Personnel Rules & Regulations Manual
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VILLAGE OF l~TORTH PALM BEACH
~..- PERSONNEL RULES AND REGULATIONS
ADOPTED BY RESOLUTION 29-97, MAY 8, 1997
Effective June 1, 1997
`_
1:ESOLLZ~IL7~~ ?~~-97
A RESOLUTION OF TEiE VILLAGE COUNCIL OF THE ~-"ILLAGE OF NORTH PALS(
BEACH, FLORIDA, ADOPTING PERSONNEL RULES AND REGULATIONS FOR Z~t-iE
VILLAGE OF NORTH PALLi BEACH ATTACHED AS EXHIBIT "A"; AND, PROVIDNG
FOR AN EFFECTIVE DATE.
BE IT RESOLVED BY THE VILLAGE COUNCIL OF NORTH PP.1.iv1 BEACH,
FLORIDA:
Section 1. The Village Council of the Village of North Palm Beacli, Florida does hereby
adopt Personnel Rules and Regulations for the Village of North Palm Beach, which rules +nd
regulations are attached to this Resolution as Exhibit "A".
Section 2.' This Resolution shall take effect June 1, 1997.
PASSED AND ADOPTED THIS 8th DAY OF MAY , 1997.
`~ ~ MAYOR
(Village Seal)
ATTES`T':
VILLAGE CLETLK
T:~BLE OF CONTENTS
,;HAPTER TITLE PAGE
1 GENERAL PROVISIONS ...................... .. 1
2 DEFINITIONS . .............. .... . . . ... .... . . . 2
3 ORGANIZATIONS & FUNCTIONS ...... ... . . ..... . . .. 5
4 COMPENSATION ..................... 6
S.O1 RECRUITMENT, SELECTION AND EMPLOYMENT .. 10
5.02 AMERICANS WITH DISABILITIES ...... . . . . ... ... . . . 14
5.03 ADA GRIEVANCE PROCEDURE ....... .. .. ..... . . . . 16
6 PROBATIONARY PERIODS .......... . . . . ..... . . .. 18
7 HOURS OF WORK ........................... 19
8 OVERTIME ................................ 20
~- 9.01 FAMILY AND MEDICAL LEAVE ...... . . . . . .... . . . . 21
9.02 OTHER LEAVE POLICIES ........... . . . . . .... . . . . 26
9.03. SICK LEAVE REIMBURSEMENT ......... ......... 34
10.01 SAFETY AND WORKERS' COiY1PENSATION ........ 36
10.02 DRUG-FREE WORK PLACE ...................... 38
11 TRAINING ...................... . : ...... .. .. 39
12.00 PAY FOR PERFORMANCE ....................... 41
12.01 POLICY STATEMENT .. ............ . . . . . . .... . . . 42
12.02 PERFORMANCE EVALUATION POLICY .... . .... . . . . 44
12.03 DISTRIBUTION OF FUNDS POLICY ..... _ ...... 47
13 DISCIPLINE .. .................... ...... .. 49
14 GRIEVANCE PROCEDURE .............. . . ..... . . . S2
~., 1S SEPARATIONS, SENIORITY, LAYOFF AND RECALL .. . . . . S4
16 PARTICIPATION IN EMPLOYEE ORGANIZATIONS .. . . . . S9
1 ~ E~iPLOY~IENT OF RELATIVES 60
i e OUTSIDE E~iPLOYLiENT OR BUSINESS ACTIVIT'Y' 61
I9 POLITICAL ACTIVITY RESTRICTIONS ............. .. 62
20 tifISCELLANEOUS PROVISIONS ... .... 63
APPENDIX I APPLICATION FOR FAMILY AND MEDICAL LEAVE .... . . 64
APPENDIX II SALARY SCHEDULE . .. ... . . ...... .. . ....... . .. 65
1. GE\~ER_~I, PRO~-ISIONS (,
1.01 PURPOSE:
To establish consistent and equitable policies concerning Village employment and to
establish workable guidelines for the implementation of these policies.
1.02 SCOPE:
These regulations pertain to all personnel whose name appears on the Village payroll
or receive compensation from the Village of North Palm Beach, except elected
officials, members of commissions and committees appointed by the Village Council,
consultants or others providing services under contract to the Village and temporary
employees hired to meet the immediate requirements of an emergency condition
which threatens life or property. Volunteer personnel, by definition, are also
excluded from these regulations. Employees subject to collective bargaining
agreements as negotiated in accordance with Florida Statutes, shall be exempt from
provisions of these regulations which are inconsistent with such agreements.
1.03 AtiLENDiVIENT OF REGULATIONS:
Amendment of subject Rules and Regulations may from time to time be proposed
by the Village iVlanager and approved by Resolution of the Village Council.
1.04 EQUAL EyIPLOYNfENT OPPORTUNITY:
There shall be no discrimination against any person in recruitment, examination,
appointment, training, promotion, retention, or any other personnel action because
of political or religious opinions or affiliations, or because of race, age, creed,
gender, national origin, disability, or any non-merit factors.
1.05 HARASSl~1ENT - DISCRI'i IINATION:
Every employee of the Village of North Palm Beach, regardless of status, capacity
or rank, is prohibited from engaging in discriminatory practices of any type.
Whenever an employee is representing the Village of North Palm Beach, no
discriminatory or derogatory reference, suggestion or act will be tolerated regarding
another's race, religion, ethnic origin, gender, age, or disability which embarrasses,
harasses, offends or intimidates that other person.
1
i
?. DEFL~ITIONS
2.01 DEFLtiITION OF TER~IS•
For the purpose of these regulations, the following terms are defined:
a. Accumulate -The process by which an employee accrues sick and annual
leave during their period of employment.
b. Allocation -The assignment of an individual position to an appropriate class
on the basis of the type, difficulty, and responsibility of the work performed
in the position and allied positions, when compared with that position.
c. Appointing Authority -The Village Manager or his/her designee who has the
authority to appoint and remove employees under his/her supervision.
d. Class - A position or group of positions which involve similar duties and
responsibilities, require similar qualifications, is designated by a title
indicative of the kind of work and for which the same pay range can be
applied ~vith equity.
e. Davis -Means calendar days unless otherwise stated.
f. Demotion - A change of employment status from a position of one class to a
position of another class having a lower ma~cimum rate of pay than the
original class.
g. Department Head -Employees of the Village in charge of the operations of an
established Village Department.
h. Employee -Persons employed by the Village of North Palm Beach covered by
the provisions of these regulations. .
i. Excluded Employee - An employee whose position is excluded for the
purposes of cash compensation for overtime as such is not subject to Village
overtime regulations.
j. Full-time Employee - An employee who is designated as such and ~vho
normally works thirty (30) or more hours per week and 1,560 hours per year
and fills one of the designated positions identified with a job code in the
~-- Village's annual budget.
2
k. Houriv Employee - An employee whose job basis consists of a rate of pay for
hours actually worked in a specific job class.
k.1. Job Code-A control number assigned to each full-time position listed in
the annual budget.
1. Included Employee - An employee whose position is included for the purpose
of cash compensation for overtime and as such is subject to Village overtime
regulations.
m. Layoff -The separation of employees from the payroll due to lack of funds
or work, or to the abolition of a position by the Village Council for these
reasons or due to organizational change.
n. Part-time Employee - An employee who is designated Regular Part-time or
Temporary Part-time, who normally is scheduled to work less than thirty (30)
hours per week and one thousand five hundred and sixty (1,560) hours per
year. Said employee is not eligible for any fringe benefits such as sick leave,
vacation, holiday pay, group health, life and disability insurance, pension,
longevity.
o. Pav Status -Time for which an employee is paid by the Village including ,,,,,.
leaves with pay and workers compensation.
p. Personnel Officer -Village Manager or his/her designee.
q. Position - A group of duties and responsibilities which require the full-time
or part-time employment of one person as authorized by the Village Council.
r. Probationary Employee - An employee who has not yet successfully completed
the required probationary period as set forth in these regulations.
s. Promotion - A change of employment from a position of one class to a
position of another class which has a higher maximum rate of pay.
t. Regular Employee - An employee who is hired far continuous employment
and has successfully completed the required probationary period as set forth
in these regulations.
3
u. Seasonal Emolovee - A.n employee who is hired for employment in a position
which recurs yearly or more often as required by seasonal operations and is
not continuous in nature.
v. Temporary Employee - An employee who is hired for a specific period not to
exceed six (6) months.
w. Transfer - A change of an employee from one position to another position in
the same class or another class with the same maximum rate of pay.
x. Vacancy - A position duly created, established in the budget, and not
currently occupied by an incumbent.
y. Veteran -Applicants and employees who are entitled to veterans' preference
as outlined in Florida Statutes.
~.-
4
3. ORGANIZATION A:YD FUNCTIONS
3.01 AliTHORITY:
a. Village Charter, Florida Statutes, Federal Regulations and Fair Labor
Standards Act (ELBA).
3.02 THE VILLAGE MANAGER OR DESIGNEE SHALL:
a. Interpret, administer and recommend revisions to these regulations as
required.
b. Certify all payrolls.
c. Provide for the publishing or posting of vacant positions, the receiving of
applications, the evaluations of applicants (including any examinations or
tests), and the final selection of applicants.
5
~~ 4. COI~IPENSATIO\
4.OI PAYROLL PROCEDURE:
Except for annual leave pay, , no employee shall be granted an advance on future
pay. When a payday falls upon an official holiday, employees shall receive their
checks on the nearest preceding workday. Employees ~vho terminate shall be paid
for annual leave accrued through their last work day.
4.02 "yE`V-HIRE" RATE:
The minimum rate established for a job class shall be paid upon employment, except
that the "~,'ew-Hired" rate in amounts above the minimum may be authorized if the
department head submits adequate written justification and such action is approved
by the Village l~ianager. Approval will be based on the exceptional qualifications
of the appointee or inability to employ adequate personnel at the minimum rate.
4.03 PAY RATES N TRANSFER. PROMOTION OR DE~IOTION•
~--- If an employee is transferred, promoted or demoted, his rate of pay for the new
position shall be determined as follows:
a. If the rate of pay in the former class is less than the minimum rate
established for the class of the new position, the rate of pay shall be advanced
to the minimum for the class, or increased five (~) percent, whichever is
greater.
b. If the rate of pay in the former class is more than the maximum rate
established for the new class, the pay rate shall be reduced to no more than
the maximum rate established for the new class.
c. If the rate of the former class falls within the new grade of gay, the pay rate
shall remain the same in the case of transfer; shall be increased up to five (5)
percent, not to exceed the established budget, in the case of promotion and
shall be adjusted to the rate of the new grade in case of demotion.
4.04 PAY CLASSIFICATION PLAN:
a. Development and adoption of the Compensation Plan:
The Village Council shall adopt by reference, the salary schedule as part of
`" the Pay Classification Plan and made a part of these Rules and Regulations
6
~~ .-~ppenditill. The rate or grade for each job class shall be based upon the
differences in duties and responsibilities between job classes and shall be
related to compensation for comparable positions in other places, public and
pri~~ate employment, in the general geographical area in tivhich competition
for available personnel may be affected, as prepared and submitted by the
Village i/fanager.
b. Factors in the Pav Classification Plan:
A salary schedule shall be established as minimum and ma~cimums and shall
be related directly to the pay classification plan and shall be determined with
due regard to the following factors:
1) Educational requirements
2) Pay grades for other job classes
3) The relative difficulty, responsibility and hazards of the job class
4) The availability of employees in particular occupational categories
5) Prevailing rates of pay for similar employment in private establishments
and other public jurisdictions, with the most weight being given to those
sources which would be expected to compete with the Village for the
available supply of personnel.
6) The consumer price index --
7) Results of a generally accepted consultant study on compensation
3) The financial policies of the Village and other economic considerations
c. Pay Grades: There shall be established by the Village Council a list of pay
grades, the lowest of which shall be that established as the "minimum wage"
approved by the Federal government. The highest grade shall be established
by the Village Council. The difference in rate of pay from minimum to
maximum, within a grade, shall be determined by ugdates of the Pay
Classification Plan.
4.Oa" TRAVEL AND OTHER OFFICIAL EXPENDITURES:
The prescribed rate of pay• does not include allowances for official travel or other
expenditures incurred in the conduct of Village business, or allowances made to
employees for the official use of privately-owned automobiles. Employees will be
reimbursed for such expense in amounts established in the Village travel policy and
in accordance with Florida Statutes.
4.06 CERTIFICATION AND LICENSE PAY:
a. Purpose: To provide incentive and compensation for obtaining and
maintaining certain recognized certifications and/or licenses which are
required to perform particular tasks norrnally associated kith an employee's
job responsibilities.
b. Policy: The Village of North Palm Beach recognizes that some employees
must obtain and maintain certain certifications and licenses from the State of
Florida or similar agencies to perform particular tasks norrnally associated
with an employee's job responsibilities. The Village also recognizes that the
possession and maintenance of multiple certifications and licenses allows the
Village greater flexibility in personnel assignments.
c. Eligibility: Regular full-time and part-time employees employed by the Village
a minimum of one hundred eighty (180) days who have obtained certifications
or licenses required by the State of Florida or similar agencies and
recommended for Certification and License Pay by their department head
and approved by the Village Manager as being necessary or beneficial to the
Village.
d. Guidelines: The Village will pay to eligible employees a weekly incremental
amount equal to an annual lump-sum amount determined by the Village
Council for each certification approved by the Village Manager. The payment
«zIl be made starting on October 1st of each year to eligible employees ~vho
~-- possess an approved certification or license issued prior to October lst.
e. The following certifications and/or licenses are recognized by the Village as
being required by the State of Florida to perform the associated task:
1) Building Code Administrator
2) Building Inspector
3) l~lechanicalInspector
4) Electrical Inspector
5) Plumbing Inspector
6) Building Plans Examiner
7) Mechanical Plans Examiner
8) Electrical Plans Examiner
9) Plumbing Plans Examiner
10) Building Refrigerant Repair
11) Automotive Refrigerant Repair
12) Pest Control {~~Iosquito)
13) Pesticide Applicator
4.07 LONGEVITY
All regular employees employed at the time of adoption of these Personnel Rules and
~" Regulations, and effective October 1, 1997, shall have their current level of longevity
8
pay included in their base pay. Lon~e~~ty credits s~111 become an integral part of the
Pay for Performance criteria outlined in Sections 12.00 through L.03 of these
regulations.
4.08 ATTENDANCE AWARD PROGRA11~i
All regular employees employed at the time of adoption of these Personnel Rules and
Regulations, and effective on October 1, 1997, shall receive no attendance award
compensation for minimal use of sick leave. Credit for minimal use of sick leave will
become an integral part of the Pay for Performance criteria outlined in Sections
12.00 through 12.03 of these regulations.
4.09 SAFETY INCENTIVE AWARD
All regular employees currently employed at the time of adoption of these Personnel
Rules and Regulations, and effective October 1, 1997, shall no longer receive a
safety incentive award. The safety incentive award will become an integral part of
the Pay for Performance criteria outlined in Sections 12.00 through 12.03 of these
regulations.
9
SECTION
4.02
4.03
RESOLUTION 94-2001
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALi/1 BEACH,
FLORIDA. AIv1EtiTDING SECTION 4.02, NEW-HIRE, OF THE PERSONNEL RULES AND
REGULATIONS OF THE VILLAGE OF NORTH PALM BEACH BY PROVIDING A
PROCEDURE WHEREBY THE VILLAGE MAi~tAGER MAY APPROVE APPOINTMENTS OF
NEWLY HIRED EMPLOYEES ABOVE THE MINIMUM RATE: AMENDING SECTION 4.03,
PAY RATES N TRANSFER PROMOTION OR DEMOTION BY REVISNG THE PROCEDURE
FOR PAY RATES N TRANSFERS; AND. PROVIDING FOR AN EFFECTIVE DATE.
BE IT RESOLVED BY THE VILLAGE COUNCIL OF NORTH PALi/I BEACH. FLORIDA:
Section 1. The Village Council of the Village of North Palm Beach. Florida. does hereby amend
Section 4.02. New-Hire Rate, of the Personnel Rules and Regulations of the Village of North Palm
Beach, and to read as follows:
4.02 New-Hire Rate:
The minimum rate established for a job class shall be paid upon employment. except that the
"Netiv-Hired'' rate in amounts above the minimum may be authorized if the department head
submits adequate written justification and such action is approved by the Village Manager.
Approval will be based on the exceptional qualifications of the appointee or inability to
employ adequate personnel at the minimum rate. The Village ivlanager is authorized to
approve appointments of new hired employees above the minimum at an amount not to
exceed 5.000.00 per individual. The overall limit on the amount the Village Manager may
authorize will be determined by Council in the annual budget. In the event an individual is
recommended to be hired above the 5.000.00 threshold then the Village Manager must
obtain Village Council approval.''
Section 2. The Village Council of the Village of North Palm Beach. Florida, does hereby amend
Section 4.03. Pay Rates in Transfer. Promotion or Demotion. of the Personnel Rules and Regulations
of the Village of North Palm Beach, and to read as follows:
`' 4.03 Pav Rates in Transfer. Promotion or Demotion:
If an employee is transferred, promoted or demoted, his rate of pay for the new position
shall be determined as follows:
,-- a. If the rate of pay in the former class is less than the minimum rate established for
the class of the new position, the rate of pay shall be advanced to the minimum for
the class, or increased five (5) percent, whichever is Greater.
b. If the rate of pay in the former class is more than the maximum rate established for
the new class, the pay rate shall be reduced to no more than the maximum rate
established for the new class.
c. If the rate of the former class falls within the new grade of pay, the pay rate shall
remain the same or be increased in accordance with Section 4.02 above in the case
of transfer; shall be increased up to five {5) percent, not to exceed the established
budget, in the case of promotion and shall be adjusted to the rate of the new grade
in case of demotion.
Section 3. This resolution shall take effect immediately upon its adoption.
PASSED AND ADOPTED THIS 8th DAY OF NOVEMBER. ?001.
(Vi.lage Seal)
.~.T"f EST:
VILLAGE CLERK
RESOLUTION NO. 02-2005
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM
BEACH, FLORIDA, AMENDING SECTION 4.02, NEW-HIRE, OF THE PERSONNEL
RULES AND REGULATIONS OF THE VILLAGE OF NORTH PALM BEACH WHICH
PROVIDES A PROCEDURE WHEREBY THE VILLAGE MANAGER APPROVES
APPOINTMENTS AND SALARIES OF NEWLY HIRED EMPLOYEES; AND, PROVIDING
FOR AN EFFECTIVE DATE.
BE IT RESOLVED BY THE VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA:
Section 1. The Village Council ofthe Village ofNorth Palm Beach, Florida, does hereby amend
Section 4.02, New-Hire Rate, of the Personnel Rules and Regulations of the Village of North Palm
Beach, and to read as follows:
"4.02 New-Hire Rate:
The minimum rate established for a job class shall be paid upon employment, except that the
~- "New-Hired" rate in amounts above the minimum may be authorized ifthe department head submits
adequate written justification and such action is approved by the Village Manager. Approval will be
based on the exceptional qualifications of the appointee or inability to employ adequate personnel at
the minimum rate."
Section 2. This resolution shall take effect immediately upon its adoption.
PASSED AND ADOPTED THIS 13th DAY OF JANUARY, 2005.
MAYOR
ATTEST:
VILLAGE CLERK
SECTION
4.06
RESOLUTION 65-97
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM
BEACH, FLORIDA, AMENDING SUBSECTION e OF SECTION 406, CERTIFICATION AND
LICENSE PAY, OF THE PERSONNEL RULES AND REGULATIONS OF THE VILLAGE;
AND, PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the Village of North Palm Beach adopted personnel rules and regulations by
Resolution 29-97 of the Village; and
WHEREAS, the Village Council is desirous of amending 406(e) of the Personnel Rules
and Regulations for the purpose of adding additional certifications.
BE IT RESOLVED BY THE VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA:
Section 1. The Village Council of the Village of North Palm Beach, Florida, does hereby
amend Subsection e of Section 4.06, Certification and License Pay, of the Personnel Rules and
Regulations of the Village to read as follows:
"e. The following certifications and/or licenses are recognized by the Village as being
required by the State of Florida to perform the associated task:
1. Building Code Administrator
2. Building Inspector
3. Mechanical Inspector
4. Electrical Inspector
5. Plumbing Inspector
6. Building Plans Examiner "
7. Mechanical Plans Examiner
8. Electrical Plans Examiner
9. Plumbing Plans Examiner
10. Building Refrigerant Repair
11. Automotive Refrigerant Repair
12. Pest Control (Mosquito)
13. Pesticide Applicator
14. Law Enforcement Officer
15. Firefighter
16. Paramedic
17. Emergency Medical Technician
18. Fire Inspector
19. Intoxilizer Operator"
A
Section 2. This Resolution shall take effect immediately upon its adoption.
PASSED AND ADOPTED THIS 23rd DAY OF OCTOBER , 1997.
(Village Seal)
MAYOR
ATTEST: L~!~~°-
VILLAGE LERK
A
RESOLUTION NO. 74-97
A RESOLUTION OF THE VILLAGE COUNCIL OF NORTH PALM BEACH,
FLORIDA, AMENDING SECTION 4.06d ENTITLED "CERTIFICATION AND
LICENSE PAY - GUIDELINES", OF THE PERSONNEL RULES AND
REGULATIONS FOR THE VILLAGE OF NORTH PALM BEACH, AND,
PROVIDNG FOR AN EFFECTIVE DATE.
BE IT RESOLVED BY THE VILLAGE COUNCIL OF NORTH PALM BEACH,
FLORIDA:
Section 1. The Village Council of North Palm Beach, Florida does hereby amend
Section 4.06d entitled "Certification and License Pay -Guidelines", of the Personnel Rules
and Regulations for the Village of North Palm Beach, as follows:
d. Guidelines: The Village will pay certification, licenses, increment pay, and continuing
education pay to all eligible employees, the amount determined by the Village Council for
..r- the above and approved by the Village Manager. The payment will be made starting on
October 1st of each year to eligible employees, and those amounts (annualized) will
become a part of the employee's base pay rate.
Section 2. This Resolution shall take effect retroactive to 10-01-97.
