Personnel Policies and Procedures Manual...Willamalane is committed to providing a work environment free of unlawful harassment. Willamalane will not tolerate unlawful harassment of

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Personnel Policies and Procedures Manual

Updated: 1/31/2019

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TABLE of CONTENTS Foreword ..................................................................................................................................... 1

Variances ................................................................................................................................................... 1

Conflict With Collective Bargaining Agreement ................................................................................. 1

Effective Policy Dates ............................................................................................................................. 1

I. Equal Employment Opportunity Policy ........................................................................ 4

A. Equal Employment Opportunity Statement ................................................................................. 4

B. Unlawful Harassment ....................................................................................................................... 4

C. No Retaliation ................................................................................................................................... 5

D. Complaint Reporting Procedure ..................................................................................................... 5

E. Assistance In Avoiding Discrimination And Unlawful Harassment ......................................... 7

II. Selection Of Personnel ................................................................................................... 8

A. Posting Of Jobs ................................................................................................................................. 8

B. Employment Application ................................................................................................................ 9

C. Qualifications And Screening Of Applicants ............................................................................... 9

D. Interview ............................................................................................................................................ 9

E. Testing Policy .................................................................................................................................. 10

F. Hiring ................................................................................................................................................ 10

III. Employee Orientation Policy ....................................................................................... 11

A. Supervisor’s Responsibility ............................................................................................................ 11

B. Employee’s Responsibility ............................................................................................................. 11

C. District Information ....................................................................................................................... 11

IV. Classification Plans And Wage Scales ......................................................................... 12

A. Definitions ....................................................................................................................................... 12

B. Purposes ........................................................................................................................................... 12

C. Districtwide Adjustments To Classification Plans And Wage Scales...................................... 12

D. Movement Within Classification Plans And Wage Scales ........................................................ 13

V. Hours Of Work & Overtime Considerations, Rest And Meal Periods, And DistrictClosure ......................................................................................................................... 15

A. Work Hours ..................................................................................................................................... 15

B. Employee Classification/Compensation For Overtime ........................................................... 15

C. Overtime For Holidays .................................................................................................................. 15

D. Rest And Meal Periods ................................................................................................................... 16

E. District Closure Policy ................................................................................................................... 16

F. Other ................................................................................................................................................. 16

VI. Personnel Files ............................................................................................................. 17

VII. Pay ................................................................................................................................ 18

VIII. Benefits—All Employees ............................................................................................. 19

A. Leaves Of Absence ......................................................................................................................... 19

B. Deferred Compensation Plan ....................................................................................................... 22

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C. Other Benefits ................................................................................................................................. 22

IX. Benefits—Non Bargaining Unit Benefited Employees ............................................. 24

A. Leave Time ...................................................................................................................................... 24

B. Group Insurance ............................................................................................................................. 27

C. Employee Assistance Program ..................................................................................................... 28

D. Retirement Program ....................................................................................................................... 28

X. Employee Performance Appraisal System ................................................................... 30

XI. Employee Recognition ................................................................................................ 31

A. Employee Achievement Award Program .................................................................................... 31

B. Employee Years Of Service Award Program ............................................................................. 32

C. Employee Resignation/Retirement Recognition Program ....................................................... 32

XII. Termination And Rehiring .......................................................................................... 34

A. Types Of Termination ................................................................................................................... 34

B. Termination Pay Full-Time And Part-Time Non-Bargaining Unit Benefited EmployeesOnly .................................................................................................................................................. 34

C. Medical Insurance Upon Termination ......................................................................................... 34

D. Reemployment ................................................................................................................................ 35

XIII. Discipline ..................................................................................................................... 36

A. Intent ................................................................................................................................................ 36

B. Standard ............................................................................................................................................ 36

C. Types Of Discipline ........................................................................................................................ 36

D. Discharge ......................................................................................................................................... 36

E. Due Process ..................................................................................................................................... 36

XIV. Grievance ...................................................................................................................... 38

XV. Drugs And Alcohol ....................................................................................................... 39

A. Employee Assistance Program ..................................................................................................... 39

C. Education ......................................................................................................................................... 40

D. Prohibited Conduct ........................................................................................................................ 40

E. Workplace Drug-Related Convictions ......................................................................................... 41

F. Testing .............................................................................................................................................. 41

G. Types Of Testing ............................................................................................................................ 41

H. Return To Duty ............................................................................................................................... 43

I. Follow-Up ........................................................................................................................................ 43

J. Drug-Testing Laboratories ............................................................................................................ 44

K. Refusal To Submit To A Test ....................................................................................................... 44

L. Discipline ......................................................................................................................................... 44

M. Confidentiality ................................................................................................................................. 45

XVI. Safety ............................................................................................................................ 46

A. Safety ................................................................................................................................................. 46

B. Workers’ Compensation Insurance .............................................................................................. 47

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C. Return To Work Policy .................................................................................................................. 47

D. Violence In The Workplace .......................................................................................................... 48

XVII. Professional Organizations, Education, Training and Workshops…………………..50

A. Professional Organizations/Conferences (Adopted 1/12/05) ................................................ 50

B. Education—Full-Time Employees .............................................................................................. 51

C. Training And Workshops—All Employees ................................................................................ 52

XVIII. Information Systems Policy ......................................................................................... 53

Purpose ................................................................................................................................................... 53

Scope ....................................................................................................................................................... 53

Definitions .............................................................................................................................................. 53

Cellular Telephones ............................................................................................................................... 54

Landline Telephones ............................................................................................................................. 55

Copier, Printer, Scanner, Fax Machines ............................................................................................. 55

Computer Network ............................................................................................................................... 55

No Employee Expectation Of Privacy .............................................................................................. 55

Internet-Based Information And Applications ................................................................................. 56

Interpretation And Implementation ................................................................................................... 56

XIX. Consensual Relationship and Nepotism Policy........................................................... 58

Willamalane Park and Recreation District Personnel Policy and Procedures Manual

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FOREWORD

VARIANCES

(Adopted 06/26/96) All policies in this manual are intended as guidelines for personnel relations between the District and its employees. The policies are not intended to be a contract of employment, nor a guarantee to any person to continue his/her employment for any specified length of service. Management reserves the right to interpret and administer the policies in this manual in accordance with its interest and in accordance with the collective bargaining agreement for bargaining unit employees. As with any guidelines, exceptions may be made, at management’s discretion, as appropriate for individual situations.

CONFLICT WITH COLLECTIVE BARGAINING AGREEMENT

(Adopted 06/26/96) It is not the intent of the provisions of this manual to conflict with the collective bargaining agreement. In cases where these policies do conflict with the agreement, the latter shall govern as to bargaining unit employees. However, in areas not governed by the agreement, these policies shall pertain to all employees of the Willamalane Park and Recreation District.

EFFECTIVE POLICY DATES

The policies in this manual reflect the latest adoption dates. Many of these policies were previously adopted and in effect, and were included in previous WPRD Personnel Policy manuals. Copies of past Personnel Policy manuals are kept on file at the Administration Center, and may be used as research tools to determine the initial effective date of any particular policy.

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DEFINITIONS

(Revised 12/9/15)

EMPLOYEE: Anyone who is employed by salary or wages with Willamalane Park and Recreation District, excluding temporary hires through employment agencies.

BARGAINING UNIT EMPLOYEE: Employees who are represented by the AFSCME bargaining unit contract. This includes employees who regularly work 20 hours or more per week in a single job classification, exclusive of seasonal or temporary employees who work 179 days or less per year, supervisory or confidential employees as defined by ORS 243.650.

BARGAINING UNIT BENEFITED EMPLOYEE: Employees who are represented by the AFSCME bargaining unit contract. Employees who regularly work twenty-five (25) hours or more per week in a single job classification, exclusive of seasonal or temporary employees who work 179 days or less per year, supervisory or confidential employees as defined by ORS 243.650. Employees who regularly work an average of at least 25 hours per week over 180 days or more are considered in the bargaining unit and benefited.

NON BARGAINING UNIT EMPLOYEE: An employee who is hired for indefinite tenure, not covered by the bargaining unit contract and not limited at time of hire by a stated term or for a specific project.Non Bargaining Unit Benefited Full-Time: A supervisory or confidential employee who regularly

works a minimum of forty (40) hours per week on a continuing basis. Non Bargaining Unit Benefited Part-Time: A confidential employee who regularly works less than

forty (40) hours per week and greater than twenty-five (25) hours per week for 180 days or more.Non Bargaining Unit Part-Time: An employee who works less than twenty-five (20) hours per week

in for 179 days or less.

SEASONAL OR TEMPORARY EMPLOYEE: An employee who has been hired for a specific project or definite period, with such limited-period employment stipulated at the time of hire, not to exceed 179 days.

GRANT-RELATED EMPLOYEE: An employee who works less than twenty (20) hours per week hired for a school-year grant-related position. These employees are hired at a specific rate of pay and will not receive COLA and merit increases.

PROBATIONARY EMPLOYEE: Any new non bargaining unit benefited employee who works at a position for a trial period of six months, and up to one year. Any new non bargaining unit part-time employee who works at a position for a trial period of one year. All probationary employees are evaluated on the basis of their positions. A probationary employee may be terminated without cause by the District.

EXEMPT EMPLOYEE: An employee who works in classifications that qualify for exempt status such as executive, supervisory, administrative, or professional occupations as outlined in the Fair Labor Standards Act and are, therefore, not subject to overtime requirements.

NONEXEMPT EMPLOYEE: An employee who works in classifications that do not qualify for exempt status, and are therefore subject to overtime requirements as outlined in the Fair Labor Standards Act.


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SUPERVISOR: Supervisory employee means any individual having authority in the interest of the employer to hire, transfer, suspend, lay off, recall, promote, discharge, assign, reward or discipline other employees, or responsibly to direct them, or to adjust their grievances, or effectively to recommend such action, if in connection therewith, the exercise of the authority is not of a merely routine or clerical nature but requires the use of independent judgment (ORS 243.650). All references to supervisor implies both the immediate supervisor and any supervisors following the chain of command.

MANAGEMENT TEAM: An executive level management employee who reports directly to the Superintendent.

CONFIDENTIAL EMPLOYEE: An employee who assists and acts in a confidential capacity to a person who formulates, determines and effectuates management policies in the area of collective bargaining (ORS 243.650).

SUPERINTENDENT: The superintendent is the chief executive officer of the District. The superintendent is under contract to the Board of Directors (hereinafter referred to as “the Board”) and is subject to the rules and regulations of this Personnel Policy only as directed by the Board or mandated by law.


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I. EQUAL EMPLOYMENT OPPORTUNITY POLICY

(Revised 9/12/06) Section I is effective as of October 12, 2005. This section supersedes any prior written or oral policies, statements or understandings on these subjects.

A. EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

Willamalane Park and Recreation District is an equal opportunity employer and does not discriminate on the basis of race, religion, color, national origin, physical or mental disability, marital status, age, sex, injured worker’s status, veteran’s status or any other classification protected by law.

It is the policy of Willamalane that all employees work in an environment where the dignity of each individual is respected.

If you are aware of any violation of this policy, report it immediately to your supervisor, department manager, Human Resource/Risk Program Manager, division director, the Administrative Services Division Director or the Superintendent, as provided in this policy.

B. UNLAWFUL HARASSMENT

Willamalane is committed to providing a work environment free of unlawful harassment. Willamalane will not tolerate unlawful harassment of our employees by anyone—coworkers, managers, patrons, customers or vendors.

Unlawful harassment is unacceptable in the workplace or any setting that impacts the work environment, including any setting outside the workplace, such as at conferences, trainings, business trips, business meetings or social events.

Any incident of unlawful harassment should be reported immediately to your supervisor, department manager, Human Resource/Risk Program Manager, division director, the Administrative Services Division Director or the Superintendent, in accordance with this policy, so that Willamalane may investigate and take prompt corrective action where appropriate.

1. Sexual Harassment: Willamalane is committed to providing a workplace free of sexualharassment. Sexual harassment will not be tolerated because it is unlawful, wrong, bad formorale and counterproductive. Sexual harassment includes unwelcome sexual advances, requestsfor sexual favors, and other verbal or physical conduct of a sexual nature if (1) submission to theconduct is in any way made a term or condition of employment; (2) submission (or rejection) isused as the basis for any employment related decisions; or (3) the conduct has the purpose oreffect of unreasonably interfering with an individual’s work performance or creating anintimidating, hostile or offensive work environment.

Some examples of sexual harassment are physical harassment, such as unnecessary or offensive touching; impeding or blocking movement; leering; whistling; suggestive, insulting or obscene gestures; or unwanted sexual advances; verbal harassment, such as teasing and sexual talk, including sexual jokes or personal inquiries, or persistent unwanted courting, or sexist put-downs or insults; visual harassment, such as lewd, derogatory or sexually suggestive objects, posters, cards, calendars, cartoons, and pictures; and retaliation for having reported or threatened to report sexual harassment.


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All employees should be aware that no employee, supervisor, manager or officer of Willamalane, no matter what position is held, has the authority to engage in sexually harassing conduct.

2. Other Forms of Unlawful Harassment: Similar behaviors (e.g., derogatory comments,jokes, cartoons, physical aggression, etc.) when based on race, religion, color, national origin,physical or mental disabilities, marital status, sex, age, veteran’s status or injured worker’s status,also violate this policy. Employees should keep in mind that conduct, which appears to bewelcome or tolerated by one employee, may be very offensive to another. Willamalane will nottolerate discrimination. Willamalane expects all managers, employees, patrons and customers torefrain from any words or conduct (including ethnic jokes, religious slurs, slang terms denotingrace, national original, disability, etc.), derogatory comments, cartoons, graffiti, etc., that mightcreate a hostile or offensive working environment.

C. NO RETALIATION

Willamalane prohibits retaliation against any employee who brings discrimination or unlawful harassment charges; or who reports discrimination or harassing behavior directed at persons other than the employee; or provides information concerning a complaint; or assists in investigating charges. It is critically important to Willamalane that all employees feel free to come forward with any complaints or concerns regarding discrimination or unlawful harassment. Any retaliation against any employee is forbidden in the strongest possible terms. Acts of retaliation should be reported immediately, as provided for herein, and will be promptly investigated. Any employee found to have engaged in retaliatory action or behavior will be subject to discipline, up to and including dismissal. False charges or allegations shall also be regarded as a serious offense and will be subject to discipline, up to and including dismissal.

D. COMPLAINT REPORTING PROCEDURE

Willamalane strongly encourages employees, who believe they are being subjected to discrimination or unlawful harassment, to inform the offender that his/her behavior is unwelcome and request that he/she stop such conduct immediately. Willamalane encourages person-to-person, informal resolution of issues involving discrimination and unlawful harassment, whenever it can be achieved in a timely, safe and effective manner.

