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4.1 ERMUSR 09-08-2009~/ Elk River -= Municipal Utilities , 13069 Orono Parkway • P.O. Box 430 Phone: 763.441.2020 Elk River, MN 55330-0430 Fax: 763.441.8099 September 3, 2009 To: Elk River Municipal Utilities Commission John Dietz Jerry Gumphrey Daryl Thompson From: Troy Adams Subject: Review and Consider Revisions to the ERMU Employee Handbook At the July 14`h commission meeting, staff was directed to have Mark Mathison from Gray Plant Mooty review the ERMU Employee Handbook in its entirety while incorporating in the newly revised policies. These newly revised policies include the recently updated On-Call Policy and Education Assistance Policy. Also to be included are the nine policies the Commission directed staff to write in 2008. These nine policies were reviewed and revised by Mr. Mathison and then approved by the Commission in February 2009. These policies are: 1. Business Conduct 2. Ethics, Gifts and Conflicts of Interest 3. Dismissal or Lay Off 4. Use and Disposal of Utility Property 5. Inventory 6. Job Posting 7. Performance Reviews 8. Time Reporting Policy 9. Office Equipment, Email and Internet Use Although these policies could stand alone, it makes good sense to integrate these into the Employee Handbook. The exception to that would be the policy on Inventory and the policy on Use and Disposal of Utility Property. These two should remain separate of the handbook because they are more procedural policies than personnel policies. After multiple discussions with staff, Mr. Mathison has finished reviewing the handbook and has drafted a revised handbook. Enclosed for Commission review are the following: 1. Nine Commission ordered policy additions approved February 2009 2. Current Employee Handbook 3. Summary of proposed changes from Mr. Mathison 4. Redline of changes from Mr. Mathison 5. Proposed revision of Employee Handbook from Mr. Mathison 1. Business Conduct In accepting employment with the Utility, employees become its representatives and are responsible for assisting and serving the customers for whom they work. An employee's primary 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: 1. 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 Utility property. 5. Falsifying timekeeping records or any other Utility records. 6. Violating the Utility's 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. 10. Violation of safety or health rules. 11. Sexual or other unlawful or unwelcome harassment. 12. Unauthorized possession of firearms or any object that could be considered a dangerous weapon (or other violation of the Utility's weapons policy). 13. Excessive absenteeism or any absence without reasonable notice. 14. Unauthorized disclosure of business secrets or confidential information. 15. Misuse of Utility resources. 16. Any other behavior unacceptable to Utility management. All employees have a personal responsibility to report any behaviors or practices that may risk our future success. If you have any concerns or questions, discuss them with Human Resources your supervisor or any member of management. These concerns will be treated confidentially (to the extent possible) and with high priority. 2. ETHICS, GIFTS AND CONFLICTS OF INTEREST Utility 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. Utility employees must scrupulously avoid any activities that suggest a conflict of interest between their private interests and Utility 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 Utility 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 Utility. 3. DISMISSAL OR LAY OFF [From Employee Handbook] 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: Improper conduct or language, insubordination, failure to do the work assigned, dishonesty or stealing, sale, transfer of, or possession of, or being under the influence of intoxicating beverages or controlled or mood altering substances while on the job. The Utility Commission reserves the right to eliminate positions or reduce the hours associated with a position 4. USE AND DISPOSAL OF UTILITY PROPERTY Personal Ilse All Utility property and equipment is publicly owned. Utility-owned equipment and facilities are not available for personal use by employees except as explicitly authorized in this or other Utility policies. Personal use of all Utility vehicles, machinery, tools, and other equipment is strictly prohibited. Disposal From time to time, Utility property becomes obsolete, is damaged, or is not needed. Such equipment will be disposed of by the Utility through salvage, trade, or public auction. If it is determined that a sale or auction is the best way to dispose of property, a notice must be advertised in the official newspaper and will be posted at the Utility's office and other locations as deemed appropriate. The appropriate department head will determine the minimum price for each item to be sold. • In no instance will anything of value within the scope of this policy (i.e., Utility property that becomes obsolete, damaged, or unnecessary) be given away free to anyone including employees; except that in the case of used and unwanted utility poles, cross arms, wood chips, or wood cable reels where there is a disposal cost, the Utility may in its discretion offer such items to the general public for a nominal price or at no charge, and nothing in this policy shall be interpreted to prohibit employees from accessing any such offer on the same terms and to the same extent as the general public. • An employee may purchase no more than one motor vehicle from the Utility or another Elk River political subdivision in any 12 month period. • Employees involved in the auction or process pertaining to the administration and collection of sealed bids, or negotiating trade values are prohibited from purchasing Utility property. Unauthorized removal of Utility property or its conversion to personal use may result in discipline up to and including termination. Use of Utility Vehicles Utility-owned vehicles are to be used only by