5.2. ERMUSR 09-13-2011S.Z
Elk River
Municipal Utilities
13069 Orono Parkway • P.O. Box 430
Elk River, MN 55330-0430
UTILITIES COMMISSION MEETING
Phone: 763.441.2020
Fax: 763.441.8099
TO: FROM:
Elk River Municipal Utilities Commission Troy Adams, P.E. -Utilities Director
John Dietz -Chair
Daryl Thompson -Vice Chair
Al Nadeau -Trustee
MEETING DATE: AGENDA ITEM NUMBER:
Se tember 13, 2011 5.2
SUBJECT:
Review of Em to ee Handbook and Pro osed Revisions
BACKGROUND:
In 2008 through 2009, the Utilities underwent a thorough revision process of our Employee
Handbook. Subsequent to that revision process, staff and legal counsel perform an annual
review of the Handbook to ensure that it is consistent policy and legally compliant.
DISCUSSION:
Attached is an updated Handbook reflecting the proposed revisions resulting from the annual
review. Many of these revisions relate to genera] updating to the language. Some of the other
noteworthy revisions include:
• The addition of an Employment of Relatives section;
• An update to the Internet and Email Use section to include electronic communications
and social media;
• The addition of the Storm Pay section approved by the Commission last year;
• The incorporation of an agreement releasing claims against the Utilities for employees
who voluntarily end their employment with the Utilities;
• The addition to the Employee Clothing section to provide one Utilities logo shirt for
employees other than regulaz field workers;
• And, revisions to the Voting Leave section to reflect legal changes;
ACTION REQUESTED:
Staff requests the Commission approve the proposed Employee Handbook revisions.
Elk River~~
Municip al Utilitie s
EMPLOYEE HANDBOOK
13069 Orono Parkway
ELK RIVER, MN 55330
Office: 763-441-2020
Plant: 763-441-2212
Table of Contents
RECEIPT AND ACKNOWLEDGMENT ..................................................................... iv
1. IMPORTANT NOTICE ABOUT THIS HANDBOOK ..................................... 1
GENERAL WORKPLACE POLICIES ......................................................................... 2
2. OPEN DOOR POLICY ........................................................................................ 2
3. EQUAL EMPLOYMENT OPPORTUNITY ..................................................... 3
4. DISABILITY ACCOMMODATION .................................................................. 3
t
r4~srtd ~ der 2011
5. HARASSMENT PROHIBITED .................................... ...................................... 3
Definitions of Sexual and Other Forms of Harassment ...................................... 4
Scope of Policy ................................................................. ...................................... 5
lleporEiir,~-Procedure for Kepor[ine Harassment ............ ...................................... 5
Confedenhality - No Retaliation ...................................... ...................................... 5
Questions About This Policy ............................................ ...................................... 6
6. BUSINESS CONDUCT .................................................. ...................................... 6
7. ETHICS, GIFTS AND CONFLICTS OF INTEREST ...................................... 7
8. E~ll'1 Ot"~ll~ ~~ l_Ol' NN L.~7 l~ l~._._ _...
- -_- _,- - -
9. _ WffiSTLEBLOWERS ........... ......... ........ - .
.....7
'~11ZWEAPONS PROHIBITED ............................................. ..................................... 8
I(~I1 ...........................................................................................
_ EMPLOYEE SAFETY
~
~~___ •~•••••••••••••••••• ...........................EXPOSURE TO HAZARDOUS SUBSTANCES
9
~~ •••••••••~~•••••••••••••••••• .............................. SOLICITATION AND DISTRIBUTION
41+1
Non-Employees .................................................................. .................................. 10
Employees ........................................................................... .................................. 10
Related Policies .................................................................. .............................. W 1 I
1~-
14. FIN ("t NOtiI(l )~1~11:N1(i 111O:~ti: INTERNET~PJ~}; E-MAIIrE~,
- - - - --- -
:1Nll SOCIAI.:~IEUI:\ ............................................................. .................................. 11
G1i~1~~N-~l. GUIDELINES APPLICABLE TO "' ' ~' nr"rr "nnl
----
~!nrr~r. nr"n rrc"r~c• ~ ~
~•rtrcro-xi=~Fix~-ic`r~ui r~~"ar c ~~~~ •ru4 r~c~~ nc ~~rrz~owrr~r nR"r~
~iq-~uno~ ~i ~a~~r~c ~a~inu__«I,~S~p1 Nl„CRO!VI(' (Ob[Ml'1_I(',~"170~ti I!~("I,CI)l1
BANDWIDTH CONSERVATION ................................................................... 13
I4~ .................................................................. SUPPLEMENTAL EMPLOYMENT
1-i i
~~_ ~ ••••••~••••••••~••••••• .....................................REPORT OF PERSONNEL CHANGES
14
1(~17 ...................................................................................................... ATTENDANCE
14
17:,1~ .................................................................................. DISMISSAL OR LAY OFF
~I1
IS:19 ........................................................................................................JOB POSTING
15
1-~_l_11 ...............................................................................PERFORMANCE REVIEWS
15
WAGES AND HOURS ................................................................................................... 16
311:21 ..................................................................... WORK HOURS AND OVERTIME
16
3+.2._'? ......................................................................EMPLOYEE CLASSIFICATIONS
16
ii
Regular Full-Time Employee ......... ..................................................................... 17
Regular Part-Time Employee ......... ..................................................................... 17
Regular Field Worker ..................... ..................................................................... 17
Exempt Employee ............................ ..................................................................... 17
Non-Exempt Employee ................... ..................................................................... 17
Utilities Manager ............................. ..................................................................... 17
Temporary Worker .......................... ................................................................. .1-817
332, ........................................................ ..................... TIME REPORTING POLICY
18
General Policy ................................. ..................................................................... 18
Recording Time ............................... ..................................................................... 18
Frequency ........................................ ................................................................. .1-318
Ensuring Accuracy ......................... ................................................................. a-918
332_4. ....................................... CALL OUT TIME: REGULAR FIELD WORKERS
19
34-.2,5 ........................................................ ....................................................... ON-CALL
19
Regular Field Workers .................... ..................................................................... 19
Ti
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me ...........................
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kes
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...........................................
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me ..............................
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Other On-Call Arrangements ......... ............................................ .. ..
..................................................................... 21
E
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~ur r~ae ........................
u .....................................................................
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es .................
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3~:2~ ........................................................ ...................................................................
............. ELECTRIC RE-CONNECT TIME
2322
27. STORM PAY .................................. ..................-............_... ................22
3(r.2$s ........................................................ ......................LEAD PAY DIFFERENTIAL
2322
3~2Q, ... .................................................. ....................... PAYCHECK DEDUCTIONS
23
3g,~Q, ......................................................... ............................................... PAYCHECKS
23
3~1.~_ ......................................................... .......................NIGHTWORK REST TIME
2423
BENEFITS ....................................................................................................................... 24
38:32= .........................................................................................GENERAL BENEFITS
24
iii
Aryr+FOctober 2011
3I:3J ................................... .......................................................................... VACATION
24
33:;~. . .................................. ............................................................ PAID SICK LEAVE
~H_ ,
~:,;;, ..... ............................. ............................................................... PAID HOLIDAYS
26
_.;a .................................... ................................................ EMPLOYEE CLOTHING
27
35:17 ....................................
_ .................................. HEALTH CARE SAVINGS PLAN
~
~~ ................................... ............................... 457 DEFERRED COMPENSATION
28
~~~ ................................... ............................ HEALTH INSURANCE COVERAGE
29
~ ~111 ..................................... .................................................... DENTAL INSURANCE
29
:~51. _t_ I_ .. .................................. ............................................LONG-TERM DISABILITY
29
4(~42 ..................................... ........................................................... LIFE INSURANCE
29
4I. ~ i, .................................... ..................................... EDUCATIONAL ASSISTANCE
29
LEAVES OF ABSENCE ................................................................................................ 3 ]
43,_J~J ........ .....................................................................................PARENTING LEAVE
31
~~_ •••••• ~ .............................SICK OR INJURED CHILD CARE LEAVE POLICY
31
=1'~-!(!• •••••• •••••••••••••••••••~••••••••~ ..................... SCHOOL ACTIVITIES LEAVE POLICY
31
4+.-J_7........ .... BONE MARROW AND ORGAN DONATION Df~'~A'FN-I~LEAVE
32
'R*aH• ••••••• ~•••••~•~•••••••.~ .......................NATIONAL GUARD AND RESERVE LEAVE
32
-I7~ay ••••••• ~ ............................... MILITARY LEAVE FOR UNIFORMED SERVICE
32
4%:I1, ....... ................................................................. JURY/4YITNESS DUTY LEAVE
33
4~11 ......... ........................................................................... PERSONAL LEAVE DAY
33
~~__ ......... ........................................................................... BEREAVEMENT LEAVE
33
'~-Lx=~, ........ ....................................................................................... GENERAL LEAVE
34
`~;;a ......... ........................... VOTING LEAVE,_11:-N~~ ~ti h;l l~_'l7Oti ,[(__U(~I~.
--
34
~~
a~su, ~,.a~-, 20»
A{rr+dOcto. er 20/ 1
RECEIPT AND ACKNOWLEDGMENT
By signing this receipt, I acknowledge that I have received a copy of the Elk River
Municipal Utilities Employee Handbook (the "Handbook"). This Handbook and the
policies contained or referenced in the Handbook supersede and replace previously-
issued handbooks, etlrercuitu_ark oral or written statements of employment policy, and
cal kaercu it a ~u y employment practices.
I understand that the Employee Handbook may be amended at any time, with or without
notice. I understand that I do not have a protected property interest in my employment
with the Utilities. I also understand that neither this Handbook nor any provision in it
creates a contract of any kind between the Utilities and me.
I acknowledge that it is my responsibility to become and remain informed about the
employment policies and practices of the Utilities and to abide by the rules, regulations,
standazds and policies of the Utilities, including those contained in this Handbook. I
also understand that any violation by me of the Utilities' rules, regulations, policies,
practices, or standazds is just cause for discipline, up to and including termination of my
employment.
Date
Print or Type Name
Employee Signature
vi
.i~.;lu i~ ~i ~~ ~ 201 /
IMPORTANT NOTICE ABOUT THIS HANDBOOK
This Employee Handbook sets forth general policies of the Elk River Municipal Utilities
(the "Utilities") and is intended to help you get to know the Utilities and your
responsibilities.. The Handbook applies to all Utilities employees.