The Board of Directors of Willamalane strongly urge the reporting of all incidents of discrimination, unlawful harassment or retaliation, regardless of the offender’s identity or position. If any employee feels he/she is the victim of discrimination or unlawful harassment, or observes what appears to be discrimination or unlawful harassing conduct, that employee shall immediately report such incident to their supervisor, department manager, Human Resource/Risk Program Manager, division director, the Administrative Services Division Director or the Superintendent. Employees who do not feel comfortable reporting their complaints to their supervisor or other managers may bring the complaint to any of the other designated representatives mentioned above. Any employee who reports directly to the Superintendent, or who believes that the discriminatory conduct, unlawful harassment, or retaliation is condoned by management, may report their complaint directly to the District’s legal counsel.

If you believe that your complaint or concern was not handled properly, or that you have been subjected to retaliation for making a complaint, you should immediately notify the Human Resource/Risk Program Manager, Administrative Services Division Director, or the Superintendent.


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If you are uncomfortable with those reporting options, then you may report to the District’s legal counsel.

Early reporting and intervention have proven to be the most effective method of resolving incidents of harassment or discrimination. Therefore, Willamalane strongly urges the prompt reporting of complaints.

All formal complaints will be promptly investigated. The Human Resource/Risk Program Manager, Administrative Services Division Director, or the Superintendent will coordinate the investigation of formal complaints. The Human Resource/Risk Program Manager, Administrative Services Division Director, or the Superintendent will either personally investigate the complaint; direct the District’s legal counsel or some other outside source to investigate the complaint; or direct a supervisor or manager to investigate the complaint. The person reported to have discriminated or unlawfully harassed another employee, will be advised of the allegations and will be afforded an opportunity to respond to the complaint.

All employees shall fully cooperate in any investigation of a formal complaint and shall honestly and fully discuss the situation with the person assigned to investigate the complaint. Any employee who fails to cooperate with an investigation may be subject to disciplinary action, up to and including dismissal.

Upon completion of the investigation, any employee who has been found to have discriminated or unlawfully harassed another employee will be subject to disciplinary action, which may include training, mandatory counseling, reprimand, reassignment, demotion, suspension without pay, or dismissal, as appropriate under the circumstances.

As soon as an investigation is completed, the complainant and the employee who is alleged to have discriminated or unlawfully harassed another employee shall be informed of the results of the investigation and any disciplinary action taken, if any.

Procedure:

1. Employee Responsibility: All discrimination, unlawful harassment or retaliation shall be reported to theemployee’s supervisor, department manager, Human Resource/Risk Program Manager, division director,the Administrative Services Division Director, or the Superintendent. As provided above, the employeemay also bring complaints to the District’s legal counsel, when appropriate.

2. The employee shall provide a written complaint detailing the alleged discrimination, unlawful harassmentor retaliation. The complaint shall indicate the name of the victim, the offender, and any witnesses to theoffender’s conduct. The complaint shall list the date, time and place of all offending conduct. A complaintmay be verbally reported to a supervisor/manager with the request that the supervisor/manager reducethe complaint to writing. Such verbal complaint shall include all of the same information required for thewritten complaint. The complainant shall be given an opportunity to review the formal complaint andmake any revisions before signing the complaint.

3. Anonymous complaints will not be investigated.

4. Supervisor/Manager Responsibility: In all cases where a supervisor/manager receives a formal complaintor otherwise learns of any possible discrimination, unlawful harassment or retaliation then thesupervisor/manager shall immediately report such conduct to the Human Resource/Risk ProgramManager, Administrative Services Division Director or the Superintendent. If the allegations involve suchpersons, then the report may be made to the District’s legal counsel.


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E. ASSISTANCE IN AVOIDING DISCRIMINATION AND UNLAWFUL HARASSMENT

Willamalane desires to take an active role in avoiding discrimination, unlawful harassment andretaliation. There are many options for resolving these types of issues. For assistance inavoiding discrimination, unlawful harassment or retaliation, or for assistance in responding topossible discriminatory or harassing incidents, employees and supervisors may contact theHuman Resource/Risk Program Manager, the Administrative Services Division Director, orthe Superintendent for guidance.

RESPECT DIFFERENCES – VALUE DIVERSITY


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II. SELECTION OF PERSONNEL

(Revised 03/09/16) Willamalane is committed to fostering, cultivating, and preserving a culture of diversity and inclusion. Willamalane embraces and encourages our employees’ differences in age, disability, ethnicity, family or marital status, gender identity or expression, national origin, physical and mental ability, race, religion, sexual orientation, socio-economic status, veteran status, and other characteristics that make our employees unique. Willamalane’s diversity initiatives are not limited to just our practices and policies on recruitment and selection, but to the development of a work environment built on the values of diversity and equity.

The District will comply with all state and federal employment requirements. The District will use a consistent recruitment process to ensure a fair, competitive selection process, and to select the best qualified applicant. The superintendent or his/her designated hiring authority shall select and hire all employees. All employees are subordinate to the superintendent in all matters. The superintendent has final authority over all decisions relating to personnel. The following are qualification and selection considerations:

In-House Applicants: The hiring authority may designate a posted job position as open toin-house applicants only. In-house applicants are defined as any current employee. In-houseapplicants follow the specified procedures for application.

Employing Relatives of Board Members: Relatives of Willamalane Board Members mayvolunteer, but may not be employed by the District. “Relatives” as defined by Oregon law,are listed below.1 Any other household member is also ineligible for employment with theDistrict.

Employing Relatives of Willamalane Staff: Pursuant to ORS 659A.309, relatives1 ofWillamalane staff may be employed by the Willamalane Park and Recreation District as longas they are not within the chain of supervision of the relative. Chain of supervision is definedas any supervisor that could have disciplinary authority over the employee from the directsupervisor to the Superintendent.

Veteran’s preference: Oregon’s veterans’ preference law requires the District to grant apreference to qualified and eligible veterans and disabled veterans at each stage in the hiringand/or promotion process. To be qualified for veterans’ preference, a veteran or disabledveteran must meet the minimum and other special qualifications for the position. To beeligible for veterans’ preference, a veteran or disabled veteran must provide certification thathe or she is a veteran or disabled veteran as defined by Oregon law. If the veteran haspassed the minimum qualifications and any necessary requirements, has transferable skills,and provided the appropriate documentation, the veteran will be granted an interview. TheDistrict is obligated to hire or promote a qualified and eligible veteran or disabled veteran ifhe or she is equal to or better than the top candidate, after the preference has been applied.

A. POSTING OF JOBS

The District shall post position openings as they become available or identified. The position opening shall be posted on the District’s online recruitment software. Open positions shall remain posted for a period of at least five consecutive workdays before the position is closed. The District

1“Relatives” may be defined under current state law as Family Relationship protected class status.

ORS 659A.309 (formerly 659.340): “member of an individual’s family” means: husband, wife, son, daughter, mother, father, brother, brother-in-law, sister, sister-in-law, son-in-law, daughter-in-law, mother-in-law, father-in-law, aunt, uncle, niece, nephew, or stepparent or stepchild of the individual.


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may advertise externally anytime it deems necessary to ensure qualified applicants. The District will identify positions that will be posted or needed as bi-lingual. The District will determine the bi-lingual language(s) based on the demographic representation per the Springfield Census. Justification will be submitted in writing to the appropriate Assistant Superintendent. Upon approval, a competency test will be given to determine fluency. Upon passing the competency test, bi-lingual positions will receive one dollar ($1.00) more per hour than a similar, non-bilingual position. Please see Human Resources for procedure.

Internal Postings: The hiring department may perform an internal recruitment if, in the judgment of the department manager, a sufficient number of applicants exists within the recruiting departments and/or the District workforce that possess the required qualifications.

Posting requirements are as follows:

Bargaining Unit Full-Time/Part-Time: Can be internal or external for a minimum of 5 days with a copy of posting to the Union. Non Bargaining Unit Benefited Full-Time: Must be external for a minimum of 5 days. Supervisory discretion will be made on advertising the position posting. Non Bargaining Unit Benefited Part-Time: Can be internal or external at supervisor’s discretion. Non Bargaining Unit Part-Time: Can be internal or external at supervisor’s discretion.

Exceptions to this policy may be made, at management’s discretion, for positions which need to be filled immediately, or for positions which are sporadic or inconsistent in nature due to programmatic needs.

B. EMPLOYMENT APPLICATION

All applications must be submitted using the district’s online recruitment software. The employment application form shall be a standard form to include applicant’s training, experience, general qualifications, and all other pertinent information. Reference letters and resumes are accepted as additional attachments.

C. QUALIFICATIONS AND SCREENING OF APPLICANTS

Applicants will be screened and scored to determine the best selection method in conjunction with the operating department. The Human Resources Department will assist the hiring manager with a consistent screening/scoring tool to determine whether applicants possess the essential requirements listed in the class specification and/or verified by the position analysis.

All applicants shall possess the qualifications and meet the minimum requirements for the job as stated in the class specifications.

D. INTERVIEW

The same interview rating form will be used for each applicant being interviewed for the same position. The designated hiring authority will develop a list of questions prior to the interview, ensuring all applicants will be asked the same questions.


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E. TESTING POLICY

The following procedures may also be used in the selection and hiring of personnel when determined necessary by the superintendent.

1. Practical examination and testing. According to guidelines in the EEOC, Willamalane willnot discriminate on the basis of race, color, sex, religion, national origin, age, or disability inthe manner and type of its use of testing procedures.

2. A thorough physical examination may be required to determine ability to perform specificduties. If a physical examination is required, it shall be by a physician designated by theDistrict and the fee will be paid by the District.

3. Drug testing must be conducted on all safety-sensitive positions after an offer ofemployment has been extended to a candidate. All offers of employment are contingentupon successful completion of drug-use testing. Tests must be completed prior to the timethe employee begins work.

4. Criminal background checks will be conducted on all employees after an offer ofemployment has been extended to a candidate. Department of Human Services (DHS)background checks will be conducted on all employees who work directly with children(Kids Club/Early Childhood) or who work in a facility that supervises children(Willamalane Center).

5. A three year non-employment Department of Motor Vehicles report will need to beprovided after hire if the position is designated as a District Driver. District Driver’s willneed to follow all procedures located in the Willamalane District Driver’s Guide. If drivingis an essential duty of the position, an offer of employment will be contingent uponpassing and maintaining the District’s safe driving protocol. See District Driver’s Manual.

F. HIRING

The individual selected for the position, and all other interviewees, will be notified of the selection outcome in an expedient manner.


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III. EMPLOYEE ORIENTATION POLICY

A. SUPERVISOR’S RESPONSIBILITY

(Adopted 6/26/96) It is each supervisor’s responsibility to orient all personnel under his/her supervision as to the District’s organizational structure and lines of authority, and the employee’s general rights and responsibilities as a staff member of Willamalane. Appropriate information to include in the employee orientation is the Personnel Policy and Procedures, Administrative Policy and Procedures, benefit information, and general District information. In addition, a copy of the labor contract will be given to bargaining unit employees. The supervisor will also orient the new employee to his/her job duties and responsibilities, as well as those job responsibilities of the supervisor and those employees with whom the employee will be working closely.

B. EMPLOYEE’S RESPONSIBILITY

(Adopted 6/26/96) Employees are expected to read their Personnel Policies and labor contract (bargaining unit employees) so as to be familiar with all issues found therein. Employees are also expected to work their standard workweek unless some form of leave time has been arranged with the supervisor. Employees may be required by the superintendent, a division director, or a supervisor to attend designated meetings, conferences, study groups, or training sessions. If the required attendance is outside normal working hours, employees will be compensated accordingly.

C. DISTRICT INFORMATION

(Adopted 6/26/96) All salaried and bargaining unit employees will be given a benefits booklet and will be expected to attend a District Orientation meeting.


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IV. CLASSIFICATION PLANS AND WAGE SCALES(Adopted 07/15/96)A. DEFINITIONS

1. Classification Plans: Classification plans, as used by Willamalane, are tools used to assign job positions to the proper classifications on the plan, based on the type of duties and responsibilities required of the position and also based on the amount of previous experience and/or training necessary to perform the position requirements, as outlined in the job description. New position classifications must be reported to the Board.

2. Wage Scales: Wage scales are instruments used to assign fair wages to the positions in the classification plans. Wages are determined through several means: by the classification of the job description (as described above); by wage-scale surveys of similar agencies; and by economic conditions. Wages within all levels of job positions have a low-to-high spread of 35%. New range classifications must be reported to the Board.

B. PURPOSES

There are three purposes for maintaining classification plans and wage scales at Willamalane.

1. To provide the District a tool whereby to place new employees, to make job status changes of existing employees, and to award fair wages and wage adjustments to all employees.

2. To give employees a scale by which to gauge their financial advancement.

3. To ensure that Willamalane wages remain competitive with wages of similar agencies, both public and private, throughout the Pacific Northwest.

C. DISTRICTWIDE ADJUSTMENTS TO CLASSIFICATION PLANS AND WAGE SCALES

1. Cost-Of-Living Wage Increase: Annually, the Board will consider the granting of a cost-of-living wage increase based on one or more of the published CPIs. The increase, if granted, will apply to all employees.

2. Wage-Scale Survey: A wage-scale survey of similar agencies, both public and private, in Lane County and throughout the Pacific Northwest, will be conducted periodically. Wage adjustments within each classification will be considered at this time, and adjustments may be made due to survey input. Also, reassignment of job positions to new classifications will be considered based upon survey input.

3. Wage Freeze: Uncertain economic conditions may necessitate the “freezing” or holding of employee wages. The Willamalane Board shall have final authority to “freeze” wages when necessary due to economic restraints.

a. During “freeze” periods, maximum percentage wage increases shall be granted as determined by either the Willamalane Board and/or prevailing public law. Percentage increases will be applied directly to each employee’s current wage-scale position.

b. If a “freeze” is in effect at the time a wage-scale survey is due, the survey will be postponed. Immediately following the end of the “freeze,” a wage-scale survey will be conducted as outlined above.


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c. If necessary, the wage scales shall be adjusted upward or downward to a level of averagewith the comparable agencies and positions within 18 months of the end of the “freeze.”

D. MOVEMENT WITHIN CLASSIFICATION PLANS AND WAGE SCALES1. New Hires: New employees will be placed at the appropriate position classification for which

they were hired.

Placement within the wage scale will be determined on an individual basis depending upon previous training and experience. No employee may be hired at a rate that is more than 20% above the minimum (minimum x 1.2) without authorization from the Superintendent.

2. Pay Increases: An employee may receive the following kinds of pay increases:a. for successful completion of the probationary period.b. for reclassification to a new position.c. through general adjustments to wage scales (COLA, wage-scale survey).d. through an annual pay increase. e. Bonus pay based on hours worked for part-time non-bargaining unit employees.

3. Probation: A new non bargaining unit Benefitedemployee is on probation for six months. Upon successful completion of the probationary period, non-bargaining unit benefited

employee will receive a 3% merit increase. The probationary period may be extended up to an additional six months if deemed appropriate by the supervisor and approved by the superintendent. A new non bargaining unit part-time employee is on probation for one year. Upon successful completion of the probationary period, a non-bargaining unit part-time employee will receive a 3% merit increase. Any probationary employee can be dismissed without cause.

