Retirement programs — See Ch. 185.
§ 303-1Purpose; authority; applicability;
§ 303-2Scope; job descriptions.
§ 303-3Commencement of employment; probation.
§ 303-4Physical examinations.
§ 303-5Types of employment.
§ 303-6Hours of work.
§ 303-9Payment matters.
§ 303-10Outside employment.
§ 303-12Seniority rights.
§ 303-15Leave provisions.
§ 303-16Accident reporting.
§ 303-17Safety and health.
§ 303-18Grievance procedure.
§ 303-19Discipline and discharge.
§ 303-22Personnel files.
§ 303-23Discrimination prohibited.
§ 303-24Use of Town vehicles.
§ 303-26Solicitation of employees.
§ 303-27Emergency conditions.
§ 303-28Working out of classification.
The personnel policies of the Town of Haddam are established to carry out the intent and purpose of the Haddam Town Charter, to provide an efficient and responsive municipal operation, to promote proper personnel administration, and to inform all personnel about their responsibilities to the Town of Haddam as well as the Town's responsibilities and obligations to its employees.
The personnel policies provide information that each person will require for his daily activities, is designed to inform everyone of Town policies in general, and should be consulted on a continuing basis for operating other policies. Benefits described herein are applicable only to full-time employees unless otherwise designated. Any masculine pronoun used in this manual shall also include the feminine.
The personnel policies provide a general guideline only. The policies set forth herein may be altered or modified for any reason from time to time, with or without notice, at the discretion of the Town in accordance with Town Charter rules and regulations. Nothing in this manual is to be considered a term or condition of employment or a contractual relationship for employment.
The Town recognizes that the effective application of these personnel policies is necessary for a positive and continuing work environment. The policies shall be applied to ensure compliance with the Civil Rights Act of 1964 as amended by the Equal Opportunities Act of 1972, Presidential Executive Order No. 11246, No. 11375, and No. 1141, and the Connecticut Fair Employment Practices Act, the Age Discrimination Act of 1976 as amended and all other laws which pertain to equal employment opportunity.
The provisions of the personnel policy shall apply to all members in the service of the Town of Haddam. Where there is a conflict between these rules and regulations and any union contract, the terms of the union contract shall prevail. The First Selectman and/or his or her designee shall have responsibility for administering the personnel policy to the Town of Haddam.
The personnel policies shall apply to all persons employed by the Town of Haddam, excluding those employed by any local or regional Board of Education.
Those policies shall not be superseded by any department, board, commission or agency regulations. Job descriptions shall be approved by the Board of Selectmen after review by the First Selectman.
The employment of personnel and personnel decisions shall be based solely on merit and the needs of the Town of Haddam.
All employees shall receive, on or before their starting date of employment, a job description, if one exists, for the position which they occupy, a copy of the personnel policies of the Town, and a communication from the First Selectman indicating the following:
Job descriptions may be changed, eliminated, and/or created at any time with the approval of the Board of Selectmen.
New employees shall serve a probationary period of six calendar months, during which time they shall obtain neither seniority nor other rights under these rules and regulations. Such probationary employees may be terminated at the sole discretion of the Town for any reason whatsoever without recourse to any procedures for review or grievance contained in these rules and regulations. Upon satisfactory completion of the employee's probationary period, seniority shall date back to the original date of employment. Additionally, each employee shall receive a probationary period review of his/her job performance. Upon request of the department head and/or as circumstances may require, the probationary period may be extended for not more than 90 working days if said determination of the length of the extended probationary period is made by the First Selectman.
Pre-employment examinations are required after an offer of employment has been made and prior to commencing employment with the Town. Said offer shall be conditioned upon the applicant submitting a complete application, including physical examination, to the Town for acceptance. Physical examinations during the term of employment may be required at the Town's expense.
A permanent full-time employee is one who works at least 30 hours a week and has completed his/her probationary period.
A permanent part-time employee is one who works at least 20 hours per week or more, but fewer than 30 hours, for 12 months per year.
Temporary full-time and part-time employees are ones who work for a minimum period of four months per year.
All other individuals who perform temporary tasks on a sporadic and casual basis shall not be considered employees of the Town and shall be treated accordingly.
