[HISTORY: Adopted by the Board of Selectmen
of the Town of Ellington 9-24-1979,[1] as amended through 1-1-2019. Subsequent amendments noted where applicable.]
GENERAL REFERENCES
Town employees — See Charter,
Ch. XII.
Officers and employees — See Ch. 109.
Attachment 1 - High-Deductible Health Plan with Health Savings Account
Attachment 2 - Acknowledgement Form
Attachment 2 - Acknowledgement Form[1]
Editor's Note: The Board of Selectmen accepted
the codification of the Personnel Rules and Regulations 2-7-2005.
Created pursuant to Chapter XII, Section 1204 of the Town of
Ellington Charter, the contents of this handbook are the personnel
policies and rules of the Town of Ellington and are applicable to
all employees provided they are not in direct conflict with any collective
bargaining agreements or individual contracts and with the exceptions
as noted below under "Scope."[1]
Since this handbook is only a summary of the Town's expectations
compiled for the convenience of its employees and supervisors, it
is not intended to cover all topics or circumstances. Additionally,
the policies and procedures in this handbook are not to be construed
as an expressed or implied contract of employment.
In order to adapt to the Town's changing needs and to respond
to specific situations as they may arise, these policies may change
from time to time. As such, the Town, acting through the Board of
Selectmen, reserves the right to revise, discontinue, suspend, or
modify any part(s) of this handbook at any time with or without prior
notice. The Town's actions, from time to time, may also vary
from the policies and procedures, or any subsequent policies and procedures
that may be implemented. This handbook replaces (supersedes) any and
all other or previous Town employee manuals and/or personnel policies
or practices, whether written or oral, which are contrary to the policies
contained herein.
These policies shall serve as a guide to the administration
of a personnel system in keeping with basic merit principles. The
policies are not all-inclusive and final discretion as to the interpretation
or the appropriate course of action concerning a particular personnel
matter shall be that of the First Selectman under the supervision
of the Board of Selectmen. A violation of these policies may, at the
determination of the First Selectman under the supervision of the
Board of Selectmen, result in disciplinary action up to and including
dismissal.
None of the Town's policies, procedures or practices, whether
expressed here or elsewhere, whether oral or in writing, are to be
viewed as creating any promises about the nature and duration of employment
and no employee has a vested property right, constitutional or otherwise,
or any contractual rights of employment in a job or position with
the Town, unless as otherwise may be provided for by an applicable
collective bargaining agreement, an individual written employment
contract or by applicable law. Rather, the Town follows a policy of
"at-will" employment, which means that either the employee or the
Town can terminate the employment relationship with or without cause
at any time, unless as otherwise may be provided for by an applicable
collective bargaining agreement, or an individual written employment
contract or by applicable law.
A.
The Town is an equal opportunity employer, dedicated to a policy
of nondiscrimination in employment on any basis prohibited by law.
The Town considers applicants for all positions without regard to
race, color, religion, gender, ethnicity, national origin, age, disability,
marital status, veteran status, military status, sexual orientation,
genetic information, gender identity/expression, ancestry, political
belief or criminal record or any other protected status, in accordance
with the requirements and any exceptions under applicable state or
federal law. The Town is committed to providing equal opportunities
in terms of its recruiting and hiring practices. The Town is also
committed to providing equal opportunities to its employees in all
of its employment practices, including but not limited to compensation,
training, transfers and promotions, and in the provision of all of
its employee benefit programs.
B.
The Town further pledges its strong commitment to ensure that all
contractors and subcontractors who do business with the Town provide
equal opportunities in employment to all qualified persons solely
on the basis of job-related skills, ability and merit.
C.
The Town further pledges that all Town-sponsored training and social
and recreational programs will be administered without regard to any
legally protected status.
D.
As part of its commitment to equal opportunities, the Town also expects
all of its employees to adhere to this policy of nondiscrimination.
The Town will take prompt action upon the receipt of a complaint of
unlawful discrimination and will take appropriate corrective action,
including disciplinary measures if necessary, to remedy any acts of
unlawful discrimination.
A.
The Town applies affirmative action to employ and advance in employment
employees and applicants for employment who are qualified females,
minorities, individuals with disabilities or individuals who are qualified
veterans. In furtherance of the Town's policy regarding affirmative
action and equal employment opportunity, the Town will maintain a
written affirmative action program which sets forth the policies,
practices and procedures which the Town has committed to applying
in order to ensure that its policy of nondiscrimination and affirmative
action for qualified females, minorities, individuals with disabilities
and veterans is accomplished. The objective of these policies and
programs is to attract and promote individuals who are qualified and/or
trainable for available positions by virtue of job related standards
or education, training and personal qualifications.
B.
This policy has the full backing and support of the First Selectman
and the Board of Selectmen. The cooperation and support of all employees
is expected. Overall responsibility for directing and implementing
this policy has been assigned to the First Selectman, who serves as
the Affirmative Action Officer and Equal Employment Opportunity Coordinator.
In this capacity, the First Selectman shall, among other things, annually
review and examine the effectiveness of the Town's affirmative
action program and its compliance with applicable affirmative action
and antidiscrimination laws.
C.
Employees and applicants shall not be subjected to harassment, intimidation,
threats, coercion or discrimination because they have engaged in or
may engage in any of the following activities: (1) filing a complaint;
(2) assisting or participating in an investigation, compliance evaluation,
hearing, or any other activity related to the administration of the
affirmative action provisions of Executive Order 11246, as amended,
the Vietnam Era Veterans' Readjustment Assistance Act of 1974,
as amended (VEVRAA) or any other federal, state or local law requiring
equal opportunity for individuals who are qualified disabled veterans,
armed forces service medal veterans, recently separated veterans or
other protected veterans, or related to the administration of the
affirmative action provisions of the Rehabilitation Act of 1973, as
amended (Section 503), or any other federal, state or local law requiring
equal opportunity for qualified individuals with disabilities or any
other applicable affirmative action and anti-discrimination laws;
(3) opposing any act or practice made unlawful by Executive Order
11246, VEVRAA or Section 503 or their respective implementing regulations
or any other federal, state or local law requiring equal opportunity
for qualified individuals with disabilities and qualified veterans
or any other applicable affirmative action and antidiscrimination
laws; or (4) exercising any other right made unlawful by Executive
Order 11246, VEVRAA or Section 503 or their implementing regulations
in this part or any other applicable affirmative action and antidiscrimination
laws.
A.
The Town will provide reasonable accommodations to a qualified individual
with a disability, as defined under applicable law, who has made the
Town aware of his or her disability, provided that such accommodation
does not constitute an undue hardship on the Town. Applicants or employees
with a disability who believe that they need a reasonable accommodation
to perform the essential functions of their job should contact their
supervisor and/or the First Selectman.
B.
On receipt of an accommodation request, the Town will review potential
reasonable accommodation(s) that the Town may be able to make to enable
employees to perform the essential functions of their job. The Town
will determine the feasibility of the requested accommodation considering
various factors, including, but not limited to, the nature and cost
of the accommodation, the Town's overall financial resources,
and the accommodation's impact on the Town's operations,
including its impact on the ability of other employees to perform
their duties and on the Town's ability to conduct business and
provide services. As part of this process, an applicant or employee
may be required to provide authorization to the Town to communicate
with and obtain documentation from his or her health care provider(s)
regarding the medical condition(s) for which reasonable accommodation
is sought, and may further be required to be evaluated by a doctor
of the Town's choice. All such medical information discussed
and received will be treated as confidential in accordance with and
as allowable by applicable law.
C.
The Town will not retaliate against any applicant or employee because
of a request for reasonable accommodation. If an applicant or employee
believes that he or she has been discriminated or retaliated against
because of his or her disability and/or has been unlawfully denied
or retaliated against for requesting a reasonable accommodation, he
or she should follow the reporting procedures outlined in the Town's
policy against workplace discrimination and harassment and the Town
will respond as detailed in that policy. An employee or applicant
also has the right to file a complaint for any claimed acts of discrimination
or harassment with the applicable state or federal agency.
A.
The Town will provide a reasonable accommodation to an applicant
or employee due to her pregnancy, childbirth or need to breastfeed
or express milk at work, unless doing so would pose an undue hardship
(e.g., the accommodation would require a significant difficulty or
expense in light of the circumstances). Depending on the circumstances,
reasonable accommodations may include: being permitted to sit while
working; providing more frequent or longer breaks; periodic rest;
assistance with manual labor; job restructuring; light duty assignments;
modified work schedules; temporary transfers to less strenuous or
hazardous work; time off to recover from childbirth; and break time
and appropriate facilities for expressing milk.
B.
Applicants or employees who believe they need a reasonable accommodation
because of pregnancy, childbirth or other related conditions should
contact their supervisor and/or the First Selectman. Any such request
will be handled in the same manner as any other request for a workplace
accommodation.
C.
The Town will not retaliate against any applicant or employee because
of a request for reasonable accommodation. If an applicant or employee
believes that she has been discriminated or retaliated against because
of her pregnancy, childbirth or other related conditions and/or has
been unlawfully denied or retaliated against for requesting a reasonable
accommodation, she should follow the reporting procedures outlined
in the Town's policy against workplace discrimination and harassment
and the Town will respond as detailed in that policy. An employee
or applicant also has the right to file a complaint for any claimed
acts of discrimination or harassment with the applicable state or
federal agency.
The First Selectman will administer all personnel policies and
procedures of the Town. The First Selectman may delegate the actual
operations involved in administering these policies to such person
or persons as s/he deems appropriate, including the department heads.
The First Selectman, under the supervision of the Board of Selectmen,
shall have the authority to impose discipline on Town employees, up
to and including dismissal.
The department heads shall have the responsibility to recommend
the selection, retention and promotion of employees within their departments.
Department heads shall be responsible to train employees within their
department and to properly administer all personnel policies and procedures
of the Town of Ellington. They are expected to supervise their staff
effectively as follows: to provide written performance evaluations;
to notify the First Selectman of recommended changes in duties or
personnel status; and to recommend salary increases. Among other duties,
all department heads shall report directly to the First Selectman
or immediate supervisor, shall be required to attend department head
meetings, shall prepare an annual budget proposal for their departments,
and shall represent the Town in the resolution of employee grievances.
It shall be the responsibility of all employees to acquaint
themselves thoroughly with the material in this handbook and any subsequent
revisions hereto. Employees are encouraged to submit suggestions for
changes in personnel policy and procedures for improvement of Town
personnel administration as appropriate.
A.
Announcements. The First Selectman shall cause to be made known all
vacancies for all positions that s/he intends to fill by posting announcements
of such vacancies on a bulletin board in general government buildings.
At his/her discretion, the First Selectman may publish job announcements
in newspapers, on the Town website, journals or other media outlets
and in such places as s/he deems advisable. Job announcements shall
specify: the title of the position to be filled; an initial wage or
salary range for the position; a general description of the nature
of the work to be performed; minimum qualifications for the position;
a closing date for receipt of applications; and any other information
the First Selectman deems appropriate for inclusion on the job announcement.
When recruiting for positions that will have a responsibility for
carrying out policies established by elected or appointed boards or
commissions, the First Selectman may seek the advice of such boards
or commissions as to the qualifications of candidates for these positions.
B.
Recruitment area. Individuals shall be recruited from a geographic
area as wide as is necessary to assure obtaining well-qualified candidates
for the various types of positions. Nothing shall prohibit the First
Selectman from contacting individuals and encouraging such individuals
to apply for employment with the Town.
A.
Application. Applications are accepted only when there is an opening
and listed job vacancy which was previously approved by the Board
of Selectmen. Each candidate for employment with the Town shall make
application on the standard form prescribed and provided by the First
Selectman's office. Such information may be required as is deemed
necessary in order to judge the applicant's qualifications for
services in the Town. Each application shall be signed by the applicant.
Applications shall not be returned to an applicant but will remain
on file for two years, after which time such applications may be destroyed
with appropriate approval from the Connecticut State Library Public
Records Administration. In cases where the First Selectman shall determine
that prior service of a current Town employee properly qualifies for
promotion to a vacant position, the First Selectman may make a direct
promotional appointment with recommendation from the department head
and with the approval of the Board of Selectmen.
B.
Disqualification. Failure to submit a signed and fully completed
application on the proper form may result in disqualification of the
applicant/candidate. Applications failing to reflect the minimum qualifications
for the position may be disqualified. Applications received after
the announced closing date for the receipt of applications may result
in disqualification of the application.
C.
Competitive examinations. The First Selectman shall have the discretion
to administer competitive examinations to help determine the merit
and fitness for duty of qualified applicants. Examinations shall relate
to those matters that will test fairly the capacity and fitness of
the qualified applicants to discharge efficiently the duties of the
position. Examinations may include a rating of qualifications and
experience, written, oral, and physical or performance tests or any
combination thereof. Such examinations may take into consideration
reasonable factors such as education, experience, aptitude, knowledge,
character, physical fitness, or any other qualifications that, in
the judgment of the First Selectman, enter into the relative fitness
of applicants.
D.
References. As part of the pre-employment procedure, former supervisors,
employers and other references provided by candidates on the standard
application form may be contacted, as deemed necessary. Any references
and other investigation shall be documented and made part of the applicant's
file. Any reference checks shall be completed prior to an offer of
employment and the information be made part of the applicant's
file. All references are to be handled as confidential information.
E.
Physicals and substance abuse testing. In the event that an applicant
receives a job offer, s/he may also be required to submit to a medical
examination and/or drug and/or alcohol testing that must be successfully
completed before commencing work.
All vacancies that the Town chooses to fill shall be filled
by regular appointment, temporary appointment, promotion, demotion
or transfer. Only qualified candidates shall be considered for appointment.
Appointment to a vacancy and any changes regarding appointments shall
be made by the First Selectman, as authorized by the Board of Selectmen,
from the qualified candidates pursuant to the terms of Section 1201
of the Town Charter. The First Selectman is authorized to appoint
part-time and temporary personnel and to advise the Board of Selectmen
of such action.
A.
EXEMPT EMPLOYEES
NONEXEMPT EMPLOYEES
(1)
(2)
(3)
All employees are classified as either "exempt" or "nonexempt" in
accordance with state and federal wage and hour laws. These classifications
govern wage and salary procedures.
Individuals who are paid based upon an annual salary which
is intended as full compensation for all hours worked and therefore,
exempt employees are not eligible to receive overtime pay for hours
worked beyond 40 hours in any payroll week. Rather, exempt employees
will be expected to work pursuant to the operational needs of the
Town and to expend whatever effort is necessary to meet the requirements
of their position.
Individuals who are paid an hourly rate for regular hours worked
and at the rate of 1 1/2 times their base rate for all hours
worked in excess of 40 hours in any payroll week. Any paid leave taken
in any payroll week will not be counted as hours worked when computing
weekly overtime for that week.
In addition, compensation for hours worked on weekends or on
holidays will be treated no differently than for any other workday
(e.g., nonexempt employees will be paid at their regular rate for
all hours worked under 40 in any payroll week or at the rate of 1 1/2
times their base rate for all overtime hours).
Nonexempt employees may be required to work overtime as necessary
to meet work needs or project schedules. Supervisors will be responsible
for scheduling overtime and will make every effort to notify employees
as far in advance as possible. Nonexempt employees are expected to
accept all requests to work overtime, unless there is an unavoidable
scheduling conflict. In addition, except in emergencies, all overtime
must be authorized and approved by the First Selectman, as recommended
by the immediate supervisor in advance.
B.
ELECTED OFFICIAL
PER DIEM
REGULAR FULL-TIME
REGULAR PART-TIME
SEASONAL
TEMPORARY
All employees are further classified as either regular full-time,
regular part-time, temporary, seasonal, per diem, or elected official.
These classifications govern eligibility for participation in the
Town's leave and benefit programs, in accordance with the terms
and conditions outlined in this handbook.
Elected officials are elected by the citizens of the Town
of Ellington. Certain elected officials (i.e., First Selectman, Registrar
of Voters) are treated as employees for the purpose of salary and
benefits and will be guided by the Town's policies and/or Town
Charter relating to benefits.
Per diem status is given to individuals who have accepted
placement on a per diem list and are available to work as a specific
need arises. Per diem employees are not eligible for employee benefits
except as required by applicable law.
An exempt or nonexempt employee with a work schedule that
is not less than 35 hours per week, which may vary depending on operational
needs. Full-time employees are eligible to participate in all of the
Town's current leave and benefits programs, in accordance with
the terms and conditions outlined in this handbook. Full-time employees
are eligible for any leave and benefits required by applicable law.