Passed and adopted this 15th day of December, 1997.
~_
Mayor
(Vill~.ge Seat)
Attest:
A C/~~
llage Clerk
,..` RESOLUTION 51-99
A RESOLUTION OF THE VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA,
AMENDING SECTION 4.06(e) ENTITLED "CERTIFICATION AND LICENSE PAY" OF
THE PERSONNEL RULES AND REGULATIONS FOR THE VILLAGE OF NORTH PALM
BEACH, AND PROVIDING FOR AN EFFECTIVE DATE.
BE IT RESOLVED BY THE VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA:
Section 1. The Village Council of North Palm Beach, Florida, does hereby amend
Section 4.06(e) titled "Certification and License Pay", of the Personnel Rules and Regulations
for the Village of North Palm Beach, to read as per Attachment "A".
Section 2. This Resolution shall take effect on October 1, 1999.
PASSED AND ADOPTED THIS 26th DAY OF AUGUST, 1999.
~.
M or
(Village Seal)
ATTEST:
Village Clerk
ATTACHMENT "A"
4.06(e) "CERTIFICATION AND LICENSE PAY"
The following categories and criteria are used in the determination of Certification Pay:
GENERAL (Five types as follows):
a. As required by job description.
b. Additional to that required by j~
c. Not required by job description
d. Not required by job description,
e. Not required by job description.
specific act.
>b description.
Annual Continuing Education Units (CEU) required
No annual CEU's required.
FederaUState law requires certification to perfom a
SPECIFIC REQUIREMENTS:
a. As required by job description. Required by job description because required by State
Statute. No additional pay above entry level. Exam required. Annual CEU required.
Example: Public Safety Officer
Building Inspector
~' b. Additional to that required by job description. Exam required. Annual CEU. Must
benefit the Village. Maximum of six per individual Recommended by Department Head-
approved by Village Manager. Budget item
Example: Public Safety Officer
Fireman
Paramedic
Building Inspector
Plumbing Inspector
Building Plans Examiner
c. Not required by iob description Annual Continuing Education Units (CEU) required.
Must benefit the Village. Maximum three per individual Recommended by Department
Head-approved by Village Manager. Budget item
Example: Finance
CPA -State of Florida
CGFO -Florida Government Finance Officer Association
CGFM -Association of Government Accounting Managers
Example: Recreation
Leisure Professional -Florida Recreation & Parks Association
Example: Golf Course
Golf Course Superintendents of America Association
,,, Example: Public Services
Registered Professional Engineer
ATTACHMENT "A" (continued)
Page 2
406(e) CERTIFICATION AND LICENSE PAY
d. Not required by iob description No annual CEVs required. Must benefit the
Village. Maximum one per individual. Recommended by Department Head-approved by
Village Manager. Budget item.
Example: Village Clerk
IINIC -International Institute of Municipal Clerks
e. Not required by iob description FederaUState laws require certification to perform
specific acts. Exam required. Re-qualify periodically. Must benefit the Village. Maximum
two per individual. Recommended by Department Head-approved by Village Manager.
Budget item
F.zample: Parks Employee
Mosquito Control Operator
Pesticide Operator
Example: Maintenance Man
Building Air Conditioning Refrigerant Technician
3. .COMPENSATION:
One time base salary increase of $1,000 per certification up to the maximum certification
allowed in each category. Except category "e", which is $500 per certification.
--- RESOLUTION 53-2000
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH
PALM BEACH, FLORIDA, AMENDING SECTION 4.06(e) ENTITLED
"CERTIFICATION AND LICENSE PAY" OF THE PERSONNEL RULES AND
REGULATIONS FOR THE VILLAGE ADOPTED BY RESOLUTION 29-97,
WHICH AMENDMENT IS MORE PARTICULARLY DESCRIBED IN
ATTACHMENT "A" ATTACHED TO THIS RESOLUTION; AND, PROVIDING
FOR AN EFFECTIVE DATE.
BE IT RESOLVED BY THE VILLAGE COUNCIL OF NORTH PALM BEACH,
FLORIDA:
Section 1. The Village Council of the Village of North Palm Beach, Florida, does
hereby amend Section 4.06(e) entitled "Certification and License Pay" of the Personnel Rules and
Regulations of the Village adopted by Resolution 29-97, which Amendment is set forth in
_~ Attachment "A" to this Resolution and made part hereof.
Section 2. This Resolution shall take effect October 1, 1999, but shall not be
implemented until the affected bargaining units have provided a waiver letter or the parties have
concluded the impact bargaining process if requested.
PASSED AND ADOPTED THIS 14th DAY OF SEPTEMBER, 2000.
(Village Seal)
---_
MAYOR
ATTEST:
`~- VILLAGE LERK
ATTACHMENT "A"
4.06(e~ "CERTIFICATION AND LICENSE PAY"
The following categories and criteria are used in the determination of Certification Pay:
GENERAL (F~~Six types as follows):
2)
a) As required by job description.
b) Additional to that required by job description.
c) Not required by job description. Annual Continuing Education Units (CEU)
required.
d) Not required by job description. No annual CEU's required.
e) Not required by job description. FederaUState law requires certification to pe~€e~
ep rfOrm a specific act.
fl Public Safety Certification
SPECIFIC REQUIREMENTS:
a) As required by job description. Required by job description because required by
State Statute. No additional pay above entry level. Exam required. Annual CEU
required.
E,rample:
Building Inspector
b) Additional to that required bY1ob description. Exam required. Annual CEU. Must
benefit the Village. Maximum of six per individual. Recommended by Department
Head-approved by Village Manager. Budget item.
E,rample:
let
zn-ar`-amziic
Building Inspector
Plumbing Inspector
Building Plans Examiner
c) Not reouired by iob description. Annual Continuing Education Units (CEUI
required. Must benefit the Village. Maximum three per individual, Recommended
by Department Head-approved by Village Manager. Budget item.
Example: Finance
CPA -State of Florida
CGFO -Florida Government Finance Officer Association
CGFM -Association of Government Accounting Managers
Example: Recreation
Leisure Professional -Florida Recreation & Parks Association
Example: Golf Course
Golf Course Superintendents of America Association
Example: Public Services
Registered Professional Engineer
`-" ATT aCHIVIENT "A" (continued) Page 2
4.06(e) CERTIFICATION AND LICENSE PAY
d) Not required by job description. No annual CEU's required. Must benefit the
Village. Maximum one per individual. Recommended by Department Head-
approved by Village Manager. Budget item.
Example: Village Clerk
IIMC -International Institute of Municipal Clerks
e) Not reauired by iob description. FederaUState laws require certification to perform
specific acts. Exam required. Re-qualify periodically. Must benefit the Village.
Maximum two per individual. Recommended by Department Head-approved by
Village Manager. Budget item.
E,rample: Parks Employee
Mosquito Control Operator
Pesticide Operator
E,rample: Maintenance I14e~-Technician
Building Air Conditioning Refrigerant Technician
~ fl Public Safety Certification. Either required by,job description or additional to that
reauired by iob description. Exam required Annual CEU reauired Recommended
by Department Head-approved by Village Manager Budget item This category
includes the following certifications:
Emergency Medical Technician (EMTI
Firefighter
Fire Inspector
Paramedic
Police Officer
3) COMPENSATION:
a) Categories b through e. One time base salary increase of $1,000 per certification up to
the maximum certification allowed in each category-£~eep~ except category "e", which
is $500 per certification.
b) Category f. One time base salary increase of $1 000 per certification except Paramedic
certification. Compensation for Paramedic certification is $1 000 if employee is already
receiving EMT certification pay and $2 000 if employee is not receiving EMT
certification pay.
RESOLUTION 13-2001
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM
BEACH, FLORIDA, AMENDING SECTION 4.04(b), PAY CLASSIFICATION PLAN, AND
SECTION 4.06(e), CERTIFICATION AND LICENSE PAY, INCLUDING THE ADDITION
OF A SECTION ADDRESSING SALARY RANGE MAXIMUMS OF THE PERSONNEL
RULES AND REGULATIONS OF THE VILLAGE, WHICH AMENDMENT IS ATTACHED
AS EXHIBIT "A"; AND, PROVIDING FOR AN EFFECTIVE DATE.
BE IT RESOLVED BY THE VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA:
Section 1. The Village Council of the Village of North Palm Beach, Florida, does
hereby amend Section 4.04(b), Pay Classification Plan, and Section 4.06(e), Certification
and License Pay, including the addition of a section addressing salary range maximums
of the Personnel Rules and Regulations of the Village, which Amendment is attached as
Exhibit "A" and made part of this Resolution in its entirety.
Section 2. This Resolution shall take effect October 1, 2000, but the terms and
provisions hereof shall not be implemented until a waiver letter is obtained from the Police
Benevolent Association and the International Association of Fire Fighters or until the impact
bargaining process is concluded (if requested).
PASSED AND ADOPTED THIS 25th DAY OF JANUARY, 2001.
(Village Seal)
MAYOR
ATTE ~
VILLAGE CLERK '
ATTACHMENT "A"
4.04 (b) "PAY CLASSIFICATION PLAN"
Factors in the Pay Classification Plan:
A salary schedule shall be established as minimum and maximums (exclusive of certification and license
pay) and shall be related directly to the pay classification plan and shall be determined with due regard to the
following factors:
1)
2)
3)
4)
5)
6)
7)
8)
Educational requirements
Pay grades for other job classes
The relative difficulty, responsibility and hazards of the job class
The availability of employees in particular occupational categories
Prevailing rates of pay for similar employment in private establishments and other public
jurisdictions, with the most weight being given to those sources which would be expected to
compete with the Village for the available supply of personnel.
The consumer price index
Results of a generally accepted consultant study on compensation
The financial policies of the Village and other economic considerations
ATTACHMENT "A" Continued
4.06 e) "CERTIFICATION AND LICENSE PAY"
The following categories and criteria are used in the determination of Certification Pay:
1) GENERAL (Six types as follows):
a) As required by job description.
b) Not required by job description.
c) Not required by job description.
d) Not required by job description.
e) Not required by job description.
act.
f) Public Safety Certification
Exam required.
Periodic Continuing Education Units (CEU) required.
No Periodic CEU's required.
Federal/State law requires certification to perform a specific
2) SPECIFIC REQUIREMENTS:
a) As required by job description. Required by job description because required by State
Statute. No additional pay above entry level. Exam required. Periodic CEU required.
Example: Building Inspector
b) Not required b~job description. Exam required. Periodic CEU Must benefit the Village.
Maximum of six per individual. Recommended by Department Head-approved by Village
~'" Manager. Budget item.
Example: Public Services
Building Inspector
Plumbing Inspector
Building Plans Examiner
Registered Professional Engineer
Example: Finance
CPA - State of Florida
CGFO -Florida Government Finance Officer Association
CGFM -Association of Government Accounting Managers
Example: Golf Course
Golf Course Superintendents of America Association
Example: Recreation
Leisure Professional -Florida Recreation & Parks Association
c) Not required by iob description. Periodic Continuing_Education Units (CEUI required No
exam required. Must benefit the Village. Maximum three per individual. Recommended by
Department Head-approved by Village Manager. Budget item.
Example: Village Clerk
IIMC -International Institute of Municipal Clerks
d) Not reauired by job description. No Periodic CEU's required. Must benefit the Village.
Maximum one per individual. Recommended by Department Head-approved by Village
Manager. Budget item.
`" Example: Information Systems
Microsoft Certified Product Specialist
e) Not required b~job description. Federal/State laws require certification to perform specific
acts. Exam required. Re-qualify periodically. Must benefit the Village. Maximum two per
individual. Recommended by Department Head-approved by Village Manager. Budget
item.
Example: Parks Employee
Mosquito Control Operator
Pesticide Operator
Example: Maintenance Technician
Building Air Conditioning Refrigerant Technician
f) Public Safety Certification. Either required by job description or additional to that required by
job description. Exam required. Periodic CEU required except for Firefighter certification.
Recommended by Department Head-approved by Village Manager. Budget item. This
category includes the following certifications:
Emergency Medical Technician (EMT)
Firefighter
Fire Inspector
Paramedic
Police Officer
3) COMPENSATION:
a} Paragraph 2b through 2e. One time base salary increase of $1,000 per certification up to the
maximum certification allowed in each paragraph except paragraphs 2d and 2e, which are
$500 per certification.
b) Paragraph f. One time base salary increase of $1,000 per certification except for Firefighter
and Paramedic certification. One time base salary increase for Firefighter certification is
$2,000. One time base salary increase for Paramedic certification is $2,000 if employee is
already receiving EMT certification pay and $3,000 if employee is not receiving EMT
certification pay.
c) Salary Range Maximums. If an employee's annual salary exceeds the salary range
maximum, or the base salary increase for certification would cause the employee's annual
salary to exceed the salary range maximum, the employee's annual salary shall be allowed to
exceed the salary range maximum in order to receive the entire certification pay amount as a
one-time base salary increase.
RESOLUTION 93-2001
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM
BEACH. FLORIDA, A1~IENDING SECTION 4.06, CERTIFICATION AND LICENSE PAY, OF
THE PERSONNEL RULES AND REGULATIONS OF THE VILLAGE OF NORTH PALM
BEACH, WHICH AMENDMENT IS ATTACHED AS EXHIBIT "A"; AND, PROVIDING FOR
AN EFFECTIVE DATE.
BE IT RESOLVED BY THE VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA:
Section 1. The Village Council of the Village of North Palm Beach. Florida, does hereby amend
Section X1.06, Certification and License Pay, of the Personnel Rules and Resulations of the Village
of North Palm Beach, ~yhich amendment is attached as Exhibit `'A''.
Section 3. This resolution shall take effect immediately upon its adoption.
...
PASSED AND ADOPTED THIS 8th DAY OF NOVEMBER, ?001.
(`~~illage Seal)
:~TZ~EST
VILLAGE CLERK
EXHIBIT "A"
-t.06 CERTIFICATION AND LICENSE PAY:
a. Purpose: To provide incentive and compensation for obtaining and maintaining
certain recognized certifications and/or licenses which are required to perform
particular tasks normally associated with an employee's job responsibilities.
b. Policy: The Village of North Palm Beach recognizes that some employees must
obtain and maintain certain certifications and licenses from the State of Florida or
other organizations to perform particular tasks normally associated with an
employee's job responsibilities. The Village also recognizes that the possession
and maintenance of multiple certifications and licenses allows the Village greater
flexibility in personnel assignments.
c. Eligibility: Regular full-time and part-time employees of the Village who have
obtained certifications or licenses from the State of Florida or other organizations
and recommended for Certification and License Pay by their department head and
approved by the Village Manager as being necessary or beneficial to the Village.
d. The follow~in~ categories and criteria are used in the determination of
Certification Pav:
1 j GENERAL (Six types as follow-s):
a) As required by job description.
b) Not required by job description. Exam required.
c) Not required by job description. Periodic Continuing Education
Units (CEU) required.
d) Not required by job description. No Periodic CEU's required.
e) Not required by job description. Federal/State law requires
certification to perform a specific act.
f) Public Safety Certification
2) SPECIFIC REQUIREMENTS:
a) As required by job description. Required by job description
because required by State Statute. No additional pay above entry
level. Exam required. Periodic CEU required.
E.rnmple: Building Inspector
b) Not required by iob description Exam required Periodic CEU
Must benefit the Village. Maximum of six per individual.
~" Recommended by Department Head-approved by Village
Manager. Budget item.
-- E:Yample: Public Services
Building Inspector
Plumbing Inspector
Building~Plans Examiner
Registered Professional Engineer
Example: Finance
CPA -State of Florida
CGFO -Florida Government Finance Officer Association
CGFM -Association of Government Accounting Managers
E.rample: Golf Course
Golf Course Superintendents of America Association
Example: Recreation
Leisure Professional -Florida Recreation & Parks Association
c) Not required by iob description. Periodic Continuing Education
Units (CEU) required. No exam required. Must benefit the
Village. iVlaximum three per individual. Recommended by
Department Head-approved by Village Manager. Budget item.
E.rample: Village Clerk
IIMC -International Institute of Municipal Clerks
d) Not required by iob description. No_Periodic CEU's reouired.
Must benefit the Village. Maximum one per individual.
Recommended by Department Head-approved by Village
Manager. Budget item.
Example: Information Systems
Microsoft Certified Product Specialist
e) Not required by iob description. Federal/State laws require
certification toperform specific acts. Exam required. Re-qualify
periodically. Must benefit the Village. Maximum tw-o per
individual. Recommended by Department Head-approved by
Village iVlanager. Budget item.
E.rample: Parks Employee
Mosquito Control Operator
Pesticide Operator
E.rample: Maintenance Technician
Building Air Conditioning Refrigerant Technician
f) Public Safety Certification. Either required by job description or
additional to that required by job description. Exam required.
Periodic CEU required except for Firefighter certification.
Recommended by Department Head-approved by Village Manager.
Budget item. This category includes the following certifications:
Emergency Medical Technician (EMT)
Firefighter
Fire Inspector
Paramedic _
Police Officer
3) COMPENSATION:
a) Paragraph 2b through 2e. One time base salary increase of $1,000
per certification up to the maximum certification allowed in each
paragraph except paragraphs 2d and 2e, which are $~00 per
certification.
b) Paragraph f. One time base salary increase of $1.000 per
certification except for Firefighter and Paramedic certification.
One time base salary increase for Firefighter certification is
X2.000. One time base salary increase for Paramedic certification
is $2,000 if employee is already receiving EMT certification pay
and $3.000 if employee is not receiving EMT certification pay.
c j Salary Range Maximums. If an employee`s annual salary- exceeds
the salary range maximum, or the base salary increase for
certification vv-ould cause the employee's annual salary to exceed
the salan- range maximum, the employee's annual salary shall be
allowed to exceed the salary range maximum in order to receive
the entire certification pay amount as a one-time base salary
increase.
d) Payment of Base Salary• Increases. Employees are eligible to
receive certification and license pay as described above upon date
of hire (if certification has already been obtained), upon successful
passage.of the certification or license examination when permitted
by law to function in a certified capacity, or upon the effective date
of the certification or license.
e) Maintenance of Certification/Licenses. For certifications or
licenses that require renewal or CEU's, the employee is required to
meet the appropriate criteria and to have the certification or license
renewed. If the employee fails to renew the certification or
license, the certification pay amount will be removed from the
employee's base salary until such time as the certification or
license is renewed.
RESOLUTION 25-2004
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM BEACH,
FLORIDA, AMENDING SECTION 4.03, PAY RATES IN TRANSFER, PROMOTION OR
DE~~ivTIvN, AND SECTION 4.Od, CER T IFICATiON AND LICENSE PAY , GF THE
PERSONNEL RULES AND REGULATIONS OF THE VILLAGE OF NORTI-I PALM BEACH,
WHICH AMENDMENT IS ATTACHED AS EXHIBIT "A"; AND, PROVIDING FOR AN
EFFECTIVE DATE.
BE IT RESOLVED BY THE VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA:
Section 1. The Village Council of the Village of North Palm Beach, Florida, does hereby amend
Section 4.03, Pay Rates In Transfer, Promotion or Demotion, and Section 4.06, Certification and
License Pay, of the Personnel Rules and Kegulations of the Village of North Palm Beach, which
amendment is attached as Exhibit "A".
Section 2. This resolution shall take effect on April 14, 2004.
PASSED AND ADOPTED THIS 25th DAY OF MARCH, 2004.
/ 1
("Village Seal)
M YOR
ATTEST: C
VILLAGE CLERK
EXHIBIT "A"
4.03 Pay Rates in Transfer Promotion or Demotion•
If an employee is transferred, promoted or demoted, his rate of pay for the new position shall be
determined as foiiows:
a. If the rate of pay in the former class is less than the minimum rate established for the
class of the new position, the rate of pay shall be advanced to the minimum for the class,
or be increased by five (5) percent of the new range midpoint, whichever is greater.
b. If the rate of pay in the former class is more than the maximum rate established for the
new class, the pay rate shall be reduced to no more than the maximum rate established
for the new class.
c. If the rate of the former class falls within the new grade of pay, the pay rate shall remain
the same or be increased in accordance with Section 4.02 above in the case of transfer;
shall be increased by five (5) percent of the new range midpoint, not to exceed the
established budget, in the case of promotion and shall be adjusted to the rate of the new
grade, by decreasing the pay rate to the same position in the new pay range relative to
,~,, the midpoint, in case of demotion.
d. For promotions from a class without Paramedic certification to a class with Paramedic
certification, the pay rate shall be advanced to the new range minimum, shall be
increased by five (5) percent of the new range midpoint, or shall be increased by $3,000,
whichever is greater. Employees promoted to a Paramedic certified position who are
also receiving EMT certification pay shall have their EMT certification pay removed in
accordance with Section 4.06(d)(3)(a) of the Personnel Rules and Regulations.
4.06 CERTIFICATION AND LICENSE PAY:
a. Purpose: To provide incentive and compensation for obtaining and maintaining certain
recognized certifications and/or licenses which are required to perform particular tasks
normally associated with an employee's job responsibilities.
b. Policy: The Village of North Palm Beach recognizes that some employees must obtain
and maintain certain certifications and Iicenses from the State of Florida or other
organizations to perform particular tasks normally associated with an employee's job
responsibilities. The Village also recognizes that the possession and maintenance of
multiple certifications and licenses allows the Village greater flexibility in personnel
assignments.
c. Eligibility: Regular full-time and part-time employees of the Village who have obtained
certifications or licenses from the State of Florida or other organizations and
recommended for Certification and License Pay by their department head and approved
by the Village Manager as being necessary or beneficial to the Village.
d. The following categories and criteria are used in the determination of Certification Pay:
1) Gl
a)
b)
c)
d)
e)
3NERAL (Six types as follows):
As required by job description.
Not required by job description. Exam required.
Not required by job description. Periodic Continuing Education Units
(CEU) required.
Not required by job description. No Periodic CEU's required.
Not required by job description. Federal/State law requires
certification to perform a specific act.
Public Safety Certification
2) SPECIFIC REQUIREMENTS:
a) As required by job description, Required by job description because
required by State Statute. No additional pay above entry level. Exam
required. Periodic CEU required.