4. Promotion: The superintendent or a designee may promote a District employee providing theemployee has demonstrated the necessary skills, has the necessary qualifications for theposition, and it is deemed to be in the best interest of the District to make any such promotion. When an employee is promoted to a higher classification, he/she will be paid the minimum rate of the appropriate pay range or be given a 5% increase in pay, whichever is higher. An employee who competes for a new position will need to complete a probationary period in the new position, otherwise, at the end of six months, a performance review will occur.

a. New Classification: Advancement to new classification may be granted by thesuperintendent upon the recommendation of the supervisor and division director.

b. Demotion After Promotion: Employees who receive an needs improvement rating ontheir six-month performance review following a promotion will be allowed to return totheir old position at their previous rate of pay or to a similar one if the old one is notavailable. Furthermore, in the event of an unsatisfactory rating, the District has the rightto return a person to the old position or a similar one if the old one is not available.

5. Lateral Transfer: The superintendent may transfer an employee to a new position within thesame classification and with the same level of responsibility when it is in the best interest ofthe District to make such a lateral transfer.

6. Demotion:

a. Reorganizational Demotion: In reorganization, management’s philosophy is thatdemotion is preferable to layoff. The superintendent may demote an employee based onreorganization needs when it is in the best interest of the District to make any such


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demotion. The employee’s wages will be adjusted downward to correspond with the lower classification to which he/she has been demoted. The adjusted wages may not be greater than the employee’s previous wages. The personnel file will clearly note that the change in job status was due to reorganization and not poor performance.

b. Disciplinary Demotion: In the event of misconduct which blocks the flow of businessactivities or adversely affects coworker productivity, it is management’s philosophy toremove an employee from a higher position to which an employee has advanced. Therewill be a corresponding downward adjustment in wage which may not be greater than theemployee’s previous wage. The change in job status as a result of the misconduct/inappropriate behavior will be recorded in the employee’s personnel file. For detailedinformation regarding discipline and discharge, please refer to Section XIV.

7. Annual Review

a. During the employee performance appraisal process, the supervisor will give the employee an overall rating. Employees will receive a 3% increase. Employees who are at the top or will reach the top of their range, will receive a 1% pay increase on their annual review date.

8. Bonus Pay (adopted 4/8/15)

a. A part-time non-bargaining unit employee is eligible for bonus pay of $100 for each 500 hours of work during the time period beginning April 1 through September 30, payable October 15 paycheck, or October 1 through March 31, payable April 15 paycheck. The bonus may be given upon termination of employment during this time period if the employee is in good standing with the district and has worked at least 500 hours.


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V. HOURS OF WORK & OVERTIME CONSIDERATIONS, REST ANDMEAL PERIODS, AND DISTRICT CLOSURE

A. WORK HOURS

(Adopted 07/15/96) The workweek at the District begins at 12:01 a.m. on Sunday and ends at 12:00 midnight on Saturday. Full-time employees will work a standard 40-hour workweek to be designated by their supervisors. Part-time employees will work according to their regularly scheduled hours as designated by their supervisors. Employees must complete their respective position responsibilities within the limits of their scheduled hours. Prior authorization from the supervisor will be required to work additional hours, except in emergencies.

B. EMPLOYEE CLASSIFICATION/COMPENSATION FOR OVERTIME

(Revised 10/12/11; effective 10/16/11) In accordance with the Fair Labor Standards Act (FLSA), nonexempt employees will be compensated for all overtime hours. Exempt employees are not subject to the overtime rule.

When a nonexempt employee does not work a holiday, but is compensated for that holiday, the day shall be considered a workday for the purpose of computing overtime.

1. Salaried employees in positions classified as nonexempt, or those covered by wage and hourregulations, will be compensated with compensatory time for hours worked in excess of theirstandard work hours. When time is worked in excess of an employee’s standard hours, but stilltotals less than 40 hours for the week, employees will be compensated for these additional hoursat a rate equal to straight time. Employees working over 40 hours per week will be compensatedat a rate of 1.5 hours for every overtime-hour worked.

2. Salaried employees in positions classified as being exempt from wage and hour overtimeregulations will not be compensated for overtime, but will receive additional vacation accrual.

3. Nonexempt hourly employees who work overtime, over 40 hours per week will be compensatedat a rate of pay 1.5 times their regular hourly rate. All overtime hours will be paid in the timeperiod in which they are worked.

4. An employee in probationary status is entitled to the same method of overtime compensation asdefined above.

C. OVERTIME FOR HOLIDAYS(Effective 7/1/15) Any non-exempt employee required to work on any of the listed holidays belowshall be compensated one and one-half (1-1/2) times their regular salary rate for all hours worked.

New Year’s Day * Labor Day Martin Luther King Jr. Holiday Veteran’s Day* Presidents’ Day Thanksgiving Day Memorial Day Friday after Thanksgiving Independence Day * Christmas Day *

*Whenever a recognized holiday falls on a Saturday, the preceding Friday is observed; when a recognized holiday falls on a Sunday, the following Monday is observed.


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D. REST AND MEAL PERIODS

(Adopted 07/15/96) Employees will be allowed a 15-minute rest period for every segment of 4 hours (or major part of 4 hours) worked in one work period. It is encouraged, but not mandatory, that each 15-minute rest period be taken in the middle of each work period. For work periods of six hours or more an unpaid meal period of at least thirty minutes will be taken between the second and fifth hour worked. Full-time employees may be allowed a one-hour meal period. If an employee is required to remain on duty during the meal period or performs any tasks, the employee must be paid for the meal period.

MINOR: In addition to the above-stated policy, employees who are minors (ages 14 through 17) must have at least a 30-minute meal period no later than 5 hours and 1 minute after the shift begins. Employees who are ages 14 and 15 must be relieved of work duties during this time.

E. DISTRICT CLOSURE POLICY

(Adopted 07/15/96) The superintendent is responsible for making the decision as to whether the District is closed down due to inclement weather conditions. This decision will be made at the earliest possible time. When the decision to close the District is made, all programs/activities are canceled and all buildings are closed. Some employees, however, may be required to work in order to prevent accidents or to handle emergency situations. The superintendent will notify the division directors and the Public Affairs manager of the decision to close the District. The Public Affairs manager will notify the media of the District’s closure. If the decision is made for a partial closure of the District, all employees whose positions are classified as supervisory, confidential, or as part of the bargaining unit are required to report to work at the normal time unless otherwise notified by their supervisor, television, radio, the District website.

F. OTHER

Please contact Human Resources Department for specific questions relating to hours worked, such as travel time, conference, etc.


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VI. PERSONNEL FILES

(Revised 9/12/06) The District maintains personnel files on all employees. The employee has the right to review his/her personnel file during normal working hours in the presence of an authorized individual. Authorized individuals are designated by the Administrative Services Division. In addition, the employee has the right to make copies of any material in his/her personnel file at employee’s expense.

Procedure:

1. Personnel files, both active and inactive, are to be locked at all times, except when in use byauthorized employees.

2. Individuals authorized to open the personnel files are: the Administrative Services Division Director,the Human Resource/Risk Program Manager, the HR/Payroll Specialist, and the ExecutiveAssistant.

3. Individuals authorized to review an employee’s personnel file during normal working hours are:

Employee Employee’s designated representative with signed authorization from employee Employee’s supervisor Authorized employees listed above

4. Employee and/or employee’s representative may review the employee’s personnel file only in thepresence of the authorized employees listed above.

5. Supervisors may review their employees’ personnel files alone.

6. Employee and employee’s representative may have copies of employee’s personnel records made byauthorized employees at employee’s or representative’s expense.

7. During a formal disciplinary or grievance situation, authorized employees will document on aPersonnel File Access Form (PFAF) which employee records were copied and given to employee orto employee’s representative. All must sign that this transaction occurred. (Actual copies ofeverything that was given out may be made for the file as well.)

8. Copies of employee’s authorization for representative to obtain files, as well as copies of the PFAF,must be placed in employee’s personnel file and must be given to employee or representative.


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VII. PAY

(Revised 01/01/04) Paydays for Willamalane employees are scheduled to fall on the fifteenth day of the month and the last day of the month (or the last working day preceding these days if the payday falls on a weekend or holiday).

Procedure:

Pay Period: Full-time employee pay periods will begin on the first day of the month and end on the fifteenth day; begin again on the sixteenth and end on the last day of the month. Part-time employee pay periods will include a two- or three-week schedule that will be designated at the beginning of each calendar year. Hourly Time Sheet: All part-time and temporary employees will complete a weekly time sheet. Supervisors are responsible for verifying and approving all hours worked, pay rate, job classification, and account code. Supervisors will submit time sheets to the payroll department each week as designated on the current year’s time sheet schedule. This schedule will be distributed and posted at the beginning of each calendar year.

Salaried Leave/Compensatory Time Report: All salaried employees will complete a Leave/Compensatory Time Report for each designated pay period. Reporting periods are the same weekly periods as designated for hourly time sheets. Salaried employees will report sick, vacation, floating holiday, conference/training, jury duty/witness, bereavement, military, compensatory time earned or taken, and any unpaid leave on this form. This form is due to the employee’s supervisor on the same date that time sheets are due as designated on the current year’s time sheet schedule.

Paychecks: Employees will receive their paychecks at the location they designate to their supervisor and the payroll system. Part-time employees are required to sign for their paycheck. Paychecks will be held at the facility for five working days after each payday. After these dates, the paycheck will be mailed to the employee’s address on the payroll file.

All questions regarding payroll matters should be directed to the employee’s supervisor or to the Human Resources Department/Payroll Department.


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VIII. BENEFITS—ALL EMPLOYEES

A. LEAVES OF ABSENCE

1. Injury Leave (Adopted 12/04/96): All Willamalane employees are covered for work-relatedaccidents/illnesses on the job under Workers’ Compensation insurance. Employees who areinjured on the job and have filed a proper claim with the District’s workers’ compensationcarrier will be paid by the insurance carrier. An employee having leave time available mayrequest that the difference between what the carrier pays and the employee’s net salary bepaid and charged against the employee’s accrued leave time. If employees do not haveenough accrued leave time to pay for the first three days of lost time, those hours will beunpaid. If the employee is absent for 14 or more consecutive days, the insurance carrier willthen pay for the first three days of lost time. Vacation and sick leave accrual will beterminated during the leave period; however, an employee may be eligible for FMLA/OFLAand COBRA coverage.

2. Witness or Jury Duty (Adopted 07/07/99): An employee shall be paid in full for timespent on jury duty. If the employee is released from duty early, he/she will return to work.All compensation, less mileage, will be transferred to the District.

Salaried, confidential, and bargaining unit employees subpoenaed as a witness in a court casewill receive their regular rate of pay while complying with the subpoena during regularworking hours, provided the employee is a disinterested party in the case or his/herinvolvement is a result of his/her employment with the District. If the employee is releasedfrom court early, he/she will return to work. All compensation, less mileage, will betransferred to the District.

An employee will not receive compensation from the District if he/she is subpoenaed in acourt case in which he/she has a personal or fiduciary interest outside his/her employmentwith the District. Annual leave may be taken for such purposes. The District will not providecompensation for any employee participating in action taken against the District.

3. Sick Leave (Adopted 12/9/15): Part-time employees, not covered by the AFSCMEcollective bargaining agreement or by sick leave elsewhere in the policy, are covered by thestate of Oregon paid sick leave law, effective January 1, 2016.

Part-time employees will accrue 1 hour of sick time for every 30 hours worked (0.0333 perhour worked). Sick time begins to accrue on the first day of employment. Part-timeemployees can carry over up to 40 hours of unused sick time into the next leave year, butcannot exceed a maximum balance of 80 hours. Leave year is defined as a calendar year.Leave may be used in one hour increments beginning on the 91st day of employment, for thefollowing purposes: (1) preventive care; (2) care, treatment, or diagnosis of the employee’smental or physical illness, injury or health condition; (3) to provide care for a family memberwith a mental or physical illness, injury or health condition, or who is undergoing diagnosisor treatment; (4) care of a family member who needs preventive care; (5) to deal withdomestic violence, harassment, sexual assault or stalking issues; and (6) for Oregon FamilyLeave Act covered leave.

Sick leave may not be cashed out upon termination of employment. An employee’s sickleave balance may be reinstated if the employee returns to work within six months oftermination. If the employee has met the 90 day waiting period upon termination of


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employment, no additional waiting period will be required if the employee is reinstated within the six month time period. If the employee has not met the 90 day waiting period, they will be required to meet the remainder of the period upon return to work at the district.

A family member is defined as the employee’s spouse, domestic partner, custodial parent, non-custodial parent, adoptive parent, foster parent, biological parent, stepparent, parent-in-law, a parent of an employee’s domestic partner, an employee’s grandparent or grandchild, or a person with whom the employee is or was in a relationship of in loco parentis, biological, adopted, foster child or stepchild of an employee or the child of an employee’s domestic partner.

The employee or a household member must notify the supervisor of such illness prior to the start of the employee’s assigned work shift. If an illness continues into the third working day, a written certificate from a health care provider may be required to continue receiving paid sick leave. Health care provider means a person who is primarily responsible for providing health care to an eligible employee or a family member of an eligible employee, who is performing within the scope of the person’s professional license or certificate and who is: a physician licensed under ORS chapter 677; a dentist licensed under ORS 679.090; a psychologist licensed under ORS 675.030; an optometrist licensed under ORS 683.070; a naturopath licensed under ORS 685.080; a registered nurse licensed under ORS 678.050; a nurse practitioner certified under ORS 678.375; a direct entry midwife licensed under ORS 687.420; a licensed register nurse who is certified by the Oregon State Board of Nursing as a nurse midwife nurse practitioner; a regulated social worker authorized to practice regulated social work under ORS 675.570 to 675.600; or a chiropractic physician licensed under ORS 684.054, but only to the extent the chiropractic physician provides treatment consisting of manual manipulation.

4. Personal Leave (Adopted 12/04/96): For personal reasons, with the exception of acceptingother employment, unpaid leave may be granted where such leave will not place a hardshipon the department or the District. All requests for personal leave must be submitted inwriting to the immediate supervisor. The supervisor will have the responsibility of analyzingthe request in view of the departmental workload and reason for the request, and of makinga recommendation to the superintendent regarding approval.

Whenever an employee is granted a personal leave without pay, the employee shall first berequired to utilize any accumulated paid leave time (excepting sick leave and up to 40 hoursof vacation and/or floating holiday) prior to being placed on a leave-without-pay status.(Revised 09/03/03)

In instances where insurance benefits are received, the District will pay the premium for upto thirty working days of leave time. Beyond thirty working days, the employee will berequired to pay premiums for continued insurance benefits. Upon return from personalleave, the same position, or a comparable position with equal pay, will be granted. Failure toreturn as specified in the approved leave request will be considered a voluntary resignation.

