Seacoast Utility Authority Employee Handbook · Seacoast Utility Authority (the “Authority”) is a non-profit governmental water and wastewater utility that furnishes water and

Seacoast Utility Authority

Employee

Handbook

Seacoast Utility Authority Employee Handbook (Revised September 27, 2017)

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TABLE OF CONTENTS

INTRODUCTION……………………………………………………..……………………………….5 Welcome Message About the Authority Purpose Employment at Will Customer Service Communication – Open Door Policy Committees Organizational Chart MAJOR EMPLOYMENT LAWS…………………….……………………………………………9 Code of Ethics Equal Employment Opportunity (EEO) Request for a Religious or Reasonable Accommodation Fair Labor Standards Act (FLSA) Family Medical Leave Act (FMLA) Americans with Disabilities Act (ADA) and the ADA Amendments Act (ADAAA) Florida Civil Rights Act Veterans’ Preference Commitment to Diversity Harassment/Discrimination Workplace Bullying Policy Procedure for Reporting Retaliation Is Prohibited COMPENSATION……………………….………………………………….…………….……..…14 Pay Period Direct Deposit Employee Self Service (ESS) Overtime Compensatory Time Flex Time Salary Reviews Shifts Pay Grade/Salary Adjustments, Licensed Personnel On Call Top Out (Annual Pay Based On Merit) Longevity (Annual Based On Years of Service) Final Pay EMPLOYMENT…………………………………………………………….……………….………18 Employment Status Human Resources/Personnel Records Access to Employee Personnel Files Employment and Income Verification Personnel and Medical Records Performance Appraisals


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Regular Part-Time Status Temporary Part-Time Status Promotions Career Advancement and Recruitment Salary Adjustments Calculating a Promotional Increase Promotions & Probationary Status Demotions Lateral Transfers Reclassification Outside Employment Probations: New Hires Employment of Relatives ATTENDANCE AND LEAVE……………………………….…………………..……….……...24 Attendance and Punctuality Vacation Sick Sick Leave Conversion Bereavement Jury Duty Court Subpoenas Military Leave Domestic Violence Leave Educational Leave Personal Leave Resignation (Voluntary) Termination (Involuntary) Job Abandonment Retirement Return of the Authority Property Exit Interview Rehire Work-Related Disability Non-Work Related Disability Disability Period Short/Long Term Disability Death Benefit Payroll and Benefits Benefits Premium Obligations BENEFITS……………………………………………………………..…………………………….33 Group Insurance Life Insurance Consolidated Omnibus Budget Reconciliation Act of 1986 (COBRA) Health Insurance Portability and Accountability Act of 1996 (HIPAA) Domestic Partnership and Same-Sex Marriages/Civil Unions Wellness Program Employees Club Holidays Employee Education Reimbursement Program


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Licensing Water and Wastewater Plant Operators Appearance Code (Personnel Memo) Uniforms Safety Footwear LEARNING AND DEVELOPMENT……………………….…………………………..……….39 Employee Training and Development Employee Training and Development Video Library EMPLOYEE RELATIONS………………………………………………………….………..……40 Employee Assistance Program (EAP) Smoking Nursing Mothers in the Workplace STANDARDS OF CONDUCT………………………….…………………………..……….……41 Standards of Conduct Progressive Discipline Rules for All to Live By Investigatory Policy Reasons for Termination Grievance Procedures GENERAL INFORMATION………………………………………………..……………………..50 Communication with Press and Media Employee Website Emergency Contact Care of Equipment Use of the Authority and Equipment Employees Assigned 24-Hour, Including On-Call Seacoast-Owned Vehicles Meal Break Breaks Outdoors & Office Personnel On Call (Vehicle Use) Good Housekeeping Waste Prevention Bulletin Boards Service of Process Ask Your Supervisor If You Just Want to Talk Job Counseling Solicitations Telephone and Voice Mail Use Right to Inspect Mail Electronic Mail (E-Mail) Public Records Requirement Unacceptable Activities Internet Access and Computer Use Computers Social Media


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SAFETY AND SECURITY…………………………………………….…………..………..…….58 General Safety Reporting Accidents and Violations Worker’s Compensation Visitors in the Workplace Building Security and Identification Badges Vehicle Safety Use of Seat Belts Use of Cellular Phones While Driving Authority Vehicle Authority Phones and Mobile Radio Use Hazard Communication Program Drug and Alcohol Free Workplace Smoke Free Environment Violence Free Workplace RECENT ADMINISTRATIVE POLICY UPDATES…………….…..……………..…..……..62 A FINAL NOTE………………………………………………………………………….…..……….63 EMPLOYEE HANKBOOK ACKNOWLEDGEMENT FORM……………..……………..64


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INTRODUCTION

Welcome Message

Welcome to the Seacoast Utility Authority (the “Authority”). We are pleased that you have decided to join the Authority’s family of employees. The Authority takes great pride in the quality of product and service it delivers to its northern Palm Beach County customers. In deciding to accept employment with the Authority, you have become part of an organization recognized nationally for innovation and creativity in the water and wastewater industry. You will find that communications among employees or between employees and supervisors here at the Authority is excellent. This results in a working atmosphere that is highly conducive to productivity and contentment. As part of our commitment to safeguard the health of employees and provide a safe place to work, the Authority participates in a drug-free workplace program. You have been selected for employment following a review process that includes careful consideration of your written application, oral interview, references, and completion of physical examination. This rigorous process is designed to qualify you as an individual committed to excellence and to make certain that you will be comfortable in our demanding, high performance environment. Please read your handbook carefully and keep it for future reference. Revisions to the handbook will be available on the employee website at www.suaemployee.com. You should refer to the Authority’s Administrative Procedures if you require more detailed information. If you have any questions concerning the policies or benefits outlined in this booklet, please ask your supervisor, department head or Human Resources about them. They will be pleased to assist you. On behalf of all the employees and the Authority Board, thank you for joining the Authority’s team. Sincerely, SEACOAST UTILITY AUTHORITY Rim Bishop Executive Director


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About the Authority

Seacoast Utility Authority (the “Authority”) is a non-profit governmental water and wastewater utility that furnishes water and sewer service to approximately 50,380 residential and commercial establishments. The Authority's service area includes the City of Palm Beach Gardens, the Village of North Palm Beach, the Town of Lake Park and portions of the Town of Juno Beach and several unincorporated area of Palm Beach County, all located in northern Palm Beach County. These areas cover approximately 65 square miles. The Authority has no taxing powers and does not receive any tax revenues from the state, county or city governments.

The Water Treatment Plant provides a safe water supply to the Authority’s customers

and works to ensure water quality control measures meet or exceeds state and federal regulations on safe drinking water. The plant capacity is 30.5 million gallons with a daily demand of 20 million gallons. The plant is completely automated and is operated 24 hours per day by state certified operators.

The Wastewater Treatment Plant is designed to treat 12 million gallons of wastewater

per day, removing offensive materials and generating large scale irrigation systems. Tours can be arranged through the Water and Wastewater Managers.

Purpose

We are confident that you will find the Authority to be a dynamic and rewarding place in which to work, and we look forward to a productive and successful relationship. The Authority employees are its most valuable resource. This handbook has been written to serve as the guide for the employer/employee relationship.

This handbook explains the Authority’s rules and policies that relate to your employment. It is your responsibility to become familiar with the contents of this handbook and other employment information provided to you.

This handbook is not a contract, nor is it intended to address all situations and circumstances that could occur during your employment. The Authority reserves the right to make changes in the content, as needed. If you have specific questions regarding any employment rule or policy (whether covered in this handbook or not), please contact your supervisor or Human Resources office.

Employees may obtain a copy of the Employee Handbook by visiting the Employee’s Website at www.suaemployee.com or from the Human Resources department. Employment at Will The Authority is an “at will” employer. Employment at will means that you may be terminated with or without cause at any time deemed necessary or desired by the Authority. Likewise, you may resign at any time. There is no express or implied contract for employment between you and the Authority.


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Customer Service Authority departments, divisions, work units, co-workers, and employees must recognize that citizens, visitors, and other agencies are our customers. It is the responsibility of all Authority employees to: a) treat all customers with courtesy, dignity, and respect, b) provide timely, efficient, and effective services, c) provide timely and clear information, d) continuously work to improve customer service, and e) engage and communicate with our customers, vendors, and other agencies to improve services. Communication - Open Door Policy Successful working conditions and relationships depend upon successful communication. The Authority promotes an atmosphere whereby employees may speak freely with management. Employees are encouraged to openly discuss any issues or concerns so THAT appropriate inquiry, and if warranted, action may be taken. The Authority is interested in employees’ success and happiness, and we, therefore, welcome the opportunity to help employees whenever feasible. We also expect you to professionally voice your opinions and contribute your suggestions in an effort to improve the quality of the Authority’s services. Additionally, memos, bulletin boards, the employee website, and emails are some of the official ways the Authority keeps everyone informed about new policies, changes in procedures, and special events. Information of general interest is posted regularly on the bulletin boards. Please make the habit of reading the bulletin boards regularly so you will be familiar with the updated information. Committees Employees may be asked to serve on various Authority committees that are formed when they have relevant expertise, knowledge or experience in certain areas. The committees are here to better serve the needs of the Authority or its customers. Employees are encouraged to participate and play active roles in any such committee.


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Organizational Chart The organizational chart shown below will give you a general idea of the overall departmental structures at the Authority.


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Major Employment Laws Code of Ethics All Authority employees are bound by Chapter 112 (Part III) of the Florida Statutes, the Code of Ethics for Public Officers and Employees, and by the Palm Beach County Commission on Ethics Code. Ethical conduct, as described by Florida law, requires, at a minimum:

1. Employees should be impartial in the conduct of their duties. Office should not be used for personal gain.

2. Private interests of public officials must not be in conflict with their public duties. 3. Reporting and investigating of ethics questions/complaints should be encouraged and treated seriously and impartially.

4. Employees should act in the best interest of the public they serve. 5. Employees should always act in a manner which reflects positively on the office in which they serve. Equal Employment Opportunity (EEO)

The Authority is committed to providing equal employment opportunity for all applicants and employees regardless of race, color, religion, sex, gender identity or expression, national origin, age, pregnancy, veteran status, disability, familial status, marital status, sexual orientation, genetic information, or any other status protected by law. In order to provide equal employment and advancement opportunities to all individuals, employment decisions will be based on merit, qualifications and abilities. This philosophy applies to all terms and conditions of employment including but limited to hiring, promotion, compensation and training. Employees are responsible for promoting a workplace free of discrimination and harassment. Employees who have knowledge of an actual or suspected EEO policy violation are encouraged and expected to immediately report such information to a supervisor, department director, or the Human Resources department. Supervisors are responsible for promoting a workplace free of discrimination and harassment. Supervisors who have knowledge of an actual or suspected EEO policy or Authority employment rule violation are obligated to immediately report such information to the Human Resources department. Request for a Religious or Reasonable Accommodation

Individuals may request a religious accommodation to enable them to exercise their religious practices.

The Authority will reasonably accommodate employees' sincerely held religious

practices unless doing so would impose an undue hardship on the Authority. A reasonable religious accommodation is any adjustment to the work environment that will allow the employee to practice his/her religion. Religious accommodations may include: allowing flexible scheduling, voluntary substitutions or swaps, job reassignments, lateral transfers, modification of grooming requirements and other workplace practices, policies and/or procedures.


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Employees are accountable for supporting accommodation requests with information about their bona fide religious beliefs and practices while outlining the manner in which conflict arises and is impacted when performing their job duties.

Human Resources or the Executive Director will determine whether a requested accommodation is reasonable or whether it imposes an undue hardship on the Authority or workplace. Such determination is required before the requested accommodation is granted. Fair Labor Standards Act (FLSA) FLSA is the federal law requiring that covered employees be paid at least the federal minimum wage and be paid overtime pay (at time and one-half of the employee’s regular rate of pay) for all hours worked over 40 hours in a work week. The Authority refers to employees covered by FLSA as ‘non-exempt’ and to those not covered by the FLSA minimum wage and overtime provisions as ‘exempt’. The FLSA permits state agencies to offer non-exempt employees the opportunity to waive cash payment for overtime and instead accrue FLSA compensatory leave credits at the rate of one and one-half hours for each overtime hour worked. Exempt employees are not eligible for overtime pay under the FLSA, however, employees may receive straight time up to a maximum of 60 hours for time worked in excess of 40 hours. The 40-hour work week begins on Monday and extends through the following Sunday. Family & Medical Leave (Ref: AP/93-25) The Family and Medical Leave Act (FMLA) entitles eligible employees up to a total of twelve (12) weeks of paid using (sick or vacation time) of job-protected unpaid leave per twelve-month period for one or more of the following circumstances: the birth, adoption, or foster care of a child; to care for a spouse/domestic partner, child and parent with a serious health condition; and/or an employee is unable to perform the functions of the position because of the employees own serious health condition. NOTE: In order to be eligible, an employee must work at least twelve (12) months, provide 1,250 service hours in that twelve-month period, and provide medical certification. Also, leave for the birth, adoption or foster care of a child must be completed within 12 months of the date of birth or placement. The Authority uses a rolling twelve (12) month period measured backwards from the date an employee uses any FMLA leave in calculating usage. Eligible employees with a spouse/domestic partner, child, or parent on active duty or call to active duty status in the National Guard, Reserves, and/or Active Duty Service Members may use their twelve (12) week leave entitlement to address certain qualifying exigencies. Qualifying exigencies may include attending certain military events, arranging for alternative childcare, addressing certain financial and legal arrangements, attending certain counseling sessions, and attending post-deployment reintegration briefings. Eligible employees may also receive special entitlement for Caregiver Leave – up to twenty-six (26) weeks of unpaid leave to an employee to care for a family member (spouse/domestic partner, child, parent, or next of kin who is injured while serving on active military duty. Employees are to reference the Family Medical Leave Act policy for more information and to review your responsibilities for the successful coordination of your leave and employee benefits.


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AMERICAN WITH DISABILITIES ACT (ADA) & THE ADA AMENDMENTS ACT (ADAAA) The American with Disabilities Act (ADA) and the American with Disabilities Amendments Act (ADAAA) are federal laws that prohibit employers from discriminating against applicants and individuals with disabilities. The laws, when needed, provide accommodations to applicants and employees who are qualified for a job, with or without reasonable accommodations so that they may perform the duties of the position.

It is the policy of the Authority to comply with all federal and state laws concerning the employment of persons with disabilities and to act in accordance with regulations and guidance issued by the Equal Employment Opportunity Commission (EEOC). Furthermore, it is our policy not to discriminate against qualified individuals with disabilities in regard to application procedures, hiring, advancement, discharge, compensation, training, or other terms, conditions and privileges of employment.