The normal work schedule for all employees shall be 40 hours per week for members of the Town road crew, except the senior citizen bus driver and dump custodian who may have a different schedule, and shall be 35 hours per week for other Town employees. Department heads and/or supervisors shall work the basic hours but shall be required to provide services in accordance with their supervisory responsibilities.
The normal work week for all employees shall be five days, Monday through Friday, except that the First Selectman may determine different schedules or work to meet the operational needs of the Town.
Nothing provided herein shall be construed as guaranteeing any schedule of hours, minimum work week or minimum work day or the availability of work.
Employees shall be compensated at time and 1/2 of their hourly rate for all hours worked in excess of 40 hours in a work week. Hours worked in excess of 35 hours per week up to 40 hours per week shall be compensated at straight time. Employees may be required to perform overtime work as determined by the Town based upon operational requirements. All overtime must be specifically approved in advance by the First Selectman and/or his designee.
Each employee shall record his/her time worked on a time sheet and/or by means of an electronic time clock. The First Selectman or his designee shall determine whether or not employees are required to punch time cards and/or fill out time sheets. Any employee punching a time card and/or creating time records for another employee shall be subject to dismissal.
The Town shall retain the right to require overtime work when it deems necessary. Overtime shall, within the demands of operational needs of the Town, be distributed equally among full-time employees with similar duties. The distribution shall be over a four-month period.
If an employee refuses, is unavailable for, or cannot be reached for overtime work, the employee will be charged with overtime in relation to the overtime rotations as if the employee had worked. Employees refusing to work overtime when ordered to do so may be subject to disciplinary action.
An employee who is called in to work during nonscheduled hours shall be paid a minimum of two hours at the applicable rate. The Town may require the work in addition to that which created the reason for the call-up, up to the amount of the minimum payment. If an employee is recalled to work within two hours after being released from work, he/she shall be considered to have never been released and shall be paid accordingly.
With the approval of the First Selectman, supervisors shall determine the time and schedule for breaks. Work areas shall not be left unattended, and required coverage to perform Town business must be maintained.
Hourly employees shall be paid for the actual number of hours worked during the applicable pay period, less authorized deductions.
Salaried employees shall be paid their annual rate of pay divided by the number of pay periods per year, less applicable deductions.
Department heads shall be required to attend meeting of Town agencies as part of the duties for their position and shall not be ordinarily eligible for compensation in the equivalent time, pay or time off for said duties.
Any employee who engages in employment outside of his/her regular working hours shall be expected and required to perform duties for the Town first. The Town shall not be liable for any injury to an employee while he/she is engaged in outside employment or for any occupational illness or injury attributed thereto. Outside employment shall not be prohibited by these personnel rules, except that said employment shall not conflict with the employee's position with the Town and/or with the faithful performance of the employee's duties on behalf of the Town of Haddam.
An employee who is leaving Town employment shall file, at least two weeks in advance, a written and signed statement of resignation stating the effective date and reasons for leaving. Said resignation shall be filed with the department head and/or the First Selectman.
Seniority rights in Town employment are conditional upon the employee, in the judgment of the Town, being fully qualified, capable and willing to perform the work to which his/her seniority may entitle him/her.
Seniority is defined as the employee's total length of continuous unbroken service with the Town. Seniority shall be considered broken for such reasons as resignation or separation, discharge, layoff of more than one year and overstaying a leave of absence.
In the event that a layoff becomes necessary or there is a reduction in the work schedule and/or work force, the more qualified employee, as determined by the First Selectman, shall be given preference for the available work, provided that where it is determined that the ability to perform the required work is equal, the more senior employee shall be given preference for the available work. Employees subject to layoff or reduction in hours shall be notified in writing at least two calendar weeks prior to the effective date of the layoff or reduction or said employee shall receive two weeks pay in lieu of said notice. If an emergency exists, notice and payment will not be required. Employees first laid off will be first recalled, provided said employee is qualified to perform the required work.
The First Selectman may initiate transfers of employees between departments and/or work shifts, based upon the needs and interests of the Town operations. Employees will be provided five days' notice of transfer except where an emergency exists.
