EMPLOYEE HANDBOOK FRASER VALLEY METROPOLITAN RECREATION DISTRICT
Our mission is to provide recreational experiences for our residents and guests through innovative, quality programs and facilities that promote health and wellness.
Effective January 1, 2018
Hello and Welcome Team Members Welcome to the Fraser Valley Metropolitan Recreation District (FVMRD)! You have chosen to join a team that has served the recreation needs of the citizens of the Fraser Valley since 1979. Membership on our team carries the responsibilities of performing your job to the best of your ability for the entire team to succeed. You will be expected to be accountable and responsive 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 handbook provides an overview of FVMRD’s history, employment practices, policies, and employee benefits. You are expected to become familiar with the information in this handbook. If you need clarification about any of these guidelines we encourage you to speak with your supervisor or the Administration Department staff. Employment with the FVMRD is at-will. Employees have the right to end their work relationship with the FVMRD, with or without advance notice for any reason. FVMRD has the same right. This handbook is provided as a guide and is not to be considered an express or implied contract or guarantee. FVMRD reserves the right to add to, modify, or delete provisions made in this handbook at any time, as well as the right to determine their meaning, purpose, and effect. FVMRD also reserves the right to determine whether, and to what extent, these policies and procedures should be applied in any given circumstances. This handbook supersedes and replaces any and all prior handbooks*. The information in this handbook is subject to all laws and regulations governing the operation of FVMRD. Changes to laws and regulations, among other reasons, will determine appropriate changes in this handbook. If there is a discrepancy between the laws and regulations governing the operation of FVMRD and this handbook, the laws and regulations will prevail. Should any provision in this handbook be found to be unenforceable and invalid, such finding does not invalidate the entire handbook, but only that particular provision. FVMRD supervisory staff has the authority to enforce, interpret and implement these practices and policies as they are written. No statement or promise made by a supervisor, past or present, may be interpreted as a change in policy, nor will it constitute an agreement with an employee. FVMRD employees function under a wide variety of conditions and circumstances and each division has unique needs and requirements. It is anticipated that some divisions may supplement this manual with specific division procedures. This handbook does not apply to individuals who contract with FVMRD to perform duties on a project specific basis only. We encourage you to bring forward any suggestions and ideas you have about how FVMRD can be made a better place to work and how to enhance customer service. When you see an opportunity for improvement, please talk it over with you supervisor or with management staff. Thank you! *On occasion, slight changes need to be made to this handbook. For the most up-to-date version, please refer to the Employee Handbook on the FVMRD website.
TABLE OF CONTENTS I.
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Overview of FVMRD a. FVMRD History b. FVMRD Mission and Vision c. FVMRD Organizational Values d. FVMRD Organizational Goals e. FVMRD Culture Statement f. FVMRD Organizational Structure g. FVMRD Facilities h. Satellite Facilities Employment a. Equal Opportunity Employer b. Employment-At-Will c. Immigration Law Compliance d. ADA and Religious Accommodations e. Employment Classification f. Employment Status g. Anniversary Date h. Harassment/Sexual Harassment/Workplace Violence i. Personnel Records j. Nepotism k. Use of FVMRD Property Working Environment a. Open Communication b. Hours of Work c. Attendance and Punctuality d. Dress and Appearance e. Office/Desk/Locker Inspections f. Performance Appraisals g. Grievance and Issue Resolution Employee Conduct a. Standards of Conduct b. Create Amazing Experiences c. Drug and Alcohol Use d. Conflict of Interest e. Political Activity f. Personal Visitors and Phone Calls g. Media/Public Inquiries h. Smoking i. Off-Duty Conduct j. Disciplinary Actions Safety a. Safety Rules b. Worker’s Compensation Compensation a. Pay Periods b. Reporting Your Time c. Overtime d. Compensatory Time e. Deductions f. Garnishment g. Direct Deposit h. Holiday Pay i. Expense Reimbursement
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Professional Development Fee Reimbursement Program
Benefits a. Retirement b. Health Benefits c. Supplemental Insurance d. Vacation Benefits e. Holidays f. Recreation Benefits Employee Leave a. Sick Leave b. Bereavement Leave c. Family and Medical Leave d. Military Leave e. Worker’s Compensation Leave f. Jury Duty g. Voting h. Leave to Seek Protection Separation of Employment
I. OVERVIEW OF FVMRD a. FVMRD History The Fraser Valley Metropolitan Recreation District (FVMRD) was formed in 1979 as a quasi-municipal corporation and political subdivision of the State of Colorado, organized as a special district pursuant to Title 32 of the Colorado Revised Statutes. The FVMRD encompasses 218 square miles in the eastern portion of Grand County, Colorado. The FVMRD boundaries stretch from the top of Berthoud Pass in the south to the bottom of Red Dirt Hill in the north. Included in the boundaries are the towns of Winter Park and Fraser and surrounding rural areas, including Tabernash, with a current estimated population of 5,483 residents. Our year-round residents as well as parttime residents and visitors enjoy a variety of recreation facilities, programs and parks throughout the FVMRD. FVMRD residents elect five representatives that make up the Board of Directors. The Board of Directors is the local legislative body entrusted and empowered by law to exercise all of the delegated authority it deems essential for the successful planning, operation, and improvement of the parks and recreation facilities and activities within FVMRD. Day to day operations of the FVMRD are overseen by staff headed by the Director of Parks, Recreation and Golf. Each Board member serves a four-year unpaid term. Board members are limited to two consecutive terms. The present Board includes: John Glancey, President Kimberly Hanna, Vice President Rainie Murdoch, Treasurer Roger Hedlund, Secretary Dave McKnight, Member at Large
Term expires 2018 Term expires 2018 Term expires 2020 Term expires 2020 Term expires 2018
b. FVMRD Mission and Vision Our mission: To provide recreational experiences for our residents and guests through innovative, quality programs and facilities that promotes health and wellness Our vision: Connecting people to amazing experiences. c. FVMRD Organizational Values • Organizational Excellence • Professional Integrity • Memorable Experiences • Strong Financial Health • Health & Wellness • Employees d. FVMRD Organizational Goals • Provide and maintain a high quality, safe, diversified, sustainable and accessible parks, recreation and golf system. • Maintain financial efficiency by maximizing current revenue streams, pursuing alternative revenue sources and effectively managing expenses. • Expand public outreach, brand recognition and support for FVMRD. • Expand our programming reach and frequency of use in a way that aligns with community feedback. • Foster public and private partnerships to support and enhance FVMRD’s facilities and programs. 4
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Attract, retain and develop talent. Create an amazing customer experience. Strive for organizational excellence!
e. FVMRD Culture Statement As valued team members, we pledge to honor and display the following ideals to connect people to amazing experiences. I will support the value statements listed below. • I will be accountable, reliable and dependable. • I will be respectful, engaged and a positive team player. • I will be innovative and efficient with job responsibilities. • I will demonstrate professional integrity. • I will be vigilant in promoting the safety of all. • I will promote health and wellness. • I will contribute to the creation of a fun, friendly and professional work environment. • I will be committed to excellence. f.
