Borough of Ramsey, NJ
Bergen County
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Table of Contents
Table of Contents
GENERAL REFERENCES
Administration generally — See Ch. 2.
Defense and indemnification — See § 2-79.
[1961 Code § 8.01; 1972 Code § 33.001; Ord. No. 27-1998 § 1; Ord. No. 1-2004 §§ 1, 2]
a. 
Applicants for employment by the Borough shall complete an "Application for Borough Employment" form supplied by the Borough Payroll Clerk before they may be hired.
b. 
The Borough Payroll Clerk will issue to the selected applicant an Employee or Applicant for Employment Medical Examination form which he will take to the physician designated by the Borough for a complete medical examination at the expense of the Borough. The applicant will make the appointment for the medical examination and advise the doctor to return the completed medical examination form direct to the Borough Payroll Clerk.
c. 
If the medical examination is satisfactory and the doctor recommends the applicant as being medically fit, the Borough Administrator will be so notified and, if approved by the Borough Administrator the successful applicant will be notified by a supervisor to report to the Payroll Clerk's office for completion of the necessary formalities and signing the withholding tax certificate, retirement and pension applications, and any other documents required.
d. 
The new employee will then be referred to the proper supervisor who will advise the Borough Payroll Clerk of the effective date of his employment.
e. 
The Borough Payroll Clerk will check all papers for completeness.
f. 
A full-time employee shall be deemed to be an employee who works 35 or more hours every week whether paid on an hourly or annual salary basis. A seasonal employee shall not be deemed to be a full-time employee regardless of the number of hours worked per week.
g. 
A part-time employee shall be deemed to be an employee who works less than 35 hours per week whether paid on an hourly or annual salary basis.
h. 
Part-time and seasonal employees, working on an hourly basis when first employed, shall also complete and file an application for employment and a personal record file will be set up in the payroll Clerk's office.
i. 
No person employed or seeking employment with the Borough shall be discriminated against because of race, color, sex, religion, national origin, or political affiliation. There shall be no discrimination in any aspect of employment against handicapped persons who, with reasonable accommodations, can perform the essential functions of a job.
The Borough, in compliance with the Americans with Disabilities Act, does not discriminate against a person with a disability in hiring if the person is otherwise qualified for a job.
j. 
Every effort is made to hire the best qualified people for municipal employment. Job openings for full-time employees and part-time employees shall be posted on the bulletin board of the Municipal Building, and advertised in local newspapers.
k. 
A rate of pay shall be set for each position, consistent with that for positions of similar complexity and work load. The rate of pay may be established as a range of approved compensations, so that no person holding such a position shall be paid more than the maximum rate nor less than the minimum except that a trainee may be paid less, during a probationary period not to exceed six months.
l. 
All employees of the Borough shall be hired by the Borough Administrator except where the power to hire or appoint has been set by operation of statute or delegated to a subordinate board or person by the governing body.
[Ord. No. 27-1998 § 2]
a. 
Upon commencing employment, each employee is required to fill out two forms: a W-4 form, an Employment Eligibility Verification form, and such forms as may be required by the Department of Immigration and Naturalization Service.
b. 
The department head shall be responsible for providing guidance and instruction for employees under their supervision. The department head has the ultimate responsibility for the running of a department.
c. 
Any personnel reclassification will be at the discretion of the Borough Administrator.
d. 
No municipal employee shall engage in political activity during his or her working hours. Political activity shall be deemed to include, but not be limited to, advocating the election or appointment of any candidate for office, verbally or otherwise, and soliciting funds for campaigns or campaign materials. An employee engaging in such political activity during working hours may be subject to disciplinary actions or suspensions. Employees may engage in political activities during their nonworking hours, provided that they do not represent themselves as spokespersons for the Borough.
e. 
Employment may be terminated as a result of a reduction in force. Terminations through reductions in force will be determined by the Borough Administrator with approval of the Mayor and Council.
f. 
Any municipal employee who has a complaint or grievance about work should discuss the matter with his or her supervisor or department head. If an employee does not get satisfaction from this discussion, he or she may request, in writing, to discuss the matter with the Borough Administrator. In the case of an appeal or grievance taken to the Mayor and Council, the decision made by the Mayor and Council shall be final and binding.
g. 
Transfers within the system from one job or position to another will be considered, upon the employee submitting a written request.
h. 
An employee intending to resign should give a minimum of two weeks notice. Any employee who resigns in good standing will be considered for reemployment at a later date. An employee who has not resigned in good standing may be denied a satisfactory reference and/or future reemployment by the Borough.
i. 
All personal property is the responsibility of each employee. The Borough is not liable for loss or damage to personal property.
j. 
It is the responsibility of each individual employee to make sure that all departmental equipment with which he or she has contact is kept in operating condition. Any damage or operational malfunction should be reported to the employee's immediate supervisor.
k. 
When answering a telephone, or when speaking on the phone, a municipal employee should be prompt, pleasant, brief, courteous, and helpful. Employees should identify themselves and their office when answering the telephone.
l. 
Except for uniformed employees covered by separate negotiated agreements, all municipal employees shall follow their own personal guidelines for dress. Informal attire is permitted and is generally acceptable, but employees are asked to use common sense in choosing their work clothing; and neatness and cleanliness are always essential.
m. 
Employees are expected to be at their work stations regularly and on time. If an employee knows he or she is going to be late or absent, that employee's supervisor should be given advance notice. If an employee cannot give advance notice, he or she should notify a supervisor as soon as the workday begins. Any medical, dental, legal, or other such appointments should be made so as not to interfere with an employee's workday. An emergency appointment made during the workday should be reported to a supervisor as soon as possible. Unauthorized and unreported absences may result in an employee not being paid for the time away from work.
n. 
The Borough will not tolerate any form of sexual harassment including, but not limited to, sexual advances or solicitation of sexual favors between employees in exchange for a promotion, increased compensation, or similar promise. If an employee feels he or she is being sexually harassed, he or she shall follow the procedures set forth in Section 10-36 of this chapter.
o. 
