring doctor/outpatient
care) After the emergency actions following an
accident, an investigation of the accident will be
conducted by the immediate supervisor in conjunction
with any witnesses to the accident to determine the
causes. The findings of the investigation shall be
documented on Village's incident form and sent to
Human Resources.
2. Major Injuries - (Fatality or multiple
hospitalization) : The Village Manager and
Department Head are to be notified immediately by the
person in charge and an investigation will be
conducted. In addition, the inspection party will
include the Chairman of the Health and Safety
Committee.
3. Near-Misses - (Likelihood of personal injury
or property damage) to the greatest extent possible, all
"near-miss" accidents shall be investigated by the
Safety and Health Committee.
DRAFTED: RLG/Mar 1~, 2004/Filed: Accident Investigation
7.10
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
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e
• VILLAGE OF TEQUESTA
PERSONNEL POLICY
New ^'n„--„~~: employees ~illare ordinarily he paid
based on the required knowledee and ability. the
TITLE: COMPENSATION
POLICY: 4.1
EFFECTIVE: July 1, 2004
RCS REVISED: ~ ni ~ nc i~a°..,.ti ~nni~April
1,2007
PAGES: 2
CONTENTS : This policy consists of the following
numbered sections:
I. Policy Statement
II. New Employees
• III. Cost-of-Living
IV. Performance Pay Increases
V. Classification Plan
PURPOSE: To establish policy and procedures for
compensating Village employees.
I. POLICY STATEMENT:
It is the policy of the Village
to maintain a compensation system
that will allow the Village to effectively compete for
and retain qualified personnel and to ensure that
salaries are equitable and commensurate with the
duties performed by each employee while reco n~ izing
individual effort and contribution to the achievement
of the Villages goals..
Th~sAla~Salary schedules are developed for all
positions and shall be adopted by the Village Council1
unless specifically stated in w ,d ~"°" °~~'~~ *° °"
et~ployees~rte~seadered-~ a labor contract.
Employees covered by labor contract shall be
compensated as referenced in the applicable labor
agreement. Copies of labor agreements are available
. for viewing in the Human Resource Office.
II. NEW EMPLOYEES:
variety and scope of their responsibil~, and the
physical and mental demands of the job, factors which
are summarized in the job descriptions *'~° ^^~..:..,,,.., ~^
v:ii.,,,° nay.,.,,.°,.
Promotions: See related Administrative Policy.
Demotions: See related Administrative Policy
Transfers: See related Administrative Policy
III. COST-OF-LIVING:
Cost-of-living adjustments/salary modifications
may be granted by the Village Council upon
recommendation by the Village Manager from
time-to-time.
IV. PERFORMANCE PAY INCREASES:
Employees may be eligible for an annual
performance pay increase. Eligibility requires an
annual performance rating equal to or greater
than "average". Performance pay adjustments
are effective October 1 of each year. Employees
must have successfully completed their
probationary period to be eligible for such an
increase.
An employee's pay may not fall below the
bottom of the pawrange, nor exceed the top of
the pay range.
V. CLASSIFICATION PLAN:
Jobs with similar duties and responsibilities are
assigned to the same salary level. The Human
Resource office conducts periodic studies of
various jobs when there is an indication the
employee is working above or below the
established responsibilities for that position.
These studies are normally initiated at the
' I request of the Department Head, but can also be
initiated by the Human Resources department,
and are conducted in accordance with the
Administrative Policy on Reclassifications.
Maintenance of the Salary Plan: The Human
Resource office shall be responsible for the
continuous maintenance and administration of
the Village's Compensation Plan. The review
will include an analysis of prevailing rates of pay
for similar positions in comparable labor
markets, organization, cost-of-living factors,
budgetary considerations, and other related
factors. On the basis of this information, the
Human Resource Director shall recommend
reclassifications to keep the plan current. Such
changes shall be approved by the Village
Manager and shall be submitted in the annual
budget to the Village Council.
DRAFTED:RLG/Feb13,2004/Files:Compensation 4.1
APPROVAL:
• MICHAEL COUZZO, MANAGER
TEQUESTA,FLORIDA
2
•
TCTLE: COMPENSATORY
TIME/OVERTIME
POLICY: 4.2
EFFECTIVE: July 1, 2004
VILLAGE OF TEQUESTA
PERSONNEL POLICY
D. Upon request of the employee, the Village may grant
compensatory time off in lieu of paid overtime at its
discretion at the rate of one and one-half times the hours
worked.
IiEP-6A~ESREVISED: '.'^ '"'~'jApril ],
2007
PAGES: 1
CONTENTS: This policy consists of the following
numbered sections:
I. Policy Statement
II. Responsibilities
PURPOSE: To establish policy guidelines for the
recording, utilization, and auditing of overtime and
compensatory time performed by employees of the Village.
L POLICY STATEMENT
A. FLSA: This policy shall not be interpreted so as to
contravene the provisions of the Federal Fair Labor
Standards Act (FLSA). Union employees shall receive
overtime pay in accordance with their labor agreement.
B. IB-Overtime: Overtime shall be defined as all work
performed in excess of 40 hours during the regulaz the
work week. Overtime shall be paid at a rate of one
and one-half times the employee's straight time hourly
rate, to exclude-:
Sick
Holidays not worked
Personal
Bereavement
C. Compensatory Time: Compensatory time is defined as
time off granted to an employee in lieu of overtime for
hours worked which exceed 40 hours during the regularly
scheduled work week.
1
E. Compensatory time off may be accumulated to a
maximum of 80 hours to be used at a later time upon mutual
agreement.
II. RESPONSIBII.ITLES:
A. Department Heads:
L It shall be the responsibility of each Department Head
to equitably administer the provisions of this policy within
their respective departments.
2. Department Heads aze the authorized authority for the
approval of overtime requests. It shall be the responsibility
of the Department Head to determine whether overtime or
compensatory time be granted to the employee when
compensatory time is requested in lieu of overtime by the
employee.
3. Department Heads shall ensure that all overtime and
compensatory time earned and used is recorded on the proper
payroll report.
4. Department Heads will have discretion in the utilization
of overtime within their departments. Temporary
adjustments in working hours or realignment of duties within
the department should be considered as alternatives to the use~
of overtime.
B. Individual Employee: It is the responsibility of the
individual employee to request compensatory time in lieu of
overtime if so desired. F_
C. Finance Department:
I. The Finance Department shall ensure that a permanent
record of overtime/compensatory time accrued and used is
kept on all employees based on information provided by
Department Heads, and that the proper fmancial transactions
are completed at the end of each pay period.
2. Upon sepazation from employment, the Human
Formatted: Bullets and Numbering
Formatted: Bullets and Numbering
•
Resource Department shall ensure that eligible employees
are paid al] unused compensatory time.
DRAFTED: RLG/Feb 13, 2004/Filed: Overtime 4.2
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA,FLORIDA
C
•
TITLE: DISCIPLINE
POLICY: 3.12
EFFECTIVE: August 1, 2007
REVISED: NEW
PAGES: 2
VILLAGE OF TEQUESTA
DRAFT-
POLICY BASED ON
REVISION OF PREVIOUS
DISCIPLINE POLICY
PERSONNEL POLICY DATED APRIL 1997
required in resolving these problems. Disciplinary
procedures, depending upon the severity of the
offense/problem, consist of a progression of steps of
an increasingly serious nature. Subject to the
employee's right of appeal, aA Department Head has
the following options for disciplining employees,
which may involve anv or a combination of these
o tp ions:
a) Oral and/or written reprimand
Suspension
cl Probation
d) Disciplinazy demotion F-
e) Dismissal
CONTENTS : This policy consists of the following
numbered sections:
I. Policy Statement
II. Disciplinary Procedures
III. Types of Offenses and Examples of
Disciplinary Actions
PURPOSE: To establish a policy and procedure for
disciplining employees.
POLICY STATEMENT:
While the Village of Tequesta is committed to
attracting, recruiting and developing individuals of
the highest standards and integrity, it recognizes the
need to discipline employees who conduct
themselves in a manner that is detrimental to the
well-being of other employees, the Village and its
various customers. The disciplinary policy also seeks
to promote consistency in the treatment of similar
offences.
~,.il,. .F
~ „N ° °
It is every-the Supervisor's dotty-responsibility to
bring to the attention of
the employee, anv problems with his/her personal or
el~pleyees work habits, attitudesc+eTielrer
perserral-htthits or productiviri~ at the time that the
deficiencies aze observed, .,",, ". "- ~'~''•° ~-~"'°~•' ~~
t"° °~'~'~• ~°~° ° °°in a constructive and
reasonable manner,~s-pessiHle and to advise the
Village's management where further assistance is
II. DISCIPLINARY PROCEDURES:
Oral and/or Written Reprimand
Unless the severity of the incident or offense
warrants a more strict response, an oral or written
reprimand is normally the initial action. A written
reprimand should explain the necessary corrective
action and indicate that severe measures will be taken
if the problem occurs again. A copy of the written
reprimand is filed in the employee personnel record
in the Department and in the Administrative Office.
~e-ersoretron or the ~atanager-arnrette-{~~ yeah
f7,EliN fh I ct n eF 1. FF..'-~~
A second written reprimand may be appropriate,
depending on the type, frequency and severity of the
offense and is i+p-teat the discretion of the immediate
Supervisor and/or the Department Head.
Probation
An employee may be put on probation by a
Department Head as a disciplinazy action. The
probation period i~ ~."~~.._°~• is de€med-recommended
by the Department Head and i~along with any
additional extensions.may-be extended~;e
The Department Head should prepare a written
statement of the reason for and expected duration of
the probationary period and submit to the Village
Manager, through the Human resources departrnent.