An exempt or nonexempt employee who is employed in a position
as needed, less than 35 hours per week or 52 weeks per year. Regular
part-time employees, except for grandfathered regular part-time employees
(hired prior to 2005), who work at least 20 hours per week are not
eligible to participate in the Town's current leave and benefits
programs unless specifically designated in individual employment agreements.
Leave time for eligible regular part-time employees will be prorated
on the basis of the average fraction of the standard work week. Regular
part-time employees are eligible for any leave and benefits required
by applicable law.
A nonexempt employee who is employed in a position as needed
less than 120 days in a calendar year. Seasonal employees are not
eligible for employee benefits except as required by applicable law.
An exempt or nonexempt employee who is employed in a position
established for a specific period of time or for the duration of a
specific project or group of assignments. Temporary employees are
not eligible to participate in the Town's current leave and benefits
program regardless of the number of hours they may work each week,
unless specifically designated in individual employment agreements.
A.
Each new employee will receive a period of orientation into his/her
position from his/her supervisor upon hire or transfer which is referred
to as the employee's probationary period. The probationary period
is designed to explain and review Town policies and procedures as
necessary, including those that are contained in this handbook, and
to allow the employee an opportunity to gain a thorough understanding
of what is expected in his/her job duties. While each period of probation
will be unique to the needs of the individual and the functions to
which s/he has been assigned, this process will also ordinarily entail
explaining to the employee what his/her department does, its role
in relation to the total operation of the Town, and how the employee's
job fits in with the Town's operations.
B.
The probationary period for new and transferred employees will generally be 180 calendar days. If an employee is promoted, or transferred to a new position within their department, the probationary period shall be 90 calendar days. The probationary period shall exclude all time not actually worked such as time lost for sickness, leaves of absence and any other time lost from work due to occupational injury. Throughout the probationary period, an employee's performance will be more closely reviewed to determine if performance expectations are being met. Should the department head and/or First Selectman determine that performance does not meet standards at any time during the probationary period, at the First Selectman's discretion, various measures may be implemented to improve performance or an employee may be terminated from employment. Nothing about the existence or implementation of the probationary period limits the First Selectman's right to terminate the employment of probationary employees. Probationary employees are not eligible to participate in the appeal process in § 220-11.3.
[1]
Except for exempt employees, classification and pay plan have
not yet been completed as of this printing.
A.
The determination and payment of wages and salaries shall be made
in conformance with a classification and pay plan prepared and maintained
by the Finance Officer in accordance with annual budget appropriations.
The Finance Officer shall review the plan periodically and shall recommend
to the Board of Selectmen necessary revisions in it to reflect changes
in the area economic conditions and to attract and retain qualified
personnel.
B.
The Classification Plan shall contain a statement of the duties and
responsibilities of each position in the classified service of the
minimum qualifications necessary for appointment (as defined in Sections
1202 and 1203 of the Town Charter).
C.
Exempt employees classification:
|
Classification
|
Employee
|
|---|---|
|
E-8
|
First Selectman
|
|
E-7
|
Finance Officer/Treasurer
|
|
E-6.5
|
Director Public Works/WPCA Administrator
|
|
E-6
|
Director of Public Works, Town Planner, Director of Recreation
|
|
E-5
|
Assessor, Building Official, Director of Human Services, Director
of Hall Memorial Library, Assistant Finance Officer/Deputy Treasurer,
Fire Marshal
|
|
E-4
|
Tax & Revenue Collector, Town Clerk
|
|
E-3
|
Human Resources Coordinator/Executive Assistant, Emergency Management
Director, Executive Assistant/Website & Social Media Coordinator,
Children's Librarian
|
|
E-2
|
Executive Assistant
|
The First Selectman and the Finance Officer prepare and submit
to the Board of Selectmen a pay plan for each grade in the classified
service, in accordance with Section 1205 of the Town Charter. The
First Selectman reviews the pay plan periodically with the Finance
Officer and recommends to the Board of Selectmen necessary revisions
so as to reflect changes in the area economic conditions and to attract
and retain qualified personnel in the classified service.
A.
Exempt employees. Salary increases are based on merit performance.
At the time of their annual evaluation, exempt employees may receive
an increase, as determined by the First Selectman, in the appropriate
salary range and as provided in the Exempt Salary Increase Guideline
Chart as follows:
|
Exempt Employees Performance Evaluation
|
Exempt Employee Merit Performance Increase
Current Salary Position in Salary Range
| ||
|---|---|---|---|
|
Rating
|
Points
|
Minimum to Midpoint
|
Midpoint to Maximum
|
|
Excellent
|
Not less than 7.0
|
6%
|
5%
|
|
Outstanding
|
6.0 to less than 7
|
5%
|
4%
|
|
Very effective
|
5.0 to less than 6
|
3.5-4%
|
3-3.5%
|
|
Effective
|
4.0 to less than 5
|
3%
|
2.5-3%
|
|
Marginal
|
3.0 to less than 4
|
No increase
| |
|
Unsatisfactory
|
2.0 to less than 3
|
No increase
| |
|
Unacceptable
|
Less than 2
|
No increase
| |
B.
Payment above the maximum range. Merit performance increases for
exempt employees who are at the maximum rate for their range may be
made as determined by the First Selectman, and authorized by the Board
of Selectmen.
When first appointed to a position, pay rates are established
in accordance with the Town's classification and pay plan and
the following guidelines.
A.
At hire. Normally, the starting rate of pay for a new employee upon
appointment is the minimum rate for the class. The Board of Selectmen
may approve initial compensation at a rate higher than the minimum
rate if, in the discretion of the Board, it is determined that:
B.
Promotion. Employees who are promoted are eligible for a promotional
increase. The new pay rate for a promoted employee will be set within
the pay range for the classification as deemed appropriate by the
First Selectman, and approved by the Board of Selectmen.
C.
Transfer. If an employee is transferred to a position within the
same class, the rate of pay will remain within the pay range for the
class.
D.
Demotion. In case of demotion, the employee will be given an appropriate
rate of pay within the pay range for the classification of the new
position and the circumstances necessitating the demotion.
E.
Certification payment. Regular full-time employees, who are required
in writing by the Town to be certified within their field of expertise
and who complete the requirements for and demonstrate receipt of certification,
shall have their wages increased by $2,000; the $2,000 wage increase
will be prorated for regular part-time employees. Such amount shall
be broken down into an hourly or weekly rate increase, where applicable.
Employees shall be eligible for up to one such wage increase for obtaining
a certification required by the Town, unless otherwise approved by
the First Selectman.
A.
Unless otherwise determined by the First Selectman, the normal workweek
for full-time Town employees shall be between 35 and 40 hours per
week. Department heads are expected to work as many hours as necessary
to complete their jobs, unless governed by collective bargaining agreement.
B.
Nonexempt employees may be granted permission by their department
head to adjust their daily schedule so that a portion of their weekly
hours are worked outside of normal office hours. Certain core hours
which must be worked each day may be set by the department head to
service customer needs. Generally, a regular schedule will be agreed
to for some period of time, but short-term arrangements may be agreed
to.
C.
Exempt employees are exempt from overtime payment, consistent with
state and federal laws. When attendance at meetings or other job-related
activities is considered a part of the responsibilities of the position,
the employee will exercise discretion and independent judgment in
scheduling his/her work to allow for attendance at the meeting, performance
of required duties and personal considerations. No overtime shall
be granted to exempt employees.
D.
The Town reserves the right to adjust the hours of work for all employees
as necessary to meet the needs of the Town. Furthermore, individual
start and end times will be set by the First Selectman as necessary.
The First Selectman may adopt individual hours of work policies that
meet the needs of individual departments (e.g., where services to
the public are required on a seasonal or twenty-four-hour basis),
subject to the approval of the Board of Selectmen. Therefore, all
employees are subject to work schedule changes as the needs of Town
service require. In addition, all employees must submit, in writing,
requests for special arrangements to their regular work schedule which
shall include the reason for the accommodation and the length of time
needed for such accommodation.
All nonexempt Town employees who work seven consecutive hours
or more in a workday shall have an unpaid meal break at a time to
be determined by their Supervisor. The meal break shall be 30 minutes
per day unless otherwise determined. All employees who leave their
workstations for a meal break should notify their supervisors of their
departure and return.
A.
All nonexempt employees will be required to record their hours worked
each day, including when they start work, when they leave and return
from lunch, when they leave for the day and if they return to work
for a meeting or other job-related activity (and any other non-work
time during the day, e.g., vacation, sick, etc.).
B.
Nonexempt employees must submit their hours worked for approval by
his/her supervisor. Supervisors must forward approved time sheets
every Monday by 12:00 noon to the Finance Department.
C.
All exempt employees are not required to submit their hours worked;
however, said employees must submit a request for leave time for approval
by their Supervisor when taking time off (e.g., vacation, sick, other
leaves, etc.).
D.
All supervisors who approve hours worked are responsible for ensuring
that the time submitted is accurate, prior to forwarding to the Finance
Department.
Employees are paid biweekly on Fridays. From each paycheck,
the Town will deduct any and all withholdings required by law, including
federal and state income taxes, social security taxes, and wage garnishments.
In addition, upon an employee's written authorization, the Town
will make other lawful deductions from each paycheck, including for
purposes of insurance premium payments. All employees hired on or
after July 1, 2013, are required to have their pay directly deposited
into a bank account of their choosing by providing the necessary information
to the Town to allow for such direct deposit.
Absenteeism detracts from service and causes an undue burden
for those employees who must fill in for absent employees. As such,
consistent attendance and punctuality is necessary to the operations
of the Town and to each employee's own individual performance.
A.
Being on time for each scheduled workday means more than being physically
present. It means being ready to begin work at the assigned time.
Accordingly, employees are expected to report to work and to be ready
to work at the beginning of their regularly assigned shift.
B.
Tardiness will not be tolerated. Tardiness impairs workplace efficiency
and is a burden to fellow employees. If an employee is going to be
late for work, his/her supervisor should be notified immediately of
the anticipated arrival time.
C.
The Town recognizes that there will be occasions when unscheduled
time off due to illness or for other personal matters will be necessary.
All employees are expected to notify their supervisor at least one
hour prior to the start of their shift to explain the reason(s) for
such unscheduled time off, and to provide an estimate of the number
of days before they are expected to return to work. Failure to do
so may result in disciplinary action, unless the employee can demonstrate
that it was not practicable to provide such notice. Notification is
necessary so that job duties can be reassigned. All employees must
submit a request for leave time for approval by their supervisor.
When there is no notification, the absence will be considered unexcused
and the employee will be subject to disciplinary actions. If an employee
fails to report his/her absence for three consecutive days, s/he may
be deemed to have resigned from employment; and therefore, not subject
to the appeal process.
D.
Any deviation from this policy and/or repeated occurrences of unscheduled
time off or unexcused absences could lead to disciplinary action,
up to and including termination of employment.
Personnel shortages, peak workloads and other emergency situations
may make it necessary for an employee to work beyond his/her regularly
scheduled workweek, as prescribed by the First Selectman or his/her
authorized designee. Hours of work over 40 hours in a payroll week
by nonexempt employees shall be considered as overtime.
A.
Positions exempt from overtime. Because certain executive, professional
and administrative personnel are considered exempt under applicable
law, they are not eligible to be paid for overtime work.
B.
Overtime authorization. Except in emergency conditions, as determined
by the department head, all overtime must be authorized and approved
by the immediate supervisor and the First Selectman in advance. Failure
to gain approval prior to working overtime will result in disciplinary
action.
C.
Overtime compensation. When an employee who is eligible for overtime
compensation is required to work in excess of the normal workweek,
s/he will be paid his/her regular rate for all hours worked up to
40 hours each payroll week and at the rate of 1 1/2 times the
regular hourly rate for all hours actually worked over 40 hours in
any such payroll week. Paid time off (sick time/holiday/vacation,
etc.) taken in any payroll week will not be counted as hours worked
when computing weekly overtime for that week.
D.
Callback time. When an employee who is eligible for overtime compensation
after departing from his/her regularly scheduled shift is officially
ordered to return to work for emergency service, s/he shall be compensated
from the time of his/her assignment for all hours worked at the rates
set forth above or two hours pay at his/her regular rate, whichever
is greater.
E.
Exempt employees. In the case of exempt personnel, attendance at
meetings of Town agencies and other after-hours work activities shall
be considered part of the duties of the position and not ordinarily
eligible for compensation in equivalent time or pay. The First Selectman
may, at his/her discretion, grant compensatory time off to an exempt
employee who has worked substantial extra hours. The First Selectman
shall determine the appropriate amount of compensatory time to be
taken and shall determine dates and duration of such leave to ensure
that there are no adverse effects on Town operations.
Compensatory time may be granted at the discretion of the immediate
supervisor to an eligible nonexempt employee. Upon approval of the
immediate supervisor, compensatory time off, in lieu of overtime payment,
may be taken for all hours worked up to 40 hours each payroll week
and at the rate of 1 1/2 hours for every hour worked over 40
hours in a payroll week. Approved compensatory time must be taken
within two months of the overtime period worked, or as otherwise directed
by the First Selectman and/or his/her authorized designee.
A.
All offices and facilities of the Town will be open on schedule for
the full workday unless employees are specifically notified otherwise
via phone, text, e-mail, television or radio news. The decision to
close, based upon local conditions, will be made by the First Selectman
or a designated Town official. The closing will apply to all Town
facilities, except for public safety facilities or any other facility
as deemed appropriate by the First Selectman. The Superintendent of
Schools will be responsible for school closings and delayed openings.
B.
Employees who are classified as "emergency essential employees" may
be required to work during the emergency period. Emergency essential
employees are department heads, public safety employees and supervisors;
all employees in the Department of Public Works; and other employees
as required by the First Selectman and department heads for specific
emergency duties.
C.
Employees who are not required to work during an emergency closing
will be paid for their regular hours of work on any day or portion
of a day in which the Town facilities are closed due to emergency
unless: (1) they did not report for work for any portion of the day
in which the Town facilities were open; or (2) the employee was absent
due to a pre-approved vacation or other paid or unpaid leave day.
D.
Emergency essential employees who are required to work during an
emergency period shall be paid in accordance with individual collective
bargaining agreements, contracts and/or as approved by the First Selectman.
The Town will instruct employees about their job duties upon
hire and throughout their employment, and reserves the right to change
those duties as may be necessary for operational needs. One way to
communicate job duties of a particular position to employees may be
through a written job description, which the Town may implement and
change from time to time. In any event, employees will be expected
to devote their best efforts to the Town and to perform in good faith
all duties that may be assigned.
A.
The Town maintains a separate personnel file for each employee. A
current employee may inspect his/her personnel file within seven days
following a written request made to the office of the First Selectman,
where such files are maintained. A designated member of the Town will
be present during any such review, and the Town reserves the right
to charge a fee for any copies of documents requested.
B.
The Town shall provide employees with a copy of any documentation
of any disciplinary action imposed on that employee not more than
one business day after the date of imposing such action and shall
immediately provide an employee with a copy of any documented notice
of termination of employment. The Town shall include a statement in
any documented disciplinary action, notice of termination or performance
evaluation that the employee may submit a written statement explaining
his or her position to be maintained as part of the personnel file,
should the employee disagree with any of the information contained
in any such documents.
C.
It is important to keep personnel records up-to-date. Accordingly,
employees are required to promptly notify their immediate supervisors,
Finance Department and the First Selectman's office of any changes
in the following information: name, address or telephone numbers,
and persons to notify in cases of an emergency. In addition, promptly
notify the Finance Department of any changes in marital status, names
of beneficiaries, dependents listed on your insurance policy and any
changes to your tax withholdings. Failure to notify the above-noted
departments as soon as any of the above changes takes place could
result in a loss of benefits or create personnel-related complications.
A.
The Town employs numerous forms of communicating its expectations
of employees and its policies and procedures to employees, including
through this handbook, written memoranda and verbal instruction. The
Town also uses the bulletin boards in general government buildings
to communicate such information to its employees, including information
on safety, meeting notices and job openings. Employees are encouraged
to periodically review such bulletin boards and to read the information
that is posted. Employees may not post any notices on these bulletin
boards that are not work-related. All work-related notices must be
approved by the First Selectman prior to posting.
B.
The Town also encourages all employees to bring forward their suggestions
and ideas about how the Town can be made a better place to work, how
our work can be improved, and how our service to residents can be
enhanced or provided more efficiently. Please bring any such suggestions
and comments to your supervisor.
C.
Whenever an employee has a problem or complaint, the Town expects
that employee to speak up and communicate directly. In such cases,
employees are encouraged to take the following steps:
(1)
First talk to your immediate supervisor within five business days
of the event. Your supervisor is most familiar with you and your job,
and is, therefore, in the best position to assist you.