The Authority will reasonably accommodate qualified individuals with a disability so that the essential functions of the job may be performed, unless doing so causes a direct threat to these individuals or others in the workplace and the threat cannot be eliminated by reasonable accommodation and/or if the accommodation creates an undue hardship to the Authority. Contact the Human Resources department with any questions or requests for accommodation. Florida Civil Rights Act

Section 760.05 Florida Statute Commission on Human Rights (FCHR) ) promotes and encourages fair treatment and equal opportunity for all persons regardless of race, color, religion, sex, national origin, pregnancy, age, handicap or marital status and mutual understanding and respect among all members of all economic, social, racial, religious and other ethnic groups. Veterans' Preference

Chapter 295 F.S. sets forth the requirement for public employers to provide preference in employment, retention and promotion to eligible veterans, spouses of veterans, and other veteran preference eligible individuals. Managerial positions are exempt from Veterans' Preference.

To be eligible for Veterans' Preference, an applicant/employee must state which of the five categories best represent their situation and provide a copy of their DD214 or equivalent document along with their employment application, prior to the close of a job announcement.

Applicant/employee must meet the requirements of the position in order to qualify for Veterans' Preference. Commitment to Diversity

The Authority is committed to creating and maintaining a workplace in which all employees have an opportunity to participate and contribute to the success of the business and are valued for their skills, experiences and unique perspectives. This commitment is embodied in the Authority policy and the way we do business at the Authority and is an important principle of sound business management.


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Harassment/Discrimination (Ref: A/P00-36) It is the Authority’s policy to maintain a work environment free of harassment and discrimination of any kind, on the basis of color, race, sex, age, religion, disability, marital status, familial status, national origin, gender identity or expression, sexual orientation, genetic information or any other status protected by the law. We encourage you to report all perceived incidents of discrimination and harassment immediately. As defined by the EEOC, it is unlawful to harass a person (an applicant or employee) because of that person’s sex. Harassment can include “sexual harassment” or unwelcome sexual advances, requests for sexual favors, and other verbal or physical harassment of a sexual nature. Harassment does not have to be of a sexual nature, however, and can include offensive remarks about a person’s sex. For example, it is illegal to harass a woman by making offensive comments about women in general. Both victim and the harasser can be either a woman or a man, and the victim and harasser can be the same sex. Although the law doesn’t prohibit simple teasing, offhand comments, or isolated incidents that are not very serious, harassment is illegal when it is so frequent or severe that it creates a hostile or offensive work environment or when it results in an adverse employment decision (such as the victim being fired or demoted). The harasser can be the victim's supervisor, a supervisor in another area, a co-worker, or someone who is not an employee of the employer, such as a client or customer. Workplace Bullying Policy (Ref. AP 17-59)

The Authority will not in any instance tolerate bullying behavior. Employees, including supervisors, managers and executives found in violation of this policy will be disciplined, up to and including termination.

Any type of bullying demeans, diminishes, defames and belittles a person through rumors, deceit, devious and selfish acts, aggressive behavior, or any acts that create a hostile workplace.

Procedure for Reporting

Employees should report any form of harassment to their Department Manager, the Administrative Services Manager, or the Executive Director as soon as practicable. All such issues will be handled in strict confidence to the extent possible with minimum embarrassment to the involved parties.

Any supervisor who fails to report acts of harassment of which he/she is aware will be subject to disciplinary action without regard to his or her nonparticipation in such acts. A prompt, thorough and impartial investigation will be conducted. The facts of the situation will be reviewed objectively. The Authority will take immediate and appropriate corrective action, including discharge, if it determines that harassment has occurred. A timely resolution of each complaint is to be reached and communicated to the parties involved.


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Retaliation Is Prohibited

Retaliation against any employee for complaining about discrimination, filing a charge of discrimination, or participating in an employment discrimination investigation or lawsuit is strictly prohibited. The Authority will protect employees who make complaints of harassment/discrimination or provide information related to such complaints against retaliation.

The Authority cannot promise confidentiality for employees who make retaliation

complaints. Their identities will be revealed only on a need-to-know basis.

Employees filing a frivolous, malicious or intentionally false claim shall be subject to disciplinary action including possible employment termination.

For a copy of the above mentioned policies or any other Administrative Policy, please see

your Supervisor.


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Compensation

Pay Period Each work week begins at 12:01 am Monday and ends at 12:00 midnight the following Sunday. Paychecks are issued every two weeks on the Thursday following the end of the pay period. In order to receive your pay, you will be required to electronically submit a time sheet to your supervisor. Typically, when payday falls on a holiday, you will be paid on the last working day before the holiday. All employees are required to participate in our direct deposit program. Federal income tax, Social Security payments, court ordered garnishments and mandatory IRS child support payments are deducted from your paycheck as required by law. Should you wish to participate in a specific program, deductions will also be taken out for the Employees Club, Optional Life Insurance, Credit Union, Group Insurance, United Way, Optional Cancer/Heart and Stroke with ICU Insurance, Flexible Spending Account, and our Deferred Compensation Program (457). These are entirely voluntary. All deductions are identified on your paycheck stub, which is provided to you via email. Recent paystubs can also be found on the Employee Self Service site. Direct Deposit The Authority requires direct deposit of your paycheck. You may directly deposit your pay into up to six (6) separate accounts that contain your name. The accounts may be at different financial institutions. These institutions must accept direct deposit and participate with the national clearinghouse known as “NACHA.” If you would like to make changes to your direct deposit, submit these changes through Employee Self Service (ESS). Additionally, you may view your paycheck and direct deposit information using ESS.

Employee Self Service (ESS) What is Employee Self Service? Employee Self Service (ESS) is a convenient, secure and user-friendly resources accessed online through the Munis portal. It will not only enable Authority staff to see their individual records, but also provide tools to give you more control of your personal information. How to Access Employee Self Servicee?

1. The ESS website is available through the Authority's employee website at www.suaemployee.com by selecting ‘Employee Self Service’. 2. Enter your account username and password. 3. Click 'log on' button. 4. Click the 'Employee Self Service' tab. Navigating ESS At the Home page, select 'Employee Self Service' to access the Welcome screen. The Welcome page contains summary information as well as announcements and access to side menu options.

http://www.suaemployee.com/


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Information Found on ESS Benefits: Ssummary of current year elections. Open Enrollment: Select upcoming benefit elections. Certifications: View certification details. Pay/Tax Information: Payroll information, year to date totals, election details, access to W2/W4, paycheck simulator, and direct deposit information. Overtime Overtime does not apply to exempt (salaried) employees. Although at the Authority we avoid overtime whenever possible, there are times when it is necessary. On those occasions, you will be paid one and a half (1 ½) times your regular hourly rate for all the time you work over eight (8) hours in a given day during your regular work week, or forty (40) hours per week, and two times your regular pay for hours worked on a holiday. Regular part time employees are not eligible to receive overtime until they have worked over forty (40) hours per week. Compensatory Time (Ref: AP/00-35) Compensatory time may be granted in lieu of over-time pay. This compensatory (Comp) time will be earned at a rate of one and one-half (1 ½) hours per overtime hour worked. Salaried exempt employees will only be granted Comp time on an hour-for-hour basis, if their supervisor agrees. All forms of comp time and overtime must be pre-approved by your supervisor. You may accumulate up to 60 hours of comp time. Comp hours are paid out only upon separation of employment. Flex Time Flex time is when an employee requests a pre-approved schedule change from his/her supervisor and exchanges time worked with time off (hour for hour). An example of “flex time” would be when an employee comes to work early or shortens a lunch-break in order to use that time for an appointment, etc. Salary Performance Evaluations Your performance is evaluated annually against the standards set for your position. New hires receive an evaluation after the first six months of employment. The next review is considered an annual review and usually falls on the date of hire. Within budgetary guidelines, salary increases are given to those who earn them through good work. Among other things, your supervisor considers job knowledge, dependability, ability to work with others, attitude and production (in terms of quality and quantity), and initiative and motivation when determining if a salary increase is warranted.


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Shifts There are three basic work shifts at the Authority: First (Night) Shift .................. 12:00 midnight - 8:00am Second (Day) Shift ......................... 8:00am - 4:00pm (plant personnel) 8:00am - 4:30pm (field or office personnel) 8:30am - 5:00pm (office personnel) Third (Evening) Shift ............ 4:00pm - 12:00 midnight The Authority has three work shifts to maintain continuous service to customers. If you work the first (night) and third (evening) shifts, you will receive an additional percentage of your base salary. This is called shift differential. Third (evening) shift (4:00pm - midnight) workers earn a 5% differential. First (night) shift (midnight - 8:00am) earn a 7½% differential. There is a shift differential for those on second (day) shift on Saturday and/or Sunday of 2½%. A differential will not be paid while an employee is on paid vacation, sick leave, holiday, or in conjunction with any other premium pay. Pay Grade/Salary Adjustments, Licensed Personnel The State of Florida requires that certain water plant, wastewater plant, and water distribution operating personnel be licensed. Plant Operator For any individual classified under the Authority's pay and classification system as a Water or Wastewater Plant Operator, the Authority shall award the following salary increases upon receiving evidence of having achieved a higher level of license: Trainee to Class C - 10% Class C to Class B - 5% Class B to Class A - 5% Water Distribution Mechanic Individual classified as a Water Distribution Mechanic, the Authority shall award the following salary increases upon receiving evidence of having achieved a higher level of license: Trainee to Level 3 - 5% Level 3 to Level 2 - 2.5% Level 2 to Level 1 - 2.5% This increase shall be applied to the employee's base hourly salary to be effective with the beginning of the pay period following receipt of a Personnel Action Form (PA) from Human Resources. Such authorization shall not be given until proper documentation is received from the State of Florida and approval by the Division Director.


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On Call Due to the nature of our business, it is necessary for some personnel to be on call during the week or on weekends and holidays. Any service person that is on call during the week will receive two (2) hours straight time pay per week. Generally, if you are called in to work, you will be compensated at one and one-half (1 ½) your regular pay from the time you leave home until you return. The two (2) hours pay for the week will be forfeited if the service person on call cannot be located within 20 minutes to handle a call. Persons on call should remain in the local area. A maximum of one (1) hour will be paid for travel time. The on call list is usually made out a week in advance for the entire month. If there is a weekend or day that you cannot take calls, notify your supervisor so an alternative schedule can be prepared. When you electronically submit your time after being on call, you must report the on call hours as straight time. Additional information related to “on call” can be found in the Employee Relations section of this handbook, under Use of Authority Vehicles & Equipment or the Authority Administrative Policy AP/96-32. Top Out (Annual Pay Based On Merit) For such employees, annual merit pay adjustments are made as “lump sum” payouts if and as approved by the Authority Board. Longevity (Annual Pay Based On Years of Service) At the time of an annual merit increase, longevity pay is calculated as a percentage using the base pay before any merit or other increases. Longevity pay equals.1% multiplied by consecutive years of full-time or regular part-time Authority employment. The Longevity benefit is discretionary, and must be approved by the Authority Board annually. Final Pay If you separate employment from the Authority for any reason, your final payroll will be issued on the next regular pay date following the pay period in which your employment ends. Your final paycheck will be directly deposited into the bank account on file. To ensure that your final paycheck is processed correctly, please coordinate all termination activities with your supervisor or manager and Human Resources, including the return of any Authority issued property.


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Employment

Employment Status An employee is a person who works for the Authority on a wage or salary basis. All employees are designated as either nonexempt or exempt under state and federal wage and hour laws. The following is intended to help employees understand employment classifications and employees’ employment status and benefit eligibility. These classifications do not guarantee employment for any specified period of time. The right to terminate the employment-at-will relationship at any time is retained by both the employee and the Authority.

Nonexempt employees are employees whose work is covered by the Fair Labor Standards Act (FLSA). They are NOT exempt from the law’s requirements concerning minimum wage and overtime.

Exempt employees are generally managers or professional, administrative or technical staff who ARE exempt from the minimum wage and overtime provisions of the FLSA. Exempt employees hold jobs that meet the standards and criteria established under the FLSA by the U.S. Department of Labor. Human Resources/Personnel Records (AP/14-53) The Authority will collect only personal information that is required to pursue its business operations. Examples of personal information collected by the Authority includes employee names, addresses, telephone numbers, e-mails addresses, emergency contacts, date of birth and benefit plan enrollment information. All pre-employment inquiry information and reference checking records conducted on employees and former employee files are maintained in locked, segregated areas and are not used by the Authority in the course of its business operations. Personal information will be considered confidential and as such will be shared only as required and with those who have a need to have access to such information. Participants in Authority’s benefit plans should be aware that personal information will be shared with plan providers as required for their claim handling or record keeping needs.

Employee personnel records are maintained in our Human Resources department. As required by law, some records pertaining to employees are maintained in separate files relating to medical issues and internal investigations. Employees, or their representative, may request access to their basic personnel file. Access to Employee Personnel Files

All requests for access to your personnel file must be provided in writing to Human

Resources. Upon receipt of your written request, Human Resources will schedule an appointment for you to view your file during normal office hours. For purposes of this policy, your personnel file includes records related to performance and training as well as other records used for hiring, promotion and disciplinary decisions. It will not include any reference checks, medical records or investigation files. Employees are not permitted to remove any documents from the personnel file but may provide a written response to any document in the personnel file.


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Employment and Income Verification It is the policy of the Authority to protect the privacy of each employee. Organizations who wish to verify the employment of a current or past employee may contact the Human Resources department. Employment and income verifications may be required when applying for a mortgage or car loan, checking references, leasing an apartment, establishing credit, or any other instance where proof of employment or income is needed. The employee is responsible for authorizing the release of this information to the verifying organization. Personnel and Medical Records

The personnel records of employees are public records and are open to inspection and copying by anyone who desires access to these files, as provided in Chapter 119, Florida Statutes (Public Records Law). The social security numbers of all current and former employees are exempt from public records, as provided by both the Public Records Law of Florida and the federal regulations of the Social Security Administration. Medical Records are exempt from public records, as provided by the Public Records Law of Florida and the federal Health Insurance Portability and Accountability Act of 1986 (HIPAA). Therefore, social security numbers and employee medical information are kept confidential and are never subject to disclosure, unless specifically required by law. Performance Appraisals The Authority has a formal employee performance review process that recognizes five levels of performance.

• Excellence in Performance • Above Satisfactory • Satisfactory • Needs Improvement • Unacceptable

Performance is assessed periodically based on job related standards. This allows supervisors to review how well employees are carrying out their duties and it helps employees to recognize their own performance strengths and weaknesses. This process requires that the supervisor discuss and explain the review completely with the employee. In fact, your signature on the review forms simply means you and your supervisor discussed it, not that you completely agree with the contents. You should be aware that the Authority’s standards of performance are quite rigid. Only those employees who perform their duties in an exemplary fashion and seek out responsibilities well in excess of their specific job duties are considered "Above Satisfactory". A rating of "Satisfactory" then, should not be considered as negative. New employee probationary performance reviews are completed on an Employee Performance Appraisal Form at (6) months of employment. If the rating is below "Satisfactory" the employee may be terminated or, at the discretion of the department manager, may be permitted to extend the probationary period for six (6) additional months to improve performance.


