Agenda 06-02-03COMMUNITY REDEVELOPMENT AGENCY
Monday June 2nd 2003 6:30 PM
CRA Office 639 East Ocean Ave. Suite 107
Boynton Beach
I. Call to Order.
II. Work Shop
A. HR Presentation
III. Other Items:
IV. Adjournment.
Any person who decides to appeal any decision of the Community Redevelopment Board with respect to any matter considered at
this meeting will need a record of the proceedings and for such purpose may need to ensure that a verbatim record of the
proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based.
The CRA shall furnish appropriate auxiliary aids and services where necessary to afford an individual with a disability an equal
opportunity to participate in and enjoy the benefits of a service, program, or activity conducted by the CRA. Please contact Douglas
Hutchinson at 561-737-3256 at least twenty-four hours prior to the program or activity in order for the CRA to reasonably
accommodate your request.
POLICY & PROCEDURE
MANUAL
COMMUNITY REDEVELOPMENT AGENCY
639 E. Ocean Avenue, Suite #107
Boynton Beach, FL. 33435
(561) 737-3256 FAX (561) 737-3258
Community Redevelopment Agency
Table of Contents
100
1-1
1-2
1-3
1-4
1-5
GENERAL PROVISIONS
Purpose
Positions Covered by these Policies
Approval and Amendment of Policies
Definitions
Organization for Human Resource Administration
3
3
3
3
5
200
2-1
2-2
2-3
2-4
2-5
2-6
2-7
2-8
2-9
EMPLOYMENT/RECRUITMENT & SELECTION
EEO Statement
Recruitment
Employment Applications
Selection Procedures
Type of Employees
Employment of Relatives (Nepotism)
Recommendation for Employment
Employment Acceptance
Disqualification for Employment
5
6
6
6
6
7
7
7
7
300
3-1
3-2
3-3
3-4
3-5
3-6
EMPLOYMENT PROVISIONS
Probationary Period
Performance Evaluations
Harassment
Formal Grievances
Personnel Actions
Code of Conduct and Disciplinary Provisions
8
8
9
10
11
11
400
4-1
4-2
4-3
CLASSIFICATION & PAY PROVISIONS
Classification Provisions
Pay Provisions
Hours of Work / Overtime / Compensatory Time
18
18
18
500
5-1
5-2
5-3
5-4
5-5
5-6
EMPLOYMENT CONDITIONS
Outside Employment
CRA Equipment
Address & Telephone Numbers
Political Activity
Resignation
Drug Free Workplace
19
19
19
19
2O
2O
600
6-1
6-2
6-3
6-4
6-5
6-6
6-7
6-8
6-9
6-10
6-11
EMPLOYEE BENEFIT PROGRAMS
Vac=t!cn Annual Leave
Sick Leave
Holidays
Compassionate Leave
Jury Leave
Military Leave
Short Term Disability
Long Term Disability
Leave Without Pay
Medical & Dental Insurance
Retirement
22
23
24
24
24
25
25
25
25
26
26
Section 1: GENERAL PROVISIONS
1-1 Purpose
These policies are to provide guidance to the CRA Board in the administration of the CRA's employees. It is the
intent of these policies to ensure that CRA employees will be dealt with on an equitable basis, so that the citizens
of the CRA area may derive benefits and advantages as a result of a competent CRA staff. It is the responsibility
of all CRA employees to read and abide by all provisions of all policies even as amended from time to time.
1-2 Positions Covered by These Policies
The policies shall apply to all non-contract employees. These policies shall also apply to employees with
individual employment contracts if incorporated by reference into the employment contract.
1-3 Approval and Amendment of Policies
These policies shall be in force and in effect when approved by the CRA Board and replace existing policies and
procedures, The CRA Board whose decision shall be final shall decide interpretations of any conflicting or
ambiguous language. The CRA Board may amend these policies from time to time.
1-4 Definitions
Administrative Review - Review and approval of a personnel action by the CRA Executive Director.
Appeal - A request by a regular employee for consideration by the CRA Board.
Continuous Service - Employment that is uninterrupted by separations of employment, layoffs, etc.
Contract Employee - An employee under an individual employment contract with the CRA Board. Contract employees
do not have any rights or benefits other than what is specifically stated in their individual employment contract.
Demotion -Assignment of an employee to a position in a lower class having a lower maximum salary than the position
from which the assignment is made.
Dismissal - The discharge of an employee from his/her position with the CRA. The terms termination and dismissal are
interchangeable.
Employment Contract - An individual contract that provides a non-regular employee with a written agreement of
employment terms.
Exempt Employee - Any employee whose position is ineligible for overtime as determined by the Fair Labor Standards
Act.
Full-time Employee - A budgeted regular employee who is scheduled to work a minimum of forty (40) hours per week.
Grievance - Formal notice of dissatisfaction by a regular employee who feels they have been unjustly treated in cases
regarding their employment.
Hire Date - An employee's date of hire or re-hire, whichever is later.
Immediate Family- Spouse, mother, father, son, daughter, sibling, stepfather, stepmother, stepchild. '~'o'~'~u.-..-,--.v...,
gmndch!!d.
Initial Probationary Period - A ninety (90) day calendar period of time beginning with the employee's hire date. Leaves
or breaks in service without pay for more than fifteen (15) working days may cause this date to be extended by the actual
number of work days missed. During the Initial Probationary Period, an employee may be terminated without notice and
without cause.
Job Anniversary/Classification Date - the effective date of a promotion or demotion action.
Layoff - Dismissal from employment because of shortage of work or funds, or because of changes in the organization.
Non-Exempt Employee - Any hourly employee whose position is eligible for overtime after forty (40) hours of work per
week as determined by the Fair Labor Standards Act.
Overtime Pay - Pay for overtime worked in excess of a non-exempt employee's forty (40) hour workweek.
Part-time - Appointment to a position that usually requires a working schedule less than thirty (30) work hours per week.
Pay Plan - A formal schedule of pay ranges for all classification of work. The schedule shall set forth for each
classification the minimum, mid/control point and maximum to provide values of work among classes within the
appropriate labor market.
Pay Ran_tie -The minimum and maximum pay established by the CRA Board for budgeted positions.
Performance Appraisal - Assessment of how well an employee has performed during a period of time.
Position Probationary Period - A ninety (90) day calendar period of time beginning with the effective date of a
promotion or demotion of a regular employee. Leaves or breaks in service without pay for more than fifteen (15) working
days may cause this date to be extended by the actual number of work days missed. During the Position Probationary
Period, an employee may be returned or demoted to their former position without notice and without cause.
Probationary Employees - Any employee who is serving in a new position either by appointment, promotion or
demotion. Promotions or demotions occurring within the established initial probationary period shall cause an employee to
begin a new initial probationary period.
Promotion - The assignment of an employee to a position in a higher class having a higher maximum salary than
the position from which assignment is made.
Reclassification - The change of a job classification due to a change in or an increase or decrease in the assigned duties
and responsibilities of the position.
Regular Employee - An employee who has achieved regular status after completing the established or applicable
probationary period.
Relative - Aunt, uncle, nephew, niece, grandparent, grandchild, cousin.
Suspension - The separation with or without pay of an employee for a period of time. Exempt employees shall be subject
to no less than one week suspensions without pay.
Temporary Eml31ovee - An employee in a position other than regular full-time or part-time for a specified period of time.
Temporary Position - All positions that are not designated regular budgeted positions.
Vacancy - An existing or newly created position, which is not occupied.
Workweek- The established forty (40) hour period of time that constitutes the workweek for FLSA purposes. Non-
exempt employees are not eligible for overtime compensation until after completion of forty (40) hours in the workweek.
4
1-5 Human Resources Administration
The CRA Board:
A. Considers and adopts the recommended Policy & Procedure Manual upon receiving recommendation from
CRA staff.
B. Approves recommended pay plan(s) as needed.
C. Approves appointments and removals of individuals regardless of contract status.
D. Authorizes all new CRA positions, assigns funding for pay ranges and authorizes recruitments.
The
A.
B.
CRA Executive Director or designee:
Is responsible to the CRA Board for the administration of the Policy and Procedure Manual and other Board
directives.
Recruits, appoints, promotes, transfers or removes, demotes, suspends, dismisses or disciplines all
subordinate employees.
C. Performs or delegates all duties and exercises all powers in personnel.
D. Administers the recommended and approved pay plan.
E. Administers an effective payroll system.
F. Develops and implements effective training programs for employees
G. Recommends such policies or revisions in compliance with prevailing legislation.
H. Administers the employee benefits programs.
I. Administers an effective disciplinary program.
J. Administers an effective performance appraisal program.
Section 2: RECRUITMENT, SELECTION & EMPLOYMENT
2-1 Equal Opportunity Statement
The CRA is an Equal Opportunity Employer and prohibits discrimination because of race, color, creed, religion,
national origin, sex, age, political affiliation, handicap (except where such factor is a bona fide occupational
qualification or is required by State and/or Federal law), or marital status in all aspects of its personnel policies,
programs, practices, recruitment, examination, appointment, training, promotion, retention or any other actions
and operations.
PURPOSE:
The purpose of this Policy is to reaffirm the CRA's position regarding non-discrimination in all matters.
PROVISIONS:
All recruitment activities, hiring, training, employment decisions, and personnel actions will be based on valid
qualifications without regard to race, color, religion, sex, national origin, age, handicap, or marital status.
2-2
Recruitment
The CRA Executive Director shall implement effective EEO hiring procedures. The CRA Board shall authorize all
new CRA positions, assign funding for pay ranges and direct the CRA Executive Director to start the recruitment
and selection procedures. Job announcements shall then be publicized internally and/or externally for ten (10)
working days.
All employment discussions are to be considered non-obligatory, exploratory, and tentative in nature and
indicated as such to applicants. Only authorized offers of employment made to individuals are binding on the
CRA.
2-3
2-4
2-5
2-6
Employment Applications
Individuals desiring consideration for employment may submit a letter of interest, or a resume to the CRA
Executive Director or designee. All applicants submitting a resume or letter of interest and granted further
consideration shall complete an application for employment prior to any job offer. Applications will only be
accepted when a vacancy occurs. Applications will be maintained for a period of two (2) years and then properly
destroyed in accordance with Public Records laws.
Applications must be signed and certified by the applicant. Incomplete applications will not be accepted.
When a vacancy occurs, previously submitted applications on file may be updated for consideration in addition to
all new applications and resumes received until the established closing date or until the vacancy is filled.
Selection Procedures
Selection processes may consist of one or more of the following:
1. Background Investigations including motor vehicle driving record and criminal history check.
2. Reference checks.
3. Performance examination.
4. Review and evaluation of education, training, and experience.
5. Any other applicable criteria which will fairly assess the abilities of individuals to perform the
duties required for the position.
Applicants considered for employment may be subject to pre-employment controlled substances screening.
Applicants testing positive for any of the specified drugs will not be eligible for employment. Such applicants may
not be considered for employment for a period of two (2) years following a positive drug test.
Type of Employee
CRA employees are divided into two groups, contract and non-contract. Contract employees are individuals hired
by a direct employment contract for a specified duration of time that may or may not be budgeted by the CRA
Board. Non-contract employees fill regular budgeted positions as authorized by the CRA Board and are not
otherwise designated as contract employees.
Employment of Relatives (Nepotism)
The CRA will comply with Florida Statue 112.3135 regarding nepotism rules in an effort to eliminate hiring
practices which result in conflicts of interest, favoritism or the appearance of impropriety.
Further, approval will not be granted for the employment, promotion, or transfer of a member of the immediate
family of an employee or other relative by marriage (father, mother, spouse, son, daughter, brother, sister,
mother-in-law, father-in-law, son-in-law, daughter-in-law, brother-in-law, sister-in-law, stepparent, stepchild,
grandparents, grandchildren or other persons living in the same household of the employee's household.)
6
2-7
Recommendation For Employment
Once the interview process has revealed a suitable applicant and the reference checks and screening steps
appear satisfactory, the CRA Executive Director is authorized to then hire that applicant for employment, and
o,,h.,.i, ,~. ....... ~ .... ,,. ,~.,. ~-~A .,,.,..,~ If the CRA Executive Director proposes a salary exceeding the
minimum of the position's pay range, written justification must be included for consideration.
.......... ~ ........ ~'~' ................... ~ scroonln~s '~"'°* ~'
cffor tc bo o×tondod and b!nding upon thc CRA
2-8
Employment Acceptance
Upon receiving an offer for employment, the applicant must make employment acceptance within three (3)
working days of the employment offer, unless otherwise extended by the CRA Executive Director (maximum of 5
working days). If employment acceptance is declined, the CRA Executive Director may consider another applicant
from the recruitment's applicant pool, or may choose to begin a new recruitment process.
All new CRA employees attend an orientation program after starting employment. At that time the new employee
must provide proof of work eligibility and verification of identity to the CRA in accordance with prevailing IRCA
laws. Employees are responsible for reading, understanding, and abiding by all CRA policies and procedures as
amended from time to time.
2-9
Disqualification For Employment
The CRA may reject an applicant who does not possess the minimum qualifications required for the position.
Failure to meet the physical requirements necessary to perform the essential functions for a particular job as
determined by the CRA will also result in disqualification if a reasonable accommodation for an otherwise qualified
individual with a disability cannot be reached, or would create an undue hardship. Fraudulent conduct, false
statements, or omissions by an applicant or by others on behalf of the applicant with the applicant's knowledge, in
any application or examination, may be cause for the disqualification of such applicant, or termination from the
CRA employment. Immediate relatives or persons living in the residence of CRA Board members, the CRA
Executive Director, or designee are not eligible for employment.