Evaluations should be processed at tlte-appropriate
--'- Formatted: Body Text, Left, Indent: Left:
0.25", Line spacing: single, Numbered + Lei
1 + Numbering Style: a, b, c, ... + Start at:
Alignment: Left + Aligned at: 0.75" + Inden
at: 1", Hyphenate, Tab stops: Not at -0.5"
Formatted: Not Expanded by /Condensed
•
•
intervals, and, i-~wherc the employee chews
demonstrates satisfactory improvement,~a~hz
sans€aet-ien-s€ the Department Head can successfully
terminate the probationary period,-"• ~-~:
° °a ,.° °°~F•",. ~'°'°a Where the
probationaryperiod is not successfulh completed,
the employee will be terminated.
Suspension
A suspension is a temporary relief of tl~duties
without pay and steer may be the first action
taken in serious situations. Depaztment Heads may
recommend the suspension of suspend-employees
under their supervision for periods ranging for
between one (1) day to one (1) week.
not to exceed 30 days in a 12
month period. If a suspension is determined to be the
best course of action°• °~'°"nom-..a,~ •• to protect the
interests of the Village, the employee ++it~ma~ also
be removed from duty, pending a decision to
terminate. A decision to terminate will normally be
made within the 30 day period.
Police Department suspensions may vary from this
procedure according to State Statute.
A written statement will be prepazed by the
Supervisor or Department Head in cases of
suspension, specifically stating the length of
suspension, and the reasons for the action. Notice of
the charge(s) against the employee ~-+1I-must be
specific and contain dates and sufficient detail to
allow the employee to properly prepaze a response.
The :~;-statement shall be submitted to the
employee within f+ae-twenty-four (324) ~rhours of
the first day the suspension becomes effective,
including holidays and weekends. The notice shall
be delivered in person or by legal service of process
or by certified mail.
The 30-day limit on suspensions without pay may be
extended by the Village Manager when court action,
an investigation or a tfatl-trial is pending against an
employee. If an employee is determined to be
innocent of the chazges, and has not otherwise
engaged in conduct subject to dismissal, he/she may
be returned to duty and the matter of retroactive pay
will be decided by the Village Manager on the merits
of the individual case.
Disciplinary Demotion
A demotion for disciplinary purposes is a permanent
reduction in pay and/or job classification. "r- :~rti
A disciplinary demotion occurs when a regular
employee is demoted by his/her Supervisor with the
approval of the Village Manager because he/she is
not adequately performing the requirements of the
job. The Supervisor must state the reasons for the
demotion in writing ,,',. •',-, °, ~~'~~ •,, ",:.,,-
de,,,;~;ted .,,, ."°. «i,° ~ c . ~F °'°and the
rationale for detenninine that the employee will
adequately perform the duties of the new position. A
copy of the demotion statement is filed in the
employee's file in the I_luman Resources Department
The +iear-employee s salazy o° ° ~'°• ° °"°-
~'•~•°~~°~ ~° will be adjusted to the average salary e€
°'"°- °~•~'~~•°°° ~~for the same or similaz positions
and. "r"° ° ~'°• ° °a~ '°'' °°'°~• may not be less
than the minimum of the range for the new position.
Dismissal
A regular employee may be dismissed ° ~'"o..~.,-.;~,°'~~° by
the Village Manager, upon the recommendation of
the Department Head, as appropriate. Dismissals are
discharges or sepazations made for just cause,
including, but not limited to misconduct, inability to
perform assigned duties, insubordination, or willful
violation of applicable rules and regulations.
Dismissal of a regular employee is effective only
after the person being dischazged has been presented
with the reasons for the discharge specifically stated
in writing.. ~:E:°°"° ~,
III. TYPES OF OFFENCES AND
ENAMPLES OF DISCIPLINARY
ACTIONS:
The following listings are not intended to be all
inclusive. It is impossible to anticipate all potential
infractions and so the groupings aze intended to
illustrate the general disciplinazy avenues available to
Supervisors.
Group 1
ls` Offense - Oral Reprimand ~-°-°~°r~'~ sue,-s„'°• '°• ' ~
°,°.
°i r.i° a.. ° °.~~
2"d Offense - Written Reprimand (record on file for
one year)
•
U
•
3rd Offense - Suspension up to one week without
pay
4°' Offense - Dismissal
Examples:
• Excessive tardiness/absenteeism
• Neglect or carelessness resulting in damage to
Village property
• Incompetence
• Rudeness or discourtesy to fellow employees
or to the public
• Unexcused absence
• Failure to follow oral or written instructions
• Misconduct while on duty
• Behavior at any time which reflects an
unacceptable public image for the Village of
Tequesta
• Smoking or using naked flames in a prohibited
area
• Failure to wear uniform supplied by the
Villa;;e in the prescribed manner
• Entertaining_personal visitors on the Villages
property for extended periods without
permission
• Unauthorized loading of software unto Village
computers or unauthorized cop. 1~e of
software from Village computers
• Unauthorized use of computers for personal
work.
Group 2
1~` Offense - Suspension - up to one week without
pay
2rtd Offense - Dismissal
Examples:
• Willful failure to use safety equipment or
comply with safety rules
• Neglect or caeelessness resulting in injury to
others or more than minor damage to property
• Improper use of sick leave
• Failure to report accidents or personal injuries
including those occurring while off-duty
• Intimidating or threatening a co-worker.
resident or Village customer
• Sleeping on the job
• Commiting the Village to financial and/or
other obligations without prior authorization.
Group 3
1 s' Offense -May result in dismissal
Examples:
• Gambling on Village property
• Conviction of a felony
• Being under the influence of intoxicants while
on-duty
• Insubordination, intentionally failing to cazry
out instructions
• Absent without leave
• Unauthorized taking, destruction or
misappropriation of Village property or funds
• Falsifying of records or information, lying
• Possession, use or sale of alcoholic
beverages/illegal drugs while on Village
property or in Village equipment/automobiles
• l-ampering with or falsifti~ine and company
documents or records or deliberately iving
false information for Village record
• Receiving bribes or bribing anyone in relation
to the Villag.e's business
• Improperly using ones position as a member
of staff for private advanta~
• Unauthorized possession of firearms on
Village property-
nxaFTEp: MR/Aug 1, 2007/Filed: Discipline3.12
APPROVAL:
MICFIAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
~J
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: E-MAILINTERNET USE
POLICY: 3.8
EFFECTIVE: July 1, 2004
~EA&ED REVISED: f1}ewApril 1.2007
PAGES: 3
CONTENTS: This policy consists of the following
numbered sections:
I. Policy Statement
II. Public Records Laws
III. Security
IV. Improper Use
V. Proper Use
E-mail at the Village is a tool for business
communications. E-mail can be an effective tool to
speed information exchange. It can eliminate the
need for some phone calls and meetings and can even
help you to brainstorm ideas within a group. You
must be conscientious and observe common sense or
you minimize its effectiveness and cause disruption
to others. Do not post personal information about
any individual unless you have received that person's
consent. Occasionally messages are posted regarding
employee's health or personal life events. This is
acceptable only if the person you are posting the
information about consents to its broadcast and the
receivers of the information are interested in hearing
about it. If you're in doubt as to either of these
criteria, don't post it. Leaving the subject line blank
or putting in cryptic information basically mandates
the receiver open and read your message to know the
content. Please be as selective in who you send your
message to as well as what message you send.
PURPOSE: These guidelines set the standards
for appropriate behavior of an employee when
accessing the internet and utilizing e-mail. These
guidelines apply to all employees. All Internet users
should first be familiaz with the Village's Internet Use
and Village e-mail policy contained herein. Village
computers aze for public business.
SCOPE: This policy applies to all Village
employees, whether full-time, part-time, contract or
otherwise and Village volunteers who use e-mail via
Village resources.
Use of Village resources to access e-mail or the
internet denotes your acceptance of the Village's e-
mail policy. Disregazd or violation of this policy will
result in disciplinazy action and may result in more
stringent restrictions for all e-mail and internet users.
This policy statement addresses: a-mail usage, a-mail
etiquette, staff responses to a-mail inquiries, security
and internet usage.
POLICY:
Many of you aze now corresponding with the public
using a-mail. In so doing, you are acting as a
representative of the Village and should conduct all
e-mail transactions accordingly. You should treat e-
mail just as you would a letter or memo to be typed
and mailed. Construct your e-mails with the same
formality and business structure as you would a
standard letter. E-mail by its nature is typically an
informal communications tool. However, you aze
representing the Village and all communications
should be professional and business-like.
II. PUBLIC RECORDS LAWS:
All e-mails received or created in the transaction of
official business aze considered public records and
aze governed by the State's Public Records Law. It is
important that you do not indiscriminately delete e-
mails without first considering these laws.
According to the Florida Attorney General the
following guidelines pertain to e-mails:
E-mails are public records when they
are created or received in the
•
•
transactions of Official Business.
2. E-mails are not subject to Public
Records laws when they consist of un-
circulated materials and are merely
preliminazy or precursors to future
documents and which aze not in and of
themselves intended to serve as final
evidence of the knowledge to be
reported.
3. E-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.
5. Transitory or personal messages that do
not support business purposes should be
deleted in a timely manner.
6. E-mails of convenience or reference
copies should be deleted after the record
of copy (master) has been appropriately
filed.
7. E-mail record copies (masters) have the
same retention periods as records in
other formats.