The Utilities Commission shall, in accordance with its statutory responsibility to manage
the Utilities, be responsible for the maintenance and periodic revision of personnel
policies, the Utilities' personnel program, and this Handbook. The Utilities is committed
to applyisrgcomolvine with all applicable law. If it comes to the attention of the Utilities
that any provision of this Handbook is inconsistent with applicable law, the Utilities will
comply with applicable law.
Each employee of the Utilities is responsible to become and remain informed about the
employment policies and practices of the Utilities and to abide by the rules, regulations,
standazds and policies of the Utilities, including those contained in this Handbook.
This Handbook is designed to answer basic questions about the Utilities' employment
policies and procedures and to serve as a resource when you may need information. This
Handbook cannot cover every situation, and the Utilities reserves the right to interpret
and apply this Handbook and to address each situation as it determines appropriate.
If you have any questions about the information in this Handbook, or if the Handbook
does not appear to address your concern, please contact your immediate s unerviso~
mother Utilities manaeer or the Utilities' Human Resources Representative. (The
Utilities has arranged with the City of Elk River for Human Resources services. The
Utilities' Human Resources Representative can be found in the City of Elk River's
Human Resources Department.
No employee has a protected property interest in his or her employment with the Utilities,
and nothing in or about this Handbook creates a contract of any kind between the Utilities
and any Employee.
Violation of the Utilities' rules, regulations, c~policies, standards or practices is just
cause for discipline, up to and including termination of employment.
,~.~~~
Octo r 20/ l
GENERAL WORKPLACE POLICIES
2. OPEN DOOR POLICY
During your employment with the Utilities you may have certain concerns, such as an
issue, suggestion, complaint, or question, about your job, your working conditions or
some related matter. We strongly encourage you to raise any such concerns to Utilities
management, so that we will have the benefit of your input on the matter and you will
have the benefit of our best efforts to address any concerns you might have.
In addition, you are required to report any conduct ut ~h< ~tiur~l~icc ~~~_ rclatcit tu_thc
l t~Iiiic that you believe is illegal, and to ask questions if you are not sure whether any
particular conduct is I~g~,l ~n_ appropriate. Please also see the discussion under the
Whistleblower Policy in this Handbook. Anyone who fails to report a known or
suspected violation of law, regulation or internal policy may be considered to have
committed an equally serious violation. That individual may be subject to corrective
and/or disciplinary action, up to and including discharge.
Under this Open Door Policy, we ask that ou I ir,t raise ~~
y y~~iuk concern #~,t~iboul y~~ur
~inpluy~~icn< ~n th~_ ~unkl~lacc with your immediate supervisor, if possible, and follow
Eheseth~ steps h~lu~+ to have your concerns addressed. (Please note that issues of
harassment should be addressed in accordance with the Utilities' Harassment Policy in
this Handbook.)
1. If you have any concem about any aspect of employment with the Utilities or with the
Utilities' business, please voice your concerns to your immediate supervisor as soon
as possible. In most cases your immediate supervisor will be tl~~ pvrtiuti in the best
position to address your concerns. The supervisor and the Utilities will make every
effort to keep the matter confidential to the extent possible within the confines of the
rights and obligations of you and the Utilities.
2. If for some reason you are not comfortable discussing your concerns with your
immediate supervisor, choose another Utilities manager-;~;t,T~t~~n;;,,~,~t
` ~~tk*lte-~"'"''"' "' " '''"~r~`-`gin-weH with whom to discuss
your concerns. Again, he/she will make every effort to keep the matter confidential
to the extent possible.
3. Alternatively, or in addition, you may feel free to contact the Utilities' Human
Resources Representative. The Utilities has arranged with the City of Elk River for
Human Resources services; the Utilities' Human Resources Representative can be
found in the City of Elk River's Human Resources Department.
2
A9rrr-~FLFN
~~~ r,.;,,~, ..u i
The Utilities strictly prohibits retaliation or reprisal of any kind against an employee who
makes a good faith report regarding a known, or suspected, violation or concern
regazding any law.
3. EQUAL EMPLOYMENT OPPORTUNITY
The Utilities pledges its best efforts to avoid discrimination against any employee or
applicant for employment because of race, color, creed, religion, sex, age, national origin,
sexual orientation, mazital status, emetic information. veteran status, status with regard to
public assistance, disability, or any other status protected by state or federal law.
The Utilities prohibits discrimination against and harassment of any employee or job
applicant on the basis of protected class status. Employees who participate in
discrimination in violation of this Policy are subject to discipline up to and including
termination. Retaliation against any employee for making a good faith complaint under
this Policy or for assisting with investigations of complaints made under this Policy is
also strictly prohibited.
Any person who feels that he/she has experienced discrimination or harassment in
violation of law and/or this Policy should immediately contact his/her supervisor, the
Human Resources Representative, and/or any Utilities manager. Any manager or
Director who receives a report under this policy is required to communicate the matter to
the Human Resources Representative immediately.
4. DISABILITY ACCOMMODATION
The Utilities seeks to provide reasonable accommodation, as appropriate, for qualified
employees who have disabilities. An employee who believes that he or she requires an
accommodation due to a disability in order to perform the essential functions of his or her
position should so advise his or her immediate supervisor, another Utilities manager, or
the Human Resources Representative. We ask that this request be made in writing.
Retaliation against any individual for making a good faith complaint under this Equal
Employment Opportunity/Disability Accommodation policy, for opposing
discrimination, or for participating in an investigation of any claim regarding
discrimination or disability accommodation is strictly prohibited.
If you feel that you have experienced such retaliation, you should follow the Reporting
Procedure outlined above in the Open Door Policy. Any manager or Director who
receives a report under this policy is required to communicate the matter to the Human
Resources Representative immediately.
3
rte uue
Octob re 20~/
5. HARASSMENT PROHIBITED
All Utilities employees have a right to work in an environment free from discrimination
and intimidation, including harassment. The mission of the Utilities is best accomplished
in an atmosphere of professionalism that in turn is supported by mutual respect and trust.
The Utilities expects all employees to work toward this goal. Harassment based on a
person's race, color, creed, religion, national origin, sex, sexual orientation, disability,
age, marital status, ;3~n~tic ii~f~~rii~~uui, status with regard to public assistance, veteran
status or any other protected class status may be unlawful and is strictly prohibited by the
Utilities.
Definitions of Sexual and Other Forms of Harassment
Harassment consists of unwelcome conduct based on a person's race, color, creed,
religion, national origin, sex, sexual orientation, disability, age, marital status, get~cti~
iiitixiii,uiu~i, status with regard to public assistance, veteran status, or any other protected
class status that is interfering with your job performance:, or creating an intimidating,
hostile, or offensive work environment; or when submission to such conduct is:
• a condition of employment; or
• a basis for an employment decision affecting yourjob.
One form of prohibited harassment is sexual hazassment. Sexual harassment includes
unwelcome sexual advances, requests for sexual favors, sexually motivated physical
contact or other verbal or physical conduct or communication of a sexual nature that is
interfering with your job performance:, or creating an intimidating, hostile, or offensive
work environment; or when submission to such conduct is made:
• a condition of employment; or
• a basis for an employment decision affecting your job.
The Utilities prohibits sexual harassment of any type and in any form, including verbal,
physical, and visual harassment. Some examples of conduct that may be sexual
harassment include:
• use of offensive or demeaning terms that have sexual connotations;
• telling suggestive jokes or stories and conversations about sexual
exploits, sexual preferences, and desires;
• jokes, cartoons, pictures, objects or stories that have a sexual content;
• threats, demands or suggestions that an employee's work status,
advancement or other terms and conditions of employment are
4
en~i i i~
i r. i„i~,.r _'ril
contingent upon the employee's toleration of or acquiescence to
unwelcome sexual advances;
repeated, unwelcome sexual flirtations, propositions, or invitations to
social engagements; or
unwelcome and objectionable physical contact or physical proximity.
Scope of Policy
The Utilities prohibits harassment of any type or form. This policy prohibits same sex
harassment aetdas well as harassment by members of the opposite sex. In addition, this
policy prohibits sexual harassment and any other form of harassment by any individual,
including Utilities managers, employees, co-workers, and third parties such as clients,
elected officials, consultants, contractors or vendors who deal with the Utilities'
employees.
RepArtingProeedure for e°ortine Harassment
The Utilities wants to resolve any problems, but it can do so only if it is aware of them.
The Utilities encourages any individual who believes he/she is being harassed to report
any and all incidents of perceived harassment.
If at any time you feel you are being harassed, you should immediately contact:
your supervisor; and/or
another Utilities manager (including any superintendent of the Utilities or other
representative as defined in Section 21322 of this Handbook); and/or
the Human Resources Representative (at the City of Elk River).
Any ro~"`~"Utilities manager or ~'~'~ ^~~°^`°=^ther person who receives a report under
this policy is required to communicate the matter to the Human Resources Representative
immediately.
Your report of harassment may be oral or written; in either case, it is important that you
state that your report is being made under this harassment policy, or that it concerns
harassment. You may choose to whom you make the report; that choice, however, must
be made from the list of individuals named above.
The Utilities will promptly investigate harassment complaints as appropriate, and take
other appropriate action. Any person who is found to have committed prohibited
harassment will be subject to corrective action up to and including termination.
ne,,.~Tn inin
O~t~ r201/
Confulentuzlity - No Retaliation
The Utilities will strive to protect the confidentiality of information the Utilities receives
pursuant to this policy to the extent feasible and to the extent permitted bylaw.
Retaliation against any individual for making a good faith complaint under this policy,
for opposing harassment, or for participating in an investigation of any claim regarding
harassment or inappropriate behavior is strictly prohibited.
If you feel that you have experienced such retaliation, you should follow the Reporting
Procedure outlined in this policy.
Questions About This Policy
Any questions about this policy or any related matter should be referred to the Human
Resources Representative or any Utilities manager.
6. BUSINESS CONDUCT
[n accepting employment with the Utilities ,employees become its representatives i~, ilic
l>uhlir and are responsible for assisting and serving the customers for whom they work.
