Employee Handbook Effective 2014
TABLE OF CONTENTS Introduction Page 3 Mission & Vision Statements Page 4 Brief History & Governing Body Page 5 Facilities Page 6 Organizational Structure Page 7 Work Environment Pgs 8-11 • Equal Employment Opportunities • Training • Attendance, Punctuality, and Work Hours Compensation Practices Pgs 12 - 13 Employment Status Page 14 Retirement Benefits Page 15 Recreation Privileges Page 15 Full Time Employees & Benefits Pgs 16 - 17 Part Time Employees Page 18 Fitness Instructors & Board Members Page 19 Employee Leave Time Pgs 20 - 24 • Sick Leave • Personal Leave • Family and Medical Leave Employee Recognition Program Page 25 Performance Appraisals Page 26 Employee Conduct Pgs 27 - 33 • Drug and Alcohol Testing - CDL • Harrassment • Use of District Property Discipline Pgs 34 - 35 Grievances Page 36 Separation from Employment Page 37 Employee Records Page 38 Safety Page 39 Policies Page 40
INTRODUCTION Welcome to the Fraser Valley Metropolitan Recreation District (FVMRD) workforce. You have chosen to join a team that has served the recreation needs of the citizens of the Fraser Valley since 1979. Membership on a team carries the responsibilities of performing your job as best as you possibly can for the entire team to prosper. You will be expected to be accountable and responsive to the community and to be an ambassador to the community in everything you do. The secret behind the success of our organization is our service-oriented, hardworking, dedicated and loyal employees. For those of you just joining us, welcome to our team. To our current employees or returning seasonal employees, thank you for your continued efforts. This manual serves as a tool to assist you in becoming familiar with the Fraser Valley Metropolitan Recreation District (the District) policies, procedures, practices, benefits and expectations. The guidelines in this manual are intended to provide an overview of such matters. Employees are expected to become familiar with the information in this manual. Any employee needing clarification about these guidelines is encouraged to speak with your Supervisor or Human Resources representative. Nothing in this manual or any other policy, procedure, practice or benefit is intended to create an express or implied contract, guarantee, promise or covenant. The District reserves the right to change or rescind these policies at any time, as well as the right to determine their meaning, purpose, and effect. The District also reserves the right, in its sole discretion, to determine whether, and to what extent, these policies and procedures should be applied in any given circumstances. Employment with the District is “AT-WILL”, meaning it may be terminated by the employee or the District at anytime without notice, cause or specific procedures. Nothing in this handbook is intended to modify the District’s at-will employment policy. This manual supersedes and replaces any and all prior manuals. Because the District is a growing and changing organization, it reserves the right to add to, modify or delete provisions of this manual at any time without advance notice. The information in this manual is subject to all laws and regulations governing the operation of the District. Changes to laws and regulations, among other reasons, will determine appropriate changes in this manual. If there is a discrepancy between the laws and regulations governing the operation of the District and this manual, the laws and regulations will prevail. This manual does not apply to individuals who contract with the District to perform duties on a project specific basis only. The Board of Directors, Director of Parks & Recreation and Director of Golf (“Directors”) have the authority to enforce, interpret and implement these practices and policies. In addition, the Directors may issue other practices and policies which are not consistent with those found in this document. The Board of Directors reserves the right to adopt, amend or rescind any policy, procedure or benefit set forth in this manual. District employees function under a wide variety of conditions and circumstances. Each department has unique needs and requirements. It is anticipated that some departments may supplement this manual with specific departmental procedures
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MISSION STATEMENT To provide recreation activities and facilities that contribute to a higher quality of life for the citizens and guests of our valley.
VISION STATEMENT To build community through people, parks, and recreational opportunities. 4
A BRIEF HISTORY The District was formed in 1979 in order “to provide recreation facilities that stimulate summer business activity and concurrently satisfy local resident needs for recreation pursuits.� The District is a governmental subdivision of the State of Colorado; a corporate body with all the power of a public or quasi-municipal corporation. The District extends from the top of Berthoud Pass, including the towns of Winter Park, Fraser and Tabernash, to the bottom of Red Dirt Hill. The first task of the district was to construct a championship quality 18-hole golf course on donated land. This became Pole Creek Golf Club. In 1998, an additional 9-holes were constructed making it a 27-hole golf course which has been nationally recognized. In 1997, Golf Digest listed Pole Creek as the best public course in the State of Colorado. In November 2007, the taxpayers of the District approved an increase in District taxes to finance the following community enhancement projects: a community recreation center, a new clubhouse and irrigation system at Pole Creek Golf Club, and upgrades at the Fraser Valley Sports Complex which, with the help of alternative funding and savings on the previous three projects, turned into a partially enclosed ice rink with warming hut, skate rentals, concessions, locker rooms and restroom facilities.
THE GOVERNING BODY The Fraser Valley Metropolitan Recreation District is a Special District and operates according to state statutes. The District residents elect five representatives that make up the Board of Directors. The District Board establishes policies, approves the budget and provides policy oversight for the day-to-day administration of the District. The Board employs a management team to carry out the daily functions of the District. Each Board member serves a four year unpaid term, while pursuing work in his/her established business and professional career. The present Board includes: John Kacik, President Greg Gallavan, Vice President John Glancey, Treasurer Kimberly Hanna, Secretary Dave McKnight, Member at Large
Term expires 2016 Term expires 2016 Term expires 2018 Term expires 2018 Term expires 2018 5
FACILITIES
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Tennis Courts: Located at the Old Schoolhouse Park next to Fraser Town Hall. Fraser Valley Elementary School: Located at 125 Eastom Ave. in Fraser. The District has an Intergovernmental Agreement with the East Grand School District where the District utilizes a classroom for the after-school program and youth summer day camp. Aksel Neilson Field: Located at the Fraser Valley Elementary School. The District has an Intergovernmental Agreement with the East Grand School District where the District maintains and utilizes the Aksel Neilson Baseball/Soccer Field. Program Building / Fraser Historic Church: Located on Eisenhower Drive in Fraser. The District has an Intergovernmental Agreement with the Town of Fraser where the District maintains and utilizes the former church and program building (modular building located at back of church) for a variety of recreational and enrichment programs. TV Translator Station (aka “Bullfrog”): Located at the top of Mary Jane ski hill. Intrawest/Winter Park Ski Resort allows us to utilize space in their “bullfrog” hut which serves as the home to the District’s television translator system which accesses digital TV signals from Denver and converts them to analog and provides five local channels without the need for cable, satellite or digital converter box to homes in the valley that have a line of sight to the ski hill.
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ORGANIZATIONAL STRUCTURE Administrative Services Division Supporting Organization Service Delivery Administrative Services Department manages the business and financial functions of the District. Administrative Services provides direct support to the Board of Directors. The division oversees the organization’s community relations, public information; fiscal services, including accounting, financial and budget management, audit, and procurement; compliance and records management; comprehensive and strategic planning, information technology, asset management, risk management; and human resources. The overall goal is to provide these services while minimizing costs and maintaining excellent customer service. The Department has two full time employees.
Recreation Services Division Providing User Facilities and Activities Recreation Services Division provides expertise to lead, provide and create affordable recreational, cultural, educational, and leisure opportunities to benefit and enhance the lives of all FVMRD residents and guests. The division oversees recreation facility operations, including the Grand Park Community Recreation Center (GPCRC). Recreation Services also provides support to district wide marketing efforts. The Department has ten full time employees.
Parks & Athletics Services Division Providing User Facilities and Athletic Programs Parks Services provide and maintain areas designated for organized recreational and passive use. Athletics Services provide youth and adult sports leagues, camps, clinics and tournaments. The Department has three full time employees.
Golf Services Division The FVMRD Golf Services Division is dedicated to providing and creating high quality, memorable golf experiences to players of all ages and abilities. The division oversees all golf related operations, including turf maintenance, food and beverage and inside and outside guest services; including retail, lessons, tournaments and on course marshals. The Department has six full time employees. 7
WORK ENVIRONMENT Equal Employment Opportunities The District is dedicated to equal employment opportunities. We provide opportunities to all individuals based on job-related qualifications and ability to perform the job, without regard to age, sex, race, color, religion, national origin, ancestry, sexual orientation, or disability.