There shall be 13 1/2 paid holidays a year for employees holding permanent full-time positions:
|New Year's Day||Columbus Day|
|Martin Luther King, Jr. Day||Veterans Day|
|Presidents' Day||Thanksgiving Day|
|Good Friday||Day after Thanksgiving|
|Memorial Day||From 12:00 noon the day before Christmas|
|Fourth of July||Christmas Day|
|Labor Day||Day after Christmas|
When a holiday occurs on Saturday, Friday shall be the day of observance. When a holiday occurs on Sunday, Monday shall be the day of observance. When a holiday occurs on a Friday, employees who are normally scheduled to work a half day will be allowed to take a half of a floating holiday, scheduled by mutual agreement between the employee and the Town.
Permanent part-time employees shall be granted holiday pay on a pro-rata basis, provided it falls on their regular workday.
Persons on probation for permanent full-time positions shall be granted holidays in the same manner as if they had completed the probationary period.
Whenever a holiday falls during the paid vacation of an employee, the holiday shall not be charged against the employee's earned vacation time. The employee shall be given another day off at a time mutually agreeable to the employee and the First Selectman.
Employees must complete the fully scheduled work day immediately preceding and immediately following a holiday in order to qualify for holiday pay. An immediately preceding work day and immediately following work day is defined as the preceding and following day in accordance with the employee's regular work schedule.
Holiday pay is the employee's regular straight time rate of pay for the hours of a normal work day and/or 1/5 of the weekly salary for the salaried employees.
Employees called into work on Thanksgiving Day, Christmas Day, or New Year's Day shall receive double-time pay.
Whenever any holiday occurs while an employee is out on sick leave, the employee shall be granted an additional day off at a time mutually agreeable to the employee and the First Selectman.
Temporary full-time and part-time positions shall not be entitled to holiday leave.
All permanent employees shall receive vacation as follows:
Paid vacation shall commence accumulation on the first day of the month of continuous employment if the starting date is prior to the 16th day of the second month for employees beginning employment on or after the 16th day of the month.
No accumulation shall occur in the month of termination unless the final date of employment is the 16th of the month or later.
The vacation period shall begin on the anniversary of the employee's date of hire, and each employee shall be required to take his/her entire vacation within the current year earned.
Vacation entitlement shall be based upon the following schedule:
|Completed Service on Anniversary||Vacation Entitlement (days)|
|More than 6 months, but less than 12 months:||5|
|1 to 5 years||10|
Employees shall be paid for vacation taken and shall not be paid for vacation not taken during the vacation year. Exceptions may be made by the First Selectman for employees under special circumstances.
Vacation days may be taken in full- or half-day increments, consistent with the operational needs of the Town and subject to the approval of the First Selectman.
An employee who is separated, dismissed or retired from the Town service shall be paid the sum total of his accrued vacation leave upon the date of such separation, dismissal or retirement in accordance with the rules. Such vacation leave shall accrue month by month during the fiscal year on a pro-rata basis, provided the employee completes at least 16 days of the month.
In the event of death of an employee, the employee's accrued vacation pay shall be paid to the employee's spouse, otherwise to his/her dependents on a pro-rata basis. Employees shall designate in writing in their personnel folder the identity of such persons.
Vacation pay is equal to the employee's regular straight-time rate of pay times the number of hours in a normal work day and/or 1/5 of the employee's weekly salary times the number of days of vacation. Vacation leave shall not be granted until the employee has completed the probationary period.
All vacation leave must be approved by the department head and the First Selectman. Request for three or more days' vacation shall be filed at least two full weeks prior to the requested dates and are subject to the operational needs of the Town. Request for less than three days of vacation must be made at least one week in advance and are subject to the operational needs of the Town.
Earned vacation time may be credited to sick leave in the event that an employee has exhausted sick leave.
Temporary full-time and part-time positions shall not be entitled to vacation leave.
Upon the successful completion of the probationary period of employment, each permanent full-time employee shall be entitled to sick leave with pay which shall accrue at the rate of one day per month. Permanent part-time employees shall accrue sick leave on a pro-rated basis, based on actual hours worked. Unused sick leave shall be accumulated from year to year, so long as the employee remains continuously in the service of the Town, and is authorized by the Town, but such accumulation of sick leave shall not be more than 80 days. Temporary full-time and part-time employees shall not be entitled to sick leave.
In order to be qualified for sick leave pay, an employee must notify his/her department head prior to the commencement of the work day unless otherwise specified by the department head.