FVMRD Organizational Structure - The FVMRD consists of six Service Divisions Administrative Services Division The Administrative Services Division manages the business and financial functions of FVMRD. This 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. Recreation Services Division The Recreation Services Division provides expertise to lead, provide and create recreational, cultural, educational, and leisure opportunities for our residents and guests through innovative, quality programs and facilities that promotes health and wellness. This division oversees programming, events and guest services at all of our facilities including the Grand Park Community Recreation Center, the Fraser Valley Sports Complex and IceBox ice rink as well as youth and adult athletics, enrichment and school age programming. Parks Maintenance Division The Parks Maintenance Division provides sports turf maintenance for the Fraser Valley Sports Complex as well as supervises the operation of the IceBox ice rink. This division oversees intergovernmental agreements for park services for the Town of Fraser, East Grand School District and Grand Community Gardens. Golf Services Division The Golf Services Division oversees the operation of Pole Creek Golf Club. This 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. Staff is dedicated to providing and creating high quality golf experiences to players of all ages and abilities. Facilities Maintenance Division The Facilities Maintenance Division oversees the building asset management of all FVMRD facilities. Preventative maintenance, operational efficiencies and managing maintenance agreements are some of the responsibilities of this division.
Marketing Division The Marketing Division is responsible for maintaining FVMRD branding for all facilities, website administration, promotions and sponsorships and target marketing including social media.
g. FVMRD Facilities We are proud of our high quality recreational facilities. The FVMRD provides a variety of activities for area residents and guests including golf, adult and youth sports, recreation programs, fitness classes, cultural activities, special events and general park use. •
Grand Park Community Recreation Center (GPCRC): 1 Main Street Fraser, CO. 80442 GPCRC includes an indoor aquatics center, fitness center, gymnastics studio, gymnasium, running/walking track, child watch, meeting and party rooms, and a climbing wall. Residents and guests can purchase memberships, punch cards or a daily admission to the facility. Employees may be eligible for GPCRC benefits in accordance with their employment classification.
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Pole Creek Golf Club: 6827 County Road 51 Tabernash, CO. 80478 Pole Creek Golf Club is a public 27-hole golf course and is operational from mid-May through midOctober. Bistro 28, the clubhouse restaurant, is open 7 days per week during golf season and offers dinners 3 nights a week throughout the winter months. Employees may be eligible for benefits at Pole Creek Golf Club in accordance with their employment classification.
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Fraser Valley Sports Complex (FVSC): 220 County Road 522 Fraser, CO. 80442 FVSC is a 40-acre park located at Hwy 40 and County Road 5. It includes "The IceBox" (ice rink open during winter months), softball/baseball diamonds, soccer fields, sand volleyball court, picnic shelter, picnic tables and grills. Employees may be eligible for ice rink benefits in accordance with their employment classification.
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Bullfrog TV Translator Facility: Located at the top of Mary Jane ski hill, this system accesses digital TV signals, converts them to analog and provides five local channels to homes in the valley that have a line of sight to the ski hill.
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Fraser Tennis Courts @ Old Schoolhouse Park: Leonard Lane & Eastom Ave Fraser, CO. 80442
h. Satellite Facilities The FVMRD, through intergovernmental agreements, utilizes satellite facilities to expand it’s programming reach to the community. •
Fraser Valley Elementary (FVE) School: 125 Eastom Ave. Fraser, CO. 80442 Through an Intergovernmental Agreement with the East Grand School District, the FVMRD utilizes a classroom for the after-school program and youth summer day camp.
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Aksel Neilson Field @ the FVE: Through the same agreement with the East Grand School District, the FVMRD maintains and utilizes the Aksel Neilson Baseball/Soccer Field.
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Fraser Historic Church: Eisenhower Drive Fraser, CO. 80442 Through an Intergovernmental Agreement with the Town of Fraser, the FVMRD maintains and utilizes the former church and program building for a variety of recreational and enrichment programs.
II. EMPLOYMENT a. Equal Opportunity Employer FVMRD is committed to following the Equal Employment Opportunity Law, its regulations and intent. FVMRD provides Equal Employment Opportunity to all employees and applicants for employment, without regard to race, creed, color, sex, sexual orientation, age, disability, religion, veteran status, national origin or any other factors protected by federal, state, or local law. Equal Employment Opportunity includes, but is not limited to, recruitment, hiring, training, promotion, transfer, demotion, and termination. It is FVMRD’s intent that all employees benefit from a work environment free from all forms of discrimination, including harassment. Discrimination or harassment based on any of the factors listed above is considered a violation of these policies and practices. It is the collective responsibility of all FVMRD employees to deal with their customers, peers, subordinates, managers, and applicants to ensure a work environment free of discrimination and harassment. If you feel you have been discriminated against because of any of these factors, you should immediately bring it to the attention of the Administration Department, without fear of reprisal. b. At-Will Employment Employment with the FVMRD is at-will. Neither the employee nor FVMRD has entered into a contract regarding the duration of an employee’s employment. Employees have the right to end their work relationship with FVMRD, with or without notice for any reason. FVMRD has the same right. The language used in this handbook and any verbal statements made by management, supervisor or other employee are not intended to constitute a contract of employment, either express or implied, nor are they a guarantee of employment for a specific duration. c. Immigration Law Compliance All offers of employment are contingent on verification of your right to work in the United States. On your first day of work you will be asked to provide original documents verifying your right to work in the United States and, as required by federal law, to sign federal form I-9 Employment Eligibility Verification Form. At any time, if you cannot verify your right to work in the United States, the FVMRD may terminate your employment. d. ADA and Religious Accommodations FVMRD will make reasonable accommodations for qualified individuals with known disabilities and employees whose work requirements interfere with a religious belief unless doing so would result in an undue hardship to FVMRD. Employees needing such accommodation are instructed to contact their supervisor or Administration Department immediately. e. Employment Classification All employees may be assigned an employment classification at time of hire. Employment classifications are as follows: •
Regular Full-Time Employment: Regular full-time employees have been hired for an indefinite period and regularly work a minimum of thirty-six (36) hours or more per week. Regular full-time employees may be eligible to participate in all or some FVMRD benefits.