The Borough of Ramsey will not tolerate the use of alcohol, intoxicants, or illegal drugs at work. An employee found in possession of illegal drugs, using illegal drugs and/or alcohol at work or under the influence of illegal drugs and/or alcohol at work may be subject to disciplinary action, including immediate termination. The Borough of Ramsey may require an employee to submit to a drug test if it has reason to suspect alcohol or drug use on the job. The Borough of Ramsey may require an employee who is addicted to alcohol or illegal drugs to attend a drug or alcohol rehabilitation program as a condition of continued employment. Failure to stay in such a program shall serve as immediate grounds for termination of employment.
[1961 Code § 8.02; Ord. No. 527; 1972 Code § 33.005; Ord. No. 976 §§ 1-3]
a. 
The normal work hours for employees are from 8:30 a.m. to 4:30 p.m. Monday through Friday with one hour for lunch.
[Amended 12-28-2011 by Ord. No. 23-2011]
b. 
Any change in the normal work hours of employees must be authorized in advance by the Borough Administrator unless otherwise ordered by the governing body.
c. 
Unless a department or certain position is regularly assigned a greater or lesser number of hours per work week, the normal hours of work for Borough employees are 35.
d. 
(Reserved)[1]
[1]
Editor’s Note: Former Paragraph d, which established hours of employment for Road Department employees, was repealed 12-27-2006 by Ord. No. 47-2006.
e. 
(Reserved)[2]
[2]
Editor’s Note: Former Paragraph e, which provided sick leave and vacation provisions for police personnel, was repealed 12-27-2006 by Ord. No. 47-2006.
f. 
Overtime work will be kept to a minimum and, except in cases of emergency, shall be authorized in advance by the department head. Records will be kept of all overtime and filed with the Payroll Clerk daily.
g. 
Salaried employees, with the exception of department heads and except as otherwise provided who incur an undue amount of overtime will be granted equal time off in lieu of overtime compensation at such time as is arranged with and approved by the department head.
h. 
(Reserved)[3]
[3]
Editor’s Note: Former Paragraph h, which included provisions on standby service by Board of Public Works employees, was repealed 12-27-2006 by Ord. No. 47-2006.
i. 
In computing overtime compensation, the nearest 1/2 hour shall be the smallest fraction of an hour to be reported.
[1961 Code § 8.02; Ord. No. 527; 1972 Code § 33.005; Ord. No. 896 § 1; Ord. No. 896-C § 1]
a. 
The following days will be considered as holidays with all Borough offices closed with the exception of Police Headquarters: New Year's Day, Martin Luther King Day, Presidents' Day, Good Friday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran's Day, Thanksgiving Day, the day after Thanksgiving Day and Christmas Day.
[Amended 12-28-2011 by Ord. No. 23-2011]
b. 
In addition, each full-time employee shall be entitled to one additional holiday to be designated as a "floating holiday" and to be chosen by the employee.
c. 
Holidays falling on Saturday shall be observed on the preceding Friday and holidays falling on Sunday shall be observed on the following Monday. The above provisions relating to holidays shall not apply to policemen regularly assigned to duty on these holidays.
d. 
In order to maintain certain services, if a salaried employee must work any one of the above listed holidays, he shall be allowed an equal amount of time off as near to the holiday as can be arranged by the employee and the department head.
e. 
If full-time hourly employees are required to work on any such holidays or while on vacation, they will be paid time and 1/2 in addition to their regular daily wages. Hourly employees who work in excess of 40 hours in the workweek will be paid overtime at the rate of time and 1/2 their base hourly rate.
[1961 Code § 8.02; Ord. No. 527; 1972 Code § 33.010; Ord. No. 896]
Annual vacations with pay are authorized for full-time employees on the following basis:
a. 
During the first calendar year of service, or part thereof, the employee shall be entitled to one week (five workdays) if employed before July 1 and has completed a minimum of three months of continuous service before that date.
b. 
During the second calendar year of service and until the completion of five full calendar years of service, the employee will be entitled to two weeks (10 working days') vacation each year.
c. 
During the sixth calendar year of service, the employee shall be entitled to 11 working days vacation per year.
d. 
During the seventh calendar year of service, the employee shall be entitled to 12 working days vacation per year.
e. 
During the eighth calendar year of service, the employee shall be entitled to 13 working days vacation per year.
f. 
During the ninth calendar year of service, the employee shall be entitled to 14 working days vacation per year.
g. 
During the tenth calendar year of service, the employee shall be entitled to 15 working days vacation per year.
h. 
During the eleventh calendar year of service, the employee shall be entitled to 16 working days of vacation per year.
i. 
During the twelfth calendar year of service, the employee shall be entitled to 17 working days vacation per year.
j. 
During the thirteenth calendar year of service, the employee shall be entitled to 18 working days vacation per year.
k. 
During the fourteenth calendar year of service, the employee shall be entitled to 19 working days vacation per year.
l. 
During the fifteenth calendar year of service and until the completion of 20 calendar years of service, the employee shall be entitled to 20 working days vacation per year.
m. 
After completion of 20 full calendar years of service, the employee shall be entitled to 25 working days vacation per year.
[1961 Code § 8.03; 1972 Code § 33.010; Ord. No. 649 § 1; Ord. No. 896 § 4; Ord. No. 896-A § 1]
a. 
If an official holiday falls during an employee's vacation period, an additional day of vacation will be granted in lieu of the holiday.
b. 
Except as otherwise provided, vacations may not be accumulated. All vacations must be taken during the current year except that this provision may be waived by the Borough Administrator if he determines in his discretion that it is in the best interest of the Borough to permit an employee to take unused vacation during the first 90 days of the next year.
c. 
Part-time or seasonal employees are not eligible for vacation benefits.
d. 
In order that employees may receive the maximum benefit from their vacations, not more than five days of vacation may be taken one or two days at a time.
e. 