Utility employees for official Utility business. Employees who drive or may be required to drive Utility vehicles and equipment are responsible for maintaining a safe driving record and for observing all traffic laws. Seat belts must be properly used at all times. Drivers must carry a current, valid driver's license that is adequate for the type of vehicle being driven. Any employee who operates a Utility vehicle without a valid driver's license will be subject to disciplinary action up to and including termination. Passengers may be carried only when necessary to conduct Utility business and/or when their transportation via Utility vehicle is in the best interests of the Utility. Utility vehicles may not be used to travel from work to an employee's residence for rest or lunch breaks without prior Utility approval. Utility employees conducting official Utility business out of town (conventions, meetings, etc.) may carry family members as passengers if such accompaniment does not interfere with the best interests of the Utility and it has been approved by their department head. 5. Inventory General Policy The Utility has supplies and equipment that is utilized for electric and water infrastructure construction and maintenance. Inventory management is an important operational issue because it affects capital requirements, costs and customer service. Recording Inventory Use Employees that utilize inventory are required to accurately record its use as follows: • Determine/estimate items needed to perform the particular project/day's work; • Remove required items from inventory stock; • Transfer items to vehicle being used to travel to the project/work site; • Upon completion of the project/day's work, record inventory items used on the inventory sheet to be turned in for record keeping; and • Return any unused items to inventory stock in a timely manner. Regular Counts On at least an annual basis, inventory counts are to be performed and a reconciliation of any discrepancies completed to account for all inventory used and inventory still in stock. Because there are inventory items that justify more careful planning and attention, such items will be reviewed with higher frequency. Significant items (as identified by purchasing and management) including items costing over $1,000 per piece or high risk items (such as wire with high salvage values) will be counted quarterly. A reconciliation will be performed for any discrepancies to account for all inventory used and inventory still in stock. Equipment There is equipment that is not in inventory but which is necessary for the completion of electric and water infrastructure construction and maintenance. Items such as chain saws, power drills, crimping tools, etc. are resource investments that need to be managed. A listing of these items, with the quantity and location of each item, will be maintained and periodically reviewed for accountability. Computers, specifically, are one of the items for which such an itemized list is to be maintained and periodically reviewed. The minimum review period will be quarterly. Ensuring Accuracy Employees are responsible for and must take steps to ensure the accuracy and completeness of inventory reporting data. In addition, employees that utilize and transport inventory must take necessary steps to safeguard such inventory from loss or theft. When an employee submits inventory reporting data, he or she is attesting to the accuracy of the data. Knowingly submitting or approving inaccurate inventory reporting data or careless reporting such data is a violation of policy and may subject the person to appropriate disciplinary action. 6. JOB POSTING As position vacancies occur at the Utility, 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) indicated on the posting. The Utility may also advertise the vacancy to attract external candidates. The Utility retains its managerial rights and will solely decide who is best qualified to fill the vacant position either from current employees or applicants outside the company. 7. 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 Utility 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 established 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 department head delivering the review to the employee. These completed forms are generally maintained in the employee's personnel file. 8. 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 reporting, and each supervisor is responsible for reviewing the employee's compliance. Recording Time Employees are required to record the following on their timecard: • Amount of Time Worked; • 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 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 maybe completed within the first hour of arriving at 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 Employees are responsible for and must take steps to ensure the accuracy and completeness of time reporting data collected. When an 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. 9. OFFICE EQUIPMENT, E-MAIL AND INTERNET USE All Utility office equipment, such as telephones, computers and software are the property of the Utility. Employees should have no expectation of privacy in their use. The Utility maintains the right to monitor use of Utility telephones (including voicemail) and computers (including Internet use and email). Employees may use Utility computers, telephones, facsimile machines, photocopiers, a-mail, voicemail, and Internet for a reasonable amount of personal useconsistent with the guidelines below and other Utility policies-however, employees should do so using non-working time. Violations of this policy may result in discipline, up to and including termination. General Rules for E-Mail and Voicemail Use • Tact counts. If you are not sure e-mail or voicemail are the right medium for your message, use another form of communication. • Never deliver a reprimand via e-mail or voicemail. • Never gossip, or provide personal information about yourself or someone else, or