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If the second review results in a rating below "Satisfactory" the employee will be terminated. Both newly hired employees as well as existing employees on probation are required to sign an acknowledgment of probationary status. Annual employee performance appraisals are completed for all employees on their anniversary or date of hire. These evaluations summarize an employee's regular day-to-day performance for the entire rating period. Special reviews may be utilized any time a regular employee's performance falls below minimally acceptable standards. This is a "Needs Improvement" rating. While on "Needs Improvement", status an employee is placed on three (3) months’ probation to give the employee an opportunity to correct performance problems. During this time the immediate supervisor works closely with the employee on defined performance goals. If performance is not improved to a satisfactory level, a pre-termination conference may be scheduled. Special reviews may also be completed upon termination of employment for any reason or upon transfer to a new supervisor. Regular Part-Time Status (Ref: AP/96-30) Regular part-time employment status applies to Authority employees who have been scheduled by their supervisor to routinely work more than 20 hours but less than 40 hours during a seven (7) day work week (Monday - Sunday). Accrual of sick and vacation leave is based on hours worked and accrual limits are the same as for full-time employees. Holiday pay only applies when the holiday falls on a regularly scheduled work day or if the employee is called into work on that day. Regular part-time employees receive an annual performance evaluation, are eligible for group health, life and dental insurance (for the established premium and additional administrative fee), participation in the Flexible Spending Plan, Pension plan, 457 Deferred Compensation plan, and the Employee Assistance Program (EAP). Tuition reimbursement is not available for regular part-time personnel-. Employees with temporarily part-time status are not eligible for any special pay or benefits. Full time employees wishing to convert to regular part-time status must obtain the approval of all appropriate supervisory and management personnel, including the Executive Director. Supervisors are not eligible to convert to regular part time supervisor status. If a supervisor wishes to transfer to a non-supervisory regular part time status, he/she must obtain the approval of all appropriate supervisory management personnel and the Executive Director. Temporary Part-Time Status (Ref: AP/96-30) These are personnel hired to meet a specific short term labor demand, and may include employees hired through a staffing agency. These employees are generally scheduled to work 20 hours or less per work week or 1,000 hours or less per year (based on date of hire). The employment terms and wages for such personnel shall be established on a case by case basis by the Executive Director, but such terms will generally provide for an hourly wage only with no benefits or entitlements except as strictly and specifically required by law.


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Promotions (Ref: AP/93-26) When filling vacant positions, qualified employees will be considered in preference to non-employees having equal or lesser qualifications. Employees interested in seeking promotion or lateral transfer will be expected to meet or exceed the qualifications for the position sought and are encouraged to prepare themselves for such opportunities as they arise. A promotion is the advancement of an employee from his or her current position to another open job, with greater responsibilities, in a higher pay grade. The promotion should be based on documented, demonstrable increase in the scope of work. The granting of a different title alone, without a change in pay grade, does not warrant a promotional salary increase. Career Advancement and Recruitment

The Authority recognizes the importance of promoting from within the organization and encourages all employees to seek advancement by preparing oneself. Eligibility for selection consideration will be based on meeting the position's required knowledge, skills, abilities, work related experience and preferred criteria. To be considered for any advertised opening, employees are required to submit an updated resume. Salary Adjustments An employee who receives a promotion to a higher salary grade (either by taking on a new position or the employee’s current position is reclassified to a higher salary grade) should receive a salary increase at the time the promotion becomes effective, to at least the minimum of their new pay range or an amount equal to one-half* the percentage difference between the current and new grade midpoints, whichever is greater. Calculating a Promotional Increase Since a promotional increase is granted to recognize the assumption of additional job duties and responsibilities, the size of the increase should be calculated as a function of the size of the promotion, rather than as a percentage of current salary. The formula below should be used to calculate the total promotional increase amount: New Midpoint – Current Midpoint = Promotional Increase Amount (%**) Current Midpoint Or an increase to the minimum of the new pay grade, whichever is greater. ** Not to exceed 10% unless required to bring employee’s salary to the minimum of the new pay grade. Promotions & Probationary Status Half of the promotional salary increase should be granted at the time of the promotion, at which time the employee is placed on probationary status in the new position. After a six-month probationary period and if deemed to be performing the higher-level work at a satisfactory level, the employee should receive the second half of the calculated promotional increase amount. If the employee is not performing at a satisfactory level, their probationary period should either be extended for an additional three months or the employee should revert to their previous position if


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available (less the promotional increase granted). In special scenarios, the Executive Director may authorize the full salary increase at the time of initial promotion. Demotions Demotions are defined as involuntary and/or voluntary reductions in job duties and responsibilities. When an employee is demoted, the employee may receive a decrease in pay equal to the midpoint differential between the pay grade their job is currently assigned and the newly assigned pay grade. The formula used to calculate the salary decrease associated with a demotion is as follows: New Midpoint – Current Midpoint = Decrease Amount (%) Current Midpoint Or a decrease to the maximum of the new range, whichever is greater. Lateral Transfers If or when an employee is either recruited to or assigned another job within the same salary grade and with essentially the same job responsibility level, he/she should remain at their current salary level and salary grade to which they are currently assigned. Reclassification

From time to time, Authority management reviews job descriptions and work requirements for its personnel. Following such a review, the Authority may revise your assigned tasks. A reclassification such as a change in technology may or may not involve a change in pay or pay grade. Job vacancies are posted on all Authority bulletin boards, the Authority’s website and distributed via e-mail. Outside Employment We hope that you won't feel it necessary to secure secondary employment with another firm, though we do understand that "moonlighting" is your personal choice. This practice is only acceptable to the Authority under the following conditions: 1. Any employee working for another company during his/her off-duty hours shall not

wear the Authority’s tee-shirts, tank tops, hats, jackets or uniforms while working for that other employer.

2. The employee shall not use the Authority vehicle or the Authority tools while on duty

for his/her other employer. While on duty at the Authority, the employee shall not use the telephone excessively to conduct outside business.

3. An employee's second job can be related to the utility industry, but there should be

no conflict of interest between the two jobs. 4. While on duty, no employee is to sell or influence the sale of work or goods for

his/her other employer to the Authority’s customers or employees. 5. The employee's work performance at the Authority shall not be adversely affected

as a result of secondary employment. It is expected that each employee will report to work well rested and that he/she will not request to leave the Authority work place during his/her shift to attend to duties related to secondary employment.


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Violation of any of these principles shall subject the employee to disciplinary action. Probations: New Hires Upon appointment to a regular full-time or part-time position, a new employee is on probation for six (6) calendar months. During this time the supervisor provides training and feedback, and then evaluates how well the employee adjusts to the position. Regular status is granted upon satisfactory completion of the probationary period. As a probationary employee, you can apply for other vacant Authority positions. However, a new employee cannot request a lateral transfer (from one position to another in the same pay grade with substantially similar duties) until completion of six (6) months of employment. During the new employee probationary period of six (6) months, your employment can be terminated by the appropriate department manager without any advance notice, and upon approval from the Executive Director. Employment of Relatives (Ref: AP/93-27) It is the policy of the Authority to regulate the employment of persons related to currently employed Authority personnel. Individuals will not be hired, promoted, or transferred into a position that would create a conflict of interest or favoritism within the Authority. If employees begin a dating relationship or becomes relatives, partners or members of the same household and one party is in a supervisory position, the supervisor is required to inform management and Human Resources of the relationship. Employees may continue to work for the Authority; however, the Executive Director may assign one or both employees to other positions in order to avoid a conflict of interest, favoritism or hardship within a department of the Authority. The new position(s) may or may not be of the same nature or pay. Before the selection of any potential candidate with such relationship as noted above is made, prior approval of the Executive Director is required. This ensures that a relative of an employee is not employed under the line of authority of another relative. Relative is defined as spouse/domestic partner, child, parent, grandparent, sibling, cousin, nephew, niece, aunt, uncle, in-laws, step relatives and half relatives.


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Attendance and Leave Attendance and Punctuality (Ref: AP/90-13) Dependability is an essential attribute in all our employees. To assure the smooth and efficient operations of our facilities, the Authority expects prompt and perfect (or near-perfect) attendance and punctuality from each of its employees. The Authority guidelines state that an employee should not be excessively absent or tardy during the course of an "employee year" (the period of time between annual performance evaluations) to attain a satisfactory rating in Dependability. Perfect attendance and punctuality, are of course, the most desirable goals. All supervisors are responsible for communicating these attendance requirements clearly to new employees on their first day with the Authority. Each employee is responsible to properly log into work each day in accordance with each department guideline for tracking employee time worked. The supervisors are responsible for ensuring the employee’s time is properly tracked including use of time off. Absence is defined as an employee's failure to report to work. Tardiness is defined as an employee's failure to report to his/her work station at the appointed starting time for his/her shifts or after recess for a coffee or lunch/dinner break. An hourly employees pay will be docked if he/she is tardy a total of 15 minutes or more in a week. With the supervisor's approval, an employee may be considered not to be tardy if the employee contacts or leaves word for the supervisor at least 15 minutes before the appointed starting time and the missed time is made up. Doctor/Professional appointments may be scheduled during the normal workday if it proves impossible to schedule such appointments outside working hours. Employees shall account for this time by: a. Taking sick leave if available, or b. Taking vacation leave if available, or c. Arranging for flex-time with the supervisor, but only if the supervisor

approves, or d. Taking unpaid personal leave (unavailable until all above options are

exhausted). Regardless of the option the employee chooses, scheduling must be made with approval of the supervisor. It shall be the responsibility of the employee to return to work as soon as possible following the appointment. It is the employee's responsibility to personally notify his/her supervisor within 15 minutes before the appointed starting time if off work due to illness or family emergencies, etc. Should an employee not reach a supervisor, the employee shall provide a contact phone number. The supervisor must be made aware of each day the employee will be unable to report to work, and a medical excuse may be requested when three (3) or more consecutive days of work are missed. An employee wishing to return to work after an absence in excess of three (3) consecutive days may be asked to present a release to work from his/her doctor. This is necessary to protect the health of the employee and his/her fellow workers.


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An employee who does not provide a proper notice of his/her inability to come to work on any given day to their supervisor will be considered on unauthorized leave. Unauthorized leave is a serious violation of company policy which will result in disciplinary action. Vacation (Ref: AP/92-24) We believe that each employee should have a time of rest and relaxation each and every year. Vacation with pay is one of the benefits available to all regular full-time and regular part-time employees. Employees begin accruing vacation days on the first day of regular employment. Accrued vacation hours are available for use upon completion of four (4) months continuous service, subject to approval of the supervisor. Following is a schedule indicating the number of vacation days which can be accrued and maximum accruals permitted.

Employee Status

Years of Continuous Service

Days earned Each Year

Maximum Accrual

Hours Earned Per Pay Period

Hourly Beginning of Year 1 to end of Year 4

10 320 hours 3.08

Hourly Beginning of Year 5 end of Year 9

15 320 hours 4.62

Salaried Beginning of Year 1 to end of Year 9

15 320 hours 4.62

Hourly Beginning of Year 10 and forward

20 320 hours 6.16

Salaried Beginning of Year 10 and forward

20 320 hours 6.16

Accrual rates shall be adjusted effective the first day of any year in which an employee's "days earned" changes. For example, hourly employees will begin accruing vacation at the rate of 15 days per year on the pay period following the first day of their fifth (employee) year. In this way, the full 15 days will be available upon completion of the employee's fifth year. Vacation is scheduled in accordance with the needs of the work place as determined by the work group supervisor and the department manager. If an employee has no vacation leave at the time of request, an employee cannot schedule vacation time off until sufficient time is available. Vacation must be approved in advance by your immediate supervisor. An employee should not consider vacation time to be approved without receiving approval from the supervisor or department head. Failure to receive approval prior to being off may result in the employee receiving no pay for those days taken off. After one (1) year of service, each employee is required to take a minimum of five (5) days of vacation per the above schedule. Due to the diversity of public service needs, each department may have its own requirements regarding requests for vacation. It is the employee's responsibility to become familiar with the requirements.


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An employee may take five (5) days or (40) hours of vacation in the form of cash once in any given calendar year upon taking the required five (5) days of vacation a year. An additional week of vacation leave can be sold by those meeting the criteria established under the “Sick Leave Conversion Policy” (Ref: AP/96-31). Pay in lieu of vacation leave will be based upon availability of budgeted funds. You may accumulate up to 320 hours’ vacation leave. Accrued vacation leave is paid upon separation of employment. An employee of four (4) months or less is not eligible to use vacation leave. Sick The Authority’s sick leave plan is designed to protect employees against loss of income when they are sick or hurt and cannot work. It is suggested that an employee use their sick time wisely because it may also be used to supplement income until short term disability begins. You may accumulate up to 520 hours of sick leave. Whenever you are sick, you must see that your supervisor is contacted or that a message is left no later than 15 minutes prior to the beginning of your shift. This is to ensure that you get paid for the days you are out sick if you have accrued sick leave, and to let your supervisor make schedule and work assignment changes. Under normal conditions, employees wishing to return to work after an absence in excess of three (3) consecutive days may need to present a certificate from their physician to return to work. This certificate should be given to Human Resources (with a copy to your supervisor) prior to returning to your work station. This is necessary to protect you and your fellow workers. When an employee has missed more than three (3) consecutive sick days, the supervisor is to notify Human Resources. The Authority may then place the employee on Family Medical Leave if circumstance so warrant. It is the policy of the Authority to require an employee to use accrued vacation time when all sick leave is exhausted. When all vacation time has been exhausted, personal time may be requested. If you cannot come back to work when your accrued sick leave expires, notify your supervisor to discuss the possibility of requesting a leave of absence for illness or using accrued vacation leave. Employees may utilize accrued sick leave to attend to an immediate family member who is ill. (Ref: AP 93-25). Immediate family includes: spouse/domestic partner, child, and parent Your supervisor has the right to request proof of your illness or that of a family member at any time. It is in your best interest to accumulate sick leave so that it will be available in case of serious illness that requires an extended absence. Eligible employees that retire and/or resign their position with at least two-week written notice may receive pay for a portion of their accrued sick leave balance. However, an employee terminated for misconduct or cause shall not be entitled to receive accumulated sick leave pay. The percentages of pay for sick leave balances are: 5-9 years 25%, 10-19 years 40%, and 20 or more years will be paid out at 50%. Like vacation days, you will be eligible for sick leave upon your four (4) month anniversary with the Authority.