Exampie: Building Inspector
b) Not required by iob description. Exam required. Periodic CEU.
Must benefit the Village. Maximum of six per individual.
Recommended by Department Head-approved by Village Manager.
Budget item.
Example: Public Services
Building Inspector
Plumbing Inspector
2
Building Plans Examiner
~" Registered Professional Engineer
Example: Finance
CPA -State of Florida
CGFO -Florida Government Finance Officer Association
CGFM -Association of Government Accounting Managers
Example: Golf Course
Golf Course Superintendents of America Association
Example: Recreation
Leisure Professional -Florida Recreation & Parks Association
c) Not required by iob description Periodic Continuing Education Units
(CEU) required. No exam required Must benefit the Village.
Maximum three per individual. Recommended by Department Head-
approved by Village Manager. Budget item.
Example: Village Clerk
IIMC -International Institute of Municipal Clerks
d) Not required by iob description No Periodic CEU's required. Must
benefit the Village. Maximum one per individual. Recommended by
Department Head-approved by Village Manager. Budget item.
Example: Information Systems
.~. Microsoft Certified Product Specialist
e) Not required by iob description Federal/State laws re uire
certification to perform specific acts. Exam required. Re-qualify
periodically. Must benefit the Village. Maximum two per individual.
Recommended by Department Head-approved by Village Manager.
Budget item.
Example: Parks Employee
Mosquito Control Operator
Pesticide Operator
Example: Maintenance Technician
Building Air Conditioning Refrigerant Technician
~ Public Safety Certification. Either required by job description or additional to that
required by job description. Exam required. Periodic CEU required except for
Firefighter certification. Recommended by Department Head-approved by Village
Manager. Budget item. This category includes the following certifications:
Emergency Medical Technician (EMT)
Fire Inspector
3
3) COMPENSATION:
a) Paragraph 2b through 2f. One time base salary increase of $1,000 per certification up to
the maximum certification allowed in each paragraph except paragraphs 2d and 2e,
which are $500 per certification. If an employee receiving EMT certification pay is
promoted to a Paramedic position, the $1,000 EMT certification pay will be removed
from the employee's base salary.
b) Salary Range Maximums. If an employee's annual salary exceeds the salary range
maximum, or the base salary increase for certification would cause the employee's
annual salary to exceed the salary range maximum, the employee's annual salary shall be
allowed to exceed the salary range maximum in order to receive the entire certification
pay amount as a one-time base salary increase.
c) Payment of Base Salary Increases. Employees are eligible to receive certification and
license pay as described above upon date of hire (if certification has already been
obtained), upon successful passage of the certification or license examination when
permitted by law to function in a certified capacity, or upon the effective date of the
certification or license.
`,,,, d) Maintenance of Certification/Licenses. For certifications or licenses that require
renewal or CEU's, the employee is required to meet the appropriate criteria and to have
the certification or license renewed. If the employee fails to renew the certification or
license, the certification pay amount will be removed from the employee's base salary
until such time as the certification or license is renewed.
SECTION
4.07
RESOLUTION 59-2000
______
~~- A RESOLUTION OF THE VILLAGE COUNCIL OF T'HE VILLAGE OF NORTH
PALM BEACH, FLORIDA, AMENDING SECTION 4.07, LONGEVITY, OF THE
PERSONNEL RULES AND REGULATIONS OF THE VILLAGE ADOPTED BY
RESOLUTION 29-97, BY ADDING A CAPTION "REGULAR EMPLOYEES" TO
THE SECTION DEALING WITH LONGEVITY PAY FOR REGULAR
EMPLOYEES AND ADDING A SUBSECTION b THERETO TO PROVIDE A
POLICY FOR LONGEVITY PAY FOR PART-TIME EMPLOYEES OF T'HE
VILLAGE; AND, PROVIDING FOR AN EFFECTIVE DATE.
BE IT RESOLVED BY THE VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA:
Section 1. The Village Council of the Village of North Palm Beach, Florida, does
hereby amend Section 4.07, longevity, of the Personnel Rules and Regulations by adding a caption
"Regular Employees" to the section dealing with longevity pay for regular employees and by adding
a subsection b thereto to read as follows:
"4.0? LONGEVITY
a. Regular Employees: All regular employees employed at the time of
~,.. Adoption of these Personnel Rules and Regulations, and effective
October 1, 1997 shall have their current level of longevity pay
included in their base pay. Longevity credits will become an integral
Part of the Pay for Performance criteria outlined in Sections 12.00 through
12.03 of these regulations.
b Part-time Employees: Part-time employees shall receive a 2% salary
increase for longevity after 5 years of service with the Village and a
2% salary increase for longevity after 10 years of service with the
Village."
Section 2. This Resolution shall take effect October 1, 1999.
PASSED AND ADOPTED THIS 28th DAY OF SEPTEMBER, 2000.
{Village Seal) ,
MAYOR
,.,,.-. ATTEST: L;~/J'I
VILLAGE CLERK
~.Ol RECPL~IT~IENT, SELECTIt3N :~~D E~IPL0~~IENT
5.01.01 POLICY STATEMENTS•
It shall be the policy of the Village of North Palm Beach:
a. To attract and retain the best qualified employees meeting at least the
minimum requirements of each position as outlined in the position
classification plan.
b. To select employees based on suitability for a given position without regard
to race, color, creed, religion, sex, age, national origin, or disability.
5.01.02 FACTORS DETERMINIi iG EMPLOYMENT:
In deternuning the successful candidate far any appointment, the Village Manager
shall take into consideration but shall not be limited to, such factors as education,
training, experience, aptitude, knowledge, skills, abilities, physical fitness and
references.
5.01.03 AUTHORIZATION:
`Vhen a vacant position occurs or a new position is created, the department head
shall notify the Village l~lanager who shall determine: If proper budgetary
authorization e.Yists; the proper class to which the position belongs, and; the proper
method for filling the vacancy. tiVhenever possible, vacancies shall be filled in the
following order:
a. By promotion of an employee employed on a regular basis by the Village who
meets the qualifications necessary to adequately perform the duties of the
position.
b. From an appropriate layoff list, if such a list is in existence and the person
meets the criteria as set forth in 5.01.02. Furthermore, a layoff list and layoff
procedures will b_e in accordance with Section 15 of these Personnel Rules and
Regulations.
c. By a person not employed on a regular basis by the Village.
Zo
x.01.0-t E~"~LL~.-~TIO~:
:applications shall be made on forms provided by the ~•illage Manager which are to
be returned for review and evaluation. The evaluation process may consist of one
or any combination of the following methods: ability tests, achievement tests,
performance tests, ratings of experience and training, evaluation of daily tivork
performance, physical agility tests, work samples, physical examinations, or other
acceptable selection techniques. Any method(s) chosen shall evaluate only those
criteria necessary to perform adequately in the position. Every applicant must be
of sound health and have the physical and mental ability to perform the duties of the
position to ~r•hich the applicant seeks emplovment. Proof produced at any time to
the Village of physical disability or incapacity may be deemed sufficient cause to
exclude the applicant.
5.01.05 PRE-EMPLOYMENT iViEDICAL EXAMINATIONS:
All regular full-time applicants for positions must be required to complete a medical
examination which certifies physical ability to perform the duties assigned and
required. Arrangements for alI pre-employment medical examinations will be made
by the department head with a physician designated by theVillage.Such examinations
shall be conducted at Village expense.
5,01.06 FRAUDULENT CONDUCT, FALSE OR OiaiITTED STATEMENTS BY AN
APPLICAi~tT:
Fraudulent conduct of false or omitted statements by an applicant or by others with
the applicant's consent, in any application, shall be deemed cause for exclusion of
the applicant from consideration for the position or termination from Village
employment.
5.01.01 TERM OF APPLICANTS:
Applications for positions with the Village shall be active and considered by the
Village for a term of two (2) years from the date said application is filed. After the
expiration of rivo (2) years ,the application, if not renewed, shall be void and shall
not be considered by the Village and all records and correspondence pertaining to
the application may be disposed of in accordance with State lativ.
5.01.08 PROCEDURE FOR FILLING VACANCIES:
All vacancies shall be filled by the appointment of probationary or temporary
employees. Insofar as practicable, vacancies in higher job classes shall be filled by
promoting individuals from lower job classes and then from an appropriate layoff
list as described in Section 5.01.03 b. The Village iVianager shall make all
11
appointments of all ~~iilage employees (except for those positions subject to Village
Council appointment) subject to these regulations and ma_v delegate the selection of
employees to the department heads.
5.01.09 PROBATIONARY APPOIPiTI~fENTS:
The probationary period shall begin immediately upon appointment. An employee
shall be retained beyond the end of the probationary period and granted regular
status only if the department head affirms that the service of the employee has been
satisfactory and recommends to the Village ivlanager that the employee be given said
status.
5.01.10 TEMPORARY POSITIONS AND APPOL~iTitiIENTS:
A temporary position shall be one which is established and approved by the Village
vlanager and designated to be of shorter duration than six (~ months. No employee
may be retained in any temporary position longer than six (6) months. However,
the Village Manager may grant extensions due to extenuating circumstances up to
an additional six (6) months, not to exceed the established budget.
5.01.11 REGULAR FLZ,L-TLVIE POSITIONS:
A regular full-time position shall be one which is established in the budget and
designated to be continuous in nature. It may be part-time, but regularly scheduled,
in that it is established by the budget, designated as such by the Village l~ianager,
and filled with regular full-time or probationary employees.
5.01.12 TRr~\SFERS:
Transfers between departments shall be coordinated by the department heads
involved and approved by the Village i/Ianager.
5.01.13 SELECTION AND NOTIFICATION:
The Village vlanager or designee shall notify the candidate selected of the decision
in writing. The notification shall include the employment date, starting time, pay
and a listing of benefits. The Village l~ianager or designee shall also notify those not
selected.
5.01.14 EMPLOYMENT OATH:
All applicants who are selected for employment shall take an oath, prior to
employment, that he/she will uphold the Constitution of the United States and the
12
State of Florida and the Village Charter and Codes, as required b~~ the Village
Charter and the Florida Statutes.
13
5.02 A,VIERIC:~NS ~~'ITH DISABILITLES
5.02.01. PLRPOSE:
The purpose of this policy is to conform with the Americans with Disabilities Act (ADA) as
legislated by the U. S. Congress under Public La~v 101-336 and codified as 42 U.S.C. 12101-
12213. As such, the Village in the adoption of this policy assures that its employment practices,
policies and procedures do not discriminate against individuals with disabilities.
5.02.02 APPLICATION:
A qualified individual with a disability means an individual tivith a disability who:
a) Satisfies the requisite skill, experience, education and other job related
requirements of the position such individual holds or desires; and,
b) With or without reasonable accommodation can perform the essential functions
of the position.
5.02.03. ADA COORDL1tATOR:
._.-
The designated coordinator far all ADA issues for the Village of North Palm Beach is the
Village Manager or his designee.
.02.04 ACTION PLAN:
In order to adequately comply with all ADA requirements under Titles I. and II. as they apply
to employment provisions, the following issues will be addressed and complied tivith by the
Village of i~'orth Palm Beach no later than September 30, 1999.
a) Review of all job descriptions to determine when .they were last revised.
Accurately describe the essential functions and separate out the non-essential
functions. If the Village does not have formal written job descriptions for a
particular job, then a description will be created to meet the requirements of
Title I.
b) Review of the Village's job application form to assure that the EEO statement
mentions that the Village does not discriminate on the basis of disability.
Furthermore, assure that the application does not ask questions regarding
disabilities. All questions will be job related.
14
c) Revise th;: ~'ilGaQe's EEO statement to assure that the statement does not
discriminate on the basis of disability and assure that formats and media of
announcements are designed to notice individuals with different types of
disabilities that will have access to job announcements.
d) Revietiv all employment policies to be sure that they do not discriminate against
applicants or employees with disabilities, or their associates.
e) Determine the relevancy and necessity of medical exams required upon
placement of employment by a disabled person.
f) Review and update drug testing requirements to ensure compliance with the
EEOC and Department of Justice regulations.
g) The Village will examine and update existing leave policies and employee benefit
packages to ensure that they do not discriminate against disabled employees,
their relatives or their associates.
h) The Village will establish sensitivity or attitudinal awareness training sessions
for Village employees tivho may have direct contact with the general public and
job applicants. This training will include appropriate interviewing questions
and techniques for those employees who have hiring authority. -~
i) Develop guidelines for making reasonable accommodations to disabled
employees. Determine the appropriate accommodation and take into
consideration the provisions related to undue hardship.
15
~,~ 5.03 ADA GRIEVANCE PROCEDURE j~
5.03.01 PURPOSE:
This grievance procedure is specifically applicable for Americans with Disabilities Act (.ADA)
complaints. All other grievances will be processed under the Village's Grievance Procedure
in Section 14 of the Personnel Rules and Regulations.
5.03.02 STEPS -GRIEVANCE PROCEDURE:
STEP 1
An aggrieved employee will submit all complaints regarding access or alleged discrimination
in writing to his/her respective department director for resolution. A record of the complaint
and action taken will be maintained. A decision by the department director will be rendered
within fifteen (15) working days.
STEP 2
~-- If the complaint cannot be resolved to the satisfaction of the complainant by the department
director, it will be forwarded to the Village Manager within three (3) working days following
resolution in Step 1. The Village Manager will have ten (IO) working days to respond to the
complaint. If the complaint cannot be resolved to the satisfaction of the complainant by the
Village Manager, it will be forwarded to an ADA Compliance Committee composed of a
representative appointed by the Village ivlanager, a representative appointed by the
complainant and a third representative appointed, by mutual agreement by the hvo
representatives appointed by the Village Itilanager and the complainant.
STEP 3
The committee will establish ground rules and procedures for hearing complaints, requests
or suggestions from the complainant regarding access to and participation in public facilities,
services, activities and functions in the community. The committee is directed to hear such
complaints in public, following due public notice. The committee will meet and issue a written
decision within thirty (30) days of the public notice. The public notice will be posted within
five (5) working days following the establishment of the committee. All proceedings of the
committee will be recorded and records of the committee will be subject to the Florida Public
Records Law.
16
STEP -i
If the complaint cannot be resolved to the complainant's satisfaction by~ the committee, the
complaint will be heard by the Village Council. An open, public meeting of the Council will
precede any action taken by the Council. A determination must be made within thirty (30)
days of the matter being referred to the Village Council. The decision of the Village Council
will be final.
x.03.03 RECORDS:
~ record of action taken on each request or complaint must be maintained as part of the
public records at each level of the grievance process.
5.03.04 OTHER REMEDIES:
The individuals right to prompt and equitable resolution of the complaint must not be
impaired by his/her pursuit of other remedies such as filing of a complaint with the U.S.
Department of Justice or any other appropriate Federal agency. Furthermore, the filing of
a lawsuit in State or Federal District Court can occur at any time. The use of this grievance
procedure is not apre-requisite to the pursuit of other remedies.
17
6. PROBATIONARY PERIODS ;)
6.01 OBJECTIVE:
The probationary or working test period shall be regarding as an extension of the
evaluation process and shall be utilized by supervisors and department heads for
closely observing the employee's work, and for rejecting any employee whose
performance does not meet the required work standards.
6.02. DU1Z.~TION:
Every person appointed, promoted or transferred to a regular vacant position shall
be required to successfully complete a probationary period. The probationary
period shall begin immediately upon appointment and shall continue as follows:
a. All department heads -one hundred eighty (130) calendar days;
b. Other employees -ninety (90) calendar days;
Due to extenuating circumstances, the probationary period may be extended or
V
shortened based upon the individual's performance as recommended by Department
Heads and approved by the Village Manager.
c. All Public Safety Personnel -three hundred and si~cty-five (36~ calendar
days.
6.03 EVALUATION OF PERFOR.i'~1A:tiCE:
The employee's supervisor shall prepare probationary reports as required by the
Village Manager.
6.04 TERitiiI~i 1ATION:
With the approval of the Village Manager, the department head may terminate the
probationary employee anytime during the probationary period if in the department
head's opinion the working test indicates that the employee is unable or unwilling
to perform the duties of the position satisfactorily ar that hisJher habits and
dependability do not merit continuance in the position.
18
7. HOURS OF WORK
I
'7.01 HOL"I2S OF WORK:
The scheduled number of work hours per week by department is normally 40 hours;
however, weekly hours for specific job classifications may vary as determined in
accordance with each department's needs and operations:
7.02 LL~TCH PERIODS:
The lunch period shall begin and end at the employee's assigned work area.
Department heads are responsible for scheduling lunch periods that do not interfere
with work requirements. The regular lunch period shall not be part of the
compensated workday, except for Public Safety personnel.
7.03 CALL BACK
An included employee required to work on off hours due to an emergency or other
urgent situation, shall be paid for the actual time worked or a minimum of two (2)
hours, whichever is greater.
19
OVERTLI~IE
8.01 GE~,~R:~L POLICY:
Department heads are responsible for scheduling the work in their departments in
order to minimize overtime. Overtime may be authorized by department heads
when emergencies arise; however, all other overtime shall be authorized by the
Village iVianager. Due to their twenty-four hour shifts, the Fublic Safety
Department shall be authorized overtime by the Public Safety Director on a non-
emergency basis within budgetary limitations.
8.02 HOU-RI,Y EiViPLOYEES:
Overtime shall be compensated to hourly employees at one and one-half (1 ~h) times
the hourly rate for all hours worked in excess of forty (40) hours per week. Upon
prior approval of the department head and/or the Village Manager they may receive
compensatory time off for any work performed in excess of the regularly scheduled
hours in a normal work week at one and one-half (1'/z) hours for every hour for
overtime hours worked. Annual leave and holidays shall count as hours worked for
,,,_,, the purpose of computing overtime. Sick leave shall not count as time worked when
computing overtime.
8.03 SALARIED EMPLOYEES:
Upon prior approval of the Village vlanager, salaried employees may receive
compensatory time off.However, department heads shall not receive compensatory
time off when they are required to attend meetings of Village Council or Village
Boards.
8.04 COMPENSATORY TIME:
Compensatory time shall accrue to no more than twenty-four (24) hours, and applies
to both hourly and salaried employees. Unused accrued compensatory time shall be
paid upon termination of employment, not to exceed twenty-four {24) hours.
Za
RESOZUTZON goo-Zoos
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM BEACH,
FLORIDA, AMENDING THE PROBATIONARY PERIODS CHAPTER OF THE PERSOI~TNEL
RULES AND REGULATIONS OF THE VILLAGE OF NORTH PALM BEACH; AND,
PROVIDING FOR AN EFFECTIVE DATE.
BE IT RESOLVED BY THE VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA:
Section 1. Chapter 6. Probationary Periods of the Village of North Palm Beach Personnel Rules and
Regulations is hereby amended to read as follows:
"6.02 DURATION;
Every person appointed, promoted or transferred to a regular vacant position shall be
required to successfully complete a probationary period. The probationary period shall
begin immediately upon appointment and shall continue as follows:
a. A11 department heads -one hundred eighty (180) calendar days;
b. Other employees -one hundred eighty (1$0) calendar days;
Due to extenuating circumstances, the probationary period may be extended or shortened
based upon the individual's performance as recommended by Department Heads and
approved by the Village Manager.
c. All Public Safety Personnel -three hundred and sixty-five {365}
calendar days."
Section 2. All Resolutions or parts of Resolutions in conflict herewith are hereby repealed.
Section 3. This resolution shall take effect immediately upon its adoption.
PASSED AND ADOPTED THIS 1st DAY OF NOVEMBER, 2005.
(Village Seal) ~~ ~~~~ ~
MAC
ATTEST: ~~~~~~~Gar. ~_-e~~i?~~
VILLAGE CLERK
SECTION
8.01
8.02
8.03
RESOLUTION 56-2003
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM,
FLORIDA, AMENDING SECTION 8, OVERTIME, OF THE PERSON?+IEL RULES AND
REGULATIONS OF THE VILLAGE, WHICH AMENDMENT' IS SET FORTI-I IN EXHIBIT
"A" AND RELATES TO OVERTIME AND COMPENSATORY TIME FOR HOURLY
EMPLOYEES OF THE VILLAGE; AND, PROVIDING FOR AN EFFECTIVE DATE.
BE IT RESOLVED BY THE VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA:
Section 1. The Village Counci] of the Village of Norih_ Palm Beach, Florida, does hereby
amend Section 8, Overtime, of the Personal Rules and Regulations of the Village; which
Amendment is set forth in Exhibit "A" and relates to overtime and compensatory time for hourly
employees of the Village.
Section 2. This resolution shall take effect immediately upon its adoption.
PASSED AND ADOPTED THIS 9th DAY OF OCTOBER, 2003.
(Village Seal)
ATTEST:
VILLAGE CLERK
8. OVERTIM~
8.01 GENERAL POLICY:
Department heads are responsible for scheduling the work in their departments in
order to minimize overtime. Overtime shall be authorized by the Village Manager
or_Department Heads.
8.02 HOURLY EMPLOYEES:
Overtime shall be compensated to hourly employees at one and one-half (1'/2) times
the hourly rate for all hours worked in excess of forty (40) hours per week. Upon
prior approval of the Department Head or the Village Planager they may receive
compensatory time off for any work performed in excess of the regularly scheduled
hours in a normal work week at one and one-half (l'/Z) hours for every hour for
overtime hours worked. Annual leave and holidays shall count as hours worked for
the purpose of computing overtime. Sick leave shall not count as time worked when
computing overtime.
~-- 8.03 COMPENSATORY TIME:
Compensatory time for hourly employees shall accrue to no more than sixty (60)
hours. Unused accrued compensatory time shall be paid upon termination of
employment, not to exceed sixty (60) hours.
9.01 F:~`i1LY ~,..~D ~1EDIC.~L LE~,'~'E
9.01.01. Pt,12POSE:
The purpose of the Family and Medical Leave Policy is to implement the Family and
l~ledical Leave Act (FNiLA) that was signed into law on February ~, 1993. The Fiti1LA
provides eligible employees up to twelve weeks of unpaid leave during any twelve month
period. The leave can be taken for one or more of the following reasons:
a. Because of the birth of a son or daughter of the employee and in order to
care for that child.
b. Because of the placement of a son or daughter with the employee for adoption
or foster care.
c. In order to care for the spouse, child or parent of the employee, if such
spouse, child or parent has a serious health condition.
d. Because of a serious health condition that makes the employee unable to
perform the functions of histher position.