Section 3: EMPLOYMENT PROVISIONS
3-1
Probationary Period
All entrance appointments shall be in a probationary status for a period of ninety (90) calendar days unless
extended by the CRA Executive Director. Probationary statuses may be extended upon written notification to the
employee up to six (6) months at the discretion of the CRA Executive Director. This trial working period shall be
utilized to observe an employee's performance. All promotion or demotion appointments effected within the initial
probationary period shall cause the employee to begin serving a new ninety (90) day initial probationary period.
All promotional appointments occurring after the ninety (90) day initial probationary period has occurred shall be
deemed as position probationary periods; employees not successfully completing this position probationary period
shall be returned to their previous classification status without appeal benefits. If either initial or position
probationary periods are extended, no wage or salary increases shall be affected during the extension periods.
Awards granted after the extensions shall not be retroactive. A probationary employee who has not successfully
passed the established initial probationary period in any classification may be terminated by the CRA Executive
Director.
3-2 Performance Evaluations
3-3
A. General Provisions
The employee's performance evaluation is designed to examine, review and document work performance.
The ratings shall be set forth on the applicable performance evaluation form. Each employee shall be given a
copy of the evaluation prepared and shall have the opportunity to discuss it with the employee's supervisor.
Employees may appeal their evaluation to the CRA Executive Director within five (5) working days of
receiving their performance evaluation. Such appeals must state the reason for the appeal, the facts
supporting the employee's case, and any other pertinent information relevant to the matters at hand. The
CRA Executive Director shall schedule an appeals meeting within fifteen (15) working days of receipt of the
appeal, preside over the appeals meeting, and render a decision on the matter within fifteen (15) working
days of the appeals meeting. All decisions of the CRA Executive Director are final.
B. Frequency of Performance Evaluations
Performance evaluations are completed annually with the first coinciding with the successful passing of the
initial probationary period and/or position probationary period, and annually thereafter coinciding with
employees' hire or job anniversary date, whichever is applicable. Special evaluations may be conducted at
any time with the approval of the CRA Executive Director.
C. Performance Evaluation Ratinq Procedure
The direct supervisor of the employee shall be responsible for obtaining the appropriate evaluation form and
completing the evaluation. An employee must sign and date the completed evaluation form indicating that
he/she has discussed and received a copy. The signature does not mean he/she agrees with the evaluation.
If the employee refuses to sign the form, it should be so indicated by the CRA Executive Director in the space
provided for the employee's signature.
Harassment
The CRA is committed to a professional work environment in which all individuals are treated with respect and
dignity. Each individual has the right to work in an atmosphere that promotes equal opportunities and prohibits
discriminatory practices, including sexual and other forms of harassment. Therefore, the CRA expects that all
relationships among persons in the office be businesslike and free of bias, prejudice and harassment. In keeping
with this commitment, the CRA maintains a strict policy prohibiting harassment of staff members in any form in the
workplace from other staff members, vendors, contractors, or guests. Violators shall be subject to termination.
Sexual harassment constitutes discrimination and is illegal under federal and state laws. For the purposes of this
policy, sexual harassment is defined as unwelcome sexual advances, requests for sexual favors, and other verbal
or physical conduct of sexual nature when, for example: (1) submission to such conduct is made either explicitly
or implicitly a term or condition of an individual's employment; (2) submission to or rejection of such conduct by an
individual is used as the basis for employment decisions affecting such individual; (3) such conduct has the
purpose or effect of unreasonably interfering with an individual's work performance or creating an intimidating,
hostile, or offensive working environment.
Sexual harassment may include a range of subtle and not so subtle behaviors and may involve individuals of the
same or different gender. Depending on the circumstances these behaviors may include, but are not limited to:
unwanted sexual advances; subtle or overt pressure for sexual favors; sexual jokes; innuendoes; advances or
propositions; verbal abuse of a sexual nature; graphic commentary about an individual's body, sexual prowess or
sexual deficiencies; leering, whistling, touching, pinching, assault, coerced sexual acts, or suggestive, insulting or
obscene comments or gestures; display in the workplace of sexual suggestive objects or pictures; and other
physical, verbal, or visual conduct of a sexual nature.
The CRA's policy equally prohibits any other type of harassment involving a protected category under federal,
state, or local law (for example, on the basis of race, color, religion, national origin, age and/or disability.)
,.This policy applies to all applicants and staff members whether related to conduct engaged in by fellow staff
members, managers, or someone not directly connected to the CRA (e.g., an outside vendor, consultant, the
public.)
Reporting an Incident of Harassment
The CRA encourages reporting all perceived incidents of harassment, regardless of the offender's identity or
position. Individuals who believe they have been the victims of harassment should discuss their concerns with
their CRA Executive Director or designee. Administrative investigations shall then be conducted to ascertain
necessary facts. Decisions on the involved parties' status will then be rendered.
Individuals who believe they have been the victim of harassment or believe they have witnessed harassment
should discuss their concerns with the CRA Executive Director or designee. If you receive information regarding
sexual harassment you are obligated to report it immediately to the CRA Executive Director.
We encourage the prompt reporting of complaints or concerns so that rapid and constructive action can be taken.
Therefore, while no fixed reporting period had been established, early reporting and intervention has proven to be
the most effective method of resolving actual or perceived incidents of harassment.
Harassment Policy Complaint Procedure
A. Informal Complaint Procedure
Informal Complaints are defined as verbal notifications to the alleged offender and/or to the CRA Executive
Director or designee regarding an alleged instance of harassment. The CRA encourages individuals who believe
they are being harassed to promptly notify the offender that his or her behavior is unwelcome. If, for any reason,
individuals do not wish to confront the offender directly or such a confrontation does not successfully end the
harassment, individuals shall notify the CRA Executive Director or designee. The CRA Executive Director must be
notified in all instances. Failure to do so may result in disciplinary action upte-and-incfud~g~:
B. Formal Complaint Procedure
Formal complaints are defined as written complaints submitted to the CRA Executive Director regarding an
alleged instance of harassment. The CRA encourages individuals who believe they are being harassed to
promptly notify the CRA Executive Director of the unwelcome behavior. The CRA Executive Director must be
notified in all instances. Failure to do so may result in disciplinary action uptoandh~ctuding termin-aTioTn: -
Administrative Investigations
Any reported allegations of harassment will be investigated promptly. The investigation may include individual
interviews with the parties involved and, where necessary, with individuals who may have observed the alleged
conduct or may have relevant knowledge.
The complaint and investigation will be handled with sensitivity, and confidentiality will be maintained throughout
the investigation process to the extent allowed by law and to the extent practical and appropriate under the
circumstances. Only those individuals with a "need to know" shall be informed of the findings or the extent of the
investigation. All employees shall not discuss any circumstances involving the parties or matters at hand unless it
is with the CRA Executive Director throughout the investigational processes.
Retaliation against an individual for reporting alleged harassment or assisting in providing information relevant to
a claim of sexual harassment is a serious violation of this policy and will be treated with the same strict discipline,
as would the harassment itself. Acts of retaliation should be reported immediately and will be promptly
investigated. In order to protect the welfare of all employees, findings of false or malicious statements intended to
P
3-4
3-5
harm another individual shall result in immediate disciplinary action, up to and including termination. Violations of
this policy may result in disciplinary action up to and including termination. Failure to act upon gaining knowledge
of violations of this policy may result in disciplinary action up to and including termination. Training shall be
conducted on a periodic basis to raise awareness of harassment issues and remedies of same. Failure to
truthfully cooperate with an investigation of this nature may result in disciplinary action up to and including
termination.
Formal Grievances
It is the policy of the CRA to anticipate and avoid occurrences of formal grievances and to deal promptly with
formal grievances that may arise. All formal grievances must be in writing and must include the nature of the
grievance and all the facts supporting the grievance. This written document must be submitted to the CRA
Executive Director. If a formal grievance is denied by the CRA Executive Director, it will be forwarded to the CRA
Board for a final decision. Here the Board may want to determine if this authority is better placed in the hands of
an appointed Hearing Officer that is a member of a recognized national registry for arbitration/mediation
(Attorney). And, if so, then the Board would want to indicate whether or not the decision of the Hearing Officer is
binding on the Board.
The primary purpose of this grievance procedure is to determine what is right, not who is right. Free discussion
between employees and the CRA Executive Director will lead to better understanding of practices, policies and
procedures, which affect employees. Discussion will serve to identify and help eliminate conditions, which may
cause misunderstandings prior to the filing of written formal grievances.
The CRA Executive Director shall establish rules for the processing of formal grievances. Rules may be amended
from time to time, but should have as their objective the prompt and efficient disposition of a formal grievance.
Formal grievances are to be initiated by employee within ten (10) working days of the event giving rise to the
grievance or the grievance is waived. Once initiated the time sequence for review and response to the employee
should not exceed twenty (20) working days. Thc dcc!s!cn cf thc D!r~ctcr r~g=rd!.",g d!spcs!t!c.", of th~ gr!c':anc~
is binding =.-,d not s,--'bj~ct to furthcr rc,:icw.
Personnel Actions
A. Promotion
Upon promotion, an employee shall receive an increase to the minimum pay rate of the new position, or up to
10%, whichever is higher. In no case shall the new salary exceed the maximum pay established for the position.
Promoted employees shall serve a ninety (90) day position probationary period and may be demoted without
notice and without cause during the position probationary period.
B. Demotion
Upon demotion, an employee shall receive a decrease in pay of a minimum of 5%, or up to 10% if previously
promoted to the higher level classification and awarded that amount for the promotion action, or greater if a higher
amount of decrease is necessary in order not to exceed the maximum rate of pay for the lower level position. In
no case shall the new lower pay rate exceed maximum of the pay range established for the lower level position.
C. Demotion Approvals and Appeal
All demotions and resulting adjustments in an employee's pay rate shall receive the prior review and approval of
the CRA Executive Director, Demoted employees not serving within an established probationary period may
appeal the demotion action in writing within two (2) working days of written notification of the demotion. The CRA
Executive Director or designee shall schedule an appeals meeting within ten working (10) working days of receipt
of the employee appeal.
The written appeal must state the reason for the appeal and all facts supporting the appeal. The CRA Executive
Director shall preside over the appeals meeting and render a final decision within twenty (20) working days of the
10
appeals meeting. The demotion action shall be effected regardless of any appeal request. The demotion may
then be overturned by the CRA Executive Director when a final decision has been made.
3-6
Code of Conduct & Disciplinary Provisions
Purpose
The CRA anticipates that its employees will conduct themselves appropriately, both on and off the job. As a
service entity, we must treat our customers in a courteous and respectful manner at all times and our conduct
must be consistent with the CRA's mission statement and values.
We recognize, wever, that there will be instances when employees may act in a manner that is not consistent
with the CRA's/and the CRA Board's expectations. To address these situations, a disciplinary process has been
developed to enable the CRA Executive Director to resolve issues related to unacceptable performance and
misconduct.
The CRA's goals in establishing such a process are both to ensure that employees understand the potential
consequences of inappropriate behavior and to assist them in recognizing the severity of such consequences,
with the hope that disciplinary sanctions, if required, will encourage the individual to personally resolve whatever
concerns exist with respect to either inadequate performance or personal misconduct.
Provisions
1. Conduct unbecoming a CRA employee is defined as employee behavior or actions on the part of the
employee which hinders or jeopardizes the successful operation of the CRA, undermines teamwork and
cooperation among CRA employees, or undermines the public confidence in the CRA or its employees.
2. Counseling and written reprimands should be utilized as an element to motivate employees to choose
behavior conducive to an individual's growth, development and most importantly, to insure the successful
operation of the CRA and its services. However, in certain circumstances, punitive discipline actions will be
necessary. There is no "fixed formula" for discipline, management reserves the right and prerogative to
make disciplinary decisions based on repeated occurrences of varying incidents, past performance, or
severity of the incident.
3. Although progressive disciplinary actions are encouraged when circumstances support such use, the
severity of misconduct and the circumstances shall determine the nature of the discipline.
4. A number of factors should be considered in determining the appropriate level of discipline to be taken at
each successive step. Such factors may include time intervals between offenses, effectiveness of prior
disciplinary actions, insubordination, employee willingness to improve, overall work pedormance and
teamwork.
5. Certain misconduct is so contrary to the public interest that dismissal shall be the only appropriate
disciplinary measure.
6. The level of misconduct may differ in individual cases from apparently similar incidents. The CRA retains
the right to treat each occurrence on an individual basis without creating a precedent for situations
which may arise in the future. This case-by-case method is designed to take individual circumstances
and/or mitigating factors into account. These provisions are not to be construed as a limitation upon the
retained rights of the CRA, but are to be used as a guide.
7. The failure of immediate supervisors to document and/or take disciplinary actions for misconduct, or the
failure to forward the completed disciplinary documents to CRA Executive Director or designee, shall serve
as grounds for disciplinary action.
8. After a period of one year for a Record of Discussion, two years for a Written Reprimand, and five years for
a Suspension, discipline will not be considered for purposes of future disciplinary actions or promotions.
However, these items will remain in the employee's personnel file. Verbal warnings or verbal reprimands
are not considered as disciplinary action.