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Sick Leave Conversion (Ref: AP/96-31) The Authority wishes to reward those employees who judiciously use their allotted sick time. In addition to having good attendance reflect positively in their performance evaluations, regular full-time and regular part-time employees shall, subject to the availability of funds, be offered a limited opportunity to receive pay in exchange for accrued sick leave hours. Sick Leave Conversion pay shall be calculated on a payroll calendar year basis. Only those regular full-time and regular part-time employees who have been employed on that basis for the entire payroll calendar year shall be eligible. A payroll calendar year is defined as the January to December, the typical W-2 reporting period. Bereavement If there is a death in your immediate family, you will be given up to five (5) days off with pay. Immediate family means: spouse/domestic partner, child, parent, siblings, step siblings, step parents, grandparents, grandchild, in-laws or legal guardian. Any requests for additional time off must be approved by the department manager. Jury Duty Employees will be granted leave with pay to perform their civic duty as a juror. Since employees are paid by the Authority at their regular rate, fees for jury duty, except for mileage reimbursement, are to be endorsed over or otherwise reimbursed to the Authority. Court Subpoenas Appearances at court under subpoena or out of civic responsibility (such as an eyewitness) are usually considered excused time. Time for a voluntary appearance in court for your personal benefit will be your responsibility and arrangements for vacation time must be cleared in advance with your supervisor. Military Leave If you belong to the National Guard or active Reserves, you will receive military leave with the option to receive military or the Authority pay for a maximum of 17 working days in a 12-month period. Any additional time may be charged to vacation leave. Notify your supervisor promptly when you receive your notice to report for duty. If the employee elects to receive Authority pay, any pay received from a branch of the military must be assigned and paid to the Authority. Reference Family Medical Leave policy AP/93-25 for further details regarding FMLA and leave to care for a member of the Armed Forces. Domestic Violence Leave (Ref: AP/15-55)

The Authority may grant three (3) days of Domestic Violence Leave to eligible employees. The three (3) days of leave may be used during any twelve (12) month period if employee or a family or household member is the victim of domestic violence or sexual violence. Except in cases of imminent danger to the employee’s health or to the health and safety of a family or household member, the employee must provide appropriate advance notice of the leave request to their supervisor. Appropriate documentation of the act of domestic violence or sexual violence must be submitted to your supervisor either before or immediately after the leave. Reference “Domestic Violence Leave Policy”, AP/15-15.


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Educational Leave After one (1) year of employment, up to six (6) months of leave of absence without pay may be granted for education or training which would be of mutual benefit to the employee and the Authority. This leave must be approved by the department manager and the Executive Director. All vacation leave must be expended before the effective date of the leave; accrued sick leave will be reinstated upon return to duty. An employee cannot be on probationary status for disciplinary action when requesting educational leave. Personal Leave Employees may request leave without pay for personal reasons after all vacation leave and compensation hours have been used. Such leave requires prior approval of the department manager and Executive Director. Employees may not accrue vacation or sick leave while on leave of absence without pay nor will they receive holiday pay. The Authority will pay insurance premiums for up to six (6) months for an employee and their dependents, less the employee’s contribution, on approved sick leave for illness, accident, or maternity reasons. If continued coverage is desired the employee must make the payments to the Human Resources Department on the first of each month. Employees on educational or personal leave will be responsible for their dependents' insurance and must pay three (3) months of premiums in advance. Resignation (Voluntary) If you decide to voluntarily resign from your position with the Authority, please give your supervisor written notice at least two (2) weeks in advance of your last day of work. You should contact Human Resources to schedule an exit interview and to review your unused leave credits, insurance programs, and retirement status. Failure to provide sufficient notice may result in forfeiture of accrued benefits. Termination (Involuntary) An employee who is terminated for cause may not be eligible for rehire with the Authority. Employees who are involuntarily terminated can contact Human Resources for information about their benefits. Job Abandonment Employees who fail to report to work or contact their supervisor for three (3) consecutive workdays shall be considered to have abandoned the job without notice, effective at the end of their normal shift on the third day. The supervisor shall notify the Human Resource department at the expiration of the third workday and initiate the paperwork to terminate the employee. Employees who are separated due to job abandonment are ineligible to receive accrued benefits and are ineligible for rehire.

Retirement

Employees planning to retire must submit to Human Resources a written notice with a minimum of two (2) weeks in advance of the retirement date stating the effective date of separation. At that time, Human Resources will arrange meetings with benefit providers/consultants and begin processing your termination based on the selected date of departure. Benefit consultants will assist in determining options and costs associated with various choices which may include out of pocket costs and tax implications. In order for an employee to be eligible to receive Authority retirement benefits, he/she must meet the normal retirement age of fifty-five (55) and be 100% vested, as defined in


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the Seacoast Utility Authority Money Purchase Plan document. Additional eligibility requirements for specific retirement benefits may be found in separate Plan documents, this Employee Handbook, or in the Administrative Procedures. For more information regarding Retirement Eligibility, refer to the Administrative Policy, Retirement Eligibility (AP/96-31). Return of Authority Property Prior to leaving the Authority employment, employees must return all Authority issued property, including but not limited to: ID cards, keys, key fob, tools, communication devices such as cellular phones, laptop computers, manuals, uniforms, and any other property belonging to the Authority. Employees shall be responsible for reimbursement to the Authority for all properties of the Authority not returned. Exit Interview Prior to leaving the Authority employment, the employee will be asked to complete an Exit Interview with Human Resources. Employees are asked to provide honest, constructive feedback about their experience with the Authority in an effort to improve the services provided by the Authority or to make essential job changes. Rehire

Former employees who left the Authority in good standing and were classified as eligible for rehire may be considered for reemployment. An application must be submitted to the Human Resource department, and the applicant must meet all minimum qualifications and requirements of the position, including any qualifying exam, when required.

Supervisors must obtain approval from Human Resource or Executive Director prior to rehiring a former employee. Rehired employees begin benefits just as any other new employee except for retirement plans if eligible when previously employed. Previous tenure will not be considered in calculating longevity, leave accruals or any other benefits.

An applicant or employee who is terminated for violating policy or who resigned in lieu of termination from employment due to a policy violation will be ineligible for rehire. Work-Related Disability (Ref: AP/90-16) The Authority provides Workers’ Compensation benefits as prescribed by Chapter 440, Florida Statue to protect employees injured on the job. All employees are covered by Workers' Compensation Insurance. This provides for immediate medical care for a job related injury or illness. Any injury, no matter how small, must be reported to your supervisor immediately. An "Employee Report of Accident" form is to be completed by the employee and supervisor and forwarded to the Safety Officer. The Safety Officer will then complete a “Notice of Injury” form and send it to the insurance carrier. An employee who is injured in the course and scope of employment, and who tests positive on a drug or alcohol test or who refuses to be tested forfeits his/her eligibility for Workers’ Compensation medical and indemnity benefits. The injured employee’s supervisor is responsible to report the injury/illness to Human Resources to implement FMLA leave to run concurrently with Workers’ Compensation. During an extended period of Workers’ Compensation or Family Medical Leave (“FMLA”) absence, the injured employee must provide Human Resources a physician’s certification report including the employee’s return-to-work status. Human Resources will monitor Worker’s Compensation and FMLA hours used, and periodically notify the Supervisor of the employee’s leave status.


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If the employee is unable to return to full duty, he/she may instruct the Authority to use amounts from Supplemental Pay or wages to cover bi-weekly payroll deductions, but not to exceed the 80 hours of Supplemental Pay provided by the Authority, the employee may further supplement his pay by utilizing any accrued benefits that the employees has accumulated. Accrued benefits must be utilized in the following manner: first, sick leave; then comp time and/or vacation time. Authority funded health coverage for the employee shall continue during the 12 weeks of job protected leave provided by the FMLA. Seacoast may terminate the employment of any individual covered by this policy upon expiration of the employee’s FMLA. Should Seacoast choose to extend that individual’s employment beyond FMLA, the employee will receive group health insurance coverage for up to 90 days thereafter on the same basis, and at the same employee cost as active full-time Seacoast employees. The Authority will pay health premiums for up to a total of six (6) months for employees on approved sick leave for illness, accident or maternity. The employee will be responsible for reporting and returning to the Authority any overpayment either by Workers’ Compensation or by the Authority. Failure to do so may result in disciplinary action. While out on work related injury, an employee will receive all the same benefits, including accrual of vacation and sick time and holiday pay afforded working employees. The injured employee shall not receive annual benefits such as merit and cost of living wage adjustments, shoe allowance, longevity pay, etc. The employee’s eligibility for such consideration shall resume effective the date on which the employee returns to work. Authority funded health coverage for the employee shall continue on the same terms as if the employee had continued to work while on Workers’ Compensation and FMLA leave. Workers' Compensation benefits may be affected if an injury is not reported promptly. THEREFORE, REPORT ANY INJURY, REGARDLESS OF HOW MINOR THE INCIDENT TO YOUR SUPERVISOR IMMEDIATELY. Failure to report an "on the job" accident or injury to the Workers' Compensation insurance carrier within 30 days could result in a denial of benefits. The employee’s scheduled performance evaluation as well as other pay such as Cost of Living Adjustment (COLA) will be effective upon the employee’s return to work. Non-Work Related Disability (Ref: AP/90-15) Non-work related disability applies to all employees and addresses disabilities arising from non-work related accidents, injuries, or illnesses. In order to be deemed disabled under this policy, the employee must present a letter signed by a medical doctor, licensed to practice in the State of Florida, setting forth the nature of the disability and that the employee is medically unable to perform his/her job functions. The physician must provide in this letter a prognosis for recovery. It shall be the responsibility of the disabled employee to notify his/her direct supervisor and to deliver the doctor’s notice to Human Resources. Authority funded health coverage for the employee shall continue during the 12 weeks of job protected leave provided by the FMLA. The Authority may terminate the employment of any individual covered by this policy upon expiration of the employee’s FMLA. Should the Authority choose to extend that individual’s employment beyond FMLA, the employee will receive group health insurance coverage for up to 90 days thereafter on the same basis, and at the same employee cost as active full-time Seacoast employees.


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The Authority will pay health premiums for a total of up to six (6) months for employees on approved sick leave for illness, accident or maternity. When an employee has expended FMLA (See AP/95-25), and becomes eligible long term disability benefits under the Authority’s current Long Term Disability insurance policy, he/she may be considered permanently separated from the employ of the Authority, thereby ending the Disability Period. At that time, a replacement may be hired if deemed necessary by the Executive Director. Alternatively, at the discretion of the Executive Director, the position may be held open and filled by the employee upon a release for duty by the disabled employee’s attending physician. During the non-work related Disability Period, Authority benefits and programs will be administered as set forth in (AP/90-15). Group Health Insurance

a. Authority funded coverage for the employee shall continue during the 12 weeks of job protected leave provided by the FMLA.

b. If before the onset of the injury/illness the employee had elected dependent coverage, it

shall continue as long as the employee receives sick/vacation pay. During FMLA, the premium share paid respectively by the Authority and the employee shall be the same as that which is available to all other full time working employees of the Authority.

No salary increase, whether cost of living or merit, shall be granted to any employee until the employee is released by the attending physician and returns to full time duty. Performance evaluations shall be withheld until that time. Disability Period The effective beginning date of any employee's Disability Period (work or non-work related) shall be effective upon the commencement of a qualifying disability, provided that the Authority receives a written doctor's notice directed to Human Resources, within thirty (30) working days of the onset of the disability. The employee shall be deemed by the Authority to be disabled under this policy until a clearance for work, issued by the attending physician, is delivered to Human Resources. The Authority reserves the right to obtain a second opinion for either the initial notice of disability or a clearance for return to work. During the Disability Period, the disabled employee shall remain in the employ of the Authority subject to the provisions of FMLA, (See AP/93-25). The Executive Director may, within the constraints of the approved budget, hire temporary labor to assist in dealing with the disabled employee's workload. Short Term/Long Term Disability Insurance Short Term Disability (STD) Benefits The STD program offers a benefit of 60% of weekly earnings subject to a maximum of $1,150 per week. To qualify, an employee must be disabled for 30 days which is also called the “Elimination Period”. Benefits will begin on the 31st day of disability. The maximum benefit period is 22 weeks. If an employee is unable to return to work after 180 days, he/she will automatically be transitioned from the Short Term to the Long Term Disability insurance coverage.


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Long Term Disability (LTD) Benefits Long Term Disability provides a benefit of 60% of monthly earnings subject to a maximum of $5,000 per month. An employee must be disabled for a period of 180 days prior to become eligible. Periodic evaluation will occur at the discretion of the insurance provider. The employee will receive benefits for 24 months if he/she is unable to return to work. After the 24-month period, benefits may be reduced by other income. Death Benefit Upon the death of any eligible employee, the Authority will pay to the employee's beneficiary(ies) or estate, as provided for by Florida’s Probate Code, the employee’s accrued salary to date of death, the full value of the employee's vacation leaves and percentage of the sick leave, which is based upon years of service. Both sick and vacation leaves are calculated as the total accrual in hours’ times the employee's base hourly salary at the time of his/her death. Payroll And Benefits Refer to the Administrative Policy and Procedure AP/90-15 for detailed information on how payroll and benefits are handled during a period of work or non-work related disability. Benefits Premiums Obligations If you are on an unpaid personal leave of absence and/or not currently receiving earnings from the Authority, you remain obligated to pay the employee portion of any applicable premiums while covered under the Authority’s benefits plan. Any premiums not collected while you are on leave will accumulate in an arrears balance. Once a “paid status” is resumed with the Authority, the premiums arrears balance will be deducted from your earnings until paid in full as follows: - Health coverage premiums will be deducted from your pay as an additional 50 percent of your current health premium contribution each pay period, until premiums are current. - All other group benefits will be deducted from your pay as an additional 100 percent of your current group benefit premiums contribution(s) each pay period, until premiums are current. If you are on unpaid leave and you do not return to work following the unpaid leave of absence and/or you separate employment, you are obligated to pay any outstanding premiums toward health and additional life, within (7) calendar days following employment separation. Failure to remit any premiums that are owed upon employment separation will result in a collection effort, and you will be considered ineligible for rehire. If you are on unpaid leave and participating in the health care and/or dependent care flexible spending account (FSA), contributions are suspended during the period of unpaid leave. Upon return to work, the remaining annual FSA contribution amount pledged is recalculated over the remaining applicable pay periods for the calendar year. While on unpaid leave, if you have any individual supplemental benefits you are subject to the provisions of those carriers. The Authority will not fund any premiums due to these supplemental benefits while on an unpaid leave of absence. You may be required to remit premium payments while you are on unpaid leave directly to the carrier. Please contact the Human Resources department for more information.