emotional responses. • Sensitive materials should not be through e-mail. • No insensitive language, such as derogatory, defamatory, or obscene should be used. • No harassing language, including sexually harassing language, or remarks that may be misinterpreted. • E-mail and voicemail should be checked at least daily. • Chain letters is a prohibited use of e-mail. • Keep personal use of e-mail brief. General Rules for Internet Use • Employees may use computer equipment for non-business Internet research or browsing during non-work hours. • Employees must exercise discretion. • Employees must not intentionally access any site that is inappropriate, or that could cause embarrassment to the Utility or employee. Any file downloaded must be scanned for viruses before it is run or accessed. • Employees may not access adult entertainment and sexually explicit material, sites promoting violence or terrorism, illegal use of controlled substances, intolerance of other people/races/religions. • Downloaded files via the Internet into a Utility computer become the property of the Utility. General Rules for Telephone Use Elk River Municipal Utilities telephones are in place to conduct official Elk River Municipal Utilities business. It is critical that employees be courteous, tactful, professional, and efficient on the telephone. Employees are expected to answer and return calls promptly. Personal calls made or received must not interfere with the employee's work duties and shall be kept to a minimum. Local personal telephone calls should be made only when absolutely necessary, preferably during scheduled rest breaks or lunch periods. Keep incoming personal calls brief. An employee who spends an excessive amount of time on personal calls may be subject to discipline. Employees are required to reimburse the Utility promptly for all charges related to personal long distance and cellular/digital phone use. Elk River Municipal ~~ Utilitie s EMPLOYEE'S HANDBOOK 13069 Orono Parkway ELK RIVER, MN 55330 Office: Plant: 763-441-2020 763-441-2212 Revised April 2008 1. PURPOSE It is the purpose of this handbook to establish a uniform and equitable system of personnel administration for employees of Elk River Municipal Utilities. It is the policy of the Elk River Municipal Utilities not to discriminate in employment matters on the basis of race, creed, color, age, marital status, national origin, sex, status with regard to public assistance, or disability. 2. INTENTION OF THE UTILITY REGARDING POLICIES AND EMPLOYMENT The foregoing policies are unilaterally created and implemented by the Utility and are intended to serve only as guides for employment. THE POLICIES ARE NOT TERMS AND SHALL NOT BE REGARDED AS OR CONSTRUED AS CONTRACTUAL PROVISIONS. AS GUIDES, THE PROVISIONS MAYBE CHANGED AT ANY TIME BY A MAJORITY VOTE OF THE UTILITIES COMMISSION This handbook is not a contract but is intended solely to give eligible employees a short description of the working conditions at this place of employment. If at any time there should be a conflict between a description in this booklet and a labor contract, personnel policy, or both, the terms of the actual contract or personnel policy will govern in all cases. 3. UTILITIES COMMISSION RESPONSIBILITIES The Utilities shall in accordance with its statutory responsibility to manage the Utility, be responsible for the maintenance and periodic revision of personnel policy and the Utility's personnel program. 4. SEXUAL HARASSMENT PURPOSE; It is the Elk River Municipal Utilities policy that the work force environment and the Utilities employees will be free of sexual harassment and that all individuals will be treated with respect. POLICY,' The Utilities policy is that: Sexual harassment of employees is prohibited. This policy will apply to all officials and employees of Elk River Municipal Utilities. Sexual harassment includes, but is not limited to, unwelcome sexual advances, requests for sexual favors, sexually motivated physical contact, and other verbal, visual or physical conduct of a sexual nature when: a. Submission to such conduct is made either implicitly or explicitly a term or condition of an individual 's employment; b. Submission to or rejection of such conduct by an individual is used as a basis for an employment decision affecting that individual's employment. \\ermuserver\home$\peggy\Misc. Manuals\M1SC MANUAL ITEMS\Employee Handbook 2007 doc 2 Revision April 2008 c. Such conduct has a purpose or effect of substantially interfering with an individual 's work performance of creating an intimidating, hostile, or offensive working environment. Behavior which may constitute sexual harassment includes, but is not limited t0. Verbal harassment (e.g., epithets, derogatory remarks, or slurs); a. Physical harassment (e. g., touching, gestures, assault, impeding or blocking movement, or any physical interference with normal work or r,~ovefnent), b. Visual forms of harassment (derogatory posters, letters, poems, graffiti, cartoons, or drawings); and c. Requests for sexual favors or unwelcome sexual advances. Any employee who feels he or she is being subjected to sexual harassment in any form, or who believes he or she has witnessed sexual harassment in any form, must contact his or her supervisor, the Department Head or Commission immediately. If allegations are brought against a supervisor or department head, such allegations are to be brought directly to the Utilities Commission. If allegations are made against any elected official they shall be brought to the Utilities Commission through the President or a member of the Commission who is not the subject of said allegations. All supervisors are required to report immediately any allegation to the Department Head, and Utilities Commission. Only persons with a right to know of the allegation or its resolution will be made aware of the issue. Any complaints which are made will be investigated in a timely fashion. All employees shall cooperate in any investigation of such a complaint. If the facts support the allegations, the perpetrator of the sexual harassment will be subject to disciplinary action. Any employee found to have made a false complaint of sexual harassment or found to have given knowingly false information during an investigation of such a complaint will also be subject to disciplinary action. 