All vacations shall be scheduled and approved by the department head or supervisor. It is his responsibility to schedule individual vacations so that activities of the Borough will be carried on with a minimum of interruption and inconvenience. Employees with seniority will be given first preference in assignment of vacations.
f. 
Unless specifically authorized by the Council in advance, extra compensation will not be allowed in lieu of unused vacation leave, as it is desired that each employee take advantage of the authorized annual vacation period for health, rest, relaxation and pleasure.
g. 
A full-time employee, upon retirement from service, or his beneficiary, in the event of this death, shall be entitled to vacation pay which was unpaid at the time of the employee's retirement or death.
[1961 Code § 8.04; 1972 Code § 33.015; Ord. No. 896 § 3]
a. 
Absences from duty are classified as "illness, excused absences, absence without leave, or vacations" and are to be so noted on the time or other report. An authorized leave of absence will be recorded, together with reason for the same, depending upon its nature.
b. 
Each employee shall notify his supervisor of any absence from duty. If it is not possible to do so in advance of the working day, the report should be made by telephone as early as possible on the day the employee will be absent. If it is not possible to contact his supervisor, the employee should so notify the Borough Clerk.
c. 
Upon the death of a member of the immediate family, as defined below, employees may request bereavement leave with pay for a period not to exceed three days. Employees may be required to produce proof of death and relationship to obtain the benefits under this paragraph. A member of the immediately family for the purpose of this paragraph is defined as spouse, child, parent, brother, sister, parent-in-law, grandchild, grandparent, son-in-law, daughter-in-law, brother-in-law, sister-in-law, or other close relative living permanently in the employee’s household. In the case of the loss of a spouse or a child, the bereavement leave entitlement shall be 15 days.
[Amended 12-27-2006 by Ord. No. 47-2006]
d. 
A leave of absence without pay may be requested by any full-time employee who will submit in writing all facts bearing on the request to his supervisor, who will with his recommendations forward the request to the Council. The Council will consider each case on its merits and, without establishing a precedent, make such decision as its judgment dictates at the next scheduled Council meeting. No leave of absence without pay will be granted for more than six months.
[1961 Code § 8.05; Ord. No. 649 § 1; 1972 Code § 33.020; Ord. No. 893 § 1]
As used in this section:
SICK LEAVE
Paid leave that may be granted to a full-time employee who through sickness or injury is mentally or physically incapacitated to a degree that makes it impossible for such employee to perform the duties of his position, or who is quarantined by a physician because of exposure to a contagious disease.
[1961 Code § 8.05; Ord. No. 649 § 1; Ord. No. 893 § 1]
All full-time employees shall be granted sick leave as follows:
a. 
During the first calendar year of employment, one working day for each full month of service.
b. 
Thereafter, all full-time employees shall be granted sick leave as follows:
[Amended 12-27-2006 by Ord. No. 47-2006]
1. 
For full-time employees of the Borough employed as of December 31, 2006, 15 working days during each calendar year of service.
2. 
For full-time employees of the Borough employed on or after January 1, 2007, 10 working days during each calendar year of service.
c. 
(Reserved)[1]
[1]
Editor’s Note: Former Paragraph c, which provided for crediting certain employees with accumulated sick leave, was repealed 12-27-2006 by Ord. No. 47-2006.
d. 
Sick leave allowance not used in any calendar year shall accumulate to the employee's credit from year to year and may be used when needed for sick leave purposes.
[1961 Code § 8.05; 1972 Code § 33.020; Ord. No. 649 § 1; Ord. No. 893 § 1]
When an employee does not report to work for a period of three consecutive days or more during a calendar year because of sick leave, the employee may be required to furnish proof of inability to work on the days absent. Such proof shall be furnished by submitting to the Borough Administrator upon resumption of work by the employee a certificate signed by a licensed physician in attendance stating that the employee on the date or dates of absence was mentally or physically incapacitated to a degree that made it impossible for such employee to perform the duties of his position or was quarantined because of exposure to a contagious disease. The Borough may require the employee to submit to an examination by a physician chosen by the Borough in order to substantiate such mental or physical incapacitation.
[1961 Code § 8.05; 1972 Code § 33.020; Ord. No. 649 § 1; Ord. No. 893 § 1]
A sick leave day shall be charged for an absence of more than four hours. Sickness incurred while on vacation time cannot be charged against sick leave allowance.
[1961 Code § 8.05; 1972 Code § 33.020; Ord. No. 649 § 1; Ord. No. 893 § 1]
In order to receive compensation while absent on sick leave, the employee shall notify his supervisor of the intended absence at least 60 minutes before the time set for the employee to begin work except in case of an emergency. An employee who is absent from work for three or more consecutive days and who does not notify his supervisor or the Borough Administrator or the Borough Administrator's Deputy during the first three days of absence shall be subject to dismissal from employment.
[1961 Code § 8.05; 1972 Code § 33.020; Ord. No. 649 § 1; Ord. No. 893 § 1]
Permanent part-time employees (who shall be deemed to be those employees who perform duties on a regular recurring basis) who are paid at an hourly rate shall receive sick leave on a pro rata basis in accordance with the aforementioned provisions.
[1961 Code § 8.05; 1972 Code § 33.020; Ord. No. 649 § 1; Ord. No. 893 § 1; amended 12-27-2006 by Ord. No. 47-2006]
a. 
Upon termination of employment, severance pay of accumulated sick leave days shall be in strict compliance with Section 10-6, Sick Leave, of this code and its subsections. Accumulated sick leave may not be used as terminal leave.
b. 
Upon termination of employment by regular retirement, an employee shall be entitled to receive severance pay in an amount equal to 50% of his accumulated sick leave days. An employee whose employment is terminated prior to regular retirement and who has been employed for more than five years shall be entitled to receive severance pay in an amount equal to 25% of his accumulated sick leave days. An employee whose employment is terminated prior to regular retirement because of job-related disability and who has been employed for more than five years shall be entitled to receive severance pay in an amount equal to 50% of his accumulated sick leave days. A severance pay shall be computed based upon the average pay to the employee during the 12 months immediately preceding termination of employment.
c. 
