HomeMy Public PortalAboutResolution 2007-12-07 Adopting a Personnel Handbook for the Town of Fraser - Various Amendments to Employment Policies
TOWN OF FRASER
RESOLUTION NO. 12-07-07
A RESOLUTION ADOPTING A PERSONNEL HANDBOOK OF THE TOWN OF FRASER,
WHICH INCLUDES AMENDMENTS TO VARIOUS EMPLOYMENT POLICIES OF THE
TOWN, AND REPEALING AND RESCINDING ALL PRIOR RESOLUTIONS IN CONFLICT
THEREWITH.
WHEREAS, the Board of Trustees ofthe Town of Fraser, Colorado, has previously adopted,
by resolution, various employment policies which supplement the employment contracts entered into
between the Town and its employees, and which define certain elements ofthe employment relation
between the Town and its employees generally; and
WHEREAS, the Board of Trustees has determined that it is necessary and desirable to update
and amend certain particulars of such employment policies, and to incorporate them into a Personnel
Handbook, to provide a comprehensive set of policies and a convenient reference for employees and
managers of the Town; and
WHEREAS, Board of Trustees has specifically reserved the right to make changes and
amendments to such Personnel Handbook and the employment policies contained therein, as set
forth in said Personnel Handbook and the written employment contracts between the Town and its
employees.
NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE TOWN OF
FRASER, COLORADO, THAT:
(1) The Personnel Handbook of the Town of Fraser, dated December 5, 2007, a copy of which is
attached to this Resolution, is hereby approved and adopted by the Board of Trustees, to
supplement the written employment contracts between the Town and its employees with
respect to employment policies, regulations and benefits, effective December 5,2007.
(2) All prior Resolutions, regulations and employment policies ofthe Town which are in conflict
or inconsistent with the provisions of said Personnel Handbook, or which contain obsolete
provisions, including without limitation, Board of Trustees Resolutions Number 06-01-06,
are hereby repealed and rescinded.
ýÿ
PASSED, ADOPTED AND APPROVED BY THE BOARD OF TRUSTEES OF THE TOWN OF
FRASER, COLORADO, THIS 5th day of December, 2007.
BOARD OF TRUSTEES OF THE
TOWN OF FRASER, COLORADO
BY: ~aJ\ ~
Fran Cook, Mayor
ATTEST:
(SEAL)
~ ~~<2A
Lu Berger, Town Clerk '-
- 2 -
Personnel Handbook
Town of Fraser
December 5, 2007
Page I
Table of Content~
Introduction ". ..... .....' ..... ...., ...... .....,..... ....... ." h_..... ... h.... ...... .._........ .....' ...... h_'" ...... ...... ..... ,_... ..... h... ...... ..... .._", ,..... ..... 3
\Velcome from the Town l\fanager. ...... ".... .....,..... h...... ... .._... ...... h._.."... ......."._. 'n'" ...... h... ...... ............... ,..",. ........." ...4
'I'he Tow'" of Fraser ...." ..... _.... ...... .....,..... '._........ ...... ".... _....... ," ...... ..... .._......._. ......, ..... ........ ,_. ...... ..... h... ...... ............. ...,.5
l\lanagement Authority.. _,... ..... ...... .........., ...... .....,.. .._ ....., ...... ....,. ..... ....., ...... .....' ..... ....., ...... .....' .... ...... ...... ...... ...... .........8
Equal Employment Opportunity and Unlawful Harassment ..,......,...........,.........",..........,..........,..........,...........,,......9
Emplofment Status and Benefits. ...., ...... ....., ..... ....., ..... ...... ...... ....., ..... ...... ............ ...... ....,. ..... .....,..... ....., ..... ....", ..... ...1 0
Statemenl of A t- Will Employment. ...... ........... ..... ....... ..... ...... ..... ...... ............ ...... ..... ..' .... ..... ...... .......... ...... ...... ....... I 0
Employee StallL< ..... ....... .................... ...... ................. ...... ................ ....... ...... ........... ...... ........... ..... ........... ................. 10
Residenc)' Requirement ..... .....,...... ....,..........., ,..... ....',..... ..'''' ..... ....., ...... ....., ...... ...."..... .....,........."..... ....., ..... .--..' ...11
Nepotism ...................................................................................................................................................................1I
Ne,,"' Employee Orientation..... ..... ...... ...... .._........ .__.., ...... ........... .__......... ........... .__..' ........... ........... ...... .h" ...... ...... .... II
Workweek and Payroll Period Defined ..................................................................................................................12
l'irneshcets and Time Accountin~ _......... ..__. ...... .._.. ....... h... ........... ...... ...... ...... ..__......, ..... .....,..... ....." ..... ...... .........., 12
Deductions from all Employee's Pay ..__.....................__.........__..........__.............,.......................................,..........,...14
Benefits. ..........' ..... ........... ...........__.............."..... .._... ..... ..........., .._........ .._... ...... ..... ............ ..... ..... ...... ...... ....... .h.. ............ 15
CCOERA 40t(0) Retiremenl Plan ..........................................................................................................................15
CCOERA 457 Deferred Compensalion..................................................................................................................15
I'aid Time Off ....... ...... ...... ............................ ........... ..... ...... ...... ............ ........... ................. ...... ...... ........... ........... ...... 16
Comp '['ime ........ .... ................................... ..... ...... ....., ...... ....., ..... .....,..... ....." ..... .....,..... ....., ...... ....., ..... ........... .--....." 18
Holidays... ........... ............ ..... ............ ........................... .................. ...... ...... ........... ...... ................. ........... ........... ........ 18
l\1edicall DentaVLife Insurance.. ................ ........... ....... .__......... ..... ....., ...... ...... .__........ ........... ..--....... ..... ....,. ..... .....,. J 9
'" orkers Compen.'iation Insurance ................._... ..... ....... ..... .._.. ...... .._......... .._..... ... "_'" ........... ...... .... .....,..... ....., ..... 19
Leave '\lithout IJay for Temporary Disability ......._...........__....................._.........._............................,...........,........19
s,,<tion 125 Flexible Spendin~ Account.. ................................................................................................................20
Clothing Allowance. ...... .......... ......... ............................. .............. ...... ...... ...... ...... ...................... ..... ..... ........... .......... 20
Annual Performance Bonus ...... ....., ...... ........... ...... .........."...................... ...... ...... ...... ........... ........... ................ .......20
Seasunal and Part Time Emplo)'ee Seneliis ........................................"..........,..........,..........,......__........................21
General Pro,'isiom........ ...... .._........ ............ ..__...... .................................. ............' .........."..... ....., ..... .....,..... ..... ...... ...... ...22
Ethics and the General Standard of Conduct ....................._............"...........................,.........."...........................,22
Jury Duty.......... ..... ............ ........... ...... ...... .......... .............................. ..... ....................... ............ ..... ........... ........... ..... 22
Family and Medical Leave (FlI-tLA) .......................................................................................................................23
Military I~ave ........... ...... ...... ........... ...... ...... ...... ..... ..__..n.".................. ..... ........... ....... ...., .........."..... ..... ...... ....., ......23
'Iolitical Activity.... ...... ...... .._..... ... .._......... .._... ,..... ._.............................. ...._............... ..... .._... ..... .._.. ........... ....., ..... ..... 23
V oling ...... ........... ....... ..... ...... ..... ........... ...... ....... ............................................. ...... ........... ........... ........... ...... ..... .........23
ProfessionaIDe'.elopmenvrrainin~.................,...................n...............................................,.................................24
Business Ex~nse Reimbursement,;; .., .........., ...... ...... ..... .............n."................. ..... ...... ...... ..... .__........ ..-........ .......... 24
Gifto; or Gratuity. ...... ..__........ ........... ...... ........... ....., ..... .n...... ...n........................ ......... ....... .... ...., ..... ....., ...... ....".......24
Smokiug .... ...... ...... ...... ..... ...... ...... ..... ...... ...... ...... ..... ...... ...... ...... ............ ........................... ........n...... ...... ...... ............ 25
Vehicle Fueling Policy.. .._... ,.... "_..' ...... ..__.. ,..... "_" .,.... .._... ........ ......... ........................._..... ..' .._........ ..-.. ...... ..-........ .... 25
Use of Town Property .... ...... ...... ..... ...... ...... ...... ............ ..... ........... ............................. ........... ........... ................. ....... 26
Vehicle Use....... ........... ...... ...... ...... ..... ............. ..... ...... ........... ............ ...... ...... .__........ ............h................ .............,.....26
Telephone Use.......... ..... ...... '''..' ...... ..__........ ........... ............ ..... ...... ..__.. .................................. .......,....... ....... .....,..... ..' 26