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Benefits Your Employee Benefits section shows you that your paycheck does not represent your entire compensation from the Authority. The substantial numbers of paid employee benefit you receive, while not paid in cash, still represent real dollars to you and your family. We want you to have a full understanding of each benefit you receive as an employee at the Authority. Eligible employees are offered a variety of comprehensive benefits. The following information is provided as general information on the benefits programs available to eligible employees and is subject to change at any time, with or without notice. Eligible employees are entitled to Health, Dental, Basic Life & AD&D insurance, Short Term Disability (STD), Long Term Disability (LTD), Employee Assistance Program (EAP), Flexible Spending Account (FSA), and 401 A Defined Contribution Money Purchase Plan. Human Resources will be glad to assist by answering any questions you may have concerning these benefits. You should reference your Employee Benefit Highlights Manual for details. Group Insurance The following is a summary in nature and not intended to address all situations or circumstances. For complete information, please refer to the Summary of Benefits and Coverage. If any information in this handbook conflicts with the Florida Statues, rules, or official plan documents, those Florida Statues, rules or official plan documents are the final authority. Eligible employees may participate in the Authority Group Insurance Program health, dental, life, short and long term disability and AD&D insurance plans, as well as a variety of supplemental insurance plans, including cancer and critical care. Employee’s additional tax-saving benefits available to eligible employees include Medical and Dependent Care Reimbursement Accounts. Newly hired employees wishing to participate in any of the benefit plans/programs offered must enroll within 30 days of their hire or they will not be able to enroll until the next scheduled annual open enrollment period, unless they experience a Qualifying Status Change (QSC) event. QSC events are life or work events in a gain or loss of eligibility for insurance coverage. The following are examples: marriage, divorce, or loss of employment. QSC events are governed by Section 125 of the Internal Revenue Code plus state laws and rules that allow only specific changes within established timeframes. Once elections are made, employees must wait until open enrollment to make changes unless they have another QSC event. Life Insurance The Authority provides group insurance plans which promote preventative medical and dental care as well as provide financial protection against the cost of illness and non-job related injury. A life insurance benefit equivalent to the employee's annual salary or $20,000, whichever is greater, with a maximum of $100,000 is provided to each regular employee. Benefits will reduce 35% at age 65 and an additional 15% of the original amount at age 70. Benefits terminate upon separation of employment. Seacoast pays for the cost of Dependent Life Insurance for all employees that have dependent coverage under the medical plan. The dependent life benefits are as follows: Spouse/Domestic Partner ($10,000) and Dependent Child 14 days up to age 30 ($5,000). Employee may also purchase additional life benefits for themselves and/or their spouse/domestic partner or other dependent family members. Rates for the Voluntary Life Insurance varies based on age of the insured and the insurance amount elected.


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Consolidated Omnibus Budget Reconciliation Act of 1986 (COBRA) Employees and their dependents who would otherwise lose insurance coverage in any health plan because of a ‘qualifying event’; are eligible for continuation coverage under the Authority’s group policy pursuant to the federal COBRA law. COBRA provides continuation coverage equal to the coverage applicable to active employees for a limited time period. Employees must pay full premium and administrative fee costs.

Health Insurance Portability and Accountability Act of 1996 (HIPAA)

It is the policy of the Authority to ensure compliance with the Health Insurance Portability and Accountability Act. HIPAA offers protections for you that improve portability and continuities of health insurance coverage. The legislation provides protections for the privacy of your Protected Health Information (PHI). PHI does not pertain to all health information, it only includes information that your employer receives directly from a medical facility, doctor’s office, and or the health insurance carrier. This information will be housed in the Human Resources department and locked when not in use, All correspondence from the Human Resources department containing PHI will be sealed. Domestic Partnership and Same-Sex Marriages/Civil Unions (Ref: AP/09-45) Domestic Partnership is a relationship between a full time or regular part time employee and one other person, regardless of his/her gender, who meet all eligible requirements of the Declaration of Domestic Partnership set forth in the county in which the employee resides. The Authority extends group health, dental. EAP, disability and life insurance benefits to qualified ‘domestic partners’ and their child(ren). In an effort to recognize and treat all employees fairly and equitably, the Authority has extended benefits to include bereavement, Seacoast Family Sick (SFML) and leave benefits that run concurrent with the FMLA and COBRA. If the Domestic Partnership ends or no longer shares a common residence, the employee must cancel all the benefits coverage for the Domestic Partner within 30 days of the termination of the partnership. A completed Declaration of Termination must be submitted to Human Resources. Failure to provide notification of the dissolution of the Domestic Partnership within 30 days may result in additional costs.

Same-sex marriages/civil unions are persons who are at least 18 years of age and of the same biological gender and has participated in a legally recognized marriage or civil union in a state which legally allows and recognizes same sex marriages/civil unions. Wellness Program

The Authority’s Wellness Program is a comprehensive health and wellness program that encourages and offers support to employee’s in establishing a healthier workplace and lifestyle. The components of optimal health include physical, emotional, social, and financial. The Wellness program may include organized activities like nutritional support, healthy recipes, group walks, and seminars presented by experts in the various topic fields. Covered educational health topics are focused on fitness, nutrition, financial planning, social connection and support systems, stress management, mind-body health, and continued learning.

Examples of our wellness activities are the Chug-A-Jug Challenge, office ergonomic evaluation, community walks, SUA walking trail, healthy lunch salads, Afternoon Escape to relax, field trips to local vegetable and fruit gardens, Free Fruit Fridays, healthy food samples,


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health screenings including blood pressure, glucose, cholesterol, vision, skin, and various wellness workshops. Employees Club (The “Club”)

The Authority takes great pride in our work, our efforts in the community and our employees. The Club is designed to promote personal and work place relationships among employees and their families. This effort is done by arranging opportunities for social interaction among employees and their families by organizing functions throughout the year as well as supporting local community and charitable organizations. Examples of activities and events are holiday party, company picnic, luncheons, breakfasts, American Heart Association, Toys for Tots, Food for Families, and School Supplies Drive. Holidays The Authority recognizes 11 holidays:

1. New Year's Day (January 1st) 2. Martin Luther King's Birthday (3rd Monday in January) 3. President's Day (3rd Monday in February) 4. Memorial Day (Last Monday in May) 5. Independence Day (July 4th) 6. Labor Day (1st Monday in September) 7. Veteran's Day (November 11th) 8. Thanksgiving Day (3rd Thursday in November) 9. Friday after Thanksgiving 10. Christmas Day (December 25) 11. Christmas Holiday (Christmas Eve or the day following Christmas)

Holidays that fall on Saturday will normally be observed on the preceding Friday. Those that fall on Sunday will normally be observed the following Monday. Some employees may be unable to take holidays on designated days because of shift assignments and seven days per week operational needs, but they will be compensated in accordance with their department's policy. Employee Education Reimbursement Program (Ref: AP/00-38) The Authority encourages every employee to strive for improvement and has established an education tuition reimbursement program. The following guidelines are used to dictate educational tuition reimbursement and to qualify, you must: 1. have full time, regular, active and non-probationary status prior to beginning the course; 2. have completed (4) four months of continuous employment prior to beginning the course; 3. have received course and program approval of the employee’s department manager; and 4. provide evidence of a passing grade (‘pass’ in a ‘pass-fail’ grading system or letter grade A, B,

or C in a letter grade system) or otherwise demonstrate successful completion in a manner satisfactory to the Executive Director.

Through the Educational Reimbursement Program, the course fees of all prerequisite courses for operator certification and/or other professional licenses pertaining to the water and wastewater professions will be reimbursed 100%. The course fees for all courses that are not prerequisites for


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operator certification and/or professional licenses pertaining to the water or wastewater professions will be reimbursed 100% up to a maximum of $1,800 for undergraduate and $2,200 for graduate courses per fiscal year. Reimbursement will be made after successful completion of the course. Successful completion means that you must obtain a "pass" grade in a pass/fail course or a "C" or better in a letter-graded course. A copy of the grade report will be satisfactory evidence of successful completion. Course fees include tuition costs and registration costs when applicable. Textbooks, transportation and expenses other than course fees will not be reimbursed unless deemed business expenses (See AP89-01). If you are eligible for other tuition assistance such as a scholarship or Veterans Educational Benefits, the Authority will pay 100% of the course fees up to $1,800 for undergraduate courses and $2,200 for graduate level courses per fiscal year but only after all other tuition assistance has paid its benefit amount. For voluntary or involuntary termination, the Authority will deduct 100% of the cost of all Authority funded educational costs for the previous 12-month period from the employee's final paycheck. The enrollment cost and traveling expenses for Authority approved seminars and short courses will be covered 100% by the Authority. Employees attending and/or traveling to non-mandatory classes/seminars on their regular day off will not be entitled to additional compensation. In the event you are approved to enroll in an accredited college with long-range plans of obtaining a degree or diploma, you will be reimbursed as outlined above when you satisfactorily complete each course. When the certification and/or license fee is separately identified, the Authority will not reimburse such fee(s) until successful obtainment of such certificate or license. It will not be necessary to wait until the degree or diploma is received. Courses may be taken from a college or university, vocational/technical school, or correspondence school. Eligible courses are those approved by the department manager and Executive Director as being job-related or leading to a degree relating to the goals of the Authority. Total annual expenditures in tuition reimbursement may not exceed the budget amount approved by the Authority Board. This makes it important to get final approval from your department manager and the Finance Department Director prior to enrolling in a long-term program with plans of obtaining a degree. The cost for any continuing education course required to keep certain certification, including meals, travel and lodging, will be paid for in full by the Authority. Continuing education reimbursement will be based upon availability of budgeted funds. Licensing (Ref: AP/90-17)

The Authority will reimburse ALL employees for professional licenses and certifications that are required by their jobs. This does not include application or renewal of standard driver's licenses but does include reimbursement for Commercial Driver’s Licenses, if required by your job.

Water & Wastewater Plant Operators

Florida law requires that the Authority’s water and wastewater treatment plants be attended at all times by plant operators licensed by the Florida Department of Environmental Protection (FDEP). Obtaining the higher licenses is encouraged and compensation for obtaining a higher license is awarded. The review course fee and any related travel or lodging


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will be reimbursed. Testing and license fees are separately billed and will be reimbursed by the Authority upon successful completion. Compensation increases will be in accordance with Administrative Procedure 90-17.

Obtaining the necessary continuing education units (CEU's) is each licensed operator's individual responsibility, not the Authority’s. The Authority will, however, reimburse the cost of the reasonably priced continuing education classes if they are pre-approved. The Authority will not keep track of the operator's progress or remind them that they must get their CEU's, as this is the professional responsibility of each operator. An operator whose license is suspended or revoked for failing to obtain CEU's or any other reason will be subject to reclassification or dismissal at the Authority’s discretion. Appearance Code (Personnel Memorandum) Dress and appearance are necessary considerations when it comes to doing the work of the utility safely and well. Safety is the most important consideration, but not the only one. Customer acceptance is another and first impressions are very important. Sometimes an employee’s competence is judged on appearance, and if a negative impression is made, communications may suffer. The appearance code applies to all Authority employees, full or part-time water and wastewater plant personnel, field personnel, and office personnel. Each code provides the appropriate requirements under the headings of Normal Work Days, Hats, Dress Down Days, Limitations, and General Appearance (tattoos, beards, mustaches, jewelry). If you have any questions or concerns regarding your appearance and wish to read the Appearance Code applicable to your job classification, please discuss them with your supervisor. Uniforms Many favorable comments have been received from the customers and the public, as well as our employees that neatness and uniformity are good for the image of the Authority. It is a well known fact that the Authority is judged by the appearance and conduct of each individual. Contact your supervisor or Human Resources for a copy of the Appearance Code for your job. Designated employees will receive uniforms (shirt and pants) upon hire. The Authority pays 100% for the cost of laundering your uniforms. Plain or executive uniform benefit costs are subject to inclusion in the employee’s W-2 and as such could result in additional taxes for the employee receiving the executive uniform benefit. Within the first week of employment, new designated employees will be given the following Authority uniform options:

1) 11 sets (pants and shirts, employee’s preference, combination of shorts or long pants and the uniform shirt) of Authority uniforms supplied by the uniform service (all to be laundered by the laundry service).

OR

2) 11 uniform pants and 11 Authority short sleeve t-shirts. The pants will be laundered by the laundry service and t-shirts are to be laundered by the employee.


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Each spring, every employee that has selected option no. 1 above will receive 6 new t-shirts. Every employee that has selected option no. 2 will receive 6 new t-shirts and 5 replacement t-shirts. In order to receive the replacement t-shirts, the employee must return 5 undersized, damaged or badly soiled t-shirts. You can either wear the regular blue or white uniform shirt completely buttoned and "tucked in" if the shirt is so designed, or a clean Authority tee shirt. If you elect to wear t-shirts, you will need to launder them at your personal expense. If your employment with the Authority is terminated, you must turn in all uniforms prior to receiving your final paycheck. The Authority may deduct the cost of any missing uniforms from your final check. Certain field employees must wear an oxford or boot leather shoe as required safety equipment. Check with your supervisor to see if you are required to wear special footwear (See: AP/98-34). All employees should carry their Authority ID at all times. Employees must attach their ID badge prominently on their uniforms/clothing. Safety Footwear (Ref: AP/98-34) Workplace safety is among the Authority’s highest priorities. Accordingly, many Authority job descriptions include safety footwear requirements. Since the employee is required to purchase and maintain conforming footwear, this requirement can exert an extraordinary economic burden on affected personnel. To assist with related costs and thereby further the goal of full compliance, The Authority offers its qualifying employees an annual footwear subsidy. Subject to budgetary constraints, the Authority will issue a safety footwear subsidy to each qualifying employee between November 1 and December 15 of each year. The Finance Department Director shall determine the specific date of each year's distribution. Regular part-time employees shall receive a subsidy based on hours worked in an eligible position during the previous twelve-month period. For any year in which an employee receives a verbal warning for non-conforming footwear, that employee’s subsidy will be reduced by 50%. No subsidy will be paid for the year in which an employee receives a written reprimand for non-compliance footwear.


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Training and Development Training and Development

The Authority recognizes that learning is a life-long process and that it is important to provide training to employees in order to successfully perform their job. Training enables employees to improve their knowledge, skills and abilities, enhancing the products and services to our customers. Requests for training can be initiated by the supervisor or by the employee. Employee Training and Development Video Library Employee training and development videos are available in the Human Resources department. The videos run 14-37 minutes long making it convenient to learn what you want, when you want and where you want. The training topics include business and personal skills, customer service, interpersonal skills, supervisory training, safety and more. Videos can be borrowed for up to one week at a time. These bite-size and just-in-time training videos are great for condensing training down to the key issues that makes a difference, which you can put to immediate use.