5. WHISTLEBLOWERS Pursuant to Minn. Stat. 1 S 1.932, 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. 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 lain to the Utility or to any governmental body or law enforcement official; b. The employee is requestedhy a public body or office to participate in an investigation, hearing, inquiry; or \\ermuserver\home$\peggylMisc. Manuals\MISC MANUAL ITEMS\lmployee Handbook 2007 doc 3 Revision April 2008 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 Utility that the order is being refused for that reason. d. No city official or law enforcement official will disclose, or cause to disclose the identity of any employee making a report or providing information under this section without the employee's consent unless the investigator determines that disclosure is necessary for prosecution, the employee will be informed prior to the disclosure. e. Employees shall not ,make any statements or discloser es pursuant to the this section knowing that they are false or that they are in reckless disregard of the truth. f. 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. 6. WORKING HOURS A regular work week shall be five (5), eight (8) hour days. This will constitute a forty (40) hour work week. 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. OVERTIME Time and one-half will be paid to all employees who work in excess of their regularly scheduled forty (40) hour work week, or eight (8) hour day. Double-time will be paid for all work performed on Sundays or Holidays. Certain supervisory employees are exempt from the overtime provisions. These employees do not receive overtime compensation, but have more flexible work schedules. 8. CALL OUT TIME Employees 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. If an employee 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. Scheduled work contiguous to normal working hours shall not be subject to a two (2) hour minimum overtime obligation. 9. ON-CALL Certain regular field workers are required to be on call for one (1) week periods on a rotation basis. Compensation is eight (8) hours of overtime pay. If a holiday falls within \\ermuserver\home$\peggy\Misc. Manuals\MISC MANUAL ITEMS\L'mployee Handbook 2007.doc 4 Revision April 2008 the on-call week, compensation will be two (2) hours of overtime per holiday. Residency rules for field workers who stand after hours duty is: The employee must live within a twelve (12) mile radius of the power plant. Exceptions will be heard by the Utilities Commission. 10. RE-CONNECTS AND BONUS PAY Re-connects will be paid at a rate of $50.00 per re-connection. Bonus pay of 3% of current lineman's base pay shall be added to the senior lineman's pay who assumes the duties of lead-lineman when lead-lineman is absent due to vacation, sick, etc. Bonus pay shall be paid during normal work hours or afterhours. During afterhours call out, bonus pay will only be paid in the absence of alead-lineman. 11. PAYCHECK DEDUCTIONS By law, the Utility is required to withhold Federal, State, FICA and PERA from an employee's pay. The Utility also has a Health Care Savings Plan with mandatory participation and will withhold applicable amounts from an employee's pay. In addition, the following deductions will be made when authorized by a participating employee: a. Employee share health insurance h. World Vision b. Credit Union i. United Way c. PERA life insurance d. Deferred compensation e. Flexible benefits T Security System purchase/time payments g. Computer Loans $1,200.00 (12 months) 12. 457 DEFERRED COMPENSATION Deferred Compensation Plan 457 The Elk River Municipal Utilities, as an employer, will match funds contributed by an employee, up to 3% of their base annual salary, with a cap of $2,000.00. Funds will be with Minnesota State Deferred Compensation Plan and/or Wenzel & Associates' ING Plan: Employer contribution will be made May 31st of each plan year for the employee. 13. SALARY ADVANCES Advance payment of earned wages or salaries may be made in an emergency or when an employee's regular payday falls within a vacation period or leave of absence. Except in cases of emergency, requests for advance payment of wages or salary should be made one week in advance. \\ermuserver\home$\peggy\Misc Manuals\MISC MANLAI, ITEMS\Employee Handbook 2007 doc 5 Revision Apnl 2008 14. PAYCHECKS Employees are paid every two weeks. All employee pay periods end on every other Wednesday. Pay day shall be the following Thursday afternoon. Employees are responsible for their paychecks upon receipt. 15. VACATION All regular full-time employees shall be entitled to vacation with regular pay in accordance with the following schedule: Length of Employment Days Allowed Per Year Added per month in Hours/minutes 0 - 3 ears 10 6 hours 40 minutes er month 4 ears 12 8 hours er month 5 ears 13 8 hours 40 minutes er month 6-9 ears 15 10 hours er month 10 ears 16 10 hours 40 minutes er month 11 ears 17 11 hours 20 minutes er month 12 ears 18 12 hours er month 13 ears 19 12 hours 40 minutes er month 14-18 ears 20 13 hours 20 minutes er month 19 + ears 25 16 hours 40 minutes er month As nearly as possible, each employee will be granted a vacation at the time the employee chooses, subject to the operating needs of the Utility. Vacation days will be accrued so that the employee will have the allowed days at the start of the year where an increase is granted. Example: If an employees' start date was July 1, 2000, the new accrual rate would start July 1, 2004 so that at July 1, 2005 the employee would have 12 days. Unused vacation carryover will be limited to the time earned in a one year period as of each employee's employment date. Vacation accrued in excess will be lost. Employees in good standing, who resign from the Utilities, after giving proper notice, shall be compensated for, earned but unused, vacation time as of the date of separation. \\ermuserver\home$\peggy\Misc. Manuals\MISC MANUAL. ITEMS\Employee Handbook 2007 doe 6 Revision April 2008 16. SICK AND SEVERANCE PAY Sick leave is a privilege, and misuse Lnay result in disciplinary action. Sick leave may be used for illness and doctor visits for the employee or the employee's dependents including spouse. A dependent is defined as someone that has the same address as the employee and for whom the employee provides financial support. Medical confirmations by licensed medical personnel may be asked for by the Utilities. 