":-tnail and Internet Use. ....... ...." ..... .....' ...... ...." ..... ....., ...... ....., .........n' ..... ..... "........................... ..... ...... ..... ".... ......27
Computer SystelnS and Net~'ork File Server ......._.........__.."..........................................................................._......28
Children at Work.......... ...... ...... ...... ...... ...... ..... ...... ...... ...... ..... ...... ..... ........................................ ....... ........... ..... ....... 28
Pels at Work ... ............ ........... ............ ...... ..... ............ ...... ...... ...... ..... ....... ..... .................................. ..... ...... ...... ..........28
Dres, Code ... ........... ...... ...... .n........ ...... ...... ...... ...... ........ ............... ...........n..................... ...... ...... ..... ...... ...................29
Public In{ormation Offic.er .. ...... ...... ........ ." ...... ..... ....,..............h..........__.........._... ...... ........ .... ...... ..... ...... ,.... ..-.. ......29
Personnel Records ,..... .._... ...... .'_..' ..... ...... ...... ...... ...... ..... ...... ...... ....' ....... ..... ............................ ...... ..... ...... .....,..... .....29
Town Records t\lanagcl11ent.... ...... .....,..... ....., ...... ....., ..... ............ .................................. ...... ...... ..... ..... ...... ..............29
Outside Employmenl...... ...... ...... ..... ...... ...... ........... ..................................................... ..... ...... ........... ...... ..... ...... ......30
E.mployeeEvaluations.........................................,...........,......................,.......................................................,.........30
Disciplinary Action..................".........."....... ...,..........,..._..............,........................................._................................30
Safety...... ......... ..... ........... ....... ..... ....... ..... ...... ..... ...... ...... ....... ........... ................................................. ....... ..... ............ 31
Workplace Violenc.e ._........ .__.., ...... ...... ..... .....' ...... ......,..... ...... ..... ....., ...... ...... ...... ........ ...n....................__... ..... .._....... 32
Drugs and Alcohol.......... ..... ...... .._... ...... ............ .n........ .__... ...... .__..... .......... ..... ..n........._.."............... .._.. ...... ..-.......... 32
fl"l'ClllhCI .'i. 20m
ýÿ
Introduction
This personnel handbook is designed to acquaint all employees with the Town of Fraser
and provide useful information about working conditions, employee benefits, and
regulations affecting employment. It describes many responsibilities as an employee and
outlines the programs developed by the Town to benefit employees.
Employees should read, understand, and comply with all provisions of this handbook. No
employee personnel handbook can anticipate every circumstance or question. If you
have any un-answered questions or concerns after reading this handbook (or at anytime
during your employment), please speak with your immediate supervisor. Department
Head, or the Personnel Manager at your earliest convenience.
As the Town of Fraser continues to grow and change and as the need may arise, the Town
reserves the right to revise, supplement and delete any personnel policies or portions of
this handbook from time to time as it deems necessary.
The fundamental objectives of these personnel policies are:
1) To establish and maintain an equitable and uniform environment to promote
high morale among Town employees by providing a good working
environment, uniform personnel regulations and procedures and an attractive
and efficient and safe working environment;
2) To promote and increase efficiencies, responsiveness to the public, and
economy in the service of the Town;
3) To provide a work environment that is conducive to both personal and
professional growth;
4) To comply with all state and federal statutes and regulations.
December 5,2007
Page 3
Welcome from the Town Manager
I welcome you as a new employee to the Town of Fraser, I am pleased to have you join
our team of dedicated employees.
During your time with us, you will have the opportunity to work with a talented and
diverse group of employees and to create lasting impressions of our Town among citizens
and visitors alike. The services and facilities the Town provides are vital to the local
economy and that of our neighbors too.
The team that you are joining is committed to excellence, and we have a great deal of
pride in our achievements and in the manner in which we perform our job duties. Town
employees are agents of public purpose, and are expected to observe the highest
standards of integrity. Conduct of Town employees must be above reproach so that the
public shall have confidence in the integrity of its local municipal government.
It is my expectation that all Town employees work in a fashion that earns the trust and
respect of our residents. Unethical activities, political motivations, abuse of power, and
other inappropriate behavior will not be tolerated. Employees should strive to establish
productive communication and relationships with our residents and business owners.
Further, each employee is expected to contribute to positive relations with other
governmental jurisdictions and organizations. Equity, consistency, and good
communication are essential values of this organization.
In work, as well as in your recreational and personal pursuits, it is my sincere hope that
you experience the special sense of community that defines Fraser. I hope that you find
your employment with the Town exciting, challenging, and most of all enjoyable.
Thank you for your commitment to the Town of Fraser and welcome aboard!
Sincerely,
Jeffrey L. Durbin
Town Manager
Ikl'l'llIhcr 5. lOll7
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The Town of Fraser
As a public official, a general understanding of the community history may be helpful.
Fraser was originally established as a post office on the William Cozens ranch in 1876.
Today, the Cozens ranch house remains on the property. While many of the ranch
buildings no longer exist, the Grand County Historical Association uses the ranch house
to educate and interpret this period of history. In addition to the ranch house, other
historic features remain. The historic Cozens Cemetery and Cozens Meadow will be
protected from development as will much of the Fraser River corridor through the Town
of Fraser. Unlike many other mountain communities, the railway through the Fraser
Valley does not closely follow the river corridor. Billy Cozens reportedly shot at railway
surveyors and their stakes in his efforts to protect the Cozens Ranch, resulting in the
railway alignment still in use today.
The railroad played an important role in the history of the Fraser Valley providing jobs,
access, and a means of transporting lumber out of the valley. History tells fascinating
tales of the struggle to move people and materials via rail over the Continental Divide
and through extremely difficult environments. The railroad continues to play an
important role in the community as a means of transportation.
In 1905 George Eastom acquired the town site land and recorded a plat of the town.
Eastom came to the area to set up a lumbering operation in conjunction with the
development of the Moffat Line Railroad. The Town of Fraser was incorporated as a
municipality in 1953.
Few pioneering souls made the Fraser Valley home prior to the lumbering industry. In
1890 the population of the area was about 157. The development of the lumber industry
resulted in a short population boom as the population grew to 597 in 1920. The
community prospered via the lumbering industry through the 1920s, but with the
depression, the town's population dropped to 218 in 1930. The population remained
small through 1960 at 253, 1970 at 221, and 1980 at 470. The US Census in 2000
counted over 900 year round residents. The population is expected to continue to grow at
moderate rates into the future.
The growth in recent decades has been fueled primarily by increased tourism focused on
ski and resort areas. The lumber industry no longer plays a significant role in the local
economy. While year round population figures remain rather low, the influx of second
home owners, tourists, and visitors greatly increase the peak demands on services within
the Fraser Valley. Recent trends and development patterns indicate that the second home
market in Fraser will play an increased role in the community.
December 5,2007
Page 5
The Town of Fraser was host to a prisoner of war camp during World War 11. The camp
housed German prisoners, mostly captured on the Italian front at Anzio. The prisoners
were employed in timber and sawmill operations. Ironically, ex-German paws still visit
the area and fondly reminisce about their time in Fraser.
Later, Fraser became known as the "Western White House" as President Eisenhower
spent many summer months fly fishing the local waters while serving in office.
Most recently, the growth increases correspond to pressures related to the growth of the
recreation industry. The Winter Park Ski Area has had tremendous impact on growth in
the Fraser Valley. In addition to recreation based employment, people have located
within the Fraser Valley for a recreation oriented lifestyle. The Fraser Valley continues
to see growth in the second home market. Additionally, with ever increasing
metropolitan sprawl, more people move to the area while maintaining Front Range
employment.