5. Military Leave (Revised 09/10/08): Employees enlisted in the National Guard, NationalGuard Reserve, any reserve component of the Armed Forces, or of the United States PublicHealth Service shall be granted up to fifteen calendar days of leave in any one calendar yearfor active training. Such leave shall be available to employees in receipt of bona fide orders.Such leave shall only be available to employees in the continuous employ of the District fora period of six months immediately preceding their application for such leave. Such leave


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shall be granted in accordance with Oregon law and shall be subject to any amendments or repeal of applicable statutes.

a. Leave with Pay: Full-time employees are eligible to receive in pay the differencebetween the employee’s military pay and the employee’s normal wages for that period oftime. Such leave shall be granted without loss of other leave and without impairment ofother employee rights or benefits.

b. Leave without Pay: An employee is entitled to a military leave of absence without payduring a period of service with the armed forces of the United States. Upon honorabledischarge, the employee will be returned to a position in the same classification as thelast held position, at the prevailing salary rate for such classification, without loss ofseniority or employment rights. If the District has abandoned the position which wasoccupied prior to the date of the leave or if it is established that the employee is notphysically qualified to perform the duties of the former position by reason of suchservice with the Armed Forces, the employee will be reinstated to a suitable position atthe nearest appropriate level of pay to the former classification. Employees must makeapplication for reinstatement within 90 calendar days and must report for work within 6months following separation from active duty. The District may require proof ofperformance of military service, of honorable discharge, or such other proof deemednecessary.

c. Immediate Family Members: Employees who have active duty military personnel(solders, reservists or National Guard members) in their immediate family can request upto 12 weeks of FMLA leave to take care of exigencies related to active duty service.

d. Unpaid Military Family Leave: Up to 26 weeks of unpaid military leave will begranted to employees caring for wounded US military personnel.

e. Benefits:

i. Benefits will be provided to the qualifying employee as long as (s)he is in a paid status.When the employee starts in unpaid status, (s)he will be offered COBRA for medicaldental insurance.

ii. Upon successful return from active duty, all benefits in place prior to the deploymentwill be restored on the employee’s first day back at work.

iii. Active duty reservists can withdraw funds from retirement plans without penalty.

iv. Active duty reservists will also be allowed access to funds held in flexible spendingaccounts.

6. Oregon Victims of Certain Crimes Leave Act (OVCCLA) (Adopted 9/8/08): TheOVCCLA requires leave for victims of domestic violence, sexual assault, stalking or is theparent or guardian of a minor child or dependent who is the victim of domestic violence,sexual assault or stalking. Eligibility for this leave is determined by the same standards aseligibility for OFLA. Additionally, the law prohibits discrimination against employee usingleave under OVCCLA.

7. Family And Medical Leave (Adopted 12/04/96): It is the policy of Willamalane Park andRecreation District to comply with all leave rights and requirements as found in the OregonFamily Leave Act (OFLA), and in the federal Family & Medical Leave Act of 1993 (FMLA)..


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Family and medical leave rights, responsibilities, requirements, and procedures will be a combination of both the federal and state laws which address the topic of family and medical leave. Most of the elements of the laws are the same, but where a difference occurs Willamalane will comply with the law which grants the more generous substantive or procedural leave rights to the employee. Some periods of leave qualify under both FMLA and OFLA; if this is the case, the leaves will occur concurrently. There may be periods of leave which qualify under one law, but not the other; in this case, there may be an additional period of leave granted during the same eligible 12-month period.

This family and medical leave policy supersedes and takes the place of the following policies heretofore found in the Personnel Policy under these titles: Parental Leave, Pregnancy Leave, and Medical Leave.

B. DEFERRED COMPENSATION PLAN

(Adopted 12/04/96) The District offers a voluntary deferred compensation plan to employees. Contact Human Resources for assistance.

C. OTHER BENEFITS

(Revised 10/12/11) Employees and their immediate household family members and legal dependents (family) may utilize District facilities as follows:

a) Pools (Play Swim Lap Swim, Exercise on Your Own, Adult and Child Swim and Pre-School Kiddie Pool Play Swim Programs at LPSC/WPSC): Employees at no cost. Immediate household family members of Benefited employees at no cost.

b) Willamalane Center for Sports and Recreation: Employees may join Willamalane Center at no cost. Immediate household family members of Benefited employees may join Willamalane Center at no cost. See Human Resources for details.

c) Non-registered Special Events: All employees and family at no cost. Examples are Children’s Celebration and mEGGa Hunt.

d) Rentals: Employees shall receive a 25% discount of the In-District rate for District rentals. The District reserves the right to limit or exclude specific facilities and/or equipment.

e) Programs: Employees and family shall receive a twenty-five percent (25%) discount from the In-District rate for program registrations one week prior to the beginning of the program. Incidental program fees (contractual fees, admissions, fares, food) are additional expenses unrelated to the twenty-five percent (25%) discount. This applies only to programs registered in person. The discount is not available for on-line registrations.

f) Employees will receive a fifty percent (50%) discount on tuition of child care programs operated by the District (specifically, Little Kids Clubs summer camp, Kids Club summer day camp; Little Kids Club and Kids Club before-and after-school care; and the Sixth Grade Adventure Camp and Teen Challenge Camp). Dependent children only. (District may request verification of relationship to employee)

a. Registration, late charges, and other fees related to the program will be assessed at full price.

b. Out-of-District employees will be assessed the Out-of-District rates before the fifty percent (50%) discount is applied.


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c. Employees and dependent children are subject to all guidelines outlined in the patronhandbooks.

d. The District reserves the right to make arrangements so that dependent children arenot supervised by a parent who may be employed in the child care programs.

Procedure:

For all assistance with procedures, forms, and specifics regarding leave time and other benefits, please contact the Human Resources Department.


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IX. BENEFITS—NON BARGAINING UNIT BENEFITTEDEMPLOYEES

(Revised 12/9/15) Regular, full-time employees will receive full benefits as outlined in this section. Non bargaining unit, job-share employees will share the benefits of one full-time position, as they are considered to be one full-time employee for the purpose of computing salary and benefits.

A. LEAVE TIME

(Revised 12/12/07) Employees must obtain prior approval from supervisors for all types of leave except sick leave. When requesting vacation or compensatory leave, employees will be required to use compensatory time first unless loss of vacation is imminent. If loss of vacation is a factor, the employee will be allowed to use vacation time to the extent of the amount that would be lost. Employees or a household member are required to contact supervisors by the beginning of the work shift on the date that sick leave begins.

1. Vacation Leave: As a reward for longevity, Willamalane employees accrue larger amountsof vacation hours with increasing length of service. Hours are accrued on a semi-monthlybasis from the date of hire. Probationary employees are not eligible to use accrued paidvacation leave until they have successful completed their probationary period. For Part timeemployees working 20 hours or more per week, excluding seasonal employees, will accruevacation for all hours worked on a prorated bases. The accrual schedule is as follows.(Revised 12-06-18, effective 01-01-19)

For full-time, nonexempt employees, the leave accrual schedule is as follows:

YEARS OF SERVICE ANNUAL LEAVE

SEMI-MONTHLY ACCRUAL

MAXIMUM BALANCE*

(2.0) 0-3 years 80 hours 3.35 hours (0.03846/hr) 160 hours 3- 6 years 104 hours 4.35 hours (0.05000/hr 208 hours 6-10 years 136 hours 5.7 hours (0.06538/hr) 272 hours 10+ years 160 hours 6.7 hours (0.07692/hr) 320 hours

* The maximum amount of vacation leave accrual for these employees is two times theannual accrual rate.

For full-time, exempt employees whose positions are not on the district’s management team, the vacation schedule is as follows:



MAXIMUM BALANCE*

(1.5) 0-3 years 136 hours 5.7 hours (0.06538/hr) 204 hours 3-6 years 160 hours 6.7 hours (0.07692/hr) 240 hours 6-10 years 192 hours 8 hours (0.09231/hr) 288 hours 10+ years 216 hours 9 hours (0.10385/hr) 324 hours

* The maximum amount of vacation leave accrual for these employees is 1.5 times theannual accrual rate.


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For full-time, exempt employees whose positions are on the management team, the vacation schedule is as follows:



MAXIMUM BALANCE*

(1.5) 0-3 years 160 hours 6.7 hours (0.07692/hr) 240 hours 3-6 years 184 hours 7.7 hours (0.08846/hr 276 hours 6-10 years 216 hours 9 hours (0.10385/hr) 324 hours 10+ years 240 hours 10.0 hours (0.11538/hr) 360 hours

* The maximum amount of vacation leave accrual for these employees is 1.5 times theannual accrual rate.

In the event employees reach their maximum accrual rate as a result of the District canceling a scheduled vacation, employees may exceed their maximum accrual until such time as their vacation can be rescheduled. Employees near maximum accrual shall be given every opportunity to take time off to avoid any loss.

Employees are encouraged to take at least one week of vacation each year.

2. Holidays: The District observes one floating holiday for all Full time employees(discretionary day off that must be used in calendar year issued), plus the following tenholidays. Part time employees shall receive a prorated floating holiday based on the FTEthe employee is assigned. (Revised 12/06/18):

New Year’s Day * Labor Day Martin Luther King Jr. Holiday Veteran’s Day* Presidents’ Day Thanksgiving Day Memorial Day Friday after Thanksgiving Independence Day * Christmas Day *

*(Adopted 11/03/04) Whenever a recognized holiday falls on a Saturday, the preceding Friday is observed; when a recognized holiday falls on a Sunday, the following Monday is observed.

3. Sick Leave (Revised 12/9/15):

Definition: Sick leave may be taken for personal, family illness, injury, bereavement, or preventative health and dental care, as well as for use of the employee assistance program or as part of family medical leave. (Please refer to Family and Medical Leave section for further information.) A family member is defined as the employee’s spouse, domestic partner, custodial parent, non-custodial parent, adoptive parent, foster parent, biological parent, stepparent, parent-in-law, a parent of an employee’s domestic partner, an employee’s grandparent or grandchild, or a person with whom the employee is or was in a relationship of in loco parentis, biological, adopted, foster child or stepchild of an employee or the child of an employee’s domestic partner.. The employee or a household member must notify the supervisor of such illness prior to the start of the employee’s assigned work shift. If an illness continues into the third working day, a written certificate from a health care provider may be required to continue receiving paid sick leave. Health care provider means a person who is primarily responsible for providing health care to an eligible employee or a family member of an eligible employee, who is performing within the scope of the person’s professional license or certificate and who


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naturopath licensed under ORS 685.080; a registered nurse licensed under ORS 678.050; a nurse practitioner certified under ORS 678.375; a direct entry midwife licensed under ORS 687.420; a licensed register nurse who is certified by the Oregon State Board of Nursing as a nurse midwife nurse practitioner; a regulated social worker authorized to practice regulated social work under ORS 675.570 to 675.600; or a chiropractic physician licensed under ORS 684.054, but only to the extent the chiropractic physician provides treatment consisting of manual manipulation.

b) Accrual: (Revised 12-03-03, effective 01-01-04) Full-time employees accrue four hours ofsick leave per pay period (semi-monthly). [Sick leave is accrued beginning on the first dayof the month following date of employment.] Probationary employees are eligible to usetheir accrued sick leave. Maximum accumulated sick leave is 720 hours, not includinghours in a Sick Bank.

c) Sick Bank Account: A separate sick leave account will be kept for all employees whohave a balance of sick leave as of 01/01/84. These hours do not have any cash out valueupon termination, but may be used for sick leave when the current account is zero.

4. Leave Donation Program (Adopted 11/06/96): The Leave Donation Program is intended toassist employees who are dealing with serious health problems, either their own or those of afamily member, and who do not have sufficient earned leave time left. Guidelines todetermine recipient eligibility will follow those of the Family and Medical Leave Policy, withtwo exceptions. Leave may not be donated for parental leave or to care for an employee’schild who is suffering from an illness or injury that is not a serious medical condition, butrequires home care. Leave may only be donated and accepted for serious health conditions.

The intent of the Leave Donation Program is to do one of the following, depending onemployee status and on who has the health problem. (1) For an ill salaried employee, it willprovide a bridge until the employee qualifies for long-term disability insurance; long-termdisability insurance requires a waiting period of 60 calendar days before payments begin. (2)For an ill hourly employee, it will provide wages for the normally scheduled workweek, up toa maximum of 60 calendar days. (3) For either a salaried or an hourly employee who needsto care for a seriously ill family member, it will provide wages for the normally scheduledworkweek, up to a maximum of 60 calendar days.

The leave necessary to provide this paid time off will be determined before the HumanResources Department processes a request. That amount of time will be specified in thesolicitation letter sent out to employees by the Human Resources Department. This will takeinto consideration all of the earned leave of the employee who is requesting donated leave.Leave beyond what is needed will not be transferred. If leave beyond what is needed isdonated, Payroll will determine the amount of leave for each donating employee that is notneeded, and their donation will be adjusted accordingly.

Procedure:

a) Employees are allowed to make leave or cash donations. Cash donations can be made directly tothe employee or through payroll deduction.

b) Vacation, accrued holiday, and sick time are the only types of leave that may be donated. The hourswill be converted to sick leave for the recipient on an hour-for-hour basis.


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c) An employee must maintain a balance of 160 hours of sick time and may not donate over 40 hoursper year.

d) Leave donations are made voluntarily and anonymously.

e) Once leave is donated and transferred to the receiving employee, it is irrevocable.

f) Solicitations will only occur as coordinated through the Human Resources Department. Therecipient may, however, designate the department(s) or division(s) to be solicited, if he/she doesnot want the entire District to receive the solicitation.

g) To make leave or cash donations, the Emergency Leave Donation Form must be submitted toHuman Resources in a timely manner consistent with the date

h) Only employees who are eligible to take accrued vacation leave (those having successfullycompleted six months of employment) may donate vacation leave.

5. Bereavement Leave (Revised 2/12/14): In the event of death of an employee’s orspouse’s/domestic partner’s immediate or step-family member (parent, grandparent,grandchild, sibling, child, or spouse or domestic partner), the supervisor will approve paidbereavement leave up to a maximum of three working days. This leave time will not bededucted from accumulated sick or vacation leave. The employee may take up to two weeksof OFLA leave to attend a funeral (or alternative ceremony), to make arrangementsnecessitated by the death of a family member, or to grieve the death of a family member. Inaddition to the three paid working days, the employee may use any accumulated leave time.The three days provided by the district will run concurrently with the two weeks of OFLA.

6. Conference or Other Work-Related Leave (Adopted 12/04/96): Willamalane employees areencouraged to consider participation in professional training conferences or otherexperiences that will enhance their profession. Attendance at such training opportunities,necessitating absence from regularly scheduled work assignments, requires prior approval ofsupervisor and will not be deducted from leave accounts.

7. Inclement Weather (Adopted 12/04/96): In the event of inclement weather and thesuperintendent announces that the entire District is closed, the District pays employees forsuch leave time. In the event of inclement weather but the District remains open, leave timetaken by an employee will be charged against employee’s vacation or compensatory accounts,or taken without pay.

8. Loss of Work Site (Revised 01/07/04): Employees experiencing sudden loss of work sitedue to a major breakdown, and thus a temporary interruption of work, will be reassigned toan appropriate position if at all possible. If not possible, employees will be retained at theirnormal rate of pay for up to two (2) working days. After this time, employees will use theirvacation and/or compensatory accounts and, following that, will be laid off.

