West Florida Electric Cooperative Association, Inc.
EmployEE Handbook
Welcome from the Executive Vice President & CEO
A. Foreword/Mission, Vision, Values
B. America’s Electric Cooperatives
The Co-op Business Model
Seven Cooperative Principles
The Cooperative Network Works for You
America’s Electric Cooperatives: Facts & Figures How Electricity Reaches You
C. Get to Know WFEC
D. Benefits of Working at a Co-op Employee Benefits Summary Cooperative.com Registration Educational Resources
E. Florida Rural Electric Credit Union
F. Personnel Policies
G. Personnel Procedures
Foreword
Welcome to West Florida Electric Cooperative Association, Inc. (WFECA). By becoming an employee at WFECA, you will play an important role in meeting the expectations of our member-owners.
WFECA was formed in 1937 by 712 hard-working rural residents from the area in and around Graceville, Florida. These cooperative pioneers organized themselves and borrowed $194,000 from the Rural Electrification Administration (REA). This money was used to build our original 262 miles of electric lines and the rural utility now known as West Florida Electric Cooperative was formed. In 2022, West Florida Electric Cooperative celebrated 85 years of service to the rural residents in Holmes, Jackson, Washington and Calhoun counties.
WFECA is more than just another electric utility. We are different in that our sole purpose for existence is to provide needed services to our members. Every three years we survey our members to determine their degree of satisfaction with our services, their desire for new or additional services, and to discover new concerns that they may have. The last member survey revealed a great level of satisfaction with our existing services, and the progress realized was the direct result of all employees working together toward a common goal, member satisfaction.
Our members are more than just our customers. As members, they are the sole owners of WFECA. The members of the cooperative are the only investors in this company, so we take the responsibility of meeting their expectations very seriously.
The future will pose challenges for WFECA, and as an employee of the cooperative, you will play an important role in meeting these challenges. Each year, WFECA sets specific goals that are designed to meet needs and improve service for our member-owners. While each department in the cooperative is responsible for its own functions and individual goals, our common goal is one, to provide service to our members and meet or exceed their expectations.
Our Mission
West Florida Electric Cooperative Association, Inc. is a member-owned, non-profit electric utility dedicated to providing safe, reliable and competitively priced electricity and other valuable services to our member owners while improving the quality of life for all citizens in our community.
Our Vision
West Florida Electric Cooperative Association, Inc. is the preferred provider of clean, reliable and affordable electricity and other services that enhance the quality of life of our member-owners.
Core Values
As a Touchstone Energy Cooperative, our core values consist of integrity, accountability, innovation and commitment to community. These four values allow us to consistently deliver high standards of excellence to our members.
America’s Electric Cooperatives
THE CO-OP BUSINESS MODEL
Local & Community-Driven
Electric cooperatives are built by and belong to the communities they serve. They are led by members from the community and are uniquely suited to meet local needs.
Every Member Counts
Members elect their peers to represent them on a board that governs co-op operations and guides the co-op’s impact in the community.
Serving People Over Profits
Unlike other utilities, cooperatives are led by the members they serve and return excess revenue back to members instead of outside investors or shareholders.
Member Satisfaction
Cooperatives believe the greatest measure of organizational success is member satisfaction. Electric cooperatives, on average, score higher than all other electric companies, according to the American Consumer Satisfaction Index.
Innovation & Quality of Life
Electric cooperative members receive more than just energy services. Co-ops were formed to fill a community need. Co-ops continue to create programs and services that support economic development in the community.
The Seven Cooperative Principles
1. Open and Voluntary Membership
Membership in a cooperative is open to all persons who can reasonably use its services and stand willing to accept the responsibilities of membership, regardless of race, religion, gender, or economic circumstances.
2. Democratic Member Control
Cooperatives are democratic organizations controlled by their members, who actively participate in setting policies and making decisions. Elected representatives (trustees) are elected from among the membership and are accountable to the membership. In primary cooperatives, members have equal voting rights (one member, one vote); cooperatives at other levels are organized in a democratic manner.
3. Member’s Economic Participation
Members contribute equitably to, and democratically control, the capital of their cooperative. At least part of that capital remains the common property of the cooperative. Members allocate surpluses for any or all of the following purposes: developing the cooperative; setting up reserves; benefiting members in proportion to their transactions with the cooperative; and supporting other activities approved by the membership.
4. Autonomy and Independence
Cooperatives are autonomous, self-help organizations controlled by their members. If they enter into agreements with other organizations, including governments, or raise capital from external sources, they do so on terms that ensure democratic control as well as their unique identity.
5. Education, Training and Information
Education and training for members, elected representatives (trustees), CEOs, and employees help them effectively contribute to the development of their cooperatives. Communications about the nature and benefits of cooperatives, particularly with the general public and opinion leaders, helps boost cooperative understanding.
6. Cooperation Among Cooperatives
By working together through local, national, regional, and international structures, cooperatives improve services, bolster local economies, and deal more effectively with social and community needs.
7. Concern for the Community
Cooperatives work for the sustainable development of their communities through policies supported by the membership.
THE COOPERATIVE NETWORK WORKS FOR YOU
As a co-op employee, you are part of something much larger – a nationwide network of nearly 900 co-ops in 48 states. Let’s take a closer look at what the cooperative network looks like.
Local
Distribution co-ops were built by and serve co-op members in their communities with electricity and other services. Local co-ops leverage each other by sharing information and resources with peers facing similar situations.
Regional
Generation & transmission (G&T) co-ops provide wholesale power to distribution co-ops through their own electric generation facilities or by purchasing power on behalf of the distribution members. This group also often provides distribution engineering and planning support, education and training programs, marketing information and economic development support.
State
Statewide associations are service organizations that engage in advocacy activities before state entities and agencies. These associations also provide other support to electric co-ops in their region or state, on topics such as communications, training and safety.
National
NRECA is the national trade association representing the interests of nearly 900 electric co-ops, providing a broad range of products and services in the areas of outreach and advocacy, workforce development, operational and business strategies and employee benefits.
Touchstone Energy® is the national brand of electric co-ops, providing tools and resources to help its member cooperatives and their employees better engage and serve their co-op members.
A number of additional strategic partners offer expertise in areas of interest to co-ops, like finance, insurance, technology and various products and services. Learn more about these groups on cooperative.com
America’s Electric Cooperatives
From booming suburbs to remote rural communities, America’s electric cooperatives are energy providers and engines of economic development. Electric cooperatives play a vital role in transforming communities.
Cooperatives
power 56% of the nation’s landmass.
Own and maintain 42% (2.7 million miles) of U.S. electric distribution lines that serve our communities.
Serve 42 million people across 2,500+ counties, including 92% of persistent poverty counties.
Power over 20 million businesses, homes, schools and farms in 48 states.
In 2019, America’s electric co-ops returned more than $1.3 billion in capital credits to their consumer-members.
832 distribution cooperatives are the foundation of the electric cooperative network. They were built by and serve co-op members in the community with the delivery of electricity and other services.
63 generation & transmission cooperatives provide wholesale power to distribution co-ops through their own electric generation facilities or by purchasing power on behalf of the distribution members.
Electricity use and energy mix
Co-ops rely on a diverse energy mix to ensure a reliable, affordable and responsible electricity supply that meets the needs of their consumer-members. More than twothirds of the electricity delivered by co-ops to members comes from low- or zerocarbon sources.
Co-op Retail Fuel Mix 2014, 2016-2019
Source: NRECA research deliver 12% of all U.S. electricity Co-ops generate 5% of total U.S. electricity and
Unlike the rest of the electric sector, electric co-ops sell the majority of their power to households rather than businesses. Keeping rates affordable is especially important for these consumermembers at the end of the line.
HELPING RURAL COMMUNITIES RESPOND TO COVID-19
Throughout the pandemic, co-ops worked tirelessly to support their communities by keeping the lights on and finding new ways to lend a hand. Since the start of the pandemic co-ops have:
Provided COVID testing and hosted vaccination clinics in high-demand areas
Donated masks and hand sanitizer
Established free wifi hotspots for students and families working from home
Donated laptops to schools
Source: RUS and CFC Form 7 data (excludes sales for resale)
Delivered meals in their communities
Co-ops are reducing emissions …
Cleaner air
Cooperatives are meeting member expectations by reducing emissions through a combination of emission-reduction measures at power plants and fuel switching to natural gas and renewables.
Co-ops have:
Reduced sulphur dioxide emissions 83% from 2005-2019.
Reduced nitrogen oxide emissions 69% from 2005-2019.
Source: EPA and EIA
Reduced carbon dioxide emissions 18% from 2005-2019. TOTAL SO2 EMISSIONS
TOTAL NOX EMISSIONS
• From 2010 to 2020, co-ops nearly tripled their renewable capacity from 3.9 gigawatts to more than 11.4 gigawatts.
• Co-ops added more new renewable capacity in 2020, nearly 1.6 GW, than in any previous year.
• Electric co-ops have deployed enough wind and solar capacity to serve nearly 2.7 million homes.
• Co-ops have announced more than 6.4 GW of new renewable capacity additions planned from 2021-2024.
• Co-ops purchase 10 GW of hydropower from federal power marketing administrations and the Tennessee Valley Authority.
… and jump starting renewable energy growth
Cumulative Co-op Renewable Capacity, Owned and Under Contract
Electric cooperatives are hubs of innovation
As co-ops meet tomorrow’s energy needs, they invest in the future of their communities.
Broadband: More than 200 co-ops are developing or planning to deploy broadband service to their members, giving them access to telehealth services, online learning, remote work and new possibilities for local businesses.
Smart Meters: Electric cooperatives lead the industry in smart meter deployment, with a 73% penetration rate of AMI meters, compared to 58% for the rest of the industry.
Energy Storage: Cooperatives have developed more than 50 energy storage projects, ranging from residential batteries to large utility-scale projects paired with renewable generation. Storage is an important element of microgrids, including on military installations.
Carbon Capture: Electric cooperatives are partners in more than $30 million in innovative carbon capture technology research projects.
The cooperative difference
Electric co-ops are local energy and technology partners. Consumer-owned and not for profit, they are shaped by the specific needs of the communities they serve. This local, member-driven structure is one reason why cooperatives enjoy the highest consumer-satisfaction scores within the electric industry, according to J.D. Power and Associates and the American Customer Satisfaction Index.
• Electric cooperatives are built by and belong to the communities they serve. They are led by members from the community and are uniquely suited to meet local needs.
• Co-ops earned the highest average score and had 5 of the top 7 satisfaction scores among all types of electric utilities in the J.D. Power and Associates 2020 Utility Customer Satisfaction Study.
• Electric cooperatives, on average, score higher than all other electric companies, according to the 2021 American Customer Satisfaction Index.
Source: NRECA
Most of us take reliable electric power for granted. But do you know what’s really involved in getting that power to you?
1. Power Plant: At a generating plant, water is heated to steam using fuels such as natural gas, coal and oil; the steam turns turbines that turn generators to produce electric energy. In some areas, nuclear power or water flowing through hydroelectric dams powers the turbines.
2. Step-Up Substation: Transformers at the generating plant increase the voltage up to 345,000 volts, so it can travel long distances over high-voltage transmission lines.
3. High-Voltage Transmission Lines: These lines carry the electric energy over long distances. Insulators on the towers prevent the power from flowing to the towers or the ground.
4. Transmission Substation: Transformers reduce the electric energy up to 69,000 volts, making it suitable for high-volume delivery over short distances.
5. Large Industrial User: Most industries need 2,400 to 4,160 volts to run heavy machinery. They usually have their own substation at the facility.
6. Local Distribution Substation: Local electric co-ops operate several of these substations to reduce electricity to 7,200-14,400 volts for distribution to their members.
7. Distribution Lines: Lines belonging to local electric co-ops carry electricity to transformers that reduce power levels to 120/240 or 120/208 volts for use in schools, farms, homes and small businesses.
Small Businesses Homes Farms Schools
Get to Know West Florida Electric
Being part of an electric co-op team is unique. Why? Because cooperatives are not typical businesses!
West Florida Electric Cooperative was formed in 1937 by members of our community -- to serve the community. There are 900 electric co-ops in the U.S., and each is slightly different because it provides services based on what the local community needs. So let's take a look at our co-op.
Here are a few facts to help you get to know West Florida Electric Cooperative.
WFEC by the Numbers
Our co-op was formed to bring power to the people when for-profit utilities wouldn't.
Serve 28,500 meters in four counties: Calhoun, Holmes, Jackson & Washington
Own and maintain 4,800 miles of distribution power lines
Serve an average of 6 members per mile of line (Compare that to other types of electric utilities that serve about 32 members per mile of line.)
WFEC Energy Resources
We're an environmentally-responsible community partner. The energy we provide to our members comes from a diverse fuel mix, which WFEC purchases from PowerSouth Energy Cooperative.
natural gas coal hydroelectricity compressed air storage nuclear purchased power agreements
Your WFEC Team
We rely on a team of people to ensure power flows smoothly. Each (Insert co-op name) employee plays a critical role in the services we provide to our members.
101 employees
45 operations employees
7 engineering employees
15 finance & administration employees
28 member services employees
Led by a nine-member board of directors
Shawn Walling, EVP & CEO
Please note: The information included on this page is meant to serve as an example and should be edited to meet the needs of your co-op.
Cooperative Benefits Summary
BENEFITS OF WORKING AT THE CO-OP
The advantage of working at our co-op is that we care about your whole person. We want our employees to be healthy, happy, and feel financially secure.
Mental Health
Paid time off, Employee Assistance Program, grief counseling, estate planning and more
Physical Health
Comprehensive health insurance (medical/dental/vision/disability/life), wellness programs
Financial Health
410k, Retirement Security plan, access to financial planner, national discounts program, online planning calculators
Professional Development
Educational courses, training programs and conferences
Visit cooperative.com > My Benefits or the HR department to learn more
Employee Benefits Summary
West Florida Electric Cooperative offers a rich benefits package to its employees to include the following:
In addition to the above insurance benefits, the Cooperative provides, at no cost to the employee, a 30 year, age 62, retirement and securities plan through the National Rural Electric Cooperative Association. The Cooperative also offers a tax deferred 401-K Plan through Merrill Lynch. The employee may contribute up to the maximum amount allowed by the Employment Retirement Income Security Act, and the Cooperative will match up to 3%.
Employee Assistance
The Cooperative also provides employees with an Employee Assistance Program that offers confidential assistance with family and marital issues, alcohol and drug dependency, emotional issues, stress related issues, financial and legal referrals.
Cooperative.com: Your Resource Hub
Did you know you have an invaluable and one-stop shop for resources at your fingertip?
It allows you to check your health care and retirement benefits, get the latest co-op news and access tools and resources to help you do your job. You can query colleagues in similar roles to find solutions for challenges you’re facing and identify industry partners that can help your co-op.
No, it’s not Google, Siri or even Alexa. It’s cooperative.com, an online portal for electric co-ops that offers a wealth of info, tools and connections to help you work smarter, not harder.
Snapshot of Useful Resources
• Your Health Care and Retirement Benefits - access information about your retirement plan(s), medical benefits, and wellness resources
• News - articles and features on co-op activities
• RE Magazine - the electric co-op industry’s national flagship publication
• Along Those Lines - NRECA’s monthly podcast focused on stories from across co-op country about the issues that matter most to rural America and the energy industry
• Programs and Services - information about Human Resources, Communications, Education and Training, Government Relations, Business and Technology Strategies resources and more
• Education and Training - information about professional development, webinars, conferences and training opportunities offered in person and online
• Networking:
* “People Finder” is a useful directory of co-op employees across the nation
* Professional online communities by topic enable co-op employees and leadership to communicate with peers at other co-ops
• Touchstone Energy® section - contains resources to support advertising, member engagement, business development, employee education and cooperative performance needs of its members
• Cooperative Career Center - a resource hub where co-ops can post open positions and job seekers can learn of new employment opportunities in the NRECA network
• Co-op Date, Maps and Figures - a resource that provides information about co-op data and maps, including co-op territories and congressional districts
• Safety Resources - this is a section containing valuable resources regarding safety standards, regulations, programs and the Commitment to Zero Contacts initiative
• National Discounts Program - listing of national companies where co-ops and their employees can receive discounts
• ACRE® - the Action Committee for Rural Electrification, the federal political action committee representing electric co-ops
Need access to cooperative.com? Visit cooperative.com and click on “Member Login,” then select “Register” under “New to the Cooperative Family.”
Cooperative.com Registration Process for New Users
Your co-op offers eligible employees comprehensive benefits to protect you and your family. NRECA’s Employee Benefits website is your secure source for benefits information, educational tools and resources. Getting started is quick and simple. First time users can follow these instructions to register and log in to the site.
GETTING STARTED: Visit cooperative.com and click on “Member Login.” Then select “Register” under “New to the Cooperative Family.”
You’ll then need to indicate that you participate in NRECA employee benefit programs by selecting the top option and clicking “Continue.”
STEP 1: To create an account linked to your employee benefits you will need to verify your identity. Use the drop-down menu to choose one of two options:
Option 1. Enter your Social Security number, first and last names along with your birth date and home postal (or ZIP) code.
Option 2. If you have NRECA health benefits, enter your NRECA member ID from your health ID card along with your first and last name, last four digits of your Social Security number, birth date and home postal (or ZIP) code.
Once you’ve entered this information, click “Continue.”
Troubleshooting Tip:
If NRECA has not been updated with your information, check with your benefits administrator to ensure your information has been provided to NRECA. You may also contact NRECA’s Member Contact Center at 866.673.2299. Representatives can assist you Monday through Friday, 7 am to 7 pm, Central time.
STEP 2: Once registered, you can update your prefix, job title, nickname and designation. You can also edit your home address or add another address. If you add another address, be sure to check the box indicating which address NRECA should use for mailing your benefits information. You will also be asked to provide a primary email address along with relevant phone numbers. Once you have reviewed, confirmed or modified this information, click “Continue.”
STEP 3: Create your account username and password to continue the registration process.
STEP 4: Verify your identity and confirm your email address. NRECA will send you a confirmation email, simply follow the prompts in that email to verify your email address.
STEP 5: Enter your new username and password. Before accessing your account information, you’ll need to establish a multi-factor authentication so NRECA can confirm your identity for future log-ins or in case you need to reset your login information. Select Text Me, Call Me, Use Google Authenticator App or Ask Me a Question from among the options and follow the prompts to establish your method of authentication.
Forgot Your Log-in Information?
If you forget your username or password, you can reset this information by clicking on “forgot your username” or “forgot your password” on the cooperative.com login screen. Follow the prompts to recover this information.
Need Assistance?
The Member Contact Center can help you by phone with any registration or log in questions between 7am-7pm, Monday through Friday, Central time, at 866.673.2299.
Now that you’re registered for cooperative.com access you can visit NRECA’s Employee Benefits website at any time. Simply log in and click on the “My Benefits” link. The website lets you view and manage your retirement and medical benefit online, including access through your computer or smartphone.
Education & Resources
Explore the Education & Resources megamenu to find:
• Benefit plan documents
• Newsletters, articles and videos
• Interactive, scenario planning calculators
• Contact information for NRECA
Florida Rural Electric Credit Union
A credit union is a member-owned, nonprofit cooperative formed for the purpose of encouraging savings by offering a good return, using collective monies to make loans at competitively low interest rates to members, and providing other member services on a cooperative basis. Members are united by a defined field of membership and through an elected Board of Directors, democratically operated the credit union under state and federal laws and regulations.
1. Payroll deductions
2. Certificates of deposit
3. Christmas club accounts
4. Individual retirement accounts
5. Credit cards
6. Share accounts
7. Share drafts
8. Loans
A. Fully secured loans
B. Auto loans (new and used)
C. Motorcycle (new and used)
D. Recreational Vehicles (new and used)
E. Boats (new and used)
F. Real Estate loans
G. Major Appliance loans
H. General Purpose loans (with collateral)
I. Vehicle Refinance loans
J. Signature Line of Credit
K. Credit/Debit Card
L. Single Payment loan
M. Home Improvement loans
Contact information for Florida Rural Electric Credit Union is:
Florida Rural Electric Credit Union 2916 Apalachee Parkway Tallahassee, FL 32302 (850) 877-6168 (800) 542-1246
Office hours for Florida Rural Electric Credit Union are Monday-Friday from 8:00 a.m. - 5:00 p.m. (EST). Each office of West Florida Electric Cooperative has a credit union representative. Those are:
Sneads: Sharon Curry
Bonifay: Beverly Anderson
Graceville: Penny Bryan Shannon Holton
Board Policies • 500 Series
Board Policy 500 • Statement Concerning Employment
Board Policy No. 500
Title: Statement Concerning Employment
Purpose: To introduce employees to cooperative policies and to promote desirable employee characteristics, work habits and communication.