The local environment is extreme. Located very near the Continental Divide at an
elevation of over 8,500 feet, the Town of Fraser has been called the "Icebox of the
Nation." Daily temperature variations typically result in a 40 degree shift from high to
low.
Manufacturers recognized the opportunity to conduct product research and development,
along with field applications in this challenging environment. Vehicular anti-freeze,
batteries, and snow tires were presented to residents for testing for many years following
World War n. Manufacturers continue to bring new vehicles to the area for high altitude,
cold weather testing.
The climate that provides the ski area with an annual average of over 362 inches of snow
also provides for a rich and diverse wildlife habitat. Recognizing this, the Rocky
Mountain Research Station was established with the Fraser Experimental Forest over 70
years ago. The Experimental Forest has provided a wealth of ongoing scientific research.
Future generations will benefit from the recent establishment of the James Peak
Protection Area. This wilderness area supplements other areas around the Fraser Valley
and within the Arapaho National Forest including the Indian Peaks Wilderness Area, the
Vasquez Wilderness Area, the Byers Peak Wilderness Area, and Rocky Mountain
National Park. Visitors have come to the area to enjoy the scenic beauty since the late
1800s.
IkL'l'llIhcr S. ]!l!l7
The Town of Fraser is a Statutory Municipality with a Town Board-Manager form of
government. The Town's legislative authority is vested in an elected seven member
Town Board, which includes the Mayor. These elected officials act as our citizens'
representatives to watch over and determine the direction of the organization.
Town services are provided through various departments, including Administration,
Finance, Public Works, Law Enforcement, Community Development and Special
Projects and Events. Each department is expected to provide high quality customer
service to the public and to all other departments within the town. The public includes our
permanent and seasonal residents, property owners, business owners and our
community's guests.
Generally speaking, the Town Manager reports directly to the Town Board and all
employees (either directly or via their supervisor) report to the Town Manager. Each
employee should clearly understand their reporting relationships and their roles and
expectations within the organization. See your supervisor or the Town Manager if you
have any questions in this regard.
As a Town of Fraser employee, it is important to understand the jurisdictional limits of
the Town. Boundary maps are maintained at Town Hall to accurately depict the current
boundaries of the Town. Properties outside these boundaries our outside the jurisdiction
of the Town of Fraser and generally do not receive benefit of any services from the
Town.
This simple concept is complicated in the Fraser Valley due to the multitude of
overlapping governmental jurisdictions and intergovernmental agreements. Currently,
the Town of Fraser participates in over a dozen intergovernmental agreements that
provide a variety of services to our residents. Employees must understand the
intergovernmental relationships applicable to their specific role within the organization.
Furthermore, employees are expected to behave in a manner that maintains and/or
improves our intergovernmental relations.
The Town of Fraser Board of Trustees has adopted an overall mission and values
statement as a guide for all elected officials, appointed officials, and employees:
Mission Statement
In order to preserve the health, safety, and welfare of Fraser residents and businesses,
the Fraser Town Board and staff will work to ensure environmental security, economic
stability, and social well being.
Values Statement
In our goal to ensure a sustainable town, the Fraser Town Board and staffwill
emphasize our values of communication, fairness, privacy, patience, health, safety,
humor, and trust.
December 5, 2007
Page 7
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Management Authority
The Town Council appoints a professional manager to run the day-to-day operations of
the organization. The manager is the chief executive and administrative officer of the
Town. The Town Manager is given the direction to implement and manage programs
which carry out the Town Board's policies and goals.
The Town Manager is vested by the Town of Fraser's Codes with the power and duty to
hire, suspend, transfer, and remove Town employees on the basis of ability, training, and
experience of such employees in the work which they are to perform, and to exercise
supervision and control over all executive and administrative departments. Under this
authority, the Town Manager establishes and implements these personnel policies and
procedures, and retains all rights to administer matters pertaining to employees of the
Town including, but not limiled to:
I) Hire, promote, demote, discipline, discharge, classify, reclassify, transfer, retire,
assign, layoff and recall employees;
2) Evaluate each employee's skill, ability, efficiency, and general performance;
3) Reduce or expand the operation of any facility, department or division;
4) Privatize or contract for services;
5) Introduce new, improved, or modified services, methods, techniques and
equipment, and otherwise generally manage and direct the Ihe operation of the
work force;
6) Perform such other duties as prescribed by the Town Board which are not
inconsistent with Ihe Town's Codes.
The Office of the Town Manager maintains an open door policy for employees. Any
concerns thai cannot be resolved with your supervisor may be discussed with Ihe Town
Manager.
Furthermore, the success of the organization relies on the success of each employee.
Toward that end, training and professional development opportunities are provided and it
is expected that each employee strives toward individual growth and success. Above
average performance is both encouraged and rewarded.
Ikct"lIlhcr 'i. 2007
Equal Employment Opportunity and Unlawful Harassment
The Town of Fraser is dedicated to the principles of equal employment opportunity in
any term, condition or privilege of employment. The Town does not discriminate against
applicants or employees on the basis of age, race, sex, color, religion, national origin,
disability, sexual orientation or any other status protected by federal, state or local law.
This prohibition includes unlawful harassment based on any of these protected classes.
Unlawful harassment includes verbal or physical conduct which has the purpose or effect
of substantially interfering with an individual's work performance or creating an
intimidating, hostile or offensive work environment. This policy applies to all employees
including managers, supervisors, co-workers, and non-employees such as customers,
clients, vendors, consultants, independent contractors, elected officials and others.
Sexual harassment is prohibited. Such harassment is defined as, but is not limited to,
unwelcome sexual advances, requests for sexual favors, and other verbal or physical
conduct of a sexual nature when submission to such conduct is made, either explicity or
implicitly, a term or condition of employment; submission to, or rejection of such
conduct is used as a basis for personnel actions affecting the employee; or the result of
conduct unreasonably interferes with an employee's work performance or creates an
intimidating, hostile, or offensive work environment.
To carry out this. policy, the Town of Fraser will commit to:
. Recruiting, hiring, training, and promoting for all jobs without discrimination
on any of the bases outlined above.
. Making placement decisions solely on an individual's qualifications for the
positions being filled.
. Administering other human resource actions, such as pay, training, layoffs,
etc... . and other actions without discrimination on any of the bases outlined
above.
The Town of Fraser prohibits retaliation against any employee for filing a complaint
under this policy or for assisting in a complaint investigation. If you believe there has
been a violation of our EEOIUH policies or retaliation standard, it must be reported to the
supervisor, Department, or Town Manager immediately.
Decemher 5, 2007
Page 9
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Employment Status and Benefits
Statement of At-Will Employment
Employment with the Town of Fraser is on an at-will basis. The employee may quit
and/or the Town may terminate the employee at any time, for any non-discriminatory
rea~on or for no reason. The policies within this handbook are not intended to create a
contract of employment, and no agreement or promise regarding an employee's tenns or
conditions of employment are binding on the Town.
To be considered to have resigned in good standing and to be eligible for re-hire on the
basis of satisfactory perfonnance record an employee must give two weeks notice of
resignation. The department head may waive this requirement if the determination is
made that the circumstances causing the resignation constitute a personal emergency.
Upon notification of a resignation, a department head may choose, with Town Manager
approval, to relieve the employee of their job duties and grant two weeks of severance
pay.
An employee absent for two consecutive days without authorization may be considered to
have resigned without notice effective the end of the second day, and will be so notified.
Final paychecks for employees who resign will be available on the next regular payday
upon completion of an exit interview and return of all Town property in possession of the
employee. The purpose of the exit interview is twofold:
a. To provide information to the employee regarding benefit options upon
separation;
b. To offer the opportunity for the employee to provide comments or suggestions
regarding employment with the Town.
Employee Status
. Full-Time Employee - an employee who is normally scheduled to work at
least 32 hours per week. Full-time employees who normally work less than
40 hours per week shaH receive only pro-rata benefits as defined in this
handbook.
. Part-Time Employee - an employee who is normally scheduled to work less
than 32 hours per week.
. Seasonal Employee - an employee who is hired in ajob established for a
temporary period or for a specific assignment or group of assignments.
. Exempt Employee - an employee who is not eligible for overtime payor
compensatory time, as outlined in this handbook.