An employee's primazy responsibility is to serve the customers of Elk River Municipal
Utilities. The values of Elk River Municipal Utilities -ethics, open and honest
communication, maintaining a positive workplace for employees, and serving customers
- must guide our daily business activities. We strive for and take individual
responsibility for ethical behavior -not only because it is the right thing to do, but also
because it is a fundamental value in public services.
Unacceptable conduct consists of any act or omission that, in the business judgment of
Elk River Municipal Utilities, significantly departs from expected standards of behavior
affecting the workplace. Some examples of unacceptable conduct include, but are not
limited to:
I . Not performing assigned duties to the best of the employee's ability at all times.
2. Not rendering prompt and courteous service to customers and the public at all
times.
3. Not maintaining courtesy and professionalism towards other employees.
4. Unauthorized possession of Utilities property.
5. Falsifying timekeeping records or any other Utilities records.
6. Violating the Utilities' work rules regarding alcohol and illegal drugs.
7. Fighting or threatening violence in the workplace.
8. Negligence or improper conduct leading to damage of employer-owned or
customer-owned property.
9. Insubordination or other disrespectful conduct, including failing to respond to
warnings or directives to improve conduct or performance.
lo. Violation of safety or health rules.
I I. Sexual or other unlawful or unwelcome harassment.
6
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~ar.,i~~•, °i~ii
12. Unauthorized possession of firearms or any object that could be considered a
dangerous weapon (or other violation of the Utilities' weapons policy).
13. Excessive absenteeism or any absence without reasonable notice.
t4. Unauthorized disclosure of business secrets or confidential information.
t5. Misuse of Utilities resources.
t6. Any other behavior unacceptable to Utilities management or any conduct
inconsistent with the policies in this Handbook or the rules, practices or standards
of the Utilities.
All employees have a personal responsibility to report any behaviors or practices that
may constitute unaccentable conduct under this oolicv Such conduct may risk our future
success. If you have any concerns or questions, discuss them with the Human Resources
Representative, your supervisor or any Utilities manager. These concerns will be treated
confidentially (to the extent possible) and with high priority.
7. ETHICS, GIFTS AND CONFLICTS OF INTEREST
Utilities employees shall not use their official position for personal gain, engage in any
business or transaction or have a financial interest, direct or indirect, which is in conflict
with the proper performance of their official duties. Utilities employees must
scrupulously avoid any activities that suggest a conflict of interest between their private
interests and Utilities responsibilities.
Employees shall not accept, either directly or indirectly, any money, property, gift,
gratuity, reward, loan, fee, discount, or special consideration or special accommodation
from any vendor or potential vendor to the Utilities or the City of Elk River, or that arises
from or is offered because of their employment or any activity connected with their
employment with the Utilities.
g, FNLPLOYMEN'f OF RELATIVES
[ i enerally the nolicv of the Utilities not to emolov relatives or cohabitants of current
emolovees or Utilities Commissioners._The nuroose of this oolicv is to prevent conflicts
-- - - ---
of interest the appearance of such conflicts undue influence over an individual's
-._- -
e_mnlovr~ent and distraction from workplace nroduetivity and safety. Occasional
exceptions may be made to [his eeneral oolicv for leeitimate business reasons in the
iscretion of the Utilities• Qrovided however that in no even will ielattves_or
cohabitants be~ermi ted to be in a direct reoortine relationship at the Utilities.
"_ elative" for purooses of this oolicv includes pazent marital or non-marital domestic
spouse sibline child and step child erandoarent erandchild parent-in-law a person for
whom the employee is a leeal euardian first cousin sibline-in-law son/dauehter-in-law.
niece/nephew and aunt/uncle
,,;c„i i.,,4i,
October 2011
~1_ .__ ___ WHISTLEBLOWERS
Pursuant to Minn. Stat. § 181.932, Elk River Municipal Utilities will not discharge,
discipline, threaten, or otherwise discriminate against, or penalize an employee regarding
the employee's compensation, terms, conditions, location, or privileges of employment
because:
a. The employee, or a person acting on behalf of any employee, in good faith,
reports a violation or suspected violation of any federal or state law or rule
adopted pursuant to law to the Utilities or to any governmental body or law
enforcement official;
b. The employee is requested by a public body or office to participate in an
investigation, hearing, inquiry; or
c. The employee refuses the Utilities' order to perform an action that the
employee has an objective basis in fact to believe violates any State or
Federal law or rule regulation adopted pursuant to law and the employee
informs the Utilities that the order is being refused for that reason.
The Utilities will make reasonable efforts to preserve as confidential the identity of an
employee making a report under this policy to the extent feasible and consistent with
applicable law. Any Utilities manager who receives a report under this policy is required
to communicate the matter to the Human Resources Representative immediately.
Employees shall not make any statements or disclosures pursuant to this section knowing
that they are false or that they are in reckless disregard of the truth. This section does not
permit disclosures that would violate federal or state law or diminish or impair the right
of any person to the continued protection of confidentiality or communications provided
by common law.
'kl_~ WEAPONS PROHIBITED
Elk River Municipal Utilities prohibits all employees from carrying or possessing
firearms or other weapons while acting in the course and scope of their employment for
the Utilities. Carrying or possessing firearms or weapons in Utilities vehicles is also
prohibited.
This policy extends to any situation in which employees are acting in the course and
scope of their employment including while utilizing personal vehicles or attending work-
related training. However, it is not a violation of this policy to lawfully carry a firearm in
a personal vehicle that is lawfully encased and secured. Employees may be disciplined
for violations of this policy up to and including termination of employment.
A narrow exception is made to this policy, which is applicable only in connection with
attendance at the Minnesota Municipal Utilities Underground School ("MMUA
Underground School") or the Minnesota Municipal Utilities Overhead School ("MMUA
8
~ww-~~+Fu
u, i,~p,., '~~~ I
Overhead School"). Both of these events aze held at the MMUA Training Center in
Marshall, MN. An employee is not prohibited from carrying or possessing a firearm or
other appropriate weapon in a situation where, in connection with his or her Utilities
employment, the employee is using a Utilities vehicle while attending MMUA
Underground School or MMUA Overhead School --- if and only if the employee's
participation in the MMUA Underground School or MMUA Overhead School includes a
hunting or target-shooting activity, and provided that the employee is otherwise lawfully
permitted to carry and possess a firearm. This exception applies only for the duration of
the specific MMUA event and the period of the employee's travel to and from the event.
IA~;Il, EMPLOYEE SAFETY
Safety is of pazamount importance to the Utilities. All employees and managers must
follow the regulations and laws of the State of Mirmesota and rules of the Utilities
governing the safety of employees and the public. If employees have questions or
concerns about issues affecting safety, they should immediately discuss them with their
supervisor, any Utilities manager the Human Resources Representative, or the relevant
public safety authority.
Employees are required to report accidents resulting in personal injuries and/or vehicle,
equipment, or property damage to their supervisor immediately.
Personal Injuries. Immediately report to your supervisor all accidents
and injuries occurring within the course of your employment. The
supervisor shall submit a First Report of Injury and a Supervisor's
Report of Injury Form to the Human Resources Representative within
~~ ~~~--° ~~' ~~~•~~~~.receivine such_re ort from
twenty-four (24) hours of ~~~a=T _p
- Vehicle, equipment, or property damage accidents. Immediately
report to your supervisor all damage to Utilities property. The
supervisor should submit documentation regarding the incident to the
Utilities' Office Manager within twenty-four (24) hours of the time of
the damage or accident. A copy of the Minnesota Motor Vehicle
Accident Report must be submitted for all vehicle accidents.
The Utilities will provide necessary safety equipment to employees. This may include:
One pair of safety glasses at the time of employment. The employee shall
provide the correct prescription for the safety glasses.
The Utilities will pay the cost of new safety lenses, upon a change in the
prescription. If needed, frames will be replaced every four years.
Safety glasses that are broken or damaged while the employee is on the job
will be replaced by the Utilities .
9
A4ee+-dF1FN
October 2011
I-L l2. EXPOSURE TO HAZARDOUS SUBSTANCES
Any employee routinely exposed to hazardous substances or harmful physical agents as
defined in the Minnesota Employee Right to Know Act (MINN. STAT. § 182.675) shall be
trained before being assigned or reassigned work exposing the employee to such
substances or agents and shall be given training annually thereafter. Training shall
include an explanation of how and where information about hazards is stored in the work
place, how the hazards are labeled, and where to obtain specific information. The
supervisor (or other designated employee) shall provide for such training and for
compliance with the Minnesota Employee Right to Know Act, including the
establishment of specific policies to insure compliance with the state law and regulations.
An employee acting in good faith has the right to refuse to work under conditions which
the employee reasonably believes present an imminent danger of death or serious
physical harm to the employee.
1<2.13. SOLICITATION AND DISTRIBUTION
The Utilities intends to establish and maintain a safe and productive business
environment and to prevent interference with the work of its employees. This policy
prohibits solicitation and the distribution of literature on Utilities property by non-
employees. In addition, this policy addresses the limited circumstances under which
solicitation and the distribution of literature on Utilities property by employees will be
permitted, and it addresses the wearing and display of items, posting material on Utilities
bulletin boards, and certain uses of the Utilities' computer, email, and other resources.
The term solicitation means any oral or electronic communication that encourages,
advocates, demands, +-or requests any position or action or contribution of
money, time, effort, personal involvement or membership in any organization or the sale
or purchase of any merchandise or service.
The term distribution means posting, handing out, or otherwise distributing any written
material in hard copy.
Non-Employees
Non-employees of the Utilities are strictly prohibited from engaging on Utilities premises
in: i) trespassing; ii) the solicitation of any person; and iii) the distribution of any written
material. Any violation or attempted violation of this policy by anon-employee should
be reported immediately to the on-site supervisor.
Employees
Employees are prohibited from solicitation, for any purpose, during the working time of
any employee involved in making or receiving the solicitation.
!0
a~+,=~ruu
Employees aze prohibited from distribution of written material in any work area at all
times. Employees are also prohibited from distributing written material anywhere during
the working time of any employee actively engaged in the distribution.
This policy does not prohibit an employee from performing solicitation or distribution in
anon-work area on behalf of a third party that is not engaged in commercial, for-profit,
or political activity, provided the employee has received the advance approval of the on-
site supervisor to engage in such solicitation or distribution.