Introductory Period Each new employee is employed on an introductory basis for 30 days. During this introductory period employees will undergo orientation, receive such training as is deemed appropriate, and will be evaluated by their supervisors. Upon completion of the introductory period, employee or the District may opt to continue or terminate employment without cause. This does not change or affect the “at-will” employment policy.
Training and Education The District supports education and training programs which improve the skills, qualifications, and performance of District employees. The District will pay the fees and costs of education and training programs which are specifically required by the District. In addition, the District may in its discretion approve payment of all or a portion of the fees and costs of education or training programs requested by employees. The District’s approval of payment for one segment, portion, or course which is a component of an education or training program does not obligate the District to pay for any additional segment, portion, or course. It is ordinarily each employee’s responsibility to maintain state-mandated certificates or credentials necessary to the employee’s job. Educational leave is available, at the District’s discretion, to assist employees in developing professional and technical skills related to employment with the District. Such leave may be granted to attend professional or technical conferences, training seminars, schools, or programs. Educational leave must be approved in advance by the District Directors. Requests for educational leave must be made in writing and must clearly state the dates and purpose of the leave requested.
Training Time Employees are compensated for time spent in District-required training activities unless otherwise specified. Compensation will not be provided for the following training unless specifically authorized by the District:
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Training undertaken to meet certification requirements mandated by a higher level of government (e.g., the State of Colorado or the United States) for performance of the employee’s duties; and 2) Training meets all of the following criteria: a) attendance is outside the employee’s regular working hours; b) attendance is voluntary; c) the employee performs no productive work during attendance; and d) training is not directly related to the employee’s job, unless the training is obtained at an independent school or college attended on the employee’s own initiative or the training program is established by the District and corresponds to courses offered by independent learning institutions.
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WORK ENVIRONMENT Immigration Law Compliance All offers of employment are contigent on verification of your right to work in the United States. On your first day of work you will be asked to provide orginal documents verifying your right to work and, as required by federal law, to sign federal form I-9, Employment Eligibility Verification Form. If you, at any time, cannot verify your right to work in the United States, the Fraser Valley Metropolitan Recreation District may be obliged to terminate your employment.
Hours of Work The District’s work week consists of a seven-day period beginning and ending at midnight Sunday. The full-time work week normally consists of (5) eight and a half hour scheduled days which includes a one hour lunch break (30 minutes paid / 30 minutes un-paid). However, the work week and work hours vary among departments. Weekends and holidays may be required in your normal scheduled work week. Employees will receive work schedules from their supervisor.
Attendance and Punctuality Regardless of the job being performed for FVMRD, punctuality and regular attendance by all employees is important to the successful operation of the District. Employees are expected to maintain a good attendance record and to report promptly for work in accordance with shift schedules. Employees who must be tardy or absent from work are expected to notify their immediate supervisors in advance. When illness or emergency situations arise, you should notify your supervisor within a reasonable time (normally not less than thirty minutes) before their scheduled starting time. An employee’s failure to provide such notice may result in disciplinary action or termination. If three consecutive days of absence pass without any report or reasonable explanation, you may be terminated and made ineligible for rehire. Attendance and punctuality will be considered during performance appraisals.
Meals and Rest Breaks By law, employees are entitled to 10 minutes of paid breaks for every 4 hours worked. The District allows for 60 minutes (30 paid/30 unpaid) of meal and rest breaks for every eight and half hours worked. All breaks should be scheduled with each employee’s supervisor, and when possible lunch breaks shall be scheduled between 11:00 a.m. and 2:00 p.m. Supervisors may require minor variations in lunch periods from day to day based on individual work requirements. Employees are expected to take their meal and/or rest breaks as scheduled. Failure to take their break will not entitle the employee to receive additional time paid. Unless otherwise requested by the employee’s supervisor, employees will not work more than 40 hours per week.
Desks / Lockers / Storage / Inspections The District reserves the right to open and enter any office, desk, locker, file cabinet, or other storage location within District premises and to inspect District vehicles and any containers brought into the workplace. Although an employee may be assigned an office, desk, vehicle, locker, file cabinet, or other storage area or device, such assignment does not create an expectation of privacy in the use of such items or areas.
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WORK ENVIRONMENT Promotions A promotion is considered the advancement of an employee to a position that carries more responsibility and a typically a higher rate of pay. All employees of the District are eligible to be considered for promotions for which they apply and are qualified and if they’ve been with the District for over 30 days. An employee who is promoted shall serve a 30 day introductory period in his or her new position. The effective date of an employee’s promotion establishes a new starting date for any annual salary increases for which the employee may be eligible.
Transfers An employee may be transferred through promotion, successful application for a vacant position, or at the direction of the District. Employees may be transferred involuntarily, although the District intends to minimize such transfers. An employee who is temporarily transferred to a different position for 30 days or less shall incur no reduction in pay during that temporary transfer. Employees temporarily transferred to higher paying positions will be paid at the higher rate of pay after 30 days in the position, unless otherwise approved by Directors.
Employment of Relatives / Significant Others The employment of a spouse, significant other, relatives or close personal friend in the same department should be given careful consideration. In certain situations, such as when (a) the job function of one or both individuals involves cash handling; or (b) when one individual is in a direct supervisory or management position over the other, will require approval of a Director.
Board Membership of Employees A board member may not be employed by the District. If a board member applies for employment with the District, he or she must resign from the board if employment is offered and accepted. No board member may begin employment with the District until after the effective date of his or her resignation. If an employee of the District is elected to the board, he or she must take a leave of absence for his or her term of office. Failure to do so shall result in termination of employment.
Political Activity Any District employee has the right as a citizen to participate fully in the political process. No District employee, however, shall campaign for any candidate or cause on District time or using District resources. No District employee shall publicly campaign for any candidate or cause while wearing a District uniform or District insignia.
Expenses The District reimburses employees for expenses reasonably incurred in the course of District business, provided such expenses have been authorized in advance or are determined by the District, in its discretion, to have been necessarily incurred under circumstances where advance approval was not reasonably possible. Employees seeking reimbursement for expenses will ordinarily be required to document those expenses.
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WORK ENVIRONMENT Personal visitors / Calls Recreational facilities are one of an informal nature and will allow for visitations. Keep in mind you are on the job and being paid. Extended or frequent visitations that interfere with the job will not be tolerated and can be cause for disciplinary actions. Outgoing or incoming personal calls should be brief. Staff may not make personal long distance personal calls from District phones.
Dress Code All staff shall be clean, neat and well groomed in order to maintain confidence of the customers served by the District. The expected attire of the District staff is “mountain professional�. No ripped, faded, stained or inappropriate clothing items will be allowed. All employees are expected to exercise good judgment in choosing his/her apparel for their particular work setting. Each operation or department within the District has its own specific dress code. Employees who are required to wear issued uniforms will do so with the FVMRD, Fraser Valley Rec, or Pole Creek approved insignia.
Smoking The District reserves the right to designate non-smoking areas. State of Colorado as of July 1, 2006 is a nonsmoking state, smoking is not allowed within fifteen feet of any District facilities. Employees who smoke must use designated smoking areas. Employees who smoke in non-smoking areas shall be subject to discipline.
Health Examinations The District reserves the right to require physical or psychological examinations of any District employee, at District expense, as follows: 1) to determine the ability of an applicant who has been offered employment to perform job-related functions required by business necessity; 2) when there is a need to determine whether an employee is able to perform the essential functions of his or her job; 3) as may be required to determine the necessity or feasibility of reasonable accommodations for a disability; or 4) periodically, as may be necessary to comply with fitness for duty or monitoring requirements imposed by law. Results of all physical or psychiatric examinations shall be treated as confidential records by the District and shall be maintained separately from District personnel records.