. Non-Exempt Employee - an employee eligible for overtime payor
compensatory time accrual. Non-exempt employees are eligible for paid
overtime or accrued compensatory time at one and one-half times their regular
rate of pay for all hours worked in excess of 40 hours per work week.
DCL'l'lIlht') ~. 2007
ýÿ
Residency Requirement
Employees are encouraged, but not required, to live within the corporate limits of the
Town of Fraser.
Nepotism
A relative, defined as a person connected with another by blood or affinity, of an
employee will not be considered for employment by the town in circumstances where:
. One relative would directly exercise supervisory, appointment, or dismissal
authority or disciplinary action over the other relative;
. One relative would audit, verify, receive, or be entrusted with moneys
received or handled by the other relative; or
. One relative has access to the Town's confidential information, including
personnel records (excluding Seasonal Employees).
If Town employees become relatives after employment by the Town, and any of the
circumstances exist or would exist as described above, one of the related employees may
be transferred, reassigned, or separated from employment.
New Employee Orientation
A new employee's orientation will typically include:
. Town Department tour and introductions
. Job description review
. Organizational structure review
. Department procedures review
. Performance expectations review
. Benefits review
Probationary Period
All regular full or part-time employees hired by the town, whether as a new employee, a
former employee rehired, an employee promoted to a new position, or an employee
transfered to a lateral position shall start on probation. The probationary employment
period is six (6) months. A shorter probationary period may be authorized by the Town
Manager. A longer probationary period may be established as agreed upon by the Town
Manager and the employee.
While an employee is on probation, the Town may elect to terminate the employee at the
convenience of the Town and without regard to the provisions contained in this manual
except for reasons that violate the Town's Equal Employment Opportunity and Unlawful
Harassment Policies. At the end of the probation, the employee shall receive a
December 5,2007
Page II
performance evaluation from the employee's supervisor or department head. As a result
of the evaluation, an employee will either:
· Be granted regular employee status;
· Be terminated from employment;
· Be granted a one-time three month extension of their probationary period, the
employee will again be evaluated and either become a regular employee or be
terminated from employment.
Full-time employees accrue paid leave during the probationary period; however, they are
not available for use until the probationary period is satisfactorily completed.
For Seasonal Employees, there is no probationary period since the position normally
terminates after a specified time. The Town may elect to terminate a Seasonal Employee
at any time at the convenience of the Town.
Workweek and Payroll Period Defined
The workweek begins at l2:0lam on each Saturday and ends at midnight on each Friday.
Full-time employees are expected to work forty (40) hours per workweek. Work
schedules within departments will differ, based on organizational needs and may be
established and altered at the discretion of the supervisor or department head. Work
schedules for both non-exempt (hourly) and exempt (salaried) employees may be
extended, or amended in any way, based on organizational needs.
The Town of Fraser pays its employees on a biweekly basis, with 26 pay periods per
year. Paychecks are distributed to employees on Friday. If the regular pay day occurs on
a holiday, the pay day is usually the last working day prior to the holiday. Your pay stub
will show gross pay, deductions, matching 401 (a) information, and net pay. Automatic
deductions such as additional tax withho]dings, contributions to voluntary benefit plans
(457 and ]25 cafeteria plans) may be arranged through the Finance Manger.
Please contact the Finance Manager immediately if you find any discrepancies with or
have any questions about your paycheck. Paychecks are distributed only to the
employee. Alternative arrangements can be discussed with the Finance Manager.
Timesheet.s and Time Accounting
All employees must record time worked on a daily basis on a timesheet as provided by
the Town. Time sheets are used for calculating your pay. Falsifying time sheets is
prohibited and will not be tolerated. All hours worked (even hours worked at home) must
be shown on your timesheet.
Unlike non-exempt (hourly) employees who are compensated specifically for hours
worked, exempt (sa]aried) employees are compensated on a biweekly basis for
completing their job functions. Exempt employees are generally expected to do the work
IJcccmhn 5. 2(l(!7
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assigned during a forty hour week, however it should be expected that the job duties may
require time in addition to forty hours per week. Exempt employee's timesheets must
reflect 80 hours worked per pay P€?riod, unless the employee has taken paid time off.
Time taken for lunch and other personal tasks (phone calls, visitors, personal email and
internet usage) shall not be included as time worked, unless actual business is conducted
during such time.
You are responsible for submitting your time sheets to your supervisor or to the Town
Manager on a biweekly basis for approval and submittal to payroll; this time sheet will be
considered the official time sheet. Time sheets are due to your supervisor or the Town
Manager by W:OOam on the Monday following the end of a pay period, unless otherwise
notified. Failure to submit a timesheet within the proper deadlines may result in
withholding of compensation until the following pay period.
Types of Pay
. Regular Pay: For non-exempt employees regular pay is compensation for
hours worked in the standard workweek. For exempt employees regular pay is
compensation for time worked in a bi-weekly pay period.
. Overtime Pay: The town will pay overtime wages to non-exempt employees
who work more than 40 hours during a work week, excluding meals, and for
all hours worked over 12 hours on, any single workday. Vacation days,
floating holidays, sick time and compensatory time-used will not be
considered when computing accrued compensatory time during any given
work week. All overtime accrued must be authorized in advance by your
supervisor, department head or the Town Manager. Compensatory time off
may be accrued in lieu of Overtime Pay - see below.
. Holiday Pay: Holiday payor compensation refers to the eight (8) hours of
holiday pay provided to all "regular" employees on dates that the Town
designates as an official holiday. Holiday Pay is paid at the regular rate of pay
for the employee.
. Premium Pay: In some instances, and at the Town's discretion, a premium
rate of pay may be authorized for some work. Such pay is generally higher
than the regular rate of pay, and is usually associated with hours worked on a
holiday or other designated date. Employees should contact their department
head to determine whether premium pay is applicable.
. Compensatory Time: Also referred to as Comp Time. Non-exempt employees
working more than 40 hours in any work week or more than 12 hours on any
given day may be compensated for those excess hours either by overtime pay
or compensatory time - both accrue at 1.5 times the employee's normal rate of
pay. Comp time can be banked and used at a later date with supervisor
approval. The Town allows non-exempt employees to bank up to 40 hours of
comp time. Once an employee has banked 40 hours of comp time all
additional hours worked in excess of 40 hours in a work week will be paid as
overtime pay. At the end of the year all accrued comp time in an employee's
December 5,2007
Page 13
"bank" will be paid out with the last check of the payroll year. An employee
may choose to request a payout of banked comp time at any time. The
requested comp time payout check will be processed on the next regularly
scheduled pay day. Upon separation from employment. All accrued, unused
compensatory time is paid to the employee.
· Paid Time Off: Also referred to as PTO. Any full or part time employee who
is eligible for PTO may utilize this time to achieve a normal forty hour work
week. See the section on PTO under the benefits section of this handbook for
more detail.
· On Call Pay: Water facilities operators are required to be on-call on a rotating
schedule amongst operators. On Call Pay for weekend water operations is
earned on a daily basis.
Deductions from all Employee's Pay
The following are mandatory deductions required by federal and state law, a~ well as the
Town's personnel codes and are withheld from each paycheck:
· Federal Income Tax
. Social Security (FICA)
. Medicare
. State Income Tax
· Court or IRS ordered Garnishments
· 401(a) Retirement contributions (upon an employee's I year anniversary)
The amounts withheld for federal and state income tax withholding is determined by the
information provided by the employee on the Form W-4. An employee may change the
information by submitting another Form W-4 at any time. A new Form W-4 must be
submitted with any marital status change. All employees are required to fill out a new
W -4 at the start of each payroll year.
The following are employee elected deductions and are withheld from all appropriate
paychecks:
· Additional 401 (a) Retirement contributions after tax (after I year of service).
· 457 Deferred Compensation Retirement contributions pre-tax (all full and part
time employees are eligible upon hire).
· IRS Section] 25 Flexible Spending Account deductions for employee paid
health insurance premiums, dependent care spending accounts, or medical
expense spending account (all full and part time employees are eligible upon
hire).
· Additional Federal Income Tax withholding as elected by an employee.
I k,'CllIbcl 'i. 2007
1
Benefits
The Town of Fraser provides a variety of benefit incentives to employees. Eligibility for
the various benefits depends on your employee status. This section describes the
different benefits offered to full-time, part-time and seasonal employees. For further
information, please see the Finance Manager.