8. E-mails may be deleted/destroyed only
in accordance with the provisions of
Chapter 1B-24, Florida Administrative
Code.
It is each department's responsibility to manage its
records in accordance with State guidelines. If you
have questions regarding public records and e-mail,
or how you may archive e-mail in compliance with
the State laws please contact the Village Clerk's
Office. They have established guidelines and
procedures specifically for e-mail.
III. SECURITY:
The Village has implemented software at each
workstation to scan for viruses. However, a virus can
potentially breach our security. You are advised to
not open attachments from persons unknown to you.
The Village will continue to implement security
measures on our system to protect the Village's
investment. Realize that you play a major role in
protecting these assets by exercising diligence in
screening your e-mails and deleting and/or notifying
your Department Head of suspect communications.
If you are unsure of an e-mail or sender contact your
Department Head.
N. IMPROPER USE:
The following behaviors are examples of actions or
activities that can result in disciplinary action.
Because all possible actions cannot be contemplated,
the list is necessarily incomplete. The following aze
examples, but not an exhaustive list, or behaviors that
may result in disciplinary action:
A. Unauthorized attempts to interfere with, •-
break into or damage any computer whether
a Village or another organization (including
the distribution of viruses)
B. Using Village time and resources for
personal gain including~erating a business,
exploring business opportunities, soliciting
money for personal gain, or searching for
jobs outside the Village.
C. Sending threatening, offensive or hazassing
statements or language, including
disparagement of others based on their race,
gender, national on ig n, reli ig on, age,
disability, marital status, pregnancy or
sexual orientation.
D. Spending excessive amounts of time on the
Internet.
E. Theft, or copying of electronic files without
permission
F. Sending or posting the Village's confidential
materials outside of the Village or posting
confidential materials inside the Village to
non-authorized personnel
G. Dissemination or printing of copyrighted
materials (including articles, music,
photographs, movies and software) in
violation of cop,~ght laws.
H. Refusing to cooperate with a reasonable
security investi ag lion
I. Sending chain letters, gambling, solicitation.
engaging in any other activity in violation of
the law, or sending messages that could
damage the image or reputation of the
Villa e.
J. Sending, viewing or soliciting sexually
oriented messages or ima es.
K. Game playing
th° °r° «h° ~,. ,.i. ,.~
... .. ....... .....:b°
-- Formatted: Bullets and Numbering
---- Formatted: Bullets and Numbering
gent.
C•u~=~'"° `"`°°~°"'""' ""° `-- - Formatted: Bullets and Numbering
nc"°"a:",. °.,°° ....:.. ............,. °F«:...° °.. a.u____-- Formatted: Bullets and Numbering
L'
r-I Dof~.~:.... :~H ..,,I.le
I Send:.,,. ^hu' ::ctt:,:s'hr,..,,.ti oie,...,..,:...,,,:i
..b v
V. PROPER tiSE:
The following behaviors are recommended for
sending Internet communications and participating in
• Intemet mailing lists. Lack of conformance may
result in loss of Internet access. These guidelines
have been gleaned from a variety of Internet Guides.
A. Electronic Mail (E-mail). The following
guidelines cover the sending of electronic mail
outside the Village. Internet mail packages aze
significantly different than our internal printed
mailings. Caze should be used particularly when
responding to a message or using mailing lists.
NOTE: Mail on the Internet is not secure. Never
include in an E-mail message anything that you want
to keep private and confidential. E-mail is sent
unencrypted, and is easily readable.
Be cognizant of any system etiquette. The computer
on which you reside may have limitations on disk
space usage. Mail takes up space. It is best not to
save every message you receive.
Be careful when sending replies -make sure you aze
sending to a group when you want to send to a group,
and to an individual when you want to send to an
individual. It is best to address directly rather than
use the reply command.
include a signature that contains methods by which
others can contact you (usually your E-mail address).
Let senders know you have received their mail, even
if you cannot respond in depth immediately. They
will need to know their mail has not been lost.
Use good grammar and syntax. Watch punctuation
and spelling.
DO NOT SEND MESSAGES ALL IN CAPITALS.
It looks as if you are shouting.
DRAFTED:RLG/March 12, 2004/E-mail 3.S
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA,FLORIDA
VILLAGE OF TEQUESTA
. PERSONNEL POLICY
TITLE: EMPLOYEE I.D. AND ACCESS
CARDS
POLICY: 1.2
EFFECTIVE: July 1, 2004
REVISED: April 1, 2007
PAGES: 1
CONTENTS: This policy consists of the following
numbered sections
result in-disciplinary action up through and including
diseiplinar~-aetien-up~hrettgl~ a~ i~c-Its
termination.
Police and Fire Departments may issue their own
department identification cards in lieu of the Village
identification card.
II. PROCEDURE:
The Human Resource Office is responsible for issuing
employee identification and access cards and will
coordinate with the Village Police Department for the
employee's photograph. Each employee is responsible
for possession of their identification card and to take
care to protect it from loss, theft or misuse.
I. Policy Statement
II. Procedure
PURPOSE: To establish procedures for the
issuance of identification cards to Village Employees.
. I I. POLICY STATEMENT:
It is the policy of the Village of Tequesta to issue
employee identification cards to all full-time and
part-time employees. Cards may also be issued to
other employees who may require Village identification
while working at remote job sites.
The card should be carried at all times when an
employee is acting in an official capacity. The card
shall be used as identification, if requested by a
member of the public or another Village employee. It
also provides immediate access to emergency
information should an employee become injured or
incapacitated on the job.
Access Cards are also issued to personnel who need to
access one or more of the Village's buildings.
Unauthorized or inappropriate use of the employee
Identification and/or access card is prohibited and will
Should a card be lost, damaged or destroyed, it should
be immediately reported to the Human Resource Office
so that another card may be issued as quickly as
possible.
All identification and access cards shall remain the
property of the Village and shall be returned to the
Human Resource Office upon termination of
employment or by special request by the employee's
Department Head or the Human Resource Office.
It shall be the employee's responsibility to ensure accurate
and timely updates of all information contained on the
employee's identification card. Al] requests for re-issuance
of employee identification cards shall be made by the
employee to the Human Resource Office. All old LD. cards
shall be returned to the Human Resource Office before
issuance of a new card.
DRAFTED:RLG/Dec 11,2003/Filed:ID Cards 1.2
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
VILLAGE OF TEQUESTA
• PERSONNEL POLICY
TITLE: EMPLOYEE I.D. AND ACCESS
CARDS
POLICY: 1.2
EFFECTIVE: July 1, 2004
~ REVISED: NI~April 1, 2007
PAGES: I
CONTENTS: This policy consists of the following
numbered sections
I. Policy Statement
II. Procedure
•
PURPOSE: To establish procedures for the
issuance of identification cards to Village Employees.
I. POLICY STATEMENT:
It is the policy of the Village of Tequesta to issue
employee identification cards to all full-time and
part-time employees. Cards may also be issued to
other employees who may require Village identification
while working at remote job sites.
The card should be carried at all times when an
employee is acting in an official capacity. The card
shall be used as identification, if requested by a
member of the public or another Village employee. It
also provides immediate access to emergency
information should an employee become injured or
incapacitated on the job.
Access Cards are also issued to personnel who need to
access one or more of the Village's buildings
Unauthorized or inappropriate use of the employee
Identification and/or access card is prohibited and will
result in-disciplinary action up through and including.
d+seiPlinar~---aetier.--aP tl~r~gl3-and -i-nc-Ftt~
termination.
Police and Fire Departments may issue their own
department identification cards in lieu of the Village
identification card.
II. PROCEDURE:
The Human Resource Office is responsible for issuing
employee identification and access cards and will
coordinate with the Village Police Department for the
employee's photograph. Each employee is responsible
for possession of their identification card and to take
care to protect it from loss, theft or misuse.
Should a card be lost, damaged or destroyed, it should
be immediately reported to the Human Resource Office
so that another card may be issued as quickly as
possible.
All identification and access cards shall remain the
property of the Village and shall be returned to the
Human Resource Office upon termination of
employment or by special request by the employee's
Department Head or the Human Resource Office.
It shall be the employee's responsibility to ensure accurate
and timely updates of all information contained on the
employee's identification card. All requests for re-issuance
of employee identification cards shall be made by the
employee to the Human Resource Office. All old LD. cards
shall be returned to the Human Resource Office before
issuance of a new card.
DRAFTED:RLG/Dec 11,2003/Filed:ID Cazds 1.2
APPROVAL:
MICHAEL COULZO, MANAGER
TEQUESTA, FLORIDA
u
C:
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: FAMILY OR MEDICAL LEAVE
(FMLA)
POLICY: 5.7
EFFECTIVE: July 1, 2004
REVISED PLACED: ~ m `n,..~. April 1,
2007
PAGES: 3
CONTENTS: This policy consists of the following
numbered sections:
I. Policy Statement
II. Covered Reasons
III. Employee Eligibility
IV. Calculation of Leave
V. Procedures
PURPOSE: To establish a policy and guidelines
for the use of family or medical leave for Village
employees.
I. POLICY STATEMENT:
General. As provided by the 1993 Family and
Medical Leave Act (FMLA), all eligible employees
shall be entitled to take up to 12 weeks of unpaid,
job-protected leave during any 12 month period for
specified family and medical reasons.
II. COVERED FAMILY OR MEDICAL
REASONS
An eligible employee shall be entitled to 12 weeks of
unpaid leave during a 12-month period for one or
more of the following reasons:
I) 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
unable to work because of a serious health condition.