B. GROUP INSURANCE

1. Health Insurance (Revised 12/06/18): Willamalane pays the full cost of the employee-only premium for medical insurance for those employees who work 25 hours per week or more for at least 180 consecutive days (excluding part-time aquatics employees). Full-time employees may acquire dependent coverage by paying a cost share of the premium to be determined prior to the start of each plan year. Part-time employees may acquire dependent


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coverage by paying the difference in the cost. In the case that the District offers a dual-choice plan, the District will pay for the lower cost alternative. Employees wishing to purchase the higher cost plan will pay the difference in the cost of the higher premium. All domestic partners, both same sex and opposite sex, are eligible for medical insurance benefits under the same District guidelines established for employee dependents. Insurance for non-bargaining unit employees who meet the above qualifications will be eligible for insurance effective the first of the month following date of hire. All bargaining unit benefited employees will be eligible the first of the month following date of hire.

2. Dental Insurance (Revised 12/06/18): Willamalane pays the full cost of dental insurance for those employees who work 25 hours per week or more for at least 180 consecutive days(excluding part-time aquatics employees). An employee may choose to have dental coverage for his/her dependents at the employee’s expense. All domestic partners, both same sex and opposite sex, are eligible for dental insurance benefits under the same District guidelines established for employee dependents. Insurance for non-bargaining unit employees who meet the above qualifications will be eligible for insurance effective the first of the month following date of hire. All bargaining unit benefited employees will be eligible the first of the month following date of hire.

3. Life Insurance (Revised 12/06/18): Full-time employees are covered by life insurance. An employee may choose to have life insurance for his/her dependents at the employee’s expense. All domestic partners, both same sex and opposite sex, are eligible for life insurance benefits under the same District guidelines established for employee dependents. Life insurance for non-bargaining unit employees who meet the above qualifications is effective the first of the month after date of hire. Life insurance for all bargaining unit employees who meet the above qualifications is effective first of the month following date of hire.

4. Disability Insurance (Revised 12/06/18): Full-time employees are covered by disability insurance. This covers the employee for any disability that is not an on-the-job injury and keeps him/her unemployed for 60 days or longer. . Disability insurance for non-bargaining unit employees who meet the above qualifications is effective the first of the month after date of hire. Disability insurance for all bargaining unit employees who meet the above qualifications is effective the first of the month following date of hire.

C. EMPLOYEE ASSISTANCE PROGRAM

(Adopted 12/04/96) The District has established an Employee Assistance program for Benefited employees and members of their immediate households. An outside, professional, counseling service has been retained to provide employees with evaluation, short-term counseling (four sessions per issue per year), referral, and follow-up services.

D. RETIREMENT PROGRAM

(Revised 12/06/18) Full-time employees who are 18 years of age or older are eligible for the District-sponsored retirement program after successful completion of the probationary period with the District. Effective January 1, 2009, the District will provide retirement benefits to part-time employees working 20 hours per week or more on a pro-rated basis. See Retirement Plan Summary for full details of the retirement plan.


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This program is funded with contributions by the District.

Procedure:

For assistance with forms and specifics about leave time, insurance, employee assistance or retirement, please contact the Human Resources Department/Payroll Department.


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X. EMPLOYEE PERFORMANCE APPRAISAL SYSTEM

(Adopted 07/15/96) Willamalane’s employee performance appraisal system is a yearlong, ongoing process whereby the supervisor and the employee communicate on a regular basis regarding the employee’s job performance. A midyear check-in will be used to determine performance and give feedback to employees on areas that need improvement. This process culminates in a year-end review complete with a written appraisal of the preceding year’s activities.

The purposes of the appraisal program are to measure, maintain, and improve job performance.

It seeks to achieve the following objectives:

• Provide a framework of goals and standards from which to measure performance.• Develop action and training plans to correct performance problems, and establish goals for

the next time period.• Identify employees who should be promoted or given greater responsibility.• Act as a forum for individual career-development issues.• Assure a formal time and a place for all these events to occur.• Provide a formal process for development of expectation for employees.


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XI. EMPLOYEE RECOGNITION

A. EMPLOYEE ACHIEVEMENT AWARD PROGRAM

(Adopted 04/08/15) Recognizing that Willamalane’s most valuable asset is its employees, the District shall conduct an annual Employee Achievement Award Program. Employees eligible for Achievement Awards include full-time, part-time, temporary, and seasonal, as well as all work groups, teams, committees, and task forces.

Procedure:

1. The District will conduct an annual event at which the Achievement Awards will be presented. Theannual event will be planned and executed by the Recognition Committee. The District shall makeevery attempt to encourage event attendance by all employees. The cost of employee job coveragewill be the responsibility of each division or department, not the responsibility of the RecognitionCommittee.

2. Achievement Awards shall consist of: Individuals—certificate and gift Work groups, teams, committees, task forces—certificates and lunch

3. The Recognition Committee shall set the date of the event no less than 120 days ahead.

4. A District wide, open Achievement Award nomination period shall commence 90 days prior to theevent, and shall close 60 days prior to the event.

5. Any employee may nominate any employee, work group, team, committee, or task force.

6. Employees can be nominated for specific awards based on their efforts each year. The Committeeshall review the nominations and engage in a selection process to identify employees to receive anaward.

The Exceptional Work Award Outstanding public service which is consistently high or which has dramatically improved Consistently superior work standards or work standards which have dramatically improved Outstanding participation in, or development of, a special program(s) which has benefited

Willamalane and its patrons.

The Exceptional Customer Service Award: The employee is consistently seeking information, supplying information, and extending

him/herself when dealing with external customers (public) or internal customers(employees); The employee advocates for the customer by identifying customer expectations and offers

solutions to improve internal processes and resources to meet customer expectations; While working during a stressful period in the department/division, the nominee

continued to exhibit performance above and beyond that greatly improved the externaland/or internal customer service experience.

The Exceptional Team Player Award: A consistent demonstration of teamwork and cooperation modeled by respectful

treatment of others;


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A willingness to make commitments and follow through in pursuit of team goals throughpositive cooperative work efforts; The employee demonstrates an interest and concern for other team members and team

objectives; A cooperative approach to working with other employees.

7. Nominations will be by nomination form submitted to the Employee Recognition Committee.

8. The Selection Committee will consist of the Employee Recognition Committee members withreview and approval by the division directors and the superintendent.

9. The Selection Committee will meet as often as necessary within a 30-day period to selectAchievement Award recipients.

10. The names of the Achievement Award recipients and Honorable Mention recipients (thosenominated but not selected for an award), along with the letters of nomination, will be submitted bythe Selection Committee to the Recognition Committee no later than 30 days from the close of thenomination period, for the purpose of ordering the awards and preparing the presentation.

11. Nominees’ names will not be included in the event program.

B. EMPLOYEE YEARS OF SERVICE AWARD PROGRAM

(Adopted 05/02/91) Recognizing that Willamalane’s most valuable asset is its employees, the District shall conduct an annual Employee Years of Service Award Program. All employees—full-time, part-time and seasonal—shall be recognized after five years of continuous service to the District. The original date of hire, whether as a full-time, part-time, temporary, or seasonal employee, will be the date used to determine years of service.

Procedure:

1. The District will conduct an annual event at which the Years of Service awards will be presented.

The annual event will be planned and executed by the Recognition Committee. The District shallmake every attempt to encourage event attendance by all employees. The cost of employee jobcoverage will be the responsibility of each division or department, not the responsibility of theRecognition Committee.

2. The following awards shall be formally presented at the event: Five-year Employee: $10 gift certificate Ten-year Employee: $25 gift certificate Fifteen-year Employee: $35 gift certificate Twenty, Twenty-five, Thirty-year Employee: $50 gift certificate + office (place of work) piece in

$50 range

C. EMPLOYEE RESIGNATION/RETIREMENT RECOGNITION PROGRAM

(Adopted 05/02/91) An employee who has retired or who has resigned while in good standing and has completed ten years or more of continuous service as an employee shall be recognized by the District.

Procedure:

For the purpose of adhering to the Employee Resignation/Retirement Recognition Policy, employees who have retired or who have resigned while in good standing will be classified as either (a) employees having ten


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years or more of continuous service in a position(s) requiring less than twenty hours per week of service or (b) employees having ten years or more of continuous service in a position(s) requiring twenty hours or moreper week of service. A regular employee is considered to be in continuous service until he/she is formallyterminated.

1) For those employees who have ten years or more of continuous service in a position(s) requiring lessthan twenty hours per week of service, recognition appropriate to their years of service will be given andwill be the responsibility of their supervisor.

2) For those employees who have ten years or more of continuous service in a position(s) requiring twentyhours or more per week of service, funds will be allocated for recognition as follows:

a) $200 will be allocated for recognition of an employee retiring or resigning after ten years ofcontinuous service. $250 will be allocated for recognition of an employee retiring or resigning afterfifteen years of continuous service. $300 will be allocated for recognition of an employee retiring orresigning after twenty years of continuous service.

b) The allocation will be used for a District-wide recognition activity and a gift(s).

i) Up to half of the allocation may be designated for a gift(s).

ii) If the employee does not desire a gift(s), the entire allocation may be used for an activity.

iii) If the employee does not desire an activity, up to half of the allocation may be used for a gift(s).

c) After conferring with the employee to determine the type of recognition desired by the employee(activity and gift, activity only, or gift only), the supervisor will coordinate the event/gift(s). Funds forthe activity and/or gift(s) are the responsibility of the employee’s Division.


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XII. TERMINATION AND REHIRING

A. TYPES OF TERMINATION (Adopted 07/15/96)

1. Probationary: A probationary employee can be dismissed without cause.

2. Employee Resignation: Employees are expected to give two weeks advance notice of intent to terminate their employment.

3. District Termination: Employees may be dismissed through administrative action such as organizational changes, or through disciplinary action due to inappropriate employee conduct in policy practices, work practices, or job performance.

4. Layoff: If conditions necessitate an employee layoff, the Division director, with the approval of the superintendent, will consider the following criteria when deciding who to lay off within the District: (a) an employee’s ability to perform the work needed by the District; and (b) an employee’s seniority when equal abilities are involved. Employees will be given at least two weeks’ notice prior to a layoff.

B. TERMINATION PAY FULL-TIME AND PART-TIME NON-BARGAINING UNIT Benefited EMPLOYEES ONLY (Revised 12/9/15)

1. Vacation Cash Out: Up to 160 hours of unused vacation time will be paid upon termination.

2. Sick Leave Cash Out: In recognition of the responsible use of employee sick leave, and in recognition of the concept of rewarding wellness, the District will cash out a percentage of the employee’s sick leave account upon termination (that portion of sick leave earned after 01/01/84). Those hours accumulated in the sick bank (prior to 01/01/84) cannot be cashed out. Up to 720 unused hours of sick leave will be cashed out at the following percentage rates, which vary with the length of service.

Up to 5 years of service at 10% of unused sick leave 5–10 years of service at 15% of unused sick leave 10–15 years of service at 20% of unused sick leave Over 15 years of service at 25% of unused sick leave

1. Compensatory Time Cash Out: A nonexempt employee will be paid the balance oftheir compensatory time upon termination of employment.

2. Severance Pay: The District does not recognize severance pay.

C. MEDICAL INSURANCE UPON TERMINATION

(Adopted 07/15/96) It is the policy of WPRD to comply with all requirements of the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA), including providing all employees pertinent information regarding the Act.

Procedure:

Through the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA), all employees and their qualified beneficiaries covered under WPRD’s group health plan have a right to elect to continue their coverage under the plan if their coverage would otherwise end because of certain qualifying events. Those qualifying events include the employee’s death or other voluntary or involuntary termination of employment


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(except for gross misconduct), reduction of hours of employment, divorce or legal separation, and entitlement to Medicare benefits.

After the qualifying event, the employee or the qualifying beneficiary will have at least 60 days to elect continuation coverage. If coverage is elected, the plan will require payment of a premium of 102% of the cost to the plan for coverage of similarly situated individuals. All premium payments are due on the first of the month. The maximum required period of coverage is 36 months from the date of the event unless the event is the employee’s termination of employment, then the maximum period is 18 months from the event. The maximum periods may be shortened for any one of the following reasons:

1) failure to pay any required premium payment on time;2) an individual becoming covered under another group health plan;3) an individual becoming entitled to Medicare benefits; or4) termination of all of WPRD’s group health plans.

D. REEMPLOYMENT

(Adopted 07/15/96) An employee who has resigned while in “good standing” (i.e., one who has received a successful or above performance appraisal) and who subsequently is reemployed within six months, will be credited with prior District service only for the purpose of computing vacation accrual. Any employee who has been gone for more than 12 months must submit to drug testing before he/she may be reemployed with the District.


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XIII. DISCIPLINE

A. INTENT

(Adopted 12/04/96) It is the intent of this section that the Board shall deal only with the superintendent and respect all matters for which he/she is responsible. The Board must have confidence in the knowledge and judgment of the superintendent in all personnel matters. Therefore, the discipline and the dismissal of all District personnel are the responsibility of the superintendent.

B. STANDARD

(Adopted 12/04/96) In all matters related to the discipline or discharge of an employee not covered by a collective bargaining agreement, the District retains full discretion to take any action it deems necessary to serve the interest of the District.

C. TYPES OF DISCIPLINE

(Adopted 12/04/96) When making a determination to apply discipline, the District and its supervisors will limit disciplinary action to the following alternatives:

Written Warning - Written notice to the employee that a work deficiency is apparent or that the employee has engaged in some form of misconduct contrary to District policy and that the behavior must be corrected.

Pay Reduction - To move an employee to a lower wage rate for a specified period of time to encourage a change in behavior or improve performance.

Suspension without Pay - To remove an employee from the workforce for a specified period of time to encourage a change in behavior or improve performance.

Demotion - To remove an employee from a promotional or higher position the employee has advanced to within the District.

D. DISCHARGE

(Adopted 12/04/96) Notwithstanding the types of discipline mentioned in Section XIV.C, Types of Discipline, the District retains the discretion to terminate an employee’s employment with the District whenever it deems that such action is appropriate.

E. DUE PROCESS

(Adopted 12/04/96) Whenever the District contemplates applying discipline greater than a written warning, or the termination of an employee, the following due process will be followed:

1. The employee will be notified of the charges or allegations that may subject him/her todiscipline or discharge.

2. The employee will be notified of the sanctions being considered.

3. The employee will be given an opportunity to refute the charges or allegations either inwriting or orally in an informal hearing.


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4. At his/her request, the employee will be entitled to be accompanied by another person at theinformal hearing.


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XIV. GRIEVANCE

(Adopted 12/04/96) A grievable condition is anything that affects wages, hours, or working conditions. The following grievance process has been established to provide employees with an appeals mechanism.