Related Policies
f.. ..,le ,.~ ~ -- ~
b
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~
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Utilities Bulletin Boazds. The Utilities in its discretion may permit employees to
distribute written material by posting on Utilities bulletin boards in accordance
with this policy, provided that any material for such posting must be reviewed
and approved in advance by a Utilities manager, who may consult with the
Human Resources Representative before making a decision whether or not to
allow the posting.
Solicitation and Distribution on Utilities Comyuter and E-Mail Svstems_
Employees and non-employees are prohibited from using Utilthes computer
systems and other property and resources, including the Utilities a-mail system,
for solicitation or distribution, except in connection with aUtilities -sponsored
activity or, with advance approval of the on-site supervisor, on behalf of a third
party that is not engaged in commercial, for-profit, or political activity.
Violation of This Policy By an Employee
Any employee in violation of this policy will be subject to disciplinary action up to and
including discharge.
~--
14 ELECTRONIC COMMUNICATIONS: INTERNET~a E-MAIL
)~,~Nn SOCIAL MEDIA
,This oolicv
covers all t es of electronic communications. All Utilities computers-a..'~-Wit:=ar~,
software servers. computer svstems. cell phones and telephone svstems and other
electroni services arraneed for by the Utilities "Electronic CommunicaCions Svstems"
//
~„a, ' : r,
Qctober201/
ur "L:C'5~~~ are the property of the Utilities and are intended and expected to be used for
Utilities business. 1 +++p~4F+v~~ at+r+k+k~ k+a+e--+~r<t,<ctat+«r++-.~1 Nrwz+e;--i+rt-+r;e
€wtgle;°.,.~;e~~hil~ n.ea,iuu~il a>e ul thcsU system, lin psi>~nal nun-hu~u+c~5 use i,
i<«htablc i~in~+l,~~~„ mini Jrnumsiratc a ~c,n~e ul t~,~un.+hiliil and ui~~ uut dbu,~:
,u~h~nnilc~e,. (lunnuu+i~auuu, ut wty k+n~_h~a l'uliti.~ uuf~lu~ec user the l'Ulitie,~
1:("5, whether work rel~tyd or personal, ~-t#e-~nteraet-^~~~r„=,;,~ ~~J,e„ subject to
monitoring c~uncl review by the Utilities at any time, with or without notice tu~
pcnun,um ['uij?lu;:c; ~~h~xil+l h,i~r uu ~spc~rauu_q- nl pri~a~a ui_thc iua ui tlic,~
~~tcm,. -l he utie i~l ha»tiu+da nu thetiu S~~tems sloe, n~,l urea! Ihat n+c5~age, ,lu+ctl .„i
thcni ~+~ fxnate ul wufi~e~lttal ~uh~r-I+om llte Utilitie~ur uthcn.
Ilu, p~,l~~} iu~cr, all u,,Fg~ ui1 cununwtl~atum, ~~_ mglpy.:~, u+,_un_ui u~u_thr
C tiliue,~_Ele~uunir (um+uuu+u,uwn~~~teu+,,_ineludu~ e mail, ~ui~~ m.iil, Intcxne! and
weal uicJi i, ~~hcih~i ,ucli u, ire ur unuuwni~auunti are I+out the [`iilitir, ~illicc:,, ur
liuw .i ienuile ~t~~a1H111. l Iii, lxili~y~ul,u ru~gi, cle~uomr ~un+F+xuu~auuli, nut-dune ui,
_-
nn, ni ,~~ci Ilir t tiliuc,' F!'S but m wau~h U+~.~mpluye~ idenulic, huuxll ui heuclf ~~
l iilwc, ~uy~loy~;4. Violations of this policy may result in discipline, up to and including
termination.
~#+~ t•1' ~ ~r•.'N.!~n~ail:-..,,:,.o ..,..;~ ,...,+ +r~~ .,o,
as--._ __-i~~~T:t%~„orli+a++++hr~ t~+tl+l~~. -..IJit:~,;
~.-~~'
. +r
t+H-Y-':t F~`+e'L~ f3i1tE~~(~H'-{~y-' ~ - ~-rc„t-c-. z;i;~.N
~+_.. _}.,..• ;..~cr.ca-ii;-a-;;;i:i~i9ef~~kl7ai-;,~o.,.:4: _...6. . ;.e.. ~3._.~~. ~-~,.~i-m;ri;Z 't~Fd+, .,, .-,~'c~~kk+r
1 k-t{-iHeti-+a-any--tr+a+~+3eE-
4rl~r~~r~,~T~~i ~unr ri~~ur c mn :~,a,!'; ~R~:.:~ «nr~~ v~irr~~L',-*:~=m
Ei£ir11:FS ____.. _.
_~+}tt+rfar+El i~+~e-''rmi{-iet-btttit++e•:
fr.r -Ni++kr ~*+ra~++.rrr~4 H~:e-r,k rl~e~c~tie~a•+eesiia+het.N+t~d,H~+rt lxnart~.;
Ham' +^.-i+c t~'f~+;+!-*lc': ctn+la4r+Kr-4-++~rf4+-l4c'rt+.~tY. kfHic?-H-`+.~u,d~r+F
+c*~N«.++~-+J,tI++W-nfld-+tr~tt kcaHr+Fat+1~:~~r~i^~ari-:{~~c.;C~-;ai~~c:.;-,
._ _k+rr/~Fti-v{r~~-rrr~ikftt e-it+etl-Hrtef+r~lt c• rttcttF-~+r ~NFar~~
rfH+rrrrtttrerrttti~rr+,,~rrrfi~!/Fi(itt~~±t=.tite~+~~~r-e-+H+r flr+w,~1r-
------A11 communications sent by employees v-icre-+rraif-c~;;~,;;ailu~er ~h~~ l;iil~tie,
-_
I i .~ must be respectful in tone and professional ~-a{ad w~iee-n+a+l( umluunica~iun,
~~.u tlic Ul+luie.' l[C_J may not be used for transmitting, retrieving or storing any
/2
A4rw ~U{u
U, tr,hrr _'r,l l
communications of a discriminatory or harassing nature, derogatory to an individual or
group, obscene, or which aze of a defamatory or threatening nature. £~ailSuch
communications should not be used for "chain letters" or for any purpose which is illegal;
or against Utilities policy,
Employees must respect other people's electronic communications. Employees
may not obtain unauthorized access to another's a-mail or voice-mail messages, except
pursuant to direction from a Utilities manager for the purposes specified above.
~- Employees may not use the a-mail or voice-mail systems in a way that causes
congestion on the systems or that significantly interferes with another employee's ability
to use the systems.
(' :N .R i, GUIDELINES APPLICABLE TO ~E
rt~rmcnwrr~m r n,r~n ~>`rn urnur nn au~cxrc8
In general, the Utilities encourages the use of `~.~ e-mail and other
• available electronic communications with residents, consultants, and
others as a means of providing services more effectively and
efficiently. Internet a-mail is provided and is intended for the
Utilities' business use.
Tact counts.
Humor mieht not word _ Attempts at humor in electronic
~mmunications are especially difficult to carry off successfully, so_be
careful and "when in doubt leave it out " Take extra steps to make
your intent clear iii written communications.
Never gossip, d~n't_provide confidential personal information about
yourself or someone else, and refrain from emotional responses.
G--~-=;houkfDo not communicate with residents, consultants or
others using r~=.~-e-mail without first obtaining their consent_to
/3
A4a-v~FilN
1'Eober 201 /
~m.ulcuuunw/ic W~iu. Employees,- at all times.-must use discretion in
communicating sensitive information and should select
communications methods that will protect thz _u,uti~eiitiul _ uii~tiur
,~u~it_iec: naiiir~ ul such information.
Atty-t~essege4~ -lttterneE~-t~tl
rx= - --t#je-~Verlc~-->~ic~--~Vekr--ate-J:tate+netlt+
t#taFC_uuununicnt/un. u~cr_the Utilui~,' E<'S may be identifiable and
attributable to the Utilities , as if an employee was sending a letter on
U~~ i~,~~ ,cn~ cl~~uuw~ ~ttpiuwnicuuou~,that ~ni ~~u_ul~l uut_,u1~1 n'
Nuuld ii~~t by aulhuu~~d u~ ,uul ~~~cr Utilities letterhead.
;~~ r-..,nil"I_he l ~il_iti~, L('S_ may not be used to participate in
~+~- ~ ~ ~,ucial i»edia or other
F,~.I~~~ruiuc forums except for approved Utilities business,
professional development, or business development purposes.
FJt~1H~r~ :.,,~„~;,~~ce,r;itrg .,~s._.„....,... e,._ i r i - -I~t4itteti4-felatetl
f»trp ~ .
~'Ihr
liiilitir~,' l,(S nay uut he used lu ac~c»~xiux~~iahhi~ rn uh,~uir
<- - -
m,ituiel ui idhci ultou,ix~orinappropriatecontent.
k#-k~+de-aA~ehltttcni_~_i access is provided primarily for you to
retrieve information. Do not post information, comments or
statements, except for prior-approved Utilities business, professional
development or business development purposes.
r~~V~,+7e{-Wk1e-u4'c~;\~~_ htcri~ci site may request information about
you in order to build a user profile or mailing list. Refuse any such
requests x~li~ii u,.ui~ the Uuhue,~ t:C'S. Respond "no" to any
suggested download, upgrade, or enhancement of software. Do not
make any purchases or access a web site that charges a fee, except for
approved Utilities business purposes.
• Employees may not send e-+~+f-~- ~~~ ~~ -~°~' - c-,~I_rclr~n~i
~~nuunuii~,uu~u, ~~~~i the L:(_S that attempt to hide the identity of the
sender or that represent the sender as someone else or someone from a
different Utilities or a company.
/4
Nl~+v-~G1lFl
Ur~,~b,v 'ail l
• Employees must respect all copyrights and intellectual property rights
of others' materials, and may not copy, retrieve, modify or forward
copyrighted, patented or trademarked materials except as permitted by
the owner or as a single copy for reference use only.
• Internet-~+raail and "'°~''' `x'"'° "'°`' °""°°`^ther ECS usage is not
confidential. The Utilities receives detailed monthly reports on
Internet e-n~usage by individual emplovees and the Utilities'
software tracks each ~l~e~ebInterne site you visit.