Banked value.
1. 
Employees may accumulate sick leave up to a banked value of $15,000. Employees with accumulated sick leave with a banked value of less than $15,000 as of December 31, 2006, may continue to accumulate sick leave up to a banked value of $15,000. Payment for accumulated sick leave on retirement as contemplated in Subsection 10-6.7b shall be capped at a banked value of $15,000.
2. 
For employees with accumulated sick leave with a banked value in excess of $15,000 as of December 31, 2006, payment for accumulated sick leave on retirement as contemplated in Subsection 10-6.7b shall be capped at the banked value as of December 31, 2006, with no further increase in retirement payout.
3. 
Nothing contained herein shall prohibit the continued banking of sick days for use as sick leave.
4. 
Payments to retired employees in accordance with this Subsection may be made in one lump sum, or in installments, at the election of the employee.
d. 
In the event of an employee’s death, his estate shall be entitled to receive whatever sick leave benefits the employee was entitled to at the time of termination of employment.
[1961 Code § 8.05; 1972 Code § 33.020; Ord. No. 649 § 1; Ord. No. 893 § 1]
Any employee who makes a false claim for sick leave shall be subject to dismissal from employment.
[1961 Code § 8.05; 1972 Code § 33.020; Ord. No. 649 § 1; Ord. No. 893 § 1]
The Borough Clerk shall keep records of sick, vacation, military, and special leaves, with or without pay.
[1961 Code § 8.05; 1972 Code § 33.020; Ord. No. 649 § 1; Ord. No. 893 § 1]
The use of masculine gender through this chapter shall be deemed to include the feminine gender.
[1961 Code § 8.06; 1972 Code § 33.025; Ord. No. 649 § 1; Ord. No. 896 § 4; Ord. No. 896-B; Ord. No. 938 § 1]
a. 
Any employee who is certified as absent on account of a disability or accident caused in the usual course of his employment and directly in line of duty shall not have such absence charged against his sick leave. All other provisions regarding absence on account of sickness or disability apply.
b. 
If the injury is sufficiently severe to keep an employee off duty and he has given notice of the disability or accident in accordance with this chapter and the applicable laws and regulations and has submitted medical proof of such injury to the Borough as requested, he shall receive payment of such amount so that the payment from the Borough made together with payments received under the Workmen's Compensation Act will equal the employee's regular salary for the first six months. If the injury extends beyond six months and the employee is then unable to return to work, he may, at his option, use his sick leave and vacation time. Also, if the injury extends beyond six months and the employee is then unable to return to work, the governing body may also, in its sole discretion, continue such payments for additional sixty-day periods. Such payments may continue during the time the employee is receiving payments under the Workmen's Compensation Act, but shall not exceed one year from the date of injury.
c. 
Nothing herein contained shall be considered to be in derogation of or restrictive of any statute now in effect limiting the period during which municipal employees may be compensated for leave on account of disability or illness, but these provisions are to be construed and administered in conjunction therewith.
d. 
Employees who are injured while working must make an immediate report of such injury to their department head. All injuries, no matter how slight they may be, must be reported within eight hours. If the employee is injured to such an extent that he requires medical attention, he shall immediately go to a doctor for treatment. Department heads shall be responsible for notifying the Borough Clerk, who shall notify the insurance company and the certifying agent of the Public Employees Retirement System of New Jersey of all injuries reported by employees under their supervision and shall make certain that the proper written reports are made.
[1972 Code § 33.027; Ord. No. 896 § 4; Ord. No. 896-B § 1]
a. 
Full-time employees shall be provided with the following personal days per year:
[Amended 12-27-2006 by Ord. No. 47-2006]
1. 
Full-time employees of the Borough employed as of December 31, 2006, shall be provided with five personal days per year.
2. 
Full-time employees of the Borough employed on or after January 1, 2007, shall be provided with three personal days per year.
b. 
(Reserved)[1]
[1]
Editor’s Note: Former Paragraph b, which provided full-time employees with an additional personal day under certain circumstances, was repealed 12-27-2006 by Ord. No. 47-2006.
c. 
Personal days may be accumulated to December 31 of the following year.
[1972 Code § 33.028; Ord. No. 896 § 5; Ord. No. 896-B § 2; amended 12-27-2006 by Ord. No. 47-2006]
The spouse of a full-time non-union employee who dies in the performance of his or her duties other than from natural causes shall receive a one-time payment of $50,000, plus $5,000 for each unemancipated child of the marriage. This provision shall not apply to union employees whose employment is governed by a collective bargaining agreement unless said agreement specifically includes this or a similar provision.
[1961 Code § 8.07; 1972 Code § 33.030; amended 2-14-2018 by Ord. No. 01-2018]
a. 
For employees hired on or before December 31, 2017: After an employee has been in the employ of the Borough for 10 consecutive years, such employee shall not be removed from such position except for good cause shown after a fair and impartial trial but shall hold his position during good behavior, notwithstanding that such employee may have been employed for a fixed term. This provision, however, shall not apply to any employee who is given tenure of office by statute, in which event the statute shall be applicable rather than any of the terms and provisions.
[1961 Code § 8.08; 1972 Code § 33.035]
a. 
Any employee who is employed by the Borough shall be on probation for a period of 180 days after the date of employment. In the event that the Council is not satisfied with such employee for any reason, such employee may be discharged within such period of probation at any time without notice.
[Amended 12-27-2006 by Ord. No. 47-2006]
b. 
Any employee may be suspended from office by the Council or any department head for cause until such time as the matter can by fully investigated and determined.
[1961 Code § 8.09; 1972 Code § 33.040; Ord. No. 896 § 6; Ord. No. 979 § 1]
a. 
Upon cessation of employment, benefits for the year during which employment is ceased shall be prorated to the last day of employment.
b. 
