3.1.1. 
Normal hours of operation. The Town Board establishes the normal hours of operation at the annual organizational meeting. An employee's Department Head will establish the employee's work schedule, which may differ from the normal hours of operation depending upon the particular needs and requirements of the department. The Town Board reserves the right to approve all employee work schedules, except where otherwise prohibited by applicable State or Town Law. An employee who is a member of a collective bargaining unit should refer to the collective bargaining agreement on the subject of hours of work.
3.1.2. 
Department absences. In the event a department cannot be staffed at certain times during the day, basic departmental forms should be readily available for distribution and/or collection. It is the Department Head's responsibility to determine what services are to be provided and to schedule coverage of these basic services during scheduled business hours.
3.2.1. 
Closing procedures. In the event extraordinary weather conditions or other emergencies develop prior to the beginning of the workday, the Town Supervisor may authorize the closing of non-emergency operations and excuse certain employees from work, or, if extraordinary weather conditions or other emergencies develop during a workday, the Town Supervisor may direct that certain employees who perform non-essential services leave work.
3.2.2. 
Closing affect on compensation. Pay for FLSA non-covered or exempt employees will not be affected by an emergency closing. Pay for FLSA non-exempt employees will be in accordance with the provisions below:
•
During Work - A full-time employee or part-time employee who is directed by the Town Supervisor to leave work due to an emergency closing will be paid for the remainder of the employee's normal workday at the employee's regular rate of pay. Such time will not be included as time worked for the purpose of computing overtime. An employee who has previously scheduled a paid leave day must still charge the absence for the day to the appropriate paid leave
•
Prior to Reporting to Work - If a determination is made to close operations prior to the start of a workday, the Town Supervisor will initiate notification to all affected employees. A full-time employee who is directed not to report to work due to an emergency closing will be paid for the employee's normal workday at the employee's regular rate of pay. A part-time employee who is directed not to report to work will not be paid for the workday. Such part-time employee may choose to make-up the time at a later date if agreed to by the Department Head. An employee who has previously scheduled a paid leave day must still charge the absence for the day to the appropriate paid leave.
3.3.1. 
Meal periods. An employee who works more than six hours in a given day will receive a paid meal period not to exceed 30 minutes. Meal periods will normally be in the middle of the employee's workday.
3.3.2. 
Observance of meal periods. An employee who works more than six hours in a given day is required to take the scheduled meal period. The meal period may not be taken at the end of an employee's workday in order to leave work before the normal quitting time. An employee who is a member of a collective bargaining unit should refer to the collective bargaining agreement on the subject of meal periods.
3.3.3. 
For "Seasonal Recreation Summer Staff," the required meal period defined in 3.3.1 and 3.3.2 above will be without pay. Such employees must log out from work at the beginning of the meal period and log in when returning to work.
3.4.1. 
Individual time records. All employees are required to complete an individual time record showing the daily hours worked and authorized paid leave taken. Each employee must comply with the following procedures:
•
All time worked, including the beginning and ending time, must be recorded;
•
All paid and unpaid leaves of absence must be recorded;
•
Employees must complete their own time record;
•
The time record must be verified and signed by the Town Supervisor;
•
The Department Head is to submit time records to the Bookkeeper by Monday at 12:00 noon of the payroll week.
3.4.2. 
Correction of errors. An employee must immediately bring errors in time records to the attention of the Department Head who will investigate the matter and make and initial the correction once the error has been verified.
3.4.3. 
Falsification of time records. An employee who falsifies or alters the employee's own time record or the time record of another employee, or completes a time record for another employee, may be subject to disciplinary action. In justifying circumstances where an employee is not able to complete the employee's own time record, the Department Head may complete the time record on behalf of the employee.
3.5.1. 
Policy statement. Upon proper authorization of the Town Board, an employee or Elected Official will be reimbursed for expenses associated with carrying out Town business, including, but not limited to, meals, lodging, mileage, parking, highway tolls, and training and membership fees and licenses. All required documentation and corresponding receipts must be submitted to the Bookkeeper by the first business day of each month in order for the reimbursement to be processed.
3.5.2. 