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 also required to keep their supervisors informed of their condition and anticipated return to work. Sick leave may be used for up to five (5) days in a calendar month for the instances of serious illness or surgery of family members who may not live with the employee. Elk River Municipal Utility employees participate in the Minnesota Post Employment Health Care Savings Plan (HCSP) established under Minnesota Statues, Section 352.98 (Minn. Supp. 2001) 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. Participation is outlined below: 1. Employees have agreed to contribute 1 % of gross wages to the Post Employment Health Care Savings Plan. These funds will be deposited after each pay period. 2. Employees who have accrued over 960 hours of sick time will have ~0% of those hours converted to cash and deposited in their Post Employment Health Care Savings account. The conversion will take place once a year at the end of December. 3. Employees, upon. resignation, termination, or retirement, 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. 17. REST PERIOD Elk River Municipal Utilities will allow one hour rest time without payroll deduction for each hour overtime worked from midnight to start of scheduled shift, excluding Saturday and Sunday, when released. This rest time shall be taken during the next scheduled work shift. When employees are not released for rest time, all hours worked on normal shift shall be at time and one half. It is the employee's responsibility to notify the supervisor prior to taking the rest period and to take the rest period. \\ermuserver\home$\peggy\Misc. Ma~~uals\M1SC MANUAL ITEMS\Employee I-landbook 2007 doc '7 Revision April 2008 18. PAID HOLIDAYS Employees will be paid for eight (8) hours at their regular wage rate for each of the following holidays: New Years Day Martin Luther King Day Presidents Day Memorial Day Independence Day Labor Day Veterans Day Thanksgiving Day Friday following Thanksgiving Day Christmas Eve Day i 123"ist171aS Day If the holiday falls on a Saturday, the previous Friday will be observed. If the holiday falls on a Sunday, the following Monday will be observed as a holiday. 19. PERSONAL LEAVE DAY Each June 1 S`, every regular employee will be credited with one day of paid personal leave to be taken at employee's discretion with the approval of management. 20. LEAVE OF ABSENCE 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. 21. JURY DUTY A regular full-time employee called for jury duty shall be granted a leave with regular pay, less the amount paid as jury duty pay. 22. 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: Improper conduct or language, insubordination, failure to do the work assigned, dishonesty or stealing, sale, transfer of, or possession of, or being under the injluence of intoxicating beverages or controlled or mood altering substances while on the job. \\ennuserverUiome$\peggy\Misc. Ma~iuals~Ivl]SC MANUAL ITEMS\Employee Handbook 2007.doc $ Revision April 2008 The Utilities Commission reserves the right to eliminate positions or reduce the hours associated with a position. 23. SUPPLEMENTAL EMPLOYMENT If an employee is planning to take an outside job, notification should be given to his/her supervisor. If the employee is unable to maintain high performance standards with the Utility as a result of employment at a second outside job, the permission to work at the supplemental job may be rescinded, or the employee may be subject to dismissal. 24. HEALTH INSURANCE COVERAGE T'he Utility 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. 25. DENTAL INSURANCE The Utility will pay seventy-five (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. 26. LONG-TERM DISABILITY A Long-Term Disability Plan is provided to regular individual employees. Schedule amount: 66 2/3% of Monthly Earnings subject to a maximum schedule amount of $5,000.00 per month. The qualifying period for the coverage is two months. 27. LIFE INSURANCE Life insurance is provided to the employee at a rate of Two and One Half times (2 ''/z) the employees annual salary, to a maximum of $85,000.00. Beneficiary is at the discretion of the employee. 28. CONCEALED WEAPONS Elk River Municipal Utilities prohibit all employees from carrying on their person or possessing handguns while acting in the course and scope of their employment for the Utility. Carrying or possessing firearms in Utility vehicles is prohibited. Possession does not include a handgun that is properly encased and secured in the employee's vehicle. This prohibition of the carrying or possession of handguns includes but is not limited to: • Driving when on Utility business in the employee's vehicle unless the handgun is encased and properly stored in the vehicle; • Riding as a passenger in anon-utility owned vehicle unless the handgun is encased and properly stored in the vehicle; \\ermuserver\home$\peggy\Misc Manuals\MISC MANUAL ITEMS\Employee Handbook 2007.doc 9 Revision April 2008 • Riding on any type of mass transit while on Utility business; • Working at any Utility or municipal building or worksite; • Working at any off-site on behalf of the Utility; • Performing emergency or on-call work at times other than normal business hours; • Working at private residences or business at anytime other than normal business hours; and • Attending training or conferences on behalf of the Utility. The carrying of a BB gun, shotgun, or rifle on or about the person in a public place is prohibited. Violations of this policy are subject to disciplinary action including termination of employment. 