Full-Time Employee Benefits: Full-time employees are currently eligible for the
following benefits:
· CCOERA 401(a) Retirement Plan
· CCOERA 457 Deferred Compensation Plan
· Paid Time Off
· Personal Sick Leave Bank (PSLB)
. Comp Time
. Holidays
. Medical/Dental/Life Insurance
· Workers Compensation Insurance
· Leave Without Pay for Temporary Disabilities
· Section 125 Flexible Spending Plan
· Clothing Allowance
. Annual Performance Bonus
CCOERA 401(a) Retirement Plan
The CCOERA Retirement Plan is a qualified pension plan adopted by the Colorado
County Officials and Employees Retirement Association (CCOERA) to provide income
after retirement for eligible employees of Member Municipalities. The Retirement Plan
was adopted according to section 401(a) of the Internal Revenue Code, and is also
referred to as a Defined Contribution Money Purchase Pension Plan. Retirement benefits
through the Retirement Plan are usually in addition to these provided under Federal
Social Security. All full and part time employees are required to participate in the
Retirement Plan after one full year of service. Upon eligibility an employee is required to
participate at the rate of 4% of gross wages (pre-tax) and the Town matches at the same
rate. Please see the Finance Manger for additional details.
CCOERA 457 Deferred Compensation
The 457 Deferred Compensation Plan is an employer-sponsored retirement plan that
allows public employees to defer (postpone) receiving a portion of their current
compensation until retirement or separation from service. The concept behind deferring
some of your current compensation until the future is that during your peak earning years
you'll most likely be in the highest income tax bracket of your lifetime. By deferring
receipt of a portion of your current compensation, you'll pay taxes on this income in
retirement when you may be in a lower tax bracket.
December 5,2007
Page 15
Even though you may be participating in the Town's mandatory retirement plan at some
point in your lifetime you'll need to begin saving additional money for retirement to
supplement your primary plan. Remember, the mandatory 401(a) plan is meant to
provide a foundation for your retirement - just one of the sourees that will fund your
retirement years.
As a full or part-time town employee you are eligible upon hire to partieipate in the 457
Deferred Compensation Plan. The plan provides an employee with all of the key
elements for a successful savings program:
. Automatic, regular contributions through payroll deductions
. Tax -deferred contributions
. Tax- deferred growth
Please see the Finance Manager for additional infonnation and enrollment procedures for
participation.
Paid Time Off
The Town of Fraser provides Paid Time Off (PTO) for regular full-time and part-time
employees. This paid time off is for employees to do with as they desire or need. For
example PTO may be used to take time off for vacations, sickness, family illness,
personal matters, or for any other reason.
Employees should use good judgment when utilizing PTO. Obviously, if an employee
uses all of their accrued PTO for vacation and leisure time and an illness strikes, nothing
will be left to protect your income against an unexpected unpaid absence. Employees are
urged to use PTO to ensure a good personal balance between leisure time-off and for
those unexpected absences that affect us all.
After the successful completion of an employee's probationary period, eligible
employees may begin to utilize PTO according to the schedule below. Annual and Bi-
weekly accruals are shown in hours.
Anniversary PTO Annual Biweekly
0 104 4.00
1-3 144 5.54
4-6 184 7.08
7-9 204 7.85
10+ 224 8.62
PTO accrual is adjusted annually on the employee's employment start date anniversary.
PTO accrues on a bi-weekly basis pro-rate based upon the annual allocation as identified
in the above table.
DL'lTlllhL'r :'. 20117
I
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· PTO must be scheduled with your immediate supervisor. Employees may take
PTO increments of thirty (30) minutes or greater. PTO should be scheduled to
interfere as little as possible with normal Town operations and also to avoid
excessive work loads for other employees during peak periods.
· Employees who have an unexpected need to be absent from work should
notify their direct supervisor before the scheduled start of their workday. The
employee's direct supervisor must be contacted on each additional day of
unexpected absence.
· We strongly encourage employees to retain a bank ofPTO at all times to
ensure adequate leave in case of illness or other emergency.
· PTO cannot be used on a holiday.
· PTO will not be counted in the computation of overtime for any work day or
work week.
· All unused, accrued PTO will be paid out at time of separation from
employment at the employees hourly rate at the time of separation.
· Up to 80 hours of PTO accrued, but not used at the end of the fiscal year, will
be carried over to the following fiscal year for use as PTO by the employee.
The Town Manager may authorize additional carryover in special
circumstances. Requests for additional carryover must be provided in writing,
specify the purpose of the carryover, and detail when the PTO will be utilized.
All unused PTO in excess of 80 hours will be converted on a 1: 1 basis to
Personal Sick Leave Bank hours.
· In cases where the employee is unable to utilize adequate PTO during the year
due to the nature of the job requirements, special job responsibilities, the need
to fulfill certain critical Town functions, or other related circumstances, the
Town Manager may authorize payout at the employee's current hourly rate.
Employees must take at least one vacation with a duration of at least 5
business days to be eligible for consideration.
Whenever possible, PTO shall be scheduled at least 30 days in advance of such leave
with your supervisor or the Town Manager. Approvals for annual leave scheduled first
will have priority over others, should an activity prevent taking annual leave as desired.
December 5, 2007
Page 17
Personal Sick Leave Bank (PSLB)
The Personal Sick Leave Bank is provided for long term illness or disability. An
employee's PSLB can be drawn upon for paid leave under the following circumstances:
. If an employee experiences an illness, disability, or other health concern that
exceeds 3 days in duration, or if an employee needs to care for a member of
the employee's immediate family, after the 3,d day of utilizing PTO an
employee may utilize PSLB for further leave. The employee may be required
to provide documentation of the health concern. As medical leave, PSLB is
utilized at a ratio of I: I.
. An employee may at any time request a complete or partial payout of hislher
PSLB at a ratio of 4: I. Requests will be processed within 30 days.
. PSLB hours, if not used, are payable upon separation from employment at a
ratio of 4: I.
Comp Time
Non-Exempt Public Works employees are eligible to receive Comp Time in lieu of
overtime pay at the same ratio as overtime pay would have otherwise been provided
(generally one hour overtime equals one and a half hours of Comp Time). No more than
40 hours may be accrued in an employee's Comp Bank. Comp Time Banks are paid out
at payroll year end.
Holidays
The Town of Fraser recognizes the following eight holidays, each of which are equivalent
to eight hours of pay.
. New Years Day - January 1st
. Dr. Martin Luther King Jr. Day - the 3,d Monday in January
. President's Day - the 3n1 Monday in February
. Memorial Day - the last Monday in May
. Independence Day - July 4th
. Labor Day - I" Monday in September
. Thanksgiving Day - the 4th Thursday of November
. Day after Thanksgiving - the 4th Friday of November
. Christmas Day - December 25th
When a Holiday falls on a Saturday, the preceding Friday is the paid holiday. When the
Holiday falls on a Sunday, the following Monday is the paid holiday.
Non-exempt employees who are required to work on a holiday will receive two times
their normal rate of pay for the hours worked on the holiday in addition to the holiday
pay
])CCl'llIk, ~, 2()()7
I
Medical! DentallLife Insurance
The Town of Fraser currently carries medical, dental, and life insurance on all employees
plus any dependents if coverage is requested. Employee premiums are currently paid in
full by the town with the employee paying for 50% of the dependent premiums.
· A summary of insurance coverages and enrollment will be provided upon hire.
· Coverage begins for an employee on the first day of the month following
thirty days of employment.
· Selection of Medical, Dental and Life insurance policies are detennined solely
by the employer and are subject to change without notice.
Workers Compensation Insurance
Employees are covered for employment-related injury or illnesses by the Colorado
Worker's Compensation Act, and as such are covered under the Town's workers
compensation insurance. Under the Act, an employee may receive benefits for missing
work as a result of an employment-related injury or illness.
Any employment related accident which involves an injury or damage to any Town
property whatsoever, must be reported to your supervisor immediately.
Delay in reporting any work-related injury or illness will result in a loss of benefits under
the Act.