9.01.02 DEFL\TITIONS:
Eligible employee: In order to be eligible for the FI~ILA leave, employees must meet both
of the following criteria:
a. An employee must have worked for the employer for at least ttivelve (12),
non-consecutive months before the first day of leave begins;
and
b. An employee must have worked at least 1,250 hours during the previous
twelve (12) month period.
c. The criteria set forth in this Paragraph II for qualification by an employee
for family and medical leave is not intended nor shall it be construed to
confer other benefits upon such employee that are set forth in the Personnel
Rules and Regulations.
9.01.03 POLICY:
a. BEFORE LEAVE BEGINS:
Notification of employee's leave
21
In the case of the birth, adoption or placement of a child, or in the case of
a foreseeable medical condition, the employee must notify their respective
department head, in «Titing, as soon as possible, but no less than thirty (30)
days before the date the employee's leave is scheduled to begin.
If for some reason the employee must take leave and cannot notify the
department head within the appropriate time, they are required to report as
soon as possible to the department head to explain the circumstances and
situation.
Written notification must be received before all family and medical leaves are
taken.
1. Paid and unpaid Leave
The Village requires the employee to exhaust all of the employee's accrued
vacation, sick leave, comp time and any other personal Leave, prior to taking
any part of the approved family or medical leave.
2. Certification for employee's leave
a) All eligible employee's who request a medical leave as outlined above
must present certification from their health care provider or the health
care provider of the family member in question. The certification must
be presented before leave can be approved.
b) The certification must contain the following information:
1) The date on which the serious health condition began; and
2) The probable duration of the condition; and
3) All appropriate medical facts regarding the condition; and
4) If the leave is for the employee's serious health condition, the
employee's health care provider must state that the employee
is unable to perform his/her respective job duties;
or
5) If the leave is for the serious health condition of a family
member, the family member's health care provider must state
-- that the employee is needed to care for that family member.
22
ci The Villa~z can, at its o«~n expense, require a second opinion concerning a
serious medical condition. If the two opinions conflict, the Village can, at its
own expense, require a third and binding opinion.
b. DL'RLtiG THE Ei/iPLOYEE'S LEAVE:
1. Health and benefits
During the employee's approved leave, the employee will maintain all benefits
including group health coverage, pension, etc., but the employee must
continue to make any co-payments that helshe now makes. Failure to make
these co-payments will jeopardize the employee's health coverage.
However, the employee will not accrue seniority or other employment
benefits, including paid vacation leave, medical leave, etc.
2. Recertification
During the employee's approved leave, the Village may require, for a time
not to exceed six (6) months, at its own expense, that a serious medical
condition be recertified.
3. Regular contact with the Village
During the employee's approved leave, the employee is responsible to keep
in contact with the Village on a regular basis. For leaves of more than thirty
(30) days, the employee should contact the Village at least one time every
week and let the Village know of the employee's status and when the
employee plans to return to work.
Regular contact is necessary during the employee's approved leave to help
ensure all appropriate insurance coverage is in order, benefits are
maintained, etc.
c. RETURNING TO WORK•
1. Necessary notification of employee's return
Before returning to work from the employee's approved leave, he/she must
contact the Village. At least seven calendar days before the employee plans
to return to work, the employee must contact the Village or department head
and let them know when they intend to return to work.
23
1
1
\otitication is necessary before the ernplo~~ee returns to help ensure that the
emplo~-ee is reactivated on the payroll system as soon as possible.
Failure to return to work following an authorized leave will subject the
employee to disciplinary action in accordance with the Village's normal
policies.
2. Certification of the employee's return
Before returning to work from the employee's approved medical leave, the
employee must present certification from their health care provider that
he/she is able to return to their respective job duties. This certification must
be presented before the employee's return to work can be approved.
3. The employee's position upon return
When the employee returns to work from their approved leave, the employee
will be able to return to their same position or an equivalent position. The
Village will not guaranty the employee's position or an equivalent position if
their leave e.~ctends past twelve (12) weeks.
4. If the employee decides not to return
a) If the employee does not return from the approved leave, the Village
shall require the employee to reimburse the Village for its portion of
their health coverage premium that was paid for the employee under the
group health plan during the employee's leave.
b) Exceptions:
The Village will not require the employee to reimburse the Village for
maintaining coverage if the employee does not return for one of the
following reasons:
1) If the leave is for the employee's serious health condition and the
employee was unable to return to tivork because of the
continuation, recurrence or onset of the condition.
or
2) If the leave is for the serious health condition of a family member
and the employee was unable to return to work because he/she was
still needed to care for that family member.
24
Certification: If the employee does not return from their appro~-ed leati•e
because of one of the taco reasons just stated above, the employee must
present certification from his/her health care provider or the health care
provider of the family member in question. This certification must be
presented as soon as possible, but no later than fifteen (15) days after the
last day of the employee's scheduled leave.
The certification must contain the following information:
3) If the leave is for the employee's serious health condition, the
certification must include a statement that the employee is unable
to perform the functions of hislher position on the date the
employee's approved leave expired.
4) If the leave is for the serious health condition of a family member,
the certification must include a statement that the employee is
needed to care for that family member on the date that the
employee's approved leave expired.
9.01.04 FOR.l~IS FOR THE FAi~iILY AND MEDICAL LEAVE POLICY:
The forms for Family and Medical Leave are to be used in application and other various
_..~
actions for the Family and Medical Leave Policy and are attached as Appendix I:
25
(~ 9.~}? OTI-i~ER LE:~VE POLICIES ~~~
9.02.01 VACATIONS:
a. General
1. The Village determines and schedules the vacation period of each
employee eligible for a vacation. Consideration is given where possible
to the preference of the employee as to the time of his or her vacation.
2. No one shall take a vacation of such length as to jeopardize the
effectiveness of the duties of that position. The Department Head and/or
the Village Manager shall determine, based on the conditions specific to
the period sought for the vacation, whether or not the length of the
vacation is appropriate. If deemed inappropriate, the Department Head
and/or the Village vianager may limit the length of anv given vacation
request.
b. Eligibility Requirements
In order to be eligible for avacation, afull-time employee shall have been
continuously and actively employed by the Village. Set forth below are
specific rules to be used in determining eligibility far vacations, which
implement this general rule:
1. New employees shall accrue vacation days at the rate of ten (10) days
per year and shall receive the accrued vacation days prorated as of
October 1 following the date of hire.
2. After one (1) year, but less than seven {7) years of continuous service,
employees shall receive ten (10) vacation days as of the following October
1.
3. After seven ('n years of continuous service, but less than twelve (12)
years of continuous service, employees shall receive fifteen (1 ~ vacation
days as of the following October 1.
4. After completion of twelve (12) years of continuous service employees
shall receive twenty {20) vacation days as of the following October 1.
20
c. In computing ~•acation time, holidays or reular day s off immediately
preceding the commencement of, falling within or follo«.in~ the termination
of an employee's vacation shall be etcluded.
d. If an employee voluntarily resigns or is terminated during the course of his
employment, or in the event of death, he or his heirs shall be entitled to an
immediate lump sum payment for all vacation time earned and accrued at the
employee's last rate of pay. However, this section does not apply to an
employee who voluntarily resigns during his probationary period.
e. Vacation schedule shall be approved by the department head.
f. Earned annual leave must be used during the fiscal year in which it is
eligible to be taken, or it may be carried to the following fiscal year and must
be used during that fiscal year or it is lost.
9.02.02 PERSONAL LEAVE WITHOUT PAY•
The Village iVianager may authorize Regular Employees in regular full-time positions
to be absent without pay for a period not to exceed one hundred eighty (180) days.
Such requests must first have the approval of the affected department head. Such
leave shall be for candidacy for elected office, voluntary military service, education
or training that will benefit the Village or other substantial reason. Employment
shall be automatically terminated at the end of approved leave if the employee does
not return to work. Employees shall request such leaves in advance of the date so
desired. The best interest of the Village shall be the primary consideration in
granting a personal Ieave without pay. In no instances shall an employee be granted
a personal leave without pay if he/she can use accumulated paid leave. Health
insurance and/or other fringe benefits may be continued at the employee's o~vn
expense during said unpaid leave.
9.02.03 HOLIDAYS:
The following calendar days and such other days as the Village Council may
designate are deemed holidays with time off with full pay to all employees in regular
positions. If the holiday falls on a Saturday, the previous I~`riday shall be designated
as the official holiday and if the holiday falls on a Sunday, the foilo~ving Monday
shall be designated as the official holiday. All official holidays shall be considered
to commence at the beginning of the first shift on the day on which the holiday is
observed and continue for twenty-four (24) hours thereafter.
27
Holidays
\ew Year's Day
Memorial Dav
Independence Day
Labor Day
Veterans' Day
Thanksgiving Day
Friday after Thanksgiving
Christmas Eve Day
Christmas Day
One other duly recognized holiday as determined by each
Department
Regular employees shall receive pay for official holidays at their normal rate of pay;
provided they are in pay status the last regular shift to which they would have been
assigned prior to the holiday and the first regular shift to which they would have
been assigned following the holiday.
9.02.04 SICK LEAVE
a. The basic sick leave policy of the Village shall be to earn one (1) day of sick
leave for each month of employment.
b. All regular full-time employees are eligible to earn one (I) day of sick leave
per month of employment . All regular full-time employees who work less
than a full rnanth due to separation during the month or leave of absence
without pay, shall not earn sick leave credits for that month.
c. Employees taking sick leave shall be compensated at their straight time
hourly rate of pay for the time off work. Sick leave shall continue to accrue
during periods of authorized absence on which the employee is in active pay
status. An employee. may accrue an unlimited number of sick days for uses
in the event he or she is sick. However, an employee terminated for
misconduct or cause shall not be entitled to receive accumulated sick leave
pay. Regular employees shall receive, upon voluntary termination, retirement
or death, while in the service of the Village, a sick leave payment of fifty
percent (50%) of the unused, accrued sick leave days, not to exceed thirty
(30) days total.
28
d. Uses of sick lea~~e shall not be authorized prior to the time it is earned and
credited to the emplo~~ee and shall only be used «~ith the appro~~al of the
department head for the follo~~~in' reasons:
1. Employee's personal illness.
2. 1ledical or health treatment which is necessary during working hours.
3. Quarantine due to exposure to contagious disease.
4. In connection with workers' compensation (see 10.01.04).
5. Pregnancy and maternity of employee.
6. When required to personally attend to an immediate family member
.residing in the employee's home who is seriously ill.
e. An employee incapacitated and unable to work shall notify the immediate
supervisor no later than thirty (30) minutes after the scheduled reporting
time, or before the start of the scheduled shift for Public Safety employees,
giving reason for absence and expected period of absence. This procedure
shall be followed for each day the employee is unable to work unless prior
approval is given by the department head. The department head shall
determine to his/her satisfaction that an employee vas actually too ill to
work. Also, the department head shall:
1. Investigate suspected abuse of sick leave privileges.
.~,.
2. After three (3) consecutive workdays of absence, require a medical
certification of the employee's illness before authorization of any
additional sick leave by the employee.
3. After ten (10) consecutive workdays of absence, require the employee to
submit to the Village a medical certification from the attending physician
before any additional use of sick leave can be authorized for the
employee. If the employee continues to be absent, the department head
shall require further medical certification for each thirty (30) consecutive
days of absence, unless the department head has .personal knowledge that
the employee is hospitalized and unable to return to work. Such medical
certification must state that the employee is unable to perform the
regularly assigned duties and sick leave is to be authorized by the
department head.
4. If a medical certification furnished by the employee is questionable,
require the employee to submit to a medical examination which shall be
paid for by the Village. Based on this medical examination, the
department head shall:
29
^ not approti~e further use of sick leave if the employee is e~~atuated as
fit for ti~ orl:.
^ allow the employee to use accrued sick leave until all sick leave has
been used or until the employee is able to return to work (whichever
occurs first) if the employee is evaluated as unfit for work.
f. An employee who, upon the request by the department head, refuses to
comply with these rules shall not be eligible to use accrued sick leave.
g. Abuse of sick leave privileges or a false claim for sick leave shall be
considered sufficient cause for dismissal. Abuse of sick leave shall include,
but not be limited to, an employee taking sick leave as it is earned or
establishing a pattern of taking certain days off without any medical basis.
h. Should a holiday occur during an employee's sickness, the sick day shall be
charged as a holiday.
i. An employee who has less than six (b} months of service with the Village and
separates from the Village for any reason, shall forfeit all unused sick Ieave
credits.
._., j. Sick leave payment for deceased employees shall be remitted to the estate of
the deceased.
k. A sick leave pool shall be established on a volunteer basis to allow regular
full-time employees who have used up all their sick leave, compensatory and
vacation Ieave to draw, or use, up to thirty (30) days sick pay subject to the
recommendation of the respective department head and the approval of
Village il~lanager.
1. The availability of "usable days" in the pool is determined by the sick
leave time donated by other employees.
9.02.05 BEREAVEMENT LEAVE:
Regular full-time employees are entitled to a maximum of three (3) days of leave
with pay for a death (or a critical illness in which death appears to be imminent) in
the family which is defined as: father, mother, son, daughter, brother, sister, uncle,
aunt, first cousin, nephew, niece, husband, wife, father-in-law, mother-in-law, Bon-
in-law, daughter-in-law, brother-in-la~v, sister-in-law, step-father, step-mother, step-
son, step-daughter, step-brother, step-sister, half-brother, or half-sister. Any
30
~dditionai time which may be granted shall be at the discretion of the Village
Manager.
9.02.Oh `IEDICAL LEA~^E `~'1THOliT PAY:
A medical leave without pay, up to one year, may be granted by the Village
Manager to an employee in a regular full-time position who is unable to perform the
duties of his/her position because of a physical or mental illness, injury or drug
dependency, and if the employee has exhausted his/her accumulated sick and annual
leave or is ineligible to use such sick or annual leave. In order to be eligible for
such leave, the employee must submit a statement from medical authority approved
or designated by the Village >vianager. Such statement much include a definition of
the illness or disability, a justification as to why the employee is unable to perform
the duties of his/her position, and an expected date of return to work. The Village
Manager may require that the employee provide a medical certificate stating that
he/she is able to perform the duties of the position to which he/she will return.
9.02.07 JURY DUTY OTHER LEG 4L DUTIES
a. Employees who are summoned to jury duty by a court of competent
jurisdiction will be granted time off «zth pay. Any employee who is released
from jury duty and has more than half a normally scheduled workday
remaining, shall report to work as soon after release aspossible. -'
b. Employees shall be granted leave with pay for appearance before a court,
legislative committee or other body as a witness in a proceeding involving the
federal government, State of Florida, or a political subdivision thereof in
response to a subpoena or direction by a proper authority if such attendance
is in connection with the employee's official duties. Such leave shall be
approved by the Village Manager.
9.02.08 MEETINGS. CONFERENCES OR CONVENTIONS:
Regular full-time employees may attend conferences, conventions, training programs
or other meetings if such attendance is in connection with the employee's official
duties. In all cases the best interest of the Village shall prevail in granting such
leaves. The department heads shall approve such leaves and shall notify the Village
iYianager of the leave. The Village Manager may authorize travel time andlor
ejcpenses necessary to attend such meetings. Probationary employees may be sent for
required certified training courses upon approval of the Department Head and the
Village ivlanager.
31
9.0?.09 ~IILIT~RI' LEAVES:
a. Annual i~iilitary Leave
The Village will grant a military leave of absence to any employee presenting
proper orders calling him/her to temporary active duty for training purposes
with a reserve unit of the United States Army, Navy, Marines, Air Force,
Coast Guard or National Guard Unit for a period not exceeding seventeen
(1?~ working days in any one (1) calendar year. Regular full-time employees
are entitled to annual military leave without loss of pay from the Village.
The' employee shall be required to submit a copy of orders or statement from
the appropriate military commander as evidence of such duty to the
department head. The orders or statement must be sent to the Village
Manager at least ten (10) days in advance of scheduled date of departure for
proper approval for military leave of absence.
b. Inactive Duty Training
An employee who is a member of an Armed Farces Reserve Unit or the
National Guard shall be excused from work without pay to attend evening or
weekend military training which conflicts with the employee's work schedule
,...
as required. Evidence of membership in the applicable organization shall be
provided to the department head.
c. Recall to Active itililitary Duty
Any regular full-time employee ~vho is a member of an Armed Forces
Reserve Unit or the National Guard, who is ordered to active duty to fulfill
his/her grimary or an emergency military obligation, will be granted a
military leave of absence without pay for this period of time.
d. Induction or Enlistment into Military Service
Any regular full-time employee who enlists or is inducted into the armed
services for active duty, shall be granted a military leave of absence without
pay for the initial period of enlistment. All monies due the employee (i.e.
sick, vacation, holiday time, etc.) shall be paid at the time of his/her leaving
Village employment to enter active military service.
e. Reinstatement from Military Service
1. Upon termination from active military service, an employee who wishes
_.., to return to Village employment shall be eligible for reinstatement or
32
reemployment «ithin one year after date of separation from the military
service pursuant to Chapter 29~, Florida Statutes. An employee
requesting reinstatement with the Village shall submit to a medical
examination to establish the fact that he/she is physically and mentally
capable of performing the duties of his/her position.
2. An employee returning to Village employment in his/her position shall
start at the salary he/she would have received, including all adjustments,
had he/she remained continuously in the service of the Village instead of
entering the armed services.
3. If the position vacated by an employee who entered the military service
is reclassified or retitled during his/her period of military service, such
employee shall be entitled to be reinstated in the new or revised position,
unless the employee is not capable of satisfactorily performing the duties
of the position. If the former position has been abolished or if helshe is
incapable of satisfactorily performing the duties, the employee shall be
entitled to reinstatement in a position as nearly comparable as possible
in salary and duties to the position he/she vacated, providing vacancies
exist.
33
SECTION
9.02.01
RESOLUTION 25-2000
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM BEACH,
FLORIDA, AMENDING SECTION 9.02.01, VACATIONS, OF THE PERSONNEL RULES AND
REGULATIONS OF THE VILLAGE, WHICH AMENDMENT IS ATTACHED AS EXHIBIT "A"
AND REQUIRES VACATION TIME TO ACCRUE ON A WEEKLY BASIS EFFECTIVE
OCTOBER 1, 1999; PROVIDING FOR AN EFFECTIVE DATE.
BE IT RESOLVED BY THE VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA:
Section 1. The Village Council of the Village of North Palm Beach, Florida, does hereby amend
Section 9.02.01, Vacations, of the Personnel Rules and Regulations of the Village, as set forth in
E~chibit "A" attached, which amendment requires vacation time to accrue on a weekly basis effective
October 1, 1999.
~.
Section 2. This resolution shall take effect immediately upon its adoption.
PASSED AND ADOPTED THIS 23rd DAY OF MARCH, 2000.
(Village Seal)
ATTEST:
VILLAGE CLERK
MAYOR \
ATTACHMENT A
9.02.01 VACATIONS
a.
b.
General
1. The Village determines and schedules the vacation period of each
employee eligible for a vacation. Consideration is given where
possible to the preference of the employee as to the time of his or her
vacation.
2. No one shall take a vacation of such length as to jeopardize the
effectiveness of the duties of that position. The Department Head
andlor the Village Manager shall determine, based on the conditions
specific to the period sought for the vacation, whether or not the
length of the vacation is appropriate. If deemed inappropriate, the
Department Head and/or the Village Manager may limit the length of
any given vacation request.
Eligibility Requirements
Vacation days accrue, but may not be taken during the employee's
probationary period. All full-time personnel who have completed their
probationary period shall be entitled to take vacation with pay in accordance
with the following accrual schedule:
0 but less than ?years
7 but less that 12 years
12 years and over
10 days (80 hours)
15 days (120 hours)
20 days (160 hours)
Vacation shall be computed during the probationary period`of probationary
employees, but vacation cannot be taken until the probationary period is
completed.
c. In the event a paid holiday should occur during an employee's vacation
period, the employee's vacation time shall not be credited against the paid
holiday. Employment terminated without cause, or by layoff, or by
retirement, illness or injury, shall not affect payment of earned vacation
time. An employee shall not lose his vacation with pay if incapacitated due to
an injury or illness incurred in the line of duty. The vacation time shall be
reassigned upon return to duty. If employment is terminated by death, the
estate of the employee shall receive payment for the earned vacation time.
d. Vacation time shall be credited and reported per pay period to indicate hours
accrued, less hours taken, reflecting net vacation hours available per pay
period.
e. Vacation schedules shall be approved by the Department Head.
f. The maximum number of vacation days an employee may accrue is the
unused days accrued during the employee's previous two year period. Any
employee other than an employee who is discharged for cause, who
voluntarily terminates, retires or dies while employed by the Village shall
receive payment equal to 100% of the unused days of vacation accrued
during the two year period prior to termination, retirement, or death.
SECTION
9.02.03
RESOLUTION 43-2002
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM
BEACH, FLORIDA, AMENDING SECTION 9.02.03, HOLIDAYS, OF THE PERSONNEL
RULES AND REGULATIONS OF THE VILLAGE OF NORTH PALM BEACH, WHICH
AMENDMENT IS ATTACHED AS EXHIBIT "A"; AND, PROVIDING FOR AN EFFECTIVE
DATE.
BE IT RESOLVED BY THE VILLAGE COUNCIL OF NORTH PALI~1 BEACH, FLORIDA:
Section 1. The Village Council of the Village of North Palm Beach, Florida, does hereby amend
Section 9.02.03, Holidays, of the Personnel Rules and Regulations of the Village of North Palm
Beach. ~tihich amendment is attached as Exhibit "A".
Section 3. This resolution shall take effect on August I, 2002.
PASSED AND ADOPTED THIS 11th DAY OF JULY, 2002.