All employees will, when leaving the service of the Borough, complete and sign the "termination receipt" when receiving their final compensation. This receipt will be filed in the employee's personal history file as evidence of the satisfaction of all claims against the Borough.
[1961 Code § 8.10; 1972 Code § 33.045]
a. 
All full-time Borough employees shall be enrolled in the Public Employees Retirement System Plan of New Jersey or the policemen's retirement plan, and are subject to the requirements and provisions of the plans. The employee's contributions to the plan are deducted from the salary paid to such full-time employees and remitted to the state, as prescribed by law. The Borough contribution for such employees is determined by and subsequently remitted to the state in accordance with the provisions of the law.
b. 
Borough employees having completed the required number of years of service and having attained the specified age may apply for retirement as provided for by the plans.
c. 
All information regarding the retirement plans may be obtained from the office of the Borough Payroll Clerk.
a. 
After 25 years of service, or duty-incurred disability, or ordinary disability retirement after 10 years of service to the employer, all major medical insurance benefits and dental insurance benefits shall be continued for retired employees and their immediate eligible family members, if applicable, for a maximum of five years, or until the retired employee qualifies for Medicare, or until the retired employee is again employed by any source that offers medical and/or dental insurance benefits, whichever shall first occur; however, if an employee has 30 years or more of service before retirement (25 of which are with the Borough of Ramsey), all of his or her insurance coverage as stated above shall be continued until he or she qualifies for Medicare or until the retired employee is again employed by a source that offers medical and/or dental insurance benefits, whichever shall first occur. Employees must apply for Medicare coverage as soon as eligible.
[Amended 12-27-2006 by Ord. No. 47-2006; 4-28-2010 by Ord. No. 08-2010]
b. 
Employees who are not eligible for the benefits set forth in Paragraph a above and who terminate service by virtue of retirement or by exercise of pension vesting rights shall have the option of continued enrollment in the Borough's group medical insurance program on a contributory basis by the employee. This option is restricted to employees who have been employed by the Borough for a period of at least 10 years.
c. 
Any employee with 30 years of service (25 of which are with the Borough of Ramsey) who waives his or her entitlement to retirement health and dental insurance benefits upon retirement and who is under the age of 60 shall receive a lump sum retirement bonus of $50,000, above and beyond any other severance pay the employee is eligible to receive. The Borough shall have no obligation to provide medical insurance benefits of any kind to an employee who waives this provision and accepts the said bonus, or to his or her spouse or eligible family members. The employee’s spouse must also agree, in writing, to the waiver.
[Added 12-27-2006 by Ord. No. 47-2006; amended 4-28-2010 by Ord. No. 08-2010]
d. 
Retired employees eligible to receive medical and dental insurance benefits under this chapter (Section 10-13) shall receive the same benefits in retirement as afforded to non-retired non-union employees of the Borough, as those benefits may be changed from time to time.
[Added 12-27-2006 by Ord. No. 47-2006]
[1961 Code § 8.11; 1972 Code § 33.050]
No part of the pay due an employee for work done shall be withheld from his check except as required by law or as authorized in writing by the employee.
[1961 Code § 8.12; 1972 Code § 33.055]
Employees may not accept donations or other gratuities, contributions, etc. that would in any sense put the employee under obligation to the person or persons making the donations, etc., so that all may be treated alike.
[1961 Code § 8.13; 1972 Code § 33.060]
Engaging in private employment by any employee in off-duty time is not encouraged. However, such work may be permitted in cases where its performance does not conflict with the Borough's interest and does not reduce the employee's ability to adequately perform his duty of employment with the Borough. Employees who wish to accept outside employment shall communicate that fact to their respective department heads.
[1961 Code § 8.14; 1972 Code § 33.065]
The Council reserves the right to add, change, interpret or eliminate personnel policies, practices and rules whenever it appears to be in the best interest of the Borough to do so.
[1961 Code § 8.15; 1972 Code § 33.070]
a. 
A separate personal history file will be established and maintained for each employee of the Borough.
b. 
Personal history files are confidential records and will be maintained in the office of the Payroll Clerk in a locked file. The files will be in two groups: "active," representing employees on the payroll; and "closed" for employees no longer in the services of the Borough.
c. 
All personal history files will be carefully maintained and safeguarded permanently. Nothing placed in any file shall be removed.
d. 
Each active personal history file will contain the following information:
1. 
Summary of personnel actions. (On this form is noted a brief digest of salary increases, promotions, transfers, etc.)
2. 
Application for employment and reference letters, if any.
3. 
Applicant's letter of reason for desiring to work for the Borough, if any.
4. 
Agreement to conform to personnel policies, practices and rules.
5. 
Medical examination form.
6. 
Personnel action authorization for each change in position or appointment of the applicant.
7. 
Personnel action authorization for each change in position or salary.
8. 
Letters of commendation or of censure.
9. 
Reports of hearings involving the employee.
10. 
Any correspondence, memoranda or other pertinent material directly concerning the employee.
11. 
Compensation record.
e. 
In addition to the foregoing, each closed file will also contain:
1. 
Letter of resignation, if any.
2. 
Personnel action authorization form to cover termination of service.
3. 
Termination receipt.
[1961 Code § 8.16; 1972 Code § 33.075]
Department heads and supervisors as referred to in this chapter include but are not limited to the Borough Clerk, Borough Attorney, Tax Collector, Director of Police, Borough Engineer and Superintendent of Public Works.
[1972 Code § 33.140; Ord. No. 896-B § 5; 1-14-2004 by Ord. No. 1-2004 § 3]
The Borough shall provide all full-time employees who shall be deemed to be those employees who work 35 or more hours per week with medical and hospitalization insurance coverage including major medical insurance coverage and dental insurance coverage. The amount and extent of the aforesaid insurance coverages shall be determined by the Borough in its sole discretion. Any employee who was receiving said coverage on the effective date of the change of this section shall continue to receive those benefits so long as he/she continues to remain a full-time employee of the Borough under the prior criteria in effect at the time of this change.