Employees who are involved in any work related accident may be subject to drug and
alcohol testing. Delay or failure to report a work related accident which resulted in injury
to an employee or damage to Town property, or refusal to submit to drug and alcohol
testing my result in disciplinary action up to and including discharge. Pursuant to the
recommendations of your physician after an injury, the Town will arrange for a modified
work duty program.
Leave Without Pay for Temporary Disability
Temporary Disability Leave is available to an employee for medical reasons only. An
employee must provide his/her supervisor with a doctor's written statement outlining the
reason for the leave.
· All other leave must first be exhausted before leave without pay will be
granted.
. Only 60 calendar days of leave without pay may be granted
· During a leave without pay, all employee benefits will cease. An employee
may arrange for the payment for continuation of his/her group insurance, flex
plan, and other employee elected benefits.
December 5,2007
Page 19
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Section 125 Flexible Spending Accounts
All full and part-time employees are eligible upon hire to participate in an IRS Section
125 Flexible Spending Account. These accounts allow you to pay for benefits with tax-
free dollars. Upon hire you will be eligible for enrollment in the applicable plan
components. The Town currently offers the following cafeteria plans;
. Premium Plan - all employee paid health insurance premiums are deducted on
a pre-tax basis. For employees not enrolled in the 125 Plan these premiums
will be deducted after tax.
. Dependent Care Spending Account - allows an employee to pay for his/her
dependant care with tax-free dollars.
. Medical Expense Spending Account- allows an employee to pay for out-of-
pocket medical, dental and vision care expenses with tax-free dollars.
Clothing Allowance
Due to the nature of their work, and the need for safety specific clothing, Full-time Public
Works employees are eligible for annual reimbursement of up to $250 for purchase of job
specific clothing items. Reimbursements must be approved by the supervisor and must
relate specifically to the job. Reimbursement requests may be made concurrent with
submission of the employee's timesheet for the final pay period of the year. Requests
must include the nature of clothing purchased and proof of purchase. Employees that
have not completed of their probationary period, but are demonstrating satisfactory
perfonnance, may be provided reimbursement upon approval of the Public Works
Director.
Safety Program
To encourage the pursuit of excellence in government and to foster an environment
where safety is an important goal, newly elected officials and employees who
successfully complete their probationary period are eligible for a credit towards purchase
of a Town of Fraser jacket. When funding is available from time to time, the Town
Manager may make provisions for credits for all employees and orticials.
Annual Performance Bonus
Upon conclusion of an annual performance review that demonstrates exceptional job
perfonnance, the Town Manager may authorize Bonus Pay.
DCl't"llIhn ~. 2()()7
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Seasonal and Part Time Employee Benefits
Seasonal and part time employees are eligible for the following benefits:
Holiday Pay
Seasonal and part time employees are eligible for Holiday Pay as defined in this
handbook provided that the holiday occurs on a day that the employee would otherwise
be expected to work.
Overtime Pay
Seasonal and part time employees that are required to work more than 40 hours in a pay
period are shall receive overtime pay as defined in this handbook.
Workers Compensation Insurance
Seasonal and part time employees are eligible for Workers Compensation Insurance as
defined in this handbook.
Seasonal Longevity Pay
All seasonal employees with an uninterrupted seasonal employment history will receive
an end of season longevity pay bonus. At the end of a seasonal employees second season
of employment he/she will receive a payment of $250.00 per season for each concurrent
season which the employee worked (at the end of the second season of employment an
employee would receive a payment of $500.00, at the end of the third concurrent season
of employment $750.00 and so forth). The maximum Seasonal Longevity Pay benefit is
$1,000 (four concurrent seasons). Longevity Pay is paid through payroll and is subject to
the mandatory deductions listed above.
December 5, 2007
Page 21
General Provisions
Ethics and the General Standard of Conduct
All employees are expected to carry out their responsibilities in the best interest of the
Town of Fraser, to represent the Town in a positive manner, and to behave courteously
and respectfully to members of the public and each other.
Conflicts of interest and/or the appearance of impropriety shall be avoided. Any
cont1icts, even potential conflicts, shall be disclosed immediately with your supervisor
and/or the Town Manager.
Employees shall not use their official position to solicit or secure special privileges for
themselves or others. Employees shall not use or disclose any information gained by
virtue of their position for personal gain or benefit. Employees shall not engage in any
activities that may impair their judgment in the performance of their duties and
responsibilities to the Town of Fraser.
The nature of government employment is such that occasionally you may be directed to
perform tasks that you may disagree with philosophically or that may be a change from
prior direction. Occasionally, changes in elected officers, changes of policy by the Town
Board, and other political events lead to changes in the direction of your responsibilities.
Even in such cases, you will be expected to perform these directed tasks and/or
responsibilities to the best of your abilities.
No employee will ever be expected to perform unethical or illegal tasks during the course
of their employment. If you are ever directed to perform such activity, report your
concern to the Town Manager or Town Attorney.
Jury Duty
An employee who is called for jury duty during scheduled working hours shall be granted
"Jury Duty Pay". The following applies to Jury Duty Pay:
. An employee will receive regular pay for normally scheduled work hours, up
to three days (24 hours) of paid leave when Jury Duty Pay is approved.
. An employee must relinquish to the Town any compensations received from
the court, excluding mileage and parking reimbursements.
. An employee will not receive Jury Duty Pay for leave where the employee is a
party to, or a witness in, a court actions unless his/her involvement arises out
of performance of his/her job duties for the Town. An employee who needs
time off for personal legal mallers may be granted other leave or unpaid time
off, per Town leave policies.
. An employee is required to return to work if he/she is dismissed from Jury
Duty during a normally scheduled shift.
D"CL'llIher 'i. 2(\(\7
Family and Medical Leave (FMLA)
The Town of Fraser as a Public Employer is subject to the Federal Family and Medical
Leave Act (the Act), yet because the Town dose not employee 50 or more individuals,
you as an employee of the Town are not eligible under the Act. The FMLA of 1993
applies to employers with 50 or more employees at a work site.
The Town recognizes that some employees may/desire to request a leave of absence
under the outlines of FMLA. When an employee faces life circumstances relating to
Medical or Family Leave, a meeting with the employee's department head and Town
Manager should be requested immediately. The Town will attempt to facilitate the leave
request, considering length of leave, benefits during leave, return to work or the
possibility of a reduced/intermittent work schedule.
Military Leave
Employees granted a military leave of absence are re-employed and paid in accordance
with the laws governing veteran's re-employment rights and pursuant to section 28-3-601
et. seq. of the Colorado Revised Statutes. See the Finance Manager for more
information.
Political Activity
The protection of Town employees from political pressures in the discharge of their
official duties necessitates limitations on the employee's participation in Town political
activities, campaigns and issues.
No employee shall use or permit others to use the authority vested in his or her position
to actively support or oppose a candidate for Mayor or for the Town Board of Trustees
nor shall an employee actively campaign for or against any candidate for Mayor or
Trustee either on or off the job.
Each employee enjoys the right to express his or her opinion as a citizen regarding local
issues and to vote, attend political meetings, and join political clubs and organizations.
Voting
Voting is an important responsibility we all assume as citizens. The Town of Fraser
encourages you to exercise your voting rights in all municipal, state and federal elections.
Under most circumstances, it is possible for employees to vote either before or after
work. If it is necessary for you to arrive late or leave work early to vote in any election,
you must make prior arrangements with your supervisor.
December 5,2007
Page 23
Professional Developmentfl'raining
The Town of Fraser strongly encourages employees to take appropriate opportunity to
participate in training which will be of benefit to the employee's job performance and
professional development.
To the extent funded by the annual budget, the Town will provide training programs for
employees that will promote efficiency, economy, and safety in the operation of the
Town, and assist employees in improving job-related abilities. Supervisors will make
employees periodically aware of the training opportunities available to them and
employees are encouraged to identify to their supervisors seminars, courses and meetings
which in the employee's estimation will further their job education and professional
abilities.
The Town will pay for the training and testing costs for all certifications, recertification's
and licenses that are required for the employee to continue in his/her official capacity
with the Town.
Business Expense Reimbursements
The Town will bear all reasonable expenses while an employee is on Town business and
will payor reimburse the employee for other necessary business expenses or purchases;
however Town employees are expected to keep business-related costs within reason and
be able to substantiate the costs.