Scope: This policy applies to all cooperative employees
Policy: West Florida Electric Cooperative Association, Inc. is proud of its employees and wants to provide quality working conditions for them. As an employee, you can play an important role in the total organization, and your individual performance as an employee is an important part in the total organization and to the success of the cooperative.
To promote good understanding among its employees, the cooperative has provided written policies and other instructions which cover a wide range of subjects related to your employment. It is important that you be familiar with these policies and instructions and comply with them.
Since the cooperative has different work groups performing different functions, it is impossible to cover every aspect of your employment in writing. Therefore, it may be necessary from time to time, that you consult with your immediate supervisor for further instructions and clarification. Please feel free to call on your supervisor at any time. The cooperative is dedicated to providing reliable high-quality electric service to the public, and every employee has an important responsibility in serving the public well. The following will be helpful to you in becoming and remaining an efficient and effective employee of the cooperative.
Be prompt: Arrive to work on time. A few minutes late when reporting for work or after break may prevent you completing your work and delay the work of other employees.
Be neat: Neatness in your work and in work area is important because it contributes to high quality work and helps your own personal satisfaction and enjoyment. Neatness in your personal appearance improves your own personal pride and helps other employees enjoy working with you.
Be efficient: Plan and perform your work safely and efficiently. Study to increase your knowledge and look for ways to do your job quicker and better. Work steadily and avoid waste of time on non-productive things.
Be cooperative: Get along with fellow employees by being respectful and courteous. Do your share of the work. Avoid gossip and meddling. Don’t ask for special favors or privileges.
Policy:
Be loyal: Work for the cooperative and your supervisors and not against them. Carry out orders and instructions readily and cheerfully. If you have complaints or problems, take them up with your supervisor promptly and not with others who cannot help you with the complaint or problem.
Your suggestions as to how work and working conditions can be improved are always welcome, and we want you to always feel free to make them.
By working together, we can effectively strive to make the cooperative an even better and more effective organization and a more enjoyable place to work.
APPROVED: 01/20/92 EFFECTIVE: 07/1/95
REVISED: 01/2020 Board Policy No. 500 • Page 2
REVIEWED: 01/2020
Board Policy 501 • Employer-Employee Relations
Board Policy No. 501
Title: Employer-Employee Relations
Purpose: To define the working relationship between the cooperative and its employees as it relates to goals, duties, responsibilities and rights of each party.
Scope: This policy applies to all employees unless it specifically conflicts with the provisions of federal or state laws and/or regulations. Nothing in the Personnel Policy Manual should be construed as altering the Employment-At-Will relationship or as creating an express or implied contract or promise concerning the policies or practices that the cooperative has implemented or will implement in the future.
Policy:
It is the policy of West Florida Electric Cooperative Association, Inc. to promote and maintain an employee-oriented workforce dedicated to providing quality of service to all members through fair and consistent personnel policies, procedures and practices.
The cooperative’s responsibility will be to:
1. Implement and maintain fair and effective personnel policies and practices and consistent with applicable statutory requirements.
2. Recruit and employ qualified individuals without regard to race, religion, color, creed, veteran or disabled veteran status, handicap, sex, age or national origin in conformance with applicable federal and state equal opportunity status.
3. Establish and adjust salaries to reflect an individual’s performance and level of responsibility and to adhere to established compensation structure and guidelines.
4. Provide and effectively administer an employee benefits plan in a uniform manner.
5. Establish internal and external training program guidelines and define responsibility for training programs.
6. Define and schedule regular, assigned working hours for all employees, exempt and non-exempt.
7. Encourage the communication of employee suggestions that may be of significant mutual benefit to the employees and to the cooperative.
8. Establish procedures for effective supervisor and employee communication and interaction.
Exceptions:
Responsibility:
9. Create processes for employees to discuss business-related concerns or problems without fear of retaliation or loss of employment.
10. Ensure the effective operation of the business in safe, healthy and secure working conditions.
11. Strive to achieve the highest possible standard of business ethics by communicating the legal standards and restrictions that apply to all assigned duties.
12. Effectively hire, supervise, train and discipline employees in a fair, uniform and equitable basis which is consistent with policies, procedures, the union contract and applicable state and federal legal requirements.
13. Communicate working hours and assigned duties to each subordinate employee in conformance with the cooperative’s requirements and established policies and guidelines.
14. Transfer and/or promote employees in accordance with the union contract and applicable policies and procedures.
15. Evaluate and maintain labor and operational requirements to effectively meet the objectives and quality standards of the cooperative.
16. Manage all functions in compliance with operational requirements, policies, procedures and statutory guidelines.
Employees of the cooperative will be responsible for:
1. Performing assigned duties in a satisfactory manner.
2. Maintaining an acceptable level of punctuality and attendance.
3. Treating fellow employees with mutual respect and fostering a productive workplace free of harassment, intimidation or any other form of discrimination.
4. Adhering to the policies, safety standards and procedures adopted and maintained by the cooperative.
5. Each employee will follow this policy on a daily basis.
There will be no exceptions to this policy without the approval of the Board of Trustees.
Implementation of this policy shall be the responsibility of the Executive Vice President and CEO and/or his designated representative.
APPROVED: 03/24/92
07/1/95
01/2020
01/2020
Board Policy 502 • Equal Employment Opportunity
Board Policy No. 502
Title: equal employment opportunity
Purpose:
To set forth provisions of the cooperative’s Equal Employment Opportunity (EEOC) program consistent with Rural Utilities Service (RUS) regulations, federal and state laws and executive orders.
Scope: This policy applies to all employees and prospective employees with regard to cooperative facilities and conditions of employment.
Policy:
Exceptions:
Responsibility:
It is the policy of West Florida Electric Cooperative Association, Inc. to extend equal employment opportunity to all applicants for employment and to all other persons employed by they cooperative without regard to disability, race, creed, color, national origin, handicap, veteran or disabled veteran status, sex, age or marital status.
A. The cooperative’s Equal Employment Opportunity policy ensures compliance with government regulations with regard to all.
B. The cooperative’s commitment to equal employment opportunity is upheld through every aspect of the employment relationship including, but not limited to: recruitment, selection, placement, training, compensation, benefits, safety and health, discipline, promotion, transfer, termination, company sponsored social/reception activities and all other matters of employment. All sources of recruitment will be advised of this policy.
C. Employees will continue to be selected based on qualifications and, when applicable, seniority with equal opportunity provided to all qualified applicants including handicapped persons, disabled veterans, and veterans of any military war or conflict, without regard to race, color, creed, religion, national origin, age, or sex.
There will be no exceptions to this policy without the approval of the Board of Trustees.
Implementation of this policy shall be the responsibility of the Executive Vice President and CEO and/or his designated representative.
APPROVED: 03/4/92
EFFECTIVE: 07/1/95
REVIEWED: 01/2020
REVISED: 01/2020
Board Policy 503 • Employment of Relatives
Board Policy No. 503
Title: employment of relatives
Purpose:
To set forth guidelines and conditions of employment of immediate family members.
Scope: This policy applies to all cooperative employees and all applicants for regular, temporary, part-time and co-op student employment.
Policy: Exceptions:
Responsibility:
Close relatives of West Florida Electric Cooperative Association, Inc.’s employees and trustees will not be employed by the cooperative. The term close relative is defined as children, stepchildren, or their spouses, husband, wife, sister, brother, parents, foster or stepparents, grandparents, aunts, uncles, mother-in-law, father-in-law or any relative residing in the employee’s household or a trustee’s household. The term “spouse” shall also mean persons who are living together in a conjugal relationship or opening co-habit with a party of the opposite sex even though not legally married and same sex partners.
Managers and supervisors are prohibited from having consensual relationships with any cooperative employee. If a management employee chooses to date or in any way begin a relationship with a co-worker, the management employee will leave the employment of the cooperative immediately. Failure on the part of the management employee to resign will result in termination of employment for violation of this policy.
In the event two (2) non-management employees marry each other, the following provisions apply:
1. The married employees cannot work in the same department or district within the cooperative. If, at the request of one of the employees, a transfer to a different district can be accomplished, one of the employees will be transferred. The cooperative will not create a job or accommodate the married employees by adjusting the number of employees assigned to each district office and/or department.
2. It will be the responsibility of one of the employees to leave the employment of the cooperative within two (2) weeks of their marriage, if a situation exists that prohibits segregating the two (2) married employees.
There will be no exceptions to this policy without the approval of the Board of Trustees.
Implementation of this policy shall be the responsibility of the Executive Vice President and CEO and/or his designated representative.
APPROVED: 03/24/92 EFFECTIVE: 07/1/95
01/2020
08/27/98; 01/2020
Board Policy 504 • Insurance and Retirement Benefits
Board Policy No. 504
Title: Insurance and Retirement Benefits
Purpose: To define benefits available through the cooperative.
Scope: This policy applies to all regular full-time and retired employees.
Policy:
One of the greatest assets of any company is its employees, their efforts and cooperation. In recognition of this, together with our interest in the welfare of each employee, certain benefit programs have been established. A brief summary of our insurance and retirement programs is outline below:
The cooperative maintains a comprehensive insurance program which offers Life, LongTerm Disability, Dental, Vision and Medical coverage for the benefit and protection of all eligible employees. The cooperative shares in the cost of premiums for medical and dental coverage for all eligible employees and their dependents. Supplemental Life insurance for dependents is available at the employee’s expense. No dependent coverage is offered for Long-Term Disability.
If a regular full-time employee retires after having reached his or her 62nd birthday, or 30 years of service, he or she may continue medical insurance coverage in accordance with the terms of the plan. Should coverage be continued, payment of the full premium is the responsibility of the retiree. If payment for premiums is not made promptly, the retiree’s coverage shall be discontinued.
Once medical insurance coverage for a retiree ends for whatever reason, the retiree will no longer be permitted to elect coverage or participate again under the plan.
In the event of the death of the retiree, the spouse and dependents may continue coverage in accordance with the plan. Payment of the full premium is the responsibility of the surviving spouse and dependents and may be paid directly to the health insurance plan or to the cooperative. If payment for premiums is not made promptly, the coverage shall be discontinued with no reinstatement option.
If an employee retires or terminates before their normal full retirement age, his or her medical insurance coverage may be continued in accordance with applicable COBRA laws and regulations.
This policy shall not be deemed a term or condition of employment or a contract between the cooperative and any current employee or retired employee. The cooperative reserves the right to alter, amend or abolish this policy or any benefit at any time.
Exceptions:
Responsibility:
Complete details of these benefits are provided in the Summary Plan Description. Any questions pertaining to benefits should be directed to the Manager, Human Resources.
The Merill Lynch Retirement and Savings Plan (401K) provides for employee/employer participation. The cooperative will make a matching contribution up to 3% of the employee’s base salary. Employees may make an additional voluntary contribution not to exceed the legally allowable amount.
The cooperative maintains and provides the NRECA Retirement and Security Plan for eligible employees. This is a defined benefit pension plan with a normal retirement date of 30 years in the plan or age 62, whichever comes first. The cooperative covers the entire cost of this plan.
The Summary Plan Description for the NRECA Retirement and Security Plan may be reviewed upon request from the Manager, Human Resources.
There will be no exceptions to this policy without the approval of the Board of Trustees.
Implementation of this policy shall be the responsibility of the Executive Vice President and CEO and/or his designated representative.
Board Policy 505 • Vacation
Board Policy No. 505
Title: Vacation
Purpose: To define conditions and provisions of vacation accrual and its use.
Scope: This policy applies to all regular employees.
Policy: It is the policy of West Florida Electric Cooperative Association, Inc. to provide vacation time to regular employees in the interest of health, morale and efficiency.
1. All regular full-time employees will accrue vacation time as follows:
A. Two (2) weeks (80 hours) after the completion of five (5) years of continuous service.
B. Three (3) weeks (120 hours) per year from five (5) to ten (10) years of continuous service.
C. Four weeks (160 hours) per year after ten (10) years of continuous service.
D. Five weeks (200 hours) after the completion of thirty (30) years of continuous service. Employees hired as of November 1, 2009, will not accrue the fifth week of vacation.
2. Vacation is based upon the accumulated number of completed years of continuous service, except in the case of an authorized unpaid leave of absence.
3. Vacation may be taken by each employee subject to approval in advance of the immediate supervisor. Seniority will prevail with regard to the choice of a vacation period for vacation requests submitted prior to January 1 of each year. Requests received after January 1 of each year will require employees to give forty-eight (48) hours notice to their immediate supervisor. Vacation shall be scheduled so the scheduled leave of the various employees will be in the best interest of the cooperative and cause the least amount of interruption in the normal routine operation of the cooperative.
4. Certain positions, as designated by management, require a minimum of five (5) consecutive vacation days to be taken each year in accordance with the limits of accrual.
5. Use of vacation while on disability will be coordinated with worker’s compensation disability benefits.
6. An employee must work at least one-hundred twenty (120) hours per month to receive full accrual. Accrual will be reduced proportionately should the time worked be less than one-hundred twenty (120) hours per month. For purposes of this policy, any time paid for absence due to holidays, jury duty, or absence for death in the family, sick leave and vacation will be counted as time worked.
Policy:
Exceptions: Responsibility:
APPROVED: 03/24/92
Board Policy No. 505 • Page 2
7. An employee shall not accrue vacation while on worker’s compensation disability benefits. An employee injured on the job and who does not otherwise qualify for vacation accrual by compensated time, upon return to work, will receive vacation accrual on not more than six (6) months absence for such injury.
8. Employees are eligible to accumulate up to a maximum of five hundred twenty (520) hours of vacation which may be carried forward from one (1) calendar year to the next. Employees are not eligible to accumulate any more vacation once they accumulate five hundred twenty (520) hours, therefore vacation leave balances in excess of five hundred (520) hours must be used or sold before December 31 each year. Exceptions for allowing employees to take unused vacation at a later date shall require mutual agreement in writing between the cooperative’s Executive Vice President and CEO and the employee.
9. Employees will have the option of selling eighty (80) hours of accrued vacation at the full rate of pay in December of each year. The Executive Vice President and CEO can approve an employee selling additional hours if he/she exceeds five hundred twenty (520) hours after selling eighty (80) hours.
10. Employees who accumulated more than five hundred twenty (520) hours of vacation prior to February 1, 2022, will not lose any vacation pay as a result of this change in policy. However, they will not be eligible to accumulate any more paid vacation until their total accumulated vacation is less than five hundred twenty (520) hours.
11. Upon termination of employment for any cause, an employee may be paid for all accrued and unused vacation in accordance with the limits of accrual.
12. In the event of the death of an employee, the employee’s spouse or his/her estate will be paid all of the deceased employee’s unused vacation at the regular rate of pay.
13. If layoffs occur for lack of work, an employee who did not take accrued vacation time during the vacation year in which the layoff occurred shall be entitled to all accrued and unused vacation in accordance with the limits of accrual.
Any exceptions to this policy must be approved by the Board of Trustees.
Implementation of this policy shall be the responsibility of the Executive Vice President and CEO and/or his designated representative.
EFFECTIVE: 07/1/95
REVIEWED: 10/03; 01/20; 01/22
REVISED: 10/03; 01/20; 01/22; 11/24
Board Policy 506 • Sick Leave
Title: Sick Leave
Board Policy No. 506
Purpose: To define provisions for accumulation and conditions for utilizing paid leave for illness or injury.
Scope: This policy applies to all regular employees.
Policy:
It is the policy of West Florida Electric Cooperative Association, Inc. to provide continued income to regular employees for occasional absences necessitated by personal illness or injury. For this reason, the cooperative provides a paid sick leave plan for all regular employees. Sick leave will be provided in accordance with the guidelines established below.
1. Regular employees are eligible to earn paid sick leave benefits. Individuals working on a temporary basis are not eligible for this benefit.
2. Sick leave is earned on the first pay period following six full months of continuous employment. Eligible full-time employees accrue paid sick time at a rate of eight (8 hours) per month at the employee’s straight hourly rate providing they have worked a minimum of one-hundred twenty (120 hours) in the month. Sick leave accumulation for employees is unlimited.
3. Sick leave may be used if an employee is unable to perform regular duties during scheduled straight time hours due to a disability or sickness or injury. Dependent on their normal daily work schedule, a full-time employee may use eight (8) - ten (10) hours of any work day as sick leave to make a pre-scheduled doctor or dentist visit provided forty-eight (48 hour) prior to notice is requested from and approved by the immediate supervisor. Evidence of the office visit will be required by the immediate supervisor. Dependent on their normal daily work schedule, a full-time employee can use thirty-two (32), thirty-six (36) or forty (40) hours per year without a doctor’s statement.
4. Sick leave may also be used for sickness or injury of an employee’s immediate family that requires the employee’s personal attention. For purpose of this policy, an employee’s immediate family is defined as spouse, children, mother, father, mother-inlaw, father-in-law and any other legal dependents living in the household. Family illness has the same provisions as an employee’s personal illness.
5. The cooperative may require medical certification to confirm the illness of an employee’s personal sickness or the sickness of an immediate family member. The employee’s failure to produce the medical certification when required by the cooperative shall bar the payment of sick leave pay and the employee shall be considered absent without authorization.
6. Eligibility for unscheduled sick leave requires notification to the immediate supervisor, or another manager if the supervisor cannot be reached, no later than sixty (60) minutes prior to the scheduled work time, except in cases of extreme emergency. Notification to the immediate supervisor is required on succeeding days off because of illness or injury.
7. An employee absent for illness or injury, which exceeds seven (7) consecutive days, is required to provide written permission from a physician permitting the employee to return to work.
8. The cooperative reserves the right to select an independent physician for an employee’s examination. Costs of the examination that exceed the medical insurance coverage will be paid by the cooperative.
9. When illness or injury occurs during vacation, the employee may change that time to sick leave if he/she presents a physician’s statement to the immediate supervisor.
10. If a holiday occurs which an employee is receiving sick pay benefits, he/she receives regular holiday pay, and no charge is made against accrued sick time.
11. Use of sick leave may be coordinated with the Florida Worker’s Compensation Act if an employee is disabled by an on the job injury for a period exceeding thirteen (13) weeks. At the employee’s discretion, he/she may use that portion of available sick leave necessary to supplement total disability payments from Social Security as well as disability insurance. In no case shall the payment of sick leave provide compensation above the regular rate of pay. An employee shall not accrue vacation or sick leave while on disability benefits.
12. The employee has an option of receiving pay for sick leave in excess of five-hundred twenty (520) hours at one-half of the hourly rate of pay. Payments will be limited to one hundred (100) hours per year and will be included in the employee’s first pay check in December.
13. Unused sick leave will be paid to an employee at termination of employment, including retirement and disability retirement, (as defined in the Retirement Plan) or to the employee’s beneficiary as named in the Retirement Plan. The employee will be compensated for the accumulated sick leave at one-half of hourly rate.
14. Paid sick leave may not be used for any purpose other than stated in this policy, and if so used, subjects the employee to disciplinary action.
There will be no exceptions to this policy without the approval of the Board of Trustees.
Implementation of this policy shall be the responsibility of the Executive Vice President and CEO and/or his designated representative.
Board Policy 507 • Holidays
Board Policy No. 507
Title: Holidays
Purpose:
To specify approved holidays with pay and address other conditions which may apply to use of the holiday.
Scope: This policy applies to all regular employees.
Policy:
Exceptions:
Responsibility:
It is the policy of the cooperative to recognize certain designated days throughout the year as paid holidays. Holidays which the cooperative will observe each year are as follows:
New Year’s Day
Martin Luther King, Jr. Day
Memorial Day
Independence Day
Labor Day
Veterans Day
Thanksgiving Day Day after Thanksgiving
Christmas Eve
Christmas Day
An employee observing an authorized holiday will receive pay based on their normal daily work schedule at his/her hourly rate providing he/she works his/her last regularly scheduled shift preceding his/her first regular scheduled shift following the holidays, unless he/she has an excused absence.
In order that as many of the employees as possible may be off on the holidays observed by the cooperative each year, only those employees required to do necessary work will be on duty on a holiday. The determination as to the necessity for holiday work, and the number and choice of employees required for holiday work will be in the sole judgment of the cooperative.
An employee required to work on a recognized holiday will receive time and one-half (11/2) for all hours worked on the holiday in addition to the holiday allowance based on their normal daily work schedule at the basic wage rate.
If a holiday falls on a Sunday, Monday will be observed. If a holiday falls on a Saturday, the preceding Friday will be observed.
There will be no exceptions to this policy without the approval of the Board of Trustees.
Implementation of this policy shall be the responsibility of the Executive Vice President & CEO and/or his designated representative.
Board Policy 508 • Service Recognition
Board Policy No. 508
Title: Service Recognition
Purpose: To establish a program of recognition for employees’ service with West Florida Electric Cooperative Association, Inc.