STEP 1: If, after first attempting to resolve the dispute informally, the grievance remains unresolved, the affected employee(s) shall present the grievance in writing to the management team responsible for his/her supervision within ten workdays immediately following the date the employee had or should have had knowledge of the grievance. The management team shall consist of the employee’s immediate supervisor, program manager (where applicable), manager (where applicable), the Division director (where applicable), and the superintendent. The Administrative Services Division director will generally be present at all management team meetings under this article.

At this and each subsequent step of the grievance procedure, the written grievance shall include:

a) a statement of the grievance and the factual allegations upon which it is based;

b) the remedy sought;

c) the name and signature of the individual(s) submitting the grievance.

The grievance shall be delivered to the Administrative Services Division director or a designee for distribution to the appropriate management team.

STEP 2: Within ten workdays immediately following the Administrative Services Division director’s receipt of the grievance, the District will schedule a meeting to give the employee an opportunity to discuss his/her grievance with the appropriate management team.

Within 20 working days of the submission of the grievance at Step 2, the appropriate management team shall make a decision regarding the status of the grievance and present same in writing to the employee. A copy of the decision will be placed in the employee’s personnel file. The decision of the superintendent is final.

Willamalane Park and Recreation District

Personnel Policy and Procedures Manual

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XV. DRUGS AND ALCOHOL (Adopted 02/21/97 Revised 04/12/2017) Willamalane Park and Recreation District is committed to its employees, to its patrons, and to the general public to ensure safe operating and working conditions, as well as the efficient delivery of services. The use of drugs, alcohol, or other controlled substances, whether on or off the job, may adversely affect job performance and constitute a serious threat to the health and safety of employees and to the public we serve. This policy applies to all employees. Therefore, the primary goal of this policy is to establish a work environment where employees are free from the effects of drugs, alcohol, or other controlled substances and to encourage employees to seek assistance and treatment for drug and/or alcohol-related problems before such problems affect performance and safety.

In addition to Willamalane’s personal commitment to maintaining a drug and alcohol-free work environment, the Drug-Free Workplace Act of 1988 requires federal government contractors and federal grant recipients to take specific steps to ensure a drug-free workplace. Willamalane, as a recipient of federal grants, must abide by this act. As a grantee, Willamalane must agree to abide by certain provisions of the Drug-Free Workplace Act of 1988. We hereby state that we will do so.

Effective January 1, 1996, Willamalane must comply with the Omnibus Transportation Employees Testing Act of 1991 and the regulations issued pursuant to this Act.

A. EMPLOYEE ASSISTANCE PROGRAM

If an employee requests assistance from the District for a drug and/or alcohol problem before the problem affects job performance, he/she will not jeopardize his/her employment solely by requesting assistance to deal with the drug and/or alcohol problem. If an employee does not seek treatment for a drug and/or alcohol problem, and it is found that his/her performance is being affected, the employee may be subject to discipline, up to and including suspension and/or termination. Assistance from the District’s employee assistance program will be available to all employees.

B. DEFINITIONS

Accident: An occurrence involving a motor vehicle that results in a loss of human life or one of the following; the driving employee received a citation for a moving traffic violation arising from the accident, bodily injury requiring immediate medical treatment away from the scene, or disabling damage to any motor vehicle requiring tow away.

Adulterated specimen: A specimen that has been altered, as evidenced by test results showing either a substance that is not a normal constituent for that type of specimen or showing an abnormal concentration of an endogenous substance.

Alcohol: The intoxicating agent in beverage alcohol, ethyl alcohol or to the slow molecular weight alcohol including methyl or isopropyl alcohol.

Drugs: Any substance (other than alcohol) that is a controlled substance The drugs for which tests are required under this part and DOT agency regulations are marijuana, cocaine, amphetamines, phencyclidine (PCP), and opiates.



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Controlled substance: All forms of narcotics, depressants, stimulants, hallucinogens, mood altering substances, and cannabis, whose sale, purchase, transfer, use of, possession or manufacture is prohibited or restricted by the Oregon Revised statures or the U.S. Code.

Covered employees: Employees in positions required to hold and use a Commercial Driver’s License (CDL) or responsible for transporting patrons in the course of employment with the District. These covered employees are subject to additional drug and alcohol testing as stated in the policy. The district follows the Department Of Transportation Federal regulations for all CDL employees.

Medical Review Officer (MRO):A person who is a licensed physician and who is responsible for receiving and reviewing laboratory results generated by an employer's drug testing program and evaluating medical explanations for certain drug test results.

Positive result: The result reported by an HHS-certified laboratory when a specimen contains a drug or drug metabolite equal to or greater than the cutoff concentrations.

Split specimen: In drug testing, a part of the urine specimen that is sent to a first laboratory and retained unopened, and which is transported to a second laboratory in the event that the employee requests that it be tested following a verified positive test of the primary specimen or a verified adulterated or substituted test result.

C. EDUCATION

All covered employees shall receive information and scheduled training on:

1. The effects and consequences of drug and alcohol use on personal health, safety, and thework environment,

2. Signs and symptoms of an alcohol or drug problem (the employee’s or a coworker’s), and

3. Available methods of intervening when a drug or alcohol problem is suspected.

Explanation and clarifications of this policy shall be provided through the Human Resources Department. All employees shall receive a copy of this policy.

All directors, managers, and supervisors shall receive two hours of training in recognizing indicators of probable drug use and alcohol misuse every two years.

D. PROHIBITED CONDUCT

The District expects and requires all employees to report to work in an appropriate mental and physical condition to work safely and effectively. No employee shall report to work or engage in work while having the presence of alcohol, illegal drugs, or any other disabling or controlled substance in his/her system. Compliance with this policy is a condition of employment. Any violation of this policy may subject the employee to discipline, up to and including suspension and/or termination.

On the job use:



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Alcohol: Consumption or unauthorized possession of alcohol in an unsealed container while on duty, in any District Vehicle, or personal vehicle while engaged in District business, or on any property owned or leased by the District while engaged in District business is prohibited.

Drugs: Employees are prohibited from engaging in the possession, sale, transporting, distribution, manufacture or use of, illegal drugs while on duty and/or on District premises, which include vehicles and school sites.

All employees are prohibited from performing functions with a breath alcohol concentration level of 0.02 or greater. Employees may not perform functions for a period of at least 24 hours after an alcohol concentration level of 0.02 or greater is ascertained. Employees must not consume alcohol while performing any duties and must not consume alcohol four hours prior to performing any duties.

Prescription/over the counter drugs: The legal use of controlled substances prescribed for the employee by a licensed physician is not prohibited. However, it is the responsibility of an employee for whom drugs have been prescribed, and of an employee using over the counter drugs, to ask the treating physician, pharmacist, or other health care professional whether the use of the drug may limit or impair the employee’s ability to perform employment related duties safely and what restrictions, if any, should be followed and for how long. Employees must notify their supervisor if they are taking any controlled substance which is known to, or likely to, adversely affect or impair the employee’s mental function, motor skills, or judgment.

Failure to report the use of a controlled substance which may limit or impair the employee’s ability while at work may result in discipline, up to and including suspension and/or termination.

E. WORKPLACE DRUG-RELATED CONVICTIONS

The Drug Free Workplace Act of 1988 requires employees, as a condition of employment, to report any criminal convictions of drug-related activity in the workplace to the District no later than five days after a conviction. The District will inform its federal contracting agency (if any exists at that time) of such convictions within ten days of learning about a conviction.

F. TESTING

All employees are subject to testing as noted under each specific condition. Covered employees must participate in the District’s random drug and alcohol testing program. Except as otherwise provided herein, the District will be responsible for all costs directly associated with the drug and alcohol tests specified in this policy.

An employee who is required to submit to an alcohol and/or drug test must sign a consent form as a condition of employment.

G. TYPES OF TESTING

1. Pre-employment: All applicants offered a position that is classified as safety sensitive atthe District must submit to and pass a urine test for drugs. A test resulting with abnormalphysical characteristics, adulterated, positive diluted, and/or out of temperature will betreated as a failed test and the applicant will have an opportunity for a second collectionwhich will take place under direct observation. If the applicant has a low volume test, theapplicant will remain in the lobby until specimen can be produced. If applicant leaves, the



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test is counted as failed. Applicants who receive a negative diluted test result will be given the opportunity to re-test within the next business day. Failure of a drug test will disqualify an applicant for employment with the District for any position. Unless otherwise provided by law, an applicant who has failed a pre-employment drug test will be ineligible to submit another application for employment with the District for a period of six months.

2. Reasonable Suspicion: All employees will be required to submit to urine testing for drugsand/or alcohol breath testing when there is a reasonable suspicion that the employee isunder the influence of a prohibited drug or alcohol. The authorization to administer areasonable suspicion test will be made by a supervisor trained to identify the signs andsymptoms of drug use and alcohol misuse. The authorization will be based on but notlimited to the supervisor’s specific observations concerning the appearance, behavior,speech, or body odor of the employee and concurrence by a second person in a position toauthorize a reasonable suspicion drug and/or alcohol test.

When an employee has been notified that he/she will be required to submit to reasonable suspicion drug and/or alcohol testing, he/she will be transported immediately to the collection site designated by the District. The employee will be under constant surveillance and not allowed to consume anything until specimen collection is completed.

The supervisor, or another employee in a position responsible for initiating a reasonable suspicion test, will be responsible for documenting the reasons for the suspicion and the facts or circumstances of the incident which precipitated the reasonable suspicion testing. All documents generated in connection with decisions to administer a reasonable suspicion drug and/or alcohol test must be prepared within 24 hours of the test or before test results are released (whichever is earlier), must be signed by the supervisor or another employee in a position responsible for initiating a reasonable suspicion test, and must be forwarded to and maintained by the Administrative Services Division Director. Alcohol tests should be performed within two hours following the decision to administer the test and must be performed within eight hours following the decision. If an alcohol test is not performed within two hours after the decision, the reason why the test was not performed in a prompt manner must be documented by the supervisor or another employee in a position responsible for initiating the test, and must be forwarded to and maintained by the Administrative Services Division Director.

Post-Accident: Drug and alcohol testing is required of all employees who drive District vehicles who are involved in an on-the-job accident where there is a loss of life or if one or more of the following apply; the driving employee received a citation for a moving traffic violation arising from the accident, bodily injury requiring immediate medical treatment away from the scene, or disabling damage to any motor vehicle requiring tow away.

Any employee involved in an accident while driving a district vehicle shall be required to immediately report the accident to their supervisor. Failure to do so may result in the employee being required to submit to reasonable suspicion drug and or alcohol testing.



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Post-accident drug and alcohol tests must be performed as soon as possible. Drug tests must be performed within 32 hours following the accident. Alcohol tests should be performed within two hours following the accident and must be performed within eight hours following the accident. If the employee to be tested was injured in the accident, the requirement to test for drugs and alcohol should not delay necessary medical attention, but said testing could be administered simultaneously to the employee receiving necessary medical attention.

An employee required to take a post-accident test may not consume alcohol until a post-accident alcohol test is performed. When a covered employee has been notified that he/she will be required to submit to post-accident drug and/or alcohol testing, he/she will be transported immediately to the collection site designated by the District. The covered employee will be under constant surveillance and not allowed to consume anything until specimen collection is completed.

Random: All covered employees will be subject to random and unannounced drug and/or alcohol testing. CDL drivers will have drug testing conducted on 50% of all CDL drivers and alcohol testing on 25% of all CDL drivers. One patron driver will be selected to be randomly tested for drug and alcohol every other month. When a covered employee has been notified that he/she has been selected for testing, he/she must report immediately to the collection site designated by the District. Transportation to and from the collection site will be provided by the District at the employee’s request. The covered employee will be under constant surveillance and not allowed to consume anything until specimen collection is completed.

The District contracts with Cascade Health Solutions to maintain a database of covered employees to be selected for random testing. Cascade Health Solutions will notify Human Resources of the names for random selection, who will in turn notify the supervisor of the covered employee.

H. RETURN TO DUTY

Prior to being permitted to return to duty, all employees who have previously had a verified-positive drug test, an alcohol test result of 0.02 or greater, refused to submit to a test, or engaged in any activity that violates this policy, must be evaluated by a substance abuse professional (SAP) to determine whether the employee has followed the recommendations for action by the SAP, and must pass a return-to-duty drug test and/or submit to a breath alcohol test with a result showing an alcohol concentration level of less than 0.02.

I. FOLLOW-UP

An employee, who has been permitted to return to duty following a verified-positive drug test or an alcohol test result of 0.02 or greater, will be subject to unannounced follow-up drug and/or alcohol testing for at least 12 but not more than 60 months.

Procedure:

Drug testing will be conducted using laboratory testing of urine specimens.



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The District reserves the right, under its own authority, to test for additional drugs when it determines there is a reasonable suspicion that the employee may have in his/her system a controlled substance or other performance-impairing substance not listed above.

All drug tests will be reported by the testing laboratory to a Medical Review Officer (MRO) who will evaluate the results. After evaluation and interpretation, all verified-positive test results, and any refusal to submit to a drug test, will be reported by an MRO to the Administrative Services Division Director or designee and to the affected employee.

An employee who has a verified-positive, drug-test result will have 72 hours, including holidays and weekends, from the time of notification by the MRO or the District, whichever occurs first, in which to request that the split specimen be analyzed, at their own expense, at a different Department of Health and Human Services (DHHS)-approved laboratory. In the event that the split-sample test is negative, the employee will be reimbursed for the test.

Failure to request testing of the split specimen within 72 hours will result in the test results from the original specimen being accepted as the final test results.

If the employee is unable to provide an adequate specimen, the testing will be discontinued, the District will be notified, and the MRO designated by the District will refer the employee to a physician approved by the District for a medical evaluation to determine whether the employee’s inability to provide a specimen is genuine or constitutes a refusal to submit to a drug test.

J. DRUG-TESTING LABORATORIES

All drug testing must be completed in a laboratory certified by the United States Department of Health and Human Services.

K. REFUSAL TO SUBMIT TO A TEST

Any employee or post-accident covered employee as mentioned above, who refuses to submit to a drug or alcohol test will be subject to disciplinary procedures up to and including termination. A determination of a said employee’s refusal to submit to a test includes:

Refusal to take the test.

Inability to provide sufficient quantities of breath or urine to be tested without a validmedical explanation.

Tampering with or attempting to adulterate the specimen or collection procedure.

Not reporting to the collection site in the time allotted.

Not cooperating with the collection process.

Leaving the scene of an accident without a valid reason before the tests have beenconducted.

L. DISCIPLINE

Compliance with the District’s Drug and Alcohol Policy is a condition of employment for all employees. For bargaining unit employees, a violation of any part of the policy may result in discipline as provided in Article 16 of the labor agreement. For other employees, a violation of any part of the policy may result in discipline up to and including suspension and/or discharge. Factors which the District may consider regarding the severity of disciplinary action include, but are not



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necessarily limited to, the employee’s conduct which prompted the application of this policy, the employee’s work record, the degree of impairment, the potential for consequences arising from the employee’s actions, and the drug and/or alcohol test results.