[Ord. No. 551; Ord. No. 660 § 1; Ord. No. 27-1998 § 3]
a. 
Salaries and wages for employees of the Borough shall be paid by check every other week for a total of 26 pay periods annually.
b. 
Checks shall be signed on behalf of the Borough by the Borough Clerk and the Borough Treasurer.
c. 
The salaries of the Mayor and Council shall be paid quarter-annually.
d. 
The governing body shall determine the salary of every employee subject to the provisions of this chapter by the adoption of a salary ordinance annually. Where salary ranges are provided in the ordinance, actual salary may be set by resolution.
e. 
Direct deposit.
[Added 6-25-2014 by Ord. No. 13-2014; amended 10-22-2014 by Ord. No. 14-2014]
1. 
All employees and elected public officials who receive compensation from the Borough or Ramsey are mandated to have direct deposit of their compensation as of July 1, 2014, in accordance with c. 28, P.L. 2013, as defined under N.J.S.A. 52:14-15f(b).
2. 
Municipal employees may request, in writing, an exemption from the direct deposit mandate to the Borough Administrator. Such requests will be presented to the governing body within 30 days. The Mayor and Council may grant such an exemption by resolution and only for good cause.
[Ord. No. 27-1998 § 4]
a. 
Training courses are available to Borough employees. The courses must be job related, should be beneficial to the Borough and the employee's work for the Borough, and must be approved by the employee's department head.
b. 
Reasonable travel expenses incurred by an employee in the course of any training session, seminar or meeting, approved beforehand by the employee's department head, will be reimbursed upon the presentation by the employee of a proper voucher.
[Ord. No. 32-2000 § 1; Ord. No. 37-2001; Ord. No. 40-2002 § 2]
The Construction Code Official shall receive an annual salary to be fixed by resolution of the Council within the range of $8,000 to $45,100.
[Ord. No. 32-2000 § 1; Ord. No. 37-2001; Ord. No. 40-2002 § 2]
The Borough Engineer shall receive a salary to be fixed by resolution of the Council which salary shall be within the range of $60,000 to $99,750 per annum.
[Ord. No. 32-2000 § 1; Ord. No. 37-2001; Ord. No. 40-2002 § 2]
The Borough Attorney shall receive a salary which salary shall not exceed $123,000 per annum. For all hours worked in excess of 1,020 hours per year, the Borough Attorney shall be paid by voucher at the rate of $75 per hour.
[Ord. No. 32-2000 § 1; Ord. No. 37-2001; Ord. No. 40-2002 § 2; amended 7-26-2006 by Ord. No. 29-2006; 4-11-2007 by Ord. No. 12-2007; 2-25-2009 by Ord. No. 02-2009]
The Borough Auditor shall receive a retainer between $13,000 and $42,000. For services rendered in addition to normal services, the Auditor shall receive additional compensation at the reasonable value for such services.
[Ord. No. 32-2000 § 1; Ord. No. 37-2001; Ord. No. 40-2002 § 2; amended 7-26-2006 by Ord. No. 29-2006; 4-11-2007 by Ord. No. 12-2007; 2-25-2009 by Ord. No. 02-2009]
The Borough Administrator shall receive a salary to be fixed by resolution of the Council, which salary shall be within the range of $110,000 to $165,000 per annum.
[Ord. No. 32-2000 § 1; Ord. No. 37-2001; Ord. No. 40-2002 § 2; amended 7-26-2006 by Ord. No. 29-2006; 12-27-2006 by Ord. No. 47-2006; 4-11-2007 by Ord. No. 12-2007; 2-25-2009 by Ord. No. 02-2009; 3-24-2010 by Ord. No. 03-2010; 11-10-2010 by Ord. No. 17-2010; 7-11-2012 by Ord. No. 14-2012; 9-9-2015 by Ord. No. 14-2015; 3-9-2016 by Ord. No. 02-2016; 10-11-2017 by Ord. No. 07-2017]
Position
Minimum of Range
Maximum of Range
Borough Clerk
$55,000
$95,000
Deputy Borough Clerk
$45,000
$63,000
Legal Secretary/Administrative Assistant
$35,000
$50,000
Payroll/Benefits Coordinator
$45,000
$70,000
Finance Officer/Treasurer
$55,000
$115,000
Judge
$15,000
$25,000
Prosecutor
$7,000
$17,000
Public Defender
$3,000
$10,000
OEM Director
$1,200
$7,000
OEM Deputy
$1,200
$6,000
Secretary to Shade Tree Commission
$3,000
$7,000
Secretary to Recreation Commission
As provided in Subsection 10-23.7
Secretary to Environmental Commission
As provided in Subsection 10-23.7
Stenographer
As provided in Subsection 10-23.7
Secretary/part-time
As provided in Subsection 10-23.7
Secretary, Borough Council
As provided in Subsection 10-23.7
Superintendent Public Works
$90,000
$128,000
Laborers and Casual Public Works
$8.25 per hour
$23 per hour
Marshals and Special Duty
$8.25 per hour
$23 per hour
Recreation Director
$18,000
$30,000
Police Chief
$150,000
$189,000
Police Captain
$145,000
$178,000
a. 
In addition to the salaries set forth above, all eligible Borough employees as designated by resolution of the Mayor and Council shall receive longevity compensation computed at 2% of annual compensation for each four years of service to a maximum of 10% of said annual compensation. Anniversary dates for patrolmen’s salary adjustment and longevity compensation shall be considered to be on January 1, regardless of when the actual anniversary date shall occur during the ensuing year. Such retroactive or advance date, however, shall not apply to any such eligible employee who completes his first year of employment on or after July 1 of the preceding year. The titles of Police Chief and Police Captain are not eligible for longevity pay pursuant to their specific contracts.
b. 
Longevity compensation is eliminated for employees of the Borough employed on or after January 1, 2007.