Scope: This policy applies to all regular, part-time employees.
Policy: In appreciation for service to the cooperative, recognition will be given to regular employees at intervals of five (5) years.
Determination of Service: The period of service for which the recognition is to be made must be continuous as a regular employee. Listed below are awards for years of service, perfect attendance, employee of the year, outstanding service and retirees:
Years of Service Award
5
Exceptions:
Responsibility:
Service pin, $200 and 1 day off with pay 10
15
20
Service pin, $400 and 1 day off with pay
Service pin, $600 and 1 day off with pay
Service pin, commemorative gift, and $600 25 Service pin and $800 30 Service pin and $1,000
35 Service pin and $1,000
Retirees: Plaque and $1,000
Perfect Attendance: Certificate of Recognition and $400
Employee of the Year: Plaque and $500
Outstanding Service Award: Plaque and $250 (one employee per district)
There will be no exceptions to this policy without the approval of the Board of Trustees.
Implementation of this policy shall be the responsibility of the Executive Vice President and CEO and/or a designated representative.
APPROVED: 01/20/92 EFFECTIVE: 07/1/95 REVIEWED: 02/25/2020 REVISED: 09/96; 11/02; 02/2020; 09/2023
Board Policy 509 • Employee Safety and Health
Board Policy No. 509
Title: Employee Safety and Health
Purpose: West Florida Electric Cooperative Association, Inc. emphasizes and supports the safety and health of its employees.
Scope: This policy applies to all employees.
Policy:
Exceptions:
Responsibility:
The cooperative considers the safety of its employees to be one of primary concern and importance in the conduct of its business. Job safety will always be given the highest priority by all personnel. The cooperative has adopted a comprehensive Accident Prevention Manual that covers all work stations. Employees are required to attend safety meetings.
The Manager of Loss Control and Risk Management has the authority and responsibility to enforce the rules and procedures as set forth.
Accident Prevention Manual: Employees should consult the Accident Prevention Manual that is issued by the cooperative for questions pertaining to safety. For any questions pertaining to safety that may not be covered in the manual, the employee should consult his/her appropriate supervisor. Employees may refuse to perform any duty or work that they feel may be unsafe to themselves or to others. The unsafe act or acts will be turned over to their supervisor.
There will be no exceptions to this policy without the approval of the Board of Trustees.
Implementation of this policy shall be the responsibility of the Executive Vice President and CEO and/or his designated representative.
APPROVED: 01/20/92 EFFECTIVE: 07/1/95
REVIEWED: 02/25/2020
REVISED: 02/25/2020
Board Policy 510 • Family & Medical Leave of Absence
Board Policy No. 510
Title: Family & Medical Leave of Absence
Purpose: The purpose of this policy is to define the conditions for unpaid, job-protected leave provided by the Family and Medical Leave Act and to stipulate the status of employment and benefits during the continuation of leave.
Scope: This policy applies to all regular employees.
Policy:
Definitions:
The Family and Medical Leave Act (FMLA) provides eligible employees the opportunity to take unpaid, job-protected leave for certain specified reasons. The maximum about of leave an employee may use is either 12 or 26 weeks within a 12-month period depending on the reasons for the leave.
To be eligible for FMLA leave, you must:
1. Have worked at least 12 months for the cooperative in the preceding seven years (limited exceptions apply to the seven-year requirement).
2. Have worked at least 1,250 hours for the cooperative over the preceding twelve months.
3. Currently work at a location where there are at least 50 employees within 75 miles
FMLA leave may be taken for the following reasons:
1. Birth of a child, or to care for a newly-born child (up to 12 weeks).
2. Placement of a child with an employee for adoption or foster care (up to 12 weeks).
3. To care for an immediate family member (employee’s spouse, child or parent) with a serious health condition (up to 12 weeks).
4. Because of the employee’s serious health condition that makes the employee unable to perform the employee’s job (up to 12 weeks).
5. To care for a covered service member with a serious injury or illness related to certain types of military service (up to 26 weeks); or
6. To handle certain qualifying exigencies arising out of the fact that the employee’s spouse, son, daughter, or parent is on duty under a call or order to active duty in the uniformed services (up to 12 weeks) (see Military-Related FMLA Leave for more details).
The maximum amount of leave that may be taken in a 12-month period for all reasons combined is 12 weeks, with one exception. For leave to care for a covered service member, the maximum combined leave entitlement is 26 weeks, with leaves for all other reasons constituting no more than 12 of those 26 weeks.
A “Serious Health Condition” is an illness, injury, impairment, or physical or mental condition that involves either an overnight stay in a medical care facility, or continuing treatment by a healthcare provider for a condition that either prevents the employee from performing the functions of the employee’s job, or prevents the qualified family member
from participating in school or other daily activities. Subject to certain conditions, the continuing treatment requirement includes an incapacity of more than three full calendar days and two visits to a health care provider or one visit to a health care provider and a continuing regimen of care; an incapacity caused by pregnancy or prenatal visits, a chronic condition, or permanent or long-term conditions; or absences due to multiple treatments. Other situations may meet the definition of continuing treatment.
A “Covered Service Member” is a member or veteran of the Armed Forces, including the National Guard or Reserves, who is undergoing medical treatment, recuperation, or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury or illness. The term “serious injury or illness” means an injury or illness incurred by the member in the line of duty while on active duty in the Armed Forces that may render the member medically unfit to perform the duties of the member’s office, grade, rank, rating, or one that existed before the beginning of active duty and was aggravated by service in the line of duty while on active duty. With regard to veterans, the injury or illness may manifest itself before or after the individual assumed veteran status.
“Qualifying experiences” includes activities such as short-notice deployment, military events, arranging alternative childcare, making financial and legal arrangements related to the deployment, rest and recuperation, counseling, and post-deployment debriefings.
Identification of the 12-month period
The cooperative measures the 12-month period in which leave is taken by the “rolling” 12-month method, measured backward from the date of any FMLA leave with one exception. For leave to care for a covered service member, the cooperative calculates the 12-month period beginning on the first day the eligible employee takes FMLA leave to care for a covered service member and ends 12 months after that date. FMLA leave for the birth or placement of a child for adoption or foster care must be concluded within 12 months of the birth or placement.
Eligible employees may take FMLA leave in a single block of time, intermittently (in separate blocks of time), or by reducing the normal work schedule when medically necessary for the serious health condition of the employee or immediate family member, or in the case of a covered service member, his or her injury or illness. Eligible employees may also take intermittent or reduced-scheduled leave for military qualifying exigencies. Intermittent leave is not permitted for birth of a child, to care for a newly-board child, or for placement of a child for adoption or foster care. Employees who require intermittent or reducedschedule leave must try to schedule their leave so that it will not unduly disrupt the cooperative’s operations.
Depending on the purpose of your leave request, you may choose (or the cooperative may require you) to use accrued paid leave (such as sick leave, vacation, or PTO), concurrently with some or all of your FMLA leave. In order to substitute paid leave for FMLA leave, an eligible employee must comply with the cooperative’s normal procedures for the applicable paid leave policy (e.g., call-in procedures, advanced notice, etc.).
If you and/or family participate in our group health plan, the cooperative will maintain coverage during your FMLA leave on the same terms as if you had continued to work. If applicable, you must make arrangements to pay your share of health plan premiums while on leave. In some instances, the cooperative may recover premiums it paid to maintain health coverage or other benefits for you and your family. Use of FMLA leave will not result in the loss of any employment benefit that accrued prior to the start of your leave.
When seeking FMLA leave, you are required to provide:
1. sufficient information for the cooperative to determine if the requested leave may qualify for FMLA protection and the anticipated timing and duration of the leave. Sufficient information may include that you are unable to perform daily activities, the need for hospitalization or continuing treatment by a health care provider, or circumstances supporting the need for military family leave. You must also inform the cooperative if requested leave is for a reason for which FMLA leave was previously taken or certified.
If the need for leave is foreseeable, the information must be provided 30 days in advance of the anticipated beginning date of the leave. If the need for leave is not foreseeable, this information must be provided as soon as is practicable and in compliance with the cooperative’s normal call-in procedures, absent usual circumstances.
2. medical certification supporting the need for leave due to a serious health condition affecting you or an immediate family member within 15 calendar days of the cooperative’s request to provide the certification (additional time may be permitted in some circumstances). If you fail to do so, we may delay the commencement of your leave, withdraw any designation of FMLA leave or deny the leave, in which case your leave of absence would be treated in accordance with our standard leave of absence and attendance policies, subjecting you to discipline up to and including termination. Second or third medical opinions and periodic re-certifications may also be required.
3. periodic reports as deemed appropriate during the leave regarding your status and intent to return to work; and
4. medical certification of fitness for duty before returning to work, if the leave was due to your serious health condition. The cooperative will require this certification to address whether you can perform the essential functions of your position.
Failure to comply with the foregoing treatments may result in delay or denial of leave, or disciplinary action, up to and including termination.
To the extent required by law, the cooperative will inform employees whether they are eligible under the FMLA. Should an employee be eligible for FMLA leave, the cooperative will provide them with a notice that specifies any additional information required as well as the employee’s rights and responsibilities. If employees are not eligible, the cooperative will provide a reason for ineligibility. The cooperative will also inform employees if leave will be designated as FMLA-protected and, to the extent possible, note the amount of leave counted against the employee’s leave entitlement. If the cooperative
Job Restoration Failure to Return After FMLA Leave
determines that the leave is not FMLA-protected, the cooperative will notify the employee.
Upon returning from FMLA leave, eligible employees will typically be restored to their original job or to an equivalent job with equivalent pay, benefits, and other employment terms and conditions.
Any employee who fails to return to work as scheduled after FMLA leave or exceeds the 12-week FMLA entitlement (or in the case of military caregiver leave, the 26-week FMLA entitlement), will be subject to the cooperative’s standard leave of absence and attendance policies. This may result in termination if you have no other cooperative-provided leave available to you that applies to your continued absence. Likewise, following the conclusion of your FMLA leave, the cooperative’s obligation to maintain your group health plan benefits ends (subject to any applicable COBRA rights).
Extended Medical Leave
Other Employment
Eligible employees who have exhausted their family and medical leave and all other employees may be allowed to take an extended medical leave of absence, not to exceed twelve (12) months following the last day worked. Employees who take such extended medical leave are not guaranteed to be returned to work or reinstated to a particular job, rate of pay, or shift at the end of their extended medical leave. However, the cooperative will attempt to return an employee to his or her regular position if it is available. If it is not available at the time reinstatement is sought, the cooperative will attempt to place the employee in a similar job for which they are qualified, if such a job is available. Long term disability benefits may be available after a 13-week elimination period pending qualification. Employees on extended medical leave may maintain their insurance benefits, subject to policy terms and conditions, by paying the applicable premiums in a timely manner. Employees on extended medical leave do not accrue any additional employee benefits such as paid time off while on extended medical leave.
The cooperative generally prohibits employees from holding other employment without approval from the CEO. This policy remains in force during all leaves of absence including FMLA leave and may result in disciplinary action, up to and including immediate termination of employment.
Employer’s Compliance with FMLA and Employee’s Enforcement Rights
FMLA makes it unlawful for any employer to interfere with, restrain, or deny the exercise of any right provided under FMLA, or discharge or discriminate against any person for opposing any practice made unlawful by FMLA or for involvement in any proceeding under or relating to FMLA.
While the cooperative encourages employees to bring any concerns or complaints about compliance with FMLA to the attention of the Human Resources Department, FMLA regulations require employers to advise employees that they may file a complaint with the U.S. Department of Labor or bring a private lawsuit against an employer.
Further, FMLA does not affect any Federal or State law prohibiting discrimination, or supersede any State or Local law or collective bargaining agreement which provides greater family or medical leave rights.
Military Care Giver
Qualifying Exigency Leave
Unpaid Military Caregiver Leave allows eligible employees to care for certain family members who have sustained serious inquiries or illnesses in the line of duty. The family member must be a “covered service member.” which means (1) a current member or veteran of the Armed Forces, National Guard or Reserves, (2) who is undergoing medical treatment, recuperation, therapy, or, in the case of a veteran, who was a current member of the Armed Forces, National Guard or Reserves within five years prior to the treatment for which an eligible employee requests leave; is otherwise in outpatient status; or is otherwise on the temporary disability retired list, (3) for a serious injury or illness that may render a current member medically unfit to perform the duties of the member’s office, grade, rank, or rating. Military Caregiver Leave is not available to care for service members on the permanent disability retired list.
To be “eligible” for Military Caregiver Leave, the employee must be a spouse, son, daughter, parent, or next of kin of the covered service member and also meet all other eligibility standards as set forth within the FMLA leave policy.
An eligible employee may take up to 26 weeks of Military Caregiver Leave to care for a covered service member in a “single 12-month period.” Within the “single 12-month period”, an eligible employee may take a combined total of 26 weeks of FMLA leave including up to 12 weeks of leave for any other FMLA-qualifying reason (i.e., birth or adoption of a child, serious health condition of the employee of close family member, or a qualifying exigency).
Eligible employees may take unpaid “Qualifying Exigency Leave” to tend to certain “exigencies” arising out of the duty under a call or order to active duty of a “covered military member” (i.e, the employee’s spouse, son, daughter, or parent).
Persons who can be ordered to active duty include active and retired members of the Regular Armed Forces, certain members of the retired Reserve, and various other Reserve members including the Ready Reserve, the Selected Reserve, the Individual Ready Reserve, the National Guard, state military, Army Reserve, Navy Reserve, Marine Corps Reserve, Air National Guard, Air Force Reserve, and Coast Guard Reserve.
A call to active duty refers to a federal call to active duty, and state calls to active duty are not covered unless under order of the President of the United States pursuant to certain laws.
Qualifying Exigency Leave is available under the following circumstances: short-notice deployment, military events and related activities, counseling, temporary rest and recuperation, post-deployment activities, mutually agreed leave.
Integration with Other Policies/ Collective Bargaining Agreement
The cooperative has other generous employee benefits such as paid vacation, and longterm disability programs that may also be applicable during an employees’ medical leave. In addition, some trades and crafts employees are also covered by a collective bargaining agreement. The cooperative will respect employee rights under those other programs or agreements in administering an employee’s medical leave of absence.
Failure to Return from Leave or Comply with Policy Exceptions:
Responsibility:
Employees may be subject to immediate termination for:
1. Failing to return to work as scheduled following the end of leave;
2. Providing false or misleading information or omitting certain information in connection with leave;
3. Violation of any of the cooperative’s rules and regulations relating to leave;
4. Violation of any cooperative policy or performance standard.
There will be no exceptions to this policy without the approval of the Board of Trustees.
Implementation of this policy shall be the responsibility of the Executive Vice President and CEO and/or his designated representative.
APPROVED: 02/22/93 EFFECTIVE: 07/1/95
REVIEWED: 02/25/2020
REVISED: 04/1/98; 05/28/03; 02/25/2020; 10/24
Board Policy 511 • Code of Business Conduct
Board Policy No. 511
Title:
Code of Business Conduct
Purpose: To define guidelines for employees involving outside employment.
Scope: This policy applies to all employees.
Policy: West Florida Electric Cooperative Association, Inc. observes and complies with all laws, rules, and regulations of the federal, state and local governments that affect the cooperative, the trustees and the employees. In addition, employees are required to avoid any activities that involve or would lead to involvement of the cooperative in any unlawful practices and to disclose to the proper cooperative management any conduct that comes to their attention that violates these rules and regulations.
Accordingly, each employee is to acquaint himself/herself with the legal standards and restrictions that apply to their assigned duties.
The cooperative also expects each trustee and employee to observe the highest standards of business and personal ethics and to be honest and sincere in all dealings with government officials, the public, the members and fellow employees.
1. The cooperative does business without favoritism. Purchases of material and services will be competitively priced whenever possible.
2. A trustee or an employee’s personal interest or relationship is not to influence any transaction with a business organization that furnishes property, rights or services to the cooperative.
3. Accordingly, no employee will have any direct or indirect interest in, or relationships with, any organization that might affect the objectivity and independence of his/her judgment or conduct in carrying out assigned duties and responsibilities.
4. Trustees or employees are not to solicit, accept or agree to accept, at any time of the year, any gift from a supplier or his/her employees or agents, or any person with whom the cooperative does business with any regard, which directly or indirectly benefits themselves. However, this does not apply to the acceptance of gifts or nominal value ($25 or less) except that gifts of cash may never be accepted.
Exceptions:
Responsibility:
5. No trustee or employee shall divulge or use for the benefit of himself/herself or any party other than the cooperative any information, which by reason of his/her position, is accessible. Examples include disclosures or confidential or proprietary information of any kind, and acquisition of any interest or real estate in which prior interest on the part of the cooperative is known or to which value has been or will be affected by reason of cooperative ownership.
6. Although the cooperative does not prohibit outside employment, it is regarded as supplemental and treated accordingly. Therefore, written requests must be submitted to and approved by the employee’s immediate supervisor. It is expected that any employee’s primary loyalty and interest will be to the cooperative.
7. It is strictly forbidden to wear the cooperative uniform with an insignia during outside employment.
8. Absence as a result of injury sustained during outside employment will not be considered a paid absence benefit.
9. Employees are not to engage in any outside employment that might affect their objectivity and independence of judgment or conduct in carrying out their duties and responsibilities. Therefore, employees must not engage in any employment which conflicts with the performance of their cooperative assignments.
10. Employees are prohibited from performing any activity relating to their outside employment interest while on the job. Employees are prohibited from using the cooperative’s facilities or equipment to engage in outside employment. Examples of restricted activities are:
A. Use of cooperative vehicles to travel to outside employment job sites to perform work or give price quotes for work to be performed.
B. Use of cooperative telephones, cell phones, copy machines, chainsaws or other equipment for the benefit of outside employment.
C. Use of personal cell phones to conduct business for outside employment while on cooperative time.
D. Solicitation of business from cooperative members or non-members on cooperative grounds, in cooperative vehicles, on member’s premises or anywhere on company time.
There will be no exceptions to this policy without the approval of the Board of Trustees.
Implementation of this policy shall be the responsibility of the Executive Vice President and CEO and/or his designated representative. APPROVED: 03/24/92 EFFECTIVE: 07/1/95 REVIEWED: 06/23/2020 REVISED: 09/18/02; 06/23/2020
Board Policy 511-A • Procurement Conflict of Interest
Board Policy No. 511-A
Title: Procurement Conflict of Interest
Purpose: The purpose of this policy is to provide guidance to employees in identifying and handling potential and actual conflicts of interest that may arise in procurement and contract administration. This policy specifically addresses those duties related to procurement by West Florida Electric Cooperative Association, Inc.
The general rule is that employees of the cooperative are obligated to avoid and disclose ethical, legal, financial, or other conflicts of interest involving procurement and contract administration for the cooperative, and remove themselves from a position of decision-making authority with respect to any procurement or contract administration conflict situation. This policy places special emphasis on protecting against those conflicts that may arise when conducting business with outside vendors and contractors on behalf of the cooperative.
This policy establishes the procedure the cooperative will use to govern procurement and contract administration conflicts of interest. The policy further establishes the procedure for the disclosure and monitoring of family and business relationships among employees that could give rise to procurement and contract administration conflicts of interest with the cooperative.
Scope: This policy applies to all employees.
Policy: No WFEC employee shall participate in the selection, award, or administration of a contract if he/she has a real or apparent Conflict of Interest. In furtherance of this policy, all employees of the cooperative shall perform their duties in accord with the following:
1. Definitions
“Employee” is any employee of the cooperative.
“Conflict of interest” is a situation that may exist if an activity, gift or trip influences or has the appearance of influencing the ability of an employee to exercise objectivity or affects that person’s ability to perform his/her procurement or contract administration responsibilities in the best interests of the cooperative. It includes actions, gifts, trips, etc., that do or might lead the employee to select or favor selection of a particular contractor in procurement of contract administration.
“Ethics Officer” (Ty Peel, Executive Vice President and CEO)is the person so designated to be in charge of ensuring proper compliance with this policy.
“Family member” means any spouse, domestic partner, parent, grandparent, sibling, child and any other relative who resides in the same household.
Policy:
2. Identification of Conflict of Interest Situations
An employee should be particularly careful of a real or apparent Conflict of Interest when the business matter at hand involves:
• Personal Gain
• Outside Business of Employee or Family Member’s Gain
Where any of these factors exist with regard to a business decision, disclosure should occur in accordance with this policy.
3. Procurement Disclosures
Particularly where procurement may be funded by the federal government, employees should immediately disclose any Conflict of Interest or perceived Conflict of Interest to the Ethics Officer and refrain from participating in the selection, award or administration of that contract until a determination has been made by the Ethics Officer as to whether the employee has a Conflict of Interest that prevents him/her from further participation.