Media / Public Inquiries Occasionally, a situation may arise where the media or a member of the public requests information (accidents, public issues, policies, etc.) that may be of a sensitive nature. Please refer all such inquires to the Business Manager or Director. Under no circumstances should information of an emergency, sensitive, or private nature be given out. General information, such as class or registration information, facility hours and fees, and facility policies should be made available. Certain positions (i.e.; those that may require personal information of a patron) may be required to sign a confidentiality agreement. Breaking that confidentiality could result in disciplinary action including termination.
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COMPENSATION PRACTICES Pay Periods Employees are paid on alternate Fridays in the week following the end of the pay period. Pay periods begin on Sundays. When payday falls on a holiday, checks will be presented the work day preceding the holiday. An employee who must be absent on payday may authorize in writing the release of his or her paycheck to a representative. The District does not assume responsibility for any paycheck after it is released to an authorized representative. An employee who must be absent from work for a prolonged period may request in writing that his or her check be mailed to a designated address.
Timesheets Your supervisor will distribute timesheets that must be submitted on the last day of the pay period. Only reflect hours worked and reflect a partial hour to the nearest quarter hour and in decimals (15 minutes = .25, 30 minutes = .50, and 45 minutes = .75).
Deductions Federal and State income taxes, Medicare, and CCOERA (which is a 401(a) retirement plan in lieu of social security) are automatically deducted from employee paychecks, as is required by law and an employee’s W4.
Garnishment A garnishment is a legal deduction of a specified sum from an employee’s wages in order to satisfy a creditor. If the District is required to garnish an employee’s wages, the garnishment will be made in accordance with the law.
Direct Deposit Employees may authorize in writing the direct deposit of their net earnings with a designated financial institution. Forms are available in your hiring paperwork. Typically it will take up to two payroll cycles to setup or change direct deposits. Currently, there is a fee of $1.25 deducted from each paycheck to subsidize the direct deposit bank fee.
Holiday Pay Full and part-time, non-exempt employees who work on a designated holiday shall receive one and one-half hours pay for each hour worked. Year-round, full-time employees (exempt or non-exempt) will receive eight hours of regular pay for each designated holiday when they do not work. They may also choose to float the holiday to another day and will be paid regular pay for the day worked and regular pay for the day the holiday is floated to. For Full-time exempt employees - if a designated holiday falls on your day off, employees will receive another day off at regular pay.
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COMPENSATION PRACTICES On-Call Time Employees may be assigned on-call duty requiring that they be available to work during a specified time period outside their normal working hours. Employees are not paid for on-call time unless authorized by their supervisor or as is required by law.
Overtime The District may require employees to work overtime. Employees who are not exempt from the Fair Labor Standards Act (non-exempt employees) shall receive overtime compensation for hours worked over 40 hours during any week. Employees shall be paid one and one-half times their regular rate of pay unless compensatory time is agreed upon between employee and supervisor and therefore will be provided in lieu of payment (also at a rate of one and half hours for every hour of overtime worked) for the overtime worked. Overtime shall not be worked unless approved by an authorized supervisor of the District.
Compensatory Time Overtime worked by non-exempt employees may be compensated with time-off at a rate of one and one-half hours for each overtime hour worked in lieu of pay if agreed upon between employee and supervisor. There is no overtime compensation for exempt employees. However, Supervisors or Directors may agree to provide compensatory time at a rate of one hour for every hour worked. Any agreements should be made with your Supervisor in advance. Any unused compensatory time is lost at time of termination. Compensatory time is never to be paid out.
Professional Development Fee Reimbursement Program FVMRD is committed to helping its full-time employees pursue professional growth and development whenever possible. There are many avenues for obtaining professional development opportunities. Payment for time-off, tuition/fees, and/or travel and expenses are all determined on a case by case basis.
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EMPLOYMENT STATUS Exempt Employees An exempt employee as further defined in the Fair Labor Standards Act, is full-time, year-round on an annual salary and normally works a minimum of 40 hours per week and is eligible for District benefits. Exempt employees are not eligible for overtime compensation. Such employees may receive bonus compensation in the form of additional pay.
Non- Exempt Employees A non-exempt employee can be full-time, part-time or seasonal on an hourly wage. Such employees are eligible for overtime compensation. Non-exempt employees may be eligible to participate in some District benefits depending on their number of hours worked and employment agreement at time of hiring.
Full-Time Employee Works a minimum of 36 hours per week (calculated annually) for an hourly wage and may be eligible to participate in all or some of the District’s benefits.
Part-Time Employee Works less than 36 hours per week (calculated annually) for an hourly wage and may be eligible to participate in some of the District’s benefits depending on the number of hours worked.
Seasonal Employee Full or part-time employee hired at an hourly wage to meet seasonal staffing needs and is terminated at the close of seasonal requirements as determined by the District. Full-time seasonal employees may be eligible to participate in some of the District’s benefits.
Temporary Employee Full or part-time employees hired at an hourly or project-based wage to perform a specific assignment or duties. This temporary position may end at any time by either party. Employees in this category are not eligible to participate in the District’s benefits.
Contract Laborers Independent contractors who perform specific duties and functions through a formal contract with the District. Typically, the contractor is a class/program instructor and receives a percentage of class/ program fees. Contractors are not considered to be employees of the District, and as such, are not eligible to participate in the District’s benefits. All contract laborers are required to have their own liability insurance. 14
RETIREMENT BENEFITS The District participates in a 401(a) retirement plan through CCOERA – Colorado County Officials and Employees Retirement Association – for all payroll employees. Through this plan the District is required to make a 3.75% deduction and match to CCOERA in lieu of social security. Employees may contribute additionally to that plan through a 457(b) Deferred Compensation deduction; however, there is no additional match by the District.
RECREATION PRIVILEGES * In all cases, “family” or “household” is defined as two adults living as domestic partners and all dependents aged 18 and under living in the same household (or dependents over 18 and enrolled full-time in college). Discounts on family privileges are not available to employees who are dependants in a household. Extended family members living in a household for extended periods of time (1 month or more) are considered members in the household if under the age of 18. Extended family members 18 year or over living in a household for an extended period of time are only eligible for a 50% discount on recreation center. Pole Creek Golf Club privileges are restricted to “space available” only and tee times may not be reserved in advance. Complimentary play is discouraged on the weekends. Employees may also use the driving range and putting green as long as it does not interfere with the paying public. Bistro 28 Restaurant privileges Food discounts are only available on breakfast and lunch. No discounts are offered for dinners or on any specials. Beverage discounts are available on select beer, wine and well drinks. Beverage discounts are not available on happy hour prices. Discounts may chnage seasonally. GPCRC Memberships privileges are for annual passes and do not include daily admission or entry punch cards. In all cases, auto-debit must be the method of payment. Although the auto-debit program is an annual commitment, it can be cancelled or changed at anytime for employees. Specialty Classes include all classes and programs offered by the District other than Fitness or School Age Programs. Discounts may vary based on type of specialty class. School-Age Programs include the After School Program, Day Camps and Field Trips. Fitness Classes include all fitness classes at the GPCRC and fitness punch cards, however, if a fitness class is full, employees are encouraged to give up their spot to a full paying patron Adult Sports Leagues - employee discounts do NOT include participation in any Adult Leagues
These opportunities permitted by Fraser Valley Metropolitan Recreation District are intended as enhancements for employees while they are actively employeed and in no way should be considered permanent in nature. Facilities and programs may only be utilized during regularly scheduled hours of operation. Any abuse of this benefit will result in facility and program use privileges being revoked.