BANDWH)TH CONSERVATION
The Utilities uses the Internet for a number of key Utilities functions. To
ensure sufficient bandwidth to perform these functions, the Utilities has
implemented a variety of bandwidth conservation measures. These
measures include blocking websites that have no instructional or
administrative value. Employees s#all~ not use Internet radio stations
for casual listening and/or background music. Employees shallmnv not
download music or video files from the Internet.
Employees who violate any of the guidelines may be subject to
disciplinary action including, but not limited to, written warnings,
revocation of access privileges and~w4pleryce termination_r 'em l ment.
X4:15 SUPPLEMENTAL EMPLOYMENT
The Utilities does not restrict employees from engaging in outside employment.
However, the Utilities expects regular full-time employees to consider Utilities work [heir
primary employment. No Utilities employee may engage in outside employment that
interferes with the performance of his/her duties with the Utilities, that represents a
conflict of interest, or that may influence or bias an employee's job related decision
making ability. The Utilities will not change an employee's work hours to facilitate the
scheduling of any outside employment. If a supervisor believes an employee's outside
employment is detrimental to the Utilities and his/her position, the employee may be
asked to discontinue the outside employment. If an employee is asked to discontinue
outside employment and fails to do so, he/she may be subject to discipline up to and
including termination.
~:1¢. REPORT OF PERSONNEL CHANGES
The Utilities attempts to maintain complete and accurate personnel information on its
employees. It is the responsibility of each employee to notify the office of the Utilities
when changes occur, including:
• Name (through marriage or otherwise);
Address;
is
Qcl~ber 20/
• Beneficiaries for life insurance and retirement;
• Telephone number;
• Person to contact in case of emergency; or
• Other changes which may affect benefits coverage
1(.17. ATTENDANCE
Regular attendance is an essential function of every job with the Utilities. Every Utilities
employee has an important role to play in maintaining a productive workplace.
Therefore, it is essential that all employees report to work as scheduled every day.
Unsatisfactory attendance, including reporting late to work and leaving work early may
result in disciplinary action up to and including discharge.
If an employee must be absent from work for any reason, other than approved time off,
the employee must notify his/her immediate supervisor at least thirty (30) minutes prior
to the start of his/her normal working hours. If an emergency prevents the employee
from notifying his/her supervisor at such time, the employee must call his/her immediate
supervisor as soon as possible during the workday.
T'L~ DISMISSAL OR LAY OFF
All new employees shall be on probation for a period of one hundred eighty (180) days.
Continued employment during this period shall rest solely with the discretion of the
Utilities Commission. Subsequent to that period, the employee shall attain regular status
subject to the following:
Employees on regular status may be dismissed only for cause, which may
include, but is not limited to, the following: Conduct in violation of or
inconsistent with Utilities policy, including but not limited to any and all
policies set forth in this Handbook; conduct or language that is improper
or inappropriate in the discretion of the Utilities; insubordination; failure
to do the work assigned in a manner satisfactory to the Utilities;
dishonesty or stealing; and the sale, transfer of, or possession, or being
under the influence, of intoxicating beverages or controlled or mood
altering substances while on the job.
The Utilities reserves the right and sole discretion to eliminate positions and/or reduce
the hours associated with a position for any legitimate business reason, with or without
just cause.
I~19• JOB POSTING
As position vacancies occur at the Utilities, the position's job description will be posted
in a prominent location to inform employees of the vacancy. Employees that wish to be
considered for the position are encouraged to contact the appropriate decision-maker(s)
t6
tWr'+-dF~/N
~ ~, i„P,v .U/ /
indicated on the posting. The Utilities may also advertise the vacancy to attract external
candidates.
The Utilities retains all its managerial rights and has the sole discretion to decide which
candidate is best qualified to fill a vacant position, whether or not the candidate is a
current Utilities employee.
~2d1: PERFORMANCE REVIEWS
An employee's immediate supervisor or department head normally will conduct a
performance review on an annual basis. Employee performance, however, may be
coached or reviewed formally or informally at any time.
Performance reviews are an opportunity for employees, management, and the Utilities to
assess an individual's job performance and to assure the continuing improvement of
every employee's performance. The performance review system is designed to:
Ensure that quality services are provided to the public at the least
possible cost;
• Motivate and develop employees to their fullest potential;
Clarify roles and mutual expectations of supervisors and employees;
Promote open and ongoing communication between employees at all
levels, including feedback from subordinates to supervisors; and
• Assist in determination of whether employees are meeting the
performance standards for their position.
The performance review will usually be documented in writing as well as delivered orally
to the employee in person. Completed performance review forms should be signed by
the employee and the supervisor or other Utilities manager or representative delivering
the review to the employee. These completed forms are generally maintained in the
employee's personnel file.
WAGES AND HOURS
3(-:~ WORK HOURS AND OVERTIME
For purposes of timekeeping and overtime calculations, the regular workweek at the
Utilities mns from Tuesday through Monday.
Non-exempt employees are paid on the basis of hours worked. Exempt employees are
paid on a salary basis; their compensation is not based on the number of hours they work.
!7
,fir ~~n
October 20/ l
All non-exempt employees will be paid for their time worked in excess of forty (40)
hours during the workweek (Tuesday -Monday) at a rate of one and one-half times the
employee's regular rate of pay. In addition, regular field workers will be paid for work
performed in excess of eight (8) hours in a day at a rate of one and one-half times the
employee's regular rate of pay. Two times anon-exempt employee's regular rate will be
paid for time worked on Sundays and designated Holidays. Exempt employees do not
receive overtime.
3I:22. EMPLOYEE CLASSIFICATIONS
The following definitions are provided to assist employees in understanding their
employment classification and benefits eligibility. Although employees generally will be
classified as one of the following, they should be aware that their classification may
change at any time as the Utilities considers appropriate.
All employees are designated as either non-exempt or exempt from federal and state
wage and hour laws. Non-exempt employees aze covered by specific provisions of the
wage and hour laws, including overtime pay. Exempt employees are excluded from
specific provisions of the wage and hour laws, including the overtime provisions.
Generally, exempt employees are engaged in managerial, professional, administrative, or
executive positions and are paid on a salazied basis.
It is our policy to fully comply with federal and state wage and hour laws. In keeping
with this commitment, we will pay exempt employees their full salary (or salary plus
vacation to equal the amount of the full salary) for any workweek in which they perform
work, regardless of the number of days or hours worked, subject only to deductions that
are permitted by law. Full day deductions from pay that are permitted by law include, for
example, deductions for personal time off, sick days before or after eligibility for paid
sick leave, or for infractions of written workplace conduct rules including but not limited
to any rule or policy set forth in this Handbook. Full or partial day deductions may be
made from the salaries of exempt employees for infractions of safety rules of major
significance and in certain other limited circumstances.
Employees are classified according to the following definitions:
Regular Full-Time Employee. A regular full-time employee typically works 40
or more hours per week, and is not classified as a temporazy worker.
Regular Part-Time Employee. A regular part-time employee typically works
fewer than 40 hours per week, and is not classified as a temporary worker.
Regular Field Worker. An employee whose regular assigned position involves
performing a significant portion of his or her work outside of the Utilities'
physical facilities.
!8
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U. nJ,rr '~~ll
Exempt Employee. An employee whose duties result in exclusion of the
employee's work from coverage under the minimum wage and/or overtime
provisions of the wage and hour laws.
Non-Exempt Employee. An employee whose duties result in coverage of the
employee's work under the minimum wage and/or overtime provisions of the
wage and hour laws.
Utilities Manager. Any employee of the Utilities, or other individual identified
by the Commission, who is a Utilities supervisor, superintendent, manager,
director, representative or other individual who is generally identified to
employees by Utilities policy, practice or communication as having managerial,
supervisory, or administrative authority to act on behalf of the Utilities, regardless
of whether such authority is limited or subject to the authority of others in the
Utilities' organizational structure.
Temporary Worker. A temporazy worker typically is hired for a specific period
of time. Generally, temporary workers aze hired as interim replacements, to
supplement the work force, and/or to assist with specific projects. Temporary
workers often will be informed of an estimated duration of their assignment,
although either the worker or the Utilities may end the work relationship at any
time. Temporazy work that continues beyond an estimated duration in no way
implies a change in the worker's status. Temporary workers retain their
temporazy status unless and until they aze specifically notified by the Utilities of a
change.
~~ TIME REPORTING POLICY
General Policy
The goal of the time reporting system is the accurate and timely reporting of time worked
(by job or account) and time off (by category). This is essential for (1) ensuring labor
costs are properly reported, (2) monitoring actual performance against budgetary goals,
and (3) guaranteeing that employees are paid correctly and that their leave accumulations
are accurate.
Each employee is responsible for his or her own personal time reporting, and each
supervisor is responsible for reviewing the employee's compliance with this time
reporting policy.
Recording Time
Non-exempt employees are required to record the following on their timecard:
Amount of Time Worked in increments of one-quarter hour;
!9
A4et~F1~lF1
October 20/ I
• Description of the time worked;
• Account to be charged (accounting system designation); and
• Work order (as appropriate).
The description of the time worked is to document for accountability purposes how the
employee's work time was spent. Work orders are utilized for specific projects that track
time and labor for billing purposes, capitalization projects, or the installation and repair
of security systems.
Frequency
Non-exempt employees are required to fill out their timecards daily. It is preferred that
employees fill out their timecards at the end of each completed work day, but timecards
may be completed within the first hour of arriving a[ work on the subsequent work day.
This is not intended to conflict with payroll deadlines for paperwork.
Timecards will be checked periodically throughout the pay period for completeness and
accuracy. Timecards must be made available for review/audit upon request by the
employee's supervisor.
Ensuring Accuracy
Non-exempt employees are responsible for and must take steps to ensure the accuracy
and completeness of time reporting data collected. When anon-exempt employee
submits or a supervisor approves time reporting data, he or she is attesting to the accuracy
of the data. Knowingly submitting or approving inaccurate time reporting data is a
violation of policy and may subject the person to disciplinary action.
3~l-l. CALL OUT TIME: REGULAR FIELD WORKERS
Regular field workers who are asked to report for work outside their regular working
hours shall be paid a minimum of two (2) hours each time they report for work.