LVi?lage Seal1
ATTEST:
VILLAGE CLERK
EXHIBIT A
9.02.03 HOLIDAYS:
The following calendar days and such other days as the Village
Council may designate are deemed holidays with time off with full
pay to all employees in regular positions. If the holiday falls on a
Saturday, the previous Friday shall be designated as the official
holiday and if the holiday falls on a Sunday, the following Monday
shall be designated as the official holiday. All official holidays
shall be considered to commence at the beginning of the first shift
on the day on which the- holiday is observed and continue for
twenty-four (24) hours thereafter.
Holidays
New Year's Day
Martin Luther Kind Day
President's Dav
Memorial Day
Independence Day
Labor Dav
Veterans' Day
Thanksgiving Day
Friday after Thanksgiving
Christmas Eve Day
Christmas Day
Regular employees shall receive pay for official holidays at their
normal rate of pay; provided they are in pay status the last
regular shift to which they would have been assigned prior to the
holiday and the first regular shift to which they would have been
assigned following the holiday.
F~IESOLUTION 2p07-19
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH
PALM BEACH, FLORIDA, AMENDING SECTION 9.02.01, "VACATIONS," OF THE
~-~ VILLAGE PERSOI`~tNEL RULES AND REGULATIONS TO MODIFY THE
VACATION ACCRUAL SCHEDULE AND TO CLARIFY THE CIRCUMSTANCES
UNDER WHICH AN EMPLOYEE IS PAID FOR EARNED VACATION TIME UPON
SEPARATION FROM EMPLOYMENT; PROVIDING FOR CONFLICTS; AND
PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the Village Council wishes to amend the Village's Personnel Rules and Regulations to
provide the general employees with an abbreviated vacation accrual schedule to match the accrual
schedule set forth in the new collective bargaining agreements with the Pahn Beach County Police
Benevolent Association, the Professional Firefighters of Palm Beach County, Local 2928, IAFF, and the
Federation of Public Employees, a Division of the National Federation of Public and Private Employees,
AFL-CIO and to allow employees to take vacation a$er the first ninety days of their probationary period; and
WHEREAS, the Village Council further wishes to further clarify the circumstances under which
employees are paid for earned vacation time upon separation from employment with the Village.
NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF NORTH PALM BEACH,
FLORIDA as follows:
Section 1. Section 9.02.01, "Vacations," of the Village of North Palm Beach Personnel Rules and
Regulations is hereby amended to read as follows:
"9.02.01 VACATIONS
a. General
1. The Village determines and schedules the vacation period ox" each employee
eligible far a vacation. Consideration is given where possible to the preference of
the employee as to the time of his or her vacation.
2. No one shall take a vacation of such length as to jeopardize the effectiveness of the
duties of that position. The Department Head and/or the Village Manager shall
determine, based on the conditions specific to the period sought for the vacation,
whether ar not the length of the vacation is annr~nriate. I f deemed ir~annrnnriate;
the Department Head and/or the Village Manager may limit the length of any given
vacation request.
b. Eligibility Requirements:
Vacation days accrue, but may not be taken during the first ninety (y0) days of the
employee's probationary period. All full-time personnel who have completed the first
ninety (90) days of their probationary p~-iod sal-'~° ~^*:*'~a *^ may take vacation. with
``~' pay in accordance with the following accrual schedule:
9-1~t Less than ~ 6 years 10 days (80 hours)
~ 6 but less that ~ 10 years 1 S days (120 hours)
~ 10 years and over 20 days (160 hours)
c. In the event a paid holiday should occur during an employee's vacation period, the
employee's vacation time shall not be credited against the paid holiday. €ley~
+°,...,•.,.,+°a ..;+k,.,,+ „ °s ^ ~~.f~e~y-z-°~-emerrt;- i-Ik~PS~e ~ k » ~
.,..°.,+ ^~ °,,,.., ,~ .,,,,.,,+<,.,, +;..,., An employee shall not lose his vacation with pay if
incapacitated due to an injury or illness incurred in the line of duty. The vacation time
shall be reassigned upon return to duty. pf e~ 1^ a. ;t .,, t°'-'M~~~* a '' a *h +h + +
`: Y .~~ i ' v. i.iuiutw
of t~"L~. i" °° "t, 11 ° + F tb, a •' a' -
--- Y"Y ., j`.~ uaauu r~cz" ,
d. Vacation time shall be credited and reported per pay period to indicate hours accrued, less
hours taken, reflecting net vacation hours available per pay period.
e. Vacation schedules shall be approved by the Department Head.
f. The maximum number of vacation days an employee may accrue is the unused days
accrued during the employee's previous two year period. Any employee atl3er-~~n
who voluntarily terminates, retires or dies shall
receive payment equal to 100% of the unused days of vacation accrued during the two year
period prior to termination, retirement, ar death. If employment is terminated b~death the
estate of the employee shall receive payment far the earned vacation time Any em~lo~e
who fails to complete hisfher probationary period, is terninated for cause, or fails to give
appropriate notice as outlined in Section 15 02 Res~natian, shall not receive payment for
earned vacation time. Exceptions maybe made far e~oyees unable to provide full
notice of resignation as recommended in writing. by the L7~artment Head and a~ raved by
the Village Manager."
Section 2. All resolutions or parts of resolutions in conflict herewith are hereby repealed to the extent
of such conflict.
Section 3. This Resolution shall be effective retroactive to October 1, 2006.
PASSED AND ADOPTED THIS 8"~ DAY OF FEBRUARY, 2007.
Village Seal
YOR
ATTEST:
VILLAGE CLERK
~) 9.03 SICK LEAVE REL1.IBURSEIiE~T II
9.03.01 PliRPOSE:
The purpose of the annual sick leave reimbursement policy is to establish guidelines and
criteria by which eligible employees may submit to the Village a reimbursement request for
certain levels of unused sick leave.
9.03.02 CRITERIA:
a) This policy is applicable only to those employees not covered by a collective
bargaining agreement.
b) In accordance with Section 9.02.04 Sick Leave, of the Personnel Rules and
Regulations, an employee can earn one (1) day of sick leave for each month of
employment. This is referred to as sick leave credits. In the defining and
implementation of this policy, all remaining aspects of Section 9.02.04 remain
in effect and take priority over this reimbursement policy.
,,~ c) When an employee accumulates four (4) years worth of sick leave credits (i.e.
48 days), they will have achieved the minimum threshold base making them
eligible for reimbursement.
d) Once the employee has reached the base, all hours accumulated above the base
are eligible for reimbursement by the Village.
e) Reimbursement by the Village will be on a ~0% basis whereby for every sick
day credit above the base held by the employee the Village will reimburse one-
half of that credit based on the employee's hourly wage rate.
~ The reimbursement will be strictly voluntary at the request of the employee.
The employee can only submit a request once per year during the month of
May. The Village will be obligated to reimburse the employee for its sick leave
credit request no later than November 30 of each year.
g) Once the employee has received reimbursement for the credit above the base,
the employee no longer possesses those sick leave credits, but loses them due to
the reimbursement of the credit. The base is not applicable to an employee
contributing to a sick leave pool as delineated in Section 9.02.04 If the employee
contributes sick leave days to a pool, or uses sick leave days for illness and their
overall total days/hours of sick leave drop below the base, they simply have to
34
earn sick Leave credits back until they meet the base to be eligible for reimbursement.
h. In the event an employee retires, dies, or voluntarily terminates from the
employment of the Viltage after May 1, the employee shall receive payment for
unused sick leave time equal to fifty percent (~0%) of the unused accrued sick
leave time, up to a maximum cap of thirty (30) days. Payment for deceased
employees shall be remitted to the estate of the deceased.
9.03.03. ?-.PPLICATIOti:
a) The Finance Director will be responsible for establishing a reimbursement form
and accounting for the base and other data necessary to financially administer
this program.
b) The employee will be required to sign a certificatelaffidavit confirming that the
reimbursement for the sick leave credits is final and will not be subject to the
grievance process.
35
SECTION
9.04
(New Section)
RESOLUTION 21-2000
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM
BEACH, FLORIDA, AMENDING THE PERSONNEL RULES AND REGULATIONS OF
THE VILLAGE BY ADDING A SECTION 9.04 THERETO TO PROVIDE A POLICY FOR
UNUSED VACATION REIMBURSEMENT FOR FULL-TIME EMPLOYEES OF THE
VILLAGE NOT COVERED BY A COLLECTIVE BARGAINING AGREEMENT; THAT A
COPY OF THE NEW SECTION 9.04 IS ATTACHED AS EXHIBIT "A" AND MADE PART
HEREOF; AND PROVIDING FOR AN EFFECTIVE DATE.
BE IT RESOLVED BY THE VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA:
Section 1. The Village Council of the Village of North Palm Beach, Florida, does hereby
approve amending the Personnel Rules and Regulations of the Village by adding a new
Section 9.04 thereto attached as Exhibit "A," which Section 9.04 provides a policy for unused
vacation reimbursement for full-time employees of the Village not covered by a Collective
~...- Bargaining Agreement. The unused vacation reimbursement policy shall be effective from and
after October 1, 1999.
Section 2. This Resolution shall take effect immediately upon its adoption.
PASSED AND ADOPTED THIS 9th DAY OF MARCH, 2000.
r
YOR
(Village Sear
ATTEST:
~. ~~~
VILLAGE CLERK
REVISED for 3!9/00 Council meeting
'-' ATTACHMENT A
9.04 UNUSED VACATION REIMBLTRSEhIENT
9.04.01 PURPOSE:
The purpose of the annual vacation leave reimbursement program is to establish guidelines
and criteria by which eligible employees may submit to the Village a reimbursement
request for certain levels of unused vacation.
9.04.02 CRITERIA:
a) This policy is applicable only to those employees not covered by a collective
bargaining agreement.
b) In accordance with Section 9.02.01(b), regular full-time employees can earn up
to a certain number of days based on their length of service with the Village for
purposes of vacation. In accordance with Section 9.02.01(f), the employee cannot
accrue more than ttivo years worth of vacation time.
c) When an employee uses ten (10) days of vacation time (i.e. 80 hours) in the same
year for which he requests reimbursement, he will have achieved the minimum
~..- threshold base for the reimbursement program.
d) Once the employee has reached the minimum threshold base, the employee wilt
be eligible for reimbursement by the Village of any unused vacation days.
e) Reimbursement by the Village will be on a 100% (dollar-for-dollar basis)
whereby for every unused vacation day above the ten days (80 hours), the
employee will be reimbursed at his current hourly rate for each hour/day of
unused vacation time.
f) The reimbursement will be voluntary at the written request of the employee.
The employee can only submit a written request during the month of October,
immediately following the fiscal year for which his request is made. The Village
will be obligated to reimburse the employee for his annual vacation leave
reimbursement request no later than the November 30 following the fiscal year
for which his request is made.
g) Once the employee has received reimbursement for the unused vacation time
above the minimum threshold base, the employee no longer possesses those
unused vacation days, but loses them due to the reimbursement. Any time an
employee's overall total days hours of vacation time drops below the minimum
threshold base, they become ineligible for reimbursement until such time as their
~_._. minimum threshold base has been achieved.
6) The Finance Director will be responsible for establishing a reimbursement form
and accounting for the base vacation days and other data necessary to
,-- financially administer this program.
i) The employee will be required to sign a certification/affidavit confirming that
the reimbursement for the annual vacation leave days/hours is final and will not
be subject to the grievance process.
j) The employee will be reimbursed at the hourly rate earned as of September 30
for the fiscal year for which application was made.
~~ 10_._01 SAFETY' :AND ti`'ORI~ERS' COMPENSATION I~
10.01.01 ACCIDENT P12EVENTION A.1~tD SAFETY:
The development of safe working conditions, practices, habits and thinking are
principal objectives to a good safety program. Reaching these goals will result in
benefits to employees and the Village. Accidents, injuries, disabilities, damage, lost
time and pay, claims and medical expense and improper and dangerous use of
equipment, are all operational problems which will be greatly improved by our joint
efforts.
All department heads and supervisors must recognize their responsibility for a
successful safety program and will participate in a safety program designed to
eliminate unnecessary accidents and needless expense. Lack of concern, inadequate
safety training and improper equipment handling and neglect, for example, increase
costs, cause accidents and reduce available manpower. Special supervisory attention
must be directed to the proper, safe and economical operation of equipment. Each
department head is responsible for the safety training and education of employees
under his/her general direction. The department heads will enforce rules and
regulations which will ensure reaching all of the objectives of a good safety program.
10.01.02 ACCIDENT REPORTING•
All employees shall be advised of their responsibility to report all injuries that occur
on the job to their supervisor. Delay in reporting injury can cause complication of
the injury and delay recovery.
Accident reports are the responsibility of the department head and should be
submitted to the Village Manager's office tivithin twenty-four {24) hours after the
date of the accident or the report of the injury. If the accident occurs over a
holiday or weekend, the accident report should then be submitted within twenty-four
hours from the time the work period starts after the weekend or holiday. This also
applies to first aid injuries, as well as anyone injured in a vehicular accident.
In the case of a vehicular accident it may be necessary to submit a vehicular accident
report, but if an employee is injured, a report of injury to employee will also be
required.
In case of serious injury or fatality, the Public Safety Department and the
employee's department head shall be notified immediately. The Public Safety
Department will, in turn, notify the Village Manager regarding the accident.
35
In case of fatal injur}•, the employee's department head, the doctor or nurse, and
a representative from the Village :Manager's office will contact the fami(v or next of
kin, personall~~. y
10.01.03 STEPS TO TAKE IN CASE OF ACCIDENT:
All injured employees should go to a physician approved by the Village or the
Village's insurance carrier.
Seriously injured employees should be taken to the nearest available medical facility.
Employees injured after normal office hours who require medical attention before
the following morning, will also go to the nearest available emergency medical
facility.
- Failure to follow the procedures set forth in 10.01.02 and 10.01.03 above shall result
in disciplinary action up to and including discharge of the employee.
10.01.04 WORKERS' COMPENSATION:
Payment of Workers' Compensation to all employees who are disabled because of
an injury arising out of, and in the course of performing their duties with the
Village, will be governed by the Florida State Workers Compensation Law.
Full wages will be paid for the day of the injury if a disability results or for the part
of the day spent receiving medical treatment.
If the injured employee cannot return to work on his/her nett shift or normal
workday, the injury will be considered a disability starting unmediately following the
day of the injury whether it be a weekday, weekend, or holiday. Disability shall be
carried in regular pay status for a period not to exceed seven ('~ calendar days.
In cases where the disability is continued for an eighth (8) day (or more) an
employee will receive in addition to his/her workers compensation an additional
payment from the Village, the total compensation not to exceed his/her normal
regular pay for a period not to exceed one hundred eighty (180) calendar days.
37
1~ 0.0~. DRLiG-FREE ~~~OR~. PLACE
10.02.01 PURPOSE: This policy is intended to:
a. Promote the goal of drug-free work places within the Village through fair and
reasonable drug testing methods for the protection of the Village employees and
the Village.
b. Encourage the Village to provide employees who have drug use problems tivith
an opportunity to participate in an employee assistance program or an alcohol
and drug rehabilitation program.
c. Provide for confidentiality of testing results.
10.02.02 ADOPTION BY REFERENCE•
Based on the above stated purpose, the Village adopts by reference Section 112.045
of the Florida Statutes titled Drug-Free Work Place Act.
..,,_ In accordance with Section 2, Chapter 89-173 of Florida Administrative Code, it
provides that "This Act shall take effect January 1, 1990, unless a collective bargaining
agreement covering the affected employees is in effect, in which case, the Act shall take
effect on the renewal date or initial date of any subsequent collective bargaining
agreement." It is the V illage's intent and desire to adopt Section 2, Chapter 89-173, as
its policy to incorporate and implement the Drug-Free Work Place Act as a policy
applicable to all employees regardless of whether they are covered by a collective
bargaining agreement or not.
38
SECTION
10.01.01
RESOLUTION 42-2002
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM
BEACH, FLORIDA, AMENDING SECTION 10.01.01, ACCIDENT PREVENTION AND
SAFETY, OF THE PERSONNEL RULES AND REGULATIONS OF THE VILLAGE OF NORTH
PALM BEACH, WHICH AMENDMENT 1S ATTACHED AS EXHIBIT "A"; AND, PROVIDING
FOR AN EFFECTIVE DATE.
BE IT RESOLVED BY THE VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA:
Section 1. The Village Council of the Village of North Palm Beach, Florida, does hereby amend
Section 10.01.01, Accident Prevention and Safety, of the Personnel Rules and Regulations of the
Village of North Palm Beach, which amendment is attached as Exhibit "A''.
,~ Section 3. This resolution shall take effect on August I , 2002.
PASSED AND ADOPTED THIS 11th DAY OF JULY, 2002.
(Vi!la~;e Sear
~ -
l
ATTEST:
VILLAGE CLERK
~`- EXHIBIT A
10.01.01 ACCIDENT PREVENTION AND SAFETY:
> >
b '
f f ! ~
1
It is the policy of the Village of .North Palm Beach to provide and
maintain both a safe and healthy working environment for Village
employees, to prevent property damage and interruption of
operations, and to provide protection to those we serve, the
Village residents and the general public.
All department headsz a-n~ supervisors, and employees must
`- recognize their responsibility for a successful safety program and
will participate in a safety program designed to eliminate
unnecessary accidents and needless expense. r ^^~~ ^~' ~^~^^
a
b , ,
Special supervisory attention must be
directed to the proper, safe and economical operation of
equipment. Each department head is responsible for the safety
training= -education and compliance with all safety rules and
regulations e€ for the employees under his/her general direction.
b b
All employees are expected to follow all safety rules and to use all
safety guards and required personal protective equipment (PPE)
in performance of their job.
11. TR~Lti>tiCr
11.01 TRAL~tI1tG:
The Village tilanager shall assist the department heads in the training of their
personnel. Training need not be Iimited to in-service type programs. Employees
wishing to~obtain .additional formal training or education in their particular field,
may submit a request for payment of tuition and books for such training or
education to the Village Manager for agproval prior to beginning of the program in
accordance with the following regulations.
11.02 TLZTION REFUND PROGRAM:
a. Purpose
The Village encourages employees to pursue formal education that will
improve the services which the employee was hired to perform or qualify the
employee for acceptance of greater responsibility within the scope of normal
job development. Tuition assistance will be provided for regular full-time
Village of North Palm Beach employees who have successfully completed an
approved course of instruction.
b. Limitations
The Village will reimburse employees ~vho successfully complete and receive
at least a C on approved courses up to a ma.~dmum of $400.00 per fiscal year
for technical or undergraduate courses and up to a maximum of $40.00 for
graduate courses.
Reimbursement is for tuition only. No tuition assistance is paid for cost of
books, fees, supplies, transportation, ~ or other expenses,
'' No tuition assistance will be paid prior to the grade of at least a C being
verified.
Tuition assistance is available to employees who have a minimum of one
year's service with the Village.
39
I:mpio~: must agree to stay in the employment of the Village for a period of
one year after the completion of the course that has been funded through
tuition assistance. If the employee resigns, or is terminated for an~~ reason
before the expiration of the one year period, any money paid under tuition
refund assistance must be returned to the Village.
c. Courses to be Approved
No blanket approval of programs or courses will be granted. Only specific
courses for a particular semester or term will be approved.
To be acceptable for the program, courses must provide training which will
tend to improve the services which the employee was hired to perform or may
reasonably be expected to perform.
Application for tuition assistance must be made on forms supplied by the
Village and must be submitted prior to commencement of the course. After
the employee's department head has made a recommendation, the Village
iVianager, or his designated assistant, will approve or disapprove all
applications for tuition assistance.
--- d. Method of Payment
Upon successful completion of an approved course, the employee must submit
an official grade report and a copy of receipt for tuition which must be
submitted within thirty (30) days of course completion.
e. Application
Applications for course work to be taken during a fiscal year shall be
submitted during the month of May preceding the beginning of that fiscal
year. Applications will be approved in accordance with the criteria outlined
in the Personnel Rules and Regulations and will be.subject to funds being
budgeted and approved by the Village Council for the folIo~ving fiscal year.
No funds will be dispersed prior to the start of the fiscal year in which the
applications were approved.
40
RESOLUTION OS-2005
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM
BEACH, FLORIDA, AMENDING SECTION 11.02, TUITION REFUND PROGRAM, OF THE
PERSONNEL RULES AND REGULATIONS OF THE VILLAGE; AND, PROVIDING FOR
AN EFFECTIVE DATE.
BE IT RESOLVED BY THE VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA:
Section 1. The Village Council of the Village of North Palm Beach, Florida, does hereby
amend Section 11.02, Tuition Refund Program, of the Personnel Rules and Regulations of
the Village, and to read as follows:
"11.02 TUITION REFUND PROGRAM:
a. Purpose
The Village encourages employees to pursue formal education that will
improve the services which the employee was hired to perform or qualify the
employee for acceptance of greater responsibility within the scope of normal
job development. Tuition assistance will be provided for regular full-time
Village of North Palm Beach employees who have successfully completed an
approved course of instruction.
b. Limitations
The Village will reimburse employees who successfully complete and
receive an A or a B on approved courses up to a maximum of $400.00 per
semester for technical or undergraduate courses and up to a maximum of
$450.00 per semester for graduate courses.
The Village will reimburse employees who successfully complete and
receive a C on approved courses up to a maximum of $300 per semester for
technical or undergraduate courses and up to a maximum of $337.50 per
semester for graduate courses. Grades below C are not eligible for
reimbursement.
Reimbursement is for tuition only. No tuition assistance is paid for cost of
books, fees, supplies, transportation, or other expenses.
No tuition assistance will be paid prior to the grade of at least a C being
verified.
-- Tuition assistance is available to employees who have a minimum of one
year's service with the Village.
The employee must agree to stay in the employment of the Village for a
period of one year after the completion of the course that has been funded
'~ through tuition assistance. If the employee resigns, or is terminated for any
reason before the expiration of the one year period, any money paid under
tuition refund assistance must be returned to the Village.
c. Courses to be Approved
No blanket approval of programs or courses will be granted. Only specific
courses for a particular semester or term will be approved.