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Employee Relations Employee Assistance Program (EAP) Services provided for employees and their qualified dependents by the Authority’s EAP include services for individuals with personal and/or emotional problems, pre-marriage or marriage counseling, separation or divorce adjustment counseling, job related counseling, legal counseling, parent/child counseling, substance abuse assessment or referral, and counseling related to the problems of older persons. Other services available are counseling or referral related to physical, mental or developmental disabilities. EAP provides assistance with complete confidentiality. Current contact information for EAP services can be found in the Employee Benefit Highlights Manual or on the employee website at www.suaemployee.com. Smoking (Ref: AP/07-43) In compliance with the Florida Clean Indoor Air Act (FCIAA), all Authority facilities qualify as an “Enclosed Indoor Workplace(s)” pursuant to Florida Statute Section 386.204, which prohibits smoking, including Electronic Cigarettes (E-Cigarettes) in enclosed indoor workplaces and Authority owned vehicles in order to provide a healthy work environment for all employees and the visiting public. The coordination and success of this Policy is dependent upon the teamwork of the employee, the supervisor, and Human Resources, with ultimate responsibility being with those in charge of each work area and each facility. Nursing Mothers in the Workplace (Ref: AP/14-52) The Authority supports the rights of nursing mothers in the workplace and will provide reasonable break time for an employee when there is a need to express breast milk for her nursing child for one year after the child’s birth. The Authority will make the best effort to accommodate requests for nursing mothers for uncompensated time and a private space other than a bathroom that is shielded from view and free from intrusion from co-workers and the public. Supervisors and co-workers are reminded to respect and be sensitive to an employee’s choice to nurse as well as her other efforts to do what she considers best for her baby.



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Standards of Conduct

In order to carry out its responsibilities to its customers, the Authority must have certain rules and regulations. Please read carefully the Standards of Conduct and Disciplinary Guidelines which apply to all employees. Standards of Conduct The Authority requires that employees be familiar with all rules and regulations in carrying out their assigned duties. Supervisors will ensure that their employees are adequately trained in their jobs and in any rules and regulations pertaining to their jobs. Every job is important, and every job counts. With that philosophy in mind, we have developed the following employee relations policy. We believe in:

1. Treating each employee as an individual. Your rights are respected with courtesy, dignity, and consideration.

2. The value of cooperative, well trained, efficient, and loyal people working together for the benefit of Authority customers.

3. Providing fair wages and good working conditions. 4. Frank and open discussion of any problems or misunderstandings. 5. Promotions on the basis of merit and ability, with preference given those with greater

seniority if all other factors are equal. 6. The importance of each job and the key role played by each individual employee.

• Employees shall observe time limitations of rest and meal periods. They shall not be tardy or

absent or depart from work early without the permission of their supervisors. Vacation, sick and other types of leave benefits shall not be abused.

• Employees must notify their supervisor in advance of any anticipated absence. Failure to

report to work or unexcused absence for three (3) consecutive days shall be considered cause for immediate dismissal.

• Employees shall maintain dress and grooming appropriate to the type of work performed. See

your supervisor or Human Resources to reference the Authority’s “Appearance Code” for details.

• No employee may solicit funds or services, sell goods or tickets, distribute literature or petitions

for any purpose on the Authority premises or at any other place while on duty without prior authorization.

• Soliciting or accepting fees or gifts or otherwise taking advantage of customers, vendors or

business contacts for personal gain is prohibited. • Employees are expected to conduct themselves in a decent and moral manner while on the

Authority premises or at any other place while on duty. • Conduct unbecoming a public employee will not be tolerated. Such conduct includes actions

which reflect unfavorably on the efficiency of the Authority, causes embarrassment or are


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damaging to the reputation of the Authority or in general reflect unfavorably on the Authority, its customers or the public.

• Employees are expected to be alert and fit for duty. Working or reporting for work under the

influence of alcoholic or non-prescription controlled substances is prohibited. The Authority’s vehicles and equipment are not to be operated while under the influence of alcohol, non-prescriptive controlled substances, or prescription drugs which cautions against such use.

• No employee shall knowingly omit information or submit inaccurate or untruthful information

for, or on, any administrative or departmental record, report or document. Falsification of employment, payroll or leave records constitutes cause for dismissal.

• Corporal punishment shall not be permitted. No employee shall apply physical force except to

the extent that it reasonably appears to be essential to do so in self-defense. • Under no condition shall an individual be bullied, harassed, terrorized, threatened with physical

violence or punishment or otherwise be forced by an employee to suffer embarrassing or degrading experiences.

• It is illegal and against policies of the Authority for any employee, male or female, to sexually

harass another employee by (A) making unwelcome sexual advances or requests for sexual favors or other verbal or physical conduct of a sexual nature, a condition of any person's continued employment, or (B) making submission to or rejections of such conduct the basis for employment decisions affecting the employee, or (C) creating an intimidating, hostile or offensive working environment by such conduct.

• Every employee has the responsibility to protect and safeguard the Authority’s property and

the person and property of customers and other employees. No employee shall be in unauthorized possession of any property of the Authority, its employees or the public, regardless of value, or attempt to remove or remove such property from the premises.

• Employees shall use tools, materials, equipment, facilities, property or funds only for purposes

authorized by the Authority. • Every employee shall exercise reasonable responsible care and maintenance of and shall not

destroy or abuse records, tools, equipment, materials, facilities, property or funds. • Employees are required to comply with all safety and Workers' Compensation rules,

regulations and procedures. Any injury, illness or accident must be reported immediately to your supervisor.

• Disregard for violations of safety rules such as failure to use safety equipment, speeding,

unsafe operation of a vehicle, at fault in an accident while operating an Authority vehicle or equipment, operating an Authority vehicle without a valid Florida driver's license and other violations of safety rules shall not be tolerated. See ‘Rules for ALL OF US TO LIVE BY’, Offense or Conduct #30.

• Employees are expected to perform work assignments within the scope of their jobs. Refusal

to perform assigned work or follow reasonable directives shall be construed as insubordination.

• Concerted activities such as planned slowdown, abstinence in whole or in part by any

employee or group of employees from performance of their duties or mass call in alleging


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sickness shall not be tolerated. Such conduct constitutes insubordination and willful violation of rules and regulations.

• Supervisors are expected to set an example for subordinates by complying with all rules,

regulations and policies. • Authority employees are expected to act professionally and ethically when performing

Authority business. Among other things, these standards mean that employees are required to govern themselves in accordance with the provisions of Florida Statutes, Chapter 112, dealing with public officers and employees generally, and specifically with Florida Statute Section 112.313, providing for ethical standards of conduct for public officers and employees, as those laws may be amended from time to time. Among other things, these statutes prohibit any Authority employee from soliciting or accepting anything of value, including a gift, loan, reward, promise of future employment, favor, or service, based on any understanding that the employee would be influenced thereby in performing or carrying out any Authority business or activity.

Progressive Discipline

Every employee has the duty and the responsibility to be aware of and abide by existing rules and policies. Employees also have the responsibility to perform his/her duties to the best of his/her ability and to the standards as set forth in his/her job description or as otherwise established.

The Authority supports the use of progressive discipline to address issues such as poor work performance or misconduct. Our progressive discipline policy is designed to provide a corrective action process to improve and prevent a recurrence of undesirable behavior and/or performance issues. Our progressive discipline policy has been designed consistent with our organizational values, Human Resources best practices and employment laws.

Outlined below are the steps of our progressive discipline policy and procedure. The

Authority reserves the right to combine or skip steps in this process depending on the facts of each situation and the nature of the offense. The level of disciplinary intervention may also vary.

Some of the factors that will be considered are whether the offense is repeated despite coaching, counseling and/or training; the employee's work record; and the impact the conduct and performance issues have on the Authority.

The following outlines an example of the Authority’s progressive discipline process:

• Verbal warning: A supervisor verbally counsels an employee about an issue of concern, and a written record of the discussion is placed in the employee's file for future reference.

• Written warning: Written warnings are used for behavior or violations that a supervisor

considers serious or in situations when a verbal warning has not helped change unacceptable behavior. Written warnings are placed in an employee’s personnel file. Employees should recognize the seriousness of the written warning.

• Performance improvement plan: Whenever an employee has been involved in a

disciplinary situation that has not been readily resolved or when he/she has demonstrated an inability to perform assigned work responsibilities efficiently, the employee may be given a final warning or placed on a performance improvement plan to


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correct deficiencies. The employee will remain on probation for 3 months. Within this time the supervisor will work closely with employee and the employee must demonstrate a willingness and ability to meet and maintain the conduct and/or work requirements as specified by the supervisor and the Authority. At the end of the performance improvement period, the performance improvement plan may be closed or, if established goals are not met, dismissal may occur.

The Authority reserves the right to determine the appropriate level of discipline for any

inappropriate conduct, including oral and written warnings, suspension with or without pay, demotion and discharge. Rules for All of Us to Live By The purpose of these rules is not to restrict the rights of anyone but rather to define them. By keeping you informed of your rights, you will be more satisfied, and the Authority can maintain an orderly and efficient operation. Since the violation of some rules is more serious than the violation of others, we have listed the type of discipline that ordinarily goes along with each rule that is broken. Exceptions to mandatory disciplinary actions may be made by the Executive Director. The following list of offenses or conduct will be used as a guide, depending on the severity of the offense, in administrative progressive discipline. Any other type of offenses not specifically listed may also receive disciplinary actions of various offenses, the decision by the supervisor to impose discipline beyond the minimum stated in the guidelines, or exceeding the guidelines, shall be justified by the supervisor in writing. Engaging in any of the offenses or conducts listed on the following page will result in the appropriate disciplinary action:


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RULES FOR ALL OF US TO LIVE BY (continued)

Offense or Conduct

1st Occurrenc

e

2nd Occurrenc

e

3rd Occurrenc

e 1. Failure to perform assigned duties Written

Reprimand 1-5 days

Suspension 6-10 days Suspension

or Dismissal

2. Failure to follow instructions and/or work directives

Same Same Same

3. Contributing to unsanitary conditions Same Same Same 4. Harboring a disease that will endanger

fellow workers Same Same Same

5. Loafing or spending unnecessary time away from job on personal phone calls

Same Same Same

6. Excessive tardiness or absenteeism Same Same Same 7. Unauthorized distribution of written or

printed materials on premises or while on duty

Same Same Same

8. Unauthorized solicitation or sales on Authority premises or while on duty

Same Same Same

9. Use of profane or obscene language Same Same Same 10. Absence without authorized leave. If 1st

occurrence lasts more than three (3) days, employee may be dismissed.

Same Same Same

11. Leaving work station without authorization Same Same Same 12. Bullying, incivility (rude or unprofessional behavioral)

Same Same Same

13. Sleeping while on duty Same Same Same 14. Revealing privileged or confidential

information to unauthorized persons Same Same Same

15. Gambling on Authority property 6-10 days Suspension

or Dismissal

Dismissal

16. Negligence Same Same 17. Misappropriation of funds Same Same 18. Insubordination Same Same 19. Horseplay, fighting or violence Same Same 20. Unauthorized possession of a weapon,

fireworks or explosives on Authority property

Same Same

21. Use of threats, corporal punishment, verbal or physical abuse, bullying of an employee, supervisor, or the public

Same Same

22. Racially, ethnically, sexually or extreme offensive comments, references or language.

Same Same

23. Violating decency or morality on the job, this includes sexual harassment

Same Same


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24. Falsification of records Same Same 25. Engaging in concerted activity to commit

an offense Same Same

26. Committing any offense while supervising other employees

Same Same

27. Impaired or under the influence of alcohol, or non-prescription controlled substances

Same Same

28. Use, possession, sale or disbursement of alcohol, or non-prescription controlled substances

Same Same

29. Stealing, destruction, abuse or unauthorized use of property or equipment belong to Authority or another party

Same Same

30. Conduct unbecoming a public employee Up to 10 days

suspension or

Dismissal

Dismissal

31. Placed under arrest and/or charged with a crime related to employment

Suspension until

charges resolved

Suspension until

charges resolved

Suspension without charges resolved

32. Violation of rules, regulations or policies Written reprimand or up to 10

days suspension

or Dismissal

Up to 10 days

suspension or

Dismissal

33. Unethical conduct as specified in Ch. 112, Florida Statutes “Code of Ethics for Public Officers and Employees”

Dismissal

34. Conviction of any crime related to employment

Same

35. Use or threatened to use of a weapon Same All offenses and conducts are not listed and infractions may be so serious that they warrant immediate discharge.


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Rules for All of Us to live by (continued) Violation of policies outlined in other sections of the handbook or habitual offenders of various Authority rules will be dealt with by verbal correction, suspension (without pay), written correction or dismissal, depending upon frequency and nature of offense. THE FOLLOWING ARE EXAMPLES AND RANGES OF DISCIPLINARY ACTIONS.

Offense or Conduct Disciplinary Action 1. If an employee has received a written reprimand 0-5 days suspension 2. If an employee has received a suspension of five (5)

days or less 6-10 days suspension or Dismissal

3. If an employee has been suspended from 6-10 days Dismissal INVESTIGATORY POLICY An employee may be placed on an investigatory leave, for up to 15 calendar days with or without notice, to permit Seacoast Utility Authority to review or investigate actions, including dishonesty, theft or misappropriation of company funds or property, violence on the job, gross safety negligence or acts endangering others, insubordination, or any other conduct that warrants removing the employee from the worksite. The leave will be confirmed in writing, stating the reason and the expected duration of the leave. Upon conclusion of the investigation, the employee will be informed in writing of the finding and employment action. REASONS FOR TERMINATION The Authority maintains that all of its employees are employed “at will,” which means that you may be terminated with or without cause at any time deemed necessary or desirable by the Authority. Likewise, you may resign at any time. There is no express or implied contract for employment between you and the Authority. Employees who are involuntarily terminated generally are not eligible for rehire. Reasons for termination without prior notice or warning may include, but will not be limited to, the following:

- failure to report to work for three consecutive days without authorization; - omitting information or submitting inaccurate or untruthful information or falsifying records; - stealing Authority property or property of others; - working or reporting to work under the influence of alcohol or non-prescribed substances; - using, possessing, soliciting, selling or dispensing alcohol or non-prescribed controlled

substances during work hours; - failure to report an arrest and/or charge on the next business day; - creating an intimidating, hostile, offensive or inappropriate work environment and/or

violating Anti-Harassment and Complaint and Retaliation procedures; - failure to report any injury or accident immediately; - use of verbal or physical threats or bullying of an employee, supervisor or the public; - unethical conduct as defined in Florida Statutes “Code of Ethics for Public Officers and

Employees” (full text online at www.leg.state.fl.us,Chapter 112, Part III); and - possession, use or threatened use of weapons or firearms;

This list is not intended to be all-inclusive. The Authority reserves the right to dismiss an employee without notice on other grounds.

http://www.leg.state.fl.us,chapter/


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Grievance Procedures (Ref: AP/96-33) A grievance can be any dispute or difference of opinion between an employee and his/her supervisor. If you have such a disagreement, the first step is to talk it over with your supervisor. Performance reviews, pay policies and terminations are not subject to the grievance procedures. It is the intent of this procedure that grievances be considered fairly and promptly and to determine what is right, rather than who is right. If you cannot resolve your grievance with your supervisor, the following formal procedure must be used. The Grievance Procedure is designed to ensure a complete and fair hearing for any Authority full-time or regular part-time employee’s grievance. A Grievance Appeals Board has been created to render final decisions on the appeal of any disciplinary action. Performance evaluation, pay, personnel policies and terminations are not eligible for grievance procedures. GRIEVANCE PROCEDURES (Individual submittals may be waived and response deadlines as set forth herein may be extended at the discretion of the Executive Director). A. Procedure - First Step 1. The employee shall, within seven (7) working days of an alleged grievance, request

in writing an appointment with his/her department manager to discuss the grievance.