4) a serious health condition, which shall be defined
as an illness of a serious and long-term nature
resulting in recurring or lengthy absences. Treatment
of such an illness would occur in an inpatient
situation at a hospital, hospice, or residential medical
care facility, or would consist of continuing care
provided by a licensed health care provider.
An employee may take leave if a serious health
condition makes the employee unable to perform the
functions of his/her position. Employees with
questions about whether specific illnesses are
covered under this policy or under the Village's sick
leave policy are encouraged to meet with a
representative from the Human Resource
Department.
III. EMPLOYEE ELIGIBILITY. An
employee shall be entitled to family leave when
he/she meets the following criteria:
1) The employee has worked for at least 12 months
for the Village. The twelve months need not have
been consecutive. (If the employee was on the
payroll for part of a week, the Village will count the
entire week. The Village considers 52 weeks to be
equal to twelve months.)
~~)-The employee has to have worked for thet
employer for at least 1,250 hours over the 12
months before the leave would begin.
~3)If both an emplovee and his/her spouse are
emplo e~ by The Village of Teauesta, their
combined time off may not exceed 12 work
weeks during any 12 month period for birth.
adoption, or foster care, or care of a parent with a
serious health condition. Each spouse is.
however, eligible for the full 12 weeks within a
12 month period to care for a son_ dauehter or
spouse with a serious health condition
IV. CALCULATION OF LEAVE. Eligible
employees can use up to 12 weeks of leave during
1
Formatted: Bullets and Numbering
any 12 month period. The Village will use a rolling
12 month period measured backward from the date
an employee uses any FMLA leave. Each time an
employee uses leave, the Village computes the
amount of leave the employee has taken under this
policy, subtracts it from the 12 weeks, and the
balance remaining is the amount the employee is
entitled to take at that time. For example, if an
employee has taken 5 weeks of leave in the past 12
months, he or she could take an additional 7 weeks
under this policy.
Use of Paid and Unpaid Leave. If an employee has
accrued paid leave of less than 12 weeks, the
employee will use paid leave first and take the
remainder of the twelve weeks as unpaid leave.
If an employee uses leave because of his/her own
serious medical condition or the serious health
condition of an immediate family member, the
employee will first use all paid vacation, personal or
sick leave, and then will be eligible for unpaid leave.
An employee using leave for the birth of a child will
use paid sick leave for physical recovery after
childbirth. The amount of sick leave utilized after
this point will be decided on a case by case basis.
The employee then may use all paid vacation or;
personal e~-fatly leave, and then will be eligible for
unpaid leave for the remainder of the 12 weeks.
An employee using leave for the adoption or foster
Gaze of a child will use all paid vacation or, personal
„ leave first, and then will be eligible for
unpaid leave for the remainder of the 12 weeks.
Intermittent Leave and Reduced Work Schedules
In certain cases, intermittent use of the twelve weeks
of family or medical leave or a part of a reduced
work week may be allowed by the Village.
Employees wishing to use leave intermittently or to
utilize a reduced work week for birth or adoption
purposes will need to discuss and gain approval for
such use from the employee's Department Head and
the Human Resource Department.
Employees may also use family or medical leave
intermittently or as part of a reduced work week for
serious medical conditions whenever i` ~~r~~a°a~~°'7
necessazy. If the need to use leave is foreseeable and
based on preplanned and prescheduled medical
treatment, then the employee is responsible to
schedule the treatment in a manner that does not
unduly disrupt the Village's operations. This
provision is subject to the approval of the health care
provider.
The Village of Teguesta may require an emnlovee on
intermittent leave to transfer temporarily to an
available alternative nosition for which the emnlovee
is qualitied, if the position has equivalent Qav and
benefits and better accommodates recurring neriods
of leave than the employee's regular nosition.
On agreement between the employee and the Villag3
an emplovee may choose to take family leave on a
reduced leave schedule. This may involve reducing
his/her usual number of hours per work day or work
week during the leave. The duration of the leave will
remain at a 12 week maximum.
V. PROCEDURES:
Procedure for requesting leave. All employees
requesting leave under this policy must complete the
Family/Medical leave form available from the
Human Resource Department.
When an employee plans to take leave under this
policy, the employee must give the Village 30 days
notice. If it is not possible to give 30 days notice, the
employee must give as much notice as is possible.
An employee undergoing planned medical treatment
is required to make a reasonable effort to schedule
the treatment to minimize disruptions to the Village's
operations.
While on leave, employees are requested to report
periodically to the Village regarding the status of the
medical condition, and their intent to return to work.
Where the emplovee is injured on the job and is out
from work under workers' compensation, time
towazds FMLA will coincide with the time off under
workers' compensation. If the emplovee is unable to
return to work in the time specified in the Villages
FMLA policv. the Medical No-Pay Leave of Absence
policy, or as specified in the union contract.
employment with the Village will be terminated
Procedure for Notice and Certification of Serious
Health Condition.
On occasion, the Village may require the employee to
provide notice of the need to utilize leave (where it is
possible to know beforehand) and/or may require the
employee to provide certification of an employee's or
•
•
•
immediate family member's serious health condition
by a qualified healthcare provider.
Qualified health care providers include: doctors of
medicine or osteopathy, podiatrists, dentist, clinical
psychologists, optometrists, and chiropractors, nurse
practitioners and nurse-midwives authorized to
practice under State law and performing within the
scope of their practice under state law; and Christian
Science practitioners listed with the First Church of
Christ, Scientist in Boston, Massachusetts.
When seeking certification of a serious medical
condition, an employee should ensure that the
certification contains the following:
1) Date when the condition began; expected
duration; diagnosis; and a brief statement of
treatment.
2) If employee is seeking medical leave for his/her
own medical condition, certification should also
include a statement that the employee is unable to
perform the essential functions of the employee's
position.
3) For a seriously ill family member, the certification
should include a statement that the patient requires
assistance and that the employee's presence would be
beneficial or desirable.
4) If taking intermittent leave or working a reduced
schedule, certification should include dates and
duration of treatment and a statement of medical
necessity for taking intermittent leave or working a
reduced schedule.
If deemed necessary, the Village may ask for a
second opinion. The Village will pay for the
employee to get a certification from a second doctor,
which the Village will select. If there is a conflict
between the original certification and the second
opinion, the Village may require the opinion of a
third doctor. The Village and the employee will
jointly select the third doctor, and the Village will
pay for the opinion. The third opinion will be
considered final.
.Restoration to Position
-------------------------------------
When an employee returns to work following a
family leave, she/he must be:
a. Restored to the position held by the emplovee~-
when the leave began; or
b. Restored to an eauivalent (not comparable or
similar) position with equivalent employment
benefits, pay, and other terms and conditions of
employment.
If an employee would have been laid off had she/he
not been on a family leave of absence, any right to
reinstatement will be whatever it would have been
had she/he not been on a leave of absence when the
layoff occurred.
Effect on Accrued Benefits
Taking a family leave will not result in the loss of
any employee benefit accrued prior to the date on
which the leave began. An employee will not accrue
any right, benefit, or position of employment other
than one which she/he ~+ould have been entitled to
had a leave not been taken.
Continuation of Employee Benefits
An employee on a family leave maY remain a
participant in The Village of Teauesta's employee
benefit plans throughout the duration of the leave, as
if actively employed. She/he will be required to Ray
the same cost of coverage as if actively at work If
the employee fails to return to work at the conclusion
of the leave, The Village of Tequesta may require the
employee to reimburse it for the full cost of health
care coverage during any period of unpaid leave
However, the employee may not be asked to
reimburse The Village of Tequesta if she/he fails to
return to work because of leeitimate medical reasons
or circumstances beyond the employee's control; or
because of the continuation, recurrence, or onset of a
serious health condition.
DRAFTED: RLG/Mar 12, 2004/Filed: FMLA 5.7
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
-'-- Formatted: Bullets and Numbering
-- - ------------- ------------ ------ Formatted
•
Ir
VILLAGE OF TEQUESTA
PERSONNEL POLICY
r~
U
TITLE: GRIEVANCE PROCESS
POLICY: 3.3
EFFECTNE: July 1, 21104
REVISED: #I}~VAprill.2007
PAGES: 1
CONTENTS: This policy consists of the following
numbered sections:
I. Policy Statement
II. Procedure
PURPOSE: To establish standazdized grievance
procedures for non-represented employees.
I. POLICY STATEMENT:
Sten 2. If the employee is not satisfied with the
solution by the department head, the employee must
submit the grievance, in writing, to the Village
Manager within twenty (20) working days of the
alleged occurrence. This written notice shall include
the
Formatted: Bullets and Numbering
reasons ~a$6H5 for the dissatisfaction
with the department head's solution,
The Village Manager shall attempt to resolve the
grievance within five (5) working days after it has
been presented to him/her. The Village Manager is
the final authority on grievances presented by
non-represented Village employees.
DRAFTED : RLG/Jan 8, 2003/Filed: Grievance Process 3.3
It is the policy of the Village of Tequesta to afford all
employees a means of obtaining further consideration APPROVAL:
of problems when they remain unresolved at the
supervisory level, and to establish policies and
procedures that provide for timely resolution of
grievances.
Adherence to the procedures outlined below is
mandatory for all concerned, except that time limits
may be extended for good cause.
II. PROCEDURE:
Step 1. An Employee must present a grievance
within ten (10) working days of its alleged
occurrence to the employee's immediate supervisor
and/or department head, who shall attempt to resolve
it within five (5) working days after it is presented to
them.