4. Gifts and Entertainment
No employee may solicit or receive gifts, gratuities, entertainment or anything else of significant value (e.g. financial payments, awards, loans, services, fees, etc.) given for the purpose of influencing the action of WFEC or of the recipient. Gifts and entertainment received from vendors, suppliers and consultants may only be accepted consistent with the terms of this policy.
This guideline is not intended to prohibit normal business practices, such as meetings over meals, recreational activities, corporate items given to participants in meetings and conferences, or token hosting gifts, as long as they are of nominal and reasonable value and promote the cooperative’s legitimate business interests.
Examples of situations which would not create a Conflict of Interest include:
A. Business-related meals, refreshments, and recreational activities such as golf or picnics not exceeding a total of $100 value from any one (1) individual or organization for any given year. While it may sometimes be difficult to judge the value of gifts offered to the cooperative’s employees, it is important to also consider the appearance of impropriety. Employees should refrain from accepting gifts when the gifts give the appearance of impropriety. Please contact the Ethics Officer if you are unsure about the appropriateness of accepting gifts or social invitations;
Policy:
B. Gifts from family members or close friends that are not intended to influence a business relationship and are not given to influence the recipient’s duties or responsibilities as per the cooperative. In situations where a longstanding contractor is or becomes a close friend of an employee, a conflict could arise if that close friend provides the employee with a financial benefit such as paying for meals or other gifts. Please contact the Ethics Officer if you are unsure about the appropriateness of accepting gifts or financial benefits with the cooperative and,
C. Promotional items such as caps, mugs, pens, t-shirts, etc. as long as generally given out freely, and not provided to influence the recipient’s duties or responsibilities as per the cooperative. Anyone offered any item of value (except for the above-mentioned items) should immediately report the offer. If an employee believes there is an appropriate reason to make an exception to this Policy for an individual situation, he or she should contact the Ethics Officer prior to accepting the gift.
5. Decisions Which Pose a Conflict of Interest
If an employee determines that a decision may create a real or apparent Conflict of Interest, the employee shall make full disclosure to the Ethics Officer of any facts which may indicate a conflict. The employee in question shall disqualify himself/herself from the decision-making process regarding any procurement or contract administration decisions which could pose a real or perceived Conflict of Interest. The employee may request an opinion of the Ethics Officer or Counsel for the Cooperative before such action is taken if the facts are in dispute or the situation is one that presents novel issues.
6. Disclosure and Management of Conflicts of Interest
All potential Conflicts of Interest must be disclosed to the Ethics Officer. The employee involved in the conflict situation must work with his/her manager and the Ethics Officer, to achieve a resolution of the conflict issue in the best interests of the cooperative. Depending upon the nature of the conflict, this may include the employee being removed from a position of decision-making authority with respect to the specific situation or other actions the cooperative deems necessary to prevent or address the conflict.
7. Disclosure Certificate
Employees must complete and sign the Conflict of Interest Certification and Disclosure Form attached to this policy. The Ethics Officer shall maintain copies of completed forms for each employee. Each employee is responsible for ensuring that this form is kept current and must immediately submit an updated form to the Ethics Officer if there is any material change to any of the information contained in the form.
8. Disclosure of Contracts with Employees
WFEC may enter into contracts with one or more employees, or entities in which they or a family member may have a material financial interest, for the provision of goods or services if the same opportunity to enter into contracts is made available to other employees or contractors who are similarly situated. These contracts are to be procured in accordance with the cooperative’s standard procedures for the type contract at issue.
Policy: However, any such contract shall be submitted to and approved by the Ethics Officer and the Board of Trustees. If an employee has any duties or responsibilities related to procurement of such contract, he or she shall immediately recuse from those actions, and not be involved in any part of the contract selection or award.
9. Financial Interest
If an employee has a financial interest in any outside entity that conducts business with the cooperative, then that employee must disclose and avoid participating in decisions related to business with that entity.
10. Exception Regarding an Affiliated Cooperative
This policy recognizes that different conflict rules apply to contracts and procurement involving a cooperative (herein, an “affiliated cooperative”) in which the cooperative is a member. Specifically, an employee is not disqualified from decisions regarding procurement or contract administration involving an affiliated cooperative solely because of the employee’s service as an officer or board member of the affiliated cooperative entity, as long as a prohibited Conflict of Interest does not otherwise exist. An employee who serves as an officer or board member of an affiliated cooperative shall disclose his/her role with the affiliated cooperative to the Ethics Officer. If a contract administration or procurement decision involving, or potentially involving, federal grant funds arises between the cooperative and the affiliated cooperative in which the employee is expected to participate, the employee shall disclose his/her involvement with the affiliated cooperative and the contract administration or procurement decision to the Ethics Officer. The Ethics Officer shall assure that the cost analysis required by 2 CFR 200.323 is performed with respect to that contract administration or procurement decision.
11. Family Interests
If a family member of an employee has a financial interest, this interest shall be fully disclosed to the cooperative and the Ethics Officer shall decide if such interest should prevent the cooperative from entering into a particular transaction, purchase or employment of services. The employee with the interested family member shall not participate in any way in the decision to do business with such family member or entity.
12. Disqualification
If an employee is determined to have a real or apparent Conflict of Interest, the cooperative will disqualify the employee from acting on any procurement or contract administration decision (s) that could be impacted by the conflict. If an employee fails to comply with this policy the selection and award of the contract is not automatically invalidated. At the point the conflict is made known the Ethics Officer will immediately review all pertinent facts and make a determination as to the best course of action. If it is determined that the action will stand, such determination will be documented in writing and maintained in the files of the Ethics Officer.
Policy: Exceptions:
Responsibility:
13. Consequences for Failure to Comply with Policy
Any employee that does not comply with this policy shall be subject to disciplinary action, including termination, if so warranted by the offense.
14. Review of Disclosure Certifications
The Ethics Officer shall annually review all Conflict of Interest Certification and Disclosure Forms and generally monitor compliance with this policy.
15. Interpretation
This policy cannot describe all procurement or contract administration Conflict of Interest situations that may arise involving the cooperative. Therefore, employees must use good judgment to avoid any appearance of impropriety. Appropriate circumstances may also justify exceptions to the application of this policy. If you have any questions about this policy or its application, please err on the side of caution and transparency and seek advice from the Ethics Officer.
There will be no exceptions to this policy without the approval of the Board of Trustees.
Implementation of this policy shall be the responsibility of the Executive Vice President and CEO and/or his designated representative.
Conflict of Interest Certification and Disclosure Form
As defined in the West Florida Electric Cooperative Association, Inc. Conflict of Interest Policy), the undersigned employee:
1. Affirms that the employee has received or has access to, has read, and understands the most current version of the policy;
2. Agrees to comply with the policy;
3. Based upon employee’s good faith belief, to the best of the employee’s knowledge, and except as disclosed below, certifies that employee currently complies with the policy;
4. Discloses the following information or facts regarding any actual or potential income, employment, compensation, Conflicting Interest Transaction, business opportunity, or pecuniary benefit, or other information or fact, that could impact employee’s compliance with this policy:
5. Upon discovering any information or fact regarding any actual or potential income, employment, compensation, Conflicting Interest Transaction, business opportunity, or pecuniary benefit, or other information or fact, that could impact employee’s compliance, or another employee’s compliance, with the policy, agrees to disclose this information or fact to Cooperative’s Executive Vice President and CEO; and,
6. Upon not complying with the policy, agrees to any sanction, disqualification, removal, or other action taken under the policy.
Printed Name of Employee Signature of Employee
Position of Employee
Witness Date
Board Policy 512-A • Drug-Free Workplace
Board Policy No. 512-A
Title: Drug-Free Workplace
Purpose:
Scope:
Policy:
A. The cooperative’s Equal Employment Opportunity policy ensures compliance with government regulations with regard to all.
B. To carry out the Cooperative’s basic responsibility to serve the public safety and without undue interruption.
C. To comply with the Drug-Free Workplace Act of 1988.
D. To comply with Federal Highway Administration Regulation, 49 CFR 382 and Chapter 440, Florida Statutes.
E. This policy applies to all employees and applicants.
Employees of the cooperative are a most valuable resource, and for that reason, their health and safety are of paramount concern.
The illegal manufacture, distribution, dispensation, possession or use of narcotics, drugs, controlled substances or abuse of prescription medication while on the job or on cooperative property will result in disciplinary action up to and including discharge. Employees shall be informed of this policy and, as a condition of employment, shall agree to notify the employer of their conviction of a violation of any criminal drug statute occurring in the workplace no later than five (5) days after such conviction. The cooperative will notify the federal contracting agencies within ten (10) days after receipt of such notice of conviction.
The illegal manufacture, distribution, dispensation, possession or use of narcotics, drugs, or controlled substances off duty and off cooperative premises may also result in disciplinary action up to and including discharge.
Any prescription medication brought onto cooperative property or taken aboard cooperative vehicles must be retained in its original container labeled with the names of the employee and the prescribing physician.
No employee may take another person’s medication. The law treats the abuse of prescription medication as unlawful drug use.
These actions can affect on-the-job performance and the confidence of the public and the government in the cooperative’s ability to meet its responsibilities.
Policy: Employees are prohibited from having alcohol present in their systems while at work, and alcohol is prohibited from all cooperative property and operations. Additionally, off duty alcohol use that adversely affects an employee’s job performance or the public and/or regulatory perception of the cooperative is not acceptable.
In cases of illegal drug use, sale or possession on or off cooperative premises, appropriate measures will be taken to determine the scope of the problem.
Law enforcement officials will be notified whenever illegal drugs are found.
If the cooperative has reason to believe that an employee has violated this policy, the employee will, within thirty (30) days, be either (1) disciplined up to and including discharge, or (2) required to undergo rehabilitation, or both.
To enforce this policy, the company will test all job applicants for drugs and alcohol as a condition of initial employment. Also, as allowed by law, the company may at any time require, as a condition of employment, any employee to submit to a physical examination and/or urine, or blood test to determine the presence of drugs or alcohol in his/her system. The possible occasions for drug and alcohol testing include, but are not limited to:
A. Types of Drug Testing - the cooperative will test for the use of drugs, including but not limited to the following occasions:
1. Pre-Employment Testing: the cooperative will require job applicants/offerees to submit to a drug test and will use a refusal to submit to a drug test or a positive drug test as a basis for refusal to hire the job applicant.
2. Reasonable Cause Testing: the cooperative will require an employee to submit to drug testing when a supervisor has reasonable cause to conclude an employee is engaged in the abuse of a substance that is affecting his/her job performance or may present a safety risk to themselves, fellow employees, or the public. The decision as to what constitutes “reasonable cause” shall include, among other things: (1) observable phenomena while at work, such as direct observation of drug use or of the physical symptoms or manifestations of being under the influence of a drug, (2) abnormal conduct or erratic behavior while at work or a significant deterioration in work performance. (3) a report of drug use, provided by a reliable and credible source, which has been independently corroborated, (4) evidence that an individual has tampered with a drug test, (5) information that an employee has caused or contributed to an accident while at work, and (6) evidence that the employee has used, possessed, sold, solicited, or transferred drugs while working or while on the cooperative’s vehicle, machinery or equipment.
3. Routine Fitness for Duty Testing: the cooperative will require an employee to submit to a drug test if the test is conducted as part of a routinely scheduled employee fitness-for-duty medical examination that is part of the cooperative’s established policy or that is scheduled routinely for all members of an employment classification or group.
Policy:
4. Follow-up Testing: if an employee in the course of employment enters an employee assistance program for drug-related problems, or an alcohol and drug rehabilitation program, the cooperative may require the employee to submit to a drug test as a follow-up to such program on a quarterly, semi-annual or annual basis for up to two (2) years thereafter.
5. Random Testing: employees will be required to submit to drug testing when selected by a random selection process. Random testing will be unannounced.
6. Post-Accident Testing: An employee must provide a urine sample to be tested for the use of controlled substance as soon as possible, but not later than thirty-two (32) hours, after a reportable accident. An employee who is seriously injured and cannot provide a specimen at the time of the accident will provide the necessary authorization for obtaining hospital reports and other documents that would indicate whether there were any controlled substances in the employee’s system.
Besides the above cooperative requirements, drivers covered by the Federal Highway Administration Regulation, 49 CFR 382 will be subjected to the following occasions for testing: Pre-employment testing, reasonable cause testing, random testing, post-accident testing, and follow-up testing.
Discipline, Discharge, Employee Assistance. All employees with a positive confirmed drug test with either, (1) be given the opportunity to participate in, at the employee’s own expense, or pursuant to coverage under a health insurance plan, an employee assistance program or alcohol and drug rehabilitation program, OR (2) will be disciplined up to and including discharge, or both.
Pursuant to the FHWA Regulations, any driver who tests positive for drugs, tests positive for alcohol at .04 or greater, or otherwise violates the FHWA Regulations will be referred to a Substance Abuse Professional (SAP) for evaluation and advice of the available resources for rehabilitation, counseling and treatment. If the cooperative retains such a driver instead of discharging him, the driver will be required to successfully complete any recommended treatment, undergo a return-to-duty test with a negative drug test result or an alcohol test result in less than .02, and then be subjected to unannounced follow-up testing for up to five (5) years after returning to duty.
Confidentiality. All information, interviews, reports, statements, memorandum, drug test results, written or otherwise, received by the cooperative through a drug testing program are confidential communications and will not be used or received into evidence, obtained in discovery, or disclosed in any public or private proceedings, except in accordance with Federal Highway Administrative Regulation, 49 CFR 382 and Chapter 440, Florida Statutes.
Prescription or Nonprescription Medications. Employees and job applicants will be able to confidentially report the use of prescription or nonprescription medications both before and after being tested. A form will be provided for this purpose, and shall provide notice of
Policy: the most common medications by brand name or common name, as applicable, as well as by chemical name, which may alter or affect a drug test.
Drug Test Refusal. Refusal to cooperate with the cooperative in any test, search or investigation, or failure to execute any paperwork or consent forms necessary for examinations, tests, or the verification of information from previous employers will result in discipline, up to and including immediate discharge of current employees or disqualification of an applicant/offeree.
Employee Assistance Program Contact. The name, address, and telephone number of the person responsible for administering the cooperative’s employee assistance program will be provided, upon request, to each employee.
Positive Confirmed Drug Test Contest/Explanation. An employee or job applicant who received a positive confirmed drug test result may contest or explain the results to the Medical Review Officer within five (5) working days after written notification of the positive test result. The name, address, and telephone number of the Medical Review Officer will be furnished upon request to the employee.
Drugs to be Tested for: May Also Test for:
Column 1
Column 2
Amphetamines Barbiturates
Cannabinoids Methadone
Cocaine Metaboliteh Benzodiazepines
Opiates Methaqualone
Phencyclidineh Proxyphene
Alcohol
**NOTE: Column 1. Employees subject to drug testing under Federal Highway Administration Regulation, 49 CFR 382 (i.e., drivers with commercial drive licenses).
Column 1 and Column 2. Employees subject to drug testing under Federal Highway Administration Regulation, 49 CFR 382 and Chapter 440, Florida Statutes.
Cooperative’s Drug Testing Laboratory. Employees and job applicants have the right to consult the testing laboratory for technical information regarding prescription and nonprescription medication. The name, address and telephone number of the drug testing laboratory will be furnished upon request of the employee.
The collection and testing procedures for drivers will be conducted pursuant to the Federal Department of Transportation Procedures for Transportation Workplace Drug and Alcohol Programs found in 49 CFR 40.
Policy:
Exceptions:
Responsibility:
B. Responsibility of Employee:
1. Compliance with this drug-free workplace is mandatory. Employees shall be given a copy of this policy. The employee’s responsibility to comply with the policy does not create a contract of employment.
2. Employees who are convicted of any criminal drug statute for a violation occurring in the workplace must notify the Executive Vice President and CEO of the conviction within five (5) days. The cooperative will, within thirty (30) days, either impose a sanction on the employee, which may include termination, or require rehabilitation, or both.
3. All new employees must sign an agreement to abide by the cooperative’s policy.
D. Responsibility For Enforcement:
1. All managers and supervisors are responsible for being alert to possible violations of this policy by employees under their supervision. All managers and supervisors who may determine reasonable suspicion to test will receive one (1) hour of education on drug abuse.
2. The Executive Vice President and CEO shall provide assistance to supervisors faced with a need to act under this policy.
3. The Executive Vice President and CEO will oversee the overall application of this policy. As part of his responsibility for overall drug policy, the Executive Vice President and CEO shall develop a drug free awareness program to inform employees about the danger of drug abuse, the availability of treatment and rehabilitation programs, the cooperative’s policy of maintaining a drug-free workplace, and the penalties imposed for drug violations.
4. The Executive Vice President and CEO will notify federal agencies under contract with the cooperative within ten (10) days after receiving notice of a conviction as noted above.
There will be no exceptions to this policy without the approval of the Board of Trustees.
Implementation of this policy shall be the responsibility of the Executive Vice President and CEO and/or a designated representative.
APPROVED: 11/26/91 EFFECTIVE: 07/01/95 REVIEWED: 06/23/2020 REVISED: 07/92; 04/94; 06/97; 07/02; 06/23/2020
Board Policy 512-B • Alcohol Policy
Board Policy No. 512-B
Title: Alcohol Policy
Purpose:
To provide West Florida Electric Cooperative Association, Inc. employees with a safe alcohol-free workplace and promote high standards for employees’ health. Also, to comply with the Federal Administration alcohol regulations for drivers.
Scope: This policy applies to all employees.
Policy:
Employees of the cooperative are the most valuable resource and for that reason, their health and safety are of paramount concern.
The cooperative prohibits employees from possessing, drinking, or having alcohol in their system while at work, during working hours, or on cooperative property or while in vehicles brought on site or used to conduct cooperative business, including breaks and during lunch. The cooperative will presume that any employee with a blood alcohol count at or above .04 is “under the influence” of alcohol and subject to immediate discharge. Results between .02 and .039 will result in discipline, including immediate discharge, evaluation and rehabilitation, or other action as deemed necessary by management according to the circumstances. Under no circumstances may an employee operate a vehicle on the way to work, while on duty or on the way home with alcohol in his/her system. Pursuant to Federal Highway Administration (FHWA) regulations, drivers are prohibited from being intoxicated, having been intoxicated or consuming alcohol less than four (4) hours before coming on duty or operating a vehicle.
If the cooperative has reason to believe that an employee has violated this policy, the employee will be either (1) disciplined, up to and including immediate discharge, or (2) required to undergo rehabilitation, or both.
FHWA regulations require the cooperative to test drivers for alcohol at:
1. The application stage;
2. For reasonable suspicion. Reasonable suspicion shall include behavior that causes the employer to suspect that an employee has alcohol in his/her system or has otherwise violated the cooperative’s alcohol rules including patterns or performance or behavior, absenteeism, accidents, safety violations or near misses that could indicate alcohol use.
3. Pursuant to a random program, random testing means that 25% of the number of driver positions will be tested annually.
Policy:
4. Following a reportable accident involving a fatality or citation for a moving violation. The employer will attempt to administer the test within two (2) hours following the accident. Any driver who refuses to submit to such test shall not be permitted to perform safety sensitive functions (driving a truck).
5. As part of any rehabilitation program.
Testing procedures. Driver alcohol testing shall be conducted in accordance with FHWA regulations and the federal Department of Transportation procedures for transportation workplace drug and alcohol programs. Breath tests will be used for initial and confirmation tests.
Any employee with screening test results of .02 or greater will be provided a confirmation test for alcohol.
Reasonable suspicion. Reasonable suspicion shall include behavior that causes the cooperative to suspect that an employee has alcohol in his system or has otherwise violated the cooperative’s alcohol rules including patterns of performance or behavior, absenteeism, accidents, safety violations or near misses that could indicate alcohol use.
If the cooperative suspects an employee has alcohol in his/her system, the cooperative may in its discretion utilize BreathScan, which is a breath alcohol test, or any other initial detection method. If results of this initial test are positive, the cooperative will direct the employee to a certified laboratory for a drug test in compliance with Florida law. The employee will not be subjected to discipline based solely on the cooperative administered test result. However the cooperative may discipline an employee after considering the totality of circumstances, including the results of a certified laboratory test.
Discipline, discharge, employee assistance. All employees found in violation of the alcohol policy will be given an opportunity to participate in, at the employee’s own expense pursuant to coverage under the health insurance plan, an employee assistance program for alcohol. Notwithstanding this referral, employees violating this policy will be subject to immediate discharge or if an applicant, disqualification for refusal to provide a specimen or otherwise for failure to cooperate.
Confidentiality. All information, interviews, reports, statements, memorandum, test results, written or otherwise received by the cooperative through the alcohol testing program are confidential communications. The information regarding testing will not be provided to law enforcement authorities unless compelled by law. This information may be used, however, when necessary for the cooperative to defend itself over the information as relevant to a workman’s compensation claim, unemployment compensation claim, or other administrative court proceedings.