29. EMPLOYEE SAFETY All regulations and laws of the State of Minnesota and rules of the Utilities Commission governing the safety of employees and the public shall be complied with by the employee and the Utilities Commission. The Utilities will provide 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 Utility. 30. EMPLOYEE CLOTHING The Utilities will, after an initial issue of five fire retardant long sleeved shirts, five fire retardant pants, and five fire retardant tee shirts per outside employee exposed to electric hazards, replace annually. As an option, one fire retardant hooded fleece may be substituted for two fire retardant long sleeved shirts and sweatshirt may be substituted for long sleeve shirt with a maximum of two. The Utilities will also replace as needed: fire retardant lined and unlined bib overalls, fire retardant lined parka and hood, fire retardant lined bomber jacket, and hats with the appropriate emblems and identification. The policy also includes the following additional items: lineman's climbing boots, summer work boots, rubber boots, rubber overshoes, insulated winter boots, and coveralls (used for maintenance on trucks). It is expected that the employee wear these work items during working hours. Worn out items to be turned in. The Utilities will issue a check to the supplier for the covered items. \\ennuserver\home$\peggy\Misc. Manuals\MISC MANUAL ITEMS\Employee Handbook 2007.doc 10 Revision April 2008 31. 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 of 1983 (Laws 1983, Ch. 316, 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. T lie supervisor (or other designated off cial) shall provide for such trai~iiilg and for compliance with the "Minnesota Employee Right to Know Act of 1983", 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. 32. INTERNET AND E-MAIL USE Please note that E-mail and Internet Access is not available to all employees of the Elk River Municipal Utilities, at the present time. Rules for E-Mail Tact counts. If you are not sure e-mail is the right mediwn, for your message, use another form of communication. Never deliver a reprimand via e-mail. Never gossip, or provide personal information about yourself or someone else, or emotional responses. Sensitive materials should not be through e-mail. No insensitive language, such as derogatory, defamatory, or obscene should be used. No harassing language, including sexually harassing language, or remarks that may be misinterpreted. An infraction using the language is subject to discipline. E-mail is considered public. E-mail should be checked at least daily. Maximum retention of e-mail is thirty days. Chain letters is a prohibited use of E-mail. Keep personal use of e-mail brief. Internet Use Employees may use their Internet facilities for non-business research or browsing during non-work hours. Exercise discretion. Do not intentionally access any site that is inappropriate, or that could cause embarrassment to the Utility or employee. Any file downloaded must be scanned for viruses before it is run or accessed. \\ermuserver\home$\peggy\Misc Manuals\MISC MANUAL ITEMS\~mployee Handbook 2007 doc j Revision April 2008 No adult entertainment and sexually explicit material, sites promoting violence or terrorism, illegal use of controlled substances, intolerance of other people/races/religions. Downloaded files via the Internet into a Utility computer, become the property of the Utility. 33. EDUCATIONAL ASSISTANCE POLICY The purpose is to financially assist eligible employees with pre-approved courses which are job related, lead to job related degrees, or are within areas beneficial to the Utilities. This policy also covers education required by an ERMU approved apprenticeship training program. All ERMU full-time employees with at least three months of continuous employment are covered by this policy. 2. This policy allows 100% reimbursement of the costs for tuition, registration, lab fees, books and course required materials; after successful completion of a pre-approved course. Applicable are courses at accredited colleges, universities, vocational schools and short courses conducted by recognized professional training organizations. 3. A course may be approved if: a. It is directly related to the employee's current position. b. It is required by a program of study leading to a degree which is directly related to the employee's current position. c. It may improve the employee's value to ERMU. In no case is this policy to include recreational or personal interest courses. 4. Prior to registration, the employee must have full approval for the course by the immediate Department Supervisor and General Manager. S. The ERMU reserves the right to disapprove Educational Assistance requests or to change or amend policy from time to time. 6. Total reimbursements to an employee during the academic year may not exceed $2,000. 7. Not eligible for reimbursement are costs of: a. late fees and fees due to an employee error b. meals, transportation, lodging, insurance, etc. 8. If an employee is eligible for education assistance from any outside source. (e.g.: G.I. Bill, various foundations, scholarships, etc.), the employee must apply for any assistance first and request the balance through this Education Assistance Policy. \\ennuserver\home$\peggy\Misc. Manuals\MISC MANUAL ITT:MS\@mployee Handbook 2007.doc ] 2 Revision April 2008 9. Termination of employment prior to completion of a course will disqualify the employee for educational assistance. 10. Courses not satisfactorily completed will be paid for by the employee. 11. Course attendance and preparation must take place outside of scheduled work hours and must not jeopardize the employee's work performance. 