M. CONFIDENTIALITY

The District will maintain all records regarding the drug and/or alcohol testing of employees in a secure manner so that the disclosure of information to unauthorized persons does not occur. The District will only release information regarding the drug and/or alcohol testing of employees to those individuals, and in those circumstances, as specified in the federal regulations and in the collective bargaining agreement.


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XVI. SAFETY

A. SAFETY (Adopted 4/9/08)

Willamalane Park and Recreation District is dedicated to the safety and welfare of its employees and the public it serves. The District strives to be proactive in the areas of safety and health awareness. For patrons this means that parks, programs, and facilities need to be free from recognized hazards and that current Oregon Occupational Safety & Health Administration (OR-OSHA) safety guidelines will be fully implemented. For employees, this means that they are provided safe and healthful working conditions that are free from known hazards.

To help assure the implementation of an effective Safety Program, the District’s Risk Manager will advise all supervisors and managers on matters regarding compliance as outlined in this manual, including the Hazard Communication Standard, the Bloodborne Pathogen Standard, and general safety. The three Division Directors will be charged with overall responsibility for the Occupational Safety and Health Program, in compliance with OSHA Standards, Title 29, Federal Regulations Code 1910.1200 for their respective divisions. The safety program-related duties of the Risk Manager include but are not limited to:

Ensuring that a Safety Manual including a written hazard control plan addressing all relevant hazards is developed and updated.

Recommending safe workplace practices.

Keeping all required documentation, including the OSHA 300 Log, posters, and incidentforms.

Participating as a member of the WPRD Safety Committee.

The Risk Manager will provide written materials and training sessions to teach these compliance responsibilities. The Human Resources Office will maintain training logs and insure that copies of the official standards and written training material are available upon request. OSHA requires each employee to be familiar with the employer’s hazard control plan and the OSHA Standards. Employees can report hazards by submitting the Hazard Alert Form to their Supervisor or a Safety Committee member.

Safety procedures are contained in the Willamalane Safety Manual, and the Willamalane District Vehicle Driver’s Guide. Also, some programs within the District may have additional procedures unique to their particular activity.

Procedure:

As mandated by the Oregon Occupational Safety & Health Administration (OR-OSHA), and for the purpose of promoting safety and health in a non-adversarial, cooperative effort, a joint management/worker employee Safety Committee has been established and will continue to be maintained at the District. This Committee will encourage employee involvement and suggestions regarding safety/health issues. This Committee will also assist management by making recommendations for safety/health changes.

The Committee will be composed of at least an equal number of employee and employer representatives who will serve a continuous term of at least one year; employee representatives will be volunteers or will be elected by their peers. The Committee will have a chairperson or two co-chairs elected by the Committee members.


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Committee members should be representative of all major work activities of the District, and they will be compensated at their regular hourly wage when doing Safety Committee work.

The Safety Committee’s role is advisory; the Committee advises management on issues that will promote safety and health in the workplace. Written recommendations for changes will be submitted by the Committee to management. In turn, management is expected to give serious consideration to the recommendations and to respond in writing to the Committee within a reasonable time limit agreed upon by both parties.

The objectives of the Safety Committee are as follows:

1) Regularly scheduled and planned monthly Committee meetings.

2) Employee involvement in workplace safety/health.

3) Management/employee commitment to workplace health and safety.

4) Hazard assessment and control, primarily through workplace inspections.

5) Safety and health planning.

6) Accident and incident investigation.

7) Ongoing safety/health training for Safety Committee members.

8) Accountability system for safety/health issues.

B. WORKERS’ COMPENSATION INSURANCE

If an employee is injured on the job, in most cases the injured worker will be entitled to benefits under the State workers’ compensation law. The District carries workers’ compensation coverage and will assist employees in obtaining all benefits to which they are legally entitled.

C. RETURN TO WORK POLICY

It is the policy of the District, in order to assist with the recovery of its injured workers and to mitigate costs to both Willamalane and to its injured workers, to return injured workers to work as soon as possible following an injury.

Procedure:

1. Report an injury to your supervisor immediately. Failure to do so could result in delay or denial of your worker’s compensation claim.

2. If it is necessary to seek medical attention, pick up, complete and return an 801 form to the office. Willamalane will then inform its insurance carrier of the claim. Attached to the 801 will be a Return to Work Status form and a Job Analysis: Physical Requirements form. Your physician should complete both forms and return them to Willamalane by the next working day.

3. Inform your physician that Willamalane has an early-return-to-work program and will provide light-duty work. These duties may vary and will be developed to fit within your restrictions by Willamalane. Your light-duty job may include portions of your regular work.

4. If you are not released for either regular or light duty work, you must maintain weekly contact with your supervisor throughout the duration of any time off as a result of an on-the-job injury.

5. If you are released by your physician for either regular or light-duty work (part-time, temporary, or modified), you must report to work on your next regularly scheduled shift.


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6. Light-duty/modified jobs are temporary in duration and will be within the restrictions stated by your physician. Modified work will be offered to you in a written job-offer letter.

7. Willamalane, upon receiving new or additional information, will reevaluate the modified job and may reassign duties based on restrictions outlined by your physician.

8. The early-return-to-work program will end when the injured worker is released back to regular job duties, declared medically stationary, or permanent restrictions are known. Should restrictions change and job duties be reassigned, the employee will be contacted and given a new job-offer letter.

9. Failure to comply with these responsibilities may result in disciplinary action up to and including discharge.

D. VIOLENCE IN THE WORKPLACE

(Adopted 9/5/01) The District recognizes the need for a violence-free work environment for all employees and the public. The District will not tolerate violence in the workplace and is committed to maintaining an environment clear of all forms of violence, including verbal or physical threats as well as forms of intimidation such as sexual harassment or abusive language. Employees are expected to report all threats and violence, physical or verbal, to their supervisors. This policy applies in all matters of violence or threats of violence, including incidents involving staff or patrons.

In the workplace, an employee witnessing violence or threats of violence directed against another employee or patron should observe the situation and attempt to get information such as the name and description of the perpetrator, but only if it can be done without endangering the employee or others.

When applicable, the District and its employees shall cooperate fully with police and other law enforcement officials in the investigation and prosecution of violent acts.

No person, excluding law enforcement personnel, is permitted to bring weapons or firearms into the workplace or onto District property for any reason.

Procedure:

1. Managing a Potentially Violent Situation

a. District employees are expected to assist the general public and fellow employees in a courteous manner.

b. If, for example, a person becomes angry, the employee should courteously attempt to calm the person down. If that does not work, the employee should get his/her supervisor involved or call for assistance from another supervisor.

2. A Person Threatening Bodily Harm: If the employee feels that he/she or another person is threatened—that is, in danger of imminent bodily harm:

a. The employee should attempt to leave the scene, if it can be done safely.

b. If the supervisor is unaware of the situation, the employee should notify the supervisor as soon as it can be done safely.

c. Either the employee or the supervisor may determine if law enforcement should be notified.

d. The Risk Manager shall be notified as soon as possible by the supervisor of the employee who feels threatened, witnesses, or has knowledge of a violent act.


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e. When the Risk Manager responds, if law enforcement has not been notified earlier, the Risk Program manager may decide to call the police or take other actions related to the incident.

3. Reporting Incidents

a. The supervisor shall complete an incident report and forward the report to the Risk Manager within 24 hours of a violent act.

b. For an act involving the threat of bodily injury, the supervisor is responsible for making sure the Risk Manager is contacted, as soon as it can be done safely.

c. Any District employee having knowledge of a violent act involving any other District employee (as victim or perpetrator) must report it. Disciplinary action may result if the employee having knowledge of a suspected violent act fails to report the episode. The employee may report the incident to the employee’s supervisor or, if the employee prefers, to the Risk Manager or the Administrative Services Division director.

d. The person complaining may ask for anonymity during all or part of an investigation. However, anonymity will be maintained at the discretion of those investigating and resolving the complaint. There is no right to, or guarantee of, anonymity.

4. Resolution and Investigation

a. To the extent practicable, investigations and resolutions shall be conducted using the same procedures as are in the District’s policy on Harassment.

b. In cases where the perpetrator is not a District employee or in any other case the District deems advisable, the District may request the investigation be conducted by law enforcement personnel.

c. As needed, the investigating party may alter the procedures of the investigation.


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XVII. PROFESSIONAL ORGANIZATIONS, EDUCATION, TRAINING,AND WORKSHOPS

A. PROFESSIONAL ORGANIZATIONS/CONFERENCES (Adopted 1/12/05)

1. General: Willamalane Park and Recreation District recognizes that participation inprofessional organizations is vital to the continued growth of staff members, andtherefore supports participation by staff members whenever possible.All employees are required to attend orientation meetings, staff meetings, and in-servicetraining sessions that are designed to improve overall job performance, communication,and efficiency of the District.

Staff members are encouraged to discuss advancement and professional developmentopportunities with their immediate supervisor. When possible, authorization may be givenfor meetings and participation in professional organizations that are related to a staffmember’s position within the District. Attendance at conferences, seminars, workshops,conventions, and technical meetings, and participation in professional organizations, mustbe approved in advance. Staff members should check with their immediate supervisor forapplicable policies, procedures, and approvals.

2. Dues: If an employee is required by the District to hold membership in an organization,Willamalane will pay the dues. The Superintendent will be responsible for defining thelevels of funding and specific procedures. Furthermore, as budgeted funds allow,Willamalane will pay dues that reduce the cost of attending approved conferences.

3. Professional Development: Willamalane Park and Recreation District’s staff memberswill be encouraged to consider participation in professional organization conferences atthe District’s expense as budget funds allow and as approved. The Superintendent willapprove all out-of-state training and conferences. Division Directors will approve all in-state training and conferences.

a. Travel and Expenses: Employees will have their travel expenses reimbursed basedupon current funding availability. In such instances of conference travel, expenses(meals, etc.) will be incurred in the most prudent, reasonable, cost-effective, efficientmeans possible.

b. Leave Time: Employees will be given professional training release time for actualhours worked while at a conference, without penalty to other personal leave programs.

c. Reporting: If requested after attending a conference, each employee will prepare ashort, written report on what was learned at the conference that will be of benefit tothe District. The report will be forwarded to the Board of Directors.

4. Board Report: Annually, during the Budget process, a report will be made to the Boardaddressing the type of training, cost, who attended, etc.

Procedure:

Contact the Human Resources Department for determining Hours of Work while at conference.


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B. EDUCATION—FULL-TIME EMPLOYEES

(Adopted 12/04/96) It is the policy of Willamalane Park and Recreation District to encourageemployee development and excellence of performance. As budgeted funds allow, the Districtwill reimburse only tuition for an educational course undertaken by its employees, as long asthe employee has gained prior approval from the supervisor and/or division director. Thecourse taken must be the offering of an approved college, university, or trade school and mustbe directly related to the present duties or responsibilities of the position held by theemployee.

All courses shall be taken on the employee’s own time.

Any employee receiving reimbursement for course tuition will be encouraged to remain in theemploy of the District for at least one year from the date of the course completion. Theemployee will sign an agreement acknowledging that the District will deduct tuitionreimbursement from termination pay on a prorated basis, one-twelfth of the tuition for everymonth the termination date falls short of the one-year requirement.

Procedure:

1. Course Consideration:

a. Courses taken must be the offering of an approved college, university, or trade school.

b. Courses must be directly related to the duties of the position held by the employee applying forreimbursement.

c. All courses shall be taken on the employee’s own time.

2. Reimbursement: Upon completion of an approved course, the employee shall receive fullreimbursement for the amount of tuition paid providing that:

a. Each course for which tuition is to be reimbursed is completed, with a minimum grade of “C” or“Pass” for undergraduate classes and “B” or its equivalent for graduate courses.

b. A transcript or other official record of the final grade is submitted as evidence of successfulcourse completion.

c. The employee furnishes a receipt showing the total amount of the tuition cost which he/she haspaid.

3. General Provisions:

a. The District is limited by the availability of funds as approved in each department or division’seducational account. Any educational plan should be agreed upon during the budget process.

b. Tuition is the only cost eligible for reimbursement. The cost of books, fees, supplies, and otherexpenses is not eligible.


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C. TRAINING AND WORKSHOPS—ALL EMPLOYEES

(Adopted 12/04/96) As budget funds allow, the District will pay the full cost of any class, workshop, seminar, or institute that is directly related to the duties of the position held by the employee, provided that the employee has the approval of the supervisor. Employees will be given professional training release time for workshops or seminars approved by their supervisor and directly related to the duties of their position.


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XVIII. INFORMATION SYSTEMS POLICY

PURPOSE (Revised 10/13/10) This policy establishes rules governing employee use of District-provided electronic communication and information systems. All communications shall be professional, lawful, and ethical in nature as they represent the District and those individuals it serves.

Willamalane provides a variety of electronic communications systems for use in carrying out its business. All communication and information transmitted by, received from or stored in these systems are the property of Willamalane and, as such, are intended to be used for business-related purposes only apart from where exceptions are noted. These systems include but are not limited to computers, software, e-mail, printers, scanners, copiers, cellular telephones, landline telephones, and fax machines; which are the property of Willamalane and are to be used for appropriate District related business only. Personal use of District computers including Internet access and e-mail by staff is restricted. Brief and occasional personal use of the e-mail system or the Internet is permitted if it is not excessive or inappropriate, occurs during personal non-paid time (lunch or other breaks), and does not result in additional expense to the District. Personal use of District computers, networks, and Internet access is a privilege granted by the District and may be revoked at any time for inappropriate conduct.

All changes, modifications, and alterations to the equipment listed above must be made by the Information Services department. Information systems and their data shall be stored using network systems that have backup facilities.

Employee use of District equipment must be consistent with Oregon Revised Statutes and State Ethics Statutes.

SCOPE

This policy is applicable to all District employees.

DEFINITIONS

District cellular telephone: Any wireless telephone or personal digital assistant (PDA)purchased, leased, or provided by the District.

District landline telephone: Any traditionally-wired telephone purchased, leased, orprovided by the District.

District copier/printer/scanner/fax machine: Any machine purchased, leased, orprovided by the District designed to produce or reproduce single or multiple copies ofdocuments, scan documents to files, or transmit a document or image to another faxmachine.

District Computer Network: Any computer, software and hardware purchased, leased, orprovided by the District.

Internet-based information and applications: All publicly accessible information andapplications available across the Internet in locations not owned, operated, or controlled bythe District. Internet-based applications include collaborative tools such as social media,


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user-generated content, social software, e-mail, instant messaging, and discussion forums (e.g. YouTube, Facebook, MySpace, Twitter, Google Apps).

CELLULAR TELEPHONES

This policy applies to all District cellular telephone instruments and associated equipment.

The use of District-provided cell phones will be limited to work-related duties. Exceptions to this will be made when a personal call is directly related to official duties (i.e. a meeting which runs later than expected, or a last minute change of schedule). Incoming calls regarding family emergencies are also permitted. No employee shall install or attempt to install, any unauthorized software on any cellular telephone without prior authorization of the Information Services department or appropriate management team member.

The Oregon Government Standards and Practices Commission Advisory Opinion No. 98A-1003 prohibits all other personal use of District-provided cell telephones.