(2)
If your supervisor cannot help you resolve the matter, you can speak
to the First Selectman who will address your problem or complaint
and render a written decision within five business days of receipt.
D.
When warranted in the Town's judgment, efforts will be made
to address employee concerns and/or to take corrective action. Personal
problems between employees are not to be acted on at work. In addition,
if there is a work-related problem with a co-worker, and direct requests
to cease that behavior have been ignored, then it is the employee's
responsibility to bring the conduct at issue to the attention of his/her
supervisor.
A.
Each employee's performance will be reviewed at least annually,
generally at or around the time the employee is normally considered
for a salary review. Employee performance may be formally reviewed
at other times as circumstances warrant. Performance reviews will
be conducted by an employee's supervisor and/or other Town personnel,
as is appropriate in each case based on the Town's assessment
of day-to-day working relationships and reporting responsibilities.
B.
Performance reviews will generally be conducted to assist the employee
in identifying strong points and/or for illustrating areas that need
improvement. These reviews will further be focused on delivered achievements,
not promised potential results; on qualifications, not longevity.
C.
Employees are encouraged to discuss their thoughts about their performance
and career development at any time during the year, including at the
time of any performance review, and to provide any constructive comments
they may have about their goals and performance objectives, or the
Town's operations, policies and management practices.
Salaries are generally reviewed on an annual basis coinciding
with an employee's performance review but may be reviewed at
other times as circumstances warrant. Unless otherwise awarded by
the Board of Selectmen on an "across-the-board" basis, salaries are
typically adjusted, if at all, based on merit in addition to other
factors such as salary ranges for the position, market conditions
and operational needs. There is no guarantee of a salary increase
for any employee at any time. Employees will have the opportunity
to understand the basis for any salary adjustment in discussions with
their supervisors.
The Town encourages employees to further their training and
education within their respective positions. The First Selectman may
authorize leave with or without pay and the reimbursement of expenses
incurred by an employee in furtherance of his or her education or
professional development in accordance with the provisions of this
section.
A.
Types of training and development. Training and development for which
the Town may make compensation can take a number of forms. Included
are courses, seminars and conferences, both noncredit and for-credit
toward a scholastic degree, sponsored by a professional organization,
a college, or a graduate, vocational or other school.
B.
Prior approval. Employees considering enrolling in courses, seminars,
conferences etc., for which they plan to seek Town reimbursement,
must acquire the approval of the First Selectman prior to registration.
Leave with or without pay for training sessions may be authorized
by the First Selectman upon the recommendation of the employee's
department head.
C.
Town-initiated training and development.
(1)
The Town shall reimburse the employee 100% for all direct expenses,
including travel, incurred in acquiring any Town-initiated training.
Town-initiated training shall include that which is required by the
Town or state, or suggested by the Town. Funds to cover the cost shall
be included in the department's operating budget. It shall not
include training required by the Town as a minimum qualification for
a position in the Town service unless specifically authorized by the
First Selectman. Leave with pay shall be granted to employees to attend
Town-initiated training and development sessions. Training is completed
successfully if a certificate is issued, or a "passing" grade is achieved.
(2)
In the event the employee fails the Town-initiated training,
such employee may be subject to disciplinary action.
D.
Employee-initiated training and development. Training and development
not required by the Town or state and/or not otherwise necessary for
the employee's job shall be considered employee-initiated and
the employee may be compensated for such training (if funds are available
in the Town's education budget) as follows:
(1)
Only regular full-time employees with at least one year of continuous
service are eligible to participate in employee-initiated training
and development.
(2)
Provided that Town budgetary limitations permit, reimbursement
of expenses shall only be made for training successfully completed.
Training is completed successfully if a certificate is issued, a grade
of "C" or better is achieved if the course is graded or a mark of
"passing" is achieved if the course is graded on a pass/fail basis.
(3)
Reimbursement.
(b)
Reimbursement includes the cost of tuition and/or fees of any
training (books and other supplies are not subject to reimbursement),
to a maximum of $2,500 per employee per fiscal year, which is judged
by the First Selectman and department head to be of direct value to
the employee in performing his or her present or potential job duties.
(4)
Leave with or without pay may be granted to an employee for
employee-initiated training and development sessions held during the
employee's regular working hours.
(5)
Employees must remain employed with the Town for one year after
completing any employee-initiated training and development. If the
employee separates employment prior to one year, the tuition and/or
fees paid by the Town must be repaid by the employee.
E.
Professional meetings and conventions. Employees must acquire the
approval of the First Selectman prior to registration for a professional
meeting, conference or convention. The First Selectman shall grant
leave with or without pay for, and approve the reimbursement of, costs
incurred by an employee attending a professional meeting, conference
or convention provided the funds to cover expenses are included in
the department's operating budget.
The Town encourages employees to develop new skills, expand
knowledge of their work, assume greater responsibilities and make
known their qualifications for promotion to more responsible positions.
A.
An employee may apply for a vacant position in any Town office or
department that affords a promotional or new opportunity, if the employee
has held his/her current position for a minimum of six months, has
performed his/her duties satisfactorily and otherwise meets the requirements
of the position.
B.
To assure that employees are afforded opportunities for promotion,
vacancies will be advertised in general government buildings. Current
employees are encouraged to apply for any vacancy for which they meet
the requirements of the position.
C.
When the First Selectman determines that an insufficient number of
well-qualified employees are available from within the classified
service, the First Selectman will consider outside applicants along
with Town employees in order to provide an adequate number of candidates
for consideration.
Transfer of an employee from one position to another, which
does not constitute either a promotion or a demotion as defined herein,
may occur when:
An employee may be demoted to a position of a lower grade, for
which s/he is qualified, for any of the following reasons:
A.
As an alternative to layoff when a position is eliminated;
B.
The position is reclassified to a lower grade;
C.
The program for which the position was created is terminated;
D.
The employee requests the demotion;
E.
The return to work from authorized leave of another employee to such
position, or
F.
When unsatisfactory service is rendered or for disciplinary reasons.
Separation is the termination of an employee from employment
by the Town through resignation, disability, death, retirement, involuntary
dismissal or layoff.
A.
Conditions of separation. At the time of separation, all records,
assets or other items of Town property in the employee's custody
shall be returned by the employee to his/her supervisor. A non-department
head employee who voluntarily separates from Town service after giving
at least a 14 calendar-day notice and who has returned all records,
assets, or other items of Town property will be considered to have
resigned in good standing. Department heads are required to give a
30 calendar-day notice.
B.
Payment upon separation. Employees who separate from the Town service
in good standing, or who are laid-off, or who die while employed by
the Town, or separate employment due to a disability, shall receive
payment for all earned salary and vacation days accrued to date of
the separation. An employee who does not separate from the Town service
in good standing (as determined in the sole discretion of the Town,
and includes without limitation, a termination due to performance
or misconduct-related issue) shall only receive payment for all earned
salary (but not any compensation for accrued vacation days), subject
to the lawful deduction for any unreturned Town property, records,
or assets.
C.
Resignation. A non-department head employee resigns in good standing
if a written statement of reasons for the resignation is received
at least 14 calendar days prior to the effective date of the resignation
and if such employee returns all Town property, records, and assets
before departure. Department heads are required to give a 30 calendar-day
notice. The supervisor may permit a shorter period of notice because
of extenuating circumstances. The resignation shall be forwarded to
the First Selectman with a statement by the supervisor as to pertinent
information concerning the reasons for resignation. The First Selectman
is authorized to accept the resignation of Town employees and to advise
the Board of Selectmen of such resignations.
D.
Disability.
(1)
An employee may be terminated from his/her employment with the
Town when s/he cannot perform the essential functions of his/her position
with or without a reasonable accommodation because of physical or
mental impairment.
(2)
The Town may require an examination at the Town's expense
by a physician of its choice to determine an employee's fitness
for duty as well as any reasonable accommodations that may be made
to allow the employee to perform the essential job functions.
E.
Death. Separation shall be effective as of the date of death. All
compensation due shall be paid to the estate of the employee.
F.
Retirement. Retirement is the separation of an employee in accordance
with the provisions of the Town retirement system under which the
employee is eligible to receive benefits.
G.
Dismissal. Dismissal is an involuntary separation of an employee
for any legitimate reason. An employee may be dismissed upon the recommendation
of a department head and/or upon the initiative of the First Selectman
with the approval of the Board of Selectmen.
H.
Layoff. Layoff is an involuntary separation of an employee resulting
from a reduction in workforce due to lack of funds or work or because
the employee's position has been eliminated or for other legitimate
reasons. The department head shall submit a report to the First Selectman,
together with a recommended list of the employee(s) to be laid off.
(1)
The Board of Selectmen shall determine the order of layoff of
employees on the basis of the relative suitability for the jobs that
remain and length of continuous service with the Town, except that
no regular full-time or regular part-time employee shall be separated
while there is an employee who has not completed his/her probationary
period in any job class in that department performing duties for which
the regular employee is at least equally qualified and applies. In
the event of a layoff, the Town will use its best efforts to provide
as much notice as is reasonably possible to all affected employees.
(2)
If certified as having rendered satisfactory service, the name
of the employee laid off shall be placed on the appropriate re-employment
list. Such employees shall be subject to recall to a vacant position
for which they are qualified for a period of one year from the date
last worked for the Town. Employees on the re-employment list who
decline re-employment or do not respond within one week to an offer
of re-employment will be removed from the list. Time spent on the
re-employment list does not constitute a break in continuous service,
if the employee is rehired.
All requests for information about current or former employees
shall be referred to the First Selectman. Unless the Town receives
a written authorization from a current or former employee to release
personnel information about that individual to a third party and is
inclined to do so, or is otherwise legally obligated to release personnel
information pursuant to the Freedom of Information Act or other applicable
law, the First Selectman (or his/her authorized designee) shall only
confirm in writing the employee's dates of employment and job
title, in response to any request for personnel information or for
a reference.
Leave is any authorized absence during regularly scheduled work
hours that is approved by the employee's supervisor. Leave may
be authorized with or without pay subject to these rules on the basis
of the work requirements of the departments.
A.
The Town recognizes the following days as holidays for regular full-time employees (and grandfathered regular part-time employees referred to in § 220-4.4) to be granted with pay, subject to change as published by the First Selectman:
|
New Year's Day
|
Labor Day
|
|
Martin Luther King Day
|
Columbus Day
|
|
Presidents' Day
|
Veterans' Day
|
|
Good Friday
|
Thanksgiving Day
|
|
Memorial Day
|
Day After Thanksgiving
|
|
Independence Day
|
Christmas Day
|
(1)
A one-half day holiday shall be granted the day before Thanksgiving
Day.
(2)
A one-half day holiday shall be granted the day before Christmas
Day (only if Christmas Day falls on Tuesday, Wednesday, Thursday or
Friday).
(3)
In addition to the holidays enumerated in this section, holidays
shall include any specially declared holidays or days of mourning
declared by the First Selectman.
(4)
Holiday pay is the employee's regular rate of pay for the
number of hours in the normal work day. Any paid holiday will not
be counted as hours worked when computing overtime for that week.
(5)
When a holiday falls on a Saturday, it shall be observed on
the preceding Friday; when a holiday falls on a Sunday, the following
Monday shall be observed.
B.
Absences before or after holidays. Holiday pay is granted to any
eligible employee for established holidays on which the employee would
normally have been scheduled to work and is available for such work.
To be eligible to receive holiday pay, an employee is required to
work his/her regularly scheduled hours on both the workday preceding
and the workday following the holiday. Exceptions to this policy may
be approved when an individual is on: (a) military leave; (b) jury
duty; (c) vacation leave; (d) bereavement leave; (e) one day of illness
either before or after the holiday, but not both unless otherwise
authorized by the First Selectman or immediate supervisor; (f) previously
approved personal days off either before or after the holiday, but
not both; (g) other leave as approved by the First Selectman at his/her
discretion. Employees who are off-duty on the holiday by reason of
sick leave or vacation shall not be charged for a sick day or vacation
but will be paid for the holiday.
A.
Eligibility. Regular full-time employees (and grandfathered regular part-time employees referred to in § 220-4.4) who have completed six months of continuous employment are eligible for vacation leave. Vacation days shall accumulate on a biweekly basis and shall be added to the employee's leave time balance after the successful completion of the probationary period of employment.
|
Length of Continuous Service
|
Annual Balance of Accrued Vacation Days
|
|---|---|
|
0 to 12 months
|
5 days
|
|
1 year but less than 5 years
|
10 days per year
|
|
5 years but less than 10 years
|
15 days per year
|
|
10 years or more
|
20 days per year
|
B.
Use of vacation leave.
(1)
An employee may take vacation leave with proper advance authorization
in hourly increments, consistent with the needs of the Town and subject
to the approval of an employee's supervisor. The vacation period
shall be between July 1 and June 30 of each fiscal year.
(2)
Any paid vacation leave will not be counted as hours worked
when computing overtime for that week.
C.
Vacation approval. Employees must provide their immediate supervisor
with notice of their request to take vacations for periods of one
to two weeks at least 30 days in advance, and can only take vacation
upon the approval of their supervisors. Supervisors must approve or
deny the request within two weeks of receipt. Vacation requests for
periods in excess of two weeks require at least 60 days advance notice.
Under all circumstances, employees will only be allowed to take vacations
in accordance with the operational needs of the Town. Length of service
will govern in the selection of vacations, insofar as it is practicable
and consistent with current operating conditions. Employees who fail
to submit their vacation schedule by the required time shall relinquish
any rights of seniority in selecting their vacation.
D.
Vacation accrual and accumulation. An employee may accumulate vacation
up to the total amount earned during a two year period. All unused
vacation in excess of such maximum accrual shall be forfeited.
E.
Prior part-time service credit. Effective January 1, 2005, regular
part-time employees, working less than 1,040 hours per year without
benefits, who advance to regular full-time employment with the Town,
will be given proportionate service credit based upon their hours
worked as a regular part-time employee with continuous, unbroken service,
in relation to a full-time work schedule for purposes of determining
the employees' years of service with the Town for use in computing
vacation and longevity eligibility.
F.
Break in service. The length of continuous service shall determine
vacation leave. For purposes of computing leave time, employees who
leave Town employment and are later rehired shall be considered as
new employees. Employees who are laid-off and later rehired shall
not be affected by the break in service; however, time on layoff shall
not be considered as accumulated service.
G.
Transfers. An employee who is transferred between departments shall
retain all accrued vacation credit.
H.
Advanced vacation. No employee may take vacation leave beyond the
amount earned.
I.
Holiday celebrated during vacation leave. Observed holidays established
by these rules shall not be considered as part of the vacation leave.
A.
Eligibility.
(1)
The Town provides paid sick leave to all regular full-time employees (and grandfathered regular part-time employees referred to in § 220-4.4) for medical-related reasons. In order to qualify for sick leave, the employee must have completed at least 680 hours of work following date of hire.
(2)
All regular full-time employees (and grandfathered regular part-time employees referred to in § 220-4.4) shall receive sick leave in the amount of 12 sick days per year at the beginning of each fiscal year. Sick days are calculated based on the number of hours in the employee's normal workweek. Sick days may be prorated for new employees depending on the conclusion of his/her probationary period. Sick leave may be taken in hourly increments and must be approved by the supervisor. An employee whose available sick leave has been exhausted may use available vacation or personal time.
B.
Use of sick leave.
(1)
Sick leave is provided for the following purposes:
(a)
Personal illness, physical incapacity or bodily injury or disease.
(b)
Illness or physical incapacity in the employee's immediate
family requiring his/her personal attention. For this purpose, immediate
family is defined as employee's current spouse/civil union partner,
mother, step-mother, father, step-father, mother-in-law, father-in-law,
grandparents, brother, sister, child, step-child, daughter-in-law,
son-in-law or grandchild.
(c)
Medical and dental appointments or for other preventive care
issues.
(d)
Medical care or other reasons related to being a victim of family
violence or sexual assault (such as to obtain services from a victim
services organization; to relocate due to the violence and/or assault;
or to participate in any civil or criminal proceedings related to
the violence and/or assault).
(2)
Any paid sick leave will not be counted as hours worked when
computing overtime for that week.
(3)
Sick leave cannot be used for absence due to any injury that is compensable
under the Workers' Compensation system (except when any waiting
period is required).
C.
Carryover and payment upon termination. Employees may not carry over
any unused sick leave to any subsequent year. Employees will not be
compensated for any amount of unused sick time upon termination of
employment at any time for any reason.
D.