This written notice shall include the followine
a~ Statement of the grievance and relevant facts
b) Remedy sought
1
MICHAEL COULGO, MANAGER
TEQUESTA,FLORH)A
t- - Formatted: Bullets and Numbering
VILLAGE OF TEQUESTA
PERSONNEL POLICY
•
•
TITLE: HOURS OF WORK
POLICY: 2.3
EFFECTIVE: July 1, 2004
REVISED: April 1, 2007 2.n~ inr.,..,,~, ~nn~~
s
PAGES:
CONTENTS : This policy consists of the following
numbered sections
L Policy Statement
II. Tardiness
III. Attendance Records
PURPOSE: To establish a policy setting uniform
hours of work for employees.
I. POLICY STATEMENT:
The Village workweek shall begin at midnight on
Sunday through 11:59 p.m. on Saturday. Except as
otherwise provided by any applicable labor
agreement, the normal working hours for
administrative and office personnel are eight (8)
hours, from 8:30 a.m. to 5:00 p.m., Monday through
Friday. The hours of work for shift and field
personnel may vary but shall be guided by the most
efficient and effective arrangement to the Village.
II. TARDINESS:
Advance notice of anticipated tardiness is expected;
notice of unavoidable tardiness is expected when
possible. Failure to do so will be construed as an
unexcused absence, and the time missed will not be
paid. Excessive tardiness will result in disciplinary
action, including possible termination.
Notification by another employee, friend, or relative
is not considered proper except in an emergency
situation where the employee is physically unable to
make the notification.
III. ATTENDANCE RECORDS:
Each department will maintain daily attendance
records, including date and time absent and reason
for absence. Attendance shall be a consideration in
determining promotions, transfers, satisfactory
completion of probationary periods, and continued
employment with the Village. Frequent tardiness or
other attendance irregularities shall be cause for
disciplinary action.
Hours for part-time and certain employees may vary
from the normal office hours noted above due to the
nature of their duties and will be determined by the
appropriate department head.
DRAFTED:RLG/Dec 23,2003/Filed:Work Hours 2.3
The Village shall provide each employee with one
(1) hour for a meal. The meal period is unpaid for 'h APPROVAL:
hour and paid by the Village for '/2 hour. ~-^~y
are-entitled to fifteen-fl3~--rr-i~t '^ ' *~
mer+ti+~g--and-a ftfteen-rl ~Tmin~te breal~-~-«tne
~~~
Occasions may arise when the service to the citizen
can be improved through the adjustment of an
employee's work hours. This will be done at the
discretion of the department head.
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
• VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: LEAVE OF ABSENCE
POLICY: 5.8
EFFECTIVE: July 1, 2004
REVISEDPLACED: #~VI~April 1, 2007
PAGES:
CONTENTS: This policy consists of the following
numbered sections:
I. Policy Statement
PURPOSE:
• 1) To establish procedures by which an-a re.uF lar,
full-time employee, with over twelve (12~ months of
continuous service, may request a leave of absence
from employment with the Village; 2) To establish
conditions of which approved requests for leave of
absence are administered.
leaves may be granted after vacation accrual has been
exhausted. Sick leave accruals may not be used for
non-medical leaves. Medical leave without pay may
be granted for a period, which when combined with
other leaves, may not to exceed six months. For
unionized employees, the provisions of their union
contract limit maximum time off. Medical leave may
be used for disability/illnesses (including
maternity-related disabilities) which extend beyond
the period of accrued sick leave and FMLA
eligibility. (Vacation accruals mustn~ay also be used
before starting an unpaid medical leaver after sick
leave accruals are exhausted.)
Requests for medical leave must be accompanied by
documentation from the employee's attending
physician. All leave requests, both medical and
non-medical, will be routed to the respective
department head for approval. Approved requests
shall be forwarded to the Village Manager for review
and concurrence via the Personnel Action Form.
Under no circumstances may an employee use a
leave of absence to work for another employer or to
pursue self-employment. Leaves are designed to
accommodate employees who have critical personal
situations only.
I. POLICY SATEMENT:
Requests for leave of absence without pay shall be in
writing on a Personnel Action Form and shall state
specifically the reasons for the request, the date
desired to begin the leave, and the date of return. The
request shall normally be submitted by the employee
to the affected Department Head. The Department
Head shall recommend to the Village Manager
whether the request should be granted, modified, or
denied. The Village Manager shall then make a
decision based upon the best interest of the Village,
giving due consideration to the reasons given by the
employee, and the requirements of any applicable
State and Federal laws.
No sick leave, holiday, vacation benefits or any other
fringe benefits shall accrue while the employee is on
leave of absence without pay. T''° ,,,^'^~~°°'°
ef--tl~e-al~se~c~fer 'poses-~e~~ti-rig
~~
Any employee on an approved leave of absence may
continue his or her medical, dental and life insurance
coverage by paying the full cost to the Village in
advance for each month or portion thereof of which
he or she is absent, subject to limitations set by the
insurance carrier.
~ The Village Manager may grant a regular, full-time
employee a leave of absence without pay not to
exceed ninety (90) days for non-medical purposes.
Non-medical leave is unpaid leave time for career
advancement, personal or family situations. Such
Upon expiration of the leave of absence, the
employee shall be reinstated in the position held at
the time the leave was granted or another equivalent
position. Return from a medical leave of absence
requires a physician's clearance.
• I Upon extenuating circumstances, the Village
Manager^^^^~^*~^^ ^~~*'~^r~*•~ may grant an extension
of a leave period upon written request by the
employee. Any&~ extension may not exceed
thethree six months provision outlined above, nor any
union contract provision limiting maximum time off
the job, and will be based on departmental as well as
employee considerations.
Employees who fail to return to work on the date
specified in the leave request without receiving an
extension in advance are subject to disciplinary
action up to and including termination.
DRAFTED: RLG/Mar 15, 2004/Filed: Leave of Absence 5.8
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
•
•
VILLAGE OF TEQUESTA
PERSONNEL
TITLE: NEPOTISM
POLICY: 2.4
EFFECTIVE: July 1, 2004
REPLACES: 2.07 (March 2001)
PAGES: 1
CONTENTS : This policy consists of the following
numbered sections:
I. Policy Statement
PURPOSE: To establish policy for the employment
• of immediate relatives in order to assure the reality
and appearance of fairness in the best interest of the
Village.
I. POLICY STATEMENT:
No person may be employed in a position supervised
by a family member. Family members shall not be
placed in a position such that one member;
a) [s required or authorized to review the work,
personnel documents, expense account or
time records of another family member
b) Has dependent responsibilities in respect of
the other (for example: purchasing and
accounts nayable)
cl Disburses petty cash to the other
d1 Directly or indirectly influences the
performance or opportunity of the other
is-fe~aifed of 8utheflzed to revieiv~" -o.mn-' ,
pefsennel docume+tf~, expense aeeea~ar~~,,,~
.._,,.. „+ „ ,..w„_ ~.,,,J .-.w~_. Further, to
prevent the possibility of actual or alleged favoritism,
the Village further prohibits family members from
working in the same department. For the purposes of
this section, a family member shall be defined as the
employee's spouse, pazent, step-parent, brother, sister
and their spouses, step-brother, step-sister and their
spouses, children and their spouses, father-in-law,
POLICY
mother-in-law, sister-in-law, brother-in-law,
grandparents and their spouses, stepchildren and their
spouses, grand-stepchildren and their spouses, aunts,
uncles, nieces, nephews and persons residing in the
same household as the employee.
DRAFTED : RLG/Dec 26,2003/Filed:Nepotism 2.4
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
'- -- Formatted: Bullets and Numbering
•
•
•
•
~a~a~va>3ses €e~- vasa~~et~--~~rnay=-besa
r.., rr,crrxv ..t,u ,,,v„ r
~ei ~~6 ~tfe A.~1..~:«:..r«.,ti.,o D..1:..., VA!`ATil1Ai
J 1, A \/7~' F « .,,7.7'x' I ,7 ,a ' F r'
.~. ; ..~~~aamoi~m=pivcc°auicsuna-rsrlvrrrrcrcivrr,
{~~~c8~1~~:
Iriir!`uACr rnrl~~n I~iiA NA!`CD
t
RECOMMEND
DELETION OF THIS
POLICY
• VILLAGE OF TEQUESTA
PERSONNEL POLICY
DRAFTED:RLG/Jan 7, 2005/Personal Days 5.9
TITLE: PERSONAL DAYS
POLICY: 5.9
EFFECTIVE: January 1, 2005 APPROVAL:
MICHAEL COUZZO, MANAGER
REVISED: N~April 1, 2007 TEQUESTA, FLORIDA
PAGES: 1
CONTENTS: This policy consists of the following
numbered sections
I. Policy Statement
PURPOSE: To establish policy on the use of personal
days.
1. POLICY STATEMENT:
Each regular employee who works a typical eight (8)
hour per day schedule or shift is entitled to three (3)
personal days per year. These days are credited to
employees on January 1 of each year and must be used
before or on December 31 of the same year. Personal
days do not accrue beyond the calendar year.
Probationary employees shall receive personal days
pro-rated from the time after which they become
permanent employees. Personal days shall be
scheduled and approved in advance.
Three (3) additional days of personal leave per
calendar year are provided to exempted employees
who are not eligible to earn either overtime or
compensatory time.
Personal days are not eligible for layout upon
termination.
• VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: PERSONAL INFORMATION &
PERSONNEL RECORDS
POLICY: 1.3
II. IDENTIFICATION OF
PERSONNEL RECORDS:
A. Permanent Documents. Documents
retained in the folder throughout the association of an
employee with the Village.