34. REPORT OF PERSONNEL CHANGES The Utility attempts to maintain complete and accurate pcrsonrcl informration on its employees, such as address and phone number. It is the responsibility of each employee to notify the office of the Utilities when changes occur. \\ermuserver\home$\peggy\Misc Manuals\MISC MANUAL ITEMS\Employee Handbook 2007.doc 13 Revision April 2008 ~ cn Z ~ 2 Q w Z w Q O O ~ N W W ~ ~ ^~ I..L W N ~ Q om ,n V O O ~ ~ _ ~ _ ~ ~ L} ~ ~ ~ } .. O O Q ~ O ~ O' ~ ~ ~ C C Q~ ~ O O ~ } O ~ ~ ~ U N ~ ~ U ~p O O ~ N ~ ~ Q Z ~ O U ~ ~ O dS ~ p ~ Q N N ~ O Q ~ ~ w ~ ~ ~ U i Q ~ N ~ ~ O ~ ~ _O Q ~ U ~ Q O ~ N ~ O ~ = U..~ ~ O ~ C . ~N ~ O ~ o N ~ ~ ~ - ~ O ~" N ~' ~ ~ N N ~ i ~ O ~_ • N ~ _O ~ ~ ~ ~ N N ~ N ~ ~ C N (~ C ~ ~ ~ ~ O O ~ ~ ~ ~ ~ O N } O ~ y ' O O } Q cn ~ ~~ ~ ~ ~ Q~ O L ~ N O~ N ~ ~ O Q ~ ~ ~ ~ Q O ~ i L N W ~~ O _~ 3 N O 3~ w=N Nw ~ ~~ O > 30 a~ } a~ ~ v ~ a ~ ,~ o ~ o ~ ~ ~ ~ O •~ } c c ~ 3 v .y o U o ~ - . U o ~ > ~ ~ ~ ~ o ~ ~ J ~ U N C~ ~ ~ O N a~ N ~_ N ~1~ W > ,~ L ~ m W ~ ~ C ~ O N cc d N O N J O ~ t ~ ~ C Q ~ ~ N .v ~ C N Q ~ ~ ~ N ~ ~ ~ W } ~ 3 ' C9 ;~ ~ N U ~ ~~ O U, p O O O ~~' ~ N°' O N N ~ O O J U ~ Q ~U O a~ a~ ~ ~~~mz°~~C~>° ~ o ~ ~ a c a~ ~ Q w U °~' v c ~ ° o a ~ ~ } ~ C C N ~iL } U ~ O N ~ ~ N ~ N ~ ~ ~ ~ ~ ~ ~ - O ~ ~ U.0 N +' U N C• N ~ O C D A N O U O ~n ~ ~~ U ~ U Q~ ~ :a= ~ :n W ~ ~ ~ ~ U c ~ ~ N ~ O ~ U~ 3 O ~ m ~ ~ ~ U~ > c c v ~ ~ ~ ~ v O ~ c o w _ •y _N • +- ~ ~ ~ U ~ w a~ U O~ N O GC N Q ~ ~ ~ C ' N ~ } U U v } ~ > O ~ ~ U ~ ~ ~ ~ ~ ~ ~ U ~ I ~ 7~~ V /~~ W a~ ~ L ~ ~ ~ ~ ~ ~ c 7'S V O /~~ ~ W ~ ~ ~ / ~ W } ~ ~ O H N T O ~ ~ ~ Q ~ ~ ~ ~ ~ rn ~ ~ } '[ ~ t ' uxa ~ ~ ~ ~ w ~ O ~ ~ O = U N ~ C N ~ D ^` ~ N ~ Q U ~ w .0 N O 0 . y N . ~ U b [UTILITIES C~MMISSI(]N ~ESI'~NSIBILIT~ES The ~Uommissian shall in accardance with its statutory responsibility to manage the Utility, be responsible far the maintenance and periodic revision of personnel p+~ey old and the Utilitys's personnel program. wHISTLEBIJU~VERS Pursuant to 1V~inn. Stat. ~ l S 1.93 ~, Elk River 1Vlunicipal Utilities will not discharge, discipline, threaten, or otherwise discriminate against, or penalize an employee regarding the employees compensation, terms, conditions, location, ar privileges off' employment because: cr. ~ .The e~7~r~lovee, or a person acting on behalf of any employee, in good f azth, ~- reports a viol anon or suspected ~rolc~tion ©f any ~`ederal or state la~~ or rule adopted pursuant to law to the Utility or to any governmental body -or law enforcement o fjicial; b. The employee is rer~uested by a public body or office to participate in an investigation, hearing, ingtciry,~ or c~. The employee refuses the -~~~~t% order to pey form 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 la~~ and the employee informs the Utility that the order is being ref icsed for t1~at reason. d:--Na Ut~1~l..t.., rT official or law enforcement official will disclose, or cause to ----disclose the identity of any employee making a report or providing information under this ~~ olic~~ without the employee's consent unless the investigator determines that disclosure is necessary for prosecution, the employee will be informed prior to the disclosure. Employees shall not make any staternents or disclosures pursuant to ~---6this 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 ar impair the right of any person to the continued pratectian of conf ~dentiality ar communications provided-~ by carnman law. ~" ~'~'~R~ IC~LIRS ~~~ Q~VFRTI~~vIE The regular tivork~~~-eek at the C_ltilit~~ runs from Thu~~sda~~ to ~~Fednesdav, . ~~I~an-exempt employees are paid on the basis of hours worked. Exempt err~ployees are paid on a salary basis; their compensation is not based on the number of haurs they wark. Time and one-half' will be paid to all non-exem~t_employees who work in excess of b • T forty ~`ld} l ~ •hours in the work week, or eight ~8} l~hat~rs in a days Double-time will be paid for all r ~ . . .. T T at~rs wor 'e on ~unda~-s and designated Holidays, Exempt employees do not receive overtime T+ T , ~ a CALL [}t7T TI11rIE REC~CiLAR F~EL~ wt~R~FRS E~ryRe~ular field ti~lorkers who are asked to report far work outside their regular working hears shall be paid a minimum of two (2}hours each time they report for work. Scl~e~~~~lc~ ~~c~t•~. con~i~~~~o~~s tip »c~r~~~a~ ~~~arl~il~~~ hours sh{11~ ~~ut be s~lb~~ct tc s ~' -~, ' ~~ :~ ' this t~vo ~ hour minimum re or~tin~ av obll~ratlon. i f :.. 4 a. x l,. z ~' i 1 ....Zb'. .: i Ha~~ever, if an regular field worker reports for work before ar remains after the regular eight ~8}hour work day, or works on a Saturday, Sunday or Holiday, helshe will be paid at the applicable overtime rate.. ~ - `~ ~ ~, . ,. r - .1 ,Z ~~~i~~ ~c}lrcti{ c~ve.~~ ~7ot cr~~~~l~~ t© ~t~r~lc~~~~}c~.~~ c~~~~~r~ t~~c~~~r ~~~~~r~cr~• fr~lc~ 1~~c~~»k~r~s. ~N-CALL :Regular Field ~~~Qrl~ers. Re aired Ian-Call Ro#ation far Regular Field workers. Re~r~lar geld workers cincludin~ line ersans. ~yater a erators, and other specifically trai~~ed field `~-arkers~ are subiect to a residency rule. These same ~yo~•kers are also subi ect to re aired artici anon in a scheduled an-call rotation• A~~rentices may be excluded ~~orn the on-call rotation for up to axle year from their date of hire e~• management discretion. The on-call rotation is scheduled in one cl~ tiveek blacks. ` ~11 M a • c a 7 e . T ! e r . • 7 T • a T T T - ` : Reside~~ac~~ Rule. The residency rule applies to the ~•e~.~ular Meld ~~~ orkers ~~Yho are part of a scheduled anwCall rotation as described al?