[Ord. No. 32-2000 § 1; Ord. No. 37-2001; Ord. No. 40-2002 § 2; amended 7-26-2006 by Ord. No. 29-2006; 4-11-2007 by Ord. No. 12-2007; 2-25-2009 by Ord. No. 02-2009; 7-11-2012 by Ord. No. 14-2012]
All part-time stenographic, clerical, and/or secretarial employees, including but not limited to the Secretary to the Borough Council, Recreation Commission, Shade Tree Commission, and the Board of Public Works, shall be paid within a range of $7.25 to $23 per hour for such services or such stipend deemed by the Borough Council to be appropriate for the duties to be performed. Such employees shall keep a record of the time rendered by them in such form and manner as shall be prescribed by the Borough Clerk from time to time and shall be furnished to her at such times as she shall direct.
[Ord. No. 32-2000 § 1; Ord. No. 37-2001; Ord. No. 40-2002 § 2; amended 7-26-2006 by Ord. No. 29-2006; 4-11-2007 by Ord. No. 12-2007; 2-25-2009 by Ord. No. 02-2009; 7-11-2012 by Ord. No. 14-2012; 9-9-2015 by Ord. No. 14-2015; 3-9-2016 by Ord. No. 02-2016; 10-11-2017 by Ord. No. 07-2017]
The Borough Council, upon adoption of this section, shall fix the compensation of the officers and employees of the Borough of Ramsey, which shall be retroactive to January 1, 2017.
[Ord. No. 32-2000 § 1; Ord. No. 37-2001; Ord. No. 40-2002 § 2; amended 7-26-2006 by Ord. No. 29-2006; 4-11-2007 by Ord. No. 12-2007; 2-25-2009 by Ord. No. 02-2009]
a. 
The Mayor of the Borough shall receive a salary not to exceed $754 per month for 2009.
b. 
Each of the members of the Council shall receive a salary not to exceed $539 per month for 2009.
c. 
The salaries shall be payable quarter-annually.
d. 
The Mayor and members of the Council shall each receive a mileage allowance of $50 per month.
[Ord. No. 27-1998 § 5]
a. 
Pursuant to the Family and Medical Leave Act of 1993, (FMLA), which became effective August 5, 1993, employees of the Borough who have worked for the Borough for at least 12 months and have worked at least 1,250 hours over the previous 12 months, are eligible for unpaid job protected leave of up to 12 weeks each year for family and medical reasons. An unpaid leave may be taken for the following purpose:
1. 
The birth of an employee's child and the care of the child, this provision is applicable to both mothers and fathers;
2. 
The placement of a child with the employee for adoption or foster care;
3. 
The care of the employee's spouse, child or parent, who has a serious health condition;
4. 
A serious health condition that renders the employee unable to perform his job.
Under FMLA, a child includes biological, adopted, and foster child, stepchild, legal ward or a "child" of a person acting in the capacity of a parent. The term "parent" includes biological parents as well as a person who acted in the capacity of a parent towards the employee. Siblings and in-laws are not covered by the Act. A serious health condition means a mental or physical illness, injury or impairment which involves inpatient care at a medical care facility or continuing treatment by a health care provider. Additionally, an employee's serious health condition means the employee is unable to perform the functions of his job.
It is not required that the leave be taken all at one time. Intermittent leave or reduced leave (less than 12 weeks) can be taken if the employee or a covered relative has a serious health condition, provided intermittent or reduced leave is medically necessary. In addition, an employee with more than one qualifying event within a twelve-month period is not entitled to a separate twelve-week leave period for each event.
b. 
Procedure. The employee shall be required to submit to the Personnel Administrator a written notice that leave will be taken, indicating the amount of leave to be taken and the reason for the leave. If the leave involves illness, a medical certification shall be submitted along with the leave notice. Said certification shall include:
1. 
The date of which the serious health condition commenced;
2. 
The probable duration of the condition;
3. 
The appropriate medical facts within the knowledge of the health care provider regarding the condition;
4. 
Where applicable, a statement that the employee is needed to care for a covered relation and the amount of time needed to care for said person.
c. 
Intermittent or reduced medical leave certifications shall state:
1. 
The dates on which treatment is expected to be given and the duration of such treatment;
2. 
A statement of the medical necessity for the intermittent or reduced leave schedule and expected duration;
3. 
Where applicable, a statement that an intermittent or reduced leave schedule is necessary to care for a covered relation or will assist in the recovery and the expected duration and schedule of the leave.
d. 
The Borough may require subsequent recertification on a reasonable basis. Failure to provide any certification is grounds for denial of the leave. If the Borough has doubt as to the validity of the certification provided, the Borough may require, at its expense, that the employee obtain a second opinion from a health care provider selected by the Borough. If the second opinion differs from the first, a third mutually agreeable health care provider shall be selected, whose opinion shall be binding.
e. 
If the leave is foreseeable, the employee shall be required to provide at least 30 days notice prior to leave beginning.
f. 
The Borough has the option of requiring that an employee utilize accrued vacation, sick, and personal leave time for leaves under the FMLA.
[Ord. No. 27-1998 § 6]
a. 
Any full-time employee who is a member of the National Guard, Naval Militia, Air National Guard, or a reserve component of any of the Armed Forces of the United States and is required to engage in field training shall be granted a military leave of absence with pay for the period of such training as is authorized by law. The paid leave of absence shall be in addition to his/her vacation.
b. 
When an employee, after one year's service with the Borough, has been called to active duty or inducted into the military or naval forces of the United States, he/she shall automatically be granted an indefinite leave of absence without pay for the duration of such active military service. Each employee may be reinstated without loss of privileges or seniority provided he/she reports for duty with the Borough within 60 days following his/her honorable discharge from military service.
c. 
An employee required to render service as a juror in either state or federal courts shall be entitled to be absent from employment on the days that said employee is required to serve and shall be paid his/her salary for said absent days provided that monies received for said service by the employee shall be deducted from the regular salary received from the Borough.
[Ord. No. 27-1998 § 7]
a. 