Scheduled work contiguous to normal working hours shall not be subject to this two (2)
hour minimum reporting pay obligation. However, if a regular field worker reports for
work before or remains after the regular eight (8) hour work day, or works on a Saturday,
Sunday or Holiday, he/she will be paid at the applicable overtime rate for each hour
worked over eight in a day, or on a Sunday or Holiday, as applicable.
Work performed for which an employee does not report to a particular work site, such as
work that can be performed on a laptop computer from anon-work site, shall not be
subject to this two hour minimum reporting pay obligation.
20
A4ni-~H~N
U, r.f~~-r _'~~U
This policy does not apply to employees other than regular field workers.
34.5 ON-CALL
Regular Field Workers.
Required On-Call Rotation for Regular Field Workers,
Regular field workers (including linepersons, water operators,
and other specifically trained field workers) are subject to a
residency rule. These same workers are also subject to
required participation in a scheduled on-call rotation.
Apprentices may be excluded from the on-call rotation for up
to one year from their date of hire, per management discretion.
The on-call rotation is scheduled in one (1) week blocks.
Residency Rule. The residency rule applies to the regular field
workers who may be required to serve on-call. The residency
rule is that these employees must live within a twelve (12) mile
radius of the power plant.
Response Time. The following guidelines on response time
apply to regular field workers in the on-call rotation schedule
on a 24-hours-a-day, seven-days-a-week basis during the
workers' scheduled on-call weeks.
While on-call, workers must remain within the 12
mile residency radius.
While on-call, workers are expected to make
immediate telephone contact in response to a call.
While on-call, workers are expected to urgently
report to a site of need within a reasonable time, which
will vary depending on the identified reason for the call.
Depending on the need an on-call worker may find it
necessary to call in a field partner to assist in providing
appropriate and timely call response.
Take Home Vehicles. Regular field workers who are part of
the scheduled on-call rotation will be provided a company
vehicle to take home for the exclusive purpose of responding to
calls about Utilities business during the on-call block.
Compensation for On-Call Time. Time spent on-call by
regular field workers is not working time. In recognition of
this on-call service, however, nominal compensation is paid.
2/
A~1c~-v-~Fa{F!
October ZO( l
Weekly Compensation for Workers in an On-Call
Rotation. For workers in a regular on-call rotation,
compensation of twelve (12) hours at the worker's base rate
of pay is paid, which covers an entire one (1) week block of
on-call service.
Pro Rata Compensation for Workers Performing Back-
up On-Call Service. Workers not in a regular on-call
rotation may be designated and required to serve on-call on
aback-up basis. Such workers who serve on-call for less
than a full week at a time will be compensated for their on-
call service on a pro rata basis for each day of on-call
service, at the daily rate of 1/7 of 12 hours times the
worker's base rate of pay. Workers not in a regular on-call
rotation who serve on call, upon designation, for a full
week will receive compensation on the same basis as do
workers who aze in an on-call rotation.
If a recognized paid holiday falls within the on-call block
covered by the worker (whether a week or portion thereof), an
additional three (3) hours at the worker's base rate of pay is
added to the on-call compensation.
Compensation for Actual Response Time. Time spent
actually responding to a call that is received while a worker is
serving on-call, however, is working time, and is therefore paid
based on an employee's regular rate of pay.
Call out time. When an employee is on-call, the Utilities'
policy on call out time pay still applies, in accordance with the
terms of that policy.
Other On-Call Arrangements. Certain employees other than regular
field workers, namely the Security Technician, the Electrical Line
Superintendent, and the Water Superintendent, are subject to call
response requirements for emergency prepazedness and/or customer
service purposes. The Security Technician and the Electrical Line
Superintendent are not subject to the residency rule that applies to
regular field service workers; the Water Superintendent, however, is
subject to the residency rule.
Security Technician. The Security Technician is required to
be available to respond on an urgent basis to customer service
needs on a 24-hours-a-day, seven-days-a-week basis, without
rotation. Such on-call time and availability is not working
time. The Security Technician is not required Co remain within
22
:14H-~-il~{i~
~ /. ~~.hri _'i U l
the residency radius and does not receive additional
compensation for time spent on-call.
Compensation for Actual Response Time. Time spent
by the Security Technician actually responding to a call
that is received while serving on-call, however, is
working time, and is therefore paid based on an
employee's regulaz rate of pay.
Call out time. When the Security Technician is on-call,
the Utilities' policy on call out time pay still applies, in
accordance with the terms of that policy.
Superintendents.
Electrical Line Superintendent. The Electrical Line
Superintendent is required to be available to respond on an
as-needed basis to emergency calls 24 hours a day, seven
days a week without rotation. Such on-call time and
availability is not working time. The Electrical Line
Superintendent is not required to remain within the
residency radius and does not receive additional
compensation for on-call time or for actual response time.
The call out time policy does not apply to these
superintendents.
Water Superintendent. As part of his or her regular job
duties, the Water Superintendent is required to be on-call,
and to monitor the SCADA system via laptop 24 hours a
day, seven days a week. Performing this on-call service
does not affect the Water Superintendent's compensation.
The Water Superintendent shall arrange for another
qualified Utilities employee to be on call: 1) during his or
her scheduled vacation periods; 2) when it is necessary for
the Water Superintendent to use accrued sick leave; and 3)
when the Water Superintendent has received the advance
approval of his or her supervisor to be outside of the 12
mile residence radius, which the supervisor may permit
from time to time as may be reasonable in the discretion of
the supervisor.
Take Home Vehicles. Based on the expectation that they will
regularly be available to respond in a timely and appropriate
manner to calls about Utilities business outside of regular
business hours, the Security Technician, the Electrical Line
Superintendent, and the Water Superintendent, are provided
23
October 20/ l
Utilities vehicles to take home. These vehicles are subject to
the Utilities' vehicle policy and may only be used for the
exclusive purpose of responding to calls about Utilities
business.
3526. ELECTRIC RE-CONNECT TIME
Regular field workers performing electric re-connects at times other than during their
scheduled work hours will be paid in accordance with the general policy on Call Out
Time for Regular Field Workers.
l7. S'fOR1I PAY'
mfrl~!}cct~ i,~~tul lu ~~-~ul. ~u giiuthci uultue, ~li~liibuuun ,},t_ni__tu e»i~l_ with
u~,iurauuu (ullue~ii~e Munn. mill icc~nc untc_uuI unc-hell ~I Sl uuie, ~h~i~ icy: talc
~~I ha} I~rf ell ,ueh hour, ~curh~d ~xrgp~ hour, worked oi~ Sun~l~iy, vluvh tih ill he~~i~ al
l~~u ~? U1 _uw~~ tt~~ cw~lu -~c'~ iegulai late uf~~ fhc: l ulu~c, ti ill uu it, hc,t ellurt_
--
lu tuwtc_un~l ili~~rihutc thc_,e i„i~ien~~ .~ia~all~ with_pnu~n~~m wawt~uui~ ~ru er
,wffing 1~~~6 at EII. Ri~ei tVlunicipnl l'uluic,
3(r~ LEAD PAY DIFFERENTIAL
An employee who is currently a lineman shall assume the duties of a lead lineman when
the lead lineman is absent from a crew, provided that only the most senior lineman on a
crew shall assume the lead lineman's duties. The lineman assuming such duties shall
receive a rate differential equal to 3% of his or her base rate of pay times the number of
hours worked during which the lineman assumed such lead duties.
The rate differential provided in this policy applies during both regular scheduled work
hours and after hours. During after-hours call out, as well as at any other time, this rate
differential will be paid only when the crew is full and the lead lineman is absent.
329, PAYCHECK DEDUCTIONS
Bylaw, the Utilities is required to withhold federal and state taxes, FICA and PERA from
an employee's pay. The Utilities also has a Health Care Savings Plan with mandatory
participation and will withhold applicable amounts from an employee's pay. In addition,
other deductions may be made upon authorization of a participating employee including
the following:
a. Employee share of health insurance h. World Vision
b. Credit Union i. United Way
24
«!N
rJrkd~rr _'i~I I
c. PERA life insurance
d. Deferred compensation
e. Flexible benefits
f. Security System purchase/time payments
g. Computer Loans $1,200.00 (12 months)
38,E PAYCHECKS
Employees are paid every two weeks. The pay period begins every other Tuesday at
12:00 a.m. and ends every other following Monday at 11:59 p.m.. Payday is the Friday
immediately following the end of the pay period.
Employees are responsible for their paychecks upon receipt. Direct deposit is available
to employees upon request.
34:~ NIGHTWORK REST TIME
The Utilities will provide a regular field worker with one hour paid rest time For each
hour worked between midnight and the start of the worker's scheduled shift, excluding
work performed after midnight on Saturday or Sunday. The worker must make
arrangements with his or her supervisor before taking such rest time. This nightwork rest
time shall be taken during the next scheduled work shift. If the supervisor does not
release the worker to take this nightwork rest time, all hours worked by the worker on the
next scheduled shift shall be paid at one and one half times the worker's base rate of pay.
It is the employee's responsibility to notify the supervisor and obtain approval prior to
taking the rest time. It is also the employee's responsibility to take the nightwork rest
time if it is approved by the supervisor.
~i2, GENERAL BENEFITS
This handbook provides a brief description of benefits available to eligible employees.
The descriptions provided here are not intended to be comprehensive and all questions
regarding eligibility and benefit levels should be directed to your supervisor so the
specific plan documents can be reviewed for an answer. The plan documents govern any
inconsistencies between these documents and the information provided here. Benefits
and eligibility requirements are subject to change, and such changes may not be reflected
in this description.
The Utilities expects to offer its benefit plans for the foreseeable future, but it reserves the
right, in its sole discretion, to change, modify or eliminate them at any time, except to the
extent prohibited by law.
25
n~
October 20/I
-I:;-. VACATION
All regular full-time employees shall accrue vacation according to the following
schedule:
Years of Service to Accrual Rate Accrued per
Utilities Since Most Per Year pay period
Recent Date of Hire
0 - 3 years 10 3.08 hours per
pay period
4 years 12 3.69 hours per
pay period
5 years 13 4.0 hours per
pay period
6-9 years 15 4.62 hours per
pay period
10 years 16 4.92 hours per
pay period
11 years 17 5.23 hours per
pay period
12 yeazs 18 5.54 hours per
pay period
13 yeazs 19 5.85 hours per
pay period
14-18 years 20 6.15 hours per
pay period
19 + years 25 7.69 hours per
pay period
Regular part-time employees accrue paid vacation under this schedule on a pro rata basis.