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Regular Part-Time Employment: Regular part-time employees have been hired for an indefinite period and regularly work less than thirty-six (36) hours per week. Regular part-time employees may be eligible to participate in some FVMRD benefits. This classification includes fitness instructors and specialty class instructors.
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Seasonal Employment: Seasonal employees are those who work for a defined period of time, completion of a program, or work of a seasonal nature typically not to exceed 26 weeks of continuous service. Seasonal employees may be employed on a “full-time” or “part-time” basis as those terms are defined in this handbook. Seasonal employees may be eligible to participate in some FVMRD benefits.
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Independent Contractor: An independent contractor performs specific duties and functions through a formal contract with FVMRD. Typically, the contractor is a class/program instructor and receives a percentage of class/ program fees. Contractors are not considered to be FVMRD employees, and as such, are not eligible to participate in FVMRD benefits. All independent contractors are required to have their own liability insurance.
Employment Status All employees may be assigned an employment status that reflects the eligibility to receive pay for working overtime as defined by the Fair Labor Standards Act (FLSA). •
Exempt Employment: Employees who are exempt from the overtime provisions of the FLSA are generally managers, supervisors, administrators, or professional staff whose duties and responsibilities require them to use independent judgment in these capacities. Additional criteria as defined by the FLSA are utilized to determine the status of each job in accordance with the law.
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Non-Exempt Employment: Employees are considered non-exempt unless shown to be otherwise. Employees whose jobs are determined to be non-exempt are eligible for overtime pay for hours actually worked in excess of forty (40) hours per work week. Non-exempt employees are required to record their hours worked and are paid on the basis of an hourly rate.
Employment classification of full-time, part-time, or seasonal may be determined to be exempt or non-exempt depending on the guidelines of the FLSA and the nature of the specific job being performed. The Director of Parks, Recreation and Golf may be solely responsible for the determination of a job’s status. If you are unsure of which employment classification or status your position fits into, please ask your supervisor. g. Anniversary Date The first day you report to work is your official anniversary date. Your anniversary date is used to compute various conditions and benefits described in this handbook. h. Harassment Policy FVMRD intends to provide a work environment that is pleasant, professional, and free from intimidation, hostility, or other offenses. Harassment of any sort – verbal, physical, and visual – is strictly prohibited and will not be tolerated. In particular, harassment on the basis of age 40 and over, gender, race, color, religion, national origin, genetic information, ethnicity, disability, sexual orientation or any other applicable status protected by state or federal law is strictly prohibited. Workplace harassment includes verbal or physical conduct that has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating hostile or offensive work environment. Prohibited behavior may include, but is not limited to, words, gestures, signs, offensive jokes, derogatory statements, intimidation, pranks, physical assault or contact, or violence. Sexual Harassment – The FVMRD strongly opposes sexual harassment and inappropriate sexual conduct. Examples of prohibited conduct which constitute sexual harassment include but are not
limited to: sexual advances; requests for sexual favors; other physical, verbal or written conduct of a sexual nature, when: -
submission to the conduct is made either explicitly or implicitly a term of an individual’s employment; submission to or rejection of the conduct by an individual is used as the basis for employment decisions affecting an individual’s employment; submission to or rejection of the conduct by an individual otherwise results in a tangible employment action.
Workplace Violence - FVMRD strictly prohibits workplace violence. Acts or threats of physical violence, including intimidation, harassment and/or coercion which involve or affect FVMRD or which occur on FVMRD property will not be tolerated. Acts or threats of violence include conduct that is sufficiently severe, offensive, or intimidating to alter the employment conditions or to create a hostile, abusive, or intimidating work environment for one or several employees. This includes all threats or acts of violence occurring on or off FVMRD premises between FVMRD employees or representatives. Examples of workplace violence include, but are not limited to, the following: -
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hitting or shoving an individual; directly or indirectly threatening harm to an employee or his/her family, friends, associates, or property (including behavior or remarks that could reasonably be construed as threatening). intentional destruction or threatening to destruct FVMRD property. making harassing or threatening phone calls from or to FVMRD workplaces or to a FVMRD employee. harassing surveillance or stalking (following or watching) a FVMRD employee or family member. unauthorized possession or inappropriate use of firearms or weapons.
Every employee is required to report incidents of threats or acts of physical violence of which they are aware. This policy applies to all persons involved in FVMRD operations, including but not limited to full-time, part-time and seasonal employees, independent contractors, and anyone else on FVMRD property. Violations of this policy by any individual will lead to disciplinary action, up to and including termination and/or legal action as appropriate. Complaint Procedure - Any employee, who believes there has been a violation of the harassment policy, including sexual harassment, is expected to make a timely complaint to enable the FVMRD to investigate and correct any behavior that may be in violation of this policy. The employee is to report the incident in writing to their supervisor, the Business Manager or to the Director of Parks, Recreation and Golf (“Director”) immediately. In all events, harassment should be reported to a person in a position to take corrective action, including, if necessary, members of the FVMRD Board of Directors. Upon notification of harassment, a supervisor will notify the Director. The Director will immediately investigate, take action to prevent and remedy any harassment, and report the findings and course of action to appropriate administrators and the complaining party. If harassment is found to have occurred, FVMRD will take such disciplinary action against the harassing party as it deems necessary and appropriate, including warning, suspension, or immediate discharge. 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.
Anti-Retaliation – All employees are encouraged to bring complaints about the workplace and incidents of alleged discrimination or harassment to their Supervisor, Business Manager or Director. FVMRD prohibits any form of retaliation in the workplace. Any employee who makes a good faith complaint and/or who participates in good faith in any investigation of a complaint by FVMRD will not be subject to any form of retaliation or adverse action. Any employee who believes that they are being subjected to any form of retaliation or adverse action may directly contact a supervisor, the Business Manager, the Director, or a member of the Board of Directors to discuss the matter. Any employee found to have engaged in retaliation of any kind will be subject to disciplinary action at the sole discretion of the FVMRD up to and including termination. i.
Personnel Records FVMRD retains personnel records for all employees. These records 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. No person may have access to personnel files other than those persons with a bona fide reason as determined by the Director. 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. 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 FVMRD employees shall be provided by FVMRD via telephone inquiries, except to confirm or deny information presented by a third party. Responses to requests by mail will 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 will also be sent to the last known address of the employee. Employees must notify the Business Manager of any changes that may affect insurance status or withholding allowances within one week of the change including but not limited to changes in employee’s address, phone number, marital status, or military status; any birth or death in any employee’s immediate family; changes to emergency contacts; any change in insurance beneficiary; or any other information needed to maintain accurate records. Employees are responsible for providing FVMRD with records concerning any licenses or certificates required for the performance of their job, as well as any documents showing that education or training relevant to employment has been completed.