The relevant Oregon Revised Statute is as follows:

ORS 244.040: “Code of ethics; prohibited actions; honoraria. The following actions are prohibited regardless of whether actual conflicts of interest or potential conflicts of interest are announced or disclosed pursuant to ORS 244.120.”

(1)(a) “No public official shall use or attempt to use official position or office to obtain financial gain or avoidance of financial detriment that would not otherwise be available but for the public official’s holding of the official position or office, other than official salary, honoraria, except as prohibited in paragraphs (b) and (c) of this subsection, reimbursement of expenses or an unsolicited award for professional achievement for the public official or the public official’s relative, or for any business with which the public official or a relative of the public official is associated.”

The District may require that employees in certain positions carry a cell phone for job-related purposes. The District may assign a District-owned cell phone and calling plan for the employee’s work-related use. Alternatively, at the sole discretion of the division director or superintendent and upon agreement of the employee, a cell phone allowance of $30 per month may be paid to the employee in lieu of being assigned a District-owned cell phone. Employees accepting the monthly allowance in lieu of a District-owned cell phone will be responsible for acquiring their own cell phone and calling plan, which they agree to use for District business according to the job requirements assigned by their supervisor or division director. Such requirements may include but are not limited to publication of the employee’s personal cell phone number as needed, and call availability requirements. If assigned a monthly cell phone allowance, the employee will receive the cell phone allowance in monthly payments as part of compensation through the District’s payroll system. This cell phone allowance shall be considered income to the employee as defined by the Internal Revenue Service, and is therefore subject to standard payroll taxes. An employee using a personal cell phone and calling plan for work-related use in lieu of being assigned a District cell phone will not be subject to ORS restrictions or prohibitions against personal use of District-owned equipment.

Assignment of a District-owned cell phone or a monthly cell phone allowance for any employee is at the sole discretion of the District, and the District reserves the exclusive right to modify or discontinue such assignment, allowance, or practice at any time for any reason.


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LANDLINE TELEPHONES

This policy applies to all District landline telephones.

The District’s telephone system is part of the computer network and as such, only District authorized equipment shall be allowed on this network. The use of District-provided landline telephones will generally be limited to work-related duties. Exceptions to this include using a District landline telephone to talk to family members, make medical appointments, schedule service technicians, confer with a child’s school, or take care of any of a variety of other matters which can only be accomplished during “regular” working hours. Personal telephone calls made during working hours from public employers’ telephones should be brief and infrequent. Personal long distance calls may not be made on District telephones or calling plans, even if it is the employee’s intent to reimburse the District for the cost of such calls. If it becomes necessary for a District employee to make personal long distance calls while at work, such calls must be made with the employee’s personal calling card or personal cell phone.

COPIER, PRINTER, SCANNER, FAX MACHINES

This policy applies to all District copier, printer, scanner, fax machines.

The use of District-provided machines will be limited to work-related duties. Limited amount of personal copies may be made and reimbursed to the District based on the assigned rate.

COMPUTER NETWORK

This policy applies to all District computers, software, and hardware that are:

Accessed on or from any connection provided by the District; Used in a manner that identifies the individual with the District.

Internet/Intranet/Extranet-related systems, including but not limited to computer equipment, software, operating systems, storage media, network accounts providing e-mail, Internet browsers and messenger software (including all social media), and FTP, wireless routers and access points are the property of Willamalane. Willamalane shall provide appropriate computer technical equipment to employees. Software will be installed on each computer that will allow the employees to complete the assigned job tasks. No employee shall install, or attempt to install, any software on the network or any district-owned computer without prior authorization of the Information Services department or Administrative Services Director. When new versions of authorized software becomes available, the Information Services department will determine the appropriate transfer path of the new version. No employee shall tamper with or change access codes to any piece of equipment without the express permission of the Information Services department. Only hardware purchased by Willamalane Information Services department shall be installed on the computer network. This includes but not limited to all computers, wireless access points and routers, telephones, laptops, printers, and accessories.

NO EMPLOYEE EXPECTATION OF PRIVACY

This Communications and Information Systems Policy applies to all employees of the District. The District reserves the right to monitor and log all cellular telephone, landline telephone, copier/printer/scanner/fax machine, District computer network, and internet-based information and applications, including e-mails, texting and internet use, with or without notice. Employees


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should have no expectation of privacy or confidentiality when using these resources. Employees expressly waive any right of privacy in anything they create, store, send or receive using the District’s computer equipment, cellular telephone or Internet Access. Employees should be aware that Willamalane-related activity performed on their home computer may be subject to the waiver of privacy rights under Federal and State laws. Employees should note that any data and information related to District business is considered Public Records. There are a variety of ways Internet communications can be disclosed to people other than the intended recipient:

Under Oregon’s Public Records law, there is no right to privacy for E-mail messages; The intended recipient of your communication can forward information to a third party

without your knowledge or consent; Internet communications sometimes are misdirected or disclosed to third parties due to

human or system error; Your communication can be intercepted by unauthorized individuals; Website owners commonly sell personal information obtained through innocuous

communications with users;

Information sent by employees via the e-mail system may be used in legal proceedings. E-mail messages are considered written communications and are potentially the subject of subpoena in litigation. Willamalane may inspect the contents of e-mail messages in the course of an investigation and will respond to the legal process. Employees with Internet access are expressly prohibited from accessing, viewing, downloading, sending or printing inappropriate materials.

INTERNET-BASED INFORMATION AND APPLICATIONS

When engaged in any internet-based capabilities, refrain from inflammatory, derogatory or defamatory remarks about the District, District employees, patrons, volunteers, vendors, and Board Members. In addition, if endorsing the District, you must disclose your employment relationship with the District.

INTERPRETATION AND IMPLEMENTATION

Use is defined as "excessive" if it interferes with normal job functions, responsiveness, or the ability to perform daily job activities.

Inappropriate use includes conduct or any activity as defined by ORS 244.040(1)(a).Examples of inappropriate includes, but is not limited to the following:

Using District computers or any District-provided computer service for personal financialgain;

Using District computers or any District-provided computer service to avoid financialdetriment;

Using District computers or any District-provided computer service for the financial benefitof a business or to avoid financial detriment to a business in which the employee or a relativeof the employee has an administrative or legislative interest;

Engaging in illegal, fraudulent, or malicious conduct; Working on behalf of organizations without any professional or business affiliation with the

District; or working on behalf of organizations with such affiliation but outside of thespecific District business with them;


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Sending, receiving, or storing offensive, pornographic, obscene, or defamatory material; Soliciting or supporting political or religious causes or beliefs; Annoying or harassing other individuals, including any prohibited form of harassment; Downloading software off the web without previous authorization from the Information

Services department; Distributing or storing chain letters, jokes, solicitations, junk mail, offers to buy or sell

goods, or other non-business material of a trivial or frivolous nature; Giving non-District employees or other users not authorized, access to the Internet, District

Network, E-mail, or computers; Purchasing, acquiring, installing, or uninstalling software or hardware without previous

authorization from the Information Services department or Administrative ServicesDirector.

Any questions relative to the intent or application of this procedure should be directed to the Human Resource Department.

Willamalane reserves the right to monitor, audit, screen, and preserve data as Willamalane deems necessary to maintain compliance with District policy. Failure to comply with all components of the Acceptable use of District Communications and Information Systems Policy and/or State and Federal laws can lead to disciplinary action, up to and including termination and possible criminal prosecution.

XIX. CONSENSUAL RELATIONSHIP POLICY

Purpose. Willamalane believes in a professional workplace that fosters respect, integrity, and impartial treatment of all employees. Willamalane’s continued reputation for integrity and excellence requires the highest standards of personal conduct and integrity among our employees. Willamalane is dependent upon the public’s trust, so we are dedicated to preserving that trust. This trust is put at risk when employees engage in romantic, sexual, or dating relationships that involve persons of unequal power. Such relationships pose potential conflicts of interest and may undermine the real or perceived integrity of the supervisor. This applies to all employees, but it is particularly true for relationships between supervisors and subordinates within the same chain of supervision. Such relationships may give rise to impropriety, or the appearance of impropriety, including, but not limited to, sexual harassment, the appearance of favoritism, or reduced collaboration and productivity in the work place.

Sexual harassment is distinguishable from situations covered by this policy in that sexual harassment always involves conduct that is unwelcome, offensive and unreasonably interferes with work performance. Willamalane’s Policy on Sexual Harassment should be consulted regarding those situations.

Definitions: As used in this policy:

“Consensual relationship” means an intimate, romantic or sexual relationship where both parties are willing participants, including, but not limited to, individuals who are dating, cohabitating, or are domestic partners, or one with whom an employee is sharing or has shared an intimate relationship, residence, or finances within the preceding twelve (12) months. All of these terms are intended to be interpreted broadly.

“Chain of supervision” means where a supervisor has disciplinary authority over the employee, from the direct supervisor all the way to the Superintendent.

Policy.

(1) No supervisor shall be in or enter into a consensual relationship with an employee within his/her chain of supervision.

Disclosure.

(2) If a supervisor is involved in a consensual relationship with an employee within his/her chain of supervision, then both the supervisor and employee shall report the relationship to their Division Director and the Administrative Services Director within 30 days of the beginning of the relationship. Failure to report the relationship within 30 days of the beginning of the relationship shall result in disciplinary action, up to and including dismissal.

Notification.

(3) Any employee who has knowledge of or receives a report that a supervisor is in a consensual relationship with an employee within his/her chain of supervision shall notify the Administrative Services Director.

Reporting to Superintendent.


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Non-Retaliation.

(6) This policy prohibits retaliation against individuals who report concerns about consensual relationships orotherwise participate in the process under this policy. Any employee found to have engaged in retaliatory conductwill be subject to discipline, up to and including dismissal.

Questions.

(7) If any employee is involved in a consensual relationship with another Willamalane employee and is in doubt asto whether that relationship violates this policy, then he/she is strongly encouraged to consult, in confidence, withthe Administrative Services Director.

(4) Whenever a Division Director or the Administrative Services Director, receives notice of a potential violation ofthis policy, they shall immediately report the potential violation to the Superintendent.

(5) If it is determined that a relationship violates this policy, then the supervisor and employee will be counseled todetermine if either of them is willing to resign. If not, the supervisor shall be reassigned so that he/she does notsupervise the employee within his/her chain of supervision. If no alternative position is available, within theSuperintendent’s sole and absolute discretion, then the supervisor shall be dismissed.

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NEPOTISM Purpose. It is important to Willamalane that we have a professional workplace and avoid the appearance of favoritism, preferential treatment or conflict of interest. Further, Willamalane believes that employment and promotions should be based on merit and not on favoritism. Oregon Law. ORS 244.177(1) provides: “(a) A [Willamalane employee] may not appoint, employ or promote a relative or member of [his/her] household to, or discharge, fire or demote a relative or member of the household from, a position with [Willamalane] …. (b) A [Willamalane employee] may not participate . . . in any interview, discussion or debate regarding the appointment, employment or promotion of a relative or member of the household to, or the discharge, firing or demotion of a relative or member of the household from, a position with [Willamalane] … As used in this paragraph, “participate” does not include serving as a reference, providing a recommendation or performing other ministerial acts that are part of the normal jobs functions of the [Willamalane employee.] (3)(a) A [Willamalane employee] may appoint, employ, promote, discharge, fire or demote, or advocate for the appointment, employment, promotion, discharge, firing or demotion of, a relative or member of the household to or from a position as an unpaid volunteer with [Willamalane.] (c) A relative or member of the household [who is serving in the position as an unpaid volunteer] may receive reimbursement of expenses provided in the ordinary course of business to similarly situated unpaid volunteers.” Oregon law also prohibits employees from supervising a person who is a relative or member of the household. ORS 244.179(1) provides: “ . . . A [Willamalane employee] may not directly supervise a person who is a relative or member of the household. (3)(a) A [Willamalane employee] may directly supervise a person who is a relative or member of the household if the person serves as an unpaid volunteer.” ORS 244.020(16) defines “relative” as: “(a) The spouse, parent, stepparent, child, sibling, stepsibling, son-in-law or daughter-in-law of the [Willamalane employee]; (b) The parent, stepparent, child sibling, stepsibling, son-in-law or daughter- in-law of the spouse of a [Willamalane employee];

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(c) Any individual for whom the [Willamalane Employee] has a legal support obligation.” Oregon Administrative Rules 199-005-0080 provides examples of tasks that might constitute prohibited conflict of interest if performed by a Willamalane employee for a relative or member of the household who the Willamalane employee supervises: “(a) Performing or approving an annual review or performance evaluation; (b) Signing a paycheck for a relative or member of the household; (c) Signing a personnel action form providing for a change in salary or benefits for the relative or member of the household; (d) Assigning shifts where there is discretion as to number of hours, differential pay rates, locations or overtime; and (e ) Approving overtime or expenses. Definitions: For purposes of this policy: “Relative(s)” means a spouse, domestic partner, or other spousal equivalent, fiancée or fiancé, biological children, step children, foster children, son-in-law, daughter-in-law, parents, step parents, foster parents, grandparents, in-laws, siblings, step siblings, aunts, uncles, nieces, nephews, the parent, stepparent, child sibling, stepsibling, son-in-law or daughter-in-law of the spouse, or any individual that the employee has a legal support obligation. “Members of the household” means any person who resides with the employee, including platonic roommates, or part-time or occasional roommates. Policy. (1) Board Members’ relatives or members of their household may volunteer, but may not be employed by Willamalane. (2) A Willamalane employee may not be involved in appointing, employing, promoting, discharging, firing, or demoting a relative or member of his/her household to or from a position with Willamalane, unless such position is that of an unpaid volunteer. (3) A relative or member of the household of a Willamalane employee may become employed with Willamalane, as long as the new employee is not within the chain of supervision of the relative or member of the household. Chain of supervision is defined as any supervisor that could have disciplinary authority over the employee, from the direct supervisor all the way to the Superintendent. (4) If it is found that a Willamalane employee is a supervisor and their relative or member of the household is a subordinate within their chain of supervision, then the supervisor and the relative or member of the household shall be counseled and if one of them does not voluntarily resign, then one of them will be reassigned so that the supervisor does not supervise the relative or member of the household within that supervisor’s chain of supervision, provided there is another suitable position, within the Superintendent’s sole and absolute discretion. If there is not another suitable position available, then the supervisor shall be dismissed.

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(5) If any supervisor has become, or is about to become, the supervisor of a relative or member of his/her household, then the supervisor and the relative or member of the household shall both notify their Division Director and the Administrative Services Director of such situation, before the situation arises or within 30 days after the situation is created. Failure to provide such notification, shall result in discipline, up to and including dismissal. Non-Retaliation. (6) This policy prohibits retaliation against individuals who report concerns about nepotism or otherwise participate in the process under this policy. Any employee found to have engaged in retaliatory conduct will be subject to discipline, up to and including dismissal.

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Personnel Policies and Procedures Manual...Willamalane is committed to providing a work environment free of unlawful harassment. Willamalane will not tolerate unlawful harassment of

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