Education and Training. All managers and supervisors who may determine reasonable suspicion to test will receive one (1) hour of education on alcohol misuse. A copy of this policy shall be provided to employees. Questions may be addressed to the Executive Vice President and CEO.
Policy:
Exceptions:
Responsibility:
Responsibility of Employees:
1. Compliance with this alcohol policy is mandatory. Employees will be given a copy of this policy. The employees’ responsibility to comply with this policy does not create a contract of employment.
2. The cooperative will provide education to employees twice per year regarding company rules, the effects of alcohol abuse and available resources. Supervisor will receive additional training and education.
There will be no exceptions to this policy without the approval of the Board of Trustees.
Implementation of this policy shall be the responsibility of the Executive Vice President and CEO and/or a designated representative.
APPROVED: 05/95 EFFECTIVE: 07/01/95 REVIEWED: 06/23/2020
REVISED: 07/02; 6/23/2020
Board Policy 513 • General Leave of Absence
Board Policy No. 513
Title: General Leave of Absence
Purpose: To set forth guidelines for leave of absence not specifically defined in other policies such as for personal, educational advancement, jury duty and leave without pay for employees of West Florida Electric Cooperative Association, Inc.
Scope: This policy applies to all regular employees.
Policy:
The duration of each leave of absence and the compensation and benefits received shall be determined by the cooperative. The following types of leave will be considered:
1. Personal Leave of Absence: Employees may be granted a personal leave of absence for matters which the cooperative determines that an extended period of time away from active employment will be in the best interest of both the employee and the cooperative.
2. Educational Leave of Absence: Employees may be granted an educational leave of absence for continuing their education in preparation for additional responsibilities and duties in connection with their employment at the cooperative.
3. Jury Duty Leave of Absence: Employees who serve on jury duty are eligible to receive compensation from the cooperative up to the number of hours for the employee’s normal work day. It is the intent that the combined sum of jury duty pay plus the cooperative’s compensation is equal to their pay for the employee’s normal work day. If the compensation is to be received as provided herein, the employees will report to work any time their presence is not required by the court. The per diem compensation received will be remitted to the cooperative. Time spent on jury duty is not considered as time worked in computing overtime. Employees will receive jury pay no more than one time each calendar year for service each calendar year for service in connection with jury duty, and one time per calendar year for subpoenaed witness call. When employees are party plaintiffs, jury leave will not apply.
Management may ask the court to excuse certain employees when it would create a business hardship to spare the employee or if an employee is asked to serve more than once per year.
Requests for a leave of absence or any extension of leave of absence should be submitted in writing to the employee’s supervisor thirty (30) days prior to commencement of leave period or extension. The jury duty subpoena should be submitted to the supervisor immediately upon receipt.
Policy:
Exceptions:
Responsibility:
The supervisor will forward the request to the Executive Vice President and CEO for approval. The subpoena for jury duty will be forwarded to the Manager of Personnel and Benefits.
4. Leave Without Pay: The cooperative provides a generous vacation and sick leave benefit to employees. Employees are encouraged to manae this time to preclude the need for leave without pay. Dependent on their normal work schedule, an employee will be allowed to take up to twenty-four (24), twenty-seven (27) or forty (40) hours per year leave without pay with prior approval of the Executive Vice President and CEO. These requests would generally not be granted, considered on a case-by-case basis, and granted only in extenuating circumstances.
There will be no exceptions to this policy without the approval of the Board of Trustees.
Implementation of this policy shall be the responsibility of the Executive Vice President and CEO and/or a designated representative.
Board Policy 514 • Board Approval of Personnel Procedure Manual
Board Policy No. 514
Title: Board Approval of Personnel Procedure Manual
Purpose: It is the intention of the Board of Trustees of West Florida Electric Cooperative Association, Inc. to establish approval for a Personnel Procedure Manual and to define the authority delegated to the Executive Vice President and CEO in implementing these procedures.
Scope: This policy applies to all Personnel Procedures now in effect and those which may be modified or added.
Policy:
Exceptions:
Responsibility:
The Executive Vice President and CEO will have the authority to develop a Personnel Procedure Manual and make additions and deletions thereto as necessary so long as it is not in violation of a federal, state, or local statute or Board policy.
Procedures that may be revised or added currently, and in the future, will assist in ensuring uniformity in personnel activity throughout the organization. These procedures shall meet the needs of the employees, the cooperative and all federal, state and local regulations.
There will be no exceptions to this policy without the approval of the Board of Trustees.
Implementation of this policy shall be the responsibility of the Executive Vice President and CEO and/or a designated representative.
Board Policy 515 • Political Affiliations
Board Policy No. 515
Title: Political Affiliations
Purpose: To set forth the non-partisan status of West Florida Electric Cooperative Association, Inc. as an organization and to establish guidelines by which its officers, trustees and employees may exercise their individual political rights.
Scope: This policy applies to all employees, officers, agents and trustees of the cooperative.
Policy:
Exceptions:
Responsibility:
It shall be the policy of the cooperative to be non-partisan in political elections, that is, not officially favoring one party or candidate over another. Neither shall the cooperative provide assistance, in any form, toward the election of a candidate for public office, since political involvement is considered in violation of the Federal Laws.
Therefore, any and all involvement by employees, officer, agents or trustees in political campaigns, elections and so on, shall be as individuals through the appropriate authorized political action committees or by other means.
Any provision that is specifically in violation of a federal or state law and/or regulation.
Implementation of this policy shall be the responsibility of the Executive Vice President and CEO and/or his designated representative.
Board Policy 516 • Reasonable Accommodations
Board Policy No. 516
Title: Reasonable Accommodations
Purpose:
To assist our employees who are or become disabled and those employees who suffer onthe-job injuries, we will make reasonable accommodations to enable such employees to continue performing the essential functions of their jobs. Likewise, upon request we may grant reasonable accommodations based on pregnancy, childbirth or related conditions, or sincerely-held religious beliefs or practices.
Scope: This policy applies to all employees.
Policy:
Consistent with this policy, we may modify job duties to comply with medical requirements or restrictions. Other accommodations may be appropriate, depending upon specific facts and circumstances of individual situations. When an employee requests a reasonable accommodation, the cooperative will engage in a timely and good-faith individualized interactive process with the employee to determine effective, reasonable accommodations for the employee, which may include, but are not limited to:
• allowing more frequent and/or longer break periods;
• allowing more frequent restroom, food, and water breaks;
• placing limitations on lifting;
• temporary transfer to a less strenuous and/or less hazardous position;
• job restructuring;
• light duty work, if available;
• assistance with manual labor; and/or
• modified work schedules
As part of the individualized interactive process, the cooperative may require the employee to provide certification from a licensed health care provider of the necessity for the accommodation, to complete our “Request for Accommodation” form or to provide other relevant information or documentation.
If leave is provided as a reasonable accommodation, such leave may run concurrently with any other leave as permitted by our policies, state and federal law.
The cooperative will not retaliate or take adverse action against an employee who requests or uses a reasonable accommodation pursuant to this policy.
Obviously, there are limits to the accommodations which we can realistically make. For example, where an accommodation would cause an undue hardship to the cooperative, we would be unable to make the particular accommodation. Similarly, when placing an individual in a position, with or without accommodation, would cause the employee to be a direct threat to the employee or others, we may be unable to place the employee in a particular position.
Exceptions:
Responsibility:
If you need to request a reasonable accommodation because of a disability, on-the-job injury, pregnancy, childbirth or related conditions, or religious beliefs or practices, please contact Human Resources. We will discuss the matter with you, investigate your request, and to the extent possible, attempt to reasonably accommodate you.
There will be no exceptions to this policy without the approval of the Board of Trustees.
Implementation of this policy shall be the responsibility of the Executive Vice President and CEO and/or his designated representative. APPROVED: 10/24
Board Policy 517 • No Harassment
Board Policy No. 517
Title: No Harassment
Purpose: West Florida Electric Cooperative stresses its strong opposition to harassment and this policy identifies complaint procedures available to employees, as well as the disciplinary penalties that could be imposed for harassing conduct or behavior.
Scope: This policy applies to all employees.
Policy: The cooperative does not tolerate the harassment of applicants, employees, customers or vendors. Any form of harassment relating to an individual’s race, color, religion, genetic information, national origin, sex (including same sex), gender, gender identity, pregnancy, childbirth, or related medical conditions, age, disability or handicap, citizenship status, service member status, or any other category protected by federal, state or local law is a violation of this policy and will be treated as a discipline matter.
Violation of this policy will result in disciplinary action, up to and including immediate termination.
If you have any questions about what constitutes harassing behavior or what conduct is prohibited by this policy, please discuss the questions with Human Resources or one of the contacts listed in this policy. At a minimum, the term “harassment” as used in this policy includes:
• Offensive remarks, comments, jokes, slurs, or verbal conduct pertaining to an individual’s race; color; religion; genetic information; national origin; sex (including same sex); gender; gender identity; pregnancy; childbirth; or related medical conditions; age; disability or handicap; citizenship status; service member status; or any other category protected by federal, state, or local law;
• Offensive pictures, drawings, photographs, figurines, or other graphic images, conduct, or communications, including email, faxes, and copies pertaining to an individual’s race; color; religion; genetic information; national origin; sex (including same sex); gender; gender identity; pregnancy; childbirth, or related medical conditions; age; disability or handicap; citizenship status; service member status; or any other category protected by federal, state, or local law.
• Offensive sexual remarks, sexual advances, or requests for sexual favors regardless of the gender of the individual’s involved; and
• Offensive physical conduct, including touching and gestures, regardless of the gender of the individuals involved.
Policy: The cooperative also absolutely prohibits retaliation, which includes; threatening an individual or taking any adverse action against an individual for (1) reporting a possible violation of this policy, or (2) participating in an investigation conducted under this policy.
Our supervisors and managers are covered by this policy and are prohibited from engaging in any form of harassing, discriminatory or retaliatory conduct. No supervisor or other member of management has the authority to suggest to any applicant or employee that employment or advancement will be affected by the individual entering into (or refusing to enter into) a personal relationship with the supervisor or manager, or for tolerating (or refusing to tolerate) conduct or communication that might violate this policy. Such conduct is a direct violation of this policy.
Even non-employees are covered by this policy. The cooperative prohibits harassment, discrimination, or retaliation of our employees in connection with their work by nonemployees. Immediately report any harassing or discriminating behavior by non-employees, including contractors, subcontractors, vendors or clients. Any employee who experiences or observes harassment, discrimination or retaliation should report it using the steps listed below:
If you have any concern that our No Harassment policy may have been violated by anyone, you must immediately report the matter. Due to the very serious nature of harassment, discrimination and retaliation, you must report your concerns to one of the individuals listed below:
1. First, discuss any concern with the Manager, Personnel and Benefits.
2. If you are not satisfied after you speak with the Manager, Personnel and Benefits, or if you feel that you cannot speak to the Manager, Personnel and Benefits, discuss your concern with the Executive Vice President and CEO.
You should report any actions that you believe may violate our policy no matter how slight the actions may seem.
The cooperative will investigate the report and then take prompt, appropriate remedial action. The cooperative will protect the confidentiality of employees reporting suspected violations of this or any other board policy to the extent possible consistent with our investigation. However, the cooperative expects that any complaint will be brought in good faith and based, in fact, on real circumstances.
You will not be penalized or retaliated against for reporting improper conduct, harassment, discrimination, retaliation, or other actions that you believe may violate this policy.
The cooperative is serious about enforcing our policy against harassment. Persons who violate this or any other board policy are subject to discipline, up to and including immediate termination of employment. The cooperative cannot resolve a potential policy violation unless we know about it. You are responsible for reporting possible
Policy: Exceptions:
Responsibility: policy violations to us so that we can take appropriate actions to address your concerns.
Any provision that is specifically in violation of a federal or state law and/or regulation.
Implementation of this policy shall be the responsibility of the Executive Vice President and CEO and/or his designated representative.
APPROVED: 01/2020 EFFECTIVE: 01/2020 REVIEWED: REVISED:
Manager/Supervisor Acknowledgment of Receipt EEO and No Harassment Policies
As a manager or supervisor, I acknowledge receipt of the cooperative’s current Equal Employment Opportunity (EEO) and No Harassment Policies.
I understand that these policies apply to all employees, including managers and supervisors. I also understand that these policies apply to members, vendors, or other third parties in our workplace or conducting business with us.
I will not commit or condone harassment of, or discrimination or retaliation against, employees. I will conduct myself in accordance with the cooperative’s policies.
I will immediately report any action, allegation, suspicion, or rumor of harassment, discrimination, retaliation, or other violation of these policies to the individual named in policies. I will support appropriate corrective action, including investigation of the reported conduct.
I will not penalize any employee who has reported conduct that may violate these policies or any employee who cooperates with investigations under this policy.
I understand that because I am a manager/supervisor, the cooperative can be held responsible for acts of harassment, discrimination, or retaliation that I commit, condone, tolerate or fail to investigate. If I know of or have reason to know of any actions or omissions that may violate cooperative policy, both the cooperative and I can be placed in jeopardy.
Finally, I understand that if I violate the EEO or No Harassment Policy, I will be subject to discipline up to and including immediate termination, and that I may be sued and held personally liable for my acts or omissions.
Print Name:
Signature:
Date:
Board of Trustee Member Acknowledgment of Receipt EEO and No Harassment Policies
As a member of the cooperative’s Board of Trustees, I acknowledge that I have reviewed the cooperative’s current Equal Employment Opportunity (EEO) and No Harassment Policies.
I understand that these policies apply to all employees, including managers and supervisors and all Board Members. I also understand that these policies apply to members, vendors, or other third parties in our workplace or conducting business with us.
I will not commit or condone harassment of, or discrimination or retaliation against, employees. I will conduct myself in accordance with the cooperative’s policies.
I will immediately report any action, allegation, suspicion, or rumor of harassment, discrimination, retaliation, or other violation of these policies to the individual named in policies. I will support appropriate corrective action, including investigation of the reported conduct.
I will not penalize any employee who has reported conduct that may violate these policies or any employee who cooperates with investigations under this policy.
I understand that because I am a Board Member, the cooperative can be held responsible for acts of harassment, discrimination, or retaliation that I commit, condone, tolerate or fail to investigate. If I know of or have reason to know of any actions or omissions that may violate cooperative policy, both the cooperative and I can be placed in jeopardy.
Finally, I understand that if I violate the EEO or No Harassment Policy, I will be subject to removal from my position as a Board Member, and that I may be sued and held personally liable for my acts or omissions.
Print Name:
Signature:
Date:
Board Policy 518 • Employment at Will
Board Policy No. 518
Title: Employment at Will
Purpose: To establish that all employees of West Florida Electric Cooperative Association, Inc. are employees at will.
Scope: This policy applies to all present and future employees of the cooperative.
Policy:
Exceptions: Responsibility
All employees of the cooperative are employees at will and, as such, are free to resign and are subject to discharge at any time with or without cause. Completion of an evaluation period or conferral of regular status shall not change an employee’s status as an employee at will. Nothing contained in any policy of the cooperative or any other document provided to the employee is intended to be, nor should it be construed as a guarantee that employment or any benefit will be continued for any period of time. Any salary figures provided to an employee in annual or monthly terms are stated for the sake of convenience or to facilitate comparisons and are not intended and do not create an employment contract for any specific period of time.
Any provision that is specifically in violation of a federal or state law and/or regulation, or a collective bargaining unit contract.
Implementation of this policy shall be the responsibility of the Executive Vice President and CEO and/or his designated representative.
APPROVED: 02/22/93 EFFECTIVE: 07/01/95 REVIEWED: 07/28/2020
REVISED: 07/28/2020
Board Policy 519 • Unacceptable Conduct
Board Policy No. 519
Title: Unacceptable Conduct
Purpose: The purpose of this policy is to illustrate the kinds of employee conduct and behavior that are unacceptable; and, to establish guidelines and procedures for handling conduct or behavioral problems.
Scope: This policy applies to all employees.
Policy:
As a matter of policy, West Florida Electric Cooperative Association, Inc. reserves the right to establish proper conduct and behavior standards for its employees while in the workplace; and, in situations when improper conduct or behavior might reflect negatively on the cooperative, outside the workplace. Violation of these standards will subject the employee to appropriate counseling and/or disciplinary action.
It is the desire of the cooperative to resolve conduct or behavior infractions in the most informal and positive manner possible such as coaching or counseling sessions, additional training and close supervision.
However, certain infractions require immediate disciplinary action. Disciplinary action will normally be progressive (as shown on the following list), and bear a reasonable relationship to the infraction. The types of discipline that may occur include:
A. Verbal reprimand
B. Written reprimand
C. Suspension without pay
D. Termination of employment
notE: it SHould bE notEd, HowEvEr, tHat tHE coopErativE rESErvES tHE rigHt to impoSE wHatEvEr diSciplinE it dEEmS nEcESSary for any infraction.
The following lists of unacceptable and requisite infractions are provided here to only illustrate the action that may be taken by the cooperative. It is not meant to be, and should not be interpreted to be, all inclusive.
The fact that an infraction does not appear on the list shall not preclude the cooperative from taking action appropriate disciplinary action.
The following infractions will result in the immediate termination of employment:
Policy:
1. Deliberate falsification of employment application or other cooperative related documents.
2. Unauthorized possession of firearms or other dangerous weapons in cooperative vehicles or on cooperative property, except in personal vehicles while in designated parking areas.
3. Intentional removal of cooperative property from premises without proper authorization.
4. Bodily assault of any individual in the workplace or while on duty.
5. Willful destruction of cooperative property or the private property of others.
6. Engaging in any political activity involving the election of the cooperative’s Board of Trustees during work hours.
The following infractions will result in the appropriate discipline being taken:
1. Improper or unauthorized use of paid leave.
2. Absenteeism which disrupts or diminishes operational effectiveness.
3. Being absent without authorized leave, or repeated unauthorized late arrival (tardiness) or early departure from work.
4. Failure to carry out a direct order from a superior, except in cases where the employee feels that his personal safety or the safety of others may reasonably be jeopardized by the order.
5. Engaging in a conflict of interest activity (refer to Personnel Policy No. 511, Code of Business Conduct for further information about conflict of interest activities).
6. Conduct that discredits the cooperative, misrepresenting the cooperative, or making malicious statements about the cooperative or other employees.
7. Conviction of a crime, including convictions based on a plea of no contest or of a misdemeanor involving moral turpitude, the nature of which reflects the possibility of serious consequences related to the continued assignment or employment of the employee.
8. Knowingly falsifying, removing, or destroying information related to employment, payroll, or work-related records or reports.
9. Soliciting outside work for personal gain, or for another employee’s personal gain, during business hours; engaging in off-duty employment for any business under
Policy:
Exceptions: Responsibility
contract with the cooperative; participating in any off-duty employment that adversely affects the employee’s work-performance for the cooperative.
10. Discourteous treatment of the public, consumers, or other employees, including such actions as harassing, coercing, threatening, or intimidating others.
11. Conduct that interferes with the orderly management of the cooperative’s operations.
12. Violation or negligence of safety rules, or contributing to hazardous conditions.
13. Unauthorized use of any cooperative property.
14. Any act or conduct, which includes but is not limited to social media posts, that is discriminatory in nature toward another person’s race, creed, color, national origin, sex (including sexual harassment), age, or religious beliefs.
15. Violation of the cooperative’s Drug and Alcohol Abuse Board Policy No. 512.
16. Suspension of driver’s license where job duties require driving. (First offense, suspension until license are reinstated).
17. Careless, negligent, or improper use of cooperative equipment, vehicles, tools, etc., and/or use that would result, or could reasonably be expected to result in damage to the cooperative’s property, or to the private property of others.
18. Unauthorized release of confidential information or official records.
19. Willful or negligent violation of any of the cooperative’s policies, procedures, rules, or related directives.
Any exceptions to this policy must be approved by the Board of Trustees.
Implementation of this policy shall be the responsibility of the Executive Vice President and CEO and/or his designated representative.
Board Policy 520 • Temporary and Part-time Employees
Board Policy No. 520
Title: Temporary and Part-time Employees
Purpose: To define the classification and conditions of temporary and part-time employees.
Scope: This policy applies to temporary and part-time employees.
Policy: Exceptions: Responsibility
West Florida Electric Cooperative Association, Inc. will supplement the regular work force with temporary or part-time employees when necessitated by periods of peak workload, employee absences, or other situations as may be determined by management.