To be acceptable for the program, courses must provide training which will
tend to improve the services which the employee was hired to perform or
may reasonably be expected to perform.
d. Application
Application for tuition assistance must be made on forms supplied by the
Village and must be submitted no later than 20 days following course
registration. After the employee's department head has made a
recommendation, the Village Manager, or his designee, will approve or
disapprove all applications for tuition assistance. Applications will be
approved in accordance with the criteria outlined in the Personnel Rules and
~- Regulations and will be subject to budget availability.
e. Method of Payment
Upon successful completion of an approved course, the employee must
submit an official grade report and a copy of receipt for tuition which must be
submitted within thirty (30) days of approved course completion. The Village
will reimburse employees for an approved course within sixty (60) days of
the employee's submission of the official grade report and tuition receipt."
Section 2. This resolution shall take effect immediately upon its adoption.
PASSED AND ADOPTED THIS 27th DAY OF JANUARY, 2005.
(Village Seal}
MA R
ATTEST:
VIL!_AGE CLERK
12.00 PAY FOR. PERFOR.~1 A.ti CE ~
(THIS PAGE TivTENTIONALLY LEFT BLA.1VIi)
41
12.01 POLICY STATEMENT
12.01.01. PU'R_POSE: To define the various components of the
Personnel Rules & Regulations Pay for Performance Program and to provide guidelines for
its administration.
12.01.02. POLICY: The Village of North Palm Beach recognizes that some employees
perform above and beyond the call of duty, or consistently maintain a level of performance
that distinguishes them from their co-workers. It is the policy of the Village to measure, as
objectively as possible, ho~v an employee's job responsibilities are performed. The Pay for
Performance Program is designed to acknowledge employees who have made special efforts
in a project, program, or in rendering service or have consistently maintained an
outstanding level of performance, or exceeded expectations. The Village will measure
employees based on stated, well defined goals and objectives to the greatest e.~rtent possible.
These goals and objectives will be reduced to writing and made a part of the Village's
budget and other policies.
12.01.03. OBJECTIVES: The objectives of the Pay for Performance Program are as
~-' follows:
a. To encourage and enhance communication beriveen the supervisor and the employee.
b. To identify, recognize and reward employees whose job performance is outstanding
or exceeds expectations.
c. To improve job performance by identifying areas where acceptable performance is
lacking and by developing an action plan for improvement.
d. To provide a review of job performance.
e. To document employees with the capacity for assuming greater responsibility and
leadership.
12.01.04. ELIGIBILITY: All regular full-time employees (from here forward referred
to as "employees") shall participate in the Pay for Performance Program (referred to as
"program"). For purposes of the Program, base salary is defined as the basic salary
earned by the employee, excluding overtime and fringe benefits, as described in the
Village's annual budget or Departmental Orders, or Village Codes, Ordinances and
Personnel Rules and Regulations and Village policies.
12.01.05. GUIDELP~~IFS: The Village places a high value on: caring, helpful service to the
public; creative, workable solutions to problems; dedication and hard work; self-
improvement; and enhancing the Village's positive image. On-going performance that is
consistent with these values is recognized through the performance evaluation and a pay
for performance program to the e.~ctent that there remains room to advance within a salary
42
range. The Village recognizes the advantages of rewarding the consistentiv high performer J
through the Program.
a. Pay for Performance Increases: ~ pay for performance increase may be granted
to an employee based on an annual evaluation of his or her performance. A pay for
performance increase must be recommended by a supervisor and the Department
Head and approved by the Village Manager. The amount of a pay for performance
increase will be based on the employee's achievement of personal, divisional,
departmental and Village goals and, if applicable, the accomplishment of work
program items included in the Village's budget and other policies.
b. In all respects, where a pay for performance increase would cause an employee to
exceed the maximum of that employee's pay range, the distribution of the pay for
performance increase will be such that the employee will be topped out at the
maximum of the range and will not receive any additional funds beyond the
ma~dmum of the range. In recognition of the extraordinary service of an employee,
a bonus incentive will be afforded to those employees who have attained the
maximum of their pay range. Said bonus incentive will be based on the annual
evaluation and applicable to those employees who receive an evaluation rating of
"Outstanding" or "Exceeds Expectations". The bonus incentive amount shall be one-
half of the designated rate increase for the rating attained, not to exceed X1,000.00.
43
i
12.02 I'ERFOR~I.-~\CE EV:~LUATIOti POLICY'
12.02.01 PURPOSE: To establish guidelines for the completion and submission of
performance evaluations and recommendations for pay for performance increases.
12.02.02 POLICY:
All employees shall be reviewed annually. Pav for Performance increases shall be based on
performance in accordance with the Village's annual budget, Collective Bargaining
Agreements, Departmental Orders, or Village Codes, Ordinances and Personnel Rules and
Regulations, and other Village Policies. All proposed Pay for Performance increases will
require a performance evaluation.
12.02.03 RESPONSIBILITY FOR CO\~UCT~tG PERFOR.wiANCE EVALUATIONS:
Under the direction of the Village ivlanager, the Department Head and supervisors shall
be responsible for conducting performance evaluations of employees under their direct
supervision.
a. Evaluation process.
1). The supervisor and the employee shall both independently prepare in writing
an evaluation prior to the review. Supervisors should encourage employees
to take the lead in discussing performance in the early part of the revietiv
session.
2). After the Supervisor has made comments, the performance evaluation form
shall be discussed with the employee. The employee may include written
comments, which then become a part of the evaluation. The employee
evaluation form shall be completed by the employee's immediate supervisor
and shall be reviewed by the Department Head. The Department Head may
then make written comments.
3). In every case, a personnel action form shall be completed and attached to
the employee evaluation form and forwarded to the Village Manager.
4). The Finance Department will be responsible for managing and tracking all
employee evaluation forms and personnel action forms. Once a completed
form has been forwarded to the Finance Department, the Finance Director,
or his designee, ~r~ll be responsible for verifying that appropriate signatures
and approvals have been completed on the forms, and that the forms comply
with the Pay for Performance policies. In addition, the Finance Department
will be responsible for tracking, analyzing and controlling the distribution
of funds in accordance with the percentage levels determined by the Pay for
Performance policy. A copy of the evaluation form and a copy of the
.,_,._ approved personnel action form will be returned to the Department Head for
distribution to the employee. The original copy of the evaluation form and
as
personnel action form tivill be retained in the empto~~ee's personnel file
located in the Finance Department.
b. Evaluation due dates:
1). The Finance Department shall send notification and appropriate evaluation
forms to the department prior to April 15 of each year. The Department
Head may request evaluation forms prior to April 1S in order to provide
more time for the completion of a regularly scheduled evaluation, or to
request a special evaluation (for excellent or sub-standard performance).
2). Completion and timely submission of performance evaluations are the
responsibility of all supervisors and the Department Head. All evaluations
and personnel action forms shall be submitted to the Village Manager no
later than June 15 of each year and to the Finance Department no later than
July 1~.
3). Evaluations for all employees shall be completed every twelve (12} months,
but may be completed more frequently if performance warrants.
12.02.04 SCALES: For each category a scale of 1-4 is used when evaluating an employee.
The evaluator should use the following definitions:
SCALE
Belotiv Expectations Meets Expectations Exceeds Expectations Outstanding
1 2 3 4
a. ()utstandina-Performance in this category is exceptional. Accomplishments
within the category are truly outstanding and exceptional and such performance
is obvious to others within or outside the organization. This rating is reserved
far the very few employees whose accomplishments are consistently far above
normal expectations.
b. Exceeds Expectations=Exceeds performance standards in this category.
Accomplishments are noticeably better than competent and of a superior and
commendable nature. This rating should apply to employees whose performance
within the category is above normal for the position .
c. Meets Expectations-Meets all standards of performance in this category.
Accomplishments meet expectations consistently and can be considered good or
normal. It covers those who regularly perform within the category in a
competent manner.
d. Below Expectations-Some improvement is required in this category.
Accomplishments are adequate, but fall helow normal due to deficiencies. This -~
a5
rating should apply to employees ti~~ho can be expected to perform competently
in the categor~~ after more development and training. It will also apply to
experienced employees whose performance is somewhat erratic.
It is imperative that each employee understand the relationship between job performance
and rate of pay and the relationship beriveen the attainment of job standards and the level
of performance. There must remain a consistency between performance evaluations and the
employee's rate of pay.
12.02.OS. PR.IOP:TI'Y WEIGHTS: Each of the dimensions set forth in the evaluation form
has been assigned a priority weight, which is a measure of its importance to the
organization. The dimensions considered to be important have higher priority weights than
those dimensions considered to be less important. The priority for each dimension is set
on a scale of one to nine (1-9). Although the priority weights are constant in terms of
definition, their applicability to a particular dimension of measurement will vary from year
to year. That variance is predicated on the importance of that dimension as it relates to the
organization's needs, goals and objectives for a given year.
The scale is an arithmetic progression in which a priority of five (5) is five (5) times more
important than a priority of one (1). Far scoring purposes, the weights act as multipliers.
~..- The priority weights are defined as follows:
Priority Weight 1: Of minor importance to the pasition and to goal attainment.
Priority Weight 2: Of lesser importance to the position and to goal attainment.
Priority Weight 3: Important to the position and to goal attainment.
Priority Weight 4: _Verv important to the pasition and to goal attainment.
Priority Weight 5: Critical to the position and to the goal attainment.
Priority Weight 7,8,9: Special weight granted for obtaining key certifications
and management responsibilities for supervisors,
division chiefs, or department heads.
46
1'_.03 DISTRIBliTIO\ OF Ft~DS POLICE
12.03.01 PLRPOSE: To define the methodologti- of distributing funds and maintaining cost
control on distribution of funds for the Program for employees.
12.03.02. POLICY: The Village of North Palm Beach, in an effort to maintain control on
the cost of distribution of funds for the Program, recognizes the need to distribute funds
equitably and fairly. Furthermore, it is the policy of the Village to not allow the Program
to be circumvented by inappropriate application of the evaluation process.
12.03.03. OBJECTIVES: The objectives of the distribution policy are as follows:
a. Pay for performance increases are to reflect an equitable and fair response to
performance evaluations as described in the Policy Statement and Performance
Evaluation Policy.
b. To avoid top-loading of funds available for pay for performance to one category
of evaluation, thereby circumventing the intent of the program.
c. To maintain flexible criteria on an annual basis that will be in response to the
amount of funds available. '''
d. To effectively manage the evaluators by including their objectivity and efficiency
in evaluating as part of their evaluation.
12.03.0-1. GUIDELLti'ES: The Village Council will determine the total distribution amount
through the budget process with the Village staff. Once the total distribution amount has
been determined, the distribution of those funds will be as follows: The Village Council
shall determne performance increase for "Outstanding" ratings, "Exceeds Expectations"
ratings, and "Meets Expectations" ratings during the budget process. The remaining
employees will receive an evaluation of "Below Expectations".
a. In all cases, the Village will withhold 10% of the total departmental distribution
amount as a set aside to be used for adjustments by the Village i/ianager to
round out mathematical fractions and correct any inequities in the program.
b. Performance evaluations and fund distributions vvili not be subject to appeal or
the grievance process.
c. Evaluations will occur from April 1~ to June 1~ of each year. In the event a
Department Head, supervisors and others responsible for conducting evaluations
exceed the percentage limitations for each category of distribution of funds, they
will be expected to conduct supplemental evaluations to identify the number of
n~
employees that will fit within the various categories so as not to exceed the total
distribution amount. For example: if the evaluators were to evaluate a large
percentage of the employee base "Outstanding", the evaluators would be
obligated to do supplemental evaluations to differentiate betti~•een those who are
genuinely "Outstanding" and those who actually "Exceed Expectations," and
thus identify an appropriate number of employees eligible for that category.
48
SECTIONS
12.01
12.02
12.03
~' RESOLUTION 55-2001
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM
BEACH. FLORIDA, AMENDING SECTION 12.01 POLICY STATEMENT. SECTION 12.02
PERFORMANCE EVALUATION POLICY, AND SECTION 12.03 DISTRIBUTION OF
FL^`DS POLICY OF THE PERSONNEL RULES AND REGULATIONS OF THE VILLAGE,
w'HICH AMEND~ti1ENT IS ATTACHED AS EXHIBIT "A"; AND, PROVIDING FOR AN
EFFECTIVE DATE.
BE IT RESOLVED BY THE VILLAGE COL`?~CIL OF NORTH PALM BEACH, FLORIDA:
Section 1. The Village Council of the Village of North Palm Beach. Florida, does hereby amend
Section 12.01 Policy Statement. Section }2.02 Performance Evaluation Policy. and Section 12.03
Distribution of Funds Policy of the Personnel Rules and Regulations of the Village, which
Amendment is attached as Exhibit "A" and made part of this Resolution in its entirety.
t-
Section 2. This Resolution shall take effect July 2. 2001.
PASSED AND ADOPTED THIS 14th DAY OF JUNE. 2nn1
{Village Seal)
ATTEST:
i
VILLAGE CLERK
REVISED FOR 6/14!01 REGLZAR AGENDA
EXHIBIT "A"
12.01 POLICY STATEMENT
12.01.01. PURPOSE:
To define the various components of the Personnel Rules & Regulations Pay for
Performance Program and to provide guidelines for its administration.
12.01.02. POLICY:
The Village of North Palm Beach recognizes that some employees perform above and
beyond the call of duty, or consistently maintain a level of performance that distinguishes
them from their co-workers. It is the policy of the Village to measure, as objectively as
possible, how an employee's job responsibilities are performed. The Pay for Performance
Program is designed to acknowledge employees who have made special efforts in a
project, program, or in rendering service or have consistently maintained an outstanding
level of performance, or exceeded expectations. The Village will measure employees based
on stated, well defined goals and objectives to the greatest extent possible. These goats
and objectives will be reduced to writing and made a part of the Village's budget and
other policies.
12.01.03. OBJECTIVES: The objectives of the Pay for Performance Program are as follows:
a. To encourage and enhance communication between the supervisor and the employee.
b. To identify, recognize and reward employees whose job performance is outstanding
or exceeds expectations.
c. To improve job performance by identifying areas where acceptable performance is
lacking and by developing an action plan for improvement.
d. To provide a review of job performance.
e. To document employees with the capacity for assuming greater responsibility and
leadership.
12.01.04. ELIGIBILITY:
The evaluation ueriod shall begin on June 1 of the~revious vear and end on Mav 31 of
the current vear. All regular full-time employees as of the end of the evaluation period
(from here forward referred to as "employees") shall participate in the Pay for
Performance Program (referred to as "program"). All full-time em~iovees who have
comaleted at least 90 davs of service prior to the end of the evaluation period shall also
participate in the Program. For purposes of the Program, base salary is defined as the
basic salary earned by the employee, excluding overtime and fringe benefits, as described
~` in the Village's annual budget or Departmental Orders, or Village Codes, Ordinances and
Personnel Rules and Regulations and Village policies.
12.01.05. GUIDELIV'ES:
The Village places a high value on: caring, helpful service to the public; creative,
workable solutions to problems; dedication and hard work; self-improvement; and
enhancing the Village's positive image. On-going performance that is consistent with these
values is recognized through the performance evaluation and a pay for performance
program to the extent that there remains room to advance within a salary range. The
Village recognizes the advantages of rewarding the consistently high performer through
the Program.
a. Pay for Performance Increases: A pay for performance increase~as budgeted by the
Ville Council, may be granted to an employee based on an annual evaluation of his
or her performance. Y4-~ivr-perTVrmane~~$~-eQse n3u,~~}'.re-TeE6ira:re$vE'~-vj--a
t
~ '
a-mean
--e
b
p8}'}F~QST
b. In all respects, where a pay for performance increase would cause an employee to
~-- exceed the maximum of that employee's pay range, the distribution of the pay for
performance increase will be such that the employee will be topped out at the
maximum of the range and will not receive abase salary increase
beyond the maxuuum of the range. In recognition of the extraordinary service of an
employee, a bonus incentive (not added to base salarv~ will be afforded to those
employees who have attained the maximum of their pay range. Said bonus incentive
will be based on the annual evaluation and applicable to those employees who receive
an evaluation rating of "Outstanding" or "Exceeds Expectations. The bonus incentive
amount shall
equal the designated rate increase for the rating attained.
2
12.02 PERFORwIANCE EVALUATION POLICY
12.02.01 PURPOSE:
To establish guidelines for the completion and submission of performance evaluations and
recommendations for pay for performance increases.
12.02.02 POLICY:
All employees shall be reviewed annually. Pay for Performance increases shall be based
on performance in accordance with the Village's annual budget, Collective Bargaining
Agreements, Departmental Orders, or Village Codes, Ordinances and Personnel Rules
and Regulations, and other Village Policies. All proposed Pay for Performance increases
will require a performance evaluation.
1~ 02 03 RESPONSIBILITY FOR CONDUCTING PERFORti1ANCE EVALUATIONS:
Under the direction of the Village l~lanager, the Department Head and supervisors shall
-- be responsible for conducting performance evaluations of employees under their direct
supervision.
a. Evaluation process.
1). Performance evaluations for eligible employees shall be prepared and
conducted by the immediate supervisor. The supervisor and the employee
shall both independently prepare in writing an evaluation prior to the review.
~..f~,..,,,,.,~o ;., t~,o o,,,.~y, ,,,,,-~ rfi +ho ,-o.,;o.,, ~ ~~:,,n. The supervisor is
responsible for completing the evaluation form, and the employee is
responsible for completing the self-evaluation form.
2~. Prior to the evaluating supervisor's review meeting with the employee, the
evaluating supervisor must review the completed evaluation form with the
next Level supervisor. If the tw-o levels of supervision disagree on the
performance evaluation for an employee, the Department Head will review
the form and make a determination on the areas of disagreement before the
form is reviewed with the employee.
sh~»a~ursed=.:ztl~ ih•e-empley~e-T;ze-emple7ee-rna7--ie~u~e-writ~te$
`~ nnmm~.,tc,~~ F.•~1+ tea beFeme-a--pa T-ef the -e~luat~i~en. T-he-en~le3~ee
CVTiIIZZ~II C.~ T~"n ICII
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3l After the supervisor has completed the evaluation, the performance evaluation
form shall be discussed with the employee. The review meeting provides the
supervisor the oaaortunity to review the position requirements with the
emplovee and to discuss the employee's overall performance, covering both
strong_points and areas for improvements. The emplo~v include written
comments on the evaluation form. The emplovee self-evaluation should also
be discussed during the review meeting.
4). It is aossible that _durin~ the__evaluation _nterview, based__ on additional
information and insights from the emplovee on his/her performance, the
supervisor may determine the need to modi~ a rating on a specific
performance criterion. Anv changes must be shown on the evaluation form
and must be initiated by the evaluating supervisor.
~l. After the evaluation... has been discussed, and any modifications made, the
emplovee and supervisor shall sign and date the performance evaluation form.
After the emplovee and supervisor have signed the evaluation form~the form
shall be reviewed and signed by the Department Head The Department Head
may include additional written comments.
6~ Once the evaluation form has been completed and signed b~.the employee,
supervisor, and Department Head, the original co~v of the evaluation form,
and the employee's self-evaluation shall be forwarded to the Village
Manager's Office. The Village Manager or his designee will be responsible
for tracking analyzing and controlling the distribution of funds in accordance
with the~av for performance policy A copy of the evaluation form will be
distributed to the employee. The original copy of the evaluation form will be
,placed in the emplo, ey e's personnel file.
b. Evaluation period and due dates:
1).
. The Evaluation
Period for employee performance shall be from June 1 of the previous vear
through ~tav 31 of the current vear.
2). Completion and timely submission of performance evaluations are the
,,,~ responsibility of all supervisors and the Department Head. All evaluations-a-nd
shall be submitted to the Village Manager no later
tha^ June ~ 30 of each year
~~3~y-~-3.
3}. Evaluations for all el9gible employees shall be completed every twelve (12)
months, but may be completed more frequently if performance warrants.
12.02.04 SCALES:
For each category a scale of 1-4 is used when evaluating an employee. The evaluator
should use the following definitions:
SCALE
Below Expectations `feets Expectations Exceeds Expectations Outstanding
a. Outstanding- Excellent Performance. Performance ~ ,
consistently exceeds standards and expectations at an exceptional level.
~-- Demonstrates exceptional ability and initiative. Accomplishments ""t~hti
c-~tege~y are truly outstanding and exceptional and such performance is obvious
to others within or outside the organization. This rating is reserved for ~e~
€ew employees whose performance is consistently far above
normal expectations.
b. Exceeds Expectations- Above Average Performance
~. Performance consistently exceeds standards and
expectations. Demonstrates notable ability and initiative. Accomplishments are
superior and commendable rP. This
rating sl}on}d-a~fliP}3` applies to employees whose performance ~i~-tI}e-~~tege~=
is consistently above normal expectations-€e~-13e-pesi~ien.
c. i~feets Expectations- Average Performanc .
~^ .~,:~ ^^*°rt^~-~r. Performance meets standards and expectations. Demonstrates
an acceptable level of ability and initiative. Accomplishments meet expectations
consistently and can be considered geed-ef normal.
^°"°^r^' "'t~"~' '''° ^^*°^^~"' This rating applies to
emplovees whose performance regularly meets normal expectations.
d. Below Expectations- ~~~-ifnPr-e~~eme$t i~ ~-egn~-ed in this eatese~-v
e~erienFed
Below Average Performance.
Performance is below minimum standards and expectations Fails to demonstrate
an acceptable level of ability and initiative Improvement is needed to meet
performance expectations. This rating applies to emplovees whose performance
is inadequate and below acceptable standards. (Individuals with an overall
performance score at this level should either move up in performance level or out
of the position in a short period of time).
It is imperative that each employee understand the relationship between job
performance and rate of pay and the relationship between the attainment of job
standards and the level of performance. There must remain a consistency between
performance evaluations and the employee's rate of pay.
12.02.0. PRIORITY `WEIGHTS:
Each of the dimensions set forth in the evaluation form has been assigned a priority
weight, which is a measure of its importance to the organization. The dimensions
considered to be important have higher priority weights than those dimensions
considered to be less important. The priority for each dimension is set on a scale of
one to nine (1-4). Although the priority weights are constant in terms of definition,
their applicability to a particular dimension of measurement will vary from year to
6
,,..-
~...-
year. That variance is predicated on the importance of that dimension as it relates to
the organization's needs, goals and objectives for a given year.