EXAMPLES OF MISCONDUCT
The following types of infractions, offenses, or misconduct shall represent employee noncompliance with rules,
regulations, policies, practices or procedures of the CRA, or employee wrongs or offenses which violate
permissible behaviors or are specifically prohibited by law. The listed reasons are for informational purposes only
and are not meant to be exhaustive. Each disciplinary action shall be considered on a case-by-case basis. The
following are examples of violations which shall result in disciplinary action:
1. Conduct unbecoming of a CRA employee, as specified in the Definitions section.
2. Abuse of CRA policies including, but not limited to:
· abuse of sick leave privileges, sick leave policy or excessive absenteeism
· failure to notify CRA of current address and telephone number within ten (10) calendar days of change
· failure to report any outside employment
· possession of a firearm or concealed weapon on CRA property or while performing official CRA duties
· suspension or revocation of any required job-related licenses or certifications
· use of abusive language to or about an employee, co-worker, supervisor, or the public
· insubordination, meaning the failure to recognize or accept the authority of a supervisor
· threatening a co-worker or supervisor
3. Abuse of departmental procedures and work rules including, but not limited to:
· failure to provide name and official title to any person requesting same when performing work related
duties
· habitual extension of lunch periods or break period
· habitually late for work without valid reason
· smoking in prohibited areas
· unauthorized solicitation, posting of material, or non-productive behavior
· disrupting or hindering departmental operations
· outside employment which conflicts, interferes or otherwise hampers the performance of the employee in
their CRA job
· unauthorized personal use of CRA equipment or funds
· improper use of CRA time for conducting personal or private business
· other department rules as communicated by director/supervisor
4. Documented failure of a supervisor to perform duties required of supervisory
recommending and/or taking disciplinary actions when necessary.
5. Violation or disregard of CRA's Safety policy and procedures including:
· unauthorized use or unsafe operation of CRA property, equipment or vehicles.
employees including
failure to report an on-the-job injury or accident within 24 hours to immediate supervisor
supervisor's failure to report an employee's on the job injury to the CRA Executive Director within 24
hours and/or completion of necessary documentation
6. Illegal, unethical or improper acts including:
· theft or removal of CRA property without proper authorization
· falsifying employment application or concealing information during pre-employment screening or
processing
· soliciting or accepting an unauthorized fee or gift
· giving false information, or failure or refusal to fully cooperate or provide full, truthful information in CRA
initiated investigations
· possession, use or sale of illegal drugs, alcohol or prescription medication which alters the employee's
performance on the job; or any confirmed positive drug test
· possession or use of alcohol while on duty; or reporting to work under the influence of alcohol
· refusal to participate, if offered, in a drug/alcohol rehabilitation program, and to sign and abide by a return
to work agreement when the CRA receives positive confirmed results on any CRA ordered drug test such
as workers' compensation, accident or reasonable suspicion drug or alcohol testing
· refusal to submit to a CRA sponsored drug or alcohol testing such as workers' compensation, reasonable
suspicion, follow up, or applicant processes
· violating the CRA's Sexual Harassment policy through interaction with another employee or a member of
the public
PROCEDURE
When an immediate supervisor becomes aware of conclusive evidence of the need for employee discipline,
he/she becomes responsible and shall investigate the circumstances of the misconduct, or lack of
performance, prior to deciding upon the type of disciplinary action to be recommended or taken.
Documentation of the discipline investigation or of the conduct shall be required on the part of the immediate
supervisor in order to establish appropriate records. The CRA Executive Director or designee will be
available to assist in such investigations. In cases where investigations of a more substantial nature are
required, the following types of administrative review shall be administered.
Administrative Review: Investigations of non-criminal violations conducted in the absence of immediate or
conclusive evidence involving any CRA employee. These investigations shall be conducted by the CRA
Executive Director or designee, who shall obtain all sufficient information, including documentation and/or
sworn statements, in order to determine the necessity or level of disciplinary action. The CRA Executive
Director or designee shall assume responsibility for acquiring any necessary sworn statements.
Administrative investigations shall be conducted expeditiously.
Criminal Investigations: Investigations conducted when criminal violations are reportedly committed by
any employee of the CRA. These investigations shall be conducted by the local Police Department, in
collaboration with the CRA Executive Director.
2. In instances where an investigation of serious, unlawful or other extreme misconduct is necessary,
administrative and/or criminal investigations shall be conducted.
3. The immediate supervisor, with the approval of the CRA Executive Director, may initiate a three (3) working
day or less suspension with pay to afford a supervisor the opportunity to investigate an alleged incident of
misconduct in the absence of the employee. Suspensions with pay of more than three (3) working days
require the approval of the CRA Board. This practice may also be used in the event that alleged misconduct is
severe but unproven. The immediate supervisor shall immediately notify the CRA Executive Director of the
choice for suspension so that the suspension may be issued and the matter may be immediately investigated.
4. A recommendation for disciplinary action may result from the findings of an investigation. If disciplinary
measures are not recommended after the investigation, the suspension with pay period shall not be construed
as disciplinary in nature. A document confirming a favorable determination as to the matter should be made a
part of the employee's record.
TYPES OF ACTION
A. Counseling
Consists of the immediate supervisor warning the employee to correct or improve performance, work habits,
or behavior, and counseling the employee on improvements expected. Counseling serves as a warning
against further repetition of employee behavior. Future violations will result in further discipline up to and
including termination.
A Record of Discussion form should be completed by the immediate supervisor. The employee shall be
required to sign the form signifying that he/she has read and discussed the contents with the supervisor. The
Record of Discussion form shall be forwarded to The CRA Executive Director or designee for retention in the
employee's records, with a copy provided to the employee. The supervisor may request that the employee
complete a written action plan to correct the behavior. Employees may submit comments on a separate sheet
for inclusion in the record.
B. Written Reprimand
Consists of an immediate supervisor issuing a written notice of reprimand to improve performance, work
habits, or behavior. A written reprimand may include a complete description of the incident(s) of misconduct,
inappropriate behavior, work habits, or performance which require improvement; previous records of
discussion; a time frame within which the employee must correct or improve his/her behavior; and a warning
that future violations will result in further disciplinary actions up to and including termination.
Written reprimands shall be signed by the employee to acknowledge receipt and forwarded to The CRA
Executive Director or designees for retention in the employee's records, with a copy provided to the
employee. Employees may submit comments on a separate sheet for inclusion in the record.
The employee may be required to complete a written plan for correction of the behavior. When the written
reprimand contains a time frame for employee improvement, a follow-up discussion at the end of the
designated time period should be conducted. This follow-up discussion will provide a specific opportunity to
review the employee's improvement relative to the discipline. Written reprimands should be reflected on the
employee's performance evaluation along with any noted improvements.
Suspension
Consists of an employee being prohibited from returning to work until the specified period of suspension has
passed. If the suspension is greater than one (1) working day, it shall be issued on a consecutive working
day basis. Unless provided for otherwise in this policy or disallowed by the Fair Labor Standards Act, all
suspensions shall be without pay.
Suspensions shall be used when an employee is removed from the job due to extreme misconduct or
unlawful behavior, or when instances of previous discipline support a suspension for a specified period of
time. Employees shall be suspended pending the outcome of a recommendation to terminate and shall
remain under suspension until the CRA Executive Director has made a final determination in a pre-
termination hearing, if elected by the employee.
1. With the written authorization of the CRA Executive Director, immediate supervisors have the
authority to issue a suspension for three (3) working days or less.
2. Suspensions beyond three (3) working days require prior authorization by the CRA Executive
Director. Suspensions due to a recommendation to terminate only require the CRA Executive Director's
approval..
3. Employees being suspended shall be notified in writing by the immediate supervisor. The written
notification shall consist of the reason for the action and the duration of the suspension. It shall also
include a statement that future violations will result in further disciplinary actions up to and including
termination.
4. It shall be the employee's responsibility to pay for insurance benefits and/or any other payments
previously paid through payroll deductions during any suspensions without pay in order to maintain such
benefits during these periods. Lapses in payments may result in forfeiture of such benefits.
5. Employees may submit comments on a separate sheet for inclusion in the record. Written
notification of a suspension shall be signed by the suspended employee acknowledging receipt of the
14
written notification, and forwarded to The CRA Executive Director or designee for inclusion in the
employee's records, with a copy provided to the employee.
D. Demotion
In the context of this policy, demotion consists of an employee being involuntarily removed from higher level
classification to a lower level classification, with a resulting decrease in annual salary. Although not limited to
such instances, demotions may occur in some cases because of an inability to fulfill the duties of the higher level
job in a satisfactory manner; or a failure to comply with employment conditions, such as licensure or certification.
In addition, during position probation an employee shall be subject to demotion without the CRA being required to
state a reason. The employee shall not have access to any appeal process with regard to the demotion. A
demotion will involve a decrease in salary of not less than 5%, commensurate with the decrease in
responsibilities.
Immediate supervisors should discuss the potential demotion of an employee with the CRA Executive Director or
designee prior to a written recommendation for demotion. The supervisor shall then submit the written
recommendation to the CRA Executive Director. Demotions require authorization from the CRA Executive
Director prior to being effected.
Written notification of demotions shall be provided to the employee by the CRA Executive Director. Such notices
shall include the final decision, the reason(s) for the decision, the employee's new classification title, the new pay
range and pay rate, and the effective date of the demotion. Written notifications shall also include that future
violations will result in further disciplinary actions up to and including termination of employment. All
documentation of a demotion shall be retained in the employee's file by the CRA Executive Director or designee.
Employees may submit comments on a separate sheet for inclusion in their personnel file.
Employees may voluntarily request a demotion to a lower level classification. Such demotion shall not be punitive.
Employees may submit comments on a separate sheet for inclusion in the record. Written notification of a
demotion shall be signed by the employee acknowledging receipt of the written notification, and forwarded to the
CRA Executive Director or designee for inclusion in the employee's records.
E. Dismissal
Dismissal is a result of an employee's involuntary termination which severs the employment relationship· At such
time all employee benefits cease, except as otherwise provided by law.
Immediate supervisors shall supply thorough documentation and discuss recommendations for an employee's
dismissal with the CRA Executive Director. Dismissals of regular employees shall be effected only with the
authorization of the CRA Executive Director and review by the CRA Attorney, and nct!f!cat!on by the CR?, Beard.
A written notice of the recommendation to terminate shall be given to the employee in person. However, after two
unsuccessful attempts to deliver the notification, the notice shall be sent via U.S. mail to the most recent address
on record in the personnel file. The recommendation shall include the following information:
1. The underlying reasons for the recommended termination.
2. Documentation upon which the supervisor relied in formulating said recommendation.
3. An explanation of his/her rights to request a pre-determination hearing prior to the recommendation to
terminate being decided upon by the CRA Executive Director, armLthe. JacLth~t the ~
·' 'aL-If an employee does not exercise their right to a pre-
determination hearing, the termination will become effective after the expiration of the two (2) working
day pre-termination election period.
15
If the employee elects a pre-determination hearing, the CRA Executive Director shall schedule such
hearing within ten (10) working days to occur within thirty (30) of the employee's election for such
hearing.
It the employee does not elect the pre-determination hearing within two (2) working days, the CRA
Director will render a decision on the recommendation for termination.
If the CRA Executive Director authorizes the termination, a notification letter shall be delivered to
inform the employee of the decision and to provide notice of the employee's right to a post-
termination Formal Hearing. The terminated employee must elect the Formal Hearing within two (2)
working days of the date of the notification letter.
Whether the CRA Board's final determination is dismissal or a lesser form of discipline with reinstatement at the
same or lower level position, the recommendation to terminate and the CRA Executive Director's notification letter
shall be placed in the employee's personnel file, and a copy shall be forwarded to the employee. Employees may
submit comments on a separate sheet of paper for inclusion in their personnel file. Here the Board may want to
determine if this authority is better placed in the hands of an appointed Hearing Officer that is a member of a
recognized national registry for arbitration/mediation (Attorney). And, if so, then the Board would want to indicate
whether or not the decision of the Hearing Officer is binding on the Board.
Initial probationary employees who have not successfully completed the established probationary period shall be
subject to dismissal without cause and it shall be effective after authorization by the CRA Executive Director. At
the time of dismissal, employees are required to surrender to their supervisor or designee all CRA property which
may be in their possession or custody and all other conditions for termination must be complied with prior to
issuance of final wages.
INEFFICIENCY OR INCOMPETENCE
The inefficiency or incompetence in the pedormance of assigned duties may result in demotion or disciplinary
action up to and including termination. Examples of poor performance shall include failure to provide responsive,
courteous, high quality customer service or repeated failure to support team goals and contribute to team
success.
Employees who receive an OVERALL "Below Expectations" evaluation shall be given a follow-up evaluation
within sixty (60) calendar days of the initial "Below Expectations" evaluation. More than one overall rating of
"Below Expectations" may subject the employee to demotion or disciplinary action up to and including
termination. It is the responsibility of every employee to perform at a minimum level of "Meets Expectations".
16
CRA RECORD OF DISCUSSION FORM
EMPLOYEE TITLE SUPERVISOR
NAME
REASON FOR INTERVIEW:
COMMENTS:
EMPLOYEE'S SIGNATURE DATE
SUPERVISOR'S SIGNATURE SUPERVISOR'S NAME, TITLE DATE
17
Section 4: CLASSIFICATION & PAY PROVISIONS
4-1
4-2
Classification Provisions
Purr~ose of the Classification Plan
The classification plan provides for-a systematic arrangement of positions. The plan groups related
positions into classifications with a similar range of duties, level of responsibility, and nature of work
performed. Two or more classifications that are similar in type of work, but differ significantly as to the
level of responsibility and difficulty, may be grouped as a classification series.
Pay Provisions
Pumose of the Pay Plan
The pay plan shall provide the basis of compensation for all employees and shall be administered
and recommended for revision as appropriate by the CRA Executive Director. The Pay Plan shall
include:
1) Tables of basic pay rates
2) Schedules of pay grades for each title in the classification plan consisting of the
minimum and the maximum hourly rate, and/or annual salary.
3) Identification of non-exempt and exempt classifications.