For purposes of this policy, temporary employees are defined as: employees whose services are intended to be of limited duration. Part-time employees are employees who are hired for an indefinite period but work less than a normal workweek. There is no guarantee of the number of hours a part-time employee will work, or if full-time employment will be offered should a vacancy occur. Temporary and part-time employees will be eligible for the following cooperative benefits upon completion of 1,000 hours within a calendar year:
1. Medical, dental, long-term disability and business travel and life insurance.
2. Temporary and part-time employees will receive one-half day pay for each cooperative observed holiday.
There will be no exceptions to this policy without the approval of the Board of Trustees.
Implementation of this policy shall be the responsibility of the Executive Vice President and CEO and/or his designated representative.
APPROVED: 02/22/93 EFFECTIVE: 07/01/95
REVIEWED: 07/28/2020
REVISED: 03/16/95; 07/28/2020
Board Policy 521 • Physician
Board Policy No. 521
Title: Physician
Purpose:
To provide a designated physician for pre-employment physicals, workers’ compensation treatment or referral, return to work certifications and compliance with the Drug Free Workplace policy.
Scope: This policy applies to all West Florida Electric Cooperative Association, Inc. employees and prospective employees who have been made an offer of employment.
Policy:
Exceptions:
Responsibility:
The safety, welfare and good health of each employee is a key concern since each individual work assignment requires a specific range of physical and mental abilities. Consequently, all applicants who have been made an offer of employment must satisfactorily compete a medical examination, which includes a drug analysis.
Any employee who suffers a work-related injury and requires medical attention will be sent to the cooperative’s designated physician for treatment and/or referral. Life threatening or serious injuries will be treated at the nearest medical facility.
Employees returning to work following an illness, medical leave of absence or a lost time Workers’ Compensation injury will be required to furnish a return to work certificate from their attending physician and/or the cooperative’s designated physician.
The cooperative will provide a designated physician and laboratory for compliance with the Drug Free Workplace policy.
There will be no exceptions to this policy without the approval of the Board of Trustees.
Implementation of this policy shall be the responsibility of the Executive Vice President and CEO and/or his designated representative.
APPROVED: 02/22/93 EFFECTIVE: 07/01/95 REVIEWED: 07/28/2020
REVISED: 07/28/2020
Board Policy 522 • Educational Assistance
Board Policy No. 522
Title: Educational Assistance
Purpose: To define the condition for approval and benefits payable for eligible course work through a cooperative sponsored tuition program.
Scope: This policy applies to all regular full-time employees.
Policy: West Florida Electric Cooperative believes very strongly that its continued success lies in the growth and development of its employees. Therefore, it is our policy to provide educational assistance to our employees. A summary of the educational assistance offered is listed below.
1. Educational assistance will be provided only for courses of study which the cooperative determines are directly related to the employee’s present job or which will enhance the employee’s potential for advancement within the cooperative. Courses or programs must be offered by accredited institutions of learning, must be pre-approved by the Executive Vice President and CEO and coordinated through the Human Resources Department. Itemized receipts and official transcripts must be submitted within sixty (60) days of course completion in order to be eligible for reimbursement. Reimbursable expenses include:
A. Tuition; and
B. Required textbooks
2. Educational assistance will be available only to regular full-time employees who have been with the cooperative for at least twelve (12) months and who work at least forty (40) hours per week.
3. The amount of assistance paid by the cooperative will be based upon the final grade received for the course, as follows:
A. For a grade of “A”, 100% reimbursable costs.
B. For a grade of “B”, 75% of reimbursable costs.
C. For a grade of “C”, 50% of reimbursable costs.
D. There will be no assistance for a grade lower than a “C”.
4. An employee who participates in the educational assistance plan must agree to remain an employee of the cooperative for a period of time beginning after course completion equal to the length of the course.
For example, an employee who receives educational assistance for two (2) years while obtaining an Associate Degree would agree to work two (2) years after completion of the degree or reimburse the cooperative based on the proportion of time actually worked.
Policy:
Exceptions:
Responsibility:
Board Policy No. 522 • Page 2
5. Participation in the Educational Assistance Program must be approved by the Executive Vice President and CEO.
Any exceptions to this policy must be approved by the Board of Trustees.
Implementation of this policy shall be the responsibility of the Executive Vice President and CEO and/or his designated representative.
APPROVED: 02/22/93 EFFECTIVE: 07/01/95
REVIEWED: 02/25/2020
REVISED: 02/25/2020
Board Policy 523 • Member in Civic Organizations
Board Policy No. 523
Title: Member in Civic Organizations
Purpose: To establish guidelines for participation in civic organizations.
Scope: This policy applies to all employees.
Policy:
Exceptions:
Responsibility:
Employees may be asked to join a civic organization if membership in the organization would promote West Florida Electric Cooperative Association, Inc.’s business interest and enhance its image in the community.
The cooperative will pay the dues required for employees who are asked to join local civic organizations. The dues for such employee will be paid so long as they participate and take an active part in the affairs of the organization. Membership in any one (1) club will be limited to two (2) employees.
There will be no exception to this policy without the approval of the Board of Trustees.
Implementation of this policy shall be the responsibility of the Executive Vice President and CEO and/or his designated representative.
APPROVED: 02/22/93 EFFECTIVE: 07/01/95 REVIEWED: 09/22/2020 REVISED: 09/22/2020
Board Policy 524 • Employee Retirement Plan
Board Policy No. 524
Title: Employee Retirement Plan
Purpose: To define benefits available through the cooperative sponsored Retirement Plan.
Scope: This policy applies to all regular employees.
Policy: The cooperative has established the West Florida Electric Cooperative Association, Inc. Retirement and Savings Plan (401K) to provide eligible employees with retirement benefits. The Defined Contribution Plan provides for both cooperative and employee contributions. The NRECA Retirement and Security Plan (Defined Benefits Plan) provides for cooperative contributions.
401K Eligibility: In order to be eligible to participate in the Plan an individual must:
1. Be an employee of the cooperative;
2. Have attained age twenty-one (21);
3. Have completed one (1) year of service; and,
4. Annually contribute at least 1% of his/her compensation to the plan.
Contributions: The cooperative will make a matching contribution up to 3% of the employee’s base pay. The employee also has the option to make an additional voluntary contribution not to exceed the legally allowable amount.
Retirement benefits: Retirement benefits are paid to the employee in a lump sum at the time of termination or requirement, or to the employee’s designated beneficiary in the event of the employee’s death.
Vesting schedule: Employer matching contributions are 100% vested immediately upon participation in the plan.
Plan Administration: The cooperative is the Plan Administrator for the purpose of complying with the reporting and disclosure requirements of the Employee Retirement Income Security Act (ERISA). The plan otherwise may be administered by an Administrative Committee, appointed by the cooperative, consisting of the Administrative Committee as described in Article X, Provisions Relating to Administration and Fiduciaries in the Retirement and Savings Plan.
Fiduciaries: The cooperative’s Executive Vice President and CEO, Chief Financial Officer, and Manager of Personnel and Benefits will serve as the plan fiduciaries. Duties of the fiduciaries are described in Article X, Provisions Relating to Administration and Fiduciaries and in the Retirement and Savings Plan.
Policy:
Employee Advisory Committee: The Employee Advisory Committee will consist of five (5) employees of West Florida Electric Cooperative. The committee shall be selected by the employees of the cooperative and will be composed of two (2) management employees, two (2) trades and craft employees and one (1) clerical employee. The purpose of the committee is to make recommendations to the Plan Administrator and Fiduciaries on selecting a Retirement Fund Manager and choosing investment options to be offered to the participants. The Employee Advisory Committee will propose changes to the Retirement and Savings Plan to be approved by the Plan Administrator, Fiduciaries, Board of Trustees and bargaining units.
Funds Investment: Each employee will direct the investment of his/her retirement funds in the money market and mutual funds offered by the Retirement Fund Manager. The employee has the sole responsibility for selecting the percentage of his/her funds to be placed in each investment option.
Note: A detailed summary plan description of the Retirement Plan will be distributed to each employee.
Defined Benefits Plan Eligibility: In order to be eligible to participate in the Plan an individual must:
1. Be an employee of the cooperative; and,
2. Have completed one (1) year of service in which the employee performs at least 1,000 hours of service.
Contributions: The cooperative does not require any employee contributions to participate in this plan.
Retirement Benefits: Retirement benefits are paid to the employee in a lump sum at the time of termination or retirement, or to the employee’s designated beneficiary in the event of the employee’s death.
Vesting Schedule: The nonforfeitable percentage of the employer’s contribution to an employee is determined by the years of service at date of termination. The employee is entitled to the following vesting schedule:
1. One year of service - 10%
2. Two years of service - 20%
3. Three years of service - 30%
4. Four years of service - 40% and,
5. Five or more years of service - 100%
Plan Administration: The cooperative is the Plan Administrator for the purpose of complying with the reporting and disclosure requirements of the Employee Retirement Income Security Act (ERISA).
Exceptions: Responsibility: There will be no exceptions to this policy without the approval of the Board of Trustees.
Implementation of this policy shall be the responsibility of the Executive Vice President and CEO or his designated representative.
APPROVED: 04/26/93 EFFECTIVE: 07/01/95 REVIEWED: 10/27/2020
REVISED: 10/27/2020
Board Policy 527 • Military Leave
Board Policy No. 527
Title: Military Leave
Purpose: The purpose of this policy is to comply with federal law and to provide leave for employees serving in the reserve and national guard.
Scope: This policy applies to all employees.
Policy: West Florida Electric Cooperative Association, Inc. will grant leaves of absence to regular and part-time employees to meet military service obligations according to the following guidelines:
A. Reservists and members of the guard. Employees serving in the reserve or National Guard will be granted military leave to enable them to attend training as reservists or guard members. Regular employees called to active duty during a national emergency may be paid the difference between their military pay and their regular earnings for up to ten (10) days. Employees may take additional unpaid leave as needed to fulfill their obligations as reservists or guard members or may use accrued paid vacation for this purpose.
Employees called to active duty in the reserve or national guard will be granted unpaid leave. At the end of active duty, employees are required to report promptly for work, and will be able to return to their former job or a job equal in status and pay.
Employees who will require leave are expected to show their orders to their immediate supervisor as soon as they receive the orders. Employees are also expected to return promptly from leave.
B. Military service in the armed forces. Employees who leave regular full-time or parttime jobs to enter the armed forces, whether voluntarily or because of a draft, will not be compensated, but will be entitled to return to their old jobs or jobs comparable in status and pay when they are discharged from the service. To be eligible for this reinstatement, the returning employee must:
1. Have been honorably discharged or been rejected for enlistment;
2. Have served no more than four (4) years (five (5) if required to serve a fifth year because of war or other emergency);
3. Reapply within ninety (90) days of separation from the service (unless delayed for medical reasons).
C. Health, life and retirement insurance benefits will be provided as mandated by the Uniform Services Employment and Re-employment Act of 1994 (USERRA).
Exceptions:
Policy No. 527
Responsibility: Employees will not lose seniority and time spent in service will count for retirement purposes. No vacation and sick leave will be accrued.
There will be no exceptions to this policy without the approval of the Board of Trustees.
Implementation of this policy shall be the responsibility of the Executive Vice President and CEO or his designated representative.
APPROVED: 04/29/93 EFFECTIVE: 07/01/95
REVIEWED: 09/22/2020
REVISED: 09/22/2020
Board Policy 528 • Wage and Salary Administration Plan
Board Policy No. 528
Title: Wage and Salary Administration Plan
Purpose: To establish guidelines for maintaining a competitive pay plan for all employees not represented by a bargaining unit.
Scope: This policy applies to all employees not represented by a bargaining unit.
Policy: It is the intent and desire of West Florida Electric Cooperative Association, Inc. to attract and maintain only the best qualified employees to carry out its mission of providing quality service to its members.
In order to do this, the cooperative must have a comprehensive wage and salary plan that establishes wages that are competitive in the marketplace and non-discriminatory among all employees. The basic elements of the Wage and Salary Plan are:
1. Written job descriptions.
2. Periodic performance appraisals.
3. Wage and salary ranges (steps).
4. Wage and benefit surveys.
5. Annual salary adjustments.
Each of these elements are discussed in detail in the following paragraphs:
Job (or position) descriptions will be written in a format acceptable to meet state and federal laws, such as the Americans with Disabilities Act (ADA) and contain detailed information about the educational and physical qualifications one must possess to be eligible to hold the position and experience needed, the general objectives of the position to the mission of the cooperative, and the duties and responsibilities of the position.
Job descriptions will be reviewed and updated periodically.
Performance appraisals will be conducted at least annually on each employee. The appraisal will be written and contain information about the employee’s work habits, and achievements for the evaluation period compared to goals and objectives previously set with the employee. An acceptable set of goals will be outlined with the employee for the next evaluation period along with a detailed action plan to remediate any performance deficiencies. Appraisals will be reviewed with and a copy provided to the employee.
Wage and salary ranges consist of a table of salary levels that range from the lowest salary range (M-1) to the highest range (M-15). Each position is assigned a step based on a detailed review of the position description and a set of objective criteria and a rating system containing such items as educational requirements,
Policy: Exceptions:
Responsibility:
know-how and problem solving, number of employees supervised, budget responsibility and so on.
Within each salary step, a range will be established with a mid-point and a low and high salary level which will be plus or minus twenty (20) percent from the mid-point.
Wage and benefit surveys will be conducted annually with other employers in the area and in similar labor markets. Pay levels are also compared with Florida cooperatives through the Statewide Compensation and Benefit Survey and with NRECA National Compensation Survey.
An annual review of the Wage and Salary Plan will be conducted by Human Resources to determine needed changes. Should procedural changes be required, the proposed changes will be presented to the Executive Vice President and CEO for approval. If changes are required that would have a budget impact, the changes must be presented to the Board of Trustees for approval.
Annual salary adjustments are based on surveys of wages and benefits and determined by the employee’s performance appraisal and length of service in the job.
There will be no exceptions to this policy without the approval of the Board of Trustees.
Implementation of this policy shall be the responsibility of the Executive Vice President and CEO and/or his designated representative.
APPROVED: 09/20/93 EFFECTIVE: 07/01/95 REVIEWED: 12/15/2020 REVISED: 12/15/2020
Board Policy 529 • Cooperative Email and Communication Devices
Board Policy No. 529
Title: Cooperative Email and Communication Devices
Purpose: To establish guidelines for acceptable use of cooperative communication equipment, devices and accounts.
Scope: This policy applies to all employees, vendors and members of the Board of Trustees, hereafter referred to as “user”
Policy: While employed by or affiliated with the cooperative, employees vendors and members of the Board of Trustees may be issued devices, equipment and accounts necessary for conducting the business of the cooperative. The following guidelines apply.
1. Devices and accounts are provided for the benefit of conducting cooperative business and handling company-related matters. Users should have no expectation of privacy with respect to communications while using cooperative devices or accounts. All electronic communications created, sent, received or stored on such devices are the sole property of the cooperative. All electronic communications are subject to the right of the cooperative to monitor, access, read, disclose, and use.
2. Users are strictly prohibited from generating or forwarding electronic communications that are offensive, harassing, illegal, derogatory, or discriminatory, or in violation of any cooperative policy. Foul, inappropriate, or offensive communications such as racial, sexual, or religious slurs or jokes are prohibited. Sexually explicit messages or images, cartoons or jokes are prohibited.
3. Users may not, without the cooperative’s express authorization transmit trade secrets or other confidential, private or proprietary information or materials.
4. Users must always respect all copyright and all intellectual property laws.
5. Users may not misrepresent, disguise, or conceal their identity or another’s identity in any way while using cooperative systems or electronic communications; make changes; or use another person’s account, mailbox, password, etc. without prior written approval of the account owner and without identifying the actual author.
6. Users may not install password or encryption programs without written approval from cooperative management. All passwords and encryption keys must be available and known to the cooperative upon request. Unless expressly approved by the cooperative, employees may not use the passwords and encryption keys belonging to others.
Upon termination of the users’ relationship with the cooperative, all devices must be immediately returned and the cooperative will immediately terminate any and all access to cooperative accounts and data. Personal data on cooperative devices will not be stored or maintained after separation.
User must not retain in their possession, copy, recreated, or share cooperative property of information upon separation from the cooperative.
Policy: Exceptions:
Responsibility:
Violation of this policy may result in discipline, up to and including immediate termination of employment or relationship with the cooperative.
Any exceptions to this policy must be approved by the Board of Trustees.
Implementation of this policy shall be the responsibility of the Executive Vice President and CEO and/or his designated representative.
APPROVED: 11/2024
Board Policy 530 • Computer Use Policy
Board Policy No. 530
Title: Computer Use Policy
Purpose: West Florida Electric Cooperative Association, Inc. has actively pursued making advanced technology available to our staff. Internet access is available to most employees. The internet offers vast, diverse and unique resources. Our goal in providing this service to employees is to promote service excellence in our office by facilitating resource sharing, innovation and communication.
Scope: This policy applies to all employees.
Policy: The following guidelines have been established to help ensure responsible and productive computer use. It is the cooperative’s policy to maintain accessible, reliable and secure computer systems for company business and permit the use of these systems solely by authorized employees. Personal use of the internet should be limited to non-working time and reserved use at break and lunch times. As with written or telephone correspondence, employees may conduct personal communications using cooperative email as long as it is clear that they are not acting as a representative of the cooperative and they adhere to the email restrictions listed below.
The cooperative prohibits the installing, changing or removing of any software (application, program or operating system) or hardware (including any type of removable media or peripheral) on any IT device without express permission from the Manager of Information Services.
A unique User Identifier will be assigned to anyone requiring access to any cooperative network, system or application. Access permissions and security are given based on each User Identifier and the user’s responsibility not to share their User Identifier or password. User Identifiers must not be stored in an insecure manner.
To ensure compliance with this policy, computer usage may be monitored. All data that is composed, transmitted, or received via our computer communications systems is considered to be a part of the official records of WFEC and, as such, is subject to disclosure to law enforcement or other third parties. Information passing through or on any of the cooperative’s IT devices and/or communication network should not have any expectations of privacy for any data or information. Violation of this Computer Usage Policy may result in disciplinary action up to and including discharge.
Electronic mail (email) is provided to cooperative employees to facilitate communication between departments and employees. In addition, the following restrictions and guidelines apply to the use of email:
Policy:
1. May not be used to solicit or proselytize for commercial ventures, religious or political causes, outside organizations or other non-job-related solicitations.
2. May not be used to create any offensive or disruptive messages, such as those containing sexual implications, racial slurs, gender-specific comments or any other comment that offensively addresses someone’s age, sexual orientation, religious or political beliegs, national origin or disability;
3. May not be used to send (upload) or receive (download) coyrighted materials, trade secrets, proprietary financial information or similar materials without prior authorization.
4. No business activities related to the cooperative shall be conducted using a personal email account. All cooperative business involving the sending or receipt of email shall take place using an assigned email account; and,
5. Employees must use extreme caution when opening email attachments received from unknown sources which may contain various forms of malware. If attachments are received that were not expected, their validity should be confirmed with the sender via phone, prior to opening. If any questions or uncertainty exists, please contact the IT department prior to opening the attachment.
The cooperative reserves the right to review, audit, intercept, access and disclose all messages created, received or sent over the email system for any purpose. The confidentiality of any message should not be assumed.
Internet Usage
Internet access to global electronic information resources is provided by the cooperative to assist employees in obtaining work-related data and technology.
All internet data that is composed, transmitted, or received via our computer communications systems is considered to be part of the official records of the cooperative and, as such, is subject to disclosure to law enforcement or other third parties. Consequently, you should always ensure that the business information contained in internet email messages and other transmissions is accurate, appropriate, ethical and lawful.
The equipment, services and technology provided to access the internet remain at all times the property of the cooperative. As such, the cooperative reserves the right to monitor internet traffic, and retrieve and read any data composed, sent, or received through our online connections and stored in our computer systems.
The authorized use, installation, copying, or distribution of copyrighted, trademarked, or patented material on the internet is expressly prohibited. As a general rule, if you did not create the material, do not own the rights to it, or have not received authorization for its use it should not be put on the internet. You are also responsible for ensuring that the person sending any material to you over the internet has the appropriate distribution rights.
Policy:
To help minimize the effect of viruses or malware, as well as maintain the quality of the communication network, the following measures will be in place:
1. Access to parts of the internet may be restricted or blocked;
2. Email may be filtered or attachments removed;
3. Removable media use should be kept to a minimum and may restricted; and,
4. Files may not be downloaded without prior authorization from the Manager of Information Services.
Abuse of the internet access provided by the cooperative in violation of law or cooperative policies will result in disciplinary action, up to and including termination of employment. You may also be held personally liable for any violations of this policy. The following behaviors are examples of previously stated or additional actions and activities that are prohibited and can result in disciplinary action, up to and including termination of employment:
1. Sending or posting discriminatory, harassing or threatening messages or images;
2. Use the cooperative’s time and resources for personal gain;
3. Copying, pirating, or downloading software and electronic files without permission;
4. Sending or posting confidential material, trade secrets, or proprietary information outside of the organization;
5. Engaging in unauthorized transactions that may incur a cost to the organization or initiate unwanted internet services and transmissions;
6. Attempting to break into the computer system of another organization or person;
7. Sending or posting chain letters, solicitations, or advertisements not related to business purposes or activities; and
8. Engaging in any activity which would compromise or jeopardize the security, integrity or quality of the cooperative’s communications network or any IT device.