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FULL TIME EMPLOYEES Full Time Year Round & Exempt
Full Time - Hourly Year Round & Seasonal
GPCRC Membership
Employee and Family privileges
Employee privileges or 50% Family
Pole Creek Golf
Employee and Family privileges
Employee and Spouse/Partner privileges
The IceBox Membership
Employee and Family privileges
Employee privileges or 50% Family
Specialty Classes
30-50% discount, Employee & Family
30% discount, Employee only
School-age Programs
50% discount, Employee & Family
50% discount, Employee & Family
Fitness Classes @ GPCRC 50% discount, Employee
50% discount, Employee
Facility Rentals
50% discount, Employee
50% discount, Employee
Bistro 28
30% off Breakfast and Lunch only, Select Beverage Discounts (Employee must be present to receive family discounts)
30% off Breakfast and Lunch only, Select Beverage Discounts (Employee must be present to receive family discounts)
FULL TIME HEALTH BENEFITS Full-time employees are eligible to receive group insurance benefits after they have completed 30 days of continuous employment. Insurance benefits are effective on the 1st of the following month. The terms and conditions of all group insurance plans offered by the District are subject to change at the discretion of the Directors. District insurance plans may require employee contributions as a condition of participation. Required contributions must be made through payroll deductions. The District offers two medical insurance plans: an EPO IV plan and an EPO III plan which requires contribution by the employee. There is one dental and one vision plan offered by the District. Life insurance is provided at two times the employee’s annual salary (or average annual salary for eligible non-exempt employees). Full-time Exempt (salary) employees are eligible for medical, dental and vision coverage for spouse and/or children under the following conditions: • during first year of employment: employee pays in full for spouse/family coverage • after completion of one year of employment: employee pays 50% of the spouse/family coverage • after completion of three years of employment: employee pays 25% of the spouse/ family coverage • after completion of five years of employment: spouse/family coverage is paid in full by the District 16
FULL TIME BENEFITS Vacations / Holidays
Paid Vacation time is available to all full-time year-round exempt and non-exempt employees. The following outlines the vacation hours earned schedule. Vacation time is accrued each pay period from the start of employment. Additional vacation time may be approved by the Board of Directors for employees over ten years of employment. Vacation shall not be used in advance of its accrual unless approved by a Director. Years Completed 0-1 1-3 4-9 10+
Vacation Hours Per Year 40 hours (5 days) 80 hours (10 days) 120 hours (15 days) 160 hours (20 days)
Employees may carry over up to 80 hours vacation time from one year to the next. Use of vacation time needs to be approved by employee’s supervisor. Employees are limited to taking 10 working days at one time unless otherwise approved by their supervisor. Employees are encouraged to take vacation time during off-peak times. Vacation time taken shall be paid at the employee’s current regular rate of pay. Upon termination accrued but unused vacation shall be paid at employee’s current regular rate for such vacation time. Paid Holidays are available to all full-time exempt and non-exempt employees. • • • • • • • • • •
New Year’s Day Martin Luther King Day President’s Day Memorial Day Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day
(January 1) (3rd Monday in January) (3rd Monday in February) (Last Monday in May) (July 4) (1st Monday in September) (2nd Monday in October) (November 11) (4th Thursday in November) (December 25th)
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PART TIME EMPLOYEES Part Time - GPCRC & General Rec GPCRC Membership
Employee privileges or 50% Family
Pole Creek Golf
50% discount for Employee
The IceBox Membership
50% discount for Employee
Specialty Classes
30% for Employee only
School-age Programs
N/A
Fitness Classes @ GPCRC
50% for Employee only
Facility Rentals
20% discount for employee
Bistro 28
30% off Breakfast and Lunch only, Select Beverage Discounts
Part Time - FV Sports Complex
Part Time - PC Golf Club
GPCRC Membership
50% discount for Employee or 30% Family Membership
50% discount for Employee
Pole Creek Golf
50% discount for Employee
Employee privileges
The IceBox Membership
Employee privileges or 50% Family
50% discount, Employee
Specialty Classes
30% Discount for employee
30% Discount for employee
School-age Programs
N/A
N/A
Fitness Classes @ GPCRC
50% for Employee only
50% for Employee only
Facility Rentals
20% discount for Employee
20% discount for Employee
Bistro 28
30% off Breakfast and Lunch only, Select Beverage Discounts
30% off Breakfast and Lunch only, Select Beverage Discounts
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INSTRUCTORS Fitness - 3 or more classes per week
GPCRC Membership
Employee privileges or 50% Family
Pole Creek Golf
N/A
The IceBox Membership
N/A
Specialty Classes
N/A
School-age Programs
N/A
General Rec Specialty Class Instructors Limited benefits available, please see HR for information.
Fitness Classes @ GPCRC Employee Privilages - Space Available Facility Rentals
N/A
Bistro 28
N/A
BOARD MEMBERS Board Member (*) GPCRC Membership
Board and Family privileges
Pole Creek Golf
Board and Family privileges (RID Card)
The IceBox Membership
Board and Family privileges
Specialty Classes
30-50% discount for Board Member Only
School-age Programs
50% discount, Board Member & Family
Fitness Classes @ GPCRC 50% discount for Board Member Facility Rentals
50% discount for Board Member
Bistro 28
30% off Breakfast and Lunch only, Select Beverage Discounts (Board Member must be present to receive family discounts)
*Must report benefits to Business Manager quarterly. Benefit values may not exceed $1600 annually.
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EMPLOYEE LEAVE TIME Sick Leave Sick Leave is available to full-time exempt employees only. Sick leave shall accrue per pay period at the rate of 3.69 hours per pay period. Sick leave may be used only for the following purposes: • when an employee is incapacitated due to illness or injury; • when an employee or an immediate family member of an employee requires medical treatment; • or as a supplement to Worker’s Compensation benefits upon the expiration of on the job injury leave. If an employee is unable to work due to an unexpected illness, they may be required to assist their Supervisor in finding a substitute. Employees who know in advance that they will be using sick leave (for example, when a health examination or medical treatment has been scheduled) are expected to notify their supervisors promptly of the time and anticipated duration of their absence. If illness or injury impairs an employee’s job performance, the District may require that the employee use sick leave for the remainder of his or her work shift. Sick leave is accrued based on the payroll schedule and may not be accumulated from year to year, unless otherwise approved by a Director. The District reserves the right to require at any time that an employee using sick leave or returning from sick leave provide a written statement of a physician regarding the nature of the employee’s illness or injury and/or the employee’s fitness to return to work.
Personal Leave The District provides paid or unpaid leave for use by employees under specific circumstances. Available leave and the circumstances under which it may be used are described below. The use of paid leave must be approved in advance by each employee’s supervisor. Unless advance approval is obtained, if possible, an employee may be charged for unpaid leave even if he or she is absent for a reason for which leave could otherwise be used. In addition, absence from work without advance approval may subject an employee to discipline, up to and including discharge.
Bereavement Leave All full-time exempt and non-exempt employees who suffer a death in his or her immediate family will be allowed 5 days leave at full pay and may request additional unpaid leave. All part-time or seasonal employees will be allowed 5 days leave and should consult their Supervisor regarding potential compensation during this time. For purposes of this policy, an employee’s “immediate family” includes his or her spouse, children, parents, grandparents, grandchildren or siblings, and the parents, siblings or children of the employee’s spouse. 20
EMPLOYEE LEAVE TIME Family and Medical Leave Employees may be eligible for up to twelve weeks leave under the Family and Medical Leave Act (FMLA). Generally, to qualify for such leave, an employee must have worked for at least 12 months (whether or not consecutive) and for at least 1,250 hours during the 12 months preceding the beginning of the leave and the District must employ at least 50 people at the time of the leave. FMLA leave ordinarily is available for the following reasons: • • • •
for incapacity due to pregnancy, prenatal medical care or childbirth to care for the employees child after birth, or placement for adoption or foster care. to care for the employees immediate family member with a serious health condition; or for a serious health condition that makes the employee unable to perform the functions of his or her position. • or for qualifying exigencies arising out of the fact that the employee’s spouse, son, daughter, or parent is on active duty or call to active duty status as a member of the National Guard or Reserves in support of a contingency operation. The FMLA also provides the following Military Family Leave Entitlement: An eligible employee who is a spouse, son, daughter, parent, or next of kin of a current member of the Armed Forces, including a member of the National Guard or Reserves, with a serious injury or illness will receive up to a total of 26 workweeks of unpaid leave during a “single 12-month period” to care for the service member. Eligible employees may use a maximum of 12 weeks of FMLA Leave during a rolling 12-month period. A rolling 12-month period is defined by FVMRD to be the 12-month period measured backward from the first day of any Family Medical Leave used by an employee. Spouses who both are employed by the District ordinarily will be limited to an aggregate of twelve weeks leave under the Act on account of the birth or placement of child or to care for a sick child or parent. Reasonable notice of the need to take FMLA Leave must be given to the District when it is foreseeable. If the Family Medical Leave is based on planned medical treatment, the employee must give at least thirty days notice and make a reasonable effort to schedule the treatment so as to not unduly disrupt operations, subject to the approval of the health care provider. The District may also require a certification from a health care provider when Family Medical Leave is based on a serious illness of the employee or family member. Recertification may be needed every 30 days in order to establish the continuing need for Family Medical Leave. An employee’s failure to provide a certification may result in denial of leave. Family Medical Leave will be unpaid unless the employee chooses to use any accrued paid time off such as vacation time or sick leave. Employees have the right to use any amount of paid leave for any part of the 12-week period. However, accrued paid leave ay not extend the FMLA leave. FMLA Leave will run concurrently with absences from work covered by worker’s compensation.