EFFECTIVE: July 1, 2004
REVISED: April 1, 2007
PAGES: 2
CONTENTS: This policy consists of the following
numbered sections:
I. Policy Statement
. IL Identification of Personnel Records
III. Release and Accessibility of Records
IV. Retention Schedule
V. Updating Records
PURPOSE: To establish procedures and
responsibilities for the maintenance of employee
Personnel Records.
I. POLICY STATEMENT:
A. Establishment of procedures and responsibilities
for the maintenance of personnel records.
1. Employee application & hiring
documents
2. Job description and specification
information
3. Job performance ratings and evaluations
4. Education/training information
5. Personnel action forms
6. Disciplinary documents
7. Letters of appreciation, commendation
or discipline.
B. Temporary documents (personnel).
Documents which have limited retention of three (3)
calendar years or less unless otherwise provided
pursuant to labor agreement. Examples include:
1. Administrative correspondence relating
to leave/vacation requests.
2. All other administrative documents of
limited informational life span.
III. RELEASE AND ACCESSIBILITY OF
RECORDS:
1. The Human Resource Director is responsible for
establishing and maintaining an official personnel file
for each employee of the Village.
2. Department Heads are responsible for the
forwarding of documents for inclusion in the
personnel files of those employees assigned to their
department.
3. Only the Human Resource Director may remove
items from an employee personnel file with
notification to respective Department Head.
4. Separate personnel files shall not be maintained
by the individual departments.
Information contained in an employee's personnel
file will only be released to the public in
conformance with Florida Statute and Public Records
Laws. Personnel files will be available for inspection
and copying, but will not be allowed to be removed
from the Human Resources Department. All requests
for employee information shall be forwarded to the
Human Resource Director, through the Village
Clerk's office.
All medical information relating to the employee is
kept in a separate medical records file. Access to
these medical files is tightly controlled and
ordinarily, medical information is supplied in
accordance with the worker's written specific
request.
IV. RETENTION SCHEDULE:
These records are maintained during the tenure of the
employee and for the minimum number of years
required by law after the employee leaves Village
employment.
V. UPDATING RECORDS:
Employees are required to inform the Human
Resource Office when they move, change their
telephone number, or have other changes in their
personal information so the Village can keep their
records accurate and up-to-date. It is your
responsibility to see that the Village has your address
and other information so that they may communicate
with you as needed.
DRAFTED:RLG/Dec I1, 2003/Filed: Personnel Records 1.3
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
•
•
VILLAGE OF TEQUESTA
PERSONNEL POLICY
Violation of this policy will result in cost
reimbursement to the Village and may subject the
employee to additional disciplinazy action.
•
•
•
•
TTTLE: PERSONAL TELEPHONE CALLS
AND USE OF CELLULAR PHONES
POLICY: 3.6
EFFECTIVE: July 1, 2004
REVISED: +11-F~~VAnril 1, 21)07
PAGES: 1
CONTENTS: This policy consists of the following
numbered sections:
I. Policy Statement
II. Procedure
[I[. Cellulaz Phones
PURPOSE: To provide for control of incoming and
outgoing personal telephone calls and guidance on
the use of personal and Village issued cellular
telephones.
I. POLICY STATEMENT
Village phones aze to be used for Village business
and may be used for personal business on a limited
basis only.
II. PROCEDURE:
Personal tTelephone calls received during business
hours must be held to both a minimum number and
time limit and must not interfere with the employee's
work.
When a toll call must be placed, the call is to be
billed to the employee's home number or collect.
It is the employee's responsibility to ensure that no
cost to the Village results from their personal
telephone calls.
III. CELLULAR PHONES:
While at work, employees are to exercise discretion
in using personal cellular phones. The Village of
Tequesta expects food judgment to be exercised in
limiting personal calls during. work time as well as
keep>~ cell phone ring volume to a minimum. It is
recognized that family or other personal emer eg_ncies
demand immediate attention but personal calls should
be made on non-work time wherever possible.
Employees who are issued Village cellular phones
aze expected to protect the equipment from loss.
damage, or theft and must return the phone to his or
her supervisor upon termination of employment or
where a position change necessitates this.
Employees with Villa>;e cellular phones are
encouraged to refrain from using the phone while
drivin ~ Formatted: Bullets and Numbering
DRAFTED:RLG/Jan82003/Filed: TelephoneCalls 3.6
APPROVAL:
MICHAELCOUZZO,MANAGER
TEQUESTA, FLORIDA
•
•
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: RE-EMPLOYMENT
POLICY: 2.9
EFFECTIVE: August 1, 2007
REVISED: NEW
PAGES: 1
CONTENTS : This policy consists of the following
numbered sections:
I. Policy Statement
II. Reemployment Process
III. Seniority
PURPOSE: To establish a policy and procedure for
reemploying employees.
I. POLICY STATEMENT:
The Village is pleased to consider applications for
vacancies from former employees. Former employees
who were terminated for cause, who had poor service
records, or who quit without notice are not eligible
for reemployment. Continuous service credit is given
to employees who leave the Village if they are
reemployed within 60 days of their termination date.
Such reemployed employees will be considered
reinstatements. Employees who return after a break
in service in excess of 60 days must qualify for
benefits on the same basis as newly hired employees
and are considered rehires.
II. REEMPLOYMENT PROCESS:
The reemployment process will be in accordance
with the Village's hiring process, and also in
accordance with all special requirements for
individual departments.
DRAFT-
NEW POLICY
llI. SENIORITY:
Reinstated personnel are eligible for sick and vacation
accruals tied to seniority.
DRAFTED : VIR/Aug 1, 2007/Filed: Reemployment 2.9
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
t
•
•
•
•
•
•
VILLAGE OF TEQUESTA
PERSONNEL POLICY
1. Observe all Village safety and health rules ands
TITLE: SAFETY AND ACCIDENT apply the principles of accident prevention in my
PREVENTION day-to-day duties.
POLICY: 7.9
EFFECTIVE: July 1, 2004
REVISED~fEB: N4SkVApril 1, 2007
PAGES: 2
CONTENTS: This policy consists of the following
numbered sections:
I. Policy Statement
II. Responsibilities
PURPOSE: To establish guidelines and lines of
responsibility for maintaining a safe and healthy work
environment.
POLICY STATEMENT:
The Village recognizes the need for the development
of safe working practices for every employee and
desires to promote on-the job safety by encouraging
the proper design and use of buildings, equipment,
tools, and other devices.
Administration of the safety program should be the job
of the supervisor. They should be constantly on the
alert to observe and report unsafe working practices or
existing hazardous working conditions with the aim of
immediate correction. Each Department Head or
supervisor shall make sure that the employee under
his/her supervision is well acquainted with existing
safety rules and shall see that the rules are uniformly
enforced. Safety education of all employees shall be
promoted by supervisors adhering to all safety rules.
II. RESPONSIBILITIES:
It is the responsibility of all employees to cooperate in
making the safety program work. Employees must:
Formatted: Bullets and Numbering
2. Report any job-related injury, illness or property
damage to my supervisor and seek treatment
prompt.
3. Report hazazdous conditions (unsafe equipment,
floors, material) and unsafe acts to my supervisor
or safety committee representative promptly.
4. Observe all hazazd warning and no smoking signs.
5. Keep aisles, walkways and working azeas clear of
slipping/ttipping hazards.
6. Know the location of fire/safety exits and
evacuation procedures.
7. Keep all emergency equipment such as fire
extinguisher, fire alarms, fire hoses, exit doors,
and stairways cleaz of obstacles.
8. Not report to work under the influence of
alcoholic beverages or drugs nor to consume them
while on company premises.
9. Refrain from fighting, horseplay, or distracting
my fellow workers.
10. Remain in my own work area unless I am
authorized otherwise.
11. Observe safe operating procedures for all
equipment l am authorized to operate.
12. Follow proper lifting procedures at all times.
13. Ride as a passenger on a vehicle only if it is
equipped with a rider's seat.
14. Be alert to see that all guards and other protectivet -- Formatted: Bullets and Numbering
devices are in their proper places prior to
operating equipment.
•
•
•
•
•
15. Not weaz frayed, tornor loose clothing,_iewelrv, or
Iona unrestrained hair neaz moving_machinery or
other sources of entanglement, or around electrical
equipment.
16. Actively support and participate in the Villaee's
efforts to provide a safe and healthvpro rg am.
~~
~ w1,..:~ ,.f ., .-..C ,. ...I:a:,....-
~. ,.~...,y ::F,a,:
4he A'
n,cj-~i~iv:~T
. ~n
- . ~e-per.,en ~ ~e~;ip<„~,t ~~ -a
of va ..h.. ..Cm .,4e~. ..~„
..,,,, h.. _,7 h.,t...,,.o.e. _e,, , ,
W.....u.......~~ ..,,~
~. a ea ~ e
.,.,, .,.
The Employee's Safety and Health Committee meets at
least quarterly to review accidents that have occurred,
discuss recommendations for improved safety and
formulate safety rules and procedures.
A safety bulletin boazd will be provided for the display
of safety meeting minutes, safety posters and other
safety education material. A safety bulletin board will
be maintained at each Village facility.
Employees aze encouraged to provide safety materials
for the safety bulletin boazd and safety meetings.
Safety complaint/suggestion forms are available from
the members of the Health and Safety Committee.
DRAFTED: RLG/Mar 15, 2004/Filed: Safety and Accident
Prevention 7.9
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
Formatted: Bullets and Numbering
Formatted: Bullets and Numbering
•
•
•
•
•
•
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: SICK LEAVE
POLICY: 5.1
EFFECTIVE: July 1, 2004
REVISED: du+~Z99SApril 1, 2007
PAGES: 3
shall be reimbursed back to the Village if the
employee fails to successfully complete probation.