Temporary and seasonal employees are not eligible for paid vacation.
26
~~+~e
u~;,,~.~, '•,cl
Employees must request time off for vacation as far in advance as feasible. When
possible, employees will be granted vacation time of their choice. However this time is
subject to the operating needs of the Utilities.
Vacation days accrue each pay period as shown in the table above. Paid vacation may be
taken as soon as it is accrued. Accrual rates change, as applicable, on an employee's
anniversary date. Example: ff an employee's start date was July 1, 2000, the new
accrual rate would start July 1, 2004.
Unused vacation days may be carried over from year-to-year, but only to a limited extent,
as follows. Unused vacation carryover will be limited to the number of hours accrued
during the previous year. Accrued vacation days beyond the carryover limit are lost. For
example, if an employee with 2 years of service has accrued but not used 15 vacation
days on his or her anniversary date, he or she will only be permitted to carryover 10 days
to the next yeaz.
Employees who voluntarily end their employment and who give the Utilities proper
(generally at least two-weeks) notice shall be paid out for earned but unused vacation
time as of the date of separation, provided they sign ° °°'° •~° ^ °~°°m°~'and do not
rescind an aereemen_t releasine claims azisina out of their emnlovment. in a form
prescribed by the Utilities. Employees involuntarily terminated by the Utilities for any
reason other than lack of work shall not be paid out any unused vacation time.
32.E PAID SICK LEAVE
Regular full-time employees accrue sick leave at the rate of 3.69 hours per pay period
(approximately 8 hours per month). Regular part-time employees accrue sick leave pro
rata based on the full-time accrual rate. Temporary and seasonal employees are not
eligible for sick leave.
Sick leave may be used for illness and doctor visits for the employee or the employee's
child or another eligible dependent or his/her spouse. To be "another eligible dependent"
under this policy an individual must have same residence address as the employee and
must receive substantially all of his or her financial support from the employee.
Documentation from a health care provider may be requested by the Utilities in its sole
discretion. Sick leave is a privilege, and misuse may result in disciplinary action.
Sick leave may also be used for up to five (5) days in a calendar month for instances of
serious illness or surgery of family members who may not live with the employee.
Employees are required to notify their immediate supervisor at least thirty (30) minutes
prior to the start of their regular working hours if they intend to be absent from work. If
an emergency prevents the employee from notifying his/her supervisor at such time, the
employee is expected to call as soon as possible during the work day. Employees are
27
'N.' ~',,.i ,;
c o er20!!
also required to keep their supervisors informed of their condition and anticipated return
to work.
An employee attempting to use sick time for reasons other than those explicitly permitted
in this policy will be subject to disciplinary action up to and including termination.
A doctor's note shall be required if an employee is absent more than four (4) days or if
abuse of sick leave is suspected by the employee's immediate supervisor, a Utilities
manager, or the Human Resources Representative. In some circumstances, an employee
may be requested to submit to a medical examination by a physician or medical facility
licensed to practice medicine. In such a circumstance, the Utilities may select the
physician and facility that will conduct the examination.
Unused sick leave will not be paid out in wages upon termination of employment, but iii
,umr ~ireuui~i~~i~~5 is subject to luiiilc~l ~~n~~er,iuu un~cr the Health Care Savings Plan
policy found elsewhere in this ltaijdlaex~f lauilhuuk.
~3i, PAID HOLIDAYS
Regular full-time employees will be paid for eight (8) hours at their base wage rate for
each of the following holidays:
New Years Day
Martin Luther King Day
Presidents Day
Memorial Day
/ndependence Day
Labor Day
Veterans Day
Thanksgiving Day
Friday following Thanksgiving Day
Christmas Eve Day
Christmas Day
Eligible part-time employees will receive paid holidays on the same basis as regular full-
time employees, except that holiday pay will be pro-rated according to the number of
hours worked.
If the holiday falls on a Saturday, the preceding Friday will be observed. If the holiday
falls on a Sunday, the following Monday will be observed as a holiday. Employees will
not receive holiday pay for any holiday that falls during any leave of absence.
~~ EMPLOYEE CLOTHING
It is required that employees wear clothing items specified by the Utilities for their
position and activity during working time.
For regular field workers potentially exposed to electric hazards, the Utilities will provide
an initial issue of five fire retardant long sleeved shirts, five fire retardant pants, and five
28
,t4r+t~-~(dFN
~ ~~ r~dav '~~ I l
fire retardant tee shirts per outside employee exposed to electric hazards,. As an
alternative option, one fire retardant hooded fleece may be substituted for two fire
retardant long-sleeved shirts and/or one sweatshirt may be substituted for two long-
sleeved shirts. Provided clothing may also include: lineman's climbing boots, summer
work boots, rubber boots, robber overshoes, insulated winter boots, and coveralls (used
for maintenance on trucks). The Utilities will issue a check to the supplier for the
covered items. For employees other than re¢ulaz field workers, the Utilities will provide
an initial issue of one Utilities logeedlogo shirt.
On an annual basis, the Utilities will replace worn out items that have been provided by
the Utilities. Worn out items should be turned in to the Utilities . The Utilities will also
provide and replace the following as necessary in the Utilities' discretion: fire retazdant
lined and unlined bib overalls, fire retardant lined parka and hood, fire retardant lined
bomber jacket, and hats with the appropriate emblems and identification.
Upon the end of employment with the Utilities, an employee must return all Utilities
clothing items that were issued to him or her that were paid for by the Utilities with the
exception of boots.
35:~ HEALTH CARE SAVINGS PLAN
Utilities' employees participate in the Minnesota Post Employment Health Care Savings
Plan (HCSP) established under Minn. Stat. § 352.98 and as outlined in the Minnesota
State Retirement System's Trust and Plan Documents. All funds collected by the
employer on the behalf of the employee will be deposited into the employee's post
employment health care savings plan account. General participation rules are outlined
below, for a complete guide regarding benefits, use, and eligibility see the plan's
documents.
Employees are required to contribute to the Post Employment Health Care
Savings Plan. These funds will be deposited after each pay period. The
contribution shall be based on the following structure:
a. Regular Field Workers with fewer than 10 years of service are
required to contribute 1% of their gross wages.
b. Regular Field Workers with fewer than 20 years of service and at least
10 years of service are required to contribute 2% of their gross wages.
c. Regulaz Field Workers with at least 20 yeast of service are required to
contribute 3% of their gross wages.
d. Non Regular Field Workers aze required to contribute 1% of their
gross wages.
2. Employees who have accrued over 960 hours of sick time will have 50% of
those hours converted to cash and deposited in their Post Employment
29
nn~.ni >E.
October 201 /
Health Care Savings account. The conversion will take place once a year at
the end of December.
3. Employees-it}~rjrr . ~ ::~ .. .. .... ........ ,.,..,~. ,
.~-.,,~;~ ~cliu ~uluntui~
rii~l ihui ~illpluyment curl ~~hu gt~~ the IJhlutc~x~~r ~retluall~ a1 lcu~l
t~~~~-~~eek,i nuhec, and en~luyec, whine cuipl~~~nent cud; w~ulnntartly
bccau,c ul lark ul work, will have 50% of unused sick leave, up to a
maximum of 100 days, converted into cash and deposited into their Post
Employment Health Care Savings account pion id~d ~hc~~i__aud ~u out
sexual ui _,~reuueut relea,u$ clauu, .amine out of Iheq ~u~o~tnuit~m n
fuiiit~ie,cuhcd b~ the Uuhue,. Em Iu ee, ut~ultu~tardy ternunated_bk the
l ~iliuc, hn' gny i~a,uu uthci thou lack of tiu~k ,hall nut. hr cligible_ to
ic~ci~~,u~h~umeniun.
3(.3ti, 457 DEFERRED COMPENSATION
The Utilities will match funds contributed by employees, up to 3% of their base salazy
annually, with a maximum contribution of $2,000.00. These plans are administered by
the Minnesota State Deferred Compensation Plan and/or Wenzel & Associates' ING
Plan.
The Utilities' contribution will be made May 31st of each plan year for the employee. If
an employee departs prior to May 31st, she/he will receive a prorated contribution for
that yeaz. For a complete plan description consult the summazy plan description
distributed to each employee or available upon request.
:7.39. HEALTH INSURANCE COVERAGE
Eligible employees who regularly work at least 30 hours per week, and enroll in the
health insurance plan provided by the Utilities, the Utilities will pay eighty percent (80%)
of the monthly premium per employee/family for health insurance. Any monthly
premium over and above 80% of the health coverage is the responsibility of the
employee. Employees should consult the Summary Plan Description for details
regarding coverage and eligibility. A copy of this description will be provided to
employees and is available upon request.
3tl:Jtl. DENTAL INSURANCE
Eligible employees who regularly work at least 30 hours per week and who enroll in the
Utilities' dental insurance plan, the Utilities will pay seventy-five percent (75%) of the
monthly premium per employee/family for dental insurance. Any monthly premium over
and above 75% of the dental coverage is the responsibility of the employee. Employees
should consult the Summary Plan Description for details regarding coverage and
30
eligibility. A copy of this description will be provided to employees and is available
upon request.
3+1.9, LONG-TERM DISABILITY
A Long-Term Disability Plan is provided to eligible employees who regularly work at
least 30 hours per week. Schedule amount: 662/3% of Monthly Earnings subject to a
maximum amount of $5,000.00 per month. Employees
months to qualify For coverage. Employees shoul
Description for details regarding coverage and eligibility.
be provided to employees and is available upon request.
49:$Z. LIFE INSURANCE
must be employed for two (2)
d consult the Summary Plan
A copy of this description will
Life insurance is provided to each employee at a rate of Two and One Half times (2'/z) the
employee's annual salary, to a maximum of $85,000.00. Employees should consult the
Summary Plan Description for details regarding coverage and eligibility. A copy of this
description will be provided to employees and is available upon request.
4I:4;. EDUCATIONAL ASSISTANCE
The Utilities will provide financial assistance to eligible employees for pre-approved
courses that are job related, lead to ajob-related degree, or are within areas beneficial to
the Utilities in its discretion and pursuant to this policy. With regard to education
required by the Utilities or in connection with aUtilities -approved apprenticeship
training program, check with a Utilities manager.