Notification and documentation of illness.
(1)
The Town requires employees to provide at least seven days notice
of the need to take paid sick leave if the need for leave is foreseeable
(such as for preventative medical care issues). If the leave is not
foreseeable, then the employee must give notice as soon as practicable.
In this regard, an employee is expected to notify his/her immediate
supervisor or the department
head at least one hour before the start of each workday that he/she
will be absent and to provide the reason for such absence. Employees
must notify their supervisor or the department head each day they
are absent unless otherwise authorized by their supervisor or the
department head. Failure to report absences may result in discipline
up to and including termination of employment, unless the employee
can demonstrate that it was not practicable to provide such notice.
The supervisor or the department head must receive the notification
directly from the employee, unless the employee can demonstrate that
it was not practicable to provide such notice.
(2)
An employee who has been absent for three or more consecutive days
due to illness, injury or health condition, or for preventative medical
care, of the employee or his/her immediate family member will be required
to provide a note from the applicable health care provider establishing
the need for the time off. The note must state the length of the illness
and (as applicable) whether the employee is able to return to full
duty without restrictions, or if the employee has any restrictions,
the nature of those restrictions and how long the restrictions may
need to be in place. If necessary, the Town may require the employee
to see a physician paid for by the Town to determine fitness for duty.
The Town may further require a court record or documentation from
a victim services organization or the police or counselor for leave
taken due to family violence or sexual assault issues.
(3)
If an employee takes more than 40 hours of paid sick leave in
any fiscal year, she/he may be required to provide a health care provider's
note under additional circumstances as well. Examples of additional
circumstances when a note may be required include when there has been
frequent or questionable absenteeism, or when the employee calls out
sick the day before or after a holiday or vacation day, or for absences
of less than three consecutive days.
(4)
If the Town determines that an employee is abusing the sick
leave program, that employee will be subject to appropriate disciplinary
action. However, the Town will not take any retaliatory or other adverse
employment action or otherwise discriminate against any employees
because they request or use paid sick leave in accordance with Town
policy and applicable law or file a complaint with the Connecticut
Department of Labor regarding sick leave matters.
This policy applies to all eligible regular part-time employees
of the Town (as further defined below) who do not otherwise qualify
for paid sick leave under a collective bargaining agreement, individual
employment contract or the Town of Ellington's Personnel Rules
and Regulations. Eligible regular part-time employees who are covered
by any such documents are entitled to the benefits provided there
under and this policy does not diminish, preempt or override the terms
of any such documents.
A.
Any regular part-time employee paid on an hourly basis or classified
as nonexempt is eligible to take paid sick leave after they have completed
680 hours of employment after hire and if they have worked at least
an average of 10 or more hours per week for the Town in the most recent
calendar quarter prior to requesting sick leave. Temporary, per diem
and seasonal workers are not eligible for part-time sick leave.
B.
Regular part-time employees will be entitled to accrue sick leave
at a rate of 0.025 hours for each hour worked, up to a maximum of
40 hours of paid sick leave for each fiscal year. Employees who do
not use their entire allotment of paid sick leave in one fiscal year
may carry over up to 40 accrued hours to the next fiscal year but
may not use more than 40 hours of paid sick leave in any fiscal year.
Upon termination of employment, accrued sick leave benefits will not
be paid out.
D.
Any paid sick leave taken in any payroll week will not be counted
as hours worked when computing weekly overtime for that week.
E.
Sick leave cannot be used for absence due to any injury that is compensable
under the workers' compensation system (except when any waiting
period is required).
F.
Sick leave may be taken in hourly increments and must be approved
by the supervisor.
G.
The Town requires employees to provide at least seven days notice
of the need to take paid sick leave if the need for leave is foreseeable
(such as for preventative medical care issues). If the leave is not
foreseeable, then the employee must give notice as soon as practicable.
In this regard, an employee is expected to notify his/her immediate
supervisor or the department head at least one hour before the start
of each workday that he/she will be absent and to provide the reason
for such absence. Employees must notify their supervisor or the department
head each day they are absent unless otherwise authorized by their
supervisor or the department head. Failure to report absences may
result in discipline up to and including termination of employment,
unless the employee can demonstrate that it was not practicable to
provide such notice. The supervisor or the department head must receive
the call directly from the employee.
H.
An employee who has been absent for three or more consecutive days
due to illness, injury or health condition, or for preventative medical
care, of the employee or his/her immediate family member will be required
to provide a note from the applicable health care provider establishing
the need for the time off. The note must state the length of the illness
and (as applicable) whether the employee is able to return to full
duty without restrictions, or if the employee has any restrictions,
the nature of those restrictions and how long the restrictions may
need to be in place. If necessary, the Town may require the employee
to see a physician paid for by the Town to determine fitness for duty.
The Town may further require a court record or documentation from
a victim services organization or the police or counselor for leave
taken due to family violence or sexual assault issues.
I.
If the Town determines that an employee is abusing the sick leave
program, that employee will be subject to appropriate disciplinary
action. However, the Town will not take any retaliatory or other adverse
employment action or otherwise discriminate against any employees
because they request or use paid sick leave in accordance with Town
policy and applicable law or file a complaint with the Connecticut
Department of Labor regarding sick leave matters.
A.
Eligibility.
(1)
In order to qualify for personal leave, the employee must have
completed his/her probationary period.
(2)
All regular full-time employees (and grandfathered regular part-time employees referred to in § 220-4.4) will be eligible for four paid personal days during each fiscal year of employment. Personal days are calculated based on the number of hours in the employee's normal workweek. Personal days may be prorated for new employees depending on the conclusion of his/her probationary period. Personal time may be taken in hourly increments.
(3)
A father shall be granted an additional two personal days with
pay for the birth of his child.
B.
Approval. Employees may take personal time upon the approval of their
supervisors. Under all circumstances, employees will only be allowed
to take personal time in accordance with the operational needs of
the Town. Length of service will govern in response to requests for
personal time, insofar as it is practicable and consistent with operating
conditions.
C.
Carry over and payment upon termination. Employees may not carry
over any unused personal time to any subsequent year. Employees will
not be compensated for any amount of unused personal time upon termination
of employment at any time for any reason.
If there is a death in the employee's immediate family, all regular full-time employees (and grandfathered regular part-time employees referred to in § 220-4.4) will be eligible for an appropriate period of paid bereavement leave not to exceed four regularly scheduled working days. Immediate family includes and is limited to the employee's current spouse/civil union partner, mother, step-mother, father, step-father, mother-in-law, father-in-law, grandparents, brother, sister, child, stepchild, daughter-in-law, son-in-law, grandchild or legal ward or guardian. An eligible employee shall further be allowed up to one day with pay to attend a funeral for the death of other members of the employee's family not listed above. The First Selectman and/or the department head will give favorable consideration to eligible employees for requests for vacation leave or leave without pay for deaths of friends, or for extension of the paid bereavement leave provided. The Town reserves the right to request verification of the deceased and the person's relationship to the employee.
Regular full-time and regular part-time employees required to
serve jury duty shall be paid the difference between the employee's
normal rate of pay for regular scheduled work days and the fee received
for serving as a juror. Jury duty pay will be given only for time
lost on regularly scheduled working days. Employees are expected to
report for work during scheduled hours whenever jury services are
not required. An employee called for jury service shall furnish the
Town with a notice to serve, evidence of attendance and compensation
fee.
A.
Military training leave, not to exceed 30 days in a calendar year,
shall be granted to regular employees when required to serve a period
on active reserve or National Guard duty. During this period, the
employee shall be paid the difference between his/her military pay,
including holiday pay. Employees called to military training leave
shall furnish the Town with a notice to serve and evidence of compensation
amount. Upon activation for state or federal emergency service, the
Board of Selectmen may extend this period.
B.
Any regular employee who leaves 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 is inducted by the Selective Service,
shall be entitled to a leave of absence, accumulation of seniority
and re-employment rights in accordance with applicable state and federal
law.
C.
For a period of time not to exceed two years, regular full-time employees
who have been called up for full-time active military reserve or full-time
National Guard duty will be granted a pay differential, if one exists,
between their regular full-time pay and military pay; medical insurance
and pension contributions made by the Town to the regular full-time
employee's account will continue to be made. The employee will
continue to pay his/her share of the medical insurance premiums. Failure
of the employee to pay the premium may result in loss of coverage.
Leaves of absence for reasons not covered elsewhere in this
handbook may be granted at the sole discretion of the First Selectman
based on an employee's individual circumstances and the business
needs of the Town. Leaves of absence are considered voluntary time
off without pay. Since the purpose of an unpaid leave of absence is
to enable an employee to maintain his/her ability to continue employment
with the Town, such an employee may not work elsewhere while on such
leave unless previously approved by the First Selectman or unless
otherwise required by applicable law.
A.
To be eligible for a leave of absence, an employee must have been continuously employed regular full-time (and grandfathered regular part-time employees referred to in § 220-4.4) for a one-year period prior to the leave period requested. A request for an unpaid leave of absence must be submitted in writing 30 days in advance (unless it is an emergency) to the First Selectman stating the purpose and expected duration. The First Selectman will review each such request on a case-by-case basis to determine whether to approve the request, and if approved, to determine the duration of leave time that can be provided. The Town can require, at its discretion, medical certification for any leave requested for medical reasons.
B.
Because a leave of absence is unpaid, employees must use all of their
accrued vacation, sick (if the reason for the leave makes this benefit
applicable) and personal time before any unpaid leave can begin. Vacation,
personal and sick time (if applicable) so used will be counted as
part of the total leave time allotted. The employee will not accrue
vacation time, will not be credited with any sick or personal leave
time and will not receive holiday pay during their leave of absence.
Once an employee returns to work, sick and personal leave time will
be prorated, if applicable. Leave time will not count toward seniority
during a leave of absence. During a personal unpaid leave of absence,
medical insurance and retirement contribution will not be made by
the Town to the eligible employee's account. Employees may continue
participation in the Town's medical and dental plans by reimbursing
the full premium cost to the Town by monthly payments in advance.
C.
Within a reasonable period of time prior to the expiration date of
a leave, or in any event, at least one week prior to the expiration
date, employees must contact the First Selectman to confirm whether
they are able to return. If the leave time allowed has expired, and
the employee has made no contact with his/her supervisor, the leave
of absence will cease and employment will be terminated. If an employee
confirms that s/he will be able to return to work upon the expiration
of the leave, the Town will attempt to restore that employee to the
same or similar position. However, employees should recognize that
when they are ready to return from an unpaid leave of absence, there
is a risk that the same, similar or any position may not be available.
As such, job placement following a return from an unpaid leave of
absence is not guaranteed, except as required by law.
In accordance with the Federal Family and Medical Leave Act
(hereinafter referred to collectively as "FMLA"), eligible employees
may take a leave of absence for certain designated reasons. This policy
presents a general overview of FMLA entitlements and requirements.
If this policy conflicts with applicable law, applicable law controls.
A.
Employee eligibility. Employee must have worked for the Town for
a minimum of 12 months, and must have worked at least 1,250 hours
during the twelve-month period prior to the start of the FMLA leave.
Only hours actually worked — regular worked time plus overtime
— count towards this requirement. Paid leave (such as vacation,
sick leave, and holidays) and unpaid leave, including FMLA leave,
are not included.
B.
Reason for leave. Unpaid family and/or medical leaves may be granted
for the following reasons:
(1)
Serious health condition of employee, employee's child,
parent or spouse/civil union partner.
(a)
"Child" may be a biological child, foster child, adopted child,
stepchild, legal ward or child of person standing in loco parentis
(in place of parent), who is under the age of 18, or over the age
of 18 and unable to care for himself/herself because of a mental or
physical disability.
(b)
"Parent" must be a biological parent, foster parent, adoptive
parent, stepparent, legal guardian, or individual who stood in loco
parentis to an eligible employee.
(c)
An eligible employee's spouse may be a husband, wife or
civil union partner.
(d)
To be considered a serious health condition, the condition must
be an illness, impairment or physical or mental condition that involves
inpatient or outpatient care. Inpatient care generally involves treatment
at a hospital, hospice, or residential medical care facility. Outpatient
care generally requires continuing treatment by a health care provider.
(2)
Birth, adoption or foster care placement. A family leave of
absence will be provided upon the birth, adoption, or foster care
placement of a child by an eligible employee.
(3)
To serve as an organ or bone marrow donor.
(4)
Serious injury or illness of a covered service member/covered
veteran.
(a)
An employee who is a spouse, son, daughter, parent or next of
kin of a covered service member or a covered veteran is eligible to
take family leave to care for the serious injury or illness of such
individual.
(b)
An eligible employee's spouse is either a husband or wife
or civil union partner.
(c)
"Son" or "daughter" may be a biological child, foster child,
adopted child, stepchild, legal ward or child of person standing in
loco parentis (in place of parent), who is under the age of 18, or
over the age of 18 and unable to care for himself/herself because
of a mental or physical disability.
(d)
"Parent" must be a biological parent, foster parent, adoptive
parent, stepparent, legal guardian, or individual who stood in loco
parentis to an eligible employee.
(e)
"Next of kin" means the nearest blood relative of the eligible
employee.
(f)
To be considered a covered service member, the individual must
be either: (1) a current member of the Armed Forces (including a member
of the National Guard or Reserves) who is undergoing medical treatment,
recuperation, or therapy; or is otherwise in outpatient status; or
is otherwise on the temporary disability retired list, for a serious
injury or illness; or (2) a covered veteran who is undergoing medical
treatment, recuperation, or therapy for a serious injury or illness
and who was a member of the Armed Forces (including a member of the
National Guard or Reserves) and was discharged or released under conditions
other than dishonorable at any time during the five-year period before
the date on which the employee must commence leave to care for the
covered veteran.
(5)
Because of a qualifying exigency. An employee whose spouse,
son, daughter or parent is on covered active duty or call to covered
active duty status (or has been notified of an impending call or order
to covered active duty) in the Armed Forces (including a member of
the National Guard or Reserves) is eligible to take family leave for
the following qualifying exigencies:
(a)
Short-notice deployment;
(b)
Military events and related activities;
(c)
Childcare and school activities;
(d)
Financial and legal arrangements;
(e)
Counseling;
(f)
Rest and recuperation;
(g)
Post-deployment activities;
(h)
Parental care; and
(i)
Other activities which arise out of the covered military member's
covered active duty or call to covered active duty status that the
employer and employee agree qualify as an exigency and agree as to
the timing and duration of such leave.
C.
Employee obligations. Employees are required to use their available
paid vacation, sick and other time off during a family or medical
leave of absence for any reason. That portion of the leave of absence
that is used under these conditions will be with pay according to
Town policies.
(1)
While as stated above all accrued paid vacation, sick and other
time off must be used in accordance with Town policy before an employee
is eligible to utilize any unpaid family or medical leave, an employee
will not be required to utilize any such paid leave during an FMLA
leave if she/he is simultaneously receiving payments under the Town's
disability insurance plan or workers' compensation laws.
(2)
The maximum amount of family and medical leave allowed, whether
it includes paid and/or unpaid leave or whether it includes time off
during which an employee is receiving payments under either the Town's
disability insurance plan or the workers' compensation laws,
will not exceed the maximum leave entitlement as described below.
(3)
Since the purpose of leave under this policy is to enable employees
to maintain their ability to continue employment with the Town, an
employee may not work elsewhere while on FMLA leave, unless otherwise
required by applicable law.
(4)
When planning medical treatment or seeking intermittent leave,
the employee must consult with the Human Resources Department and
must make a reasonable effort to schedule the treatment or intermittent
leave so as to avoid unduly disruptive effects on the Town's
operations.
(5)
Employees needing FMLA leave must, at a minimum, follow the
Town's usual and customary call-in procedures for reporting an
absence, absent unusual circumstances.
(6)
Whenever an eligible employee's medical or family leave
is foreseeable based upon an expected birth, placement for adoption
or foster care, or planned medical treatment, or to care for others,
the employee must provide at least 30 days' advance written notice
to the Human Resources Department. If such prior notice is impossible,
as in the case of an unforeseen medical emergency or qualifying exigency,
an eligible employee must provide notice as soon as practicable after
s/he learns of the need for the leave (typically within one or two
working days of learning of the need for leave). Failure to comply
with these notice rules is grounds for, and may result in, deferral
or denial of the requested leave.