The scale is an arithmetic progression in which a priority of five (~ is five (~~ times
more important than a priority of one {1). For scoring purposes, the weights act as
multipliers.
The priority weights are defined as follows:
Priority Weight l: Of minor importance to the position and to goal attainment.
Priority Weight 2: Of lesser importance to the position and to goal attainment.
Priority Weight 3: Important to the position and to goal attainment.
Priority Weight 4: Ver~portant to the position and to goal attainment.
Priority Weight 5: Critical to the position and to the goal attainment.
Priority Weight 6 7 ,$,9: Special weight granted for obtaining key certifications
and management responsibilities for supervisors,
division chiefs, or department heads.
7
12.03 DISTRIBUTION OF FUNDS POLICY
12.03.01 PURPOSE:
To define the methodology of distributing funds and maintaining cost control on
distribution of funds for the Program for employees.
12.03.02. POLICY:
The Village of North Palm Beach, in an effort to maintain control on the cost of
distribution of funds for the Program, recognizes the need to distribute funds
equitably and fairly. Furthermore, it is the policy of the Village to not allow the
Program to be circumvented by inappropriate application of the evaluation process.
12.03.03. OBJECTIVES:
The objectives of the distribution policy are as follows:
a. Pay for performance increases are to reflect an equitable and fair response to
performance evaluations as described in the Policy Statement and Performance
Evaluation Policy.
b. To avoid top-loading of funds available for pay for performance to one category
of evaluation, thereby circumventing the intent of the program.
c. To maintain flexible criteria on an annual basis that will be in response to the
amount of funds available.
d. To effectively manage the evaluators by including their objectivity and efficiency
in evaluating as part of their evaluation.
12.03.Od. GUIDELINES:
The Village Council will determine the distribution a~e~-of funds through the
budget process with the Village staff.
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a. In all cases, the Village will withhold 10% of the total departmental distribution
amount as a set aside to be used for adjustments by the Village I~ianager to round
out mathematical fractions and correct any inequities in the program.
b. Performance evaluations and fund distributions will not be subject to appeal or
the grievance process.
c.
« ~~
., ~,,,.,,.,..;,,.~ .,.,r„~,o„ ~r on.ni~~,~ oi;~.;h~o fn.. rF.nt ...,*a.,,,...~ Evaluations will
be completed during June of each vear. Pav for performance increases will be
distributed based on the employee's annual performance evaluation score as
budgeted by the Village Council. The Village i~ianager or his designee will be
responsible for reviewing the distribution of evaluation ratings within Departments
`-' ~ and across Departments. The Village Manager may require supplemental
evaluations as needed to correct inequities in the program.
CHAPTER 12
RESOLUTION NO. 34-2003
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF
NORTH PALM BEACH; FLORIDA, AMENDING SECTION 12, PAY FOR
PERFORMANCE PROGRAM AND GUIDELINES FOR ITS
ADMINISTRATION, OF THE PERSONNEL RULES AND REGULATIONS
OF THE VILLAGE, WHICH AMENDMENT IS ATTACHED AS EXHIBIT "A"
AND MADE PART HEREOF; AND, PROVIDING FOR AN EFFECTIVE
DATE.
BE IT RESOLVED BY THE VILLAGE COUNCIL OF NORTH PALM BEACH,
FLORIDA:
Section 1. The Village Council of the Village of North Palrn Beach, Florida, does
hereby amend Section 12, Pay for Performance Program and Guidelines for its
Administration, of the Personnel Rules and Regulations of the Village, which amendment is
attached as Exhibit "A" and made part hereof.
Section 2. These amendments are not applicable to bargaining unit members until
notice has been provided in accordance with the collective bargaining agreements.
Section3. This resolution shall take effect immediately upon its adoption.
PASSED ,y'rV7 ADOPTED T~-"~ `'"T"
(Village Seal) ' :.
AT- - ~'
VILLAGE CL
2003.
resolutiomSection-12•Amend
r-~n~i ~r n r~ ~i
12.01 POLICY STATEMENT
12.01.01. PURPOSE:
To define the various components of the Personnel Rules & Regulations Pay for
Performance Program and to provide guidelines for its administration.
12.01.02. POLICY:
The Village of North Palm Beach recognizes that some employees perform above and
beyond the call of duty, or consistently maintain a level of performance that distinguishes
them from their co-workers. It is the policy of the Village to measure, as objectively as
possible, how an employee's job responsibilities are performed. The Pay for Performance
Program is designed to acknowledge employees who Gave made special efforts in a
project, program, or in rendering service or have consistently maintained an outstanding
level of performance, or exceeded expectations. The Village will measure employees based
on stated, well defined goals and objectives to the greatest extent possible. These goals
and objectives will be reduced to writing and made a part of the Village's budget and
other policies.
12.01.03. OBJECTIVES: The objectives of the Pay for Performance Program are as follows:
~-- a. To encourage and enhance communication between the supervisor and the employee.
b. To identify, recognize and reward employees whose job performance warrants the
same.
c. To improve job performance by identifying areas where acceptable performance is
lacking and by developing an action plan for improvement.
d. To provide a review of job performance.
e. To document employees with the capacity for assuming greater responsibility and
leadership.
12.01.04. ELIGIBILITY:
The evaluation period shall begin on June 1 of the previous year and end on May 31 of
the current year. All regular full-time employees as of the end of the evaluation period
(from here forward referred to as "employees") shall participate in the Pay for
Performance Program (referred to as "program"). All full-time employees who have
completed at least 90 days of service prior to the end of the evaluation period shalt also
participate in the Program. For purposes of the Program, base salary is defined as the
basic salary earned by the employee, excluding overtime and fringe benefits, as described
in the Village's annual budget or Departmental Orders, or Village Codes, Ordinances and
Personnel Rules and Regulations and Village policies.
1
-- 12.01.05. GUIDELINES:
The Village places a high value on: caring, helpful service to the public; creative,
workable solutions to problems; dedication and hard work; self-improvement; and
enhancing the Village's positive image. On-going performance that is consistent with these
valves is recognized through the performance evaluation and a pay for performance
program to the extent that there remains room to advance within a salary range. The
Village recognizes the advantages of rewarding the consistently high performer through
the Program.
a. Pay for Performance Increases: A pay for performance increase, as budgeted by the
Village Council, may be granted to an employee based on an annual evaluation of his
or her performance.
b. In all respects, where a pay for performance increase would cause an employee to
exceed the maximum of that employee's pay range, the distribution of the pay for
performance increase will be such that the employee will be topped out at the
maximum of the range and will not receive a base salary increase beyond the
maximum of the range. In recognition of the extraordinary service of an employee, a
bonus incentive (not added to base salary) will be afforded to those employees who
have attained the maximum of their pay range. Said bonus incentive will be based on
the annual evaluation and applicable to those employees who receive an evaluation
rating of "Exceptional" or "Successful". The bonus incentive amount shall equal the
desig-~ated rate increase for the rating attained.
2
12.02 PERFORMANCE EVALUATION POLICY
12.02.01 PURPOSE:
To establish guidelines for the completion and submission of performance evaluations and
recommendations for pay for performance increases.
12.02.02 POLICY:
Alt employees shall be reviewed annually. Pay for Performance increases shall be based
on performance in accordance with the Village's annual budget, Collective Bargaining
Agreements, Departmental Orders, or Village Codes, Ordinances and Personnel Rules
and Regulations, and other Village Policies. All proposed Pay for Performance increases
will require a performance evaluation.
12.02.03 RESPONSIBILITY FOR CONDUCTING PERFORMANCE EVALUATIONS:
Under the direction of the Village Manager, the Department Head and supervisors shall
be responsible for conducting performance evaluations of employees under their direct
1~ supervision.
a. Evaluation process.
1}. Performance evaluations for eligible employees shall be prepared and
conducted by the immediate supervisor. The supervisor and the employee
shall both independently prepare iii writing an evaluation prior to the review.
The supervisor is responsible for completing the evaluation form, and the
employee is responsible for completing the self-evaluation form.
2). Prior to the evaluating supervisor's review meeting with the employee, the
evaluating supervisor must review the completed evaluation form with the
next level supervisor. If the two levels of supervision disagree on the
performance evaluation for an employee, the Department Head will review
the form and make a determination on the areas of disagreement before the
form is reviewed with the employee.
3). After the supervisor has completed the evaluation, the performance evaluation
form shall be discussed with the employee. The review meeting provides the
supervisor the opportunity to review the position requirements with the
employee and to discuss the employee's overall performance, covering both
strong points and areas for improvements. The employee may include written
#~,,. comments on the evaluation form. The employee self-evaluation should also
be discussed during the review meeting.
3
4). It is possible that during the evaluation interview, based on additional
information and insights from the employee on his/her performance, the
supervisor may determine the need to modify a rating on a specific
performance criterion. Any changes must be shown on the evaluation form
and must be initialed by the evaluating supervisor.
5). After the evaluation has been discussed, and any modifications made, the
employee and supervisor shall sign and date the performance evaluation form.
After the employee and supervisor have signed the evaluation form, the form
shall be reviewed and signed by the Department Head. The Department Head
may include additional written comments.
6). Once the evaluation form has been completed and signed by the employee,
supervisor, and Department Head, the original copy of the evaluation form,
and the employee's self-evaluation shalt be forwarded to the Village
Manager's Office. The Village Manager or his designee will be responsible
for tracking, analyzing and controlling the distribution of funds in accordance
with the pay for performance policy. A copy of the evaluation form will be
distributed to the employee. The original copy of the evaluation form will be
placed in the employee's personnel file.
b. Evaluation period and due dates:
]). The Evaluation Period for employee performance shall be from June 1 of the
previous year through May 31 of the current year.
2). Completion and timely submission of performance evaluations are the
responsibility of all supervisors and the Department Head. Atl evaluations
shall be submitted to the Village Manager no later than June 30 of each
year.
3). Evaluations for aI1 eligible employees shall be completed every twelve (12)
months, but may be completed more frequently if performance warrants.
4
12.02.04 SCALES:
For each category a scale of 0-3 is used when evaluating an employee. The evaluator
should use the following definitions:
SCALE
Below Standards Development Required Successful Exceptional
0
2 3
a. Exceptional -Performance consistently exceeds job requirements. This rating is
reserved for employees whose performance is truly outstanding.
b. Successful -Performance fully meets job requirements. This rating applies to
employees whose performance fully meets job requirements on a regular basis.
c. Development Required -Performance meets only minimum job requirements.
This rating applies to employees whose performance meets minimum job
requirements, but requires improvement to fully meet job requirements on a
regular basis.
d. Below Standards Performance is unacceptable and below minimum job
~,.. requirements. This rating applies to employees whose performance is inadequate
and requires substantial improvement to successfully meet job requirements.
(Individuals with an overall performance score at this level should either move up
in performance level or out of the position in a short period to time).
It is imperative that each employee understand the relationship between job
performance and rate of pay and the relationship between the attainment of job
standards and the level of performance. There must remain a consistency between
performance evaluations and the employee's rate of pay.
12.02.05. PRIORITY WEIGHTS:
Each of the dimensions set forth in the evaluation form has been assigned a priority
weight, which is a measure of its importance to the organization. The dimensions
considered to be important have higher priority weights than those dimensions
considered to be less important. The priority for each dimension is set on a scale of
one to nine (1-9). Although the priority weights are constant in terms of definition,
their applicability to a particular dimension of measurement will vary from year to
year. That variance is predicated on the importance of that dimension as it relates to
the organization's needs, goals and objectives for a given year.
The scale is an arithmetic progression in which a priority of five (5) is five (5) times
~-- more important than a priority of one (1). For scoring purposes, the weights act as
multipliers.
5
The priority weights are defined as follotivs:
Priority Weight 1: Of minor importance to the position and to goal attainment.
Priority Weight 2: Of lesser importance to the position and to goal attainment.
Priority Weight 3: Important to the position and to goal attainment.
Priority Weight 4: Ver important to the position and to goal attainment.
Priority Weight 5: Critical to the position and to the goal attainment.
Priority Weight 6,7,$,9: Special weight granted for obtaining key certifications
and management responsibilities for supervisors,
division chiefs, or department heads.
6
12.03 DISTRIBUTION OF FUNDS POLICY
12.03.01 PURPOSE:
To define the methodology of distributing funds and maintaining cost control on
distribution of funds for the Program for employees.
12.03.02. POLICY:
The Village of North Pa1rn Beach, in an effort to maintain control on the cost of
distribution of funds for the Program, recognizes the need to distribute funds
equitably and fairly. Furthermore, it is the policy of the Village to not allow the
Program to be circumvented by inappropriate application of the evaluatio^ process.
12.03.03. OBJECTIVES:
The objectives of the distribution policy are as follows:
a. Pay for performance increases are to reflect an equitable and fair response to
performance evaluations as described in the Policy Statement and Performance
Evaluation Policy.
b. To avoid top-loading of funds available for pay for performance to one category of
evaluation, thereby circumventing the intent of the program.
c. To maintain flexible criteria on an annual basis that will be in response to the
amount of funds available.
d. To effectively manage the evaluators by including their objectivity and efficiency
in evaluating as part of their evaluation.
12.03.04. GUIDELINES:
The Village Council will determine the distribution of funds through the budget
process with the Village staff.
a. In ali cases, the Village will withhold 10% of the total departmental distribution
amount as a set aside to be used for adjustments by the Village Manager to round
out mathematical fractions and correct any inequities in the program.
b. Performance evaluations and fund distributions will not be subject to appeal or the
,,., grievance process.
7
c. Evaluations wilt be completed during June of each year. Pay for performance
increases will be distributed based on the employee's annual performance
evaluation score as budgeted by the Village Council. The Village Manager or his
designee will be responsible for reviewing the distribution of evaluation ratings
within Departments and across Departments. The Village Manager may require
supplemental evaluations as needed to correct inequities in the program.
8
13. DISCIPLLti~ ~~
13.01 O BJE CT IV'E:
All employees working for the Village of North Palm Beach are members of a select
group working together for the main purpose of serving the community. Any
employee who fails to follow the necessary rules and regulations governing their
conduct is not only penalizing themselves, but is also doing a disservice to all of the
other Village employees. The Work Rules are not intended to restrict or impose on
the individual, but are designed to ensure the rights and safety of all Village
employees and to provide working guidelines to efficiently serve the community
effectively.
13.02 PROCEDURES:
a. Written Instruction and Cautioning
Whenever an employee's performance falls below an acceptable level, the
supervisor should inform the employee promptly of such lapses in performance
and give counsel and assistance to the employee. An employee notice form shall
be issued defining the nature of the infraction under the Work Rules and an
explanation that future occurrences will result in progressive discipline.
Instances of violations of the Work Rules should be specifically referred to by
date and incident.
b. Employee Notice Form
In all cases of disciplinary action, the department head, or supervisor initiating
the action is required to complete an employee notice form informing the
employee of the action taken. A copy of such notice must be sent immediately
to the Village Manager for placement in the employee's personnel folder. The
employee's immediate supervisor usually initiates an employee notice.
c. Suspensions
1. In General
An employee may be suspended indefinitely or far any specified period of
time without pay for offenses as defined by the Work Rules andlor for
violation of departmental rules and regulations, as recommended by the
department head and as approved by the Village Manager. In the case of a
Public Safety employee, the immediate supervisor or other superior may
49
5u~pend as emploti~ee and later obtain the neces~ar~~ approval of the
department head, follo«~ina the guidelines of the PBA Contract.
In all cases of suspension, an employee notice form must be completed and
submitted to the employee along with a copy to the Village l~lanager.
2. normal Suspensions
Except in cases of suspensions in contemplation of termination, and except
where the employee's presence poses a continuing danger to persons or to the
orderly operation of Village government, the employee shall be notified in
~i~-iting of the accusationslcharges against the employee and the factual basis
therefore prior to the effectiveness of the suspension. Concurrently with or
after said notice, but prior to a suspension, the supervisor, superior or
department head must give the accused employee a reasonable opportunity
to explain the employee's version of-the facts surrounding the accusations.
Immediately thereafter, the supervisor, superior, or department head may
recommend suspension, followed by approval of the Village Manager.
3. Extraordinary Suspensions
In cases where the employee's presence poses a continuing danger to persons
or to the orderly operation of Village government, the employee may be
immediately suspended. but shall be notified in writing of the charges against
the employee and shall be given an opportunity to rebut same within ten (10}
days after suspension.
d. Demotion and Decrease in Pav
A department head may recommend and the 'Village vlanager may demote an
employee with a decrease in salary and job responsibilities, as appropriate, for
such time as is necessary to correct deficiencies in job performance or job
qualifications. The duration of such demotion and- reduction in pay and
responsibilities, asappropriate, may be temporary or regular as appropriate,
under the circumstances.
A demoted regular employee is entitled to advance under the pay plan as any
other employee based upon job performance. Prior to the proposed demotion,
the employee shall be given written notice of the reasons for the proposed
demotion and further, shall be given the opportunity to rebut said reasons before
the appropriate department head. If the department head determines demotion
is proper, then an appropriate progress interview form shall be completed and
shall include the specific reasons for the demotion. A copy of the progress
interview shall be forwarded to the Village i/Ianager for his final approval.
so
e. Termina[i~ns
1. In Genera(
These procedures for dismissal are promulgated to minimize the risk of
improper terminations associated with any such processes.
A probationary employee may be dismissed with or without cause at the sole
discretion of the department head. A Regular Employee may be dismissed
only for cause.
2. Termination Procedure
Prior to the proposed termination, the employee shall be suspended without
pay pending the outcome of the informal conference and shall concurrently
or immediately thereafter receive written notice of the reasons for the
proposed termination either by hand delivery or by Registered U.S. Mail.
Such notice shall also specify a time, no sooner than ttivo (2) working days nor
later than five (~) working days following the employee's receipt of such
notice, for an informal conference to be held before the Village Manager to
afford the employee an opportunity to rebut the charges. The employee may
also be allowed to respond in writing to the Village Manager. After such
informal conference, and after considering all evidence, the Village Manager
shall take appropriate action upon the dismissal. Failure of an employee to
attend said informal conference after being given notice of same, shall waive
an_v rights of the employee hereunder. The Village i~lanager's decision shall
be forthwith furnished the employee and shall be final and binding.
3. Appeals
An employee who is subject to any disciplinary action specified herein may
either pursue the grievance procedure contained in these regulations or
request an informal conference on the action by serving a notice within
twenty-four (24) hours after the effective date of the action to the Village
Manager. Any employee who has been involuntarily terminated shall be
immediately advised of the employee's right to appeal the action through the
use of the grievance procedure or the informal conference.
13.03 WORK RUZES:
Work Rules are considered to be the same as Departmental Rules. In the event of
conflict the Personnel Regulations as contained herein and adopted by Council shall
govern.
51
~ 14. GRIE``.~'~CE PROCEDL"RE
14.01 POLICY•
This grievance procedure is established to provide full opportunity to employees to
bring to the attention of management, complaints, grievances, or situations that the
employee feels need either for adjustment or information. It is the intent and desire
of the Village to adjust complaints or grievances informally and both supervisors and
employees are expected to make every effort to resolve problems as they arise.
However, it is recognized that there will be grievances which wZll be resolved only
after a complete review. The submission of a grievance by an employee shall in no
~vay adversely affect the employee or his/her employment with the Village.
14.02 CAUSES OF GRIEVANCES:
An employee may file a grievance for an alleged violation of a policy or work
regulation.
14.03 PROCESSING A GRIEVANCE•
In order to assure every employee of a method in which they can get their particular
grievance considered rapidly, fairly, and without reprisal, the following steps are
provided:
STEP 1
The aggrieved employee shall, within three (3) working days of the incident, discuss
and explain his/her grievance orally with the immediate supervisor who may call
higher level supervision into the discussion in an effort to achieve a prompt
satisfactory adjustment. The immediate supervisor will make a decision and notify
the employee within five (~ working days after the discussion with the employee.
STEP 2
If the aggrieved employee feels that the matter has not been settled or adjusted to
hisJher satisfaction by his/her immediate supervisor, he/she may submit the matter
in writing to the department head within five (5) working days after the conclusion
of Step 1. The department head will schedule and conduct a meeting within five (S)
working days after receipt of the written grievance with the employee. The
department head shall give a written answer within five {5) working days after the
scheduled meeting as to the resolution of the grievance.
52
;TEP 3
If the grievance is not resolved br the department head. the employee may appeal
in writing to the Village tilanager within fire (~> ~ti•orking da~•s after the reply by the
department head was rendered. The Village tiianager shall within ten (10) working
days reply to the grievance in writing. The Village Manager's decision shall be final.
14.04 GEi`tERAL PROVISIOiV'S OF THE GRIEVA~iCE PROCEDURE:
a. Anv grievance shall be considered settled at the completion of any Step, unless
it is appealed by either party within the time limits set forth. It is hoped that the
great majority of grievances will be satisfactorily settled in the first or second
step.
b. A copy of all grievances and appeals shall immediately be sent to the Village
Manager.
c. All grievances at their conclusion shall be forwarded to the Village Manager for
coordination, analysis and filing.
d. The time limits as set forth in this grievance procedure for management response
shall remain the same for all employees regardless of the work week or scheduled
hours per week. If the response time limits falls on an employee's day off, the
reply by management shall be given to the employee on his/her next scheduled
workday.
e. These time limits may be extended upon mutual agreement between the grievant
and the Village Manager.
53
L__ _ I~• SEPAR._-~TIO~S, SE\IORITI", L:~~'OFF :~.'~D IZEC:~LL ~{
15.01 TYPES OF SEPARATIONS
Separations and/or terminations of employment from positions shall be designated
as one of the following types:
a. Resignations
b. Retirement
c. Disability
d. Death
e. Layoff
f. Discharge
15.02 RESIGNATION-
Resignation is the separation of an employee from the Village service through the
submittal of a written notice etpressing a desire to resign.
Any employee wishing to Ieave the Village service in good standing shall notify his
immediate supervisor at least two (2) weeks before leaving. Department heads shall
provide thirty (30) days notice. Failure to provide sufficient notice may be cause for
denying such employee re-employment by the Village.
Employees ~vho terminate from Village employment shall not be eligible for re-
employment with the Village for six (6} months following their date of termination,
unless approved by the Village Manager.