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EMPLOYEE LEAVE TIME Family and Medical Leave cont. Any employee taking Family Medical Leave shall be provided health insurance benefits upon the same terms and conditions as if the employee had continued to work during the time on leave. Employees taking Family Medical Leave shall be responsible for any required employee contributions for such benefits throughout the time of the leave. Failure to make employee contributions may result in lapse of health insurance. If an employee fails to return from Family Medical Leave for reasons other than the continuation, recurrence, or onset of a serious health condition or because of other circumstances beyond the employee’s control, the District shall be entitled to reimbursement for the cost of providing such health insurance benefits. At the end of an approved FMLA leave, the District will return the employee to the same or comparable position with no loss of benefits. If, during the period of Family Medical Leave, the employee’s employment would have ended for reasons unrelated to the leave, the District will not reinstate the employee to their previous position. Additionally, if the services performed by the employee taking Family Medical Leave were unique and hiring a permanent replacement during the leave was necessary to prevent substantial and grievous economic injury to the District, then the District will notify the employee of its intent not to reinstate the employee after expiration of the their leave. Any employee on Family Medical Leave must report to the District periodically as requested by the Supervisor regarding their status and intent to return to work. If an employee takes FMLA leave due to the employee’s own serious health condition, a return to work certification from an appropriate health care provider may be required. Failure to provide such certification may result in denial of re-employ ment.
Parental Leave Upon the birth or adoption of a child by an employee or spouse, the employee may be provided up to 12 weeks unpaid parental leave provided the District has 50 or more employees working within a 75mile radius at the time of the leave. Such leave may be renewed upon the employee’s request at the discretion of the District. Any employee who takes a parental leave of more than one month’s duration shall be required to pay the full cost of any insurance benefits provided to the employee by the District beyond that first month.
Administrative Leave Employees may be placed on administrative leave, with or without pay, when possible disciplinary action is under consideration, when the employee has been charged with serious criminal misconduct, or under such other circumstances as may be deemed necessary by the District. Employees placed on administrative leave will be advised of the reason for the leave and, if possible, the probable duration of the leave. 22
EMPLOYEE LEAVE TIME Military Leave Employees who are serving in the U.S. uniformed services will be granted a leave of absence in accordance with the Uniformed Services Employment and Reemployment Rights Act (USERRA). Employees are required to provide advance notice of upcoming military service, unless military necessity prevents advance note or is otherwise impossible or unreasonable. Military leave is granted without pay however, employees may chose to use any available accrued paid time off, such as vacation or sick leave. Continuation of health insurance benefits is available as required by USERRA based on the length of leave and subject to the terms, conditions and limitations of the applicable plans for which the employee is eligible. Employees who are on military leave for up to 30 days must return to work on the first regularly scheduled work period after their service ends (allowing for reasonable travel time). Employees who are on leave for more than 30 days must apply for reinstatement in accordance with USERRA and applicable state laws. Employees returning from military leave will be placed either in the position they would have attained had they remained continuously employed or in a comparable one depending on the length of military service in accordance with USERRA. For purposes of determining benefits that are based on length of service, employees returning from military leave will be treated as though they had been continuously employed.
Work-related Injury Leave / Worker’s Compensation Any employee who incurs a work-related injury or illness is entitled to benefits pursuant to the Worker’s Compensation Act. The District shall pay such employee the difference between his or her Worker’s Compensation benefits and his or her regular straight time pay for up to 30 calendar days from the date of the injury or onset of illness. After the 30th day, any additional period of injury leave shall be charged to the employee’s accumulated sick leave, accumulated vacation leave, and accumulated compensatory time, in that order. Any employee on injury leave shall provide the District with required information on his or her medical condition.
Unpaid Leave Under circumstances where an employee is not eligible for paid leave he or she may be granted unpaid leave on such terms and conditions as may be permitted by the District in its discretion. Unpaid leave shall not be granted for more than six months but may be renewed by the District upon its expiration. Employees shall not accrue vacation, sick leave, or personal leave while on unpaid leave. Employees on unpaid leave are eligible to continue receiving group insurance benefits but will be required to pay the necessary premiums. Failure of an employee to return upon expiration of unpaid leave may result in termination of employment. 23
EMPLOYEE LEAVE TIME Jury Duty / Court Time Any employee who is summoned for jury duty or subpoenaed in connection with his or her employment during a regularly scheduled work time will be compensated for scheduled hours. A copy of the subpoena or order requiring such duty must be submitted with a leave request in order for such compensation to be paid. As a condition of the receipt of such pay, any stipend paid to the employee for jury service or as a witness fee must be paid to the District or an equivalent amount deducted from the employee’s pay.
Voting Any employee whose work schedule is such that polls are not open during at least three non-working hours on Election Day shall be permitted paid leave not to exceed two hours for the time spent voting.
Leave to Seek Protection
An employee who is the victim of domestic abuse, stalking, sexual assault, or any other crime involving violence may be eligible for up to three working days of leave in a twelve-month period to seek protection. Generally, to qualify for such leave under Colorado law, an employee must have worked for the District for the twelve months preceding the beginning of the leave and the District must employ at least 50 people at the time of the leave. Such leave ordinarily is available for the following purposes: • to seek a civil restraining order to prevent domestic abuse; • to obtain medical care or mental health counseling for the employee or the employee’s child(ren) to address physical or psychological injuries resulting from the act of domestic abuse, stalking, sexual assault, or other crime involving violence; • to secure the employee’s home from the perpetrator or seek new housing to escape the perpetrator; or • to seek legal assistance to address issues arising from the domestic abuse, stalking, sexual assault, or other crime involving violence, and attending and preparing for related court proceedings. Except in cases of imminent danger, the employee taking leave to seek protection shall provide advance notice to the District and shall provide any documentation requested by the District. The employee shall be required to use any annual, vacation, personal, and sick leave, as applicable, before being granted any leave under this section. If no such paid leave is available, the employee’s leave to seek protection will be granted without pay.
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EMPLOYEE RECOGNITION PROGRAM The secret behind the success of our organization is our service-oriented, hardworking, dedicated and loyal employees. In order to recognize and reward our hardworking staff, the District supports an employee recognition program. Outstanding employees are recognized each quarter with one employee from the four voted Employee of the Year. The following outlines the program. Nominations: To nominate an individual an email is sent to the Guest Services Supervisor with the employee name and reason for their nomination. Nominations are due on the last day of each quarter (March 31st, June 30th, September 30th and December 31st). Any employee can nominate any current FVMRD Employee. Criteria for Nomination: A staff member who has excelled in one or more of the following areas:
• A significant contribution which improves the quality of service, efficiency of the District, produces cost savings, or generates revenue. • Going beyond normal job expectations to assist a fellow employee or customer in completing a job or task. • Exceptional effort in promoting the District’s mission, vision and values. • Significant involvement in community projects or in activities which enhance the image of FVMRD. • Demonstration of sustained long term quality service to the District Quarterly Award Presentation: Each quarterly award recipient shall receive a certificate and letter of commendation from the District Director detailing their accomplishment. A framed picture of the employee will be hung in a visible location in the lobby of the Grand Park Community Recreation Center. Recipients may also receive a Gift Card and/or a Preferred Parking Spot. Annual Award Selection and Presentation: The Employee of the Year Award will be selected from that year’s Employee of the Quarter Award Recipients. In addition to receiving the Quarterly award, the Employee of the Year will also receive a framed certificate and a letter of commendation from the District Director detailing their accomplishment. A framed picture of the employee will be hung in a visible location in the lobby of the Grand Park Community Recreation Center and their name will be placed on a plaque on display at the Grand Park Community Recreation Center Lobby. The Employee of the Year may also receive a Gift Card.