This deduction will be withheld from the employee's
final paycheck at the time of
separation.
II. ACCRUALS AND BENEFITS:
CONTENTS : This policy consists of the following
numbered sections:
I. Policy Statement
II. Accruals and Benefits
III. Notification
IV. Sick Leave Usage
V. Employee Responsibilities
VI. Sick Leave Sharing
Vll. Sick Leave Buv Back
~II-VI II. Termination
PURPOSE: To establish guidelines for the use of
sick leave for personal illness and on-the job injuries
for Village employees.
I. POLICY STATEMENT:
General. All full-time and part-time employees shall
be entitled to sick leave as follows:
Sick leave shall accrue as provided herein from the
date of initial employment. Un-represented full-time
employees shall be granted sick leave at the rate of
eight (8) hours for each calendar month of service.
The accrual of sick leave for represented employees
shall be in accordance with the applicable collective
bargaining agreement. Part-time employees who
regularly work 30 or more hours per week shallrrtay
be granted sick leave at a pro rata rate of six 6
hours for each calendaz month of service. Part-time
employees who regularly work less than 30 hours per
week are not entitled to sick leave. Any accrued sick
time used during the first six months of employment,
Sick leave granted and not used shall accrue to the
credit of each such employee, up to a maximum total
accumulation of one thousand sip-two hundred and
ninety six (-1-~FiOAI 296) hours. u°•• °- °~^' '°
€eller~~
In any case in which an employee shall be entitled to~_
benefits or payments under the Workers'
Compensation Act or similar legislation of the State,
or any other governmental unit, the Village shall pay
the difference between the benefits and payments
received under such Act by such employee and the
regular rate of compensation he would have received
from the Village if able to work. The foregoing
payment or contribution by the Village shall be
limited to the period of time that such employee had
accumulated sick leave credits as hereinabove
specified. Furthermore, the sick leave benefits herein
specified shall not be applicable to any employee
who is covered by any relief and pension act or
similaz legislation providing for sickness and/or
disability payments, or the State, granting
substantially equal or greater benefits than herein
provided. Sick leave shall not accrue during leaves
of absence without pay.
III. NOTIFICATION:
When any employee utilizes sick leave he/she must
notify his or her Department Head or designated
supervisor immediately. Notification should be
within 30 minutes after the beginning of the
1
Formatted: Bullets and Numbering
•
•
•
•
•
•
scheduled workday. Failure to do so may result in
denial of sick leave pay and disciplinary action, if
appropriate. The employee should also let the
supervisor know when he/she expects to return to
work. Police and Firefighters have more stringent
notification requirements because of their need to
provide adequate shift coverage.
A full-time employee who is on sick leave as above
specified for a period of 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
payment is authorized.
IV. SICK LEAVE USAGE:
Sick leave benefits shall apply to bona fide cases of
sickness, accidents, doctor or dental appointments,
maternity leave, and requests for the employee's
presence by immediate family, doctor or clergy due
to family illness or emergency.
Sick leave shall be rounded off to the neazest half
hour.
No sick leave will be given to an employee in excess
of the amount earned and available to the employee.
When an employee is transferred to another position,
any unused sick leave which may have accumulated
to the employee's credit shall transfer with the
employee.
An employee may utilize vacation time when sick
leave has been exhausted, with authorization from
their Department Head.
Earned sick leave accruals must be exhausted prior to
taking an unpaid medical leave of absence.
V. EMPLOYEE RESPONSIBILITIES:
It is the responsibility of each Department Head or
designated supervisor to ensure the provisions of this
policy aze observed. Corrective action should be
taken in instances of suspected abuses or
2
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 Human Resource
Director to ensure that proper accountability of sick
leave is kept on all eligible employees. This shall
include keeping a record of accruals and utilization.
Departments may establish more restrictive sick
leave procedures as long as they are not in conflict
with applicable labor contracts and are necessary for
the effective operation of the department.
VI. SICK LEAVE SHARING:
The Village Manager may permit afull-time or part-
time employee to receive sick leave donations from
other qualified employees under this subsection if:
1. The employee suffers from an illness, injury,
impairment, or physical or mental condition which is
of an extraordinary or severe nature and which has
caused, or is likely to cause, the employee to:
(a) Go on leave without pay status; or
(b) Terminate Village employment,
2. The employee's absence and the use of shared sick
leave aze justified.
3. The employee has depleted or will shortly deplete
his or her annual vacation leave and sick leave
reserves.
4. The employee has abided by all personnel rules
regazding sick leave use.
The Village Manager shall determine the amount of
sick leave, if any, which an employee may receive
under this section. However, an employee shall not
receive, in donations, a total of more than seven
hundred and twenty hours (720) of donated sick
leave.
Donated sick leave shall be utilized in the order of
receipt by the Village Manager. Such leave shall be
donated in eight (8) hour increments.
The amount of sick leave time transferred under this
section which remains unused shall be returned to the
employee or employees who transferred the leave at
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the time the Village Manager finds that the leave is
no longer needed or will not be needed at a future
time in connection with the illness or injury for which
the leave was transferred.
VII. SICK LEAVE BUY BACK
Effective December I of each fiscal veaz, any eli ible
employee who has been continuously employed for at
least twelve X12) months and who has an accrued
sick leave balance of 480 hours, and who has taken
no more than forty (40) hours of sick leave durine the
the twelve (12) month period immediately preceding
December 1 of each fiscal year, may surrender 40
hours for cash payment at one hundred percent
L00%) of their current hourly rate. Any additional
eligible hours may be redeemed at fifthpercent
(50%) of their current hourly rate. However,
employees must have at least 360 hours of sick leave
remaining after surrendering sick leave for cash
p~ment, to be eligible to buy back sick leave under
these provisions.
VIII. `T-.'". TERMINATION:
Employees who resign with the proper two-week
notice and who have been an employee for at least
one yeaz aze reimbursed for a portion of sick leave
accrued. Payment for any sick leave shall be
provided to those full-time and part-time who have
successfully completed their probationary period.
Temporary employees and Interim Firefighters are
not eligible for sick leave payment. The amount of
reimbursement shall be a percentage of any accrued
sick leave, up to the maximum accrual amount. The
percentage is based on whole completed yeazs of
service with the Village as follows:
One (I) through four (4) completed years of
employment - 25 percent reimbursement for sick
leave.
Five (5) through nine (9) completed years of
employment - 33 percent reimbursement for sick
leave.
Ten (10) through nineteen (19) completed years of
employment -43--40 percent reimbursement for sick
leave.
Twenty (20) or more completed yeazs of employment
- 50 percent reimbursement for sick leave.
3
DRAFTED: RLG/Dec 29,2003/Filed: Sick Leave 51
APPROVAL:
MICHAEL COUZLO, MANAGER
TEQUESTA, FLORIDA
Formatted: Bullets and Numbering
`------- Formatted: Bullets and Numbering
VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: TRAINING PROGRAMS
POLICY: 6.2
EFFECTIVE: July 1, 2004
REV ISEDP-I~EB: l~irW'April 1, 2007
PAGES: 2
CONTENTS: This policy consists of the following
numbered sections:
I. Definitions
^_-I'. Policy Statement
111. Work Related Programs, seminars.
conferences. Conventions and Workshops
IV. Tuition Reimbursement-H~herEducation
Programs, including degrees and
certifications
1-1-V. Procedure
n i nom,.,,., a ...,,
PURPOSE: To promote and facilitate training and
cazeer education which meets the dynamic needs of the
Village.
DEFINITIONS:
As addressed by this policy, training is defined as any
work related ~egrselseminar, conference,
convention, course,~r workshop or higher education
program attended by an employee whose tuition and
expenses are funded in whole or in part by the Village
eF-while the employee is in a paid status with the
Village. Eligible employees for formal higher
education elective prams and courses aze defined as
regular full-time or ~ - -~ ~ part-time employees with a
minimum of one (1) year continuo~is sc~tii~e
II. POLICY STATEMENT:
1. It is the policy of the Village to encourage
and coordinate training opportunities for employees
and supervisors in order that services rendered to the
Village will be more efficient and effective.
II1. WORK RELATED PROGRAMS,
SEMINARS, CONFERENCES,
CONY ENTIONS AND WORKSHOPS:
The Village normally pays for these programs in
advance, provided that funds have been budgeted and
an invoice is submitted from the oreanization. Where
the emplovee pays For the program directly, any
request for reimbursement will be processed after the
emplovee has attended the program. Where a
certificate of attendance or completion is given, a copy
should be submitted to the Human Resources
department.
Except where the Village required attendance at these
pro>rams, employees will be required to repay thet- --- Formatted: Bullets and Numbering
Village on a pro-rated basis, where they terminate
employment within one (11 month of attendance. Time
in attendance at these short programs areis considered
training hours
IV TUITION RF.IMRURSEMENT-
HIGHER EDUCATION PROGRAMS
INCLUDING DEGREES AND
CERTIFICATIONS:
~. Employees aze encouraged to continue their
formal education through participation in
off-duty/non-working hours educational programs.