2. Such appointment and the hearing of the employee’s presentation shall be within

five (5) working days of the day of the request. 3. The employee shall be advised in writing of the department manager’s decision in

the matter within five (5) working days of the date of the hearing, a copy of such written decision to be placed in his/her personnel file.

B. Procedure - Second Step 1. If the matter is not resolved to the satisfaction of the employee by the department

manager, the employee shall, within five (5) working days after the decision has been delivered to the employee, so notify the department manager in writing. The department manager shall within three (3) working days, refer the matter to the Executive Director or his designee.

2. The Executive Director or his designee shall, within five (5) working days of the

request, hold an informal meeting with the employee, supervisor(s), and department manager(s) involved. The results shall be declared in writing to the employee within five (5) working days of the informal meeting.

3. If the meeting with the Executive Director fails to resolve the matter to the

satisfaction of the employee, the employee may, within ten (10) working days of that meeting, so notify the Executive Director and request a hearing by the Grievance Appeals Board.

C. Procedure - Grievance Appeals Board Hearing


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The Executive Director or his designee shall, within seven (10) working days of receipt of the employee’s notice under B.3 above, establish a meeting of the Grievance Appeals Board for the purpose of hearing the employee’s grievance.

D. Final Disposition The findings of the Grievance Appeals Board shall be final and binding. The Authority

Clerk shall distribute written notice of the Grievance Appeals Board’s decision to the employee, his/her supervisor, and the Executive Director within fifteen (15) working days of the meeting during which the decision was rendered.


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General Information Communication with Press and Media Much of the information we work with is confidential or sensitive, and frequently we receive inquires from the media about our operations. All inquiries from newspapers, television stations, magazine reporters and other media concerning our operations must be referred, without comment, to the Executive Director via your supervisor or manager. You should not feel pressured to respond to an inquiry. You should ask for the person’s name and phone number and inform them that you will be referring their question to the Executive Director. By following these guidelines, you are ensuring that the media receives complete and accurate information about the Authority. The Employee Website

The SUA employee website was created just for you! It's a quick way and easy tool to obtain employee related information such as the Employee Handbook, Employee Benefits Highlight Book, variety of forms, benefits and providers, workplace, education, recognition, retirement, employment opportunities, wellness workshops, Employee Assistance Program, compliance notices and much more. Visit our employee website regularly at www.suaemployee.com Emergency Contact Information

In the event of an urgent situation, such as an employee’s unexpected illness, injury or widespread emergency while at work, it is imperative that the Authority has a method to contact those individuals designated by employees as their primary points of contact,

In order to ensure a contact can be reached in those situations, it is mandatory for all employees to regularly review and update emergency contact information as needed. Employees must provide two (2) emergency contacts so an alternate individual may be reached in the event the primary contact is unavailable. Updates must be made within 30 days of any name and/or phone number change through Employee Self Service (ESS).

Decisions to reach out to emergency contact(s) will only be made in the event of an urgent situation as determined by the management team.

In addition, you are encouraged to review and update personal information such as beneficiaries on an annual basis.

Care of Equipment The Authority has invested thousands of dollars in equipment which is designed to enable you to work more efficiently. Your cooperation in the care and use of this equipment is necessary to maintain it in good operating condition. If any of our equipment is defective or is not suitable for the job, please notify your supervisor immediately. A few timely repairs may prevent complete breakdown of the equipment. Never place beverages or food on or around calculators, computer terminals, typewriters, copiers, or other mechanical equipment.



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Use of Authority Vehicles & Equipment (Ref: AP/96-32) To assure that the Authority’s assets are used in a manner which directly benefits its customers, the Authority must clearly articulate limitations. Respecting the judgment of its personnel is important, however, the Authority does not wish to unreasonably limit an individual’s ability to respond to and/or deal with emergencies, nor to institutionalize inefficiency. Authority vehicles and equipment are to be occupied only by on-duty or on-call Authority employees and used strictly for the Authority business. Variances may be granted by the Executive Director or his designee based on temporary hardship, but approval of such hardships should never be assumed. Except in cases where there is imminent threat of personal harm, prior approval must be obtained from the highest-ranking Authority manager or supervisor who can be contacted before any vehicle is used for anything other than Authority business. To the extent reasonable, all such use must be approved by the Executive Director, even if the request is made outside normal business hours. If the Executive Director is not available, the petitioner should work progressively through division directors, department managers, and supervisors. Transporting non-Authority employees without management approval is prohibited. Employees Assigned 24-Hour, including On-Call Seacoast-owned Vehicles Employees are potentially personally liable if they become involved in an accident while driving to and from work or are using Seacoast’s vehicles for anything other than official Seacoast business. All employees who drive take home vehicles should immediately contact their personal insurance agent to add coverage referred to as “Extended Non-Owned Coverage.”

Meal Break (Ref: AP09-47) Full time and regular part time employees are entitled to a 30-minute meal during each day. If an employee requests and the supervisor agrees, the employee may work through all or part of his/her 30-minute meal break, provided that such arrangements do not extend the work day beyond 8 hours in duration. This provision requires employees seeking to work through their meal break to take compensating time off during the same work day. The intent is to assure that overtime compensation pay or comp time is guided solely and strictly by the Authority workplace requirements rather than employee preference. If a supervisor requests that a subordinate employee work through all or part of the employees’ 30-minute meal break, the employee will either be paid or receive comp time on a time and one half basis for all time worked exceeding 8 hours during that work day. Breaks This work rule is not intended to prohibit on-duty Authority personnel from stopping by a store or restaurant during break periods established by their supervisors. No alcoholic beverages or illegal substances may be consumed or purchased during such stops, nor may such items be stored or transported in any Authority owned vehicle. Full time and regular part time employees may take up to two 15 minute breaks during each 8-hour work day. The Authority compensates breaks as time worked during the 8-hour work day and is not compensated at overtime rates. If an employee requests and the supervisor agrees, the employee may work through his/her breaks and be paid or receive comp time on a straight time basis. Examples are (1) Employee combining both 15 minute breaks with their 30-minute meal break to achieve a one-hour lunch break, (2) Employee foregoing both breaks in favor of arriving at work 30 minutes later or leaving work 30 minutes earlier.


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Transit time to and from a break destination is included in allotted break time. Outdoors & Office Personnel 1. You are the Authority’s representative and a very important member of this community.

Your conduct is always being observed by citizens who may be extremely critical of loitering, profane language, and excessive noise.

2. If soft drinks, coffee or snacks are consumed during your break, make sure you police the

area and that you do not contribute to littering. 3. You are entitled to use the public parks the same as any citizen of the community. Be

careful, however, not to congregate in a way that would draw attention or create a nuisance to the adjacent residents. Keep in mind that Authority uniforms and vehicles make you highly visible.

4. Alcoholic beverages are not to be consumed during working hours. Non-prescription

controlled substances are not to be consumed at any time. Employees receiving premium pay for "on call" status shall not consume alcohol or take drugs other than by prescription when “on call”.

5. Whether you are a field employee or an office employee, you are to follow these

guidelines. 6. Office employees are to conduct their refreshment breaks in an orderly manner and in

authorized areas, so as not to disturb others. Be sure to check with your supervisor regarding break times.

On Call (Vehicle Use) Supervisors of certain “on call” personnel (as defined in this Employee Handbook) may authorize such personnel to take an Authority vehicle home. If this occurs, the vehicle is to be used only for Authority business, and for transportation between the employee’s Authority work assignment and home. Violation of this procedure may result in suspension or dismissal. Good Housekeeping One sure indication of an effective employee is the condition and appearance of his work area. Orderliness in your work area reduces accidents, improves health conditions, reduces fire hazards, adds to the efficiency of your work, improves the quality of service, and portrays a favorable image to customers who may be touring the facilities. We can all help by placing trash and refuse in the containers provided and by applying a few simple rules in cleanliness. To keep the carpet looking its best, the cleaners have recommended: Upon entering the building check shoes for excessive soiling and wipe your feet, don't fill your cups to nearly overflowing and walk through the halls (maybe the solution is a larger coffee cup with less in it), and remove any spills or soils immediately with water and paper towels. It is everyone's responsibility to help keep our work areas clean and sanitary. Periodically you will be asked to clear your desk and workspace so the janitorial service can thoroughly clean your work area. Please report anything that needs repairing or replacing to your supervisor and the Office Administrator.


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Waste Prevention Waste of time, materials, equipment, and utilities are costly to the company and to you. You can help make the Authority successful by the amount of time you save and by the quality of work you perform. You should make every minute count. Eliminate waste whenever possible. You will benefit by helping to reduce operating costs because the amount of money saved can be shared by all of us. Bulletin Boards Periodically we post information of general interest to you on our employee bulletin boards and e-mail. Please form the habit of checking these bulletin boards daily so that you will be familiar with the information found there. Service of Process As required by Section 48.031, Florida Statute, the Authority’s office must establish private areas where employees may accept service of process for matters outside of their official employment duties. The Authority’s office has established that any available conference room, library or vacant office may be used for this purpose. If you have any questions about a designated area in your department, please ask your supervisor.

Ask Your Supervisor One of the best sources of information about your job and your benefits is your supervisor. When you have questions, please see him/her for the answer. Your supervisor will generally have the answer for you right away; but if not, you will get the proper information as soon as possible. Helping you in this way is a part of our job, and we will cooperate at all times. If You Just Want to Talk All of us have our problems - sometimes small and sometimes not so small. Often personal problems gang up on us and we don't know where to turn. Whenever problems begin to bother you to the point of interfering with your work, your physical well-being, or your outlook on life, it often helps to get it off your chest. At times like these, we want to help you if we can without being "nosey". Any member of management will be glad to talk with you in confidence about any problem you may have. Naturally, we have your best interest at heart and are always willing to be helpful. As noted earlier in this handbook, the Authority participates in an Employee Assistance Program (EAP) where you can seek help with complete confidentiality. Current contact information for EAP services can be found in the Employee Benefits Highlights manual or on the employee website at www.suaemployee.com. Job Counseling We believe in and practice open communication at all levels of at the Authority. Your introduction to basic Authority policies was made by Human Resources at the time of your orientation. Human Resources is always available to answer your questions and help you in any way possible. Don't hesitate to call. The next link in your chain of communications is your immediate supervisor. He or she will not only explain the Authority’s plans or policies to you, but will also make sure that any ideas or suggestions you may have are passed on to management.


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If at any time you feel that you and your supervisor are not communicating well, do make the effort to sit down and talk about it with him or her. You might find that a problem you had can be readily solved. If for any reason you feel that's not the best way to handle your situation, contact your department manager. Any question or complaint you have will be kept confidential and will go no further unless you so request. We have a job counseling program set up to help you in your personal progress at the Authority. You are valuable to us, and we want you to understand that our prime concern is to help you with any work-related problems you're having. Our counseling program begins by establishing mutual understanding and respect between you and your supervisor, and giving you a good understanding of our policies and performance standards. Your work performance will be evaluated every twelve (12) months. Our evaluation process gives you the chance to estimate your own performance as well as to hear your supervisor's evaluation. At this time the two of you may plan goals for you to achieve in your progress. Between appraisals, if your supervisor feels that there are areas in which you need to improve, the two of you will be using our counseling program. It is set up to let you know what the Authority’s standards are, where a problem lies, and what steps are needed to meet those standards. There are various steps in our counseling program, starting with a discussion session and continuing through the pre-probation and probationary steps; each step is documented to provide you and your supervisor with a written record of what was said. Remember that we've set up the counseling program to identify problems and hear your ideas and solutions and to keep the communication between you and your supervisor open. We want to get the facts straight! And we want to hear from you if you feel that a transfer or training sessions are what you need to help you. Your supervisor will keep in touch with you to let you know how your progress is going - your improvements will be recognized, and you'll hear about them! Solicitations It is the Authority’s policy that unauthorized solicitations of employees or customers on any Authority property by or on behalf of any club, society, labor union, religious organization, political party or similar association is strictly prohibited. This applies both to employees on working time and to outsiders. The policy covers soliciting of any form, whether for membership, subscription or for payment of money. Telephones and Voice Mail Use (Ref: AP/00-37) The Authority requires that its information and communication systems be used in a manner consistent with the Authority’s public purpose. How you conduct yourself on the telephone projects the image of the Authority. To help you project the best possible image of your Authority family, and to assist you in conducting your work more efficiently, some programs have been established. Within your first few days on the job, you will be briefed on using the telephone. If you haven't already been briefed, be sure to ask your supervisor.


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Even with no formal telephone training, there are certain things you should always practice: Always be friendly and courteous, whether you are talking to a fellow employee or a customer. Please remember, when people call for information, they want it as fast as possible, so be businesslike too. If you cannot get the information immediately, tell whoever is calling that you'll call them back. Get their name, phone number, date/time of call, a brief description of their request and be sure to call back that same day...if only to report on your progress. The Authority utilizes a voice mail system, which allows employees, customers and others to leave voice messages. The Authority reserves the right to monitor and review all messages left on the voice mail system at any time. We suggest that you refrain from using the Authority’s phones for personal business except in an unusual or emergency situation. In such an instance, please try to limit your call to three (3) minutes. Right to Inspect Although the Authority does not regularly monitor electronic messages, the Authority reserves the right to do so without notice to the employee. No employee is to have an expectation of privacy with regard to any e-mail or computer files. Mail The Authority requires that its information and communication systems be used in a manner consistent with the Authority’s public purpose. Because of the large volume of Authority mail, personal mail should not be addressed to you at the Authority. Stationery and envelopes with the Authority’s name are not to be used for personal letters or correspondence. Electronic Mail (E-Mail) Public Record Requirements

All records received, made or generated by the Authority that relate to the transaction of official business are Public Records. Public Records must be maintained and stored in accordance with Florida Law. If the records are to be stored electronically, they must be maintained so as to be readily searchable to allow the Authority to easily retrieve them in response to any Public Records request. E-mail messages that are business related or of a non-transitory nature are considered public records and may not be deleted by employees. A non-transitory message is one that is intended to perpetuate, communicate, or formalize information relating to Authority policies, functions, transactions, and decisions. These messages may be printed and placed in correspondence of other office files or electronically attached to the related electronic file so that they may be made part of the existing records handling and retention process in accordance with the State of Florida Public Records Law. The informal tone of transitory messages might be compared to the communication that takes place during a telephone conversation or a conversation in an office hallway which include, but are not limited to e-mail messages with short lived, or no administrative value, voice mail, self sticking notes, and telephone messages. Transitory messages are to be retained until obsolete, superseded or administrative value is lost.