4- 3 Hours of Work/Overtime/Compensatory Time
A. Hours of Work
Hours of work will be determined by the CRA Executive Director, subject to the approval of the CRA
Board and shall be uniform for all employees and be determined in accordance with the needs of the
services and operational needs of the CRA. As a public employer, situations may arise that may
require employees to work overtime without notice. All employees are required to work overtime when
notified by the CRA Executive Director of the need to work.
The initial office hours of operation shall be from 8:00 a.m. to 5:00 p.m., Monday through Friday
except for approved holidays.
Overtime
Overtime hours are hours actually worked by non-exempt employees in excess of a forty (40) hours
per workweek and must be authorized in advance by the CRA Executive Director before such
overtime is permitted. The established workweek is Friday 12 a.m. through Friday 11:59 p.m. for
FLSA purposes.
1. Non-exempt employees are given compensatory time for overtime hours worked at the rate of
time and one-half hours for all authorized time actually worked in excess of forty (40) hours a
week.
Hours that shall count towards overtime calculations only include those hours "actually" worked.
Annual leave, sick leave, holiday pay, suspensions with pay, workers compensation leave, family
medical leave, funeral leave, jury duty, annual military leave and other absences from work while
in active pay status will not be counted as time actually worked for purposes of determining
whether overtime has been worked in excess of forty (40) hours per week.
18
C. Com ensator Time as Pa ment for Overtime Hours Worked
1. Compensatory time shall be awarded and earned at 1.5 hours for every hour of overtime worked
above 40 hours in lieu of cash compensation in accordance with FLSA. Cash payments for
overtime compensation may be authorized at the discretion of the CRA Executive Director.
Accruals of compensatory time may be accrued up to 80 hours and may be used by the
employee provided reasonable notice has been given to the CRA.
5. Exempt employees are expected to work the necessary hours to complete their assignments and
are ineligible for overtime. Special leave time may be granted to exempt employees up to 40
hours annually in recognition of their dedicated services to the CRA.
Section 5: EMPLOYMENT CONDITIONS
Outside Employment
5-2
5-3
5-4
Employees may engage in outside employment during off-duty hours when such employment does
not in any way interfere or create a potential conflict of interest with their CRA employment. An
employee, who wishes to engage in any outside employment including self-employment, shall provide
information concerning the proposed employment to the CRA Executive Director for approval prior to
engaging in outside employment.
CRA Equipment
The personal use of any CRA equipment, such as computers, tape recorders, cameras, tools,
vehicles, etc., shall be prohibited unless otherwise approved in advance by the CRA Executive
Director. In addition, employees are not to use any CRA e-mail addresses for receipt of personal mail.
Address and Telephone Number
Employees are required to report any change in address or telephone number to the CRA Executive
Director within ten (10) working days of the change. Failure to comply with this requirement may
result in disciplinary actions up to and including termination. The employee shall also maintain on a
current basis the name, address and telephone number of the person(s) to contact in case of
emergency.
Political Activity
No CRA employee shall take any active part in political campaigns or other political activities during
duty hours. In accordance with Florida Statutes, as amended, employees are prohibited from
engaging in certain types of political activities while either on or off duty. Employees, in their private
capacities, may express their opinions on any political candidate or issue and/or Participate in
campaigns during their off-duty hours; however, they are prohibited from using their official authority
or influence or appearance of doing so through the wearing of CRA uniforms or official attire, or in
CRA vehicles while Participating in political campaigns, for the purpose of aiding or interfering with an
election or nomination, or coercing or influencing another person's vote or affecting the result thereof.
No buttons, bumper stickers, pins, or any political signage shall be adhered to CRA vehicles, or worn
during the workday while on the job, or worn on CRA official attire, or posted on or about CSA
premises. Nothing herein shall be construed to prohibit an employee's right to engage in casual
workplace discussions on social or political topics, so long as such discussions do not, in the
judgment of management of the CRA, interfere with the orderly, peaceful, and efficient Performance
of assigned duties or with the valid exercise of authority of management.
5-5 Resignation
Resignation is the voluntary separation of an employee from employment accomplished by serving a
written notice expressing a decision to end employment with the CRA. Such written notice shall be
deemed to be accepted immediately. An employee who wishes to leave in good standing shall provide at
least two (2) weeks notice, before leaving. Resignations may be rescinded only with the written approval
of the CRA Executive Director. Employees that fail to report to work or fail to call in absent to their
supervisor for three (3) consecutive working days shall be deemed as having voluntarily resigned from
employment.
5-6 Drug Free Workplace
POLICY
As part of our commitment to safeguard the health of our employees, to provide a safe place for our
employees to work, and to promote a drug free community, the CRA has established a Drug Free
Workplace prohibiting the use or abuse of alcohol and drugs by employees. In the spirit of safety,
employees are expected to support our drug free workplace. Substance abuse, while at work or
otherwise, seriously endangers the safety of employees, the general public, and creates a variety of
workplace problems including a decline in the quality of products and services provided.
Employees injured in the course and scope of employment that test positive on drug or alcohol tests
may forfeit medical and indemnity benefits under Florida's Workers Compensation. Refusal to take
drug or alcohol tests also results in forfeiture of medical and indemnity benefits under Florida's
Workers Compensation and automatic termination of employment. Reasonable assistance is
offered to employees who voluntarily recognize a substance abuse problem. However, Performance
standards are upheld even if 'Below Expected' Performance is related to drug or alcohol use; such
instances result in disciplinary actions. Violations of the Drug Free Workplace policy are not
tolerated and result in disciplinary actions up to and including termination.
Section 6: EMPLOYEE BENEFIT PROGRAMS
6-1
-Veeet-ie Annual Leave
_Purpose of -Vaeatie~ Annual Leave
The purpose of annual leave is to provide regular full-time exempt and non-exempt employees with
an opportunity to be absent from work for approved reasons without loss of pay or benefits.
Accrual Rate and Maximum Accrual
Annual leave is accrued based on the employee's length of service with the CRA. New employees
accrue annual leave days retroactive to their hire date and may begin to use such annual leave
accrual upon completion of the ninety (90) day probationary period initiated with the employee's first
day of employment. Accrual rate, as outlined in the following table shall occur from the date of initial
employment and accrue per completion of the established pay period cycle. All references to "years
of S ' "
erv~ce are defined as cont nuous years of service for the purposes of this policy.
20
Years of Service Annual .Annual
1 year Accrual _Hours
1.85 48
Greater than 1 year, less than 5 years 3.08 80
Greater than 5 years, less than 10 years 4.62 120
Greater than 10 years 6.15 160
For purposes of consistency, HRMP recommends the Board consider one of the following schedules. Sick
accrual is "monthly", yet annual leave accrual is based on the payroll cycle. We recommend all accrual
systems be linked to the payroll cycle for this reason. The following recommendations are based on the
results of the market survey, all of wh ch are app,rthopriate and will provide for consistency. Compare to the
above schedu e provided HRMP at the February 27 workshop. The last option outlined below is most closely
aligned with the competing labor market in the public sector. HRMP developed this last option because
currently the sick leave accumulation in year 1 is at a greater rate than annual leave.
6-2
Years of Service Annual Annual A~nnual
-Accrual Hours- ~ --
0 up to completion of 1 year 1.54 40 5
Greater than 1 year, less than 5 years 3.08 80 10
Greater than 5 years, less than 10 years 4.62 120 15
Greater than 10 years 6.15 160 20
Years of Service _Annua_l _Annual ,.Annual
Accrual Hours Days
0 up to completion of 1 year 1.85 48 6
Greater and 1 year, less than 5 years 3.69 96 12
Greater than 5 years, less than 10 years 5.23 136 17
Greater than 10 years 6.46 168 21
Years of Service _Annual Annual _Annual
Accrual Hours ~
Upon hire up to less than 5 years 3.69 - 96 - 12
Greater than 5 years, less than 10 years 4.62 120 15
Greater than10 years, less than 15 years 5.54 144 18
Greater than 15 years 6.46 168 21
Employees may accrue annual leave to a maximum of the leave earned in the most recent two (2)
employment years not to exceed 240 accrued and unused hours. Annual leave accrued during January
1 - December 31 may exceed this stated policy, however, any amount over the accrued amount of the
two (2) most recent employment years maximum that has not been used during that term (January 1 -
December 31) will be forfeited as of the beginning of the first full payroll period of the new payroll year.
Sick Leave
As each payroll cycle passes, a regular full time exempt or non-exempt employee accumulates 3.69
hour of sick leave constituting a maximum of ninety-six (96) hours of sick leave accrual possible per
year.
Sick leave with pay shall be computed from the hire date of the employee with unlimited accumulation
of sick leave. Here the Board should consider no longer allowing for "unlimited accumulation". The
majority of the public sector market limits sick leave accumulation to 480 hours (60 working days).
21
This is the typical elimination (waiting) period for employees to transition to a long-term disability
policy in the event that the employee has a serious illness or disability. Unlimited accumulation of sick
leave creates a potential liability pool of "unused yet allocated time" which serves no viable purpose
for the employer's operations. This is especially important because, from HRMP's understanding, the
Board intends to institute a long-term disability policy for staff.
An employee will be granted sick leave if the employee's absence from work is necessitated by one
(1) of the following reasons:
1) Employee's health or the health of an immediate member of the employee's family. (For
purposed of this section, "immediate family" is defined under Definitions, Section 1-4).
2) Medical, dental or optical treatment, which is necessary during working hours.
3) Quarantine due to exposure to a contagious disease.
All requests for more than three (3) consecutive days of sick leave must be accompanied by a
doctor's certificate explaining the absence and/or unfitness for duty. If excessive sick leave is taken
~n such a way as to indicate a pattern, random or otherwise, the employee will be placed on restricted
sick leave and a doctor's certificate will be required for a one-day absence.
6- 3 Holidays
The following holidays will be observed each year:
New Years Day (January 1)
Martin Luther King's Birthday (as designated)
President's Day
Memorial Day
Independence Day
Labor Day (First Monday in September)
Veterans Day (as designated)
Thanksgiving Day (Fourth Thursday in November)
Thanksgiving Friday
One-half (1/2) day on Christmas Eve
Christmas Day (December 25)
One-half (1/2) day on New Years Eve
The CRA Board reserves the right to declare these and any other holidays on a date designated by
the CRA board; such dates do not necessarily have to be on the specified traditional date, but on the
date that meets the best interest of the CRA.
Regular full time Employees shall be paid for the legal holidays at their current pay rate. Regular full
time Non-exempt employees who work on a holiday shall also be paid for their holiday plus the time
worked at straight time. Regular full-time employees must be in pay status during regular workdays
immediately before the holiday and after the holiday in order to receive pay for the holiday. Part-time,
temporary, and emergency appointed employees are not entitled to holidays with pay.
22
6-4
6-5
Compassionate Leave
Employees may be granted by the CRA Executive Director, upon request, five (5) working days of
compassionate leave with pay due to a death in an employee's immediate family. Employees may be
granted by the CRA Executive Director, upon request, three (3) working days of compassionate leave
with pay due to a death of an employee's relative. (For purposes of this section, "immediate family"
and "relative" are defined under Definitions, Section 1-4). Under extreme circumstances and with the
agreement of CRA Executive Director, the leave may be extended.
Jury Duty
Any employee summoned for jury duty or to be a witness related to CRA business shall comply with
such summons without loss of pay. Any compensation received as a result of compliance with such
summons shall be returned to the CRA, less any amount attributable to an allowance for mileage.
If an employee is summoned to appear for jury duty or as a witness, the employee must notify the
CRA Executive Director immediately. An employee receiving a witness summons for non-CRA
business must use accrued vacation pay to cover the work hours missed.
6-6
Military Leave
The CRA recognizes an employee's responsibility to fulfill U.S. Military Armed Forces obligations or
annual training sessions or active duty call-up and provides this benefit to eligible employees. All
actions regarding military leave shall be governed by Florida Statute 115 as amended.
6-7
Short Term Disability
Regular full time Exempt and Non-exempt employees may experience illness or disability requiring
that an employee is not able to work for a duration of time that may or may not be defined at the
onset of the illness or disability. Employees under a physician's care that require an extended
duration of time away from work due to such illness or disability will have their positions (or a position
of equal compensation and comparative duties/responsibilities) held for a maximum of sixty (60)
working days, constituting a total of 480 hours. This allowable number of days/hours coincides with
the maximum accumulation for unused sick leave as established in Section 6-2.
Employees exercising provisions of this section may continue their regular compensation through use
of the employee's accrued sick, annual, and/or any otherwise authorized accumulated/credited leave
time that has been earned/accrued by the employee and recorded by the CRA. Employees that do
not return to work at or prior to the expiration of the allowable 480 hours will be deemed to have
abandoned their position with the CRA.
6-8
Long Term Disability
The CRA provides a Long Term Disability policy to regular full time Exempt and Non-exempt
employees. All provisions as set forth in the insurance carrier's written policy shall prevail over any
other policy, written or verbal.
6-9 Leave Without Pay
23
6-4
holidays on a date designated by the CRA board; such dates do not
necessarily have to be on the specified traditional date, but on the date
that meets the best interest of the CRA.
Regular full time Employees shall be paid for the legal holidays at their
current pay rate. Regular full time Non-exempt employees who work on a
holiday shall also be paid for their holiday plus the time worked at straight
time. Regular full-time employees must be in pay status during regular
workdays immediately before the holiday and after the holiday in order to
receive pay for the holiday. Part-time, temporary, and emergency
appointed employees are not entitled to holidays with pay.