All expenses shall be subject to the reasonableness test as defined as follows: "Would a
prudent person assume that the expense was reasonable, necessary and related to the
stated purpose?" Alcohol expenses are not reimbursable.
Receipts are required for all Town incurred expenses, indicate on the receipt the purpose
of the expense and attendees (i.e. discussion of new water lines, employee and water
engineer names).
Gifts or Gratuity
Employees must be aware ofCRS 24-18-104 which establishes rules of conduct for
public officials and employees. This statute essentially provides that no employee shall
accept any gift or economic benefit from any person or entity which gift or economic
benefit might reasonably tend to int1uence such employee in the discharge of official
duties, or grant in the discharge of official duties any improper gift, economic benefit, or
other thing of value. Employees may accept promotional materials (pens, pencils, note
pads, calendars) or other things of nominal value that have not been solicited by the
employee, so long as such materials do not have substantial value.
IJ~l"~lllb~r ). 2007
I:
Smoking
)f'
Smoking is prohibited in public facilities, including Town vehicles.
Vehicle Fueling Policy
The motor vehicle fuel stored in the tanks at the Public Works Shop is town property and
should only be used by town employees for town business, or by an outside agency with
an IGA with the town where the Town Manager has given authorization.
Unauthorized use or theft of town property will be dealt with in accordance with town
policy and could result in discipline up to and including termination for town employees,
or criminal charges brought against the outside agency.
When dispensing fuel the following procedures must be followed:
1) The vehicle's engine must be turned off, the vehicle placed in gear or park, with
the emergency brake set.
2) Dispense only the correct type of fuel into the vehicle or equipment for which it is
designed to operate. If you have a questions as to what type of fuel is needed for a
town vehicle or equipment, ask your supervisor. .'
3) If the wrong type of fuel is dispensed into a town vehicle or equipment; Stop, do
not start or operate the vehicle or equipment and contact your supervisor
immediately.
4) The person fueling the vehicle must remain with the vehicle at all times while fuel
is being dispensed.
5) Do not lock the nozzle in the open position or use the vehicle gas cap or other
device to wedge the nozzle trigger in the open position. This can lead to a fuel
spill.
6) Do not re-enter the vehicle while fuel is being dispensed. This can lead to a static
electric spark, which could result in a fire.
7) The person dispensing fuel must not smoke, use equipment that could discharge a
spark, or perform activities that could result in a static spark while fueling the
vehicle.
8) If a person is dispensing fuel into a container other than the fuel tank of a vehicle
or equipment, the container must be an approved container for fuel storage with
spark arresting screen and self closing lid.
9) Fuel containers must be placed on the ground while fuel is being dispensed.
10) Fuel containers must not be transported in the passenger compartment of a vehicle
and must be secured in the vehicle during transport.
11) Fuel containers must be clearly labeled as to their contents.
12) Do not dispense more fuel into a container than can be used that day.
13) In the event of damage to the pump, dispensing hose or nozzle, and an
uncontrolled spill of fuel takes place, the emergency shut-off located on the side
of the building should be activated.
December 5,2007
Page 25
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14) A fire extinguisher is located near the emergency shut-off for use in the event of
an incipient fire.
15) If the fire is at the nozzle while fuel is being dispensed, leave the nozzle in the
vehicle and activate the emergency shut-off.
16) Contain and clean up all fuel spills in accordance with town policy/procedure and
make appropriate notification of the spill to the proper authorities.
17) Notify your supervisor or a town administrator if any damage or problems exists
with the fueling station.
18) Properly secure the fueling station (turn off pump, lock nozzle, etc.) when
dispensing of ruel is completed.
19) The person fueling the vehicle must account immediately for all fuel dispensed in
accordance with town policy/procedure prior to leaving the Public Works Shop.
Use of Town Property
Town facilities, equipment, and supplies may not be utilized for personal benefit,
including any activities associated with outside employment, unless authorized by an
established departmental use policy. Removal of Town supplies, tools, or equipment
from Town premises for personal use is not permitted.
Occasional personal use of the fax and copier are permitted. Employees are expected to
reimburse the Town for costs associated with the personal use of cell phones, copiers and
printers.
Vehicle Use
All employees must have a current valid drivers license of the appropriate class in order
to operate any Town vehicles or any other vehicle while on Town business. Employees
shall report any violations that may impact their drivers record to their supervisor.
While operating Town vehicles, all safety precautions will be followed (vehicle safety
checks, wearing seat belts, etc), and employees must exercise strict compliance with all
traffic regulations. Employees are expected to be positive roles models for other drivers
and exercise extreme courtesy and respect for other drivers and pedestrians.
Telephone Use
Staff is expected to return telephone calls, including those from other staff, in the same
business day and no later than 24 hours after a message is received. Personal calls should
be limited so as not to interfere with an employee's job responsibilities or distract other
employees in the performance of their duties. Employees must reduce their reported
work hours each day for time spent on personal phone calls. Pre-paid phone cards or
credit cards are required for personal long distance telephone use.
Dc','CIlI",')' 5. 200]
E-mail and Internet Use
E-mail and internet access is intended to be used for business purposes. Personal use that
is minimal or minimal use outside work hours is allowed, time spent on these matters
must be removed from an employees reported work hours for that day.
Abuse of e-mail use or internet access, including but not limited to inappropriate or
excessive use for private purposes, sending offensive, obscene or illegal messages, or
downloading and installing unauthorized programs or software is subject to disciplinary
action up to and including termination.
Town personnel have no expectation of privacy in Town property and equipment. Such
property and equipment includes, but is not limited to, the Town Computer System, and
all messages, data files and programs stored in or transmitted via the Computer System
("Electronic Communications"). Town reserves the right to monitor, access, use, and
disclose all messages, data files and programs sent over or stored in its Computer System
for any purpose. Town management reserves the right to monitor, inspect, and examine
any portion of the Computer System at any time and without notice.
The Town may monitor or access an employee's e-mail, with or without notice, for any
business-related purpose, including any situation in which a supervisor has reason to
believe that ~ employee is misusing or abusing e-mail privileges, or i~ violating any
other Town policy.
Further, correspondence of an employee in the form of e-mail may be a public record
under the public records law, and may be subject to public inspection under c.R.S.
Section 24-72-203, unless an exception provided by law applies. The Town may monitor
or access an employee's e-mail, with or without notice, for any business-related purpose,
including any situation in which a supervisor has reason to believe that an employee is
misusing or abusing e-mail privileges, or is violating any other Town policy.
Portions of the Town Computer System may be accessible by password only. The
purpose of a password is not to provide privacy, but to control and prevent unauthorized
access.
Every password issued for the use of any part of the Town's Computer System is the
responsibility of the person in whose name it is issued. That individual must keep the
account secure from unauthorized access by keeping the password secret, by changing
the password often, and by reporting to the Town when anyone else is using the password
without permission. Passwords not provided by the Town, but generated by the user,
must be provided to the Town's IT staff.
Passwords are intended to help prevent unauthorized access and may not be shared with
unauthorized persons. The contents of all password protected data files and programs
December 5,2007
Page 27
belong to the Town and are subject to access and disclosure by the Town as set forth in
this policy.
Computer Systems and Network File Server
All employees shall utilize computers, including the network file server and other
electronic equipment, as directed by their supervisor.
The file server is structured to provide file storage in an organized fashion and to provide
for regular backup of all data on the server. Failure to make use of this structure can lead
to lost data and prevent other employees from locating important documents.
Generally, each employee will have access to a personal directory on the server for
working documents. Final documents shall be located on the appropriate directory. All
property related files shall be located within the address tile in the property directory, all
Board related documents shall be located within the Board directory, all applications
within the application directory, etc.
In some cases, employees may be directed to utilize certain software packages to ensurc
consistency between employees or other organizational goals. Employees shall follow
such direction for business applications.
No unlicensed and/or illegal software applications shall be installed on any Town
computer system. The Town will lawfully acquire software packages that the Town
Manager and/or your supervisor determine further Town programs or your specific job
duties. If you desire additional software programs and/or hardware, you should relay this
directly to your supervisor. Every effort to provide the most effective tools to each
employee will be made within budgetary and other constraints.