(7)
All leaves due to a serious health condition of an eligible
employee, or an eligible employee's son/daughter, parent or spouse/civil
union partner, or due to a serious injury or illness of a covered
service member, must be accompanied by the Certification of Health
Care Provider form provided by the Town from the appropriate health
care provider identifying, among other things, appropriate medical
facts regarding the condition and its probable duration. Such medical
certification must be provided before the leave begins, or in any
event, within 15 days after the leave begins, unless the employee
can demonstrate that it is not practicable to do so despite his/her
good faith efforts. Failure to comply with these medical certification
requirements is grounds for, and may result in, deferral or denial
of the requested leave.
(8)
Subsequent medical recertification will be required as necessary,
but no more than once every 30 days after receipt of the initial medical
certification.
(9)
All leaves due to a qualifying exigency must be accompanied
by a certification as has been prescribed by the Secretary of Labor.
(10)
In response to a request for leave necessitated by the serious
health condition of the employee or others, the Town may require the
employee to obtain a second opinion from a health care provider selected
and paid for by the Town.
(11)
While on leave, employees are, at a minimum, required to report
on the 1st day of each month to the Human Resource Department regarding
the status of the family or medical condition(s) and their intent
to return to work.
(12)
Under Town policy, employees are required to provide at least
two weeks of advance notification of the date they intend to return
to work from a leave of absence.
D.
Maximum leave entitlement.
(1)
The maximum FMLA leave entitlement for employees eligible under
this policy is 12 weeks in the one-year period measured from the date
of the employee's first day of FMLA leave due to:
(2)
The maximum FMLA leave entitlement for employees eligible under
this policy due to the serious injury or illness of a covered service
member is 26 weeks in the one-year period measured from an employee's
first day of FMLA leave taken.
(3)
The maximum amounts of FMLA leave stated herein do not afford
eligible employees the ability to take more leave if they have multiple
qualifying reasons than they otherwise would be entitled to take for
a single qualifying reason during the applicable time period.
(4)
Any absences that qualify as FMLA leave runs concurrently with
an absence under the Town's disability insurance plan or Workers'
Compensation laws.
(5)
Any time spent performing "light duty" work does not count against
an employee's FMLA leave entitlement, whether such "light duty"
work has been required by the Town or requested by the employee. Therefore,
any employee's right to restoration of his or her job is held
in abeyance during the period of time (if any) the employee performs
light duty (or until the end of the applicable FMLA leave period).
(6)
When a husband and wife or civil union partners are both eligible
employees of the Town, they are each individually eligible to receive
the maximum leave time allowable for their own serious health condition
or the serious health condition of a son/daughter or spouse/civil
union partner, or to serve as an organ or bone marrow donor. For purposes
of leave due to a qualifying exigency, married employees are each
individually eligible to receive the maximum leave time allowable
for each. For purposes of family leave taken due to the birth, adoption
or placement of a son/daughter or for the serious health condition
of a parent, married persons are eligible for the maximum leave allowable
to one individual eligible employee. For purposes of leave taken due
to the serious injury or illness of a covered service member or covered
veteran (or for a combination of leave taken for this reason and any
other qualifying reason), married employees are eligible for the maximum
leave allowable to one individual eligible employee.
(7)
An eligible employee may take intermittent leave or leave on
a reduced schedule (up to the amount of the maximum leave entitlement)
when medically necessary due to the employee's own serious health
condition, or the serious health condition of the employee's
son/daughter, parent or spouse/civil union partner, or due to the
serious injury or illness of a covered service member or covered veteran.
An eligible employee may further take intermittent leave or leave
on a reduced schedule (up to the amount of the maximum leave entitlement)
due to a qualifying exigency or to serve as an organ or bone marrow
donor. Employees seeking to take intermittent leave or leave on a
reduced schedule are subject to the same notice, medical certification
and other employee obligations identified above. In addition, if such
intermittent or reduced schedule leave is requested, the Town reserves
the right to temporarily transfer the employee to an available alternative
position with equivalent pay and benefits (but not necessarily equivalent
duties) that better accommodates this type of leave.
(8)
Intermittent or reduced schedule leave may not be taken upon
the birth, adoption or foster care placement of an employee's
son/daughter unless agreed to by the employee and the Town.
(9)
Since the purpose of a FMLA leave is to enable an employee to
maintain his/her ability to address family and/or medical issues,
such an employee may not work elsewhere while on such leave unless
previously approved by the First Selectman or unless otherwise required
by applicable law.
(10)
There is no obligation under the FMLA to guarantee an employee's
original job or an equivalent position beyond the maximum period specified
above.
E.
Maintenance of health benefits. An eligible employee's medical
benefits will continue during a leave of absence up to the maximum
amount of leave afforded under this policy. While on paid leave, the
Town will continue to make payroll deductions to collect the employee's
share of the medical insurance premiums. While on unpaid leave, the
employee must continue to pay his/her share of the medical insurance
premiums, either in person or by mail. The payment must be received
as directed by the Town. Failure of the employee to pay the premium
may result in loss of coverage.
(1)
Employees have a thirty-day grace period in which to make required
premium payments. If payment is not timely made, health insurance
coverage may be cancelled, if the employee has been notified in writing
at least 15 days before the date that coverage would lapse. At the
Town's option, the Town may pay the employee's share of
the premiums during FMLA leave if the coverage were to lapse due to
failure of the employee to make timely payments, and then recover
such payments from the employee upon return to work.
(2)
Should an employee's health insurance lapse due to nonpayment
while on FMLA leave, the Town will again provide health insurance
benefits according to the applicable plans when the employee returns
from the leave of absence.
(3)
If an employee does not return to work following FMLA leave
for a reason other than: (1) the continuation, recurrence, or onset
of a serious health condition (or serious injury or illness in the
case of a covered service member or covered veteran) which would otherwise
render the employee eligible for FMLA leave; or (2) other circumstances
beyond the employee's control, the Town reserves the right to
seek reimbursement from the employee for its share of health insurance
premiums paid on the employee's behalf during the employee's
FMLA leave.
F.
Rights upon return from leave. If an employee is considered a "key
employee" as defined in the FMLA, restoration to employment may be
denied following FMLA leave if restoration will cause substantial
and grievous economic injury to the Town.
(1)
If an employee is not a "key employee" as defined in the FMLA,
upon the conclusion of an FMLA leave (or the expiration of the maximum
family or medical leave provided by law, whichever occurs first),
s/he may return to work with all seniority, retirement or fringe benefits
s/he had at the commencement of such leave. There will be no accruals
of such benefits (including paid time off) during an FMLA leave.
(2)
If an employee is not a "key employee" as defined in the FMLA,
upon the conclusion of an FMLA leave (or the expiration of the maximum
family or medical leave provided by law, whichever occurs first),
s/he will be reinstated to the same position s/he held prior to such
leave or to an equivalent position with equivalent pay, benefits,
and other terms and conditions of employment. If an employee is medically
unable to perform his/her prior job, s/he will be offered work suitable
to his or her physical condition, if such work is available, at the
pay rate appropriate to that job.
(3)
If an employee cannot return to work at the expiration of the
maximum FMLA leave allowed, the Town has no obligation under the FMLA
to restore an employee to any position. An employee on leave or returning
from leave has no greater right to reinstatement or to other benefits
and conditions of employment than if the employee had been continuously
employed during the leave period.
G.
Fitness for duty certification. In accordance with applicable law
and Town policy governing returns to work after a medical absence,
employees returning to work after a medical leave due to their own
serious health condition (other than an employee taking intermittent
leave or leave on a reduced schedule) must present a fitness-for-duty
certification from their health care provider to the Human Resources
Department prior to their return to employment.
(1)
If there are any medical restrictions upon an employee's
return to work, the health care provider should state these restrictions
in the certificate provided. It is the employee's responsibility
to notify the Human Resources Department prior to his/her return to
work and make them aware of any restrictions.
(2)
Employees will not be eligible to return to work after a medical
leave without being medically cleared to do so. In addition, the Town
reserves the right to have its own health care provider and/or the
Human Resources Department contact the employee's health care
provider for purposes of clarification of the employee's fitness
to return to work certification. Under no circumstances will an employee's
direct supervisor make contact with the employee's health care
provider for purposes of determining fitness for duty (or any other
medical certification issue pertaining to FMLA).
A.
If an employee suffers an accident or injury that occurred while
the employee was engaged in the performance of his/her duties and
has made an approved Workers' Compensation claim, the Town shall
continue to pay the employee through payroll so that the employee
will receive his/her normal base pay/holiday pay during injury leave
for as long as the employee remains employed or for the first six
months, whichever period is shorter. Lost time under injury leave
for the first six months shall not be charged to sick or vacation
leave, but sick time and vacation time will not accrue while an employee
is out on injury leave.
B.
When an employee is on occupational injury leave, medical insurance
and retirement contributions will be made by the Town to the eligible
employee's account. The employee must continue to pay his/her
share of the medical insurance premium. Leave time will not count
toward seniority when an employee is on occupational injury leave.
C.
If the employee continues to be eligible for payments under the Workers'
Compensation Act after the six-month period, then the employee can
choose to utilize their available sick leave to equalize the monetary
difference between said employee's weekly straight time wages
and the benefits payable to him/her under the Workers' Compensation
Act.
Provided below is a general description of the employee benefits
currently offered by the Town to eligible employees and retirees.
Because the exact provisions of these benefits, particularly insurance
coverage, change from time to time, the detailed descriptions of each
benefit and the conditions of enrollment and specific benefit plan
terms are set forth in specific plan documents that are available
upon request in the Finance Office. The Town reserves the right to
change or discontinue any of its insurance benefits as well as the
conditions for participation in such benefits plans in the sole discretion
of the Board of Selectmen. Furthermore, where the terms of this handbook
are inconsistent with the terms of any benefit plans maintained by
the Town, the terms of the more current benefit plans shall control.
The Town offers regular full-time employees (and grandfathered regular part-time employees referred to in § 220-4.4) medical, dental, life and disability insurance benefits subject to any applicable waiting periods that may apply. The following insurance benefits are offered to eligible employees who choose, at the time of their hire or during open enrollment periods, to participate in the plans, to fill out any required paperwork, and/or to pay the employee's share of any insurance premiums involved.
A.
Medical insurance: High Deductible Health Plan/Health Savings Account
(HDHP/HSA) Plan.
(1)
Eligible employees may elect coverage under a HDHP/HSA Plan
with deductibles of $3,000 for a single coverage and $6,000 for two-person
and family coverage. In and out-of-network benefits share the same
deductible. For out-of-network the member will have an additional
responsibility for 20% of the cost of services after deductible until
the cost share maximum ("CSM") reaches $5,000 single (includes deductible)
and $10,000 family (includes deductible). The CSM also includes prescription
copays after deductible.
(2)
Effective January 1, 2019, the Town shall fund 75% of the deductible
cost into a health Savings Account (HSA) for each employee through
proportionate deposits in the first pay period in January 2019 and
first pay period in July 2019. In addition, 100% of the difference
between the original $2,500/$5,000 deductible cost and the new $3,000/$6,000
deductible cost will be deposited to the employee's Health Savings
Account in the first pay period in January 2019.
(3)
Effective January 1, 2019, employees who elect benefits under
the HDHP shall contribute 15% of the premium cost for said insurance
for themselves and their dependents through biweekly payroll deductions.
(4)
For new employees and any employee who, due to a qualifying
event, enrolls in the HDHP after January of any given HDHP plan year,
the Town's contributions to an employee's HSA shall be prorated
by month to reflect the proportional number of months remaining in
the plan year. In addition, when written notice of employment separation
is received prior to the scheduled HSA deposit, the Town's contribution
to an employee's HSA shall be prorated accordingly. Also, if
an employee is on an unpaid leave of absence during the scheduled
HSA deposit, the Town's contribution to an employee's HSA
shall be prorated upon the return of the employee.
(5)
The Town's annual contribution toward the funding of the
HSA is not an element of the underlying plan, but rather relates to
the manner in which the deductible shall be funded for employees.
The Town shall have no obligation to fund any portion of the plan
for retirees or other individuals upon their separation from employment.
(6)
If the total cost of this group health plan triggers an excise
tax under Internal Revenue Code § 49801, and/or any other local,
state or federal statute or regulation, the Town may seek an alternative
insurance plan with a total combined cost that either reduces/mitigates
the excise tax or falls below the excise tax thresholds.
B.
Life insurance. The Town provides life insurance in the amount of
two times the employee's base salary.
C.
Dental insurance. The Town offers dental insurance with specific
benefit plan terms set forth in plan documents that are available
upon request in the Finance Office. The employee premium share contribution
for dental insurance shall mirror that of the medical insurance employee
contribution.
D.
Accidental death and dismemberment insurance. The Town pays for accidental
death and dismemberment insurance, in an amount equal to two times
annual base salary for each insurance, to a benefit maximum of $200,000
with a reduction in coverage to 50% at age 70. Coverage includes an
accelerated death benefit and a life conversion privilege, or as stipulated
in an applicable collective bargaining agreement.
E.
Disability insurance.
(1)
The Town provides short-term and long-term disability insurance
for accidents or illnesses not covered by workers' compensation.
After an approved seven-calendar-day period of extended sick leave,
short-term disability insurance will provide a weekly payment for
a limited period of time, not to exceed 66.67% of the regular weekly
pay (which includes holidays), subject to limitations, in the event
of a nonoccupational accident or illness, for up to 26 weeks. The
seven-calendar-day waiting period may be waived when the absence is
due to an accident. In the event the employee does not have any paid
leave time available to satisfy the approved seven calendar-day period
of extended sick leave provision, the employee must take the time
as unpaid. If the employee continues to be totally and permanently
disabled after 26 weeks, long-term disability insurance may provide
additional weekly payments.
(2)
When an employee is on short-term or long-term disability leave,
s/he will not accrue leave time; however, leave time will count toward
seniority. Medical insurance contributions will be made by the Town
to the eligible employee's account up to 52 weeks and the employee
must continue to pay his/her share of the medical insurance premiums,
either in person or through payroll deduction. Retirement contributions
will not be made by the Town to the eligible employee's account
while on short-term/long-term disability leave.
F.
Employee assistance program. Unexpected problems or issues during
employment may negatively impact job performance. These problems may
be related to work-related stress, alcohol or drug abuse, emotional
difficulties, marital or family difficulties or financial concerns.
Sometimes these problems are of such a serious nature that they require
outside professional help. The Town strongly supports the Employee
Assistance Program to help employees deal with such issues. Information
on participating in the Employee Assistance Program can be obtained
from the employee's immediate supervisor or through the Human
Resources Office.
A.
All regular full-time eligible employees (and grandfathered regular part-time employees referred to in § 220-4.4) hired before July 1, 2013, shall receive longevity payments in the first paycheck in July of each year as follows:
|
Years of Service
|
Amount of Payment
|
|---|---|
|
5 to 10 years of service
|
$100
|
|
11 to 15 years of service
|
$150
|
|
16 to 20 years of service
|
$250
|
|
21 to 25 years of service
|
$350
|
|
26 years of service and over
|
$450
|
A.
All regular full-time employees (and grandfathered regular part-time employees referred to in § 220-4.4), excluding employees covered by the State of Connecticut Municipal Employees' Retirement System- CMERS, are eligible for a retirement plan (Town of Ellington 401A Money Purchase Plan).
B.
Retiree's health insurance.
(1)
The "Rule of 75" is defined as regular full-time employees (and grandfathered regular part-time employees referred to in § 220-4.4) whose age plus years of service equal or exceed 75. Retirees who meet the "Rule of 75" shall be eligible to participate in the Town of Ellington Group Health and Dental Insurance Plan which includes prescription drug coverage. When retirees reach the Medicare age, the retirees shall be covered under Medicare A supplemental coverage and Medicare B supplemental coverage at no cost to the retiree. If under age 65, the retiree shall pay the premium share as defined in § 200-9.2.
(2)
The retiree pays 100% of the difference in premium rates applicable
for individual coverage and the elected dependent coverage.
(3)
Employees hired by the Town of Ellington on or after July 1,
2013, shall not be eligible for any Town contribution toward the cost
of continued medical insurance benefits (or Medicare) following their
retirement, notwithstanding the provisions set forth above.
C.
Retiree's life insurance. Retirees who meet the "Rule of 75"
shall be eligible to participate in the Town of Ellington Life Insurance
Plan. The Town shall provide each retiree with a $10,000 life insurance
policy, subject to the provisions described in the current insurance
booklet.
Town employees are prohibited from engaging in any conduct that
could reflect unfavorably upon Town service. Town employees must avoid
any action that might result in or create the impression of using
public office for private gain or giving preferential treatment to
any person.
A.
Except as otherwise prohibited in this handbook, an employee may
engage in outside employment with prior notification to the immediate
supervisor and First Selectman. However, no regular full-time employee
may engage in other full-time employment outside the Town service,
and no employee's outside employment shall be in conflict of
interest with Town employment. Conflicts will be resolved at the sole
discretion of the First Selectman.