Compassionate Leave
6-5
6-6
6-7
Employees may be granted by the CRA Executive Director, upon request,
five (5) working days of compassionate leave with pay due to a death in
an employee's immediate family. Employees may be granted by the CRA
Executive Director, upon request, three (3) working days of
compassionate leave with pay due to a death of an employee's relative.
(For purposes of this section, "immediate family" and "relative" are
defined under Definitions, Section 1-4). Under extreme circumstances and
with the agreement of CRA Executive Director, the leave may be
extended.
Jury Duty
Any employee summoned for jury duty or to be a witness related to CRA
business shall comply with such summons without loss of pay. Any
compensation received as a result of compliance with such summons
shall be returned to the CRA, less any amount attributable to an
allowance for mileage.
If an employee is summoned to appear for jury duty or as a witness, the
employee must notify the CRA Executive Director immediately. An
employee receiving a witness summons for non-CRA business must use
accrued vacation pay to cover the work hours missed.
Military Leave
The CRA recognizes an employee's responsibility to fulfill U.S. Military
Armed Forces obligations or annual training sessions or active duty cell-
up and provides this benefit to eligible employees. All actions regarding
military leave shall be governed by Florida Statute 115 as amended.
Shod Term Disability,
Regular full time Exempt and Non-exempt employees may experience
illness or disability requiring that an employee is not able to work for a
24
6-8
duration of time that may or may not be defined at the onset of the illness
or disability. Employees under a physician's care that require an extended
duration of time away from work due to such illness or disability will havE;
their positions (or a position of equal compensation and comparative
duties/responsibilities) held for a maximum of sixty (60) working days
constituting a total of 480 hours. This allowable number of days/hours
coincides with the maximum accumulation for unused sick leave as
established in Section 6--2
Employees exercising provisions of this section may continue their regular
compensation through use of the employee's accrued sick. annual, and/or
any otherwise authorized accumulated/credited leave time that has been
earned/accrued by the employee and recorded by the CRA. Employees
that do not return to work at or prior to the expiration of the allowable 480
hours will be deemed to have abandoned their position with the CRA.
Lon,q Term Disability,
The CRA provides a Long Term Disability policy to regular full time
Exempt and Non-exempt employees. All provisions as set forth in the
insurance carrier's written policy shall prevail over any other policy,
written or verbal.
6-9 Leave without Pay
A regular full time exempt or regular non-exempt employee may be granted
leave of absence without pay for a period not to exceed sixty (60) working
days (480 hours) for illness, disability or other reasons. Such reasons, other
than physician attended illness or disability, must be outlined in writing and
submitted to the CRA Executive Director for review and approval or denial.
Employees may not be employed elsewhere during an authorized Leave
without Pay pedod of time. Such leave shall require the pdor approval of the
CRA Executive Director and the CRA Board. Employees that are on
approved leave of absence without pay will be responsible for paying the
premiums and/or other established payroll deduction requirements for
continuation of benefits. Employees will not continue to receive time accrual
for any benefits during the duration of the Leave without Pay Period, except
as may be provided for under State and/or Federal Law.
6-10 Medical and Dental Insurance.
The CRA will offer regular full time employees medical and dental insurance
coverage comparable to those programs offered by the City of Boynton
Beach to their regular full time budgeted employees. The CRA Executive
Director or Designee will perform a review for the medical and dental
insurance coverage every year and provide the CRA Board with the
25
6-11
information to make an informed decision on the selection of medical and
dental insurance coverage for the CRA staff. The CRA will cover the cost for
exempt and non-exempt full time employee medical and dental insurances.
The CRA employee will cover any additional cost for any additional coverage
selected for spouse and/or children of the employee. Employees on
approved leaves of absence must pay the non-subsidized rate for all
insurances in effect during their leaves of absence.
Retirement
All regular full time exempt and non-exempt employees will be eligible to
participate in a retirement benefits plan after one (1) year of continuous
employment. The appropriate plan is a 457 plan. Each employee will set up
his/her own account and then provide that information to the Controller. The
CRA will match up to 5% of the employee contribution. The employee will be
vested at 20% per year and fully 100% vested after five (5) years in the plan.
26
MEMO
TO: CRA Board
FROM: Susan Vielhauer
SUBJECT: Human Resources Manual
DATE: May 16, 2003
Upon review of the latest materials presented to the CRA from the HR
Consultant, Staff is disappointed that we are no further that we were in January.
Staff will be making the corrections to the HRMP manual supplied at the last
CRA Board meeting along with suggestions in the hope that a complete
document can be produced at the next workshop. If this can be accomplished,
we can bring a completed document to the CRA Board at their next Board
meeting.
Comments on Human Resources Manual and Attached Documentation:
In General the Format, Font and Structure are not consistent.
Section 1-4: The following definitions are missing;
Classification is not defined in this section but the term is
used throughout the HR Manual. Staff has added this
definition to that section.
Classification Plan which is defined in the definition section
and is sited in 4-1 section of the HR Manual is not
documented any where else in the manual.
Appeal section in the back of the manual is referencing
supervisor, CRA Director and CRA Board and definition says
CRA Board only.
Demotion: The wording of the definition is not clear. Staff is
changing the sentence to end after the word salary.
Employment Contract states that this contract applies to
non-regular employees (is the CRA Director a non-regular
employee?) also this does not state that the contract can
reference the employee manual, but in fact states several
times that the document does not apply to contract
employees. Staff has changed the definition to; the contract
may include any part of the manual it references within the
contract.
Grievance; states it is formal but it should also read informal
notice of dissatisfaction due to both types are sited in the
back of the manual by an employee who feels they have
been unjustly treated.
Part-time: The draft manual states that 30 hours is part time
and full time is 40 hours; so what is a person who works
between 30 and 40 hours needs to be defined. Staff is
recommending it be part time for less than 40 hours per
week.
Pay Plan: Staff is reworded this definition for clarity.
Section 1-5: #C states the Board appointments and removes
individuals regardless of contract status. This was proposed to be a
CRA Director function except for contract employees which are
governed by the CRA Board.
Section 1-5: #C states that the CRA Director or designee performs or
delegates all duties and powers specified within the CRA Human
Resources Manual. Staff has restructured the statement to CRA
Director only who will delegate it to a designee.
o
°
10.
11.
12.
Section 2-1. Why is purpose and provisions needed within this
section? This is repeating the top section. Staff has taken those two
sections out.
Section 2-5. There is nothing that states this manual can be sited
within a contract.
Through out this document a comma is used sometimes after or and
and in list but is not consistent. Staff has corrected the document so
there are no commas before "and" or "or".
Sections 2-7 The CRA Director is authorized to hire the individual after
CRA Board approval of the position, pay range and starting the
recruitment process. The only positions to go before the CRA Board for
approval are the CRA Executive Director and the CRA Assistant
Director which are contract position. It also states the CRA director will
give written justification which must be included for consideration; who
is this consideration of a salary above minimum given to? Staff is
recommending this is a memo to be placed within the employee file.
Section 3-1. We also need to include the definition of classification and
classification status in the definition section 1-4. Staff has also
reworded this section for clarification. We need a written notification
form.
Section 3-2. In the performance evaluation section there is reference to
employee supervisor and appeal to CRA director. These will be one in
the same person due to no supervisors. Format issues of A. B. C.
which are not consistence throughout the document. Also will need
an evaluation program and form for evaluations and the HR
Consultant has stated they sell this product or we can buy on at
office depot.
Section 3-3. The last paragraph is duplicated to the first paragraph. It
needs to be taken out or combine it with first paragraph. Staff has
reworded this section for clarity.
Section 3-3. Reporting an incident of harassment (formatting)
Individuals who believe they have been the victims of harassment or
individuals who have received information on harassment should
discuss their concerns with the CRA Executive Director or designee.
The second paragraph will be eliminated all together. I would move the
last sentence in the first paragraph to the end of the third paragraph to
make sequence order.
13.
14.
15.
16.
17.
18.
19.
Section 3-3. Harassment policy complaint procedure for informal and
well as formal complaints procedure states that the CRA Executive
Director must be notified in all instances and this was to be changed to
CRA Executive Director or Designee. Also this is punishing the victim
or a bystander not the perpetrator and is wrong.
Section 3-3. In the administrative investigation needs to state CRA
Executive Director or designee. The last paragraph on this section
does not make sense in the order it is written.
Section 3-4. Formal grievances section the second paragraph should
come first in order to stay in similar order as the rest of the document
with the purpose first. Also, the CRA does not want binding arbitration
or mediation. I thought this was decided at the last meeting.
Section 3-5. Personnel actions why not say decrease in pay of a
minimum of 5% and a maximum rate of pay for the lower level
positions. The CRA Executive Director will be demoting the employee
so how would an employee appeal to the Director?
Section 3-6. Section Code of Conduct & Disciplinary Provisions could
be said in 3-4 sentences and we do not have supervisors as noted in
#7. Also #5 in a duplicate of the purpose section and not needed. We
need record of discussion forms and the counseling form
submitted is very poor. In #1 is a definition and should be in section
1-4 definitions section. In Examples of Misconduct #3 we do not have
departments. How is sick leave a CRA policy issue and lunch periods
and late to work departmental same goes for outside employment how
can it be in both? Staff has reworded this section. We do not have a
smoking area. We will have to establish as required from time to time.
We do not have supervisors only CRA Director. In Examples of
Misconduct fl4 we do not have supervisors. In Examples of Misconduct
#5 we do not have supervisors and on the job injury should be reported
to CRA Director or designee. In Examples of Misconduct #6 how to
you get permission for theft of CRA property? Staff has reworded this
section.
Section 3-6. In the procedure section we do not have supervisors.
Section on procedure could be condensed into two sections.
Section 3-6. Types of action we have no supervisors and a written plan
of corrective action should always be completed during any counseling
section whether verbal or written and should be reviewed at a set date
in the future for follow up discussion. Under the suspension there are
no supervisors also procedure could be reduce and a written
discussion of the violation with signatures should be included. Also if
20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
30.
the employee is allowed to stay a plan of action should be included
with a set future time to review the plan of action and the results.
Section 3-6. Demotion there is reference to an appeals process but
where it is and location should be referenced in this section. We have
no supervisors. The CRA Executive Director will be doing the demotion
so this process is incorrect. This section can also be reduced to 2 or 3
paragraphs.
Section 3-6. Dismissal we do not have supervisors. How is something
final if it can be appeal within two days. Why is inefficiency or
incompetence located after the dismissal section shouldn't this be in
the evaluation section? Staff has taken inefficiency or incompetence
section out.
Section 4-2. As appropriate by the CRA Executive Director or designee
and we do not have pay grades. What is the difference between #1
and #2 should this be all together?. Staff has reworded this section.
Section 4-3. You need to remove as a public employer because the
next line states basically the same thing. The Format is not consistent
with the A and B and staff has reworded this section.
Section 4-3. Overtime the established work week is from Wednesday
12 AM to Tuesday 11:59 PM. In #2 why there is an explanation of what
is counted as actually worked for 5 lines. Staff has reworded #2.
Section 4-3. Exempt employees status needs to be stated in the job
descriptions?
Section 5-1. Outside employment it should read CRA Executive
Director or designee. Also staff has reworded this to include the
recording of outside employment within the employees file.
Section 5-4. Political Activity second paragraph second line should be
CRA not CSA.
Section 5-5. Resignation: Need to add language that the CRA Director
has sole discretion for a legitimate verifiable reason for not coming to
work for three days.
Section 6-1. Staff recommends that the two weeks should also apply to
the first year. Also the annual leave is accrued for date of hire to one
year anniversary not a calendar year of January - December.
Section 6-3. Holidays Jeanne Heavlin suggested that Veterans Day be
a floating holiday and that is not reflected here.
31.
32.
33.
Section 6-4. Staff is recommending that compassionate leave be paid.
Section 6-7. We do not have short term disability available but will
bring proposals and recommendations to the workshop.
Section 6-8. The CRA does not currently provide long term disability
for its employees. Staff will bring proposals and cost to the CRA
Workshop with recommendations.
34.
Section 6-11. City of Boynton Beach can not provide our retirement
plan. Also the vesting of the retirement plan is proposed at the rate of
20% per year and fully vested by year five. It is proposed that the CRA
match the employee contribution. Staff has established that a 457 plan
is appropriate for the CRA and it most mimics the City type of program.
The staff is getting quotes for administrators and will bring the quotes
to the workshop along with recommendations.
35.
36.
The recommendation on the minimum qualifications for the job
descriptions are too strict on education and do not consider practical
experience in leiu of education on job descriptions.
We will set a Minimum, Midpoint and Maximum pay range for the
Events person.
37.
Here is a list of required forms needed to administer the HR Manual.
These will be developed by staff.