I. All full-time Utilities employees with at least three months of continuous
employment are potentially eligible for reimbursement under this policy.
2. The Utilities may pay up to 100% reimbursement of the costs for tuition,
registration, fees, books and course required materials after successful completion
of apre-approved course. Courses must be at accredited colleges, universities, or
vocational schools or be short courses conducted by recognized professional
training organizations.
3. A course maybe approved if:
a) It is directly related to the employee's work for the Utilities.
b) It is required by a program of study leading to a degree that is directly related
to the employee's work for the Utilities.
c) It will improve the employee's work for the Utilities.
3!
A4ay~FJ1()
October 20( l
4. This policy will not cover recreational or personal interest courses
5. Prior to registration, the employee must have full approval for the course from
Utilities' management designated as having approval authority for such matters.
6. The Utilities reserves the right to disapprove educational assistance requests and
to amend or eliminate this policy from time to time in its discretion.
7. Total reimbursements to an employee during the academic year may not exceed
$3,000.
8. Not eligible for reimbursement are costs of:
a) late fees and fees due to an employee error
b) meals, transportation, lodging, insurance, etc.
9. If an employee is eligible for education assistance from any outside source (e.g.:
G.I. Bill, grants, scholarships, etc.), the employee must apply for any assistance
first and request the balance through this Education Assistance Policy.
lo. Termination of employment prior to completion of a course will disqualify the
employee for educational assistance.
I t. Courses not satisfactorily completed will be paid for by the employee.
12. Course attendance and preparation must take place outside of scheduled work
hours and must not jeopardize the employee's work performance.
13. Employees will be paid for any time used in attending courses for which they are
required by the Utilities to attend. All tuition and fees for such course will be
paid for by the Utilities.
LEAVES OF ABSENCE
The Utilities provides leaves of absence according to the following policies. Unless
otherwise indicated, all leaves of absence are unpaid. An employee requesting a leave of
absence must complete a Request for Leave of Absence form. Forms for requesting a
leave of absence are available from the Human Resources Representative. When
possible, advance notice of a leave should be provided to an employee's supervisor so
work schedules can be adjusted accordingly.
32
,~, . ~~ ~;
rh r, ~f,i! ~Nl l
43:44, PARENTING LEAVE
Eligible employees are entitled to take up to 6 weeks unpaid leave upon the birth or
adoption of a child in accordance with Minnesota law. To be eligible for such leave, an
employee must have been employed for at least 12 consecutive months immediately
preceding the requested leave and have been employed art least on a regular half-time
basis.
Parenting leave under this policy is available for eligible fathers and mothers. Requests
for parenting leave must be made in advance. In most circumstances, leave may not
begin more than 6 weeks after the actual birth or placement of the child. If the child
requires extended hospitalization after birth, the leave may begin within 6 weeks after the
child leaves the hospital.
43:45, SICK OR INJURED CHILD CARE LEAVE POLICY
Employees who have worked at least one-half time during the twelve months preceding a
leave are entitled to use accrued personal sick leave benefits for absences due to an
illness of or injury to the employee's minor child, or a child under 20 years of age
attending secondary school.
44~.¢, SCHOOL ACTIVITIES LEAVE POLICY
Employees who have worked at least one-half time during the proceeding twelve months
are entitled to up to 16 hours leave during any 12-month period to attend school
conferences or classroom activities related to the employee's child, provided the
conferences or classroom activities cannot be scheduled during non-work hours. If an
employee's child receives child care services or attends apre-kindergarten regular or
special education program, the employee may use the leave time to attend a conference,
or activity related to the employee's child, or to observe and monitor the services and
program, provided the conference, activity or observation cannot be scheduled during
non-work hours.
When the need for leave under this section is foreseeable, the employee must provide
reasonable prior notice of the leave to his or her immediate supervisor and make a
reasonable effort to schedule the leave so as not to unduly disrupt Utilities business.
4s~4Z. BONE MARROW AND ORGAN DONATION=P^~'N`"T~"'=^= LEAVE
Employees who work an average of twenty (20) or more hours per week who seek to
undergo a medical procedure to donate bone marrow or an organ or partial organ will be
granted up to forty (40) hours of paid leave. The Utilities may require verification by a
33
nn,~~i ,~t,~
Oc~~rZO!l
physician of the purpose and length of each leave requested by the employee to donate
bone marrow.
4(r:-18. NATIONAL GUARD AND RESERVE LEAVE
Any officer or employee of the Utilities who is a member of the National Guard or other
reserve unit is entitled to a leave of absence from public office or employment without
loss of pay, seniority status, efficiency rating, vacation leave, sick leave, or other benefits
for the time that he/she is engaged with the reserve in training or active service so long as
such leave does not exceed a total of fifteen (15) days in any calendar year. Such leave
will be allowed only in cases where the required military or naval service is satisfactorily
performed. Such leave will not be allowed unless the officer or employee:
• Returns to the public position immediately on being relieved from
such military or naval service and not later than the expiration of the
time herein limited for such leave; or
• Is prevented from returning to Utilities employment by physical or
mental disability or other cause not due to the officer's or employee's
own fault; or
• Is required by proper authority to continue in such military or naval
service beyond the time herein limited for such leave.
4~:-t9. MILITARY LEAVE FOR UNIFORMED SERVICE
Except as provided otherwise in the National Guazd and Reserve Leave Policy above,
employees who are members of, apply to perform, or have an obligation to perform
service in a uniformed service will be granted an unpaid leave of absence to perform such
service. Military leave requests shall be made to the immediate supervisor. The term
"uniformed service" means the Armed Forces, the Army National Guard and the Air
National Guazd when engaged in active duty, active duty for training, initial active duty
for training, inactive duty training, full-time National Guard duty, the commissioned
corps of the Public Health Service, and any other category of persons designated by the
President in time of waz or emergency. As soon as an employee is informed of the dates
of the mi(itazy training, he or she should notify his or her supervisor and request a leave
of absence, even if he or she has not yet received written orders.
In the case of an employee whose period of military service is less than 31 days, an
employee must report back to his or her job at the first regularly scheduled shift after the
completion of military service and the time required for return from the place of militazy
service to the place of civilian employment. An employee called to active duty for more
than 30 days, but less than 181 days, must report back to his or her job not more than 14
days after the completion of his or her military service. An employee called to active
duty for more than 180 days must report back to his or her job not more than 90 days
after the completion of his or her military service.
34
44e+4'-dF11N
U, L~bci _'Ull
This Policy is not intended to preclude leave with pay as may be provided in the [National
Guazd and Reserve Leave Policy above.
4~SQ, JURY/WITNESS DUTY LEAVE
Employees will be allowed a leave of absence pursuant to state statute without restriction
or sanction when called for jury duty.
• An employee performing jury duty or subpoenaed as a witness in court
or voluntarily serving as a witness on behalf of the Utilities in a case in
which the Utilities is a party will receive the difference between
his/her regular rate of pay and the amount received as juror or witness
up to the maximum allowed by state or federal law.
The employee must notify his/her supervisor and complete a leave of
absence form within 48 hours of receiving call for jury duty.
An employee excused or released from jury duty during his/her regulaz
work hours must report to his/her supervisor immediately thereafter.
• Time spent on jury duty will not count as time worked in computing
overtime.
49:5, PERSONAL LEAVE DAY
Each June 1st, every regular employee will be credited with one day of paid personal
leave to be taken during the next 12 months with the approval of management. This day,
if unused, will not be carried over from year to year.
~~ BEREAVEMENT LEAVE
A leave of absence, with pay and fringe benefits may be granted to a regular full-time
employee for a maximum of three (3) days in the event of the death of a spouse, child,
parent, brother, sister, grandparent, grandchild, or parent-in-law, brother-in-law, sister-in-
law, grandparents-in-law, step-parents, step-siblings and step-children.
35
Ocmber 20! 1
~i3. GENERAL LEAVE
The Utilities recognizes that circumstances of a unique personal nature may cause an
employee to seek time off without pay. The Utilities may, at its sole discretion, grant
unpaid personal leaves of absence to employees ("General Leave"). Approval is required
of the employee's immediate supervisor and the Utilities' Director of Operations before
General Leave will be granted. In no event will General Leave be granted for longer than
ninety (90) days, unless special approval is received from the Utilities' Director of
Operations.
Vacation and sick leave will not accrue during a General Leave. Further, the employee
on General Leave will not be eligible for holiday pay during the leave. The Utilities will
not contribute to the cost of insurance premiums for an employee on General Leave.
Employees are expected to return from General Leave when the reason for the leave
expires. Employees who take a General Leave have no right to reinstatement.
~~, VOTING LEAVE~ERVICE AS ELP;~"PION JCU(:E
Under Minnesota Statutes Section 204C.04, employees -ts :,::,;, ;m,~,tT
wo+l~--iv-itltt~t+t-~+ti-t~€- pi+y--ct~-v<+te--tE~-k~egalarFy-~ ~,,~l~r-
elere~whu pie ~ai~ble ~~, ~ ut~ iii an election to fill Nre;~ vacancy in the office of United
States Senator, United States Representative, State Senator or State Representative, or a
presidential primary h~~~ Uie i~lit w he ab~uu lium walk Cur_~he ume uecea,~ry_i~~
yule ~iil iclunt_t~~.~+nil. un the ~I~y.~~l (hat elecltuu «itf~oul pci~lt~ur deductiui~_(r~~m
-_-
,~hu,i ur ~ea~e~ her~u,c ol_thc ah,cnc~ Ihe_Uuliue; Dili nut ~ih~i~~e ut interfere tiuh
thi, rat. -
The Utilities will provide an employee with paid time off to serve as an election judge,
provided that the employee gives the Utilities at least 20 days' advance written notice.
The Utilities will reduce the employee's pay by the amount the employee is paid to serve
as an election judge.
36
f.i.~n iN
U~~,~P~~ .ir
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Description GPDOCSI-#3035874-vi-
ERMU_Em ployee_Handbook_2011
Document 2 ID Powerpocs://GPDOCSI/3035874/3
Description GPDOCSi-#3035874-v3-
E RM U_Employee_Handbook_2011
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