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Nepotism In the selection of candidates for employment, members of an immediate family may not be employed within the same department if such employment may result in one relative exercising any degree of supervision over the other, or if the FVMRD believes, in its sole discretion, that employment of relatives is otherwise not in FVMRD’s best interest. For purposes of this policy, a relative is any person who is related by blood or marriage or whose relationship with an employee is similar to that of persons who are related by blood or marriage as determined by FVMRD in its sole discretion. A board member may not be employed by FVMRD. If a board member applies for employment with FVMRD, he or she must resign from the Board if employment is offered and accepted. No board member may begin employment with FVMRD until after the effective date of his or her resignation. If an employee of FVMRD 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. k. Use of FVMRD Property FVMRD property is to be used for official FVMRD business, in an appropriate manner, and in accordance with all applicable rules, operating procedures, or directives. The FVMRD will normally provide employees with the necessary tools and equipment required to do their job. Employees may be held accountable for these items and should report, in writing, any malfunctioning or missing equipment to their supervisor. The FVMRD discourages the personal use of FVMRD property. On rare occasions, the Director may authorize an employee to borrow or use FVMRD property for personal use. An employee who has authorization to borrow FVMRD property is responsible for proper use of the equipment. The employee must follow instructions for use and all applicable safety procedures. The employee may be held responsible for lost or damaged property/equipment. The costs may include repair or replacement of the equipment. Any employee who steals FVMRD property or the property of any other employee, or who abuses, misuses, damages, or destroys FVMRD property may be subject to disciplinary action including termination. FVMRD Vehicle Use - FVMRD vehicles may be used for the purpose and in the manner authorized by FVMRD. Only authorized and qualified FVMRD employees may operate FVMRD 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. Employees traveling on FVMRD business are required to wear seat belts and shall ensure that all passengers are wearing seat belts. Driving an FVMRD vehicle under the influence of alcohol or drugs may result in disciplinary action including termination. Unauthorized or improper use of FVMRD vehicles may result in disciplinary action including termination. Copies of valid Driver’s Licenses may be required from all employees operating FVMRD Vehicles. Internet Use - FVMRD computers having internet access must be used in a responsible, efficient, ethical and legal manner. Employee use of the internet must be consistent with FVMRD objectives. 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. All illegal and improper use of the internet, including, but not limited to, sexually oriented material, pornography, obscenity, harassment, solicitation, and gambling are strictly prohibited. FVMRD reserves the right to determine what use of the internet in the workplace is appropriate. Security of the FVMRD computer system is a high priority. FVMRD 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 subject to disciplinary action including termination. 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 FVMRD, 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. Failure to adhere to this policy may result in revocation of access privileges and may result in disciplinary action.
E-mail Use - All FVMRD e-mail systems are owned by FVMRD and are to be used for conducting official FVMRD business only. Users of FVMRD e-mail systems are responsible for their appropriate use. All illegal and improper uses of the e-mail system, including, but not limited to, pornography, obscenity, harassment, solicitation, gambling and violating copyright or intellectual property rights are prohibited. E-mail 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 FVMRD e-mail systems secure, users are not to leave a terminal signed on when unattended and are not to leave their password available in an obvious place near the terminal or share their password with anyone except the e-mail system administrator. Except as provided herein, FVMRD employees are prohibited from accessing another employee’s e-mail without the express consent of the employee. All FVMRD employees are advised that e-mail messages can be retrieved even if they have been deleted and that statements made in e-mail communications can form the basis of various legal claims against the individual author or FVMRD. E-mail sent or received by FVMRD employees or Board of Directors may be considered public record subject to public disclosure or inspection under the Colorado Open Records Act. Internet transactions and e-mail messages are not private. FVMRD reserves the right to monitor, review, store, and disclose internal e-mail messages at any time, for any reason without notice to the user. FVMRD employees are subject to disciplinary action including termination for violation of this policy.
III. WORKING ENVIRONMENT a. Open Communication FVMRD encourages you to discuss any work-related issue you may have with a co-worker directly with that person. If a resolution is not reached, or if you are uncomfortable in addressing the issue directly with the coworker involved, please arrange a meeting with your supervisor to discuss the issue. Any information discussed in this meeting is considered confidential within FVMRD management, except as may be necessary in order to address the problem. Retaliation against any employee for appropriate usage of Open Communication channels is unacceptable and should be reported to your supervisor or another member of FVMRD management as soon as possible. Please remember it is counterproductive to FVMRD for employees to create or repeat rumors or gossip about colleagues or the organization. It is constructive for an employee to consult with their supervisor immediately with any questions or problems related to our workplace or employees. b. Hours of Work FVMRD’s work week consists of a seven-day period beginning Sunday at 12:01am and ending Saturday at midnight. Work hours and work schedules vary by department. Management may assign each employee a work schedule upon acceptance of a given position. These assigned work schedules may vary in accordance with overall organizational needs and constraints. Weekends and holidays may be required in normal scheduled work weeks. Unless otherwise requested by the employee’s supervisor, non-exempt employees will not work more than 40 hours per week. Full-Time Exempt Employees are expected to average at least forty hours per week. However, working hours may vary within any week, and within any 24-hour period, according to the workload and nature of specific professional duties. Work Breaks – Non-exempt employees may be allowed work breaks during each standard work schedule established by their supervisor. Generally, employees are allowed a 10-minute break during each 4-hour period of the day. These 10-minute breaks are considered paid time.