Pre-Employment Screening Forms
Job Descriptions
Probationary Period Status Forms
Performance Evaluation Forms
Harassment Investigation Forms
Formal Grievances
Personal Action Forms
Disciplinary action Forms
Leave Request Forms / Time Off
CITY OF BOYNTON BEACH
COMMUNITY REDEVELOPMENT AGENCY
HUMAN RESOURCES POLICY & PROCEDURE
MANUALS
Community Redevelopment Agency
Table of Contents
Section 01 GENERAL PROVISIONS
1-1
1-2
1-3
1-4
1-5
Purpose
Positions Covered by these Policies
Approval and Amendment of Policies
Definitions
Organization for Human Resource Administration
Section 02 EMPLOYMENT/RECRUITMENT & SELECTION
2-1
2-2
2-3
2-4
2-5
2-6
2-7
2-8
2-9
2-10
EEO Statement
Recruitment
Employment Applications
Selection Procedures
Type of Employees
Employment of Relatives (Nepotism)
Recommendation for Employment
Employment Acceptance
Disqualification for Employment
Job Descriptions
Section 03 EMPLOYMENT PROVISIONS
3-1
3-2
3-3
3-4
3-5
3-6
Probationary Period
Performance Evaluations
Harassment
Formal Grievances
Personnel Actions
Code of Conduct and Disciplinary Provisions
Section 04 CLASSIFICATION & PAY PROVISIONS
4-1
4-2
4-3
Classification Provisions
Pay Provisions
Hours of Work / Overtime / Compensatory Time
Section 05 EMPLOYMENT CONDITIONS
5-1
5-2
5-3
5-4
5-5
Outside Employment
CRA Equipment
Address & Telephone Numbers
Political Activity
Resignation
4
4
4
4
7
8
8
8
9
9
9
9
10
10
10
10
11
12
13
14
14
19
19
19
20
20
20
21
21
5-6 Drug Free Workplace
Section 06 EMPLOYEE BENEFIT PROGRAMS
6-1
6-2
6-3
6-4
6-5
6-6
6-7
6-8
6-9
6-10
6-11
Annual Leave
Sick Leave
Holidays
Compassionate Leave
Jury Leave
Military Leave
Short Term Disability
Long Term Disability
Leave Without Pay
Medical & Dental Insurance
Retirement
21
22
23
23
24
24
24
24
25
25
25
26
SECTION 01' GENERAL PROVISIONS
1-1 PURPOSE:
These policies are to provide guidance to the CRA Board in the administration of
the CPA's employees. It is the intent of these policies to ensure that CRA
employees will be dealt with on an equitable basis, so that the citizens of the
CRA area may derive the benefits and advantages as a result of a competent
CPA staff. It is the responsibility of all CRA employees to read and abide by all
provisions of the policies even as amended from time to time.
1-2 POSITIONS COVERED BY THESE POLICIES:
The policies shall apply to all non-contract employees. These policies shall also
apply to employees with individual employment contracts if incorporated by
reference into the employment contract~
1-3 APPROVAL AND AMENDMENT OF POLICIES:
These policies shall be in force and in effect when approved by the CRA Board
and replaces existing policies and procedures. The CRA Board whose decision
shall be final shall decide interpretations of any conflicting or ambiguous
language. The CPA Board may amend these policies from time to time.
1-4 DEFINITIONS:
The following terms shall have the meaning indicated unless the context clearly
indicates otherwise:
A. ADMINISTRATIVE REVIEW shall mean review and approval of a
personnel action by the CRA Executive Director.
APPEAL shall mean a request for review by the CRA Board or CRA
Executive Director.
C. CLASSIFICATION shall mean a set of jobs within a classification plan.
CLASSIFICATION PLAN shall mean a systematic arrangement of
positions with a similar range of duties, level of responsibilities and nature
of work preformed.
CONTINUOUS SERVICE shall mean employment that is uninterrupted by
separations of employment, layoffs, etc.
CONTRACT EMPLOYEE shall mean an employee under an individual
employment contract with the CRA Board. Contract Employees may have
the rights or benefits of the Human Resources Policy and Procedure
Manual which are referenced to in their individual employment contract.
Eo
G°
G°
Ho
Lb
DEMOTION shall mean the assignment of an employee to a position in a
lower class having a lower minimum and maximum salary.
DISMISSAL shall mean the discharge of an employee from his/her
position with the CRA. The terms termination and dismissal are
interchangeable.
EMPLOYMENT CONTRACT shall mean an individual contract that
provides an employee with a written agreement of employment terms and
can reference the Human Resource Policies & Procedures Manual.
EXEMPT EMPLOYEE shall mean any employee whose position is
ineligible for overtime as determined by the Fair Labor Standards Act.
FULL-TIME EMPLOYEE shall mean a budgeted employee who is
scheduled to work a minimum of 40 hours per week.
GRIEVANCE shall mean formal or informal notice of dissatisfaction by an
employee who feels they have been unjustly treated in cases regarding
their employment.
HIRE DATE shall mean an employee's date of hire or re-hire, whichever
is later.
IMMEDIATE FAMILY shall mean spouse, mother, father, son, daughter,
sibling, step-father, step-mother and step-child.
INITIAL PROBATIONARY PERIOD shall mean a ninety (90) day calendar
period of time beginning with the employee's hire date. Leaves or breaks
in service without pay for more that fifteen (15) working days may cause
this date to be extended by the actual number of work days missed.
During the Initial Probationary Period an employee may be terminated
without notice and without cause.
JOB ANNIVERSARY/ CLASSIFICATION DATE shall mean the effective
date of a promotion or demotion action.
LAYOFF shall mean the dismissal from employment due to a shortage of
work, funds or because of changes within the organization.
NON-EXEMPT EMPLOYEE shall mean any hourly employee whose
position is eligible for overtime after (40) hours of work per week as
determined by the Fair Labor Standards Act.
OVERTIME PAY shall mean pay for overtime worked in excess of a non-
exempt employee's forty (40) hour workweek.
PART-TIME EMPLOYEE shall mean an employee who is scheduled to
work less than 40 hours per week.
5
PAY PLAN shall mean a formal schedule of pay ranges for all
classifications of work. The schedule shall set forth for each classification
the minimum, midpoint and maximum to provide values of work amount
classes within the appropriate labor market.
PAY RANGE shall mean a salary range established by the CRA Board
with a minimum, midpoint and maximum base salary.
PREFORMANCE APPRAISAL shall mean the assessment of how well an
employee has performed during a specific period of time.
POSITION PROBATIONARY PERIOD shall mean a ninety (90) day
calendar period of time beginning with the effective date of a promotion or
demotion of a regular employee. Leaves or breaks in service without pay
for more than fifteen (15) working days may cause this date to be
extended by the actual number of work days missed. During the Position
Probationary Period, an employee may be returned or demoted to their
former position without notice and without cause.
PROBATIONARY EMPLOYEES shall mean any employee who is serving in
a new position either by appointment, promotion or demotion. Promotions or
demotions occurring within the established initial probationary period shall
cause an employee to begin a new initial probationary period.
PROMOTION shall mean the assignment of an employee to a position in a
higher class having a higher maximum salary than the position from which
assignment is made.
RECLASSIFICATION shall mean the change of a job classification due to
a change in or an increase or decrease in the assigned duties and
responsibilities of the position.
REGULAR EMPLOYEE shall mean an exempt or non-exempt employee
who has achieved permanent status after completing a probationary
period.
RELATIVE shall mean Aunt, Uncle, Nephew, Niece, Grandparent,
Grandchild, Cousin.
SUSPENSION shall mean the separation with or without pay of an
employee for a period of time. Exempt employees shall be subject to no
less than one week suspension without pay.
TEMPORARY EMPLOYEE shall mean an employee holding a position
other than regular full-time or part-time for a specified period of time.
AB.
AC.
AD.
1-5
TEMPORARY POSITION shall mean all positions that are not designated
regular budgeted positions.
VACANCY shall mean a position existing or newly created, which is not
occupied.
WORKWEEK shall mean an established forty (40) hour period of time
that constitutes the work week for FLSA purposes. Non-Exempt
employees are not eligible for overtime compensation until completion of
forty (40) hours in the workweek.
HUMAN RESOURCES ADIMINISTARATION
THE CRA BOARD shall:
Consider and approve the Human Resources Policy & Procedure Manual
of the CRA after receiving a recommendation from the CRA Staff.
Approve a recommended pay plan (s) as needed.
Approve appointments and removals for positions that require an
individual contract.
Authorize all new CRA positions, assigns funding for pay ranges and
authorize recruitment of the new positions.
THE CRA EXECUTIVE DIRECTOR OR DESIGNEE shall:
Be responsible to the CRA Board for the administration of the Human
Resources Policy & Procedure Manual and other CRA Board directives.
B. Recruit, Appoint, Promote, Transfer, Remove, Demote, Suspend or
Discipline all subordinate employees.
Perform all duties and exercise all powers in the Human Resources Policy
& Procedure Manual or delegate them to a designee,
D. Administer the recommended and approved pay plan.
E. Administer an effective payroll system.
F. Develop and implement an effective training program for employees.
Recommend such policies and / or revisions in compliance with prevailing
legislation.
H. Administer the employee benefit programs.
I. Administers an effective disciplinary program.
J. Administer an effective performance appraisal program.
Prepare and recommend to the CRA Board job descriptions and
amendments to job descriptions which reflect the duties being performed
by each employee.
SECTION 02: RECRUITMENT, SELECTION & EMPLOYEMENT
2-1 EQUAL EMPLOYMENT OPPORTUNITY STATEMENT:
The CRA is an Equal Opportunity Employer and prohibits discrimination
because of race, color, creed, religion, national origin, sex, age, political
affiliation, handicap (except where such factor is a bona fide occupational
qualification or is required by State and/or Federal law) or marital status in all
aspects of its personnel policies, programs, practices, recruitment, examination,
appointment, training, promotion, retention or any other actions and operations.
2~ RECRUITMENT
The CRA Executive Director or Designee shall implement effective EEO hiring
procedures. The CRA Board shall authorize all new CRA positions, assign funding
for pay ranges and direct the CRA Executive Director to start the recruitment and
selection procedures. Job announcements shall then be publicized internally and/or
externally for ten (10) working days.
All employment discussions are to be considered non-obligatory, exploratory and
tentative in nature and indicated as such to applicants. Only authorized offers of
employment made to individuals are binding on the CRA.
2-3 EMPLOYMENT APPLICATIONS
Individuals desiring consideration for employment may submit a letter of interest or a
resume to the CRA Executive Director or designee. All applicants submitting a
resume or letter of interest and granted further consideration shall complete an
application for employment prior to any job offer. Applications will only be accepted
when a vacancy occurs. Applications will be maintained for a pedod of two (2) years
and then properly destroyed in accordance with Public Records laws.
Applications must be signed and certified by the applicant. Incomplete applications
will not be accepted.
VVhen a vacancy occurs, previously submitted applications on file may be updated
for consideration in addition to all new applications and resumes received until the
established closing date or until the vacancy is filled.
2-4 SELECTION PROCEDURES
Selection procedures may consist of one or more of the following:
Bo
C.
D.
E.
Background Investigations including motor vehicle driving record and
criminal history check.
Reference checks.
Performance examination.
Review and evaluation of education, training and experience.
Any other applicable criteria which will fairly assess the abilities of
individuals to perform the duties required for the position.
Applicants considered for employment may be subject to pre-employment controlled
substances screening. Applicants testing positive for any of the specified drugs will
not be eligible for employment. Such applicants may not be considered for
employment for a period of two (2) years following a positive drug test. (Form I Pre
Employment Screening)
2-5 TYPES OF EMPLOYEES:
CRA employees are divided into two groups, non-contract employees and
contract employees. Contract employees are individuals hired by a direct
employment contract for a specified duration of time that may or may not be
budgeted by the CRA Board. Non-contract employees fill regular budgeted
positions as authorized by the CRA Board and are not otherwise designated as
contract employees.
2-5 EMPLOYMENT OF RELATIVES (NEPOTISM)
The CRA will comply with Flodda Statue 112.3135 regarding nepotism rules in an
effort to eliminate hiring practices which result in conflicts of interest, favoritism or
the appearance of impropriety.
Further, approval will not be granted for the employment, promotion or transfer of a
member of the immediate family of an employee or other relative by marriage
(father, mother, spouse, son, daughter, brother, sister, mother-in-law, father-in-law,
son-in-law, daughter-in-law, brother-in-law, sister-in-law, stepparent, stepchild,
grandparents, grandchildren or other persons living in the same household of the
employee's household.)
2-7 RECOMMENDATION FOR EMPLOYMENT
Once the interview process has revealed a suitable applicant and the reference
checks and screening steps appear satisfactory the CRA Executive Director is
authorized to then hire that applicant for employment. If the CRA Executive Director
proposes a salary exceeding the minimum of the position's pay range, written
justification must be included in the employee permanent employment record.
2-8 EMPLOYMENT ACCEPTANCES
Upon receiving an offer for employment, the applicant must make employment
acceptance within three (3) working days of the employment offer, unless
otherwise extended by the CRA Executive Director (maximum of 5 working
days). If employment acceptance is declined, the CRA Executive Director may
consider another applicant from the recruitment's applicant pool or may choose
to begin a new recruitment process. Employment Procedures shall be followed
in either case.
All new CRA employees will attend an orientation program after starting
employment. At that time the new employees must provide proof of work
eligibility and verification of identity to the CRA in accordance with prevailing
IRCA laws. Employees are responsible for reading, understanding and abiding
by all CRA policies and procedures as amended from time to time.
2-9 DISQUALIFICATION FOR EMPLOYMENT
The CRA may reject an applicant who does not possess the minimum qualifications
required for the position. Failure to meet the physical requirements necessary to
perform the essential functions for a particular job as determined by the CRA will
also result in disqualification if a reasonable accommodation for an otherwise
qualified individual with a disability cannot be reached, or would create an undue
hardship. Fraudulent conduct, false statements or omissions by an applicant or by
others on behalf of the applicant with the applicant's knowledge, in any application
or examination, may be cause for the disqualification of such applicant or
termination from the CRA employment. Immediate relatives or persons living in the
residence of CRA Board members, the CRA Executive Director or designee are not
eligible for employment.
2-10 JOB DESCRIPTIONS
(Form II Job Descriptions)
SECTION 03: EMPLOYMENT PROVISIONS
3-1 PROBATIONARY PERIOD
All entrance appointments shall be in a probationary status for a period of ninety
(90) calendar days unless extended by the CRA Executive Director.