Reimbursement for educational expenses incurred by
such participation may be granted for job related
courses with prior approval of the Department Head,
provided funds have been budgeted for such
reimbursement. Programs must he approved in
advance by the department head and the Village
Manager, usine the F?mnlovee Tuition Assistance
Request Form
Any reimbursement shall only be after successful
completion of the course/ program. Successful
completion shall be defined as receipt of a certificate
of satisfactory completion or a grade of C (2.0 grade
point) or better in the case of academically rated
courses (or attainment of pass in a pass/fail grading
system.). Tuition reimbursement is for the course
I
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only~up to a maximum of $3,000 per tiscal year; 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.
rl,....o .~ .., 1.,, .~ ..~L,.. 1..., a ~.. f. n. ..1 oral rMo
Consideration of employee requests for tuition
reimbursement is dependent upon budgetary
constraints and the recommendation of that employee's
Department Head. Time spent in attendance at these
courses and hi¢her education programs shall be
considered the employee's personal time and is not
counted as time worked.
3. It is the policy of the Village to maximize
transference of
• knowledge resulting from training provided by the
Village.
• 4. This policy is subject to and limited by the
conditions of an affected employee's labor contract.
Vim. PROCEDURE:
1. Attendance at training programs will be
approved at the Department Head level, except as
follows:
a. Attendance at a training program
involving out-of--state travel by an employee requires
approval by the Village Manager prior to registration.
2. Any dispute regazding eligibility or the level
of reimbursement may be appealed to the Human
Resource Office for resolution.
3. Village-sponsored and required training shall
generally be arranged during regularly scheduled work
hours. A Department Head may change the standazd
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. Employees who acquire training on their own
time and expense aze encouraged to notify the Human
2
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Resource Office so the information can be noted in the
employee's personnel file.
5. The Human Resource Office shall maintain
an employee training history, and shall periodically
audit training attendance and policy compliance.
DRAFTED: RLG/Nrar 22, 2004/Filed: Training Programs 6.2
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORIDA
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VILLAGE OF TEQUESTA
PERSONNEL POLICY
Department. This requires a check request
submitted by the appropriate department If
expenses aze to be reimbursed it will be done on
TTTLE: TRAVELEaPENSE5 completion of the authorized travel and requires
submittal of the proper claim. A
POLICY: 6.1
EFFECTIVE: July 1, 2004
REVISED: Anril 1.
2007
reasonable class of accommodation shall be selected
where choice is available. The single rate should be
cleazly indicated on all receipts.
PAGES:
CONTENTS: This policy consists of the following
numbered sections:
I. Policy Statement
II. Overnight Trips
III. Local Travel and Expenses
IV. Non-Allowable Expenses
PURPOSE: To establish policy guidelines on Village
reimbursement for expenses while on Village business.
POLICY STATEMENT:
It is the policy of the Village to cover expenses
incurred byreitt~urse employees for reasonable and
necessary expenditures made by employees while on
official Village business, to include lodging, and-meals
and mileage.
..,:,° ° .°~ «~,. °~~°.. °,.~° ~,°.:,,,. ..u
......, .,ti... ~., ~..., u.=
ether allowable e~rpenses-en aefdel ees~-l~s:s. X411
Requests for
these expenditures may be paid in advance or as a
reimbursement. Claims for reimbursement of travel
expenses, other than mileage, shall be accompanied by
invoices and/or receipts showing proof of payment of
such claims, e,. the d°~'~ °°' ~'~°-~
cp,
,;a°,a w°.°°w°.
~.
II. OVERNIGH'h TRIPS: LODGING,
MEALS AND MII.h,AGE
a-Lodging and Meals. Hotel/motel and meal expenses
may be paid in advance by the Finance
b_Meal expense daily r°~„rrates are:
Breakfast -- $ 6.00
Lunch -- $ 12.00
Dinner -- $ 18.00
c. Mileage Allowance. Employees
who utilize their personal vehicles on travel
assignments will be ap id the allowable Federal IRS
Publication 1542 rate
eettts-$848. Each employee who drives a private
vehicle on Village business must have liability
insurance on said vehicle.
When two or more employees are attending the same
seminar, convention, or meeting, carpooling shall be
practiced whenever possible. The actual speedometer
reading, or the results from a reliable mile calculator
tool from Village Hall or home to destination and
return to Village Hall or home ma be used for
reimbursements. Where requests aze submitted in
advance of travel, the mile calculator print-out may be
used to establish distance. The Village will onl~pav
for direct travel from Village Hall or home to
destination and back.
III. LOCAL TRAVEL AND EaPENSES:
a. Local Mileage. No mileage will beF
paid for commuting from an employee's personal
1
'~, Formatted: Indent: Left: 0", Numbered +
Level: 1 + Numbering Sryle: a, b, c, ... + Stz
at: 1 + Alignment: Left + Aligned at: 0.5" +
Tab after: 0.75" + Indent at: 0.75", Tab stc
0.25", List tab + Not at 0.75"
1 Formatted: Indent: Left: 0"
Formatted: Condensed by 0.1 pt
Formatted: Bullets and Numbering
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residence to Village Hall or a work station.
b. Local Meals. Reimbursement for
meals will be allowed only where the employee is
attending a seminaz or conference as a representative
of the Village for a specific purpose, or where the
employee's attendance will directly benefit the Village.
The request for reimbursement of local meals should
including the following information:
(1) Date
(2) Place
(3) Meeting Attended
(4) Specific Reason for Attendance
Parking Fees will be reimbursed by actual cost and
receipts shall be presented where possible.
If an employee reimbursement is necessary, the
reimbursement will be handled by the Finance
Department after the "Travel Expense" form is turned
in.
IV. NON-ALLOWABLE EXPENSES:
]. Tobacco.
2. Alcoholic beverages.
3. Entertainment.
4. Personal telephone calls to home (limited to
one per day).
5. First class travel accommodations when
economy or coach class are available.
6. Fines, forfeitures or penalties.
7. Expenses of a spouse or other non-employee.
8. Loss or damage to personal property.
9. Bazber, beauty parlor, shoe shine or toiletries.
10. Personal postage.
DRAFTED: RLG/Feb 9, 2004/Fded: Travel Expenses 6.1
APPROVAL:
MICHAEL COUZZO, MANAGER
TEQUESTA, FLORH)A
2
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VILLAGE OF TEQUESTA
PERSONNEL POLICY
TITLE: TYPES OF EMPLOYMENT- whose position meets specific tests established by
DEFINITIONS the Fair Labor Standazds Act (FLSA), and state
law and who are exempt from overtime P>aY
POLICY: 2.6 requirements.wgese-Pos+tit~,-*s-~'^s.~i-€ed
EFFECTIVE: July 1, 2004
REPLACES: ?i-I"rV1~April 1, 2007
PAGES:
CONTENTS: This policy consists of the following
numbered sections:
I. Types of Employment
• PURPOSE: To establish guidelines and definitions
_ for types of employment and for entitlement to
benetts.
1. TYPES OF EMPLOYMENT:
A. "Anniversazy date" means the date that an
employee begins employment with the
Village and the same date in following years
unless the anniversary date is adjusted
consistent with the procedures set forth in
the Human Resource Office.
B. "Department Head" means each of the
following: the Village Clerk, Finance
Director, Director of Community
Development, Police Chief, Fire Chief,
Community Development Director, Public
Works Director, Director of Parks and
Recreation, Utilities Director, Assistant
Village Manager, Human Resource Director.
C. "Employee" means any person holding a
position or employment with the Village and
who is paid wholly or in part from Village
funds.
D. "Exempt employee" means an employee
E. `Hourly non-exempt" means an emplovee whosef ------ Formatted: Bullets and Numbering
position does not meet FLSA and state exemption
tests and who are paid on an hourly basis plus
overtime pay.
F. "Full-time employee" means an emplovee•------- Formatted: Bullets and Numbering
who is re ug lady assigned to work forty
hours per week.
"Foil Hme employee" ~'^• ^° ° "~
..,g.,.,... y ..oo,b~..,v
E-G. "Part-time employee" means any------- Formatted: Bullets and Numbering
employee who is regularly assigned to work
less than forty hours per week. Part-time
employees who re>ularly work 20 or more
hours per week may be eligible for some
benefits. Eli ibility status will be stated in
the relevant policy,
H. "Probationary employees" are PoliceF
Officers and fire fighters with less than one
(1) year's service and all other employees
with less than one hundred and eighty (1801
calendar days of service, or who are working
during an extended introductory period.
Department heads who are "at will"
employees, serve no probation period.
Formatted: Bullets and Numbering
6-"Regulaz rate of pay" means the hourly rate of~ ------ Formatted: Bullets and Numbering
pay actually paid an employee for the normal,
non-overtime work week for which he/she is
employed.
~I_"Temporary emplovee" means an emplo,~eF Formatted: Bullets and Numbering
who is hired for apre-established period of
up to 180 days, usually for a special project
or other work of a temporary nature. They
may work afull-time or part-time schedule.
They are inelieible for Village benefits
unless otherwise provided by law
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Temporary agency employees are not
employees of the Village.
J. "Seasonal employee" means an employee
hired for a specific period, usually during
the summer or for a nre-established period
of up to 180 daffy may work full or
part time schedules and are ineligible for
Village benefits unless otherwise provided
by law.
Fr K. "Work day" means the 24-hour
period from midnight to midnight.
{-FL. "Work week" means the
continuous 7 day period beginning at 12:00
a.m. on Saturday and ending at 11:59 p.m.
Friday.
DRAFTED: RLG/Dec 26,2003/Filed: Types of Employment 2.6
APPROVAL:
MICHAEL COUZZQ MANAGER
TEQUESTA, FLORH)A
f------ Formatted: Bullets and Numbering
`------- Formatted: Bullets and Numbering
.- Formatted: Bullets and Numbering