9. Attempting to circumvent or remove any monitoring software or security tools.
10. Using another individual’s credentials to access an account, program, computer or restricted area.
11. Connecting an unauthorized device to a cooperative IT device or to the cooperative’s communications network.
Board Policy No. 530 • Page 4
Exceptions: Responsibility: There will be no exceptions to this policy without the approval of the Board of Trustees. Implementation of this policy shall be the responsibility of the Executive Vice President and CEO and/or his designated representative.
APPROVED: 06/99 EFFECTIVE: 06/99
REVIEWED: 10/27/2020
REVISED: 03/04; 10/27/2020
Board Policy 530-A • Cybersecurity Risk Policy
Board Policy No. 530-A
Title: Cybersecurity Risk Policy
Objective: To prevent, mitigate and promptly manage cybersecurity risk. The Board of Trustees, recognizes that cybersecurity will continue to pose a serious risk that the Board needs to actively measure and continuously monitor as part of their governance responsibility and the cooperative’s strategy. Oversight of cyber risk management is critical to ensuring the cooperative is taking adequate steps to prevent and prepare for the harms that can result from such attacks.
Scope: This policy applies to the Board of Trustees and Executive Vice President and CEO and acknowledges their understanding that cyber risk is a cooperative-wide management issue, not just an Information Technology (IT) issue.
Policy: This policy is developed to ensure ongoing measures are in place to prevent, mitigate and manage cybersecurity risk. The Board plays an important role in facilitating and encouraging a culture that views cybersecurity as a risk that impacts all levels of the cooperative and in emphasizing employee training and awareness.
The Board shall encourage the development of comprehensive policies, procedures and contractual protections (including, but not limited to, cybersecurity insurance) that address cybersecurity risk by ensuring the following:
A. Key staff will participate in cyber risk education, which could include retention of cybersecurity experts and consultants, to provide periodic updates to the Board on new developments.
B. An internal audit is conducted annually to assess the cooperative’s cybersecurity program. This audit will cover all domains of the cyber risk and will be conducted by either an internal audit staff or an external security organization. Results of the audit will be provided to the full board at a regular board meeting.
C. Board-management discussion of cyber risk should include identification of which risks to avoid, accept, mitigate, or transfer through, among other things, insurance, as well as specific plans associated with each approach.
Trustees should understand the legal and regulatory compliance implications of cyber risks as they relate to the cooperative’s specific circumstances as follows:
A. Review and understand cyber risks associated with third-party service providers including IT outsourcing, business process outsourcing and cloud solutions.
B. Be made aware of all major cybersecurity incidents that occurred at the cooperativenot just actual incidents but major attempts as well.
Responsibility:
The Board shall have adequate access to cybersecurity expertise and discussions about cyber risk management through:
A. Engagement of third-party experts to provide an in-depth review, as necessary.
B. Verification that management has established relationships with the appropriate national and local authorities who are responsible for cybersecurity or cybercrime responses; and,
C. Board agendas and meeting minutes should regularly reflect any discussions of cybersecurity.
The Board will set the expectation that management will establish a cooperative-wide risk management framework with adequate staffing, training and budget as follows:
A. Ensure that management communicates the risk management organization structure and provide staffing and budget details:
B. Verify that insurance coverage is sufficient to address potential cyber risks; and,
C. New employees go through cybersecurity orientation and ongoing training programs will be provided for all employees to enable them to maintain an appropriate level of understanding of the cooperative’s cyber risk profile ensuring they are aware of specific developments and specialized issues dealing with cybersecurity.
It shall be the responsibility of the President of the Board to ensure that this policy is complied with.
It shall be the responsibility of the Board to:
A. Ensure the cooperative’s cyber risk plan considers a breadth of potential risks;
B. Understand the nature and magnitude of significant cyber risks to which the cooperative is exposed;
C. Provide adequate resources;
D. Monitory the cyber risk process;
E. Ensure the cooperative’s internal controls are working effectively; and,
F. Revisit this policy regularly and update it as needed.
It shall be the responsibility of the Executive Vice President and CEO to:
A. Develop and implement a comprehensive cyber risk plan;
Responsibility:
B. Provide regular reports to the Board regarding the status of the plan and any major attempts or actual incidents incurred by the cooperative; and,
C. Provide ongoing employee training on cybersecurity.
APPROVED: 01/23/23 EFFECTIVE: REVIEWED: REVISED:
Board Policy 531 • Whistleblower Protection
Board Policy No. 531
Title: Whistleblower Protection
Purpose: To ensure West Florida Electric Cooperative Association, Inc. maintains an effective, easy-to-use mechanism for employees to raise concerns regarding potentially unlawful or unethical behavior within the organization and that ensures protection against retaliation for the whistleblower.
Policy: It is the cooperative’s policy that no retaliation shall occur against any employee who internally reports a concern about potential unlawful or unethical conduct (“Whistleblower”). Each employee has an obligation to report in accordance with this Whistleblower Policy: (a) questionable or improper accounting or auditing practices, (b) suspected unlawful conduct, and (c) violations or suspected violations of cooperative policy (collectively referred to as “Concerns” from his point forward).
A. No Retaliation: This policy is intended to encourage and enable employees to raise concerns for prompt internal investigation and appropriate action. No employee who in good faith reports a concern shall be subject to retaliation in any form for making the report. An employee who retaliates against someone who has made a good faith report about a Concern is subject to discipline up to and including termination of employment.
B. Reporting Concerns: In most cases, employees should first discuss this concern with their immediate supervisor. If, after speaking with his or her supervisor, the Whistleblower continues to have reasonable grounds to believe the concern is valid and the supervisor is not responsive, the Whistleblower should then report the concern (in writing or orally) to the Executive Vice President and CEO.
If the Executive Vice President and CEO is a subject of concern, or if the Whistleblower is uncomfortable speaking with him/her for any reason, the Whistleblower should report his or her concern to the cooperative’s attorney.
C. Handling of Reported Concerns
1. Investigation Procedure: All Concerns will be dealt with promptly and in a manner intended to protect confidentiality, consistent with the need to conduct a full and fair investigation.
a. Concerns Not Involving the Executive Vice President and CEO: Following a preliminary assessment, if the individual receiving the concern believes the concern warrants further investigation the concern and reporting the results of this further investigation to the Executive Vice President and CEO.
Policy:
Responsibility:
If the investigation indicates that there has been a likely violation of law, accounting or audit standards, or cooperative policy, then the report of the results of the investigation shall be reported to the Executive Vice President and CEO to determine the appropriate follow-up action and conclusion.
b. Concerns Involving the Executive Vice President and CEO: If the Executive Vice President and CEO is the subject of concern, the attorney who initially receives the concern, shall conduct a preliminary assessment. If the preliminary assessment reveals that the concern warrants further investigation, the attorney shall report the concern directly to the Board of Trustees’ Executive and Policy Committee. The Executive and Policy Committee will then report to the full board and engage the cooperative’s attorney to further investigate the concern and report back to the board on the results of the investigation for appropriate follow-up action and conclusion.
2. Follow-Up with Whistleblower: The Whistleblower will be informed of the progress and/or outcome of the investigation unless: (1) the Whistleblower indicates his or her preference not to be informed, (2) this would be detrimental to the Whistleblower, cooperative or the investigation, or (3) there are other, sound reasons not to inform the Whistleblower. The attorney is also responsible for informing the Whistleblower if the Concern has been settled or closed.
3. Cooperation: All employees are required to cooperate in the investigation of concerns, which may include steps such as personal interviews and requests for review of documents. Employees must not discuss the investigation, including interviews or document requests, with any unless specifically instructed that they may do so.
D. Acting in Good Faith: Anyone reporting a concern must act in good faith and have reasonable grounds for believing the information provided in a reported concern indicates a violation of law, accounting or audit standards, or cooperative policy.
E. Confidentiality: Reports of concerns, and any investigations regarding concerns shall be kept confidential to the extent possible and lawful consistent with the need to conduct an adequate investigation.
It shall be the responsibility of the Board of Trustees to see that this policy is complied with and reviewed annually.
APPROVED: 03/09 EFFECTIVE: 03/09 REVIEWED: 8/25/2020
Board Policy 532 • Employee Wellness
Board Policy No. 532
Title: Employee Wellness
Purpose: The purpose of this program is to promote good health and wellness for the employees of West Florida Electric Cooperative Associations, Inc. The goal is to increase employee’s enjoyment of life and sense of well-being, increase productivity, lower absenteeism, and ultimately reduce the cost of medical insurance by providing shared costs of fitness programs.
Scope: This policy applies to all regular employees.
Policy:
Exceptions:
Responsibilities:
The cooperative will provide up to 50% or a maximum of $20 per month for the cost of attending a fitness center for the employee and their dependents according to the following:
1. Employee must provide a receipt of payment for reimbursement from the cooperative.
2. Employees are responsible for notifying the cooperative if changes occur in the status of the fitness center membership.
3. Participation by employees will be on personal time and only on a voluntary basis.
4. The cooperative will review the activity level of participation and cost of this program on a periodic basis.
Other Wellness Activities
1. The cooperative will promote and provide optional annual flu vaccinations for employees.
2. The cooperative will promote and encourage employees and their dependents to participate from time-to-time in various wellness activities.
3. The cooperative is not liable for problems or injuries that may result from participating in the qualifying activity.
4. The cooperative reserves the right to make changes and modifications.
There will be no exceptions to this policy without the approval of the Board of Trustees.
Implementation of this policy shall be the responsibility of the Executive Vice President and CEO and/or his designated representative.
08/25/2020
08/25/2020
West Florida Electric Cooperative Association, Inc.
pErSonnEl procEdurES
West Florida Electric Cooperative Personnel Procedure
Procedure No. 1101
Title: Internal Selection/Promotion
Purpose: To hire or promote qualified individuals to fill job vacancies.
Policy Reference: Board Policy Nos. 500, 502
Procedure: When a position vacancy occurs, the hiring supervisor notifies the Human Resources Manager to request that the position be posted using the internal posting procedure. All job postings must be approved by the Executive Vice President and CEO. Union positions will be posted and filled in accordance with collective bargaining contracts.
The notice of the job vacancy and a job description will be posted on all West Florida Electric Cooperative employee bulletin boards. Unless notified otherwise, the employee must apply for the position no later than five (5) working days after the notice of vacancy was posted. The employee must meet the minimum job specifications of the position to be considered for the available position. The cooperative may choose not to post certain exempt positions internally.
Upon receipt of the job bid form/promotion request, all qualified applicants may be interviewed by the Human Resource Department and the hiring manager/supervisor. The candidate selected must be approved by the Executive Vice President and CEO.
Regular positions not filled from within the company will be scheduled for external employment procedures.
The fact that the cooperative choose to post a job internally does not preclude the cooperative from seeking or even hiring qualified candidates from outside the cooperative.
Any exceptions to this procedure must be approved by the Executive Vice President and CEO.
DATE ADOPTED: 06/01/97 DATE/S/REVISED: 02/2020
West Florida Electric Cooperative Personnel Procedure
Procedure No. 1102
Title: External Employment
Purpose: To locate and hire individuals while ensuring equal employment opportunity in accordance with the cooperative’s Equal Employment Opportunity (EEO) policy.
Policy Reference: Board Policy Nos. 502, 503, 518
Procedure: Applications will be accepted only when there are available positions. Applications will be available in the Human Resources department or mailed by request. Available positions, including job title and minimum job specifications will be advertised in local papers, listed with local agencies, and posted on West Florida Electric Cooperative’s website and social media accounts.
Unsolicited resumes and/or applications received when no job is available will not be considered by West Florida Electric Cooperative. Any unsolicited resumes and/or applications received by management will be immediately forwarded to the Human Resource department. All unsolicited applications and/or resumes will be returned to the applicant with a letter of explanation.
All applicants will be reviewed by a hiring committee who will select those applicants to be interviewed. After interviews are completed, a recommendation is made to the Executive Vice President and CEO for final approval.
All candidates offered employment will consent to employment reference checks, physical examination, and a drug and alcohol test and other screening procedures deemed appropriate by the cooperative. Certain positions may require the successful applicant to possess a valid Commercial Driver’s License (CDL).
Any exceptions to this procedure must be approved by the Executive Vice President and CEO.
DATE ADOPTED: 06/01/97 DATE/S/REVISED: 02/2020
West Florida Electric Cooperative Personnel Procedure
Procedure No. 1103
Title: Evaluation Period
Purpose:
To give an employee a period of time to adjust and adapt to the job demands and the work situation and the supervisor a period of time to assess the employee’s progress.
Policy Reference: Board Policy No. 518
Procedure: West Florida Electric Cooperative Association, Inc. will have a trial period starting with the first day of employment and lasting for six (6) months (180 days) for all new employees. During the evaluation period, the cooperative will have the opportunity to observe the employee’s work, to make any needed adjustments related to the position, co-workers, and the work surroundings and to determine if his/her position performance warrants continued employment. Additional stipulations, such as training or certifications for certain jobs, may be indicated in the employment letter.
An employee will be evaluated from time to time during the evaluation period. The evaluation will be based on the essential duties and performance standards of the job. An employee may also be subject to another evaluation as explained in Procedure No. 1111. An employee who bids from one job to another will be evaluated accordingly.
An employee in an evaluation period may be discharged without advance notice if his/her performance is inadequate in fulfilling the responsibilities of the job for which he/she was hired or otherwise engages in any misconduct.
An employee who is absent due to illness during an evaluation period will not be paid during this absence. Sick leave is earned on the first pay period following six (6) full months of continuous employment. New employees will be enrolled in the cooperative’s medical, dental, long term disability and life insurance plans as soon as permitted by the terms and conditions of each plan.
The Manager of Human Resources will ensure the evaluation period is referenced in the offer of employment letter and during the orientation period.
The immediate supervisor will have the responsibility for monitoring the evaluation period of each new employee. Should the supervisor determine performance to be below expectations, he/she should contact the department head and Executive Vice President and CEO prior to the expiration of the evaluation period. The department head and Executive Vice President and CEO must approve an employee’s termination of employment.
Any exceptions to this procedure must be approved by the Executive Vice President and CEO.
DATE ADOPTED: 06/01/97 DATE/S/REVISED: 02/2020
West Florida Electric Cooperative Personnel Procedure
Procedure No. 1104
Title: Reporting to Work
Purpose: To set forth guidelines for delays or inability to report to work.
Policy Reference: Board Policy Nos. 500, 501
Procedure: Employees delayed or prevented from coming to work are expected to notify their immediate supervisor/manager, if possible, thirty (30) minutes before the scheduled work time. Another member of management in the work area should be contacted if the employee’s immediate supervisor/manager cannot be reached. It is the employee’s responsibility to keep his/her supervisor’s name and telephone number available at all times and to record the time of the call, the date, and with whom the employee spoke. Text notifications are acceptable, however, it is the responsibility of the employee to ensure that the message has been received in a timely manner.
The immediate supervisor is responsible for maintaining an accurate attendance record on a daily basis.
An employee who is absent for three (3) consecutive days without notifying his/her supervisor in the required manner will be assumed to have terminated his/her employment and will be classified as a “Voluntary Resignation.”
Disciplinary action for attendance reasons must have joint concurrence of appropriate management and the Manager, Human Resources. Continued clocking in after the assigned hour or clocking out before the assigned hour will be considered cause for disciplinary action up to and including immediate termination of employment. Any regular variations in scheduled work hours require the approval of the department manager and the Executive Vice President and CEO. Absence reports will be completed as time off without pay and will state the reason for the absence.
Hours of work may be changed subject to the parameters contained in any law, policy or applicable union contract. Employees are allocated a maximum of one (1) hour lunch hour during the day. After one (1) hour, employees are to be at their assigned work hours. Two fifteen (15) minute work breaks are allowed for employees working a minimum of eight (8) hours per day. These breaks should be taken mid-morning and mid-afternoon in the immediate work area.
Policy exceptions require the approval of the Executive Vice President and CEO.
DATE ADOPTED: 06/01/97 DATE/S/REVISED: 02/2020
West Florida Electric Cooperative Personnel Procedure
Procedure No. 1105
Title: Time Sheet and Payroll Changes
Purpose: To set forth guidelines for reporting hours worked and other related payroll changes
Policy Reference: None
Procedure: The payroll pay period will be for two (2) weeks and will end every other Friday at noon. All daily time sheets are to be checked and approved by the supervisor daily and turned in to the payroll department. Weekly time sheets are to be checked and approved by the supervisor at the end of each week. At the end of the pay period, all time sheets must be in the payroll department no later than 9:00 a.m. the following Monday morning.
Any changes or corrections to a time card or time record must be initialed by the employee and supervisor. Under no circumstances may any employee record another employee’s time or ask another employee to record his or her time. Recording another employee’s time may result in discipline up to and including immediate termination.
Approved absence reports must be attached to the appropriate time sheet.
Any employee who wishes to make changes in their withholdings or payroll deductions for the next pay check must advise the payroll department no later than 5:00 p.m. on the Friday ending the payroll period.
Pay day will be every other Wednesday. Employees will not be given their checks in advance.
Unless otherwise notified, each employee is required to record his or her hours of work for the cooperative either through the use of a time card, computer software or handwritten record. Accurately recording all time works is required in order to be sure that employees are paid for all hours worked (whether exempt or nonexempt). Employees will be informed whether they are required to keep time by a time clock, a time sheet, or some other method. Whatever the method of timekeeping, employees are expected to follow the established procedures in keeping an accurate record of hours worked. Time must be recorded as follows:
• Immediately before starting work in the morning;
• Immediately after finishing work before lunch;
• Immediately before resuming work after lunch;
• Immediately after finishing work in the evening; and
• Immediately before and after any other time away from work.
Procedure No. 1105 • Page 2
Procedure: Any exceptions to this procedure must be approved by the Executive Vice President and CEO.
DATE ADOPTED: 06/01/97
DATE/S/REVISED: 02/2020
West Florida Electric Cooperative Personnel Procedure
Procedure No. 1106
Title:
Business
Travel Expenses
Purpose: To outline provisions for travel expenses incurred by employees while on assignment away from the normal work location.
Policy Reference: Board Policy No. 205
Procedure: Employee travel performed in the course of conducting cooperative business must be approved in advance.
Employees may obtain a cash advance for approved business travel by submitting the proper check request form to their supervisor. Employees whose jobs require extensive travels will be issued corporate credit cards. Cash advances and corporate credit cards are cooperative property and their use is not to be abused and must be properly documented and approved. Any travel expense deemed unreasonable relative to the circumstances will not be paid and is the employee’s personal responsibility. Intentional falsifications of an expense statement such as inclusion of invalid or inflated expenses for personal gain will be considered theft and may result in disciplinary action up to and including immediate dismissal.
When available, cooperative vehicles will be used for business related travel. When a cooperative vehicle is not available, use of the employee’s private vehicle may be authorized when approved in advance by the Executive Vice President and CEO. The elective use of personal vehicles for business travel (including post office, bank, etc.) should be kept to a minimum and only in extenuating circumstances. In such cases, the employee and any co-workers riding in a personal vehicle is covered by the employee’s personal insurance policy. The cooperative’s insurance coverage does not extend to personal vehicles.
Actual driving time spent by non-exempt employees in traveling on cooperative business is considered hours worked for pay purposes. Non-exempt employees will be eligible for two (2) hours of pay at their overtime rate for each night they are required to be away from home on a business trip. Non-exempt employees may be eligible for additional pay for their travel time as may be required by applicable laws.
Any exceptions to this procedure must be approved by the Executive Vice President and CEO.
DATE ADOPTED: 06/01/97 DATE/S/REVISED: 02/2020
West Florida Electric Cooperative Personnel Procedure
Procedure No. 1108
Title: Accident and Property Damage Reporting
Purpose: To ensure a safe and healthy working environment and provide prompt and accurate reporting of an accident and property damages.
Policy Reference: Board Policy No. 509
Procedure: The proper procedures for reporting accidents and property damages will be the procedures listed in the Accident Prevention Manual issued by West Florida Electric Cooperative. Part III, pages four and five list the procedures to follow.
The proper procedures for handling all on-th-job injuries are listed in the Accident Prevention Manual, Part III, pages seventeen and eighteen.
Any person who knowingly and with intent to injure, defraud or deceive any employer or employee, insurance company or self-insured program, files a statement of claim containing any false or misleading information is guilty of a felony of the third degree.