Mileage. An employee who is directed by the appropriate Department Head to use the employee's own vehicle to conduct Town business will be reimbursed at the then current mileage rate set by the Internal Revenue Service.
3.5.3. 
Education and training. Upon proper authorization of the Town Board, an employee will be reimbursed for training courses that are directly related to the employee's present job. Employees must first seek approval from their Department Head before the request is presented to the Town Board. An employee who is a member of a collective bargaining unit is not covered by or eligible for this Education and Training provision.
3.5.4. 
Required membership fees. Upon proper authorization of the Town Board, an employee required to hold membership in a professional organization as part of the employee's job will be reimbursed for any required dues and/or fees. An employee who is a member of a collective bargaining unit is not covered by or eligible for this Membership Fees provision.
3.6.1. 
Supplies. An employee may not use office supplies for personal use, including, but not limited to, paper, envelopes, and postage.
3.6.2. 
Office tools and equipment. An employee may not use computers, fax machines, and copiers for personal use or for furtherance of any business or personal financial gain.
3.6.3. 
Mechanical tools and equipment. An employee may not use the Town Garage or tools and equipment for personal use. An employee must repair or replace any tool either lost or damaged by the employee as a result of negligence or intentional misuse.
3.6.4. 
Fuel. An employee may not use gasoline, fuel oil, or motor oil for personal use or for any other vehicle not owned by the Town.
3.7.1. 
Use of Town vehicles. Vehicles owned, leased, or rented by the Town are assigned to an employee for the sole purpose of conducting Town business. Only authorized employees may drive Town vehicles. Town vehicles may only be used for authorized Town business and may not be used for the personal use or private gain or to transport unauthorized individuals or materials, except as noted below.
3.7.2. 
Use of personal vehicle for Town business. The Town is not responsible for any damage to an employee's personal vehicle while on Town business.
Therefore, an employee who drives a personal vehicle to conduct Town business must have auto liability insurance (for both bodily injury and property damage) and proof of a minimum policy for liability coverage of $100,000 per person and $300,000 per accident. Proof of such insurance is required upon hire and on an annual basis thereafter. In the event an employee's liability insurance lapses, the employee must immediately notify the Town Supervisor.
3.7.3. 
Traffic violation. An employee is responsible for paying the cost of any traffic or parking tickets, moving violations, or fines that result from driving while on Town business.
3.7.4. 
Accident. An employee must notify the Town Supervisor immediately in the event of an accident, theft, or damage involving vehicle owned, leased, or rented by the Town or the employee's own personal vehicle being used for Town business, regardless of the extent of the damage or lack of injuries. A law enforcement officer must be summoned to the scene of any accident involving a Town employee or vehicle being used for Town business. The employee must cooperate with any law enforcement officer who is investigating the accident but should not make any statements or provide information to anyone else. An Accident Report from the police must be submitted to the Town Supervisor.
3.7.5. 
Town vehicle maintenance. Employees are responsible for maintaining Town vehicles in a neat and clean condition at all times. Papers and garbage must be removed from the vehicle at the end of each trip. Vehicles should be maintained in a safe and secure condition when not in use. It is the employee's responsibility to notify the Town Supervisor of any needed maintenance or repair work on a Town vehicle.
No advertisements, signs, bumper stickers or other markings of a political or commercial nature may be displayed on Town vehicles at any time, except those of a limited community service nature that have been authorized by the Town Board.
3.7.6. 
Policy violations. Violations of this policy may result in loss of vehicle driving privileges and/or disciplinary action, up to and including termination of employment.
3.8.1. 
Requirement to possess a driver's license. An employee who is required to drive a vehicle owned, leased, or rented by the Town or the employee's own personal vehicle to conduct business on behalf of the Town, must possess a valid New York State driver's license at the time of appointment and must maintain a valid license throughout employment. Proof of such license must be on file with the Town.
The driving records of applicants and employees who apply for positions that involve driving as a part of job duties are checked following a conditional offer of employment. Thereafter, the Town conducts motor vehicle record checks on a regular basis.
3.8.2. 