Sick leave shall not be considered a privilege to be used at the employee's discretion but shall be allowable only in the event of the actual illness or injury of an employee except as noted in Subsection A(5) herein. The Town may require a physician's certificate or other proof of illness if sick leave extends beyond one week in duration. Failure to provide such verification upon request shall be sufficient to deny sick leave payment.
Sick leave must be used in increments of at least 1/2 of an employee's normal work day.
Employees may utilize the sick leave provided in these policies in the event of an emergency, serious illness or injury to a member of their immediate family. "Immediate family" is defined as a husband, wife, father, mother, sister, brother, child and any other cohabitant of the employee's household. This provision is subject to a three-day limitation per calendar year.
All employees shall be granted funeral leave with pay for a maximum of five days for their immediate family, which consists of mother, father, spouse, son, daughter, sister, or brother. All employees will receive a maximum of three days for the following: father-in-law, mother-in-law, grandparents or grandchildren, daughter-in-law, son-in-law or any blood relative actually living in their household (each occurrence).
All employees may be granted funeral leave with pay for a maximum of one day per occurrence to attend the funeral of the following: niece, nephew, uncle or aunt, sister-in-law, brother-in-law. Additional days taken under this provision may be deducted from accumulated sick time.
Personal days. Two days of paid personal leave will be granted each year to permanent full-time and permanent part-time employees after the completion of the probationary period. Temporary full-time and part-time employees shall not be entitled to personal leave.
Injury leave shall mean paid leave given to an employee due to absence from duty caused by an accident or injury which occurred while the employee was engaged in the performance of his/her authorized Town duties.
An employee must immediately report to his/her supervisor all instances of injuries sustained on the job.
Employees of the Town are covered by workers' compensation insurance and are paid stated amounts due to injuries sustained on the job.
Lost time under injury leave shall not be charged to vacation or sick leave accruals. Employees on injury leave will accrue seniority during the first 12 months of injury leave. Employees will receive compensation and benefits as provided in the Workers' Compensation Act.
Employees leaving the service of the Town to join the military forces of the United States of America, during the time of war or other national emergency, or who are inducted by the Selective Service shall be entitled to a leave of absence, accumulation of seniority and re-employment rights in accordance with applicable statutes.
The Town will provide a leave of absence for employees participating in National Guard or Reserves training or duty. The employee shall be compensated at his/her full rate of pay, less the compensation received from the military, for a period not to exceed 30 days in one year.
Family and medical leave.
Disabilities caused or contributed to by pregnancy, miscarriage, abortion, childbirth, and recovery therefrom, shall be treated as temporary disabilities for all job-related purposes. Accumulated sick leave shall be available for use during such disability.
Disability leave may be extended for cases at the discretion of the First Selectman in accordance with state statutes.
Upon signifying intent to return, an employee will be reinstated to his/her original job or to an equivalent position with no reduction in pay. Reinstatement is subject to the availability of positions.
Jury duty. Employees who serve on jury duty shall be paid the difference between the employee's normal rate of pay and the fee received for serving as a juror, not to exceed 40 hours in any week and/or the regular hours which the employee works, whichever is less. An employee called for jury service shall furnish the Town with a notice to serve and evidence of attendance.
Leaves of absence.
Leaves of absence without pay may be granted to any permanent full-time employee upon recommendation by the employee's supervisor, not to exceed two months. The First Selectman shall determine whether or not to grant said leave of absence, which in no event shall exceed two months.
Upon the recommendation of the First Selectman, leaves of absence beyond a two-month period may be granted for extraordinary circumstances for specific periods by the Board of Selectmen.
If a leave of absence is granted under Subsection H(1) for medical reasons, the employee's individual medical insurance will be continued, consistent with § 303-20. An employee must provide an appropriate physician's certificate in support of any medical leave request. When an employee is granted a leave of absence for nonmedical reasons, the employee may maintain medical insurance benefits at his/her own expense.
It is the responsibility of an employee to report all work-related accidents to the First Selectman's Office within 24 hours of the occurrence, excluding weekends and holidays. Forms for said reporting are maintained in the First Selectman's Office.
The Town shall maintain safe and healthy work sites.
Whenever unsafe or unhealthy conditions exist, the Town shall endeavor to correct them as soon as possible.
Employees shall not be required to work in, on, with, or about unsafe pieces of equipment or unsafe or unhealthy conditions.