Children at Work
Children of employees are welcome to visit the workplace on occasion, provided the
particular work environment is not potentially hazardous and the child's presence is not
distracting or disruptive to the parent, co-worker, or the public.
Pets at Work
Employees shall leave their pets at home during hours of employment unless other
arrangements are agreed to by the supervisor or Town Manager.
On the occasion that pets visit, they must not be disruptive or distracting to other
employees or the public.
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Dress Code
Although attire is casual in keeping with the customs of the community, staff is expected
to dress in a manner that conveys professionalism and respect appropriate to their
position and department. Casual is not synonymous with un-kempt, clothing should be
clean, un-tom, un-patched and well cared for. Tee shirts with drug, alcohol, smoking,
sexual or firearms related logos are not allowed, along with any other message which
could be construed as inappropriate to the sensibilities of the public and/or co-workers.
Public Information Officer
The Town Manager shall serve as the Town of Fraser's Public Information Officer unless
otherwise appointed.
All Town employees are encouraged to clearly differentiate their personal opinions from
official Town positions when communicating with the public.
Personnel Records
The Town maintains an employee's records in an official personnel file; these files are
maintained by the Finance Manager. No documents will be released from a personnel
file, except as required by the Open Records Act or other federal law , without a written
request from the employee designating the docume~ts to be released and the person or
entity to which the release is to be made, while holding harmless the Town from any
liability resulting from such release. An employee's personnel file is a permanent record
and is the property of the Town.
Employees have the right to review, and/or make copies of documents contained within
their own personnel file.
Town Records Management
As a local government entity, the majority of Town records are public records, many of
which are retained permanently. All employees should be cognizant of this fact, and act
accordingly in the preparation of documents and correspondence. Certain working
documents may not be public records, see the Town Manager or Town Attorney for
clarification if necessary.
All employees are expected to organize their work is such a way that contributes to
overall records management. Efficient organization and retention of permanent records is
a fundamental expectation of government. Falsification of records, inappropriate
destruction of records, or failure to properly file and/or maintain records is contrary to the
public interest and may be subject to disciplinary action.
Some employees may also be aware of or privy to certain information that is confidential.
Confidentiality must be respected and inappropriate sharing of information will not be
December 5, 2007
Page 29
tolerated. Disclosure of information deemed confidential by law will not be tolerated
and, in addition to disciplinary action, may carry additional penalties as provided by law.
Outside Employment
Outside employment for regular full-time employees is discouraged although not
prohibited.
The employee may accept other employment or become employed by any other employer
as long as the other employment does not interfere with the demands of the employee's
position with Fraser. The term "employment" shall include employment by another legal
entity or self employment; however, it shall not be construed as occasional teaching,
writing, or consulting performed on employee's time off or vacation. Employees must
notify their supervisors and department heads of outside employment. If it is determined
that the outside employment creates a conflict of interest, or interferes in any way with
the employee's ability to perform their job duties, the employee may be required to
modify or discontinue the outside employment as a condition of continued employment
with the Town.
Employee Evaluations
The Town is dedicated to the principals of encouraging, recognizing and rewarding
superior performance of its employees. Performance evaluations are intended to let each
employee know how she or he stands and to assist in the improvement of performance
and/or preparation for advancement. All probationary employees' performance will be
evaluated prior to receiving status as a regular employee. All regular employees shall
have a minimum of one performance evaluation on a yearly basis prior to the extension
of their employment contract.
Employees are encouraged to seek more frequent employment evaluations from their
supervisor and to conduct periodic self evaluations of their job performance.
Contact your supervisor if you feel that an evaluation or additional feedback is merited.
Disciplinary Action
Good working relationships make demands on everyone, and employees have
responsibilities to the Town, themselves and their coworkers. Occasionally, performance
or other problems fall short of the Town's standards and/or expectations. When this
occurs, management takes action to formally correct the performance or conduct of
individuals and, in some cases, to terminate the employment relationship. In addition to
other conduct described elsewhere in this manual, the following conduct is cause for
disciplinary action:
. Unsatisfactory job performance;
. Insubordination, including refusal to follow a supervisory directive;
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· Conduct or demeanor that discredits the Town;
· Violation of any lawful rule, regulation, policy or order;
· Soliciting or taking a fee, gratuity, or gift of an object or service that is given
in the hope or expectation of receiving favorable treatment;
· Falsification or material omissions from an employment application, payroll
records, timesheets, benefit enrollment forms, or other Town documents;
· Theft, negligent or willful damage, waste, or misuse as well as unauthorized
personal use of Town or public property, including vehicles and equipment;
· Use of or attempting to use political influence in securing a position, leave of
absence, transfer, change of PilY, or character of work;
· Violation of safety rules or practices;
· Unauthorized or excessive absences including abuse of paid leave, habitual
tardiness, absence from assigned work area without permission;
· Possession of firearms or dangerous weapons during scheduled work time,
other than as required or permitted in the performance of official duties;
· Release of confidential information except as required or authorized by law;
· Violation of the Town's harassment or workplace violence policy;
· Loss of any license, certificate, or other credential required for the
performance of a job responsibility;
· Failure of a non-exempt employee to obtain advance authorization for
overtime work;
· Violation of any ofthese personnel policies or any other applicable Town
policies and procedures; .
· Other acts or omissions that adversely affect the welfare of citizens, other
employees, or the effective operations of the department and the Town.
Safety
The safety of all employees and the public in general is of primary importance. Each
department must maintain a safety-conscious attitude throughout its operations.
Employees are encouraged to cOffiIl.lunicate ideas on improving safety to their
supervisors.
Safety is a fundamental supervisory and employee performance measurement standard.
General Safety Guidelines:
· Employees are responsible to read, understand, and follow all town safety
rules and procedures. Required personal protective gear must be utilized.
Employees will not operate equipment, use tools, or perform actions for which
appropriate training has not been received.
· Department heads are responsible to ensure that proper training has been
conducted, appropriate protective gear is utilized at all times, and applicable
safety rules and proper procedures have been promulgated and distributed.
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Page 3 1
Recordkeeping of safety training and periodic training updates is required to
be maintained.
. Defective safety-related equipment, and unsafe conditions or practices, must
be reported immediately to a supervisor.
. Material Safety Data Sheets (MSDS) will be made available to employees
handling materials to which such MSDS pertain.
Workplace Violence
The Town of Fraser will not tolerate threatening, intimidating, or hostile behavior; verbal
or physical abuse; weapons possession or use while on duty or on Town property by any
employee who is not a sworn police officer or otherwise authorized by the employee's
department head to possess such weapons; vandalism; arson; or any other act against
person or property which management believes is inappropriate in the workplace.
Employees are entitled to work in an environment free of harassment, intimidation,
stalking, threats of violence, or violence.
Prohibited violent behavior includes, but is not limited to: intimidating, threatening or
hostile behaviors, physical/verbal abuse, vandalism, arson, sabotage, use of weapons,
carrying of weapons onto our premises (not including law enforcement officials
authorized to carry weapons), or any other act, which in managements' opinion is
inappropriate to the workplace. In addition, offensive comments regarding violent events
and/or behaviors are not tolerated.
Any employee who experiences or witnesses any of the foregoing by a co-worker,
supervisor, service provider, or member of the general public will report the behavior to
their supervisor, department head, Personnel Director or Town Manager. If an employee
believes a threat poses an imminent danger, such as a situation where a violent act is
about to occur or is in progress, the police department should be called immediately.
Retaliation against a complainant is strictly prohibited. All claims will be investigated
promptly, with contidentiality maintained to the extent possible under the circumstances,
and corrective action will be taken, up to and including termination in the case of an
employee, when determined to be warranted. The complainant will be notified of the
results of the investigation.
Drugs and Alcohol
Alert and rational behavior is required for the safe and successful performance of job
duties. Therefore, the possession, use, sale or reporting to work after the use of alcoholic
beverages or drugs on Town premises or during Town time is strictly prohibited.
Employees found to be under the intluence of drugs or alcohol while on the job are
subject to disciplinary action, up to and including immediate discharge.
Employees in positions that require a Commercial Drivers License (CDL) must comply
with all requirements of the license that may include drug and alcohol testing.
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