Any exceptions to this procedure must be approved by the Executive Vice President and CEO.
DATE ADOPTED: 06/01/97 DATE/S/REVISED:
West Florida Electric Cooperative Personnel Procedure
Procedure No. 1109
Title: Workers Compensation Claims
Purpose: To ensure a safe and healthy working environment and provide prompt and accurate reporting of all on-the-job injuries.
Policy Reference: Board Policy No. 509
Procedure:
1. The proper procedures for handling all on-the-job injuries will be the procedures listed in the Accident Prevention Manual issued by West Florida Electric Cooperative. Part III, pages seventeen and eighteen lists the procedures to follow.
2. Any person who, knowingly and with intent to injure, defraud or deceive any employer or employee, insurance company or self-insured program, files a statement of claim containing any false or misleading information is guilty of a felony of the third degree.
3. Any exceptions to this procedure must be approved by the Executive Vice President and CEO.
DATE ADOPTED: 06/01/97 DATE/S/REVISED: 02/2020
West Florida Electric Cooperative Personnel Procedure
Procedure No. 1110
Title: Dress and Grooming Standards
Purpose: To define grooming and dress standards which all employees are required to follow. It is the policy of the cooperative that each employees’ dress, grooming and personal hygiene should be appropriate to the work situation.
Procedure: Employees are expected at all times to present a professional, business image to members and the public. Favorable personal appearance is an ongoing requirement of employment with the cooperative. Radical departures from conventional dress or personal grooming and hygiene standards are not permitted.
The personal appearance of office workers is governed by the following standards:
Employees are expected to dress in a manner that is normally acceptable in similar business establishments. The wearing of suggestive attire or jeans, athletic clothing, shorts, t-shirts, tank tops, leggings, tight fitting knits, tight fitting sweaters, and similar items of casual attire are not permitted as they do not present a businesslike appearance. The wearing of tennis shoes, athletic shoes or flip-flops is not permitted.
Hair should be clean, neatly trimmed, and combed or arranged. Unkempt hair is not permissible. Hair lengths must be reasonable so as to avoid entanglement in cooperative equipment. Extreme and fad hairstyles such as mohawks, unnatural coloring of hair and unconventional cuts are not permitted. Sideburns, mustaches, and beards should be neatly trimmed. Employees who do not have neatly and closely trimmed beards or mustaches must be clean shaven each day. Certain employees may be required to meet special dress, grooming and/or hygiene standards depending on the nature of their jobs.
At its discretion, the cooperative may allow employees to dress in a more casual fashion than is normally required. On such occasions, employees are still expected to present a neat appearance and are not permitted to wear ripped or disheveled clothing, athletic wear or other similarly inappropriate clothing.
Appropriate hems are to be traditional professional lengths.
Earrings or other jewelry should not be worn in visible pierced body parts other than the earlobes, while wearing the cooperative uniform or while on cooperative time. Earrings are permitted to two (2) per earlobe and should not be worn in any part of the ear other than the earlobe.
The examples above are provided as guidelines only and should not be construed to be all inclusive lists of what is appropriate or inappropriate attire for the workplace. When determining appropriate business attire, employees should use common sense and good
Procedure: judgment. If you question the appropriateness of your attire, chances are it is inappropriate attire for the workplace. Anyone needing assistance in interpreting the appropriateness of certain attire should direct his/her questions to his/her immediate supervisor of the Manager of Personnel and Benefits.
Employees violating this policy will be sent home immediately to change in to appropriate attire before returning to work. Any employee who repeatedly violates this policy may be subject to discipline up to and including termination.
The cooperative will make reasonable accommodations with respect to its expectations for employee dress and grooming when required for religious, racial, ethnic or other protected characteristics.
Any exceptions to this procedure must be approved by the Executive Vice President and CEO.
DATE ADOPTED: 04/24/06
DATE/S/REVISED: 02/2020
West Florida Electric Cooperative Personnel Procedure
Procedure No. 1111
Title: Performance Improvement
Purpose: To provide a system of notification to employees so that defeciencies can be corrected in their performance.
Policy Reference: Board Policy Nos. 500, 501, 518, 519
Procedure: The intent of this procedure is to develop an atmosphere of mutual responsibility on the part of both management and employees for attaining the highest possible level of performance.
Management is responsible for determining factors that affect employee performance, establishing performance expectations and standards for acceptable conduct within the cooperative environment, communicating those standards to the employees, and providing feedback through performance appraisals, and when necessary, reminders of deficiencies.
Employees, as professionals, in coordination with the immediate supervisor are accountable for developing personal action plans to resolve deficiencies. Except in cases involving misconduct, discharge based on performance should only occur after other appropriate measures have proven unsuccessful in correcting an unacceptable pattern of performance.
Rules, policies, and procedures are available to all employees for their review and they should familiarize themselves with this information. While any employee may be terminated at the cooperative’s discretion for misconduct, unsatisfactory performance, or other legitimate business reasons, discharge based on performance will be contemplated only after reasonable efforts to correct deficiency has failed.
Performance:
When there is an employee performance problem, the following factors should be considered prior to taking remedial action:
A. Evaluate the appropriateness of orientation and training provided the employee;
B. Review previous counseling sessions to determine if the employee understood the nature of the deficiencies;
C. Ensure that the noted deficiencies are not a result of a systemic failure, such as tools, equipment, scheduling, prescribed methods, etc.; and
D. Review the employee’s past work record.
Procedure
Procedure: Normally, the first step in improving deficiencies is counseling. Counseling is an open discussion between the employee and the immediate supervisor to identify the deficiency, clarify management’s expectations, determine possible solutions, and establish follow-up guidelines.
If deficiencies are not corrected, the employee and the immediate supervisor are expected to meet. A summary of this discussion, in the form of a verbal consultation signed by the employee and the immediate supervisor/manager, should be prepared and placed in the employee’s personnel file. The consultation must include the facts supporting the deficiency, the action plan jointly developed to correct the problem and an established follow-up date.
Should the deficiencies continue, the employee’s immediate supervisor/manager will schedule another meeting with the employee to review the seriousness of the situation. The nature of the deficiency will dictate the progression of disciplinary action, and steps may be skipped altogether for more serious offenses in the cooperative’s judgment and discretion.
Copies of all reminder letters and performance appraisals will be retained in the cooperative personnel file. A reminder will be considered inactive two (2) years if the employee has corrected the performance problem and no further deficiencies of a related nature have been noted through subsequent performance appraisals or reminders.
Any time spent on a leave of absence during the six (6) months will be added to the active period. However, employees must understand that recurrent patterns of performance deficiencies will be noted and cannot be tolerated.
Discharge:
Failure to correct performance deficiencies will result in either discharge by West Florida Electric Cooperative or acceptance of a letter of resignation by mutual agreement. Three (3) unsatisfactory performance appraisals, three (3) active reminder letters, or a combination of these types of notification will normally result in discharge. Of course, situations may occur where the cooperative exercises its discretion to terminate an employee immediately for misconduct.
Any exceptions to this procedure must be approved by the Executive Vice President and CEO.
DATE ADOPTED: 06/01/97
DATE/S/REVISED: 02/2020
West Florida Electric Cooperative Personnel Procedure
Procedure No. 1112
Title: Confidentiality of Information
Purpose: To set forth guidelines employees must follow in dealing with confidential matters.
Policy Reference: Board Policy No. 519
Procedure: General internal business affairs of West Florida Electric Cooperative should not be discussed with anyone outside the organization except as required in the normal course of business. Information designated as confidential is to be discussed with no one outside the organization and only discussed within the organization as appropriate.
Some examples of confidential information are: payment records concerning consumer accounts, payroll records, insurance claims, personal references on former employees, worker’s compensation claims, general liability claims against the cooperative, disciplinary actions against employees, or similar propriety information and any item marked confidential, etc. These examples are included for illustrative and guidance purposes and management retains the right to alter or deviate from them as conditions warrant.
Listed below are guidelines that employees must follow in dealing with confidential matters:
A. Confidential information shall be used solely by employees in the performance of their job duties for the cooperative and shall not be used in any other manner whatsoever during their employment.
B. Employees shall not, without the prior written consent of the cooperative, use, disclose, divulge, or publish to others any such confidential information acquired in the course of their employment. This prohibition expressly includes such information in electronic form.
C. Confidential information is the exclusive property of the cooperative and under no circumstances whatsoever shall employees have any rights to use, disclose, or publish to others such confidential information subsequent to the termination of their employment.
D. Unauthorized use of disclosure of confidential information may result in discipline up to and including immediate discharge, prosecution or other available action.
Procedure:
E. Upon termination of employment, employees must deliver to the cooperative immediately any and all confidential information, whether stored electronically or in paper format, including but not limited to all copies of such documents prepared or produced in connection with their employment with the cooperative that pertain to the cooperative’s business or the employee’s services for the cooperative, whether made or compiled by the employee or furnished to the employee in connection with such services to the cooperative. In addition, employees must return to the cooperative all of the cooperative’s non-confidential property, documents, or electronic information.
F. Employees should refer inquiries seeking information concerning applicants for employment, current employees, or former employees to the Human Resource department.
G. This policy does not limit the common law and statutory rights of the cooperative.
All exceptions to this procedure must be approved by the Executive Vice President and CEO.
DATE ADOPTED: 06/01/97 DATE/S/REVISED: 02/2020
West Florida Electric Cooperative Personnel Procedure
Procedure No. 1113
Title: Personnel Files and Employee Information
Purpose: To identify contents of personnel files and their accessibility.
Policy Reference: Board Policy Nos. 500, 501, 502
Procedure: West Florida Electric Cooperative maintains employee personnel files in accordance with applicable statutory requirements. This record is treated in a manner that will protect the employee’s limited right to privacy. Personnel files are the property of West Florida Electric Cooperative and will be treated confidentially.
Employee personnel file information includes any formal or informal employee evaluations and reports relating to compensation and benefits that West Florida Electric Cooperative has in its possession, including employment-related information, wages and salaries, performance evaluations, disciplinary actions, and employment termination.
Personnel files may not be removed from the office in which they are located or copied by anyone without the permission of the Executive Vice President and CEO or by proper legal order. Information contained in personnel files is confidential and will be treated as such.
Central personnel files are in the official custody of the Human Resources department. Personnel files will be locked outside of working hours and when no one is in attendance during normal working hours.
Because of their sensitivity and HIPPA laws, medical records, I-9, and self-identification forms and drug testing records will be kept separate and apart from the personnel records.
Upon written request to and approval by the Executive Vice President and CEO, employees will be granted the opportunity to review their records during normal working hours. Such reviews will take place at the location where the central personnel files are maintained and in the office of the Manager of Human Resources. Time spent to review the file will be limited to fifteen (15) minutes, unless approved by the employee’s immediate supervisor. If the review requires more than fifteen (15) minutes, this must be done on the employee’s own time.
No employee may remove, copy or alter any information contained in his/her personnel file.
Employees may not have access to the personnel file of any other employee. Managers and Supervisors may not have access to information contained in the personnel files of the employees who report to them.
Procedure:
Access Restricted:
Employees and supervisors, who have a legitimate business necessity to have information contained in the personnel files, will obtain such information through the Manager of Human Resources, and not through direct physical access to the file.
Inquiries from outside the organization concerning personnel files data (verification of employment, reference checks, etc., for both present and former employees) will be referred to the Manager of Human Resources for response. All inquiries must be in writing and signed by the employee or former employee prior to information being released. The cooperative will release such information only when required by applicable laws. This does not apply to records being subpoenaed by proper legal authorities.
All exceptions to this procedure must be approved by the Executive Vice President and CEO.
DATE ADOPTED: 06/01/97 DATE/S/REVISED: 02/2020
West Florida Electric Cooperative Personnel Procedure
Procedure No. 1114
Title: Flowers
Purpose: To establish uniform guidelines for sending flowers.
Policy Reference: None
Procedure: The cooperative will send flowers or similar item in case of hospitalization of an employee or director or their spouses. The cooperative will send flowers in case of death of an employee or director and any of their immediate family members, i.e., spouse, children, siblings, mother, father, mother-in-law, father-in-law, grandparent or member of the immediate household. Should the obituary include a preferred charity donation in lieu of flowers, a donation may be substituted for flowers at the discretion of the cooperative.
Any exceptions to this procedure must be approved by the Executive Vice President and CEO.
DATE ADOPTED: 06/01/97
DATE/S/REVISED: 02/2020; 10/03/2023
West Florida Electric Cooperative Personnel Procedure
Procedure No. 1115
Title: Participation in Professional Associations
Purpose: To approve and encourage participation in professional associations.
Policy Reference: None
Procedure: West Florida Electric Cooperative encourages employees to participate in certain professional associations.
Employees are encouraged to participate in professional associations that promote cooperative goals, individual skills development, and/or professional recognition. However, employee participation must not conflict with the cooperative’s interests.
Employee participation in professional association activities will not be considered hours worked for pay purposes unless it is at the cooperative’s request or with its approval. Membership dues may be paid by the cooperative in its discretion, depending on the nature of the association and needs of the cooperative.
Any exceptions to this procedure must be approved by the Executive Vice President and CEO.
DATE ADOPTED: 06/01/97 DATE/S/REVISED: 02/2020
West Florida Electric Cooperative Personnel Procedure
Procedure No. 1116
Title: Telephones
Purpose: To establish proper telephone procedures.
Policy Reference: None
Procedure: The telephone is one of West Florida Electric Cooperative’s major methods of communicating with members. To many, the telephone is the only verbal communication they have with cooperative personnel. Therefore, a member’s primary impression of the organization is shaped by how he/she is treated on the telephone. It is imperative that we communicate with these people in a manner that will create a favorable impression for the cooperative and its personnel. Because of this, the cooperative has implemented the following procedure on telephone usage.
Telephone Courtesy: Employees should be particularly careful to exercise courtesy and thoughtfulness in using the telephone. A positive telephone contact with a member can enhance goodwill while a negative experience can destroy a valuable relationship.
Personal Use of Telephone Lines:
1. Personal Telephone Calls: Office telephone facilities are for business purposes. It is recognized that some personal calls are necessary, but these should be kept to a minimum. All employees should make it their business to discourage family and friends from calling them at the cooperative, except in cases of an emergency.
Long-distance personal calls should not be charged to the cooperative. If an employee needs to make a long-distance call, he/she should call collect or have the call charged to his/her phone.
2. Cellular Telephone Usage: Many employees currently have in their possession, a West Florida Electric Cooperative cellular phone or a cellular phone subsidized by the cooperative. Employee cellular telephone numbers should not be given out to the public under any circumstances.
Employees shall keep the use of personal cell phones to a minimum during work hours. Cell phone ringers and notifications should be silenced or set to vibrate during business hours, particularly while in the office environment.
Procedure: Access Restricted: Excessive cell phone use during the work day reduces productivity and is distracting and unprofessional. Employees are expected to use discretion when using their cell phone and limit its use, whenever possible, to breaks and lunch.
Per Florida Statute 316.306, cell phones are not to be used while operating a motor vehicle. The cooperative expects employees to abide all laws related to personal cellular devices while operating a motor vehicle.
For safety reasons, field employees are also prohibited from using, accessing or reviewing cell phones while operating equipment in a bucket or otherwise working on a work site.
All exceptions to this procedure must be approved by the Executive Vice President and CEO.
DATE ADOPTED: 06/01/97
DATE/S/REVISED: 02/2020
West Florida Electric Cooperative Personnel Procedure
Procedure No. 1118
Title: Check Cashing
Purpose: To comply with internal control in reference to cashing checks and responsibility of cash drawers.
Policy Reference: None
Procedure: West Florida Electric Cooperative’s cashiers are fully responsible for the physical security of their assigned cash drawer. Cash drawers should be locked and made inaccessible to others when not attended. Personal checks submitted by employees for more than $100 may only be accepted and cashed with the approval of the Manager of Member Services in the appropriate office.
In order to cash a check, the cashier must have taken in at least the amount of cash that the check is written for. Cashiers will not be permitted to cash their own personal check out of their cash drawer. IOUs and the holding of personal checks are expressly prohibited. Returned checks on any employee will be brought to the immediate attention of the Manager of Member Services of the appropriate office and will be treated the same as returned checks on member owners.
Any exceptions to this procedure must be approved by the Executive Vice President and CEO.
West Florida Electric Cooperative Personnel Procedure
Procedure No. 1119
Title: Changes in Manual
Purpose: To establish the right to make changes in the procedures manual.
Policy Reference: Board Policy No. 514
Procedure: Since this procedure manual is based on West Florida Electric Cooperative’s operational procedures and procedures required by federal and state statutes, and present employee fringe benefit programs, all of which are subject to change, so also must this manual be subject to change.
The Executive Vice President and CEO and/or the Board of Trustees of West Florida Electric Cooperative reserve the right to revise by addition, reduction, correction, deletion, or upgrading any part or all of the materials in this manual.
Any changes made in the materials now covered or in those that may be covered in the future will be communicated to all employees through:
A. Employee meetings;
B. Posting of the changes on the employee bulletin board;
C. Memorandum or email messages;
D. Corrections in the employee handbook; or
E. Notification to the bargaining unit’s designated representative.
Any exceptions to this procedure must be approved by the Executive Vice President and CEO.
West Florida Electric Cooperative Personnel Procedure
Procedure No. 1120
Title: Political Activity
Purpose: To ensure that cooperative employees are not involved in political activities or board elections during normal working hours.
Policy Reference: Board Policy Nos. 515, 126
Procedure: In accordance with Board Policy No. 515 and No. 126, West Florida Electric Cooperative shall be non-partisan and neutral, that is, not favoring one party or candidate over another. However, as an individual, any employee has the right to express his/her views concerning political activity at the state, local or federal level so long as the cooperative is not damaged by these views.
West Florida Electric Cooperative recognizes that intense political activity among employees in the workplace can create dissension. Therefore, employees are not to involved the cooperative in political campaigning, including campaigning for candidates for the cooperative’s Board of Trustees, either during or outside of work areas. Employees will not be allowed to:
1. Use cooperative materials, equipment, or letterhead to assist campaigns;
2. Use their cooperative affiliation in any way to aid campaigns; or
3. Distribute literature or solicit signatures or money; or
4. Engage in campaigning in any way on or using cooperative property
5. Wear their cooperative uniforms, hat, or other cooperative-branded clothing in connection with a political event.
Employees engaging in political activities or campaigning of any kind on behalf of themselves or others must do so as individuals on their own time, not as a representative of the cooperative and may make no representations otherwise.
Employees have the right to hold a political office. However, the cooperative will not make accommodations for him/her to do so. If obligations of the political office interfere with the employee’s ability to perform his/her job, as it may be scheduled from time to time, the employee will be subject to disciplinary action up to and including immediate termination.
Any exceptions to this procedure must be approved by the Executive Vice President and CEO.
DATE ADOPTED: 06/01/97
DATE/S/REVISED: 02/2020
West Florida Electric Cooperative Personnel Procedure
Procedure No. 1122
Title: Tobacco Use
Purpose: To establish guidelines for a tobacco-free workplace.
Policy Reference: None
Procedure: The Surgeon General has reported that not only is smoking hazardous to the health of the smoker, but second party smoke is hazardous to the health of the non-smoker. In an effort to comply with applicable safety and health laws on smoking in the workplace, West Florida Electric Cooperative has designated the entire workplace as smoke-free. This designation includes the use of smokeless tobacco, chew, dip, snuff, and electronic nicotine delivery devices. Cooperative employees and any visitors must comply with the smoke-free workplace policy.
DATE ADOPTED: 03/15/93 DATE/S/REVISED: 02/2020
West Florida Electric Cooperative Personnel Procedure
Procedure No. 1123
Title: Surplus Property Management
Purpose: To establish guidelines for determining what is surplus property and procedures for disposing of such property.
Policy Reference: None
Procedure: An item becomes surplus to the cooperative when it does not function in whole or in part, when it is technologically obsolete, or when it is no longer useful.
The following guidelines are to be followed for surplus property:
1. Department heads have the authority to determine that the property is surplus.
2. Department heads may authorize the disposal of such items as trash if the property originally cost less than $100, is in poor condition, damaged, broken or non-operational.
3. If the original property value exceeded $100 or it is still operational, a photo of the items will be posted on company bulletin boards for five (5) business days and sealed bids will be accepted by the purchasing coordinator. The property will be awarded to the highest bidder. In addition to posting items on bulletin boards, photos of available items may also be posted on the Employees of WFEC Facebook Page, or may be advertised in the Employee Newsletter.
4. Surplus property will be held for five (5) business days for pick up. After five (5) days, it will be considered forfeited, and will be awarded to the next highest bidder.
5. Employees are responsible for picking up and transporting items purchased.
Any exceptions to this procedure must be approved by the Executive Vice President and CEO.