It shall be the policy of the Borough that employee discipline and termination be part of an orderly progressive process having as its guiding principles the following:
1. 
It shall be nondiscriminatory in the broadest sense.
2. 
It shall be fair and reasonably predictable.
3. 
It shall be a part of an orderly, written process and providing fundamental fairness (due process) to all employees.
4. 
No person shall be subject to discipline in retaliation for having reported, in good faith, wrongdoing by another. This policy shall be administered in accordance with the New Jersey's "Whistle-Blower's Law," i.e., New Jersey Conscientious Employee Protection Act, N.J.S.A. 34:19-1, et seq.
b. 
Application. An employee may be subject to disciplinary action for any of the causes set forth hereinafter. An employee shall be subjected to the following disciplinary action, not necessarily in the following order:
1. 
Reprimand in writing.
2. 
Suspension from duty for a specific period without pay.
3. 
Dismissal.
The procedure set forth in this section shall be required prior to any disciplinary action against an employee but any violations or omissions of said procedure not affecting an employee's substantive rights shall not bar said disciplinary action.
c. 
Causes. The causes sufficient for disciplinary action shall include the following:
1. 
Neglect of duty;
2. 
Poor performance;
3. 
Absence without leave or failure to report after authorized leave has expired or after such leave has been disapproved or revoked;
4. 
Offensive treatment of the public or fellow employees;
5. 
Violation of laws, regulations, or orders, or failure to obey lawful directions given by one's superiors;
6. 
The conviction of a criminal offense;
7. 
Any form of substance abuse;
8. 
Damage to public property or waste of public supplies through negligence or willful conduct;
9. 
Excessive lateness or absence from work;
10. 
The suspension or revocation of one's driver's license when one's duties require the operation of a motor vehicle for the Borough, or the knowing operation of a motor vehicle while one's driver's license is suspended or revoked;
11. 
Insubordination, insolence, or other misconduct;
12. 
Sleeping or gambling on duty;
13. 
Providing the Borough with false medical certifications given to satisfy leave requirements;
14. 
Conduct unbecoming a public employee;
15. 
Violation of the policies on sexual harassment.
d. 
Procedure.
1. 
Informal.
(a) 
An employee may be suspended without pay by the department head or Borough Administrator for a period not to exceed five days for any cause hereinbefore set forth in Paragraph c. Any other form of discipline involving loss of pay shall be commenced through formal proceedings as herein provided. An employee disciplined informally as above may appeal as hereinafter provided for to have the lost days of pay restored and the informal disciplinary action expunged from or modified within the employee's personnel file.
2. 
Formal.
(a) 
Complaint. An employee charged with any of the violations set forth above shall be notified in writing of the violation within 30 days of the awareness of same by the governing body or superior of the alleged violation, which charge shall state the offense, and the charges shall be signed by the departmental superior or administrator preferring the charge against the employee.
(b) 
Hearing.
[Amended 12-13-2006 by Ord. No. 43-2006]
(1) 
An employee shall be entitled to a full hearing on all charges, before the governing body or such other hearing authority as may be designated by the governing body. The hearing shall be a formal proceeding. The employee shall receive notice by certified mail of the date, time and place of said hearing. The Borough Administrator shall fix a date, time, and place for the hearing which shall be within 30 days after the filing of formal charges against the employee.
(2) 
All charges shall be heard by the governing body or such other hearing authority as may be designated by the governing body sitting as the authority to make a determination of said charges. Testimony of all witnesses shall be taken under oath. The governing body shall designate an attorney to prosecute the charges against the employee, and the employee may be represented by counsel at the hearing at his own expense. The Borough Administrator may order that a stenographic record be made of the proceedings or the employee may request in writing that a stenographic record be made, at the employee’s expense, provided the employee or his counsel shall inform the Borough Administrator in writing at least one week prior to the date set for the hearing.
(c) 
Determination. The governing body or such other hearing authority as may be designated by the governing body shall, after completion of the hearing, make a determination in writing within 10 days after the completion of the hearing. The Borough Administrator shall notify the employee in writing of said action.
[Amended 12-13-2006 by Ord. No. 43-2006]
[Ord. No. 27-1998 § 8]
A grievance is defined as any dispute concerning the interpretation, application, or enforcement of the personnel policies set forth in this chapter.
a. 
A grievance arises on the date the employee affected becomes or is made aware of the existence of the grievance.
b. 
All grievances shall be presented within five working days after arising and failure to report a grievance within such time shall be deemed a waiver thereof.
Step 1 — Supervisor Review
Any employee or anyone of a group of employees having a grievance shall submit the same orally to the employee's immediate supervisor as designated by the Borough. Within five working days, the immediate supervisor shall inform the grievant of his decision.
Step 2 — Borough Administrator
If the grievance is not adjusted satisfactorily to the employee, it shall be reduced to writing by the employee on a form supplied by the Borough. The facts of the grievance shall be detailed clearly and concisely, and the relief requested shall be set forth. The completed form shall be signed by the employee aggrieved. Within five working days after the Step 1 decision, the employee shall deliver the written grievance to the Borough Administrator. Failure by the employee to deliver the written grievance within the five working days specified, shall be deemed a settlement of the grievance. The Borough Administrator shall give his decision in writing within 10 working days after the grievance is presented to him. The time periods set forth above may be extended by mutual consent of the parties. The decision of the Administrator shall be final.
[Ord. No. 27-1998 § 9]
The provisions of this chapter shall apply generally to all full-time and part-time employees of the Borough including those employees covered by a collective bargaining contract with the Borough except where the provisions of such contract conflict with the provisions of this chapter.
[Ord. No. 1208, §§ 1, 2 and 3; amended 4-14-2010 by Ord. No. 07-2010; 4-13-2011 by Ord. No. 06-2011]
The Borough of Ramsey anti-sexual harassment policy shall be as contained in the Borough Personnel Policies and Procedures Manual as shall be approved and adopted annually by the Governing Body.