B.
Any employee who engages in employment outside of his/her regular
working hours shall be subject to call to perform his/her regular
Town duties.
C.
The Town shall in no respect be liable or grant sick leave in case
of any injury to an employee while s/he is engaged in outside employment
nor for any occupational illness attributed to that outside employment.
All employees of the Town shall be free and encouraged to exercise
their rights as citizens, to cast their votes and express their opinions
on all political subjects. No employees of the Town, while on duty,
shall solicit any person to vote at any political primary, election
or challenge, or in any manner attempt to influence any voter in a
Town election, Town Meeting or referendum.
A.
Any appointed/elected Town officer or employee who has or may have
a significant financial interest, direct or indirect, in any contract,
transaction or decision or any agency, agent, officer, board or commission
of the Town shall immediately disclose the nature and extent of that
interest, in writing, to the Town Clerk, who shall record such disclosure
upon an official record filed in the office of the Town Clerk. The
Town Clerk shall then send a copy of such disclosure to the agency,
agent, officer, board or commission of the Town making such contract,
transaction or decision. A copy will also be provided to the First
Selectman.
B.
Any such officer or employee shall be disqualified from any discussion,
action or vote on any such matter coming before an agency, agent,
officer, board or commission.
C.
Such officer or employee of the Town shall not in any way condone,
promote, encourage, influence or otherwise attempt to affect action
or matters which will or may result in a conflict of interest between
his Town duties and responsibilities and his/her private affairs or
which are incompatible with the proper discharge of his/her other
official duties and, to that end, no appointed Town officer or employee
shall grant any special consideration, treatment or advantage to any
person or entity beyond that which is available to every other person
or entity.
D.
No employee shall solicit any gift. No employee shall accept any
gift having a value in excess of $100 from any person who, to his/her
knowledge, has an interest, directly or indirectly, in any manner
whatsoever in business dealings with the Town.
E.
Violation of the provisions of this section shall be grounds for
the immediate dismissal of any such officer or employee. Any such
violation shall render such contract, transaction or decision voidable
by the agency, agent, officer, board or commission or employee making
such contract, transaction or decision.
F.
The Board of Selectmen has established a Code of Ethics as a guideline
for the ethical conduct of elected officials, appointed officials
and employees in the proper discharge of their official responsibilities
for the prevention of the misuse of one's official position for
personal finance gain, unethical conduct, corrupting influence, illegal
activities or other behavior. The Town of Ellington Ethics Commission
will review and evaluate allegations of unethical conduct levied against
any person subject to the Code of Ethics. The Code of Ethics is provided
to all employees in a separate document.
During the course of employment with the Town, employees may
have access to certain confidential and proprietary information, including
protected health information. Such confidential information may include
information pertaining to the lives of Town residents and the business
interests in the community, as well as personnel, fiscal and legal
matters pertaining to Town employees or operations.
A.
Violating confidentiality as it pertains to the Town's internal
affairs or the affairs of its residents and the business community,
either during the course of employment or thereafter, except as may
be required in connection with job duties, is strictly prohibited.
All employees must hold in confidence and not directly or indirectly
disclose, make public, use, or make copies of any confidential information,
except as may be expressly authorized by the Town or other applicable
laws. Except as otherwise required by law, all records must be kept
secured and confidential and not discussed with or released to anyone
inside or outside the Town who does not have a business need to know
such information. All employees must further agree to take all reasonable
steps necessary to ensure that all confidential information will not
become known to third parties, including other employees who do not
need to know such information.
B.
All records, files, documents, computer disks and other materials,
or copies thereof, containing confidential information shall be and
remain the sole property of the Town, shall not be removed from the
Town's premises or otherwise used except for bona fide business
purposes and shall be promptly returned to the Town upon request at
any time during employment and immediately upon termination of employment
with the Town, whether voluntary or involuntary. These nondisclosure
obligations shall remain in effect during the entire period of employment
with the Town and at all times after termination of employment, whether
voluntary or involuntary.
C.
The Freedom of Information Act (FOIA) requires the disclosure of
many public records, and the Town responds promptly to Freedom of
Information requests. However, the Act exempts certain types of personal,
proprietary and confidential information from disclosure. Employees
should not discuss confidential information. If a FOIA request is
received, the First Selectman's office must be notified immediately.
The Town neither prohibits nor favors the employment of relatives
of an employee. For purposes of this policy, a "relative" includes
a parent, spouse/civil union partner, child, brother, sister, aunt,
uncle, niece, nephew, grandparent and stepparent. In-law relationships
to the same degrees and other persons living in a household are also
included in this policy. Employment of relatives in the same work
unit or department is permitted provided that neither relative occupies
a position which directs or controls the work of the other; reports
to the other; or has any review or sign-off relationship with the
other. The conditions of this policy also apply if two employees are
in a relationship or become related through marriage after they are
employed.
A.
The Town's primary mission is to effectively and efficiently
conduct its business and meet or exceed service expectations. In order
to do this, the Town must be able to: (a) access business information
at all times; (b) provide a safe, productive work environment; and
(c) supervise its employees to be sure that they are acting consistently
with business objectives.
B.
In order to prevent any misunderstandings, the Town believes that
every employee should be aware of the following policies on privacy,
monitoring and use of electronic communication systems in the workplace
so that they can conduct themselves in a professional manner at all
times and avoid any potentially embarrassing situations.
(1)
The Town reserves the right to conduct monitoring to inspect
employees' work areas including, without limitation, employee
lockers, desks, file cabinets, workstations, and mail.
(2)
Employees using personal locks on Town property must provide
the combination or key to their supervisor. The Town will also retain
a copy of any company keys issued to employees.
(3)
The Town provides telephones and computers and other forms of
electronic communications to employees to facilitate efficient and
effective business operations. Employees given access to the Town's
Internet and intranet are required to agree and to adhere to Town
policies on Internet use and privacy. This policy applies to all Town
information technology resources regardless of location (e.g., office,
home, field locations, etc.). Electronic communications includes without
limitation information that is transmitted, received, and/or stored
via the telephone, the voice mail system, the electronic mail (e-mail)
system, the facsimile machines, the Internet, intranet and other technology
resources, such as the Town's local area network, computer hardware
and software. These communication systems, as well as all electronic
communications transmitted, received, and/or stored on these systems,
are property of the Town. As such, employees shall use these communications
systems for Town business only, during working time. "Working time"
for purposes of this provision and other provisions in this handbook
is the time an employee is engaged or should be engaged in performing
his/her duties for the Town. Limited personal use of these communications
systems during non-working time is permitted to the extent that such
use does not interfere with the Town's business operations or
others who are working, does not cause the Town to incur any additional
expenses, and does not otherwise violate any the Town policies or
procedures or applicable laws. Excessive personal use of these communications
systems is prohibited. Employees who have been issued a Town e-mail
address must use the Town e-mail address to conduct all Town business.
It is prohibited to use the Town e-mail address to send or receive
personal communications. Employees and public officials should keep
in mind that electronic messages sent as part of their workday are
not private and are discoverable communications which may be subject
to Freedom of Information Act requests and are admissible as evidence.
(4)
To reduce the risk of unauthorized access, loss of, and damage
to information during and outside of normal business hours or when
workstations are left unattended, all sensitive and confidential information
must be properly locked away or disposed of when a workstation is
not in use. Whenever a workstation is unoccupied for an extended period
of time the following will apply:
(a)
All sensitive and confidential paperwork must be removed from
the desk and locked in a drawer or filing cabinet.
(b)
All waste paper which contains sensitive or confidential information
must be shredded. Under no circumstances should this information be
placed in regular waste paper bins.
(c)
Computers or terminals should not be left unattended; employees
and public officials are required to log out or lock their computer
when leaving their workstations.
(d)
Employees are responsible for keeping their passwords safe and
secure. Employees must never share their passwords or place passwords
in obvious places.
(e)
Laptops, tablets, and other hardware devices must be removed
from the desk and locked in a drawer or filing cabinet.
(f)
Keys for accessing drawers or filing cabinets should not be
left unattended at a desk.
(g)
Printers and fax machines should be treated with the same caution;
any print jobs containing sensitive and confidential paperwork should
be retrieved immediately.
(5)
The Town's policy prohibiting harassment and discrimination
applies to the use of these systems. Therefore, the creation, transmission,
receipt or downloading of inappropriate or offensive comments or other
images or information, such as disparaging comments or pictures based
on race, ethnicity, color, religion, age, gender, national origin,
ancestry, disability, sexual orientation, marital status, military/veteran
status, gender identity/expression, genetic information or any other
protected category, over any of the Town's systems, is prohibited.
(6)
Solicitation on Town premises is substantially disruptive to
Town operations, may materially interfere with the working relationship
between employees, and may affect the job performance of employees.
Accordingly, solicitation by one employee of another is prohibited
while either is on working time. Furthermore, distribution of literature,
candy sales, magazine subscriptions, raffle tickets, etc., by an employee
is not permitted in the work areas at any time. While an employee
may engage in solicitation and distribution activities during rest
and meal periods with others who are not working at the time, the
Town believes that selling or collecting money for any purpose, or
distributing literature that is political or religious in nature,
can be controversial and problematic and urges all employees to discourage
such activities. Trespassing, soliciting or distributing literature
by anyone not employed by the Town is prohibited on Town's premises.
(7)
World Wide Web access and use of the Internet is encouraged
where such use is appropriate for business and professional objectives
and is conducted lawfully. Web access or Internet use through the
Town's electronic communications systems should not be for purposes
of personal gain, solicitation of non-Town business or advancement
of individual views, nor should use of the Internet disrupt the operation
of the Town's electronic communications systems or the networks
of other users. In addition, each employee is responsible for the
content of all text, audio or images that s/he places, sends, downloads
or receives over the Internet. Accordingly, web access or Internet
use through the Town's electronic communications systems may
not involve the transmission, receipt or use of fraudulent, harassing
or obscene information, nor should any messages sent over the Town's
electronic communications systems be inconsistent with or interfere
with the Town's business practices or principles. Furthermore,
messages communicated over the Town's electronic communications
systems must not be transmitted under an assumed name, and users may
not attempt to obscure the origin of any message. Confidential information
involving the Town's operations should be sent or received via
the Internet through a secure site and care must be taken at all times
to protect the confidentiality of the Town's intellectual property
assets.
(8)
Software programs and materials, other than those that have
been properly licensed by the Town, may not be installed or downloaded
on the Town's computers. In addition, theft of software is a
crime, and is punishable by law. Users are not permitted to copy,
transfer, rename, add or delete information on programs belonging
or licensed to others unless given express permission to do so. No
employee may use the Town's electronic communications systems
in ways that are inconsistent with licenses or copyrights, or to download
or distribute pirated software or data. Furthermore, no employee may
use the Town's electronic communications systems to propagate
any virus, worm or trap door program code, or to otherwise disable
or overload any computer system or network, or to circumvent any system
intended to protect the privacy or security of another user.
(9)
Intrusions of privacy by any employee into the Town's business
affairs or the affairs of other employees or Town residents are strictly
prohibited. Employees are prohibited from accessing information or
files at another employee's work area unless expressly permitted
to do so by authorized management personnel.
(10)
The Town reserves the right to review, access, and intercept
all messages created, received, or sent over its electronic communications
systems at any time, without advance notice, for such reasons as,
without limitation: ensuring that the systems are being used solely
to conduct the Town's business; assisting in the evaluation of
employee work performance; maintaining the system; preventing or investigating
allegations of system abuse or misuse; assuring compliance with software
copyright laws; complying with legal and regulatory requests for information;
and ensuring that the Town's operations continue appropriately.
(11)
Employees are prohibited from gaining access to another employee's
computer or other electronic communications and must not use unauthorized
codes, passwords or other means to gain access to another employee's
computer or other electronic communications systems, unless expressly
permitted to do so by authorized management personnel. Employees are
prohibited from accessing a file or retrieving any stored information
on the Town's e-mail, voice mail, and computer systems unless
expressly permitted to do so by authorized management personnel. Employees
should not create their own voice mail or other electronic communications
system passwords unless permitted to do so by authorized management
personnel. Employees must provide all personal passwords (except e-mail
passwords unless otherwise required for business reasons) to the Town,
so that the Town may effectively conduct business at all times.
(12)
Public records retention and Freedom of Information requirements
must be satisfied in the use of electronic communications systems
in accordance with the Town's policies and applicable law.
(13)
Any employee who violates the Town's privacy, monitoring
and Internet use policy shall be subject to disciplinary action, up
to and including termination of employment. In addition, criminal
penalties and fines may apply where the employee's conduct violates
applicable state or federal laws.
(14)
Any complaints regarding potential violations of this policy,
and/or any questions regarding an employee's use of these electronic
communication systems in accordance with this policy, should be directed
to the employee's department head/supervisor or the First Selectman.
A.
The Town gives notice to all of its employees and to anyone else
who enters its premises or work locations of the potential use of
electronic monitoring in the workplace. "Electronic monitoring" means
the collection of information on the Town's premises and in connection
with the Town's equipment about the activities or communications
of employees and others by any means other than direct, personal observation.
Electronic monitoring includes the use of a computer, telephone, wire,
radio, camera, video-camera, tape or digital recording device or any
other type of electromagnetic, global positioning system ("GPS"),
photo-electronic or photo-optical system.
B.
The Town reserves the right in its sole discretion to engage in electronic
monitoring on its premises at any time for any lawful business purpose,
including without limitation, to: (a) access business information;
(b) provide a safe and secure work environment; (c) assist in the
evaluation of employee work performance; (d) supervise employees to
be sure that they are acting consistently with business objectives;
(e) investigate suspected misconduct; (f) assess compliance with the
Town policies and applicable law; and to (g) ensure that the Town's
operations continue appropriately. The Town will not engage in any
electronic monitoring that is prohibited by any applicable state or
federal law, including, without limitation, by monitoring activities
in areas provided for employee private, personal use (such as restrooms/locker
rooms) and/or by monitoring for the purpose of interfering with/restraining
an employee's rights to engage in protected concerted activities.
C.
The following are examples of the specific types of electronic monitoring
that the Town may use on its premises and at its work locations:
D.
An individual consents to being electronically monitored by the Town
for any lawful business purpose by being employed by the Town, using
the Town equipment or vehicles and/or by being on the Town's
premises.
E.
Any employee who is determined to have engaged in any conduct that
is contrary to the Town's business as a result of information
obtained through the Town's use of electronic monitoring shall
be subject to disciplinary action, up to and including termination
of employment. In addition, criminal penalties and fines may apply
where the employee's conduct violates applicable state or federal
laws.
A.
Employees are prohibited from attaching their personal devices to
or charging them on the Town's computers. Employees are not to
plug in any storage devices, USB drives, cell phones, cameras, DVD\CDs,
media cards or any other personal storage device into the Town's
network or Town-owned hardware. All charging of these personal devices
should always be done from a wall outlet.
B.
An employee's use of any personal electronic devices (such as
cell phones, tablets, laptops, MP3 players, smartwatches, smartglasses,
etc.,) shall be kept to a minimum during working time. During non-working
time, an employee's use of any personal electronic devices must
not be disruptive to others (including co-workers, members of the
public, etc.) or interfere with the work of the Town, and must not
violate the Town's policies (including standards of conduct;
confidentiality; acceptable IT use, etc.) or applicable law.
A.
To prevent harassment (as defined in our antiharassment policy),
maintain individual privacy, encourage open communication, avoid unnecessary
distractions and protect confidential information of the Town from
being improperly disclosed, employees are prohibited from taking,
distributing or posting pictures, videos or audio recordings while
on working time. Exceptions may be granted when participating in an
authorized Town activity or with permission from the First Selectman
for business-related purposes. For the same reasons as stated above,
employees who seek to take, distribute or post pictures, videos or
audio recordings of people while on the Town's premises (such
as other employees, residents or others doing business with the Town)
while on non-working time must notify and obtain permission from such
other individuals first.
B.
At no time may an employee take, distribute or post pictures, videos
or audio recordings of any confidential information of the Town (as
defined in the Town's confidentiality policy) or in violation
of any other Town policy.
C.
Employees also may not take pictures or make recordings of work areas
at any time. An exception to the rule concerning pictures and recordings
of work areas would be if the employee were engaging in any activity
protected by the National Labor Relations Act including, for example,
taking pictures of health, safety and/or working condition concerns,
or of strike, protest and work-related issues and/or other protected
concerted activities, as long as such pictures, videos or audio recordings
do not disclose any confidential information of the Town (as defined
in the Town's confidentiality policy).