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PERFORMANCE APPRAISALS The District expects each of its full-time employees to be appraised concerning his or her job performance at least annually. The appraisal process is intended to provide employees with information concerning their employment progress and to serve as a means of improving and/or recognizing employee performance. The appraisal process also allows employees the opportunity to communicate with their supervisor their point of view on performance, concerns, goals and job satisfaction. The appraisal process is not meant to serve as a substitute for ongoing discussions between supervisors and employees.
Appraisal Standards: It is the responsibility of District management to develop appraisal standards. Written appraisal standards are to be maintained by each supervisor for the employees under his or her supervision. Whenever the nature of the job permits, appraisal standards should be objective indicators of job performance. All appraisal standards and other details of the District’s performance appraisal process shall be communicated by supervisors to the employees under their direction.
Appraisal Process: The appraisal process requires annual written appraisals for each employee which are signed by the employee and the appraiser and shall include review of each appraisal by the appraiser’s supervisor.
Each written appraisal shall become a part of the employee’s personnel record.
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EMPLOYEE CONDUCT The District expects all of its employees to act in the best interests of the District and its constituents. It is the responsibility of all employees to observe all rules, policies, operating procedures and directives of the District. The District further expects that each of its employees will behave with courtesy and respect toward other employees and members of the public. Specific rules of conduct adopted by the District or described in these policies are not meant to be all inclusive, but rather address some common and serious potential problems.
Customer Service / Public Relations: Creating and maintaining a good relationship with the public is critical to the Fraser Valley Metropolitan Recreation District’s (“the District”) operation. All employees are hired to serve the public and to inform them of the services and opportunities offered by the District. Each employee must display courtesy and treat all guests equally. It is also our policy to make every effort to be receptive to guest’s comments and concerns, and to provide any reasonable amount of information or explanation at the request of a guest. When dealing with complaints, employees should respond promptly and courteously regardless of the opinion or the merits of the complaint. Guests should be referred to a supervisor or higher-level manager if the employee does not have the proper or adequate information to answer the question. Employee conduct and actions will reflect on the entire staff of the Recreation District, therefore, employees should reflect a positive image at all times.
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EMPLOYEE CONDUCT Working with Children Employees that will be working with children in any capacity will be required to authorize a nationwide criminal background check. Additionally, any employee working in the school-aged licensed programs will be required to provide fingerprints for their criminal background check.
Reporting Convictions Any employee who is convicted or pleads no contest under any criminal drug statute regarding a violation occurring on the job or in the workplace shall notify the District of the conviction or plea within five days. Failure to do so may result in termination of employment.
Drug and Alcohol Use The FVMRD is committed to a safe, healthy and productive work environment for all employees free from the effects of illegal or non-prescribed drugs and alcoholic beverages. We are maintaining a drug-free work place in compliance with the Drug-Free Workplace Act of 1988. Use of drugs and alcohol alters employee judgment resulting in increased safety risks, employee injuries, and faulty decision-making. Any employee found under the influence of illegal drugs or alcohol, or witnessed using illegal drugs or consuming alcohol on any company property while on duty, will be subject to disciplinary action up to and including termination. No employee is permitted to report for duty while impaired by or under the influence of alcohol or drugs to the slightest degree. Any employee who reports to work impaired by or under the influence of drugs or alcohol shall be relieved of their duties immediately without pay. If there are facts or circumstances which would indicate that an employee is under the influence of alcohol or any drug, the District may require the employee to take an appropriate test to determine whether the employee is, in fact, under the influence of any drug or alcohol. Any violation of this policy will subject an employee to discipline, up to and including immediate termination. Any employee who is arrested in connection with sale or use of illegal drugs may be terminated. Social drinking or alcohol consumption by employees at any FVMRD facility will be subject to the following: • Employee must be off the clock and not in uniform or wearing a nametag. • Employees exhibiting signs of intoxication will not be served and will be asked to leave the establishment. • We encourage all staff to patronize our facilities for your festivities and your personal use. Please remember that you are representing the entire FVMRD and should conduct yourself accordingly.
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EMPLOYEE CONDUCT Drug and Alcohol Testing - Commercial Driver’s License All District employees required to hold commercial drivers’ licenses shall be subject to a drug and alcohol testing program that fulfills the requirements of Code of Federal Regulations Title 49, Part 382. Such tests shall be conducted under the following circumstances: Each such employee shall be tested before the first time they perform any safety-sensitive function for the District. Such functions including driving; waiting to be dispatched; inspecting and servicing equipment; supervising, performing or assisting in loading or unloading; repairing or obtaining and waiting for help with a disabled vehicle; performing driver requirements related to accidents; and performing any other work related to vehicle maintenance or operation. Pre-employment tests shall be required only after an applicant is offered a position. Alcohol and controlled substance tests shall be conducted after any accident involving any safety-sensitive function. Such tests shall be conducted as soon as is practicable following an accident if the accident involved personal injury, property damage, or a citation for a moving traffic violation. Employees involved in accidents shall make themselves available for testing unless they need immediate medical attention, and shall not use alcohol for eight hours after any accident or until after a post-accident alcohol test, whichever occurs first. Tests shall be conducted on a random basis at unannounced times throughout the year. Such random tests shall be conducted just before, during, or just after the performance of safety-sensitive functions. Tests shall be conducted when a supervisor or District official trained in accordance with law has reasonable suspicion that an employee has violated the District’s alcohol or drug prohibitions. Reasonable suspicion must be based on specific, contemporaneous, articulate observations concerning the employee’s appearance, behavior, and speech or body odors. Such observations may include indications of the chronic and withdrawal effects of controlled substances. A drug or alcohol test shall be conducted if and when an employee who has violated the District’s drug or alcohol prohibition returns to performing safety-sensitive duties. No employee may be assigned to a safetysensitive position until a return-to-duty drug test is administered with a negative result. An employee who violates the District’s drug or alcohol prohibition and is subsequently identified by a substance abuse professional as needing assistance in resolving a drug or alcohol problem shall be subject to unannounced follow-up testing as directed by the substance abuse professional in accordance with law. Such follow-up testing shall be conducted just before, during, or just after the performance of safety-sensitive functions. Testing procedures and facilities used for tests shall conform to the Code of Federal Regulations, Title 49, Section 40, et seq. Any driver who refuses to submit to a drug or alcohol test required by this policy shall not perform or continue to perform safety-sensitive duties and will be subject to discipline up to and including dismissal. An employee will be deemed to have refused to submit to testing if he or she is unavailable or fails to provide samples sufficient for testing absent any medical necessity. Verified positive tests for alcohol or drugs shall subject employees to disciplinary action up to and including discharge.
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EMPLOYEE CONDUCT Harassment The District prohibits any harassment of its employees. In particular, harassment on the basis of age, sex, race, color, religion, national origin, ethnicity, disability, religion or sexual orientation is strictly prohibited. Specifically, sexual harassment is defined as unwelcome sexual advances, requests for sexual favors, and other inappropriate oral, written or physical conduct of a sexual nature when: • it is unwanted and communicated as such; • submission to such conduct is made, either explicitly or implicitly, a term or condition of an individual’s employment; • submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting that individual; or • such conduct has the purpose or effect of substantially interfering with an individual’s job performance or creating an intimidating, hostile or offensive employment environment. Harassment based on age, sex, race, color, religion, national origin, ethnicity, disability, religion or sexual orientation consists of verbal or other conduct relating to any of those characteristics which has the purpose or effect of creating an intimidating, hostile or offensive working environment; which has the purpose or effect of substantially or unreasonably interfering with an individual’s work performance; or which otherwise adversely affects an individual’s employment opportunities. Any employee who believes he or she has been the victim of prohibited harassment or who has observed such harassment is expected to report the harassment to his or her immediate supervisor or to the Directors immediately. In all events, prohibited harassment should be reported to a person in a position to take corrective action against the harasser, including, if necessary, members of the District’s Board of Directors. Upon notification of prohibited harassment, a supervisor shall notify the District’s Directors. The District’s Directors shall immediately investigate, take action to prevent and remedy any harassment, and report his or her findings and course of action to appropriate District administrators and the complaining party. Investigations of reported harassment and the results of such investigations will be kept confidential to the extent possible, given the need for a complete and fair investigation. Employees shall not be subject to retaliation for making good faith complaints or reports of prohibited harassment. If prohibited harassment is found to have occurred, the District shall take such disciplinary action against the harassing party as it deems necessary and appropriate, including warning, suspension, or immediate discharge.