15.03 RETURN OF VILLAGE PROPERTY-
At the time of separation and prior to receiving final compensation due, all records,
books, assets, uniforms, keys, tools and other items of Village property in the
employee's custody, shall be returned to the department. Money or Village property
due the Village because of any shortages shall be collected through appropriate
action.
15.04 DISABILITY:
An employee may be separated for disability when the employee cannot perform the
required duties because of a physical or mental impairment. In all cases, such
separations shall be supported by medical evidence acceptable to the Village
54
~ Iana~er. The ~'illaae ma_v require examinations at its expense. to be performed by
phtsicians of its choice. Such examinations may include ph~~sical and/or medical
e~•aluations, as «~ell as the completion of current medical history reports.
15.05 DE:~.TH:
Separations shall be effective as of the date of death. AI! compensation due to the
employee as of the effective date of separation shall be paid to the beneficiary of
record, sur~zving spouse, or to the estate of the emptoyee as determined by Florida
Statutes.
15.06 SENIORITY, L:~YOFF A.ND RECALL PROCEDUR.ES•
By the direction and authority of the Village Council, an employee or employees may
be laid off when deemed necessary by reason of shortage of funds, lack of work, the
abolition of the position, or other material changes in the duties or organization, or
for related reasons which are outside the employee's control and which do not reflect
discredit upon the service of employees. The duties performed by any employee laid
off may be reassigned to other employees already working who hold positions in
appropriate classifications.
a. Tvpes of Seniority:
1. Village Seniority
Village Seniority is understood to mean the length of time served since an
employee's most recent date of full-time re-employment with the Village.
Seniority shall continue to accrue during all types of leave except for leaves
of absence without pay for thirty (30) consecutive calendar days or more
which shall cause the employment date to be adjusted for an equivalent
amount of time. Leaves of absence without pay for periods of less than thirty
(30) consecutive calendar days shall not cause the Village employment
seniority date to be adjusted. Employees suffer no loss of Village seniority
while on leave of absence without pay due to illness or injury far a period not
to exceed twelve (12)~ months.
Village seniority shall be used for purposes of computing annual leave
accrual, Ionge~zty, and other matters deemed appropriate based on Length of
service.
2. Classification Seniority
Classification seniority shall be defined as the length of time an employee
services in full time status in a particular classification. Upon successful
SS
completion of the probationary period, seniority in classification reverts to
date of entry, transfer or promotion into a classification. Seniority will
continue to accrue during all types of Leave er-cept for leaves of absence
~yithout pay for thirty (30) consecutive days or more «~hich shall cause this
date to be adjusted for an equivalent amount of time. Leave of absence
without pay for periods of less than thirty (30) consecutive calendar days
shall not cause the classification seniority date to be adjusted. Employees
having a minimum of five (~ years of Village seniority shall suffer no loss of
classification seniority while on a leave of absence without pay due to illness
or injury for a period not to exceed twelve (12) months.
Classification seniority shall be used in conjunction ~~ith job classifications for
purposes of layoff, recall and other matters deemed appropriate based on
length of service in a classification.
3. Loss of Seniority
Employees shall lose their seniority as a result of the following:
a. Resignation
b. Retirement
_ c. Termination for cause
d. Layoff exceeding six (~ months
e. Failure to report to the department head, in writing, an intention of
returning to work within fourteen (l4) calendar days of the date
indicated on the return receipt verification of certified mail
transmitting the recall offer notice.
f. Failure to acknowledge certified mail receipt of properly addressed
certified recall notice fourteen (14) calendar days from date of
attempted delivery for any reason, from the attempted delivery date
of employee who has been laid off.
g. Failure to return from military leave within the time limits prescribed
by law (see Section No. 9.02.09).
h. Failure to return from an authorized leave of absence upon the
expiration of such leave.
4. Seniority Records
It shall be the responsibility of the Village 1~Ianager to establish and maintain
classification and Village-wide seniority records of all employees.
b. Layoff Procedures
1. Order of Layoff
55
«~tren it betornes necessarti to reduce the number of emplo~'ees within a given
classification and «ithin a given department through a shortage of funds,
lack of ~~•ork, or other causes, employees shalt be laid off in the following
order:
a. Temporary Part-time
b. Temporary Fult-time
c. Probationary Employees (New)
d. Regular Part-time
e. Probationary Employees (Promotion)
f. Regular Full-time
2. Layoff Criteria and Procedures
a. Temporary employees in the affected department shall be laid off first
and shall not have recall rights. Employees will be Laid off from a
classification in the inverse order of their length of service in that
classification.
b. Probationary employees in the affected department shall be laid off
nett without recall rights unless they were promoted into the
classification, in which case, they shall be eligible to be returned to the
classification from which they vacated, and placed on the seniority list
in line with their previous classification seniority.
c. Regular part-time employees in the affected department shall be laid
off next in any affected classification and shall not have recall rights.
Employees wz11 be laid off from a classification in the inverse order of
their length of service in that classification.
d. Layoffs of regular full-time employees shall be based on seniority with
the least senior employees in the classification and department being
laid off first, provided the following factors are substantially equal:
1. Sufficient ability and qualifications to perform the work (tests
may be given).
2. Performance evaluation
3. Physical condition and job attitude. In the event of the
substantial inequality of these factors as between employees in
the same classification and department, the employee with the
57
higher values of factors 1. 2. and 3., in the aggregate, shall be
retained.
e. Only regular full-time employees laid off shall be recalled to
the classification and department from which they were laid
off, in the reverse order in which they were laid off.
c. Recall Procedures
1. Regular full-time employees laid off shall have precedence for recall to their
classification over new applicants for a period of six (~ months. Laid off
employees recalled within six (~ months shall have their seniority restored. If
re-employed after siY (~ months, the employee shall be treated as a new
employee.
2. Employees laid off under the provisions of Section 15.06, subsection b,
paragraph 2 shall be recalled in the reverse order in which they were laid off.
3. The Village will offer recall to laid off employees by certified mail to the last
known address on file with the department head. If without good cause, the
employee fails to return to work within fourteen (14) calendar days of the date
indicated on the return receipt verification, the laid off employee ~viIl be
terminated.
4. Recall will be offered to Iaid off employees provided they are physically and
mentally qualified to perform the duties of the job. A laid off employee, when
offered recall, who is temporarily unable to accept due too medical reasons, may
request a leave of absence without pay not to exceed thirty (30} calendar days.
d. Discharge
Dismissal For cause of an employee, according to Regulation No. 13, shall result in
the loss of re-employment privileges.
58
16. PARTICIPATION Lti Eti~IPLO~'EE ORGANIZATIO\S
16.01 PARTICIPATIO:~i:
All employees have the right to organize, join and participate in, or to refuse to
organize, join or participate in, any employee organization freely and without fear
of reprisal or penalty.
16.02 COLLECTTL"E BARGALVL~iG AGREEMENTS:
Employees covered under a collective bargaining agreement shall also be subject to
the Personnel Regulations of the Village. If any conflicts occur between the
agreement and the Village Personnel Regulations, the collective bargaining
agreement shall be the governing factor in all cases even though the rights or
benefits may be greater or lesser than provided for in the Personnel Regulations of
the Village.
59
17. El~1PLOY~IE~T OF REL~.TI~~-ES ~
I
17.01 POLICY STATE~IENT•
The employment of relatives is not encouraged and will be maintained at a minimum
to be consistent with sound management. The Village will comply with Florida
Statutes on anti-nepotism.
17.0? DEFL~tITION OF RELATTVE-
The term "Relative" with respect to a public official, means an individual who is
related to the public official as father, mother, son, daughter, brother, sister, uncle,
aunt, first cousin, nephew, niece, husband, wife, father-in-law, mother-in-law, son-
in-law, daughter-in-law, brother-in-law, sister-in-la~v, stepfather, stepmother,
stepson, stepdaughter, stepbrother, stepsister, half-brother or half-sister.
17.03 SUPERVISORY RELATIONSHIP•
After the effective date of this policy, approval will not be granted for the
employment, promotion or transfer. of a relative of the employee to a position in the
same department or division where one would be in a supervisory or administrative
capacity over the other.
60
1S. OL~SIDE E~IPLO~C'llE\T OK BUSL~~ESS ACTIVITY
18.01 GEV~ERAL STATEIfENT•
Outside employment or business activity on the part of a regular full-time employee
shall be subject to written approval of the department head and Village Manager in
order to prevent situations that conflict with or are detrimental to Village
employment. Failure to comply with this policy may result in disciplinary action.
18.02 CONSIDERATION FOR APPROVAL OF OUTSIDE E1~iPLOYi~NT:
Approval for outside employment will be limited by any of the following provisions:
a. Outside employment shall not interfere with or be in conflict with the proper
performance of employee's duties with the Village.
b. Association with any business considered as having a questionable reputation that
would reflect unfavorably upon the employee or the Village.
c. Association with any firm owned or operated by another Village employee within
the same division or shift.
d. Employee shall not be a principal or in a position of influence in a firm doing
business with the Village.
e. Employee shall not have or hold any emplo~znent or contractual relationship with
any business entity or agency which engages in business or contractual agreement
with the Village, in compliance with Florida Statutes regarding conflict of
interest.
18.03 FINAL APPROVAL:
Final approval is subject to the review and approval of the Village Manager. It is
further understood that approval may be canceled at any time by the Village
:Manager upon ten (10) days written notice to the employee, due to violations of the
provisions of Section 18.02.
61
19. POLITICAL .-~CTIti'IT~' RESTRICTIONS i)
19.01 I\TENT•
The Personnel Regulations state it to be in the public interest and of governmental
benefit to remove career employees from the arena of partisan political activity.
Florida Statutes, Chapter 104.31, impose certain restrictions on the palitical
activities of state, county and municipal officers and employees. All Village
employees are permitted to hold membership in and support a palitical party, or
maintain neutrality. After work hours employees may undertake active political
roles, attend meetings, support candidates and work in campaigns, with the
exceptions noted for Village elective office.
19.0? PROHIBITIONS•
a. No person shall promise, attempt, or use political position, influence or coercion
in an effort to erode the merit system nature of the Village work force by
patronage or favoritism for past or future political influences or services, either
implied or actual.
b. Employees shall not take an active political role on behalf of any candidate or
incumbent for Village elective office during working hours.
19.03 VILLAGE ELECTIVE OFFICE CANDIDACY:
A Village employee who becomes a candidate for an elective Village office shall, at
the time of formally qualifying, resign in good standing from the Village service.
19.04 OTHER ELECTIVE OFFICE CA.IVDIDACY:
A Village employee may be a candidate and elected to public office, other than the
Village of North Palm Beach, and continue in the service and shall not be required
to resign.
19.05 PENALTIES:
Violations of these restrictions may result in disciplinary action including discharge,
as determined by the disciplinary procedures in Section 13 of the Personnel
Regulations.
62
?0. .ti1ISCELL.~..~EOt'S PRO~~ISION~ j
20.01 RETIREti1ENT:
All full-time Village employees are eligible to join the Retirement Plan. Details of
said plan are contained in the General Fund and Public Safety Retirement
Ordinances.
20.02 DEPARTI~fENT RLTLES•
Department heads are authorized to promulgate in writing rules additional and
supplemental to these rules provided they are not in conflict with these rules and are
approved by the Village l~lanager prior to notification to employees and publication.
All such rules shall be approvable, amendable, and revocable by the Village
Manager.
20.03 RECORDS:
The Village Manager, or designee, shall maintain the personnel records of each
employee. such records shall include a personnel file for each employee giving basic
vital statistics, disciplinary actions, employee appeals, official acts involving the
employee, any examinations records, and the employment record. The records of
terminated employees shall be retained for fifty (50) years. Applications for
employment shall be retained for two (2) years and may then be destroyed at the
discretion of the Village Manager.
20.04 PERSONNEL REGULATIONS:
These Personnel Regulations supersede any previous regulations adopted by the
Village Council and shall become effective upon adoption by Resolution of Village
Council..
20.0 SEVERABILITY:
If any chapter, section, paragraph, sentence, clause, phrase or word of these
Personnel Rules and Regulations is for any reason held by a Court to be
unconstitutional, inoperative or void, such holdings shall not affect the remainder
of these Rules and Regulations.
63
SECTION
20.02
.RESOLUTION 13-2000
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM BEACH,
FLORIDA, AMENDII~~G THE PERSONNEL RULES AND REGULATIONS OF THE VILLAGE
BY THE ADDITION OF A SECTION 20.02 THERETO PROVIDING FOR LIFE AND
ACCIDENTAL DEATH INSURANCE FOR FULL-TIME Ei~iPLOYEES; AND, PROVIDING
FOR AN EFFECTIVE DATE.
BE IT RESOLVED BY THE VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA:
Section 1. The Village Council of the Village of North Palm Beach, Florida, does hereby amend the
personnel rules and regulations of the Village by the addition of a Section 20.02 and to read as
follotivs:
"20.02 Life and Accidental Death Insurance:
- The Village will provide and pay for all full-time employee's life and accidental
death insurance in the amount of two times the employee's annual salary rounded to
the nearest one thousand dollars, with a maximum of $ 100,000."
Section 2. This resolution shall take effect immediately upon its adoption.
PASSED AND ADOPTED THIS 10th DAY OF FEBRUARY, 2000.
(Village Seal) s
MA OR
ATTEST:
VILLAGE CLERK
APPENDIX I
64
APPLICATION FOR FA:tifILY :~~~D tifEDICAL LF_.-~«
I
Name of Employee:
Department•
Supervisor
Job:
Shift (if applicable):
Reason for Leave:
1. You must fully explain the reason for this leave.
2. If this leave is for a serious medical condition you must attach a certification from the
physician or authorize the company to contact the physician to verify the need for this
leave.
Ei~iPLOYEE STATEMENT
I need this Ieave because:
Date Leave is Scheduled to Begin:
Date Leave is cheduled to End:
Employee's Signature:
Date
ortivar e to erector o ersonne
On this day of 199_
v iLLAGE tiSE ONLY
ll~te Lea~~e Actually Bevan:
llate Leave Actually Ended:
Medical Certification Attached (check one): ^ YES ^ NO
If tiiedical Certification is NOT Attached is Employee Authorization of Release of
Medical Information Attached (check one):
^ YES ONO
If Village requested certification from the attending physician, attach a copy of the
letter and state the date that verification was requested.
i,' Copy Attached (check one): ^ YES ^ NO
Date certification requested:
It telephonic contact was made as a follow-up to obtain certification of the leave list
all telephone calls in the Telephone Log Form and attach to this certification.
_s Log Attached (check one): ^ YES ^ NO
Leave Approved ^ YES ^ NO
By (name of Village official):
On this day of 199
Leave Disapproved ^ YES ^ NO
By {name of Village official):
On this day of 199
For the follotiving reasons:
1. State fully the reason this leave was disapproved.
(i.e. failure to get certification, withdrawal of employee's request, etc.)
.-~U"THORIZ~.TIO:ti FOR RELEASE OF MEDICAL L~~F'ORtiS:~TIO:~
I, (Name of Emploveel ,hereby certify that I have requested leave under
the Family and i/iedical Leave Act from my employer, the Village of North Palm Beach.
I have asked for this leave because of the medical condition of (Name of Seriously
Ill-Either Self or Family Member) . I hereby authorize and request the release of any
and alI information to my employer, the Village of North Palm Beach, in order for them
to obtain the certification required and permitted by the Family and Medical Leave Act of
1993 to grant me this leave.
A photocopy~of this authorization is to be considered as valid as the oriel nal. I
hereby certify and direct each and every physician or other health care provider to whom
this is sent to cooperate fully by answering, in full, all of the Village's questions.
Signature of Employee Date
Signature of Witness Date
titEDICAL CERTIFICATION STATEi~LENT
:~~OTE: This is to be used when the [cave is requested because of tfle illness of an
emp(ovee.
Name of Patient/Employee:
Please state the condition the employee now has:
Please provide a brief description of the medical facts upon which both your diagnosis
and prognosis are based:
Date condition began or was first diagnosed:
Date condition is expected to end or improve:
Please provide a brief explanation of the limitations this illness imposes upon this'
~' Particular employee and how these limitations will prevent the employee from performing
the employee's job.
' If you need information about the employee's duties on the job, please contact
AME OF_ VILLAGE OFFICIAL) at __ fPFIONE 1\RJMBERI
Health arc Provider's Signature
I)atc
Health arc I'rov~der's Office 'I'ele~hone Number: ( ) ext.
tifEDICAL CERTIFICATION STATEMF'ti~'
,SO'I'L: This is to be used when the leave is requested because of the illness of an
employee's family member.
Name of Patient/Family Member:
Name o Employee:
Please state the condition the amity member now has:
Please provide a brief description of the medical facts upon which bath your diagnosis
and prognosis are based:
Date condition began or was first diagnosed:
Date condition is expected to end or improve:
Please provide a brief explanation of the limitations this illness imposes upon the
employee's family member and the extent to which the employee is needed to care for the
ill family member and the duration that this care is expected to take.
Health Care Provider's Signature
uace
Health are Provider's ice Telephone Number:
ext.
~OZ'ICE tit' I~ITCtiT TO P.ETUZ2N FTO~i LE:~~~"E
tiui:tc or t_.mp1o~-ee:
)epartment:
supervisor:
JOU:
..Shift (if applicable):
Date Leave Commenced:
Date of Return:
Statement:
I (check one) ^ do -OR- ^ do not intend to return to work at the conclusion of my
FitiILA Leave.
I understand that restoration to employment at the conclusion of my leave is subject to
these conditions.
I. If the leave is for my illness, I must provide a written certification from my physician
that I am able to resume my regular job duties.
The Village will make every attempt to restore me to my original position, but if for
some reason that is unavailable, I will be placed in an equivalent position with
equivalent pay, benefits and other similar terms and conditions of employment.
3. I understand that I will not accrue any employment benefits during my Ieave unless
they are otherwise expressly provided by Village policy.
~• I also realize that the company will maintain me on their group insurance policy, but
I will have to make any co-payment that I normally make. I have been advised of
this fact and am aware that I will be required to make co-payments on the ...
(DATES, TIMES, AMOUNTS)
I further understand that my failure to make these co- a
continued health coverage, just as they would if I failed to makee them las an employee.
Employee's Signature:
atC
CHI/CI~LIST FOR GR.~~;TI~;G T':~.1III.Y A,?~~ IfEDIC.~L LI/.-~`T,
<<~: o~ r.mptovee:
e:
dewed By:
Has the employee worked for the Village for a total of twelve (12)
months? (If not, no leave required) ^ YES ^ NO
Has the employee worked for the Village for a total of 1,250 hours
during the preceding twelve (12) months? (If not, no leave required) ^ YES ^ ~'O
Does the employee have any accrued vacation, paid sick leave, etc.? ^ YES ^ NO
If so, will the accrued vacation, paid sick leave, etc. be used by this
employee at either the employee's option or the Village's option? ^ YES ^ NO
Does the employee make any co-payments on his/her health
insurance? ^ YES ^ NO
If so, has the employee been advised of the need to make additional
co-payments and told the amount, «•hen and where to make them?
(Failure to make co-payments will jeopardize continued coverage) ^ YES ^ \TO
Is this a family leave or a Leave for the purpose of apre-planned
medical treatment? ^ YES ^ NO
If the answer is yes, has the employee given at least thirty {30) days
notice? OYES ^ NO
If we have not received thirty (30) days notice, have we been given as
much notice as is feasible under the circumstances? (In certain cases,
leave may be denied if insufficient notice is given) ^ YES ONO
If this is for a medical leave, has the employee supplied the company
with a valid medical certification? (If not, no leave required) ^ YES ^ \TO
Does the Village question the employee's medical certification? ^ yES ^ NO
If the Village questions the certification, has the employee been told
to see another doctor, at Village expense, to provide this information? ^ YES ^ NO
Has the employee been advised that failure to get authorization to
e.~ctend the leave or return from the Leave at the appropriate time will
subject him/her to discipline up to and including discharge in
accordance with the normal Village policy? ^ YES ^ NO
Does the employee work at a remote site where fewer than fifty (50)
employees are employed in a seventy-five (75) mite radius? (If so, no
leave required) ^ YES ^ NO
Grant Lcavc and iVlotiitor as r~ccdcd. ^ YI;S ^ NO
~-
[THIS PAGE BLA.~1K]
FA;'~fII~Y A:ti'D ~1EDICAL LEA~~ "ILL EPHOtiT LOG FOILtiS
Name of Employee:
Date
Note:
1. This form is to be used as a record of telephonic contact with the physician's office
or other health care provider's office in connection with the employee's medical Leave
request under the Family and Medical Leave Act.
2. It is important to fill this form out completely on each telephone contact.
3. Use as many lines as necessary to provide complete information on each call.
Date:
Person Making the CaII:
Person Cailed:
itiSessage heft:
Response:
mate:
~'~'rson titakin~ the Cali:
Person Called:
~~iessage Left:
Response:
Date:
Person Making the Call:
Person Called:
Message Left:
Response:
~~`O"I'I';: UuE>licalc this ~~a~;c as many ti~tics as is n~'C(~CC~irv e~„~ .,.,,-~, ,......~.._
SAtiiPLE LETTER TO THE PHYSICIAN
DATE
NAs~IE OF ATTENDI'i IG PHYSICIAI~I
1234 i~zain Street
A.nytivhere, USA 00000-0000
RE: NAME OF EMPLOYEE
Family and Medical Leave Request
Dear' _ (Name of Physician)
Our employee, __ (Name of Employee) ,has applied for amedical -leave
under the Family and Medical Leave Act of 1993, because of (choose one} _ (His/Her)
Illness) or __ (The Illness of a Family Member Specify Name) .The purpose.of this
letter is to transnut to you his/her authorization for release of ail medical information and
our request that you complete the attached medical certification statement.
Please for~cvard this directly to our attention as soon as possible. We cannot begin
_ (Name of Emptoyee) `s Leave until we receive and review this information.
Thank you for your prompt attention to this matter.
Sincerely,
SIGNATURE OF Y,[I,LAGE OFFICIAL
Enclosures:
Authorization for Release of Medical Information
Medical Certification Statement