A.
Town employees are free to express themselves as private citizens
on social media and networking sites. When using social media, Town
personnel should be mindful that their online speech becomes part
of the worldwide electronic domain. However, any employee who chooses
to use social media needs to be aware of the following set of guidelines
for appropriate online conduct to avoid having the Town take adverse
action with respect to their employment.
(1)
Any speech made pursuant to an employee's official duties
is not protected speech and may form the basis for discipline if deemed
detrimental to the Town's interests.
(2)
Town employees are prohibited from posting information regarding
Town business, investigations or any confidential information or divulge
non-public information gained by reasons of his or her employment;
make any statements, endorsements or publish materials that could
reasonably be considered to represent the views, opinions or positions
of the Town, without prior written approval from the First Selectman.
(3)
Town employees are prohibited from speech involving themselves
or others reflecting behavior that would reasonably be considered
reckless or irresponsible. For example, speech containing obscene
or sexually explicit language, images, acts and statements or other
forms of speech that ridicule, malign, disparage or otherwise express
bias against any race, sex, disability, religion or any other protected
class.
(4)
Town employees are prohibited from speech involving themselves
or others that could be viewed as malicious, obscene, threatening
or intimidating. Examples include, but are not limited to, posts that
could contribute to a hostile environment on the basis of race, sex,
disability, religion or any other status protected by law.
(5)
Town employees should be aware that they may be subject to civil
litigation for:
(a)
Publishing or posting false information that harms the reputation
of another person, group or organization.
(b)
Publishing or posting private facts and personal information
about someone without their permission that has not been previously
revealed to the public, is not of legitimate public concern or would
be offensive to a responsible person.
(c)
Using someone else's name, likeness or other personal attributes
without that person's permission for an exploitative purpose.
(d)
Publishing the creative work of another, trademarks or certain
confidential business information without the permission of the owner.
(6)
Town employees are prohibited from promoting misconduct or violations
of law, whether on or off-duty, through social media.
(7)
Town employees should be aware that privacy settings on social
networking and/or media networking sites are constantly in flux and
they should never assume that personal information posted on such
sites is private.
(8)
Town employees should expect that any information created, transmitted,
downloaded, exchanged or discussed in a public online forum may be
accessed by the Town at any time without prior notice.
(9)
The utilization of social media and social networking for personal
use while performing official duties, either on personally-owned electronic
equipment and/or personal-owned technology devices and/or Town electronic
equipment, technology devices, computers and/or any Town electronic
resources(s), is prohibited and any proof that this has occurred on
duty may result in discipline.
(10)
Unless authorized in writing by a management representative
(such as when an employee's job is to send public messages on
behalf of the Town), employees do not have permission to speak on
behalf of the Town via social media.
(11)
While communicating through social media, if an employee posts
any content that has something to do with the work they perform for
the Town or subjects or individuals associated with the Town's
business, employees must make clear that they are not speaking on
behalf of the Town by accompanying their posts with a disclaimer such
as: "The postings on this site are my own and do not necessarily represent
the Town's positions or opinions."
B.
When an employee's use of any social media violates the law
or any Town policies (including policies pertaining to confidentiality,
employee misconduct or job performance), appropriate discipline up
to and including termination of employment will be imposed, regardless
of when the information was posted or sent and regardless of the tools
or site used to post or send such information.
C.
Nothing in this policy (or any other Town policy) will be implemented
or should be interpreted in any manner so as to prohibit or inhibit
employees from engaging in any lawful activities through social media,
including exercising any rights they may have to engage in protected
concerted activity or political activities.
The Town will not tolerate verbal or physical conduct by any
employee that unlawfully discriminates against any coworkers, visitors,
or others associated with the Town, on the basis of any legally protected
status, or which unlawfully harasses, disrupts or interferes with
another's work performance or which creates an intimidating,
offensive or hostile working environment.
A.
Discrimination or harassment can take many forms. It may be, but
is not limited to: words, conduct, adverse job action, signs, jokes,
pranks, intimidation, physical contact, or violence. While all forms
of discrimination and harassment based on an employee's legally
protected status are prohibited, including but not limited to any
adverse job action or intimidation based on race, color, age, religion,
gender, national origin, ancestry, disability status, marital status,
military/veteran status, genetic information, gender identity/expression
or sexual orientation, it is the Town's policy to emphasize that
sexual harassment is illegal and prohibited by both state and federal
law.
B.
In order to maintain a work organization that is free from any form
of sexual harassment, the Town puts all employees including executives,
managers and supervisors on notice that sexual harassment of employees
is unacceptable conduct.
(1)
Specifically, it is contrary to the Town's policies for
any employee to sexually harass another employee by:
(a)
Making unwelcome sexual conduct or requests for sexual favors
a condition of an employee's continued employment; or
(b)
Using an employee's submission or rejection of such conduct
as the basis for making employment decisions (e.g., promotions, raises);
or
(c)
Creating a work environment in which conduct of a sexual nature
substantially interferes with an individual's work performance
or creates an atmosphere intimidating, hostile or offensive to employees.
(2)
Although not an inclusive list, the following are examples of
the type of conduct prohibited by the policy against sexual harassment:
(a)
Unwelcome sexual advances, propositions or flirtations;
(b)
Unwelcome attention of a sexual nature such as degrading comments,
suggestive or lewd remarks, propositions, jokes, tricks or noises;
(c)
Unwanted hugs, touches, kisses or requests for sexual favors;
(d)
The threat or suggestion that continued employment, advancement,
assignment or earnings depend on whether or not the employee will
submit to or tolerate harassment;
(e)
Retaliation for complaining about sexual harassment.
(3)
All employees are further advised that sexually explicit or
sexually offensive material has no place within the Town's facilities.
Such material may not be posted, displayed, or even possessed within
the facility. Possession of such material, even if it is not posted
or publicly displayed, will be considered a violation of Town policy
and will subject the individual to disciplinary action.
C.
Any employee who believes that the actions or words of a supervisor
or fellow employee or any outside party in the workplace constitute
unwelcome harassment or unlawful discrimination has a responsibility
to report such conduct immediately to his/her immediate supervisor
should his/her direct requests that the conduct cease be ignored.
If an employee is uncomfortable raising his/her complaint with someone
to whom s/he reports, or if the complaint involves someone in his/her
direct line of command, then that employee should bring a complaint
to the department head, the First Selectman or any managerial representative
of the Town.
(1)
Confidentiality at the time of reporting the incident will be
preserved to the maximum extent possible. However, all allegations
of unlawful harassment and discrimination must be investigated promptly.
In this regard, the reporting employee, the alleged harasser or discriminator
and any other employees aware of the incident are expected to treat
this information in a confidential manner so as not to defame or invade
the privacy of others.
(2)
The Town will take prompt action upon the receipt of a complaint
of unlawful harassment or discrimination. Any employee determined
to have committed unlawful harassment or discrimination will be subject
to appropriate disciplinary action, up to and including termination.
Moreover, any individual who makes unwelcome advances, threatens or
in any way discriminates or harasses another employee based on a legally
protected status may be personally liable for monetary damages for
such actions and their consequences.
(3)
The Town will not tolerate the taking of any reprisal against
an employee who, in good faith, files a complaint of unlawful harassment
or discrimination or participates, in good faith, in the investigation
of such complaint.
To promote safe and efficient operation of the workplace and
to comply with applicable State and Federal laws, it is the policy
of the Town to maintain a work force that is free from the effects
of illegal drugs and abuse of alcohol or prescription drugs. The health
and safety of the Town's employees is of serious concern. Employees
have the right to work in an alcohol-free and drug-free environment
and to work with persons free from the effects of alcohol and drugs.
Employees who abuse alcohol or drugs are a danger to themselves, to
other employees, and to the Town's business interests.
A.
It is a standard of conduct for employees of the Town not to use
illegal drugs and not to abuse alcohol or prescription drugs, either
on or off the job. No employees may use, sell, manufacture, receive,
distribute, dispense or possess alcohol or any illegal drug or be
under the influence of alcohol or any illegal drug, or abuse prescription
or over the counter drugs, while on Town property, while operating
Town or personal vehicles or equipment on Town business, or while
off-premises where such behavior compromises the Town's business
interests, or undermines the public confidence in or harms the reputation
of the Town, or adversely effects the employee's job performance,
job safety and/or ability to fulfill Town responsibilities.
B.
It is against Town policy to report to work under the influence of
alcohol or drugs. Being under the influence of alcohol, an illegal
drug, or abuse of any prescribed or over the counter drugs on Town
premises or while performing Town business, in Town-supplied vehicles
or during working hours is absolutely prohibited.
C.
Employees must notify the First Selectman of any criminal drug/alcohol
arrest no later than five days after such arrest. The Town will determine
whether to take appropriate disciplinary action against such employee,
and/or require the employee to participate satisfactorily in an approved
drug abuse rehabilitation program.
D.
Employees who discover controlled drugs or alcohol on Town premises
shall notify the First Selectman.
E.
Employees must report their use of over-the-counter or prescribed
medications to their supervisors if the use might impair their ability
to perform their job safely and effectively. Employees must further
respond to requests from their supervisors as to whether they are
taking any medications which might impair their ability to perform
their job safely and effectively. A determination will then be made
as to whether the employee may be allowed to continue to work.
F.
The appropriate, legal use of over-the-counter or prescribed drugs
(except medical marijuana) is permitted at work or during work hours
if such use does not impair an employee's ability to perform
the essential functions of the job effectively and in a safe manner
that does not endanger or pose risk of injury to the employee, other
individuals in the workplace and/or the general public. Employees
must keep all prescribed medicine in the original container, which
identifies the drug, date of prescription, dosage and prescribing
physician. Abuse, misuse or inappropriate use of prescription drugs
also violates this policy.
G.
The Town shall not discipline an employee for the lawful use of medical
marijuana, if such use is: authorized by a health care provider and
the employee submits proof of such authorization to the Town as required;
not otherwise prohibited by any federal law applicable to the work
the employee performs for the Town; does not restrict the Town's
ability to obtain federal funding; and is strictly confined to lawful
use outside of the workplace and working hours that does not cause
the employee to be under the influence in the workplace or during
work hours.
H.
In compliance with applicable state and federal law and regulations,
any employee who operates a commercial motor vehicle requiring a commercial
driver license (CDL), or is an applicant for a driver position, will
be subject to alcohol and drug testing as further described in a separate
policy for all such affected individuals.
I.
The Town may also test employees for drug and alcohol use when the
Town has reasonable suspicion to believe that an employee is unable
to perform or is deficient in performing their job responsibilities
due to the influence of drugs or alcohol. Generally, reasonable suspicion
means, but is not limited to, direct, individualized observation by
a representative of the Town of: employee use, possession, sale or
distribution of controlled substances, drug paraphernalia or alcohol;
abnormal behavior by an employee while at work; a noticeable or substantial
change in work performance; or physical symptoms or manifestations
of being under the influence of controlled substances or alcohol.
J.
Town employees who have been designated in high-risk or safety-sensitive
positions by the Connecticut Department of Labor will further be subject
to random testing for drug and alcohol use in accordance with applicable
law.
K.
Failure or refusal of an employee or applicant to cooperate fully
with any portion of this policy, or to submit to or comply with any
drug or alcohol testing as may be lawfully required, will be grounds
for disciplinary action up to and including termination or denial
of employment.
In order to maintain a safe and comfortable working environment
and to ensure compliance with applicable laws, smoking in Town offices
and buildings is not allowed. Employees may be subject to disciplinary
action for violating this policy.
A.
All employees are representatives of the Town and are expected to
project a positive image of the Town to the public and to anyone associated
with the Town. As such, employees are expected to wear appropriate
business attire when at work. The wearing of revealing or sexually
provocative clothing will not be permitted. Moreover, the following,
without limitation, are examples of clothing which do not present
a businesslike appearance for those who have contact with the public,
and which, therefore, will not be permitted: jeans (exception: jeans
are permitted on "Dress Down Fridays"), tank-tops, T-shirts with inappropriate
slogans or messages, shirts which expose the midriff, shorts/skirts
which do not extend below the mid-thigh, off the shoulder dresses/shirts/blouses/sweaters,
sweats and exercise clothing, casual footwear and all types of dirty
or ripped/ragged clothes. Adjustments to above-noted clothing may
be made based on position and as approved by the immediate supervisor.
B.
Any employee who seeks an accommodation due to religious reasons
or because of a disability to the standards above should schedule
a meeting with his/her supervisor and/or the Human Resources Department
to discuss possible accommodation options.
C.
If an employee reports for work improperly dressed, his/her supervisor
will instruct the employee to return home to change clothes or will
take other appropriate corrective action. Employees will not be compensated
during such time they are away from work. Repeated violations of this
policy will be cause for disciplinary action, up to and including
dismissal.
D.
Employees are also expected to maintain good work habits at all times.
All work areas are to be kept neat and orderly at all times, to assure
ease in retrieval of necessary information. Employees should also
maintain professional posture at all times, and, for example, should
not put their feet up on any furniture while at work. In addition,
telephone courtesy at all times is essential. An employee answering
the telephone should state the department's name and then his/her
own name, and should be professional in dealing with the caller, and
responsive to the caller's needs.
The Town recognizes the need for occasional personal calls to
be made or received during business hours for situations such as checking
on family members' health or safety, child care, elder care,
emergency transportation, etc. The Town expects employees to keep
the number of personal phone calls to a minimum, to make and receive
them during personal time (e.g., breaks or lunch), and to limit the
duration of such phone calls. In addition, when a long distance phone
call must be made, the call must be billed to the caller's personal
phone number. Employees should not use the Town as a personal mailing
address and personal mail should not be put through the Town's
postage meter. Use of Town stationery for personal mail is prohibited.
A.
The use of personal cell phones, including text messaging, shall
be kept to a minimum during working hours as they create distractions
in the workplace, disrupt productivity, may present potential security
and safety hazards and may cause privacy concerns for employees. Personal
cell phones should only be used in areas where they do not interfere
with the work of other employees and when used, must be done so in
accordance with applicable federal, state and local laws. Personal
cell phone abuse is subject to disciplinary action.
B.
Employees assigned Town of Ellington equipment (e.g., cell phones,
pagers, radios, etc.) are expected to protect the equipment from loss,
damage or theft. Upon resignation, termination of employment, or any
time upon request, the employee will be asked to produce the equipment
for return or inspection. Employees unable to present the equipment
in good working condition within a reasonable time period (24 hours)
will bear the cost of a replacement. Employees who separate from employment
with outstanding debt for equipment loss or unauthorized charges will
be considered to have left employment on unsatisfactory terms and
may be subject to legal action for recovery of the loss.
C.
Cell phones that are purchased through the Town of Ellington are
the property of Town of Ellington. The primary use of the cell phone
is for work-related business. Personal use of a Town-owned cell phone
should be occasional.
|
NOTE: Under no circumstances should the assigned cell phone
be used as a replacement for a personal cell phone or residential
landline phone.
|
D.
Individuals to whom cell phones have been provided are responsible
for the security and maintenance of the phones and must promptly report
any damage, theft, or vandalism to the Finance Office.
E.
Per state law, cell phone (Town-owned or personal) use is prohibited
while driving a Town-owned or personal vehicle. Should an employee
need to make or receive a call (including text messaging) while driving,
s/he should locate a lawfully designated area to park and make or
receive the call or use a hands-free speaking device.
A.
The Town seeks to promote a safe and healthy physical environment
for all employees. These guidelines are designed with employee safety
in mind. In addition to complying with these guidelines and any directives
from supervisors, each employee should insure that no action s/he
takes endangers himself or herself or a fellow employee or results
in the destruction of property.
B.
Every employee needs to be aware of and adhere to the following safety
precautions:
(1)
Notify your supervisor of any emergency situation.
(2)
If you are injured or become sick at work, no matter how slight,
inform your supervisor immediately.
(3)
If you have an accident at work, immediately report it to your
supervisor, who will assist you in completing an incident report.
This incident report must be submitted within 24 hours of any accident
so that it can be filed with our Workers' Compensation carrier,
if necessary.
(4)
Learn how to lift properly. Bend your knees and keep your back
erect. Get help when necessary.
(5)
Keep work areas neat and arrange workstations so there are no
hidden safety or health hazards.
(6)
Keep passageways clear at all times.
(7)
Report unsafe working conditions immediately to your supervisor.
(8)
Report damages or broken machines and equipment to your supervisor.
(9)
Practice safety awareness by thinking defensively, anticipating
risks and reporting unsafe conditions immediately.