Lunch Breaks – Non-exempt employees whose work schedule exceeds 5 consecutive hours are provided a 30-minute lunch break. Generally, lunch breaks are not compensated unless the non-exempt employee is performing duties during the lunch break consistent with activities as an employee. Employees are encouraged to take their lunch breaks off the clock and away from their workspace to ensure they are relieved from all duties. When it is not practical because of the nature of an employee’s job to permit a “duty-free” lunch break, the employee may be permitted to consume an “on-duty” meal and will be compensated for the break time. Supervisors may require minor variations in lunch breaks from day to day based on individual work requirements. Employees are expected to take their lunch breaks as permitted. Failure to take their break will not entitle the employee to receive additional time paid. All breaks should be scheduled with each employee’s supervisor to ensure appropriate coverage of duties and responsibilities. c. Attendance and Punctuality Regardless of the job being performed, punctuality and regular attendance is important to the successful operation of FVMRD. You are expected to maintain a good attendance record and to report promptly for work in accordance with work schedules. Attendance and punctuality will be considered during performance appraisals. If you must be tardy or absent from work you are expected to notify your immediate supervisor in advance. When illness or emergency situations arise, please notify your supervisor within a reasonable time before your scheduled starting time. 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, employees may be terminated and made ineligible for rehire. d. Dress and Appearance You have been hired for your skills and professionalism. Your conduct and dress should reflect favorably upon the FVMRD. The attire of the employee should be clean, neat and appropriate for the duties to be performed. Employees shall keep themselves clean and well-groomed. The expected attire of FVMRD staff is “mountain professional”. No ripped, faded, stained or suggestive or inappropriate clothing items will be allowed. You are expected to exercise good judgment in choosing apparel for your particular work setting. Specific departments or divisions may require specific clothing or uniforms or have specific dress codes. Logo wear shall include the FVMRD, Fraser Valley Rec, or Pole Creek approved insignia. Employees are expected to wear FVMRD furnished nametags as a general rule. Employees are expected to keep their work areas clean and in reasonable order. Employees should refrain from eating at public contact stations whenever possible and should ensure that no damage occurs to FVMRD property because of a mishap with food or drink consumption. e. Office/ Desk/ Locker Inspections FVMRD reserves the right to open and enter any office, desk, locker, file cabinet, or other storage location within FVMRD premises and to inspect FVMRD vehicles and any containers brought into the workplace. Although you 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. f.
Performance Appraisals Each regular full-time employee receives a written appraisal of 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. Written appraisals will become part of the employee’s personnel record. g. Grievance and Issue Resolution FVMRD has established a grievance and issue resolution procedure which is available to any employee for the resolution of complaints, disputes, or concerns regarding the interpretation or application of FVMRD policies. Any such dispute, complaint, or concern may be raised as a grievance or issue pursuant to this procedure. Grievance and Issue Resolution Procedure The grievance and issue resolution procedure is intended to provide a formal process for the resolution of grievances and issues. 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 and issue procedure be used to harass supervisors or interfere with FVMRD operations. 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 and issue resolution procedure consists 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 or issue, identifying the policy or policies at issue, and requesting consideration pursuant to this procedure. The employee and the supervisor will confer on the matter and the supervisor will respond to the complaint, in writing, within three (3) working days. A supervisor will advise the Administration Department of the grievance or issue. Step 2: If the grievance or issue 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, whichever is appropriate. Such request should also specify the nature of the grievance or issue and the relevant policy or policies. The employee and Department Manager will meet as soon as is practicable thereafter. The Department Manager will respond to the grievance or issue in writing within three (3) working days of that meeting, circumstances permitting. Step 3: If the grievance or issue 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 Director of Parks, Recreation and Golf (Director). The employee and the Director will meet as soon as is practicable and the Director will respond in writing to the grievance or issue within three (3) working days, circumstances permitting. The decision of the Director is final. Any grievance or issue 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 FVMRD supervisor to respond to a grievance or issue within the time limits specified in this policy or agreed upon should be reported to the Director. An employee filing a grievance or issue has the sole right to determine whether to pursue this procedure from one step to the next.
IV. EMPLOYEE CONDUCT Whenever people gather together to achieve goals, some rules of conduct are needed to help everyone work together efficiently and effectively. By accepting employment with FVMRD, you have a responsibility to the organization and to fellow employees to adhere to certain rules of behavior and conduct. The purpose of these rules is not to restrict your rights, but rather to be certain that you understand what conduct is expected and necessary. When each person is aware that they can fully depend upon fellow employees to follow the rules of conduct, FVMRD will be a better place to work for everyone. a. Standards of Conduct FVMRD expects each employee to act in a mature and responsible way at all times, and in the best interests of FVMRD and its constituents. It is the responsibility of each employee to observe all rules, policies, operating procedures and directives of FVMRD. FVMRD further expects that each employee will behave with courtesy and respect toward fellow employees and members of the public. b . Create Amazing Experiences Creating and maintaining a good relationship with the public is critical to FVMRD’s operation. All employees are hired to serve the public and to inform them of the services and opportunities that FVMRD offers. 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 FVMRD, therefore, employees should reflect a positive image at all times. c. Drug and Alcohol Use FVMRD is committed to a safe, healthy and productive work environment free from the effects of illegal or nonprescribed drugs and alcoholic beverages. FVMRD maintains a drug-free work place in compliance with the DrugFree Workplace Act of 1988. Any employee found under the influence of illegal or non-prescribed drugs or alcohol, or witnessed using illegal or non-prescribed drugs or consuming alcohol on any FVMRD 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, FVMRD 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 the sale or use of illegal drugs may be terminated. 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 FVMRD of the conviction or plea within five days. Failure to do so may result in termination of employment. Social drinking or alcohol consumption by employees at any FVMRD facility will be subject to the following:
• • •
Employees 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 personal use. Please remember that you are representing the entire FVMRD and should conduct yourself accordingly.
d. Conflict of Interest FVMRD employees will not place their personal interests above the best interests of the FVMRD. Accordingly, FVMRD employees will 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 FVMRD employee who knows or reasonably should know that they have a potential conflict of interest will disclose such potential conflict to their supervisor. e. Political Activity All FVMRD employees have the right as citizens to participate fully in the political process. FVMRD employees, however, will not campaign for any candidate or cause on FVMRD time or using FVMRD resources. No FVMRD employee will publicly campaign for any candidate or cause while wearing a FVMRD uniform or FVMRD insignia. f.
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.
g. 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. h. Smoking As of July 1, 2006, the state of Colorado is a non-smoking state. Smoking, including e-cigarettes, and other tobacco use are not permitted anywhere in the FVMRD’s indoor facilities, or within fifteen feet of any doorway leading into an FVMRD facility. FVMRD reserves the right to designate non-smoking areas. Employees who smoke must use designated smoking areas if provided. Employees who smoke in non-smoking areas may be subject to discipline.
i.
Off-Duty Conduct FVMRD reserves the right to take appropriate disciplinary action including termination of employment, in response to off-duty conduct of employees deemed detrimental to FVMRD.
j.