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Unacceptable Activities E-mail communication and internet access are PUBLIC RECORDS and the use of the Authority’s electronic mail and other information systems in any way that may be disruptive, offensive to others, or harmful to morale is prohibited. It is against Authority policy to display or transmit sexually explicit images, messages or cartoons. Therefore, any such transmissions or use of e-mail communications that contain ethnic slurs, racial epithets, or anything that may be construed as harassment or offensive to others based on their race, national origin, sex, sexual orientation, age, disability, religious or political beliefs, is strictly prohibited and may constitute grounds for termination. The Authority’s e-mail system also may not be used to solicit others for commercial ventures, religious or political causes, outside organizations, or other personal matters unrelated to the Authority business. Failure to follow the Authority policy set forth above may lead to disciplinary action up to and including termination. Internet Access and Computer Use (Ref: AP/00-37) The Authority requires that its information and communication systems be used in a manner consistent with the Authority’s public purpose. During business hours, Internet access use should be limited to business related to the Authority. Accessing sites or downloading objectionable material that promote a hostile work environment will not be tolerated and will lead to disciplinary action. Computers No individual shall install or otherwise use any computer games, hardware, programs or software which is not licensed and registered under the Authority’s name, or install or otherwise use any such items unless they have been approved in advance, in writing, by the Executive Director. The Authority will take disciplinary action and/or assist in the prosecution of any individual who downloads, installs or uses software that is improperly registered. Social Media Below are guidelines for social media use. Employees may not post financial, confidential, sensitive or proprietary information about the Authority, clients, employees or applicants. Employees may not post obscenities, slurs, or personal attacks that can damage the reputation of the Authority, clients, employees or applicants. When posting on social media sites, employees must use the following disclaimer when discussing job-related matters, ‘The opinions expressed on this site are my own and do not necessarily represent the views of the Authority’. The Authority may monitor content out on the Internet. Keep in mind that any of your conduct that adversely affects your job performance, the performance of fellow associates or otherwise affects employees, customers, suppliers, individuals who work on behalf of the Authority or the Authority’s legitimate business interests may result in disciplinary action up to and including termination. Carefully read the guidelines in the Social Media Policy, Standards of Conducts, Rules for Us to Live by, Authority Statement of


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Ethics, Email & Internet Usage and the Discrimination & Harassment Prevention policies and ensure your postings are consistent with these policies. Inappropriate postings that may include discriminatory remarks, harassment, and threats of violence or similar inappropriate or unlawful conduct will not be tolerated.


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Safety and Security General Safety It is the Authority’s policy that all possible measures are taken to ensure the safety of employees, the public and Authority property. Authority employees are responsible for the safety and security of their workplace. Full compliance must be maintained with regard to all Authority safety rules including but not limited to wearing all required safety equipment at all times and maintaining clean and safe equipment at all times. It is the employee’s responsibility to safely produce a quality product or service while they are performing the work they are instructed to perform. Employees are also responsible for immediately reporting unsafe conditions or practices to their supervisor and the Programs Coordinator. No employee should ever perform a task or work with equipment that is unsafe. Failure to comply with safety rules may result in disciplinary action up to and including termination of employment. Each work group has a Safety & Health Manual which is for use by employees and regularly scheduled safety meetings are held within work groups. It is important for all employees to be familiar with the contents of the Safety & Health Manual for their particular work group. Safety Data Sheets (SDS) for chemicals used in your work place is available from your supervisor. Your supervisor will provide initial and annual training related to safe handling of these chemicals or any other safety hazards. All safety equipment must be worn or utilized appropriately. Reporting Accidents and Violations If you are authorized to operate an Authority vehicle or your own vehicle in the course of your assigned work, you will be responsible for any fines, traffic violations, and any other associated fees. In the event of a vehicular accident, employees are responsible for immediately notifying police and, if necessary, rescue authorities. Once authorities have been notified, immediately contact your supervisor and the Safety Officer. Employees must be drug tested in accordance with the Authority’s Drug Free Workplace policy. Worker’s Compensation Employees who sustain or incur an illness arising out of or in the course of employment are covered by Workers' Compensation insurance. This insurance provides medical coverage and partial replacement of lost wages for the period of time the employee is unable to work. All employees are covered whenever the injury occurs in the course of employment and the Authority pays the entire cost of this protection. Employees must report all injuries, incidents, or accidents immediately to their supervisor. Employees who are injured at work must immediately complete an Employee Report of Accident Form with their supervisor, file the form with the Safety Officer, and comply with all of the workers’ compensation policies and procedures. Employees must be drug tested in accordance with the Authority’s Drug and Alcohol Free Workplace Policy. Visitors in the Workplace To provide for the safety and security of employees and the facilities, only authorized visitors are allowed in the workplace. Restricting unauthorized visitors helps maintain safety


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standards, protects against theft, ensures security of equipment, protects confidential information, safeguards employee welfare and avoids potential distractions and disturbances. You are responsible for the conduct and safety of your visitors. If you observe an unauthorized individual on the property, you must immediately notify your supervisor. Building Security and Identification Badges

All employees who are issued keys are responsible for their safekeeping. Employees are expected to use designated entrances and exits. An identification badge is issued to each employee at the time of employment. Employees are expected to display their identification badges while working. Lost badges must be reported immediately to the Fleet Supervisor. The Authority reserves the right to inspect bags, parcels, or containers entering or exiting Authority properties. The Authority also reserves the right to inspect the workplace, including lockers, desks, files, computers, etc.

Employees are expected to be observant of any suspicious persons, items, or activity while on Authority properties. Employees should immediately report any suspicious persons or activity to their supervisors so proper action can be taken. Employees should be aware of any unfamiliar persons who are in secured areas. Such persons should be questioned as to their purpose for being there and properly escorted to their legitimate place of business.

"If you see something, say something". Employees are to immediately report any suspicious activity or safety hazard to their supervisor or department director. Vehicle Safety In order to operate a vehicle or enter into a mileage agreement, an employee must possess a valid Florida Driver's License. A valid Florida Commercial Drivers License (CDL) is required before you drive an Authority vehicle rated as a commercial motor vehicle. See your supervisor to establish what class of CDL is needed for your job. An Accident Report Kit is provided in each vehicle along with a Supervisor “Cheat Sheet” for Post Accident & Drug & Alcohol Testing. The employee is to get the name of the responding officer and case number and forward this information to Human Resources, to be reported to the Authority insurance carriers. Any vehicle/equipment accident is to be reported immediately to your supervisor. Authority policy requires employees in positions affecting public safety to report to their supervisor when they are taking medication that may affect their ability to perform essential functions. An example is a Customer Service Field Representative who drives a vehicle to perform job related work. Use of Seat Belts SEAT BELTS MUST BE WORN IN ALL AUTHORITY VEHICLES AND EQUIPMENT. If your vehicle does not have a seat belt or it is not working properly, you must report it to your supervisor. All front and rear occupants of Authority vehicles and all personal vehicles operated on the Authority business are required to wear seat belts. Failure to wear seat belts will be considered improper use of a vehicle and will subject employees to disciplinary action. If an accident resulting in injury to an employee occurs and the employee is not wearing seat belts and the failure to use the seat belts contribute to injuries received, the employee’s worker’s compensation benefits may be reduced under the provisions of section 440.09(4), Florida Statutes.


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Use of Cellular Phones While Driving Authority Vehicles

The Authority policy forbids personnel from talking, text messaging, or otherwise communicating over personal, Authority issued cellular phones, or mobile radio’s while operating an Authority vehicle. This is a safety issue, and compliance is mandatory. Failure to comply may result in disciplinary action. Authority Phone and Mobile Radio Use Driver distraction due to talking on cell phones and radios (primarily cell phones) causes accidents. The following precautions are used to minimize hazard. 1. When traveling with a passenger, have the passenger handle phone and radio communications. 2. When traveling alone, assess road and traffic conditions and pull off the road before texting, dialing out or answering cell phones, or answering the radio. When it is inconvenient or unsafe to answer, let voice mail pick up the call. 3. Never take notes while you are driving. Let the call go to voice mail message or ‘pull over’ to write it down. Hazard Communication Program The Authority has a Hazard Communication Program as part of its overall safety program. Your supervisor will provide pertinent safety supplies and specific information about any hazardous materials in your work place. Do not hesitate to ask your supervisor questions about any chemicals used and always report safety hazards to your supervisor immediately. Copies of the OSHA Hazard Communication Standard and the Florida Right-To-Know Law are available in the engineering library for any employee who desires to read them. Drug and Alcohol Free Workplace (Ref: AP/95-28) To protect the health and safety of its employees, the Authority has adopted a drug and alcohol free workplace policy as referenced in the Authority’s Drug and Alcohol free workplace program. Substance abuse, while at work or otherwise, seriously endangers the safety of employees, as well as the general public. Substance abuse creates a variety of workplace problems, including increased injuries on the job, absenteeism, escalating health care and benefit costs, decreased morale, and a decline in the quality of services provided. For these reasons, the Authority requires all employees report to work completely free from the presence of drugs and the effects of alcohol. This policy is implemented pursuant to the Drug-Free Workplace Program under the Florida Worker’s Compensation Act (Section 440.102, Fla. Statutes). All current employees and job applicants are covered by this policy and as a condition of employment are required to abide by the terms of this policy.

All new hires are required to pass a drug test and U.S.D.O.T. random testing is conducted on employees who hold a commercial driver’s license.


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Smoke Free Environment

Florida law prohibits smoking in public buildings, including restrooms. You may only smoke or use electronic cigarettes or any other alternate nicotine product or device in designated areas outside of the of the Authority buildings, but not in direct access path of any doorways. Violence Free Workplace

All employees, customers, vendors and business associates must be treated with courtesy and respect at all times. Employees are expected to refrain from conduct that may be dangerous to others.

Verbal threats and/or physical violence in the workplace will not be tolerated. Employees shall immediately report incidents of workplace violence to a supervisor or a department director. In the case of an immediate serious threat or crime, employees must also report the incident to law enforcement authorities. Failure to report an incident of workplace violence may subject employee to discipline up to and including termination of employment.

Supervisors are expected to intervene appropriately when they are made aware of threats or witness workplace violence. Supervisors shall immediately contact Human Resources if they become aware of an incident of workplace violence or if they become aware of a direct or perceived threat.

Anyone found to be responsible for threats, actual violence or other conduct that is in

violation of these guidelines will be subject to prompt disciplinary action up to and including termination of employment.

The Authority encourages employees to bring their disputes to the attention of their

supervisors or Human Resources before the situation escalates. The Authority will not discipline employees for raising such concerns.


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Recent Administrative Policy Updates

YEAR 2014 Retirement Eligibility, AP/07-42C Nursing Mothers in the Workplace, AP/14-52 Personnel Records, AP/14-53 Donated Sick, AP/00-39D Business Expense Reimbursement, AP/89-01G Approval of Construction and Engineering Change, AP/89-02B Budget Adjustments and Amendments, AP/89-09F Public Records, AP/90-11D Employment Process, AP/93-26E Employment of Relatives, AP/93-27B Sick Leave Conversion, AP/96-31F Smoking Policy, AP/09-43B YEAR 2015 Municipal Bond Debt Post, March 20 Internship Program, March 26 Disposal of Capital Assets, April 9 Domestic Violence Leave, May 18 Family and Medical Leave Act, May 18 Attendance and Punctuality Standards Policy, May 18 YEAR 2016 Investigatory Leave Policy, May 23 (NEW) Social Media Policy, May 23 (NEW) American with Disabilities Act (ADA) & the ADA Amendments Act (ADAAA) May 23 (NEW) Family and Medical Leave Policy, May 23 Drug & Alcohol Free Workplace, May 23 Purchasing Policy, May 23 Domestic Partnership Policy, August 9 Employee Liability for Damages While Operating Seacoast Vehicles, August 15 (NEW) YEAR 2017 Employee Work Related Disability (Workers Compensation), Sept 22 Employee Disability, Sept 22 Employee Grievance Appeal, April 19 Family and Medical Leave Policy, May 5 Purchasing Policy, June 28 Workplace Bullying Policy, July 10 (NEW) Non-Work Related Disability, July 26 Municipal Bond Debt Post Issuance Policies and Procedures, July 26


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A Final Note

We hope this handbook answers your questions about the Authority. Please remember, if you have a problem or question, do not hesitate to ask your supervisor. The Authority values each and every employee and we want your tenure with us to be fulfilling.

NOTES:


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Employee Handbook Acknowledgment Form

I have received my copy of the Employee Handbook. - The purpose of the Seacoast Utility Authority Employee Handbook is to communicate standards of performance and conduct and for employees to become familiar with Seacoast Utility Authority (the “Authority”) policies and practices. - I understand that it is my responsibility to immediately read and familiarize myself with the policies and procedures contained in the Employee Handbook. - I understand that I am employed on an at-will basis and that my employment may be terminated by me or the Authority with or without cause, and with or without notice at any time, so long as there is not violation of applicable federal or state law. - With the exception for employment-at-will status, I understand that all policies and practices may be changed at any time by the Authority and the ‘Authority’ reserves the right to change my hours, wages and working conditions at any time. All such changes will be communicated through official notices, and I understand that future revised information found in this Employee Handbook will supersede, modify, or eliminate existing policies. - I understand that I may locate a copy of the Employee Handbook by requesting it from my supervisor or Human Resources. I am aware that the Employee Handbook is available for my reference at any time on the employee website at www.suaemployee.com. I also understand that if I have any questions about the Authority’s policies, rules, or any other content of the Employee Handbook, I am responsible for asking my supervisor, Human Resources department, or manager for guidance. - I understand that completing this acknowledgment form indicates that I have read and understand the above statements and it is my responsibility to immediately read and comply with the Employee Handbook. - I am aware that this agreed signed receipt will become a permanent part of my personnel file. ___________________________________________________________ Print Legal Name __________________________________________________________ Signature _________________________________________________________ Date


Documents

Seacoast Utility Authority Employee Handbook · Seacoast Utility Authority (the “Authority”) is a non-profit governmental water and wastewater utility that furnishes water and