Loss or suspension of driver's license. An employee who is required to possess a driver's license in order to perform certain job duties and responsibilities must immediately notify the Town Supervisor in the event the license is suspended, revoked, or if the employee is otherwise disqualified from driving. The loss or suspension of the driver's license may affect the employee's continued employment with the Town, including termination of employment for inability to perform the duties of the job.
3.8.3. 
Suspension of driving privileges. An employee's driving privileges may be suspended for receiving an excessive number of traffic citations, regardless of whether the citations were received while driving on Town business. If an employee's driving privilege is suspended and the employee's position requires use of a vehicle, the employee's continued employment with the Town may be affected, including termination of employment for inability to perform the duties of the job.
3.8.4. 
Requirement to possess a commercial driver's license. An employee who operates a vehicle which requires a Commercial Driver's License (CDL) must maintain such license.
3.8.5. 
Loss or suspension of commercial driver's license. An employee who is required to possess a Commercial Driver's License in order to perform certain job duties and responsibilities must immediately notify the Town Supervisor in the event the employee's driver's license is suspended, revoked, or if the employee is otherwise disqualified from driving. The loss or suspension of the employee's driver's license may affect the employee's employment with the Town, including termination of employment for inability to perform the duties of the job. In accordance with the federal Commercial Motor Vehicle Safety Act, an employee who is required to possess a Commercial Driver's License must notify the Town Supervisor within 30 calendar days of a conviction of any traffic violation (except parking) no matter where or what type of vehicle the employee was driving.
3.9.1. 
Guidelines. If an office is unable to have someone personally answer calls, arrangements must be made with another office for telephone coverage or an answering device must be in operation;
An employee may not make or receive personal telephone calls during work hours, except in an emergency or to check briefly on family matters;
An employee may not make or receive personal calls on a Town-provided telephone or cell phone, except in an emergency. The employee must reimburse the Town for the cost of the call.
3.9.2. 
Personal cell phones. Personal cell phones must be turned off or in the silent mode when in Town Hall.
All employees and Elected Officials are to refer to the Town's Computer Use Policy, which is attached to this Manual.[1]
[1]
Editor's Note: Said policy is on file in the Town offices.
3.12.1. 
During work. An employee may not distribute literature or solicit other employees during working hours.
3.12.2. 
Political literature. An employee may not distribute political campaign materials at any time on property owned, leased, or operated by the Town.
3.13.1. 
Policy statement. It is the policy of the Town not to allow personal visitors during working hours, except for emergency situations. Visitors are allowed for brief visits during an employee's meal period as long as such visit does not interfere with Town operations or interrupt other employees who are still working.
3.14.1. 
Policy statement. An employee is not to bring unnecessary or inappropriate personal property to work.
3.14.2. 
Inspections. Desks, lockers, and other storage areas may be provided for the convenience of employees but they remain the sole property of the Town. The Town is not responsible for loss or damage to personal property placed in such storage devices. In the event the Town has reasonable suspicion to believe there are drugs, alcohol, weapons, or stolen property in such storage areas, the Town can inspect such storage devices, as well as any articles found within them, at any time, with or without notice. The inspection will normally be done by two representatives of the Town and may or may not be made in the presence of the employee.
3.15.1. 
Employee responsibility. An employee will be responsible for any item issued by the Town which is in the employee's possession and/or control, such as, but not limited to the following:
•
Equipment, including protective equipment
•
Keys
•
Books or other reference materials
•
Identification badges
•
Uniforms
3.15.2. 
Return of property. All Town property must be returned to the Town before the employee's last day of work.
3.16.1. 
During working hours. An employee may not perform work for any entity other than the Town during the employee's assigned duties.
An employee may not receive any income or material gain for materials produced or services rendered while performing the employee's duties for the Town.
3.16.2. 
During non-working hours. An employee may engage in other employment during non-working hours, provided such employment does not interfere with the employee's performance standards, pose an actual or potential conflict of interest, or compromise the interests of the Town. The employee must inform the Town Supervisor of any outside employment in order to prevent a possible conflict of interest.
An employee may not use Town-owned equipment, supplies, or other property, including any item that identifies the employee as working for the Town, to perform work for another entity or for the employee's own monetary gain.