Disciplinary Actions FVMRD’s Disciplinary Actions policy applies to all employees. This policy pertains to matters of conduct as well as employee competence on the job. Unacceptable Activities The following conduct may result in disciplinary action and possible immediate termination. This list is not exhaustive; the FVMRD reserves the right to discipline, suspend, or discharge employees for any reason, at any time. • 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 FVMRD, 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 FVMRD documents. • Violation of FVMRD’s drug and alcohol policy. • Carelessness, negligence, or misuse of FVMRD property. • Theft, vandalism, or destruction of FVMRD property. • Improper use of FVMRD vehicles or equipment, including communications equipment. • Violation of safety rules or practices. • Unauthorized absence or failure to report to work without proper notification • Frequent or habitual tardiness. • Leaving assigned work area without prior authorization. • Violation of the FVMRD’s conflict of interest policy. • Violation of the FVMRD’s nepotism policy. • Possession of firearms or dangerous weapons on FVMRD property. • Misuse of sick leave. • Misuse of break periods. • Release of FVMRD confidential information. • Violation of the harassment policy. • Inducing or encouraging any FVMRD employee to violate any FVMRD 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. Unacceptable conduct may be dealt with by any of the following actions, taken in any order, as FVMRD management determines is appropriate. Disciplinary action may include: Verbal Reminder The purpose of a verbal reminder is to ensure the employee understand the nature of the problem or violation and the expected remedy. The verbal reminder may be accompanied by a written note in the supervisory record and/or in your employee personnel file.
Written Reprimand The written reprimand is completed by the Supervisor and acknowledged by the employee and placed in the employee personnel file. Employees may provide a written explanation or response to the written warning which will also be placed in the employee’s personnel file. Administrative Leave Suspension without pay will be accompanied by a written statement, signed by the employee and supervisor, setting forth the fact of the suspension, the reason for the suspension, and the duration of the suspension. Employees under administrative leave will be allowed to return to work with the understanding that if a positive change in behavior does not occur, or if another disciplinary problem occurs within a set period of time, the employee may be terminated. Demotion Disciplinary demotions will 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 The FVMRD reserves the right to terminate an employee in cases of misconduct or unsatisfactory job performance.
V.
SAFETY a. Safety Rules The FVMRD strives to provide a safe place for all employees as well as the public. If an employee notices a safety hazard, the problem should be fixed immediately. If the employee is unable to fix the problem immediately, they shall notify a supervisor or someone qualified to fix the situation. Each department has safety rules with which you are expected to comply. Each supervisor is responsible for ensuring the safety and health of their immediate work area and employees. The supervisor shall make frequent safety inspections, correct problems immediately to the extent possible and ensure adequate awareness and training of safety practices. It is your responsibility to learn and observe all FVMRD safety practices, policies, directives and procedures. Safety-related questions should be directed to your supervisor. If an employees’ department issues or requires safety equipment be used in the course of job duties, the employee MUST use the equipment and could be subject to disciplinary action if the equipment is not used. Violation of safety practices, policies, directives or procedures may result in disciplinary action including termination. Please refer to departmental policy manuals for safety rules specific to your work department. b. Worker’s Compensation / Accidents FVMRD employees are covered for employment related injury or illness by the Colorado Worker’s Compensation Act. Under the Act you 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. Any job-related accident involving any injury or property damage MUST be reported to your immediate supervisor and the Business Manager immediately no matter how minor. Employees are required to notify their supervisor immediately of any job related injury no later than the end of the shift on which the injury occurred. Failure to promptly report any accident involving injury or property damage may result in
disciplinary action including termination. 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 80446 970-887-1216
Byers Peak Family Medicine 78878 US Hwy 40 Winter Park, CO 80482 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. Treatment by an unauthorized health care provider for a job-related injury may result in denial of payment for medical expenses through FVMRD’s workers compensation insurance and the employee may be responsible for payment of said treatment. The employee is to complete an incident report and any necessary forms the same day the accident occurred or as shortly after as possible. All completed forms shall be given to the Business Manager to file with the Worker’s Compensation claims provider. VI.
COMPENSATION a. 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. If you are absent on payday you may authorize, in writing, the release of your paycheck to a representative. FVMRD does not assume responsibility for any paycheck after it is released to an authorized representative. If you will be absent from work for a prolonged period you may request in writing that your check be mailed to a designated address. b. Reporting your Time Employees are required to keep a daily record (manual or electronic) of their hours worked. The supervisor may approve time sheets and the employee may be paid based on the reported time. Pay period calendars are available from your supervisor. The Director of Parks, Recreation and Golf or the Board of Directors may require time sheets from exempt employees. c. Overtime FVMRD may require employees to work overtime. Employees who are covered by the Fair Labor Standards Act (non-exempt employees) will receive overtime compensation for hours worked over 40 hours in a work week or more than 12 hours per day. Overtime compensation shall be paid at one and one-half times their regular rate of pay. If an employee works in more than one position for the FVMRD and overtime hours are incurred, overtime may be paid based on the regular rate of pay for the specific position worked when overtime hours occurred. Employees should not work more than 40 hours per week unless requested and authorized by their supervisor. Executive, administrative and professional employees, as further defined in the Fair Labor Standards Act, are exempt from overtime and are expected to work their normal scheduled work week plus whatever additional time may be required due to the demands of their position. d. Compensatory Time The FVMRD does not provide compensatory time. Full-time exempt employees are expected to work the hours necessary to complete the duties and responsibilities of their position. This may require working more
than 40 hours in a week or more than five consecutive days. Employees are allowed to alter their schedule with approval of their supervisor, but with full knowledge that such alteration may not be possible to complete the business of the FVMRD. Non-exempt employees are not eligible for compensatory time and are paid for hours worked. e. 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 your paycheck, as required by law. f.
Garnishment A garnishment is a legal deduction of a specified sum from an employee’s wages in order to satisfy a creditor. If FVMRD is required to garnish an employee’s wages, the garnishment will be made in accordance with the law.
g. Direct Deposit You may authorize in writing the direct deposit of your net earnings with a designated financial institution. Forms are available in your hiring paperwork. It may take up to two payroll cycles to set-up or change direct deposits. Currently, there is a fee of $1.25 deducted from each paycheck to subsidize the direct deposit bank fee. h. Holiday Pay The Board of Directors in consultation with the Director of Parks, Recreation and Golf determines FVMRD holidays. The following holidays are recognized by the FVMRD • • • • • • • • • •
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)
Full and part-time non-exempt employees who work on a designated holiday will receive one and one-half hours pay for each hour worked. Year-round full-time employees (exempt or non-exempt) may be eligible for holiday leave as outlined in the Benefits Section. i.
Expense Reimbursements FVMRD reimburses employees for expenses reasonably incurred during FVMRD business, provided such expenses have been authorized in advance or are determined 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 and provide receipts. If you are asked to conduct FVMRD business using your personal vehicle, FVMRD will reimburse you at the rate per mile permissible by the IRS.
j.
Professional Development Reimbursement FVMRD supports education and training programs which improve the skills, qualifications, and performance of FVMRD employees. FVMRD will pay the fees and costs of education and training programs which are specifically
required by the FVMRD. It is ordinarily each employee’s responsibility to maintain state-mandated certificates or credentials necessary to the employee’s job. FVMRD may in its discretion approve payment of all or a portion of the fees and costs of education or training programs requested by employees. FVMRD’s approval of payment for one segment, portion, or course which is a component of an education or training program does not obligate FVMRD to pay for any additional segment, portion, or course. Payment for time-off, tuition/fees, and/or travel and expenses are all determined on a case by case basis.