(10)
Know the locations, contents and use of first aid kits, Automated
External Defibrillators (AED), fire alarm pull stations and fire extinguishers.
(11)
Become familiar with the Emergency Action Plan for Employees
and the procedures for reporting a fire/emergency.
(12)
Become familiar with the Exposure Control Plan and procedures
to eliminate or minimize occupational exposure to blood-borne pathogens.
The safety and security of its employees and residents is important
to the Town. Acts of intimidation, threats, threatening behavior,
or acts of violence against employees, visitors or others associated
with the Town by anyone on Town property or otherwise in the course
of their relationship with the Town will not be tolerated. Violations
of this policy will lead to appropriate action that may include discipline
up to dismissal, arrest and prosecution.
A.
The Town has a zero tolerance policy against any form of intimidation,
threats or violence in the workplace. Any form of intimidation, threat
or violent act is strictly prohibited. Violations of this policy include
but are not limited to: participating in, provoking or otherwise contributing
to any threat or violent act in the workplace; abuse, assault, battery,
oral or written threats, intimidation, and harassment; and possession
of any firearm(s) or any other type of weapon on any Town property
or work location(s) (unless authorized to carry weapons by the Town
or state). Because it is often difficult to distinguish between a
real threat and one made in jest, all threats will be treated as real
and therefore even threats of violence spoken only in a joking manner
are strictly prohibited by this policy. Any employee who makes a threat,
whether express or implicit, exhibits threatening behavior, or engages
in any violent act or other violation of this policy on Town property
or otherwise in the course of their employment with us, shall be removed
from the premises as quickly as safety permits, and shall remain off
Town property pending the outcome of an investigation. Depending on
the circumstances involved, the Town's response may include,
but is not limited to, reassignment of job duties, discipline up to
and including suspension and termination of employment, and/or criminal
prosecution of the person(s) involved.
B.
All Town personnel are responsible for notifying their supervisors
and the First Selectman of any violation of this policy, including
but not limited to, any threats they have witnessed, received, or
have been told that another person witnessed or received. All reports
will be investigated fully and promptly. Any intentionally false or
misleading report will be grounds for disciplinary action.
C.
Employees must notify the First Selectman if they have a restraining
order against someone and provide a copy of said order.
D.
The Town's premises are restricted to individuals with a legitimate
business purpose. Any employee who observes any individual (including
current or former employees) loitering, or present on the premises
without an apparent business need to be there or otherwise interfering
with operations, should report the circumstances immediately to their
supervisor and the First Selectman.
Unauthorized employee use of any Town equipment and supplies
for non-work-related purposes is strictly prohibited. Examples of
equipment and supplies that employees may not use without authorization
include the following: computers/printers, copiers, telephones, fax
machines, postage meter, and work supplies (pens, papers, tape, etc.).
Unauthorized use or negligence in the care and use of Town property
shall subject an employee to disciplinary action, up to and including
termination. Employees may not "borrow" Town equipment or supplies
for personal use.
Town employees who need transportation for the performance of
their duties will either have a Town vehicle assigned or available
to them, or be adequately reimbursed for the use of a privately owned
vehicle when such use is authorized. Personnel requiring transportation
in the performance of their official duties are expected to conform
to the policies set forth herein. It is the responsibility of the
department head to assure that employees under their supervision conform
to this policy.
A.
Assigned vehicles for on-call personnel: Personnel who are on-call
for emergencies are assigned Town vehicles (First Selectman, Director
of Public Works, Fire Marshal, Foreman, Assistant Foreman, and Animal
Control Officer). The assigned vehicles may be used for commuting
to and from work on a regular basis, used to obtain meals while on
duty, driven to evening meetings and used for out-of-town travel on
Town business. Under no circumstance shall any family member or any
other unauthorized individual be permitted to drive any Town vehicle.
B.
Town vehicles: Personnel who use Town vehicles (except on-call personnel)
shall park them in the Town Hall parking lot overnight. Town vehicles
are to be used strictly to conduct Town business. Use of Town vehicles
to conduct personal business is prohibited.
(1)
If an employee wishes to use a Town vehicle, the employee must
obtain authorization by the respective department head or the First
Selectman. A copy of the employee's driver license must be on
file in the Finance Office. The Town reserves the right to obtain
a copy of the employee's DMV driving record.
(2)
Passengers, other than Town employees, are not allowed in Town
vehicles unless required to conduct Town business or authorized by
the First Selectman. Under no circumstances shall any unauthorized
individual be permitted to drive any Town vehicle.
C.
Privately owned vehicles used to conduct Town business: A privately
owned vehicle may be used for transportation in the performance of
official Town business upon approval of the department head or the
First Selectman, when a Town vehicle is not available or under special
agreement approved by the First Selectman.
(1)
Employees shall be compensated for privately owned vehicle usage
at the prevailing IRS rate per mile. No employee shall use a personal
vehicle on official Town business unless approved in advance and a
certificate of insurance is first submitted to the First Selectman.
Employees are required to maintain liability insurance on privately
owned vehicles used on Town business at a level not less than $100,000
per person/$300,000 each occurrence for bodily injury and $50,000
property damage, or combined single limit of $300,000. The Town carries
limits of $1,000,000 with an additional $10,000,000 in excess liability
insurance. Proof of insurance will be required for mileage reimbursement.
(2)
Employees are personally responsible for insuring privately
owned vehicles for physical damage claims including but not limited
to glass, theft, vandalism and collision. The Town does not provide
any excess physical damage coverage; however, if an employee is involved
in an accident while on official Town business, the Town of Ellington
shall reimburse the employee for the policy deductible up to a maximum
payment of $500. Payment will be made upon receipt of all documentation
required including proof of payment from the employee's insurance
carrier.
D.
Recordkeeping: Any employee who uses a Town vehicle on Town business
shall keep a record on a log, to be supplied by the Town, of mileage,
destination, time and purpose of trip. The record log, along with
the completed log forms, will be kept with the keys to the vehicle.
E.
Financial responsibility:
(1)
Employees operating Town automobiles are protected against claims
for property damage and/or bodily injury arising out of the use of
that vehicle when:
(a)
The employee is acting in the performance of his/her duties
and within the scope of his/her employment; and
(b)
The damage is not the result of a willful, malicious or intentional
act. Employees operating Town vehicles outside the performance of
their duties and scope of employment and without the written permission
of the First Selectman shall be held responsible for property damage,
including but not limited to the reasonable value of wear and tear
on the car, and/or personal injury arising out of such unauthorized
use.
(2)
Employees using privately owned vehicles on official Town business
are provided liability coverage by the Town on an "excess" basis,
secondary to any other collectible insurance. This does not include
physical damage coverage to the employee's vehicle (comprehensive
and collision). Mileage reimbursement payments anticipate insurance
costs borne by the owner of the vehicle; therefore, any privately
owned vehicle used on business must be covered by insurance with minimum
limits as set forth herein. The mileage reimbursement rate will be
determined by IRS guidelines.
F.
Conduct in the use of motor vehicles: Employees using Town or personal
vehicles shall use appropriate caution in their driving habits and
abide by all applicable laws governing both emergency and nonemergency
use. All Town employees are required to use seat belts when operating
a Town vehicle and when operating a privately owned vehicle in the
conduct of official Town business. Operation of a Town vehicle or
a personally owned vehicle without a valid driver's license is
expressly prohibited.
G.
Markings: All Town vehicles shall be identified by a Town seal displayed
on each side of the vehicle except for vehicles assigned to the police
and First Selectman. All vehicles shall bear municipal license plates.
No private equipment, decorations, stickers or advertisements shall
be affixed to a Town vehicle.
H.
Maintenance of Town vehicles: Mechanical problems of which the operator
becomes aware shall be reported to the Department of Public Works
immediately. Doors shall be locked and windows closed when vehicles
are not being used. Under no circumstance shall a privately owned
vehicle be fueled, maintained or otherwise serviced by the Town of
Ellington, even if the vehicle is being used for municipal purposes.
The Town reserves the right to charge individual drivers of Town vehicles
for costs of repairs due to carelessness and/or damages beyond normal
wear and tear. Employees are expected to leave the interior of the
vehicle in the same condition as they found it; remove all trash and
belongings.
I.
Complaints: All complaints concerning Town vehicles, drivers or passengers
shall be immediately investigated by the Supervisor. The results of
the investigation shall be reported in writing to the First Selectman.
The report shall contain the following: Name, address and phone number
of the complainant; name and operator's license number of the
driver; summary of the complaint; findings of the investigation; remedial
action taken, if any.
J.
Fines and charges: Parking fines and moving violations are the personal
responsibility of the vehicle operator. All such fines and charges
must be reimbursed to the Town if necessary. If any fines, charges
or other bills owed to the Town by the employee pursuant to this policy
are not paid within three months of the date they are incurred, the
Town will request authorization to deduct proper legal amount from
the employee's paycheck after one written warning to the employee.
K.
Penalties and discipline: Employees with poor driving records may
have the privilege of using a Town vehicle revoked. Each employee
using a Town vehicle shall provide the Town with a copy of his or
her driving record annually, if requested by the Town.
L.
Accident reporting procedures: Employees involved in an automobile
accident while conducting Town business must follow the following
procedures:
(1)
Remain calm. Do not argue.
(2)
If possible, move your vehicle out of harm's way. Stop
the vehicle and turn off the ignition.
(3)
Make sure everyone is all right. Call for medical assistance
if necessary.
(4)
Contact the police. By reporting the accident to the police
and filing a report, you will help protect the Town from potential
liability claims and legal action.
(5)
Use the Town of Ellington Vehicle Accident Report Form to record
the following information: names, addresses, driver's license
numbers and insurance company information. Note weather and road conditions.
Record the names and telephone numbers of any witnesses.
(6)
Take a photograph of the damage if a camera is available.
(7)
Submit the Town Vehicle Accident Report form to the Finance
Office. The Finance Office will notify the Town of Ellington insurance
carrier.
M.
Failure to comply with the provisions of the Use of Town Vehicle
and Personal Vehicles for Town Business Policy shall result in discipline,
up to and including termination.
All records, files, documents, equipment and other materials,
or copies thereof, relating to the Town's business, shall be
and remain the sole property of the Town. These materials shall not
be removed from the Town's premises except when required in connection
with the performance of an employee's duties for the Town, and
shall be promptly returned to the Town and not retained by any employee
upon request at any time and upon termination of employment with the
Town. Employees must return all Town property in their possession
by their last day of employment.
It is the responsibility of all employees to observe the policies
and regulations necessary for the proper operation of the Town's
departments.
A.
Department head responsibilities. Department heads are responsible
for the proper and efficient operation of their departments and for
enforcing Town policies and regulations. Department heads are authorized
to apply such disciplinary measures, as may be necessary, to enforce
Town personnel policies up to and including recommending dismissal
to the First Selectman.
B.
Types of disciplinary action. The type of disciplinary action taken
will vary with the severity of the situation and may include the following
measures: oral or written reprimand, demotion, suspension, dismissal,
denial of pay increases or other discipline of employees for such
reasons as, but not limited to, those stated herein. The Town reserves
the right to determine the appropriate disciplinary action based on
individual circumstances.
C.
Reasons for disciplinary action. All employees are expected to comply
with the Town's standards of behavior and performance. Disciplinary
action, up to and including dismissal, may be imposed upon an employee
for conduct or actions that interfere with or prevent the Town from
effectively and efficiently discharging its responsibilities to the
public.
(1)
The following shall be sufficient cause for disciplinary action;
however, the list is meant to be illustrative only and should not
be considered to include all reasons for disciplinary action:
(a)
Engaging in activities in violation of the Town Charter, Code
of Ethics, Town ordinances or Town policies and procedures;
(b)
Falsification of Town or employment records;
(c)
Substandard or unsatisfactory job performance;
(d)
Incompetence, inefficiency or negligence in the performance
of duties;
(e)
Theft or misappropriation of funds;
(f)
Fraud or dishonesty;
(g)
Misuse of, or causing damage or harm to, the property of the
Town, co-employees, visitors, or others associated with the Town;
(h)
Insubordination, disobedience or refusal to comply with supervisor's
instructions;
(i)
Sleeping or otherwise wasting time or loafing during working
hours;
(j)
Physical or verbal abuse of co-employees, visitors or others
associated with the Town;
(k)
Threatening or intimidating co-employees, visitors, or others
associated with the Town, including sexual harassment or harassment
or discrimination based on other protected categories;
(l)
Acts of violence, including bringing a weapon of any kind, licensed
or otherwise on Town property, or on Town business, unless otherwise
authorized to do so as part of job responsibilities;
(m)
Filing a false report or altering facts;
(n)
Falsely accusing others of inappropriate conduct or altering
of facts when reporting on the conduct of others;
(o)
Disorderly conduct or disruptive behavior, including provocations
or fighting with other employees, visitors, or others associated with
the Town on the premises or during Town business;
(p)
Use of profane or vulgar language while on Town premises or
during Town business;
(q)
Use or possession of alcohol or being under the influence of
alcohol while at work;
(r)
Use, sale, purchase, or possession of illegal drugs at work
or being under the influence of illegal drugs while at work;
(s)
Abuse of prescription drugs at work;
(t)
Unauthorized disclosure or use of privileged, proprietary or
confidential information;
(u)
Unauthorized absence from work;
(v)
Abuse of paid or unpaid time off;
(w)
Excessive absenteeism or tardiness;
(x)
Unauthorized use or destruction of Town property, equipment
or supplies;
(y)
Conviction of a criminal offense while employed by the Town;
(z)
Performing services for others during working hours;
(aa)
Action or conduct affecting or impairing the efficiency of the
Town service or that may bring the Town into disrepute;
(bb)
Any other conduct that the Town deems is adverse to the best
interests of the Town.
(2)
The foregoing list is nonexhaustive and is only intended to
be representative of the types of conduct for which discipline up
to and including dismissal may be imposed. This policy should be construed
as a guide for employees and supervisory personnel to illustrate the
Town's general philosophy on rules of conduct and discipline.
The Town reserves the right to determine what form of discipline,
if any, is appropriate for specific employee behaviors, given the
particular facts and circumstances present in each instance, and what
outcome would be in the best interests of the Town.
A.
Whenever possible, if employee performance, attitude, work habits
or personal conduct falls below a desirable level, supervisors shall
inform the employee of the problem and give counsel and assistance.
If appropriate and justified, a reasonable period of time for improvement
may be allowed before initiating a disciplinary action. In some instances,
a specific incident may justify severe disciplinary action up to and
including dismissal; however, the action to be taken generally depends
on the seriousness of the incident and the whole pattern of the employee's
past performance and conduct.
B.
The following are examples of the types of discipline the Town may
impose against employees at its discretion:
(1)
Written reprimand. In situations where an oral warning has not
resulted in expected improvements or where more severe initial action
is warranted, the Supervisor may issue a written reprimand with the
approval of the First Selectman which shall be given to an employee;
a copy shall be placed in the employee's personnel file.
(2)
Suspension. An employee may be suspended by the First Selectman
without pay for such reasons as misconduct, negligence, inefficiency,
insubordination, disloyalty, unauthorized absence or other lawful
reasons.
(3)
Demotion. An employee may be demoted by the First Selectman
to a position of a lower grade for which s/he qualified as a form
of discipline.
(4)
Dismissal. An employee may be dismissed upon the recommendation
of the First Selectman with the approval of the Board of Selectmen.
Prior to dismissal, an employee shall be provided with the opportunity
to challenge the action at a hearing before his/her supervisor and
the First Selectman. It is the policy of the Town not to rehire former
employees who have been dismissed, or who resigned while charges were
pending.
A.
Should the employee desire to appeal the decision/discipline, the
employee must notify the First Selectman in writing five business
days following receipt of the decision/discipline.
B.
Upon receipt of the written request to appeal, the First Selectman
shall attempt to resolve the issue by calling a meeting of the employee,
who is appealing the decision and the employee's Supervisor.
C.
In the event the parties are unable to settle the issue, the First
Selectman shall bring the matter to the Board of Selectmen, to be
discussed under Executive Session, unless the employee requests the
matter be discussed in open session, in accordance with Freedom of
Information Laws.
D.
The appeal shall be heard by the Board of Selectmen at its next regularly
scheduled meeting or at mutually agreed time and the First Selectman
shall give the employee written notice of the time and place of the
hearing.
E.
At such hearing, the employee may be represented by counsel/union
representative, may present any witnesses or evidence relevant to
the appeal, and shall have the right to cross-examine all witnesses
against him/her.
F.
The Board of Selectmen shall decide such appeal and render its written
decision within 30 business days after the close of the hearing.