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EMPLOYEE CONDUCT Use of District Property District property is to be used only for official District business, in an appropriate manner, and in accordance with all applicable rules, operating procedures, or directives. No employee shall remove District property or the property of any other employee from District premises or work sites without proper authorization. Any employee who steals District property or the property of any other employee, or who abuses, misuses, damages, or destroys District property shall be subject to discipline, up to and including immediate discharge.
Use of District Vehicles District vehicles may be used only for the purpose and in the manner authorized by the District. Only authorized and qualified District employees may operate District vehicles. All vehicles shall be operated in accordance with all applicable traffic laws and vehicle operators shall be responsible for the condition and proper use of their vehicles. Background checks of driving records are required by the District and its liability insurance provider. Employees are required to provide those records or permit the District to obtain it for them. The contents of the driving record may result in the District disallowing the employee to operate District vehicles. If operating District vehicles is a requirement of the job and the employee does not have a clean driving record contains the District may terminate employment. Unauthorized or improper use of District vehicles may result in discipline, up to and including discharge.
Off-Duty Conduct The District reserves the right to take appropriate action including discharge from employment, in response to off-duty conduct of employees which: • relates to a bona fide occupational requirement or is reasonably and rationally related to the employment activities and responsibilities of the employee; or is necessary to avoid a conflict of interest or the appearance of such a conflict with any of the employee’s responsibilities.
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EMPLOYEE CONDUCT Conflict of Interest District employees shall not place their personal interests above the best interests of the District or Board’s constituents. Accordingly, employees of the District shall not: • engage in a substantial financial transaction for private business purposes with another employee whom he or she supervises; • take any official action directly and substantially affecting to its economic benefit a business or other undertaking in which he or she has a substantial direct or indirect financial interest or business arrangement; • disclose or use confidential information acquired in the course of his or her official duties to further substantially his or her personal financial interests; or • accept a gift of substantial value or a substantial economic benefit which might tend improperly to influence him or her in the discharge of his or her responsibilities, or which could be construed as a reward for action taken in the course of official duties. Any employee who knows or reasonably should know he or she has a potential conflict of interest shall disclose such potential conflict to his or her supervisor.
Use of the Internet All computers having Internet access must be used in a responsible, efficient, ethical and legal manner. Failure to adhere to this policy may result in revocation of access privileges and may result in disciplinary action. Employee use of the Internet must be consistent with the objectives of the District. Transmission or access of any material in violation of any U.S. or state law or regulation is prohibited, as is transmission or access of non-work-related material. Access to sexually-oriented material is specifically prohibited. The District reserves the right to determine what use of the Internet in the workplace is appropriate. Security on the District’s computer system is a high priority. The District is to be notified of known or suspected security problems. Any user identified as a security risk, or as having a history of problems with other computer systems, may be denied access to the Internet. Vandalism will result in cancellation of privileges. Vandalism is defined as any malicious attempt to harm or destroy data of another user, the Internet, or any agencies or other networks that are connected to the Internet. This includes, but is not limited to, the uploading or creation of computer viruses. Without specific permission from the District, staff members are prohibited from accessing fee services via the Internet. If such services are accessed, the staff member will be responsible for any fee or cost involved. 32
EMPLOYEE CONDUCT Use of the Electronic Mail Electronic mail is an electronic message that is transmitted between two or more computers or electronic terminals, whether or not the message is converted to hard copy format after receipt and whether or not the message is viewed upon transmission or stored for later retrieval. Electronic mail includes all electronic messages that are transmitted through a local, regional, or global computer network. All District electronic mail systems are owned by the District and shall be used for the purpose of conducting official District business only. Users of District e-mail systems are responsible for their appropriate use. All illegal and improper uses of the electronic mail system, including but not limited to pornography, obscenity, harassment, solicitation, gambling and violating copyright or intellectual property rights are prohibited. Use of the electronic mail system for which the District will incur an expense without express permission of a supervisor is prohibited. Electronic messages are not for private or confidential matters. Because there is no guarantee of privacy or confidentiality, other avenues of communication should be used for such matters. In order to keep District electronic mail systems secure, users shall not leave the terminal signed on when unattended and shall not leave their password available in an obvious place near the terminal or share their password with anyone except the electronic mail system administrator. Electronic messages are not private. The District retains the right to monitor, review, store and disclose all information sent over the District electronic mail system at any time for any reason, without notice to the employee. Except as provided herein, District employees are prohibited from accessing another employee’s electronic mail without the express consent of the employee. All District employees are advised that electronic mail messages can be retrieved even if they have been deleted and that statements made in electronic mail communications can form the basis of various legal claims against the individual author or the District. Electronic mail sent or received by the District or the District’s Board of Directors and employees may be considered a public record subject to public disclosure or inspection under the Colorado Open Records Act. Internet transactions and e-mail messages are not private. The District reserves the right to monitor internal email messages at any time, for any reason without notice to the user (See the administrative policy manual for further information on Open Records and Board communication.) District employees shall be subject to disciplinary action, including termination, for violation of this policy and regulation. 33
DISCIPLINE The District, through its Board of Directors, management, and supervisors, retains the right to take such disciplinary action as it deems appropriate in any given circumstances. The District’s disciplinary policies and rules are intended to place employees on notice that specified conduct is likely to have serious consequences in the workplace, not to limit the District’s right to take such action as it may deem appropriate in any given instance.
Disciplinary Rules The following conduct may result in disciplinary action and possible immediate discharge. This list is not exhaustive; the District reserves the right to discipline, suspend, or discharge employees for any reason, at any time. • Inadequate job performance. • Insubordination. • Fighting or threats of physical violence. • Conviction of, a plea of guilty to, or failure to contest a charged felony where the offense is directly or indirectly related to employment with the District, involves dishonesty or moral turpitude, or otherwise renders the employee unsuitable for continued employment. • Falsification of or material omission from an employment application, payroll records, time reports, or other District documents. • Violation of the District’s drug and alcohol policy. • Carelessness, negligence, or misuse of District property. • Theft, vandalism, or destruction of District property. • Improper use of District vehicles or equipment, including communications equipment. • Violation of safety rules or practices. • Unauthorized absence. • Frequent or habitual tardiness. • Leaving assigned work area without prior authorization. • Violation of the District’s conflict of interest policy. • Violation of the District’s nepotism policy. • Possession of firearms or dangerous weapons on District property. • Misuse of sick leave. • Misuse of break periods. • Release of confidential information of the District. • Violation of the District’s harassment policy. • Failure to report to work without proper notification • Inducing or encouraging any employee of the District to violate any District rule, policy, or directive. • Engaging in any unauthorized interruption of work. • Loss of any license, certificate, or other credential required for the performance of a job responsibility.
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DISCIPLINE
Disciplinary Action The District favors progressive disciplinary action, however, the level of discipline to be imposed for an infraction shall be that which the District, through its Board of Directors, managers, or supervisors, deems appropriate under the circumstances. Disciplinary action may include: • A verbal warning or reprimand, which may be accompanied by a written notation in the supervisory record or in the employee’s personnel file. • A written reprimand signed by the employee’s supervisor and acknowledged by the employee. Written reprimands are intended to be placed in the reprimanded employee’s personnel file. Employees may provide written explanations or responses to reprimands for placement in their personnel file. • Suspension without pay which shall be accompanied by a written statement, signed by the employee and his or her supervisor, setting forth the fact of the suspension, the reason for the suspension, and the duration of the suspension. • Disciplinary demotions which must be reflected by a written statement placed in the demoted employee’s personnel file stating that the demotion was for disciplinary purposes and setting forth the reason for the discipline. • Termination.