VII.
BENEFITS a. Retirement All FVMRD employees are enrolled in a 401(a) retirement plan through CCOERA (Colorado County Officials and Employees Retirement Association), in lieu of Social Security, upon date of hire. Employee’s retirement accounts under the 401(a) plan are 100% vested and become property of the employee. Employees contribute 3.75% of their gross pay (before taxes) on a mandatory basis to the plan. The FVMRD contributes a 3.75% match of the employee’s gross pay to the 401 (a) plan. The FVMRD offers a Section 457(b) Deferred Compensation Plan through CCOERA. Employees may choose to contribute additionally to that plan; however, there is no additional FVMRD match. b. Health Benefits Full-time year round employees are eligible to receive group insurance benefits after 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 FVMRD are subject to change at the discretion of the Board of Directors. FVMRD insurance plans may require employee contributions as a condition of participation. Required contributions must be made through payroll deductions. FVMRD offers three medical insurance plans: an EPO III, EPO IV plan and an EPO V plan. There is one dental and one vision plan offered by FVMRD. Life insurance is provided at two times the employee’s annual salary (or average annual salary for eligible non-exempt employees). Full-time year-round non-exempt employees are eligible for medical, dental and vision coverage on the following terms. Coverage for spouse and/or children is available, but the employee is responsible for 100% of the cost of the coverage. • during first three years of employment: employee pays 50% for employee coverage • after completion of three years of employment: employee pays 25% for employee coverage • after completion of five years of employment: employee coverage is paid in full Full-time exempt employees are eligible for employee only medical, dental and vision coverage which is paid in full by the District. Coverage for their spouse and/or children is available 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 c. Supplemental Insurance FVMRD offers supplemental insurance to all employees through payroll deduction. All new employees are eligible to enroll within 30 days from the date of hire, after which employees can enroll during open enrollment.
d. Vacation Benefits Paid vacation time is available to all full-time year-round exempt and non-exempt employees. Vacation time is accrued each pay period from the start of employment. Vacation leave must be earned before it can be used, unless approved by the Director. Additional vacation time may be approved by the Board of Directors for employees over ten years of employment. Years of Service 1st Year 2nd through 3rd Year 4th through 9th Year 10th through 14th Year 15+ Years
Maximum Annual Accrual 40 hours (5 days) 80 hours (10 days) 120 hours (15 days) 160 hours (20 days) 200 hours (25 days)
Employees may carry over up to 80 hours vacation time from one year to the next based upon the employee’s anniversary date. Employees who have served 15 or more years with the FVMRD may carry over 100 hours of accrued vacation time from one year to the next based upon the employee’s anniversary date. Employees are responsible for monitoring their vacation balance to ensure they do not lose their earned vacation. Use of vacation time needs to be approved by the 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 will be paid at the employee’s current regular rate of pay. Upon termination, accrued but unused vacation will be paid at employee’s current regular rate. e. Holidays Full-time year-round exempt and non-exempt employees 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. Floated holidays should be taken within 30 days. Full-time exempt employees will receive another day off at regular pay if a designated holiday falls on their regular day. The following holidays are recognized by the FVMRD: • New Year’s Day (January 1) • Martin Luther King Day (3rd Monday in January) • President’s Day (3rd Monday in February) • Memorial Day (Last Monday in May) • Independence Day (July 4) • Labor Day (1st Monday in September) • Columbus Day (2nd Monday in October) • Veteran’s Day (November 11) • Thanksgiving Day (4th Thursday in November) • Christmas Day (December 25th) f.
Recreation Benefits The following chart outlines the recreation benefits available to FVMRD employees. Please review closely and see your Supervisor with any questions.
FULL TIME EMPLOYEES
Full Time Hourly-Year Round /Seasonal
Full Time-Exempt & Board Members
GPCRC Membership/Daily Visit
Employee privileges or 50% Family
Employee and Family privileges
Pole Creek Golf
Employee & Spouse/Partner privileges
Employee and Family privileges
Icebox Membership/Daily Visit
Employee privileges or 50% Family
Employee and Family privileges
Specialty Classes (**)
20%-50% discount for Employee & Family
20%-50% discount for Employee & Family
School-age Programs
50% discount for Employee Family
50% discount for Employee Family
Fitness Classes @ GPCRC
50% discount for Employee and Family
50% discount for Employee and Family
Facility Rentals
50% discount for Employee
50% discount for Employee
Bistro 28
30% discount, select beverage discounts
30% , select beverage discounts
PART TIME EMPLOYEES
Part Time-GPCRC/GENERAL REC Employee privileges or 50% Family
Part Time-FV SPORTS COMPLEX 50% Employee discount/30% Family
Part Time-POLE CREEK GOLF CLUB
50% discount for Employee
Employee privileges
School-age Programs Fitness Classes @ GPCRC
50% discount for Employee 20%-30% discount for Employee & Family 30% discount for Employee Family 50% for Employee only
50% discount for Employee Employee privileges or 50% Family 20%-30% discount for Employee & Family 30% discount for Employee Family 50% for Employee only
Facility Rentals
20% discount for Employee
20% discount for Employee
20% discount for Employee
Bistro 28
30% , select beverage discounts
30% , select beverage discounts
30% , select beverage discounts
GPCRC Membership/ Daily Visit Pole Creek Golf IceBox Membership/ Daily Visit Specialty Classes (**)
50% discount for Employee
50% discount for Employee 20%-30% discount for Employee & Family 30% discount for Employee Family 50% for Employee only
INSTRUCTORS
FITNESS INSTRUCTORS
SPECIALITY CLASS INSTRUCTORS
GPCRC Membership/Daily Visit
Employee privileges or 50% Family
Limited benefits available, please see
Pole Creek Golf
N/A
HR for further information.
IceBox Membership/Daily Visit
N/A
Specialty Classes (**)
N/A
School-age Programs
N/A
Fitness Classes
Employee privileges - space available
Facility Rentals
N/A
Bistro 28
N/A
These benefits are intended as privileges for employees while they are actively employed 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. For the following recreation benefits, “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 dependents in a household. Extended family members living in a household for prolonged periods of time (1 month or more) are considered members in the household if under the age of 18. Extended family members 18 years or over living in a household for a prolonged period of time are eligible for a 50% discount at GPCRC. Pole Creek Golf Club – Employee play is 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 - 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
change seasonally. GPCRC Membership benefits 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 any time for employees. Specialty Classes -Benefits include all classes and programs offered by FVMRD other than Fitness or School Age Programs. (**) Discounts may vary based on type of specialty class. School-Age Programs - Benefits include the After-School Program, Day Camps and Field Trips. Fitness Classes - Benefits 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
VIII.