The Town shall provide all OSHA-required hard hats, safety shoes, gloves, safety glasses, and orange vests for employees who work in the field, on construction sites, or other hazardous areas.
It is the policy of the Town to recognize that employees who have complaints regarding working conditions or on matters concerning their employment should have a mechanism to handle such matters. The purpose shall be to settle grievances at as low a level as possible in order to expedite settlement of problems and ensure effective work performance.
A grievance is defined as an employee or union complaint regarding discharge, suspension or other disciplinary matters, claims, misinterpretations or misapplications of specific sections of this agreement.
Steps in the grievance procedure.
The employee should register the complaint orally with his/her immediate supervisor. If a satisfactory conclusion is not reached with the supervisor, the matter should be submitted in writing to the department head, if such exists, within five working days of the occurrence of the problem. If there is no department head, the employee may register his/her complaint with the First Selectman as prescribed in Subsection C(2).
If the department head exists, he/she will render a decision within five working days of the complaint. If the employee is unable to reach a satisfactory conclusion, the employee shall present the grievance in writing to the First Selectman within five working days of the decision of the department head.
The First Selectman will consider the grievance, conduct any further investigation if necessary, and render a final written decision to the employee within 15 working days of the receipt of the grievance.
The employee may present any objection to the First Selectman's decision to the Board of Selectmen at the next regularly scheduled meeting.
No employee shall be discharged or disciplined without proper reason.
Disciplinary action shall be applied in a fair manner and shall be consistent with the infraction for which the disciplinary action is being applied. The severity of the disciplinary action shall be determined by the seriousness of the violation and the employee's record of discipline and performance.
The department head and/or First Selectman are authorized to determine disciplinary action. Suspensions and discharges shall be recommended and implemented solely by the First Selectman in accordance with applicable Town Charter provisions.
Employees shall be notified of disciplinary actions in writing and have a copy placed in their personnel file.
The Town shall have the right at any time to change insurance carriers, provided that the coverage is substantially the same as the existing plan.
All references in this agreement to types of benefits are solely for the purpose of description and identification, and in all cases the terms and the provisions of the insurance policies shall govern any claim.
Employees who retire shall be eligible to receive for themselves and eligible dependents upon payment by the employee, at the applicable group rate, such contractual insurance in which the insurance carrier will allow the retiree to participate. Said insurance coverage shall not be retroactive and will only be effective when the insurance carrier deems it to be so.
Effective July 1, 1993, all employees who are covered under the pension plan will be included in a group life insurance and accidental death and dismemberment program with American United Life Insurance Company in the amount of $45,000 until age 65, at which time the coverage will be reduced by 35%. The benefits are further reduced by 35% of the remaining amount every five years thereafter.
The current Town of Haddam retirement and insurance plan shall remain in effect. Eligibility requirements are detailed in the plan. A copy of the plan shall be made available to all employees upon request.
Employees shall have the right to see their personnel file by appointment. The employee shall make his/her request to the First Selectman in writing or to the First Selectman's designee. The right shall be exercised during nonworking hours. A copy of any disciplinary items placed in an employee's personnel file shall be provided to the employee within a reasonable time of the discipline.
There shall be no unlawful discrimination against any employee based upon marital status, age, sex, race, creed, national origin, ancestry, religious beliefs, physical disability, union activity, or lack of union activity either by the Town or by the union. As used herein, the words "he" and "him" apply fully to bargaining unit members, regardless of sex or gender.
Subject to a determination of the Board of Selectmen, employees may have Town vehicles for commuting to and from work. When a vehicle is assigned to an employee, it may not be used for personal business and/or any activities unrelated to the conduct of Town of Haddam business. Failure to abide by these provisions shall result in the loss of use of the vehicle, and employees may be subject to reimburse the Town for any costs.
When employees are required to utilize personal vehicles during working hours at the direction of the department head, they shall be reimbursed at the rate set by the IRS and approved by the Board of Selectmen.
Solicitation of or offering of goods and services to employees is prohibited on Town property at all times.
Whenever the Town office building is closed by the First Selectman due to emergency weather conditions or other emergency, employees will suffer no loss of pay for the duration of the closing, subject to Subsection B below.
Whenever an employee is required to work out of classification, he/she will be compensated at the higher classification, and the employee works in the higher classification rate if the position being filled is of a higher classification and the employee works in the higher classification for a period in excess of 10 working days.