Probationary statuses may be extended upon written notification to the employee
up to six (6) months at the discretion of the CRA Executive Director. This trial
working period shall be utilized to observe an employee's performance. All
promotion or demotion appointments effected within the initial probationary
~_0
period shall cause the employee to begin serving a new ninety (90) day initial
probationary period. All promotional appointments occurring after the ninety (90)
day initial probationary period has occurred shall be deemed as position
probationary periods; employees not successfully completing this position
probationary period shall be returned to their previous classification status
without appeal benefits. If either initial or position probationary periods are
extended, no wage or salary increases shall be affected during the extension
periods. Awards granted after the extensions shall not be retroactive. A
probationary employee who has not successfully passed the established initial
probationary period in any classification may be terminated by the CRA
Executive Director. (Form III Probationary Period)
3-2 PREFORMANCE EVALUATIONS
The employee's performance evaluation is designed to examine, review and
document work performance. The ratings shall be set forth on the applicable
Performance Evaluation Form (Form IV Performance Evaluation Form).
Performance evaluations are completed annually with the first coinciding with the
successful passing of the initial probationary period and/or position probationary
period, and annually thereafter coinciding with employees' hire or job anniversary
date, whichever is applicable. Special evaluations may be conducted at any time by
the CRA Executive Director.
Each employee and the CRA Executive Director or Designee will be given a
Performance Evaluation Form to be completed prior to their meeting. The
employees will then meet with the CRA Executive Director or Designee and review
their Performance Evaluation. An employee must sign and date the completed
evaluation form indicating that he / she has discussed and received a copy. The
signature does not mean he / she agrees with the evaluation. If the employee
refuses to sign the form, it should be so indicated by the CRA Executive Director or
Designee in the space provided for the signature.
Employees may appeal their evaluation to the CRA Board or Designee within five
(5) working days of receiving their performance evaluation. Such appeals must state
the reason for the appeal, the facts supporting the employee's case, and any other
pertinent information relevant to the matters at hand. The CRA Board or Designee
shall schedule an appeals meeting within fifteen (15) working days of receipt of the
appeal, preside over the appeals meeting, and render a decision on the matter
within fifteen (15) working days of the appeals meeting. All decisions of the CRA
Board are final.
3-3 HARASSMENT
The CRA is committed to a professional work environment in which all individuals
are treated with respect and dignity. Each individual has the right to work in an
atmosphere that promotes equal opportunities and prohibits discriminatory
practices, including sexual and other forms of harassment. Therefore, the CRA
expects that all relationships among persons in the office be businesslike and free of
bias, prejudice and harassment. In keeping with this commitment, the CRA
maintains a strict policy prohibiting harassment of staff members in any form in the
workplace from other staff members, vendors, contractors or guests. Violators shall
be subject to termination.
Sexual harassment constitutes discrimination and is illegal under federal and
state laws. For the purposes of this policy, sexual harassment is defined as
unwelcome sexual advances, requests for sexual favors and other verbal or
physical conduct of sexual nature when, for example: (1) submission to such
conduct is made either explicitly or implicitly a term or condition of an individual's
employment; (2) submission to or rejection of such conduct by an individual is
used as the basis for employment decisions affecting such individual; (3) such
conduct has the purpose or effect of unreasonably interfering with an individual's
work performance or creating an intimidating, hostile or offensive working
environment.
Sexual harassment may include a range of subtle and not so subtle behaviors and
may involve individuals of the same or different gender. Depending on the
circumstances these behaviors may include, but are not limited to: unwanted sexual
advances; subtle or overt pressure for sexual favors; sexual jokes; innuendoes;
advances or propositions; verbal abuse of a sexual nature; graphic commentary
about an individual's body, sexual prowess or sexual deficiencies; leering, whistling,
touching, pinching, assault, coerced sexual acts, or suggestive, insulting or obscene
comments or gestures; display in the workplace of sexual suggestive objects or
pictures; and other physical, verbal, or visual conduct of a sexual nature.
The CRA's policy equally prohibits any other type of harassment involving a
protected category under federal, state, or local law (for example, on the basis of
race, color, religion, national origin, age and/or disability.)
A. Reporting an Incident of Harassment
The CRA encourages the prompt reporting all perceived incidents of
harassment, complaints or concerns so that rapid and constructive action can be
taken regardless of the offender's identity or position. Therefore, while no fixed
reporting period had been established, early reporting and intervention has
proven to be the most effective method of resolving actual or perceived incidents
of harassment
Individuals who believe they have been the victims of harassment should
discuss their concerns with their CRA Executive Director or Designee. If you
12
receive information regarding sexual harassment you are also obligated to report
it immediately to the CRA Executive Director or Designee.
B. Harassment Policy Complaint Procedure
Harassment complaints may be informal (verbal) or formal (written) which are
reported to the CRA Executive Director or designee. Once a harassment
complaint is filed an administrative investigation shall then be conducted to
ascertain necessary facts, (Form V Harassment Investigation)
The investigation may include individual interviews with the parties involved or
with individuals who may have observed the alleged harassment or have
relevant knowledge on it. All investigations will be handled with sensitivity and
confidentiality will be maintained throughout the investigation to the extent of the
law. Only those individuals with a "need to know" shall be informed of the
findings. Decisions on the involved parties' status will then be rendered.
Retaliation against an individual for reporting alleged harassment or assisting in
providing information relevant to the harassment claim is a serious violation of
this policy and will be treated with the same strict discipline as the harassment
itself.
3-4 FORMAL GRIEVANCES
The primary purpose of this grievance procedure is to determine what is right,
not who is right. Free discussion between employees and the CRA Executive
Director or Designee will lead to better understanding of practices, policies and
procedures which affect employees. Discussion will serve to identify and help
eliminate conditions which may cause misunderstandings prior to the filing of
written formal grievances.
It is the policy of the CRA to anticipate and avoid occurrences of formal
grievance by dealing promptly with the grievance that may arise. The CRA
Executive Director or Designee shall establish rules for the processing of a
formal grievance. Formal grievance is to be initiated by the employee within ten
(10) working days of the event giving rise to the grievance and must be
submitted in writing on a Formal Grievance Form (Form VI Formal Grievance) or
the grievance is waived. The written Formal Grievance Form is then turned into
the CRA Executive Director or Designee for review and decision within twenty
(20) days. If a formal grievance is denied by the CRA Executive Director it will
be forwarded to the CRA Board or Designee for review and final decision within
twenty (20) days.
3-5
PERSONNEL ACTIONS
13
A. Promotion
Upon promotion, an employee may receive an increase to the minimum
pay rate of the new position or up to 10% whichever is higher. Promoted
employees shall serve a ninety (90) day position probationary period and
may be demoted with notice and / or without cause during the position
probationary period. All promotions must be submitted to the Payroll
Department on a Personnel Action Form (Form VII Personnel Action)
Demotion
Upon demotion, an employee shall receive a decrease in pay of a
minimum of 5% or less than the maximum rate of pay for the lower level
position. Demoted employees shall serve a ninety (90) day position
probationary period. All promotions must be submitted to the Payroll
Department on a Personnel Action Form (Form VII Personnel Action)
Demotion Appeal
Demotion appeals are initiated by the employee within two (2) working
days of the demotion and must be submitted in writing on a Personnel
Action Form (Form VII Personnel Action) or the appeal is waived. The
written Personnel Action Form is then turned into the CRA Executive
Director or Designee for review and decision within ten (10) days. If an
appeal is denied by the CRA Executive Director it will be forwarded to the
CRA Board or Designee for review and final decision within ten (10) days.
3-6 CODE OF CONDUCT & DISCIPLINARY PROVISIONS
The CRA is committed to recruit, train and retain qualified employees who will
contribute to the CRA's mission. The success of the CRA in providing quality
and efficient public services directly correlates with appropriate employee
conduct and performance.
The CRA recognizes that there will be instances when employees may act in a
manner that is not consistent with the CRA mission and goals. The CRA's goal in
establishing this disciplinary process is to ensure that employees understand the
consequences of inappropriate behavior and will encourage an employee to
personally resolve the inappropriate behavior and to enable the CRA Executive
Director to resolve issues related to the inappropriate behavior.
The following types of infractions, offenses or misconduct shall represent
employee noncompliance with rules, regulations, policies, practices or
procedures of the CRA, or employee wrongs or offenses which violate
permissible behaviors or are specifically prohibited by law. The listed reasons
are for informational purposes only and are not meant to be exhaustive. Each
disciplinary action shall be considered on a case-by-case basis. The following
are examples of violations which shall result in disciplinary action:
A. Abuse of CRA policies including but not limited to
2.
3.
4.
9.
10.
11.
12.
Abuse of sick leave policy or excessive absenteeism
Habitual extension of lunch periods or break periods
Habitual late for work without valid reason
Failure to notify CRA of new current address and / or new
telephone number
Failure to report any outside employment
Outside employment which conflicts, interferes or otherwise
hampers the performance of an employee while on the job.
Use of abusive language to or about an employee, CRA Executive
Director or public
Insubordination
Threatening a co-worker or CRA Executive Director
Smoking while on CRA Property
Unauthorized solicitation or posting of unauthorized materials
Conducting personal or private business during CRA time.
Violation or disregard of CRA's Safety policies
Unauthorized use or unsafe operation of CRA property, equipment
or vehicles.
Failure to report an on-the-job injury or accident with in 24 hours to
the CRA Executive Director or designee or completion of
necessary documentation.
Illegal, unethical or improper acts including
3.
4.
5.
6.
7.
8.
9.
Possession of a firearm or concealed weapon on CRA property or
while performing official CRA duties
Suspension or revocation of any required job-related licenses or
certifications.
Theft or removal of CRA property without proper authorization
Falsifying employment application or concealing information during
pre-employment screening or processing
Soliciting or accepting an unauthorized fee or gift.
Giving false information, or failure or refusal to fully cooperate or
provide full, truthful information in CRA initiated investigations.
Possession, use or sale of illegal drugs, alcohol or prescription
medication while on and off duty or any confirmed drug test.
Possession, use or sale of alcohol while on duty or reporting to
work under the influence of alcohol.
Violation the CRA's Harassment Policies.
The following are types of actions that may be taken:
A. Counseling
Co
Consists of the CRA Executive Director having a discussion with the
employee inappropriate behavior to correct or improve performance, work
habits, or behavior, and counseling the employee on improvements
expected. Counseling serves as a warning against further repetition of
employee behavior. Future violations will result in further discipline up to
and including termination.
A record of discussion will be completed by the CRA Executive Director or
Designee on a Disciplinary Action Form (Form IX Disciplinary Action).
The Disciplinary Action Form should include a summary of the counseling
section and problem, a written action plan to correct the behavior and a
future date for review. The employee shall be required to sign the form
signifying that he/she has read and discussed the contents with the CRA
Executive Director or Designee. The CRA Executive Director or Designee
shall forward the Disciplinary Action Form for retention in the employee's
records and a copy provided to the employee.
Written Reprimand
A written reprimand consists of the CRA Executive Director or Designee
issuing a written notice of reprimand to improve performance, work habits
or behavior on a Disciplinary Action Form. The written reprimand will
include a complete description of the incident(s) of misconduct,
inappropriate behavior, work habits or performance which require
improvement; previous records of discussion; a written plan of action and
a time frame within which the employee must correct or improve his/her
behavior; and a warning that future violations will result in further
disciplinary actions up to and including termination.
Written reprimands shall be signed by the employee to acknowledge
receipt and forwarded to The CRA Executive Director or Designees for
retention in the employee's records, with a copy provided to the
employee. Employees may submit comments on a separate sheet for
inclusion in the record.
This follow-up discussion will provide a specific opportunity to review the
employee's improvement relative to the discipline. Written reprimands
should be reflected on the employee's performance evaluation along with
any noted improvements.
Suspension
A suspension will prohibited an employee form returning to work until the
specified period of suspension has passed. All suspensions will be issued
on a consecutive working day basis. All suspension will be without pay
unless provided for otherwise in this policy or disallowed by the FLSA.
Suspensions shall be used when an employee is removed from the job
due to extreme misconduct or unlawful behavior or when instances of
previous discipline support a suspension for a specified period of time.
The CRA Executive Director or Designee will complete a Disciplinary
Action Form. The form shall include the inappropriate behavior, work
habits or performance which require improvement: previous records of
discussion; a written plan of action and a time frame within which the
employee must correct the behavior and a time of suspension. Employees
being suspended shall be given a copy of the Disciplinary Action Form. It
shall also include a statement that future violations will result in further
disciplinary actions up to and including termination. Employees may
submit comments on a separate sheet for inclusion in the record. Written
notification of a suspension shall be signed by the suspended employee
and included in the employee's records.
It shall be the employee's responsibility to pay for insurance benefits
and/or any other payments previously paid through payroll deductions
during any suspensions without pay in order to maintain such benefits
during these periods. Lapses in payments may result in forfeiture of such
benefits.
Demotion
A demotion shall mean an employee being involuntarily removed from
higher level classification to a lower level classification with a resulting
decrease in annual salary. Although not limited to such instances,
demotions may occur in some cases because of an inability to fulfill the
duties of the higher level job in a satisfactory manner; or a failure to
comply with employment conditions, such as licensure or certification. In
addition, during position probation an employee shall be subject to
demotion without the CRA being required to state a reason. The
employee shall not have access to any appeal process with regard to the
demotion. A demotion will involve a decrease in salary of not less than
5%, commensurate with the decrease in responsibilities.
The CRA Executive Director or Designee shall discuss the potential
demotion with the employee prior to the recommendation for demotion.