EMPLOYEE LEAVE FVMRD grants both paid and unpaid leave to eligible employees, under specific circumstances, according to the following leave policies. The use of paid leave must be approved in advance by each employee’s supervisor. Absence from work without advance approval may subject an employee to discipline, up to and including termination. Under circumstances where an employee is not eligible for paid leave, they may be granted unpaid leave as FVMRD permits. Unpaid leave will not be granted for more than six months, but may be renewed by FVMRD upon its expiration. Employees will 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 are required to pay the necessary premiums. a. Sick Leave Sick leave is defined as the absence from duty because of illness or injury, which would prevent the employee from performing their usual duties, or exposure to a contagious disease when the presence of the employee at work may jeopardize the health of others. Sick leave may also be used 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. Sick leave is available to full-time year-round exempt employees only. When possible, all medical appointments should be taken on the employee’s own time. In cases where this is not possible, sick leave may be used for this purpose. Sick leave accrues per pay period at a rate of 3.69 hours per pay period. Sick leave is accrued based on the payroll schedule for the calendar year and may not be carried over from year to year, unless otherwise approved by the Director. If you are unable to work due to an unexpected illness, you may be required to assist your 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, FVMRD may require that the employee use sick leave for the remainder of his or her work shift. FVMRD 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. b. 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/civil union partner, children, parents, grandparents, grandchildren or siblings, and the parents, siblings or children of the
employee’s spouse. c. Family and Medical Leave FVMRD employees may be eligible for up to twelve weeks of leave (consistent or intermittent) under the Family and Medical Leave Act (FMLA). 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. FMLA leave ordinarily is available for the following reasons: • • • • •
pregnancy, prenatal medical care or childbirth to care for the employee’s child after birth, or placement for adoption or foster care. to care for the employee’s 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 FMLA leave used by an employee. Spouses who both are employed by FVMRD ordinarily will be limited to an aggregate of twelve weeks leave under the FMLA 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 FVMRD when it is foreseeable. If the FMLA 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. FVMRD may also require a certification from a health care provider when FMLA 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 FMLA leave. An employee’s failure to provide a certification may result in denial of leave. FMLA 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 may not extend the FMLA leave. FMLA leave will run concurrently with absences from work covered by worker’s compensation. Any employee taking FMLA 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 FMLA leave are 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 FMLA 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, FVMRD is entitled to reimbursement for the cost of providing such health insurance benefits.
At the end of an approved FMLA leave, FVMRD will return the employee to the same or comparable position with no loss of benefits. If, during the period of FMLA leave, the employee’s employment would have ended for reasons unrelated to the leave, FVMRD will not reinstate the employee to their previous position. Additionally, if the services performed by the employee taking FMLA leave were unique and hiring a permanent replacement during the leave was necessary to prevent substantial and grievous economic injury to FVMRD, then FVMRD will notify the employee of its intent not to reinstate the employee after expiration of their leave. Any employee on FMLA leave must report to FVMRD 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-employment. d. 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 choose 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. e. Worker’s Compensation Leave Any employee who incurs a work-related injury or illness is entitled to benefits pursuant to the Worker’s Compensation Act. FVMRD 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 FVMRD with required information on his or her medical condition. f.
Jury Duty 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 FVMRD or an equivalent amount deducted from the employee’s pay.
g. Voting The FVMRD may grant employees necessary time off with pay to vote in general and primary elections as specified by Colorado State Law. Required time off to vote may be granted to an employee by their Supervisor if: • The employee is registered to vote. • There is insufficient time for the employee to vote outside their regular working hours. An employee is considered to have sufficient time if the polls are open a total of three or more hours during which time the employee is not working for the FVMRD. An employee who believes time off to vote may be needed must give their Supervisor at least one workday’s notice. The supervisor may schedule the time to be taken to vote. No deduction from regular pay may be made for authorized time off to vote up to a maximum of two (2) hours. h. 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 FVMRD for the twelve months preceding the beginning 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 or children 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 FVMRD and will provide any documentation requested by FVMRD. The employee shall be required to use any annual, vacation, 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.
IX.
SEPERATION FROM EMPLOYMENT An employee may separate from employment by resignation, end of season, retirement or disciplinary termination. Employees who resign in good standing are eligible for re-hire. Employees who are seasonally terminated, 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 including FVMRD’s group health and dental insurance programs as provided by state and federal law. Employees who do not return FVMRD property issued to them will be charged for such property. FVMRD retains the right to withhold these amounts from the employee’s final paycheck. Immediate supervisors will designate what property is to be returned to the FVMRD upon separation. The FVMRD reserves the right to withhold any unpaid balances for goods or services provided to the employee while employed with FVMRD from the employee’s final paycheck.
Fraser Valley Metropolitan Recreation District ACKNOWLEDGEMENT OF RECEIPT OF EMPLOYEE HANDBOOK This Fraser Valley Metropolitan Recreation District’s Employee Handbook is available on the Employee Login area of the District website www.fraservalleyrec.org. I have read and understand the contents of this handbook as it outlines my responsibilities, benefits, and FVMRD guidelines, and will act in accord with these policies and procedures. I understand that if I have questions or concerns regarding the handbook I will consult my immediate supervisor, my supervisor’s manager, the Business Manager, or the Director of Parks, Recreation and Golf. I understand that this handbook replaces any and all prior verbal and written communications regarding the FVMRD working conditions, policies, procedures, appeal processes, and benefits. I have read and understand the contents of this handbook and will act in accord with these policies and procedures as a condition of my employment with the FVMRD. I acknowledge that the handbook contains an employment-at-will provision that states: • •
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Either Fraser Valley Metropolitan Recreation District or I can terminate my employment relationship at any time, with or without cause, and with or without notice; That this employment-at-will relationship is in effect regardless of any other written statements or policies contained in this handbook, in any other Fraser Valley Metropolitan Recreation District documents, or in any verbal statements to the contrary; and That no one except the Director of Parks, Recreation and Golf can enter into any differing employment relationship, contract, or agreement. To be enforceable, any such out-of-the-ordinary relationship, contract, or agreement must be in writing, signed by the Director and placed in the employee file.
Finally, I understand that the contents of this handbook are simply policies and guidelines, not a contract or implied contract with employees. The contents of the Employee Handbook may change at any time.
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