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GRIEVANCES The District has established a grievance procedure which is available to any employee for the resolution of complaints, disputes, or concerns regarding the interpretation or application of District policies. Any such dispute, complaint, or concern may be raised as a grievance pursuant to the grievance procedure.
Purpose of Grievance Procedure The grievance procedure is intended to provide a formal process for the resolution of grievances. It is not, however, intended to be a substitute for healthy and appropriate communication between employees and supervisors, nor is it intended that the grievance procedure be used to harass supervisors or interfere with the operations of the District. Before the grievance procedure is started, employees should attempt to resolve disputes, complaints, and concerns with their immediate supervisors by discussing such matters informally. The grievance procedure shall consist of the following steps: Step 1. An employee may present a written complaint to his or her immediate supervisor setting forth the subject of the grievance, identifying the policy or policies at issue, and requesting consideration pursuant to this procedure. The employee and the supervisor shall confer on the matter and the supervisor shall respond to the complaint, in writing, within three (3) working days. A supervisor shall advise the Executive Director of the grievance. Step 2. If the grievance is not resolved at Step 1, the employee may, within three (3) working days of the supervisor’s response, request in writing that a meeting be held between the employee and department manager, or next level supervisor (Executive Director), whichever is appropriate. Such request shall also specify the nature of the grievance and the policy or policies at issue. The employee and Department Manager or Executive Director shall meet as soon as is practicable thereafter and Department Manager or Executive Director shall respond to the grievance in writing within three (3) working days of that meeting, circumstances permitting. Step 3. If the grievance is not resolved at Step 2, the employee may, within three (3) working days after receiving the Step 2 response, request in writing that a meeting be held between the employee and the District’s Executive Director. The employee and the Executive Director shall meet as soon as is practicable and the Executive Director shall respond in writing to the grievance within three (3) working days, circumstances permitting. The decision of the Executive Director shall be final. Any grievance not pursued to the next step within the time specified will be considered resolved. The time limits for taking any action under this policy may be extended by agreement. The failure of any District supervisor to respond to a grievance within the time limits specified in this policy or agreed upon should be reported to the Executive Director. An employee filing a grievance shall have the sole right to determine whether to pursue a grievance from one step to the next.
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SEPARATION FROM EMPLOYMENT An employee may separate from employment by disciplinary termination, layoff, resignation, or retirement.
Disciplinary Termination Employees who are terminated for disciplinary reasons are not eligible for rehire. Such employees shall be paid for accrued but unused compensatory and vacation time but shall not be paid for accrued but unused sick leave. Employees who are dismissed for disciplinary reasons may be entitled to continue coverage under the District’s group health and dental insurance programs at their own expense as provided by state and federal law.
Seasonal Termination Employees who are terminated after seasonal requirements have been met are eligible for re-hire.
Layoff Employees who are laid off are eligible for rehire. At the time of layoff, employees shall be paid for accrued but unused compensatory, vacation and sick time at their regular rate of pay. Laid off employees are eligible to continue coverage under the District’s group health and dental insurance programs at their own expense as provided by state and federal law.
Resignation An employee who resigns in good standing is eligible for re-employment with the District. An employee resigns in good standing if he does not resign under threat of discharge, gives the District at least two weeks notice, and completes necessary exit forms. A resignation may be withdrawn prior to its effective date if approved by the District. Employees who resign shall be paid for all accrued but unused compensatory, vacation and sick time at their regular rate of pay.
Retirement Upon retirement, employees shall be paid their accrued but unused vacation time.
Exit Procedure Employees who are seasonally terminated, laid off, resign, or retire shall contact their immediate supervisor to provide all information required for separation and to make arrangements concerning final pay, payment for any accrued leave, and potential continuation of benefits. Employees who do not return District property issued to them upon exit procedures will be charged for such property. The District retains the right to withhold these amounts from employee’s final paycheck. Immediate supervisors will designate what property is to be returned to the District upon separation. 37
EMPLOYEE RECORDS Personnel Records Personnel records are retained by the District concerning all employees. Such records ordinarily include applications, insurance forms, payroll deduction authorizations, performance appraisals, certain pay records, transfer and promotion forms, records of disciplinary action, training records, and any certificates or credentials required for an employee’s job. In order to keep personnel records current, the Business Manager or Human Resource Representative must be notified of any change in any employee’s address, phone number, marital status, or military status; any birth or death in any employee’s immediate family; any change in the name or telephone number of the person to be notified in case of emergency; any change in insurance beneficiary; or any other information needed to maintain accurate records. Each employee is responsible for providing the District with records concerning any licenses or certificates required for the performance of his or her job, as well as any documents showing that education or training relevant to employment has been completed.
Release of Information Personnel records are considered confidential subject to statutory requirements. Employees may examine their own personnel records, except for letters of reference, by contacting the Business Manager or Human Resource Representative. Employees may authorize the release of specified personnel records by executing a written request designating the record(s) to be released and the person or entity to which they may be released. No personal information on past or present District employees shall be provided by the District via telephone inquiries, except to confirm or deny information presented by a third party. Responses to requests by mail shall be limited to confirmation of documented information provided by a third party, unless such requests for information are accompanied by an authorization to release the information requested, signed by the employee. A copy of any written information sent to a third party concerning a former or current employee shall also be sent to the last known address of the employee.
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SAFETY It is the responsibility of each employee to learn and observe all applicable safety practices, policies, directives or procedures. Safety-related questions should be directed to each employee’s supervisor. Violation of safety practices, policies, directives or procedures may result in disciplinary action up to and including discharge.
Safety Rules The District has safety rules with which employees are expected to comply. These rules are not exclusive; employees are expected to do their jobs in a reasonable and safe manner whether or not specific safety rules apply. It is the responsibility of each employee to read and understand all District safety rules. Disobeying a safety rule may result in disciplinary action up to and including discharge. Please refer to departmental policy manuals for safety rules specific to your work department. Employees are covered for employment-related injury or illness by the Colorado Worker’s Compensation Act. Under the Act an employee may receive benefits for missing work as a result of an employment-related injury or illness. Delay in reporting a work-related injury or illness may result in a loss of benefits under the Act.
Employee Injury / Worker’s Compensation Any employment-related accident involving any injury or property damage must be reported to your immediate Supervisor, Manager on Duty and the Human Resource Representative immediately. Notice shall include a completed first report of injury submitted to the Human Resource Representative The law requires that this notice be given within four working days of the incident. Failure to report promptly any accident involving injury or property damage may result in disciplinary action up to and including discharge. All employees must obtain treatment of work-related injuries and illnesses from a designated health care provider. The designated health care providers for FVMRD are Middle Park Medical Center,1000 Granby Park Drive South, Granby, CO 970-887-1216 or Byers Peak family Medicine, 78878 US Hwy 40 (behind 7-11), Winter Park, CO 970-722-0300. In the event of a life or limb threatening emergency, the employee will be sent to the nearest emergency medical facility. Follow-up care must be provided by one of the designated health care providers. If an unauthorized medical provider treats an employee, the employee will be responsible for payment of said treatment. Employees and Supervisors will then work with Human Resources to complete all the appropriate paperwork within four days of the incident.
Maintenance / Housekeeping Each employee is responsible for the condition of equipment used on the job. Equipment which is damaged, worn, or in need of maintenance should be reported to appropriate personnel. Cleanliness and orderliness are important to the operation of the District. Employees are responsible for keeping their work areas clean and orderly. 39
POLICIES AND PROCEDURES In addition to the information provided in this manual, individual departments may have their own policy and procedure manual which should be reviewed by each employee in that department.
Thank you for everything you do to make the FVMRD successful and a terrifc place to work. Your committed service is very valuable. Thanks for being a part of a great team! 40