The CRA Executive Director or Designee shall provide written notification
of the demotion on a Disciplinary Action Form to the employee. The
Disciplinary Action Form shall include the decision, the reason(s) for the
decision, the employee's new classification title, the new pay range and
pay rate, and the effective date of the demotion. Written notifications
shall also include that future violations will result in further disciplinary
actions up to and including termination of employment. All documentation
of a demotion shall be signed by the employee and retained in the
employee's file by the CRA Executive Director or Designee. Employees
may submit comments on a separate sheet for inclusion in their personnel
file.
17
Employees may voluntarily request a demotion to a lower level
classification. Such demotion shall not be punitive.
Dismissal
Dismissal is a result of an employee's involuntary termination which
severs the employment relationship. At such time all employee benefits
cease, except as otherwise provided by law.
The CRA Executive Director shall have the authority to dismiss all regular
employees and shall have the action review by the CRA Attorney. The
CRA Executive Director or Designee shall complete a Disciplinary Action
Form and all documentation for an employee's dismissal.
A copy of the Disciplinary Action Form shall be given to the employee in
person. However, if the Disciplinary Action Form can not be given to the
employee in person the CRA Executive Director or designee shall attempt
deliver on notification. After two unsuccessful attempts to deliver the
notification, the notice shall be sent via U.S. mail to the most recent
address on record in the personnel file. The Disciplinary Action Form
shall include the following information:
1. The underlying reasons for the recommended dismissal.
2. Documentation upon which the CRA Executive Director or
designee relied in formulating said action.
An explanation of his/her rights to request a pre-determination
hearing. If an employee does not exercise their right to a pre-
determination hearing, the termination will become effective after
the expiration of the two (2) working day pre-termination election
period.
If the employee elects a pre-determination hearing, the CRA
Executive Director shall schedule such hearing within ten (10)
working days to occur within thirty (30) of the employee's election
for such hearing.
Whether the CRA Board's final determination is dismissal or a lesser form
of discipline with reinstatement at the same or lower level position, the
recommendation to terminate and the CRA Executive Director's
notification letter shall be placed in the employee's personnel file, and a
copy shall be forwarded to the employee. Employees may submit
comments on a separate sheet of paper for inclusion in their personnel
file.
At the time of dismissal, employees are required to surrender to their
~_8
supervisor or designee all CRA property which may be in their possession
or custody and all other conditions for termination must be complied with
prior to issuance of final wages.
SECTION 4: CLASSIFICATION & PAY PROVISIONS
4-1
4-2
4-3
Classification Provisions
The classification plan provides for a systematic arrangement of positions.
The plan groups related positions into classifications with a similar range of
duties, level of responsibility and nature of work performed. Two or more
classifications that are similar in type of work, but differ significantly as to the
level of responsibility and difficulty may be grouped as a classification series.
Pay Provision.~
The pay plan shall provide the basis of compensation for all employees and
shall be administered and recommended for revision as appropriate by the
CRA Executive Director or Designee. The Pay Plan shall include:
A. Schedules of pay in the classification plan consisting of the
minimum and the maximum hourly rate, and/or annual salary.
B. Identification of non-exempt and exempt classifications.
Hours of Work/Overtime/Compensatory Time
A. Hours of Work
Hours of work will be determined by the CRA Executive Director, subject to
the approval of the CRA Board and shall be uniform for all employees and be
determined in accordance with the needs of the services and operational
needs of the CRA. All employees are required to work overtime when notified
by the CRA Executive Director of the need to work.
The initial office hours of operation shall be from 8:00 a.m. to 5:00 p.m.,
Monday through Friday except for approved holidays.
B. Overtime
Overtime hours are hours actually worked by non-exempt employees in
excess of a forty (40) hours per workweek and must be authorized in
advance by the CRA Executive Director before such overtime is permitted.
The established workweek is Tuesday 12 a.m. through Wednesday 11:59
p.m. for FLSA purposes.
Non-exempt employees are given compensatory time for overtime hours
worked at the rate of time and one-half hours for all authorized time
actually worked in excess of forty (40) hours a week.
Compensatory Time as Payment for Overtime Hours Worked
Compensatory time shall be awarded and earned at 1.5 hours for every
hour of overtime worked above 40 hours in lieu of cash compensation in
accordance with FLSA. Cash payments for overtime compensation may
be authorized at the discretion of the CRA Executive Director. Accruals of
compensatory time may be accrued up to 80 hours and may be used by
the employee provided reasonable notice has been given to the CRA.
Exempt employees are expected to work the necessary hours to complete
their assignments and are ineligible for comp time.
SECTION 5: EMPLOYMENT CONDITIONS
5-1 Outside Employment
5-2
Employees may engage in outside employment during off-duty hours when
such employment does not in any way interfere or create a potential conflict
of interest with their CRA employment. An employee, who wishes to engage
in any outside employment including self-employment, shall provide
information conceming the proposed employment to the CRA Executive
Director or Designee for approval prior to engaging in outside employment.
CRA Equipment
The personal use of any CRA equipment, such as computers, tape recorders,
cameras, tools, vehicles, etc., shall be prohibited unless otherwise approved
in advance by the CRA Executive Director. In addition, employees are not to
use any CRA e-mail addresses for receipt of personal mail.
5-3
Address and Telephone Number
Employees are required to report any change in address or telephone
number to the CRA Executive Director or Designee within ten (10) working
days of the change. Failure to comply with this requirement may result in
disciplinary actions up to and including termination. The employee shall also
maintain on a current basis the name, address and telephone number of the
person(s) to contact in case of emergency.
Political Activity
No CRA employee shall take any active part in political campaigns or other
political activities dudng on duty hours. In accordance with Flodda Statutes,
2o
5-5
as amended, employees are prohibited from engaging in certain types of
political activities while either on or off duty. Employees, in their pdvate
capacities, may express their opinions on any political candidate or issue
and/or participate in campaigns during their off-duty hours; however, they are
prohibited from using their official authority or influence or appearance of
doing so through the wearing of CRA uniforms or official attire, or in CRA
vehicles while participating in political campaigns, for the purpose of aiding or
interfering with an election or nomination or coercing or influencing another
person's vote or affecting the result thereof.
No buttons, bumper stickers, pins, or any political signage shall be adhered
to CRA vehicles, or worn during the workday while on the job, or worn on
CRA official attire or posted on or about CRA premises. Nothing herein shall
be construed to prohibit an employee's right to engage in casual workplace
discussions on social or political topics, so long as such discussions do not,
in the judgment of management of the CRA, interfere with the orderly,
peaceful and efficient performance of assigned duties or with the valid
exercise of authority of management.
Resi.qnation
Resignation is the voluntary separation of an employee from employment
accomplished by serving a written notice expressing a decision to end
employment with the CRA. Such written notice shall be deemed to be accepted
immediately. An employee who wishes to leave in good standing shall provide at
least two (2) weeks notice, before leaving. Resignations may be rescinded only
with the written approval of the CRA Executive Director.
Employees that fail to report to work or fail to call in absent for three (3)
consecutive working days shall be deemed as having voluntarily resigned from
employment unless employee has a legitimate verifiable reason. Acceptance will
be at the sole discretion of the CRA Executive Director.
5-6 Dru,q Free Workplac~
As part of our commitment to safeguard the health of our employees, to
provide a safe place for our employees to work and to promote a drug
free community, the CRA has established a Drug Free Workplace
prohibiting the use or abuse of alcohol and drugs by employees. In the
spirit of safety, employees are expected to support our drug free
workplace. Substance abuse, while at work or otherwise, seriously
endangers the safety of employees, the general public, and creates a
variety of workplace problems including a decline in the quality of
products and services provided.
Employees injured in the course and scope of employment that test
21
positive on drug or alcohol tests may forfeit medical and indemnity
benefits under Florida's Workers Compensation. Refusal to take drug or
alcohol tests also results in forfeiture of medical and indemnity benefits
under Florida's Workers Compensation and automatic termination of
employment. Reasonable assistance is offered to employees who
voluntarily recognize a substance abuse problem. However, performance
standards are upheld even if 'Below Expected' performance is related to
drug or alcohol use; such instances result in disciplinary actions.
Violations of the Drug Free Workplace policy are not tolerated and result
in disciplinary actions up to and including termination.
SECTION 6: EMPLOYEE BENEFIT PROGRAMS
6-1 Annual Leave
The purpose of annual leave is to provide regular full-time exempt and non-
exempt employees with an opportunity to be absent from work for approved
reasons without loss of pay or benefits.
Annual leave is accrued based on the employee's length of service with
the CRA. New employees accrue annual leave days retroactive to their
hire date and may begin to use such annual leave accrual upon
completion of the ninety (90) day probationary period initiated with the
employee's first day of employment. Accrual rate, as outlined in the
following table shall occur from the date of initial employment and accrue
per completion of the established pay period cycle. All references to
"years of service" are defined as "continuous" years of service for the
purposes of this policy.
6-2
Years of Service
Upon hire up to less than 5 years
Greater than 5 years, less than 10 years
Greater than10 years, less than 15
years
Greater than 15 years
Annual Annual Annual
Accrual Hours Days
3.69 96 12
4.62 120 15
5.54 144 18
6.46 168 21
Employees may accrue annual leave to a maximum of the leave earned in
the most recent two (2) employment years not to exceed 336 accrued and
unused hours. Annual leave will accrue during 12-month intervals for the
date of hire and may be taken after ninety (90) days of continuous
employment. Any amount over the allowable maximum accrue annual
leave that has not been used by their anniversary date will be forfeited.
Sick Leave
22
As each payroll cycle passes, a regular full time exempt or non-exempt
employee accumulates 3.69 hour of sick leave constituting a maximum of
ninety-six (96) hours of sick leave accrual possible per year.
Sick leave with pay shall be computed from the hire date of the employee
with unlimited accumulation of sick leave. Sick leave accumulation shall
not exceed 480 hours.
An employee will be granted sick leave if the employee's absence from
work is necessitated by one (1) of the following reasons:
Employee's health or the health of an immediate member of the
employee's family. (For purposed of this section, "immediate
family" is defined under Definitions, Section 1-4).
Medical, dental or optical treatment, which is necessary during
working hours.
C. Quarantine due to exposure to a contagious disease.
All requests for more than three (3) consecutive days of sick leave must
be accompanied by a doctor's certificate explaining the absence and/or
unfitness for duty. If excessive sick leave is taken in such a way as to
indicate a pattern, random or otherwise, the employee will be placed on
restricted sick leave and a doctor's certificate will be required for a one-
day absence.
6-3 Holidays
The following holidays will be observed each year:
New Years Day (January 1)
Martin Luther King's Birthday (as designated)
President's Day
Memorial Day
Independence Day
Labor Day (First Monday in September)
Veterans Day (as designated)
Thanksgiving Day (Fourth Thursday in November)
Thanksgiving Friday
One-half (1/2) day on Christmas Eve
Christmas Day (December 25)
One-half (1/2) day on New Years Eve
The CRA Board reserves the right to declare these and any other
23
A regular full time exempt or regular non-exempt employee may be granted leave of absence without
pay for a period not to exceed sixty (60) working days (480 hours) eP, e-(-1-)wear for illness, disability
or other reasons. Such reasons, other than physician attended illness or disability, must be outlined in
writing and submitted to the CRA Executive Director for review and approval or denial.
Employees may not be employed elsewhere during an authorized Leave Without Pay period of time.
Such leave shall require the prior approval of the CRA Executive Director and the CRA Board.
Employees that are on approved leave of absence without pay will be responsible for paying the
premiums and/or other established payroll deduction requirements for continuation of benefits.
Employees will not continue to receive time accrual for any benefits during the duration of the Leave
Without Pay Period, except as may be provided for under State and/or Federal Law.
6-10 Medical and Dental Insurance
The CRA will provldo offer regular full time employees ';;Jth medical and dental insurance coverage
po!!c!cs comparable to those programs offered by the City of Boynton Beach to their regular full time
budgeted employees. The Co~trc!Icr CRA Executive Director or designee will perform a review for
the medical and dental insurance coverage every year and vicl~ fh~ ~1~
pro ....................... : ......
Board with the information to make an informed decision on the selection of medical and dental
insurance coverage for the CRA staff. The CRA will cover the cost for exempt and non-exempt full
time employee medical and dental insurances. The CRA employee will cover any additional cost for
any additional coverage selected for spouse and/or children of the employee. Employees on
approved leaves of absence must pay the non-subsidized rate for all insurances in effect during their
leaves of absence.
6-11 Retirement
All regular full time exempt and non-exempt employees will be eligible to participate in a retirement
benefits plan after one (1) year of continuous employment. Each employee will set up his/her own
IRA account and then provide that information to the Controller. The CRA will match up to 5% of the
employee contribution. The employee will be considered 100% vested after five (5) years.
HRMP is not in a position to advise the Board on proper retirement vehicles for CRA staff. The
attached market survey shows what other independent agencies provide as well as what the
municipally administered CRA's provide. HRMP recommends, however, that the Board explore the
possibility of allowing the City of Boynton Beach to set up an ICMA 401a (money purchase) for CRA
staff. Finally, HRMP recommends that a vest schedule be structured for whatever retirement vehicle
is considered. The vest schedule, which is typically between 5 and 7 years, allows an employer to
recover a portion of the employer's contributions in the event that an employee separates from the
employer prior to completion of the vest schedule.
In HRMP's experience, we have found that executive vesting occurs on a accelerated basis in these
plan types. Other plan types often show a greater contribution rate for executive classifications as
well. Depending on the plan type(s) selected, the Board will want to consider such provisions for the
Executive Director classification (and any potential Assistant Director classification).
24
0
0
<~
0
0
Z
C)oo
CZ)
0
0
0 0
UO 0
(1) c- >~
~ ~ · C
0