-ave. The residency ~.u~e..:is µthat_tl~~se _etnpln~~Tees must lire within a twelve ~ 12}mile ~i radius of the dower plant. ' ~,.l,.o . T7 CITl C' ~ ~ ~..m rv„ ~ si'vir: lies onse Time. The following ~~lidelines an res apse time a l~~ to regular Meld ~~~orkers in the on-call rotation schedule an a 2~-hours-a-dap-, se~l~en-day=s-a-~~~eek basis dulin~~ the ~~-~orkers' scheduled on-call ~~~~eeks, • ~~'hile on-call, workers must remain ti~-ithin the l? mile resldencV l'ad1LI~. • while an-call workers are e~ ected to make immediate telephone contact in res~ol~se to a call.. • ~~~hile on-call, workers are ex ected to tlr{gently re oI~$ to a site of need within a reasonable tinge which ~yill vary de ending an the identilied reason far the call. l~e~en on the need an an call worker ma~Y end it necessary to call in a held al~tner to assist in royldin~7 a~rupriate and timely call res~c~i~se. Tale Home 'vehicles. ReUlllar field workers who are alt of the scheduled an-call rotation ~~-ill be I•a~~ided a cam env vehicle to take home for the exclusive ur ose of res andin~~ to calls about Utllltles ~~ls~nes.s..durl.n~.the ±~n__~call block.. CompensatiH for (~nwCall Time. Tire sent on-ca11 time by re~~ul~r~eld~~~orkers is not warkin~ time. In reco~~nltlan of this ol~-call service howe~frer, nominal cal~~ ensatian is aid. This com ensation, ti~-hich covers the entire one 1 ~~veek block of an-call service is t~~~~elve 1 ~ hours at the v~rarker's base rate of ~.~-. If a reca~nized aid l~oli~l~l~- ~~~lls ~~-ithl» the an-call blocl~ an additional three 3 hours at the worker's base ~•ate of ati- is added to the on-call com ensatian. ~°om~er~sation for Actual Res~ouse Time. Time spent ~' nTw.n actually res ondin~r to a call that is recei~led ~~~hile a `~~arker is s~r~°in~ can-~a.ll ho~~~~~~er is ~~'orkln~ tlme, and is therefar~ aid based an an em la -se`s re~~llar rate of a~T. Cali out time. ~4'han an em laves is an-call. tl~e Litilities` olicy an call out time av still a lies in accordance with the t~:'? 1~~~ ~~~~ ~~~4? t~~l1~~'e -,_ ether ~n-Call Arrangements, ~`eI-tain em lo~rees ether thal~ regular field ~~~arkers, namely the Security Technician the Electrical Line Sut~el•intendent. and the ~~y'atel• Suaerintendent, are sub'ect to cell S' res~aonse reatlirenlents for emer{~ency 1~i'eparedness andlor customer r r ~ service ~~ oses. These other em loyees are not s~~b' ect to tl~e re~i~le~~~.'~. ~•~al~ ti~~~ ~~=~~~li~s ~~~ ~•~~~~l~~~. f~~~lcl ~~~r~~ic~b ~~ ~~~1~~~•~. Security' Technician. The Security Tec11111c1an is rec~ul~•ed to be available to respond an an ul•~ent basis to customer ser~~Tice needs on a ?~-hours-a-day, seven-days-a-week basis, ~vithollt - - . _ ..._ rotation. Such an-call time and availability is not ~vorkin~ time. The Security Technician is not reauil•ed to remain within the residency radius and does not receive additional colnpensatian far time spent an-call. 'Compensation ~'or Actual Response Time, Time spent by the Security Technician actually responding to a call that is received ti~~-hile servirl~7 on-call. however, is ~varkin~,~ _ time,_ and is therefore aid based on an , ~~np a~Tee~ s re~u ar rate o~ pay'. +Call out tune. '~rhell the Security Technician is on- call the Utilities` alic~F on call out time av still ~.. ~! ~~~,In_ ~~e~~~~clti~l~~~ ~~~itl~ tl~c terns a# tl~~t ~c~lic~~. Su erinten~lents. The Electrical Line Su erinteildent and the dater Sri erlntendent are re aired to be available to res and on an as-needed basis to elner~~encv calls ?4 hours a day, seven days a ~~~eek ~-ithout rotation. Such on-call time and availabilit~r is not ~~~orkin~ t1111e. The Electrical Llne Su erintendellt and the ~r~'ater Su erlntendent are not re Mired to remain ~~-ithin the residency radius and do not receive additional cam ellsation foi• on-call time ar foil actual res o~~s~e time. The call out time ~olic~~ does pat __a~pply to these s~lp~rintell eats, Tale Home Vehicles. Based on the. exuectation that they ~yill regularly be a~railable to respond i~1 a timely and apUl•ooriate manner to calls about Utilities business outside of reUular br~silless hours the Securit ~ Technician, the Electrical Line Superintendent. and the Water Superintendent, are oravided Utilities vehicles to take home. These vehicles are subiect to file Ut111tles' vehicle olicy and play only be used for the e~clusi~~~e purpose of respandin~7 to calls about Utilities 11Si11eSS. I~E~ C~DNNFCT STIPENDS AND ALEAD PAY D~~~~~F,~IT~ (v Re~rllar held ~~~orkers erfol•mill~ reconnects at times other than dLlrlll~~ their scheduled ~i~ark hours will be paid a sti end for such re-connect at a rate of $50.00 per re~ 1Q 9 connection.. '~~---------~- --------9-- --------__ 11-- ~--1`-- -r1--~ 1'_--------- ---1____ 1-_~ 1'---------- ~_ _1-----~ ~--- 4V V KVLi Yi VLA, .J1V4#.~ 1/YV. .6..J'V RRKV ~.J bi ~j IJFLNll .JV ~./1.i84rF M6-A. AAI~ liV8AA1'Y.41 lV Vill. /.iV N6 \J Vl • This sti end is aid in addition to the haully a~- to ~~=llich the Meld `vorker `{. I/~) ~ ~ t P, -fit, {,~•~~~- 1, F~ ~~~, 1-~t~.~ {-' .~...t}` w. t ,, > ,~. 1'#. 1` , 1'j -, 9(}'p/-~~{f 1 '~~ 11 t-~ ~ ~t t 11E~(/`y Y~ ', f ~ i ~ l,.: ~ ~''3... 1 1 ~ L ~ ~ ~ ~ ~ ~r L'r 4 E '.. 1 z x~ a ~~ i' ~~r l~ e t: V f~ . r ~ ~ ! L..- p ~ ~.~ ~ ~ ~ . ~ l 4 ~ ~ ~ !. ~ . ~« ~~ i ~ ~ ~ ~y ~' .i 1. ~ 4.r.1 ~~ ~ ~ : ', ~ 4. ~ k.. ~~~, , ~ ~.1 4~ ~ ~ 1 4 'a.• kr t . An emblo~~ee ~vho is currentl~~ a lineman shall ass~lllle tl~e duties of a lead llnell~an ~vllen the lead linel~.an is absent from a cre~ti~, r~t•ariic~ec~ ~~~clt onl~~ the most senior lineman all a ,-r- cre~~ shall assume the lead lineman's duties. The lineman assumill~ such duties shall 1•eceive a rate differential e Elal t0 ~% of leis al• ller base rate of a ~ times the number of hours <<~~orked d~~rin~f ~i}llich the lineman assumed such lead duties. The rate differential ravided in this olicv a lies during both regular scheduled ~~~ork hours and after-hours. During after-hours call out, ~i~as ~~~ell as at an~~~ athelt, til~~t,_ this rate differential ~~r~il l be paid i~° ~ 3~~ ,ot~l~~ ~~~hen the cre~~- is ~~~11 and the lead lineman is absent, PAYCHECK DEDUC~'I®NS ~y law, the Utlllty is required to withhold ~'°~°~~', ~ ~~federal and state -taxes, FICA and PERA from an employee's pay. The Utility also has a Health Care Savings Plan with mandatory participation and will withhold applicable amounts from an employee's pay. In addition, th° ~~" ~t~ ~; ~~other deductions ~~ be made 'lam ~.uthorization of a participating employee inclildin~ the falla~~~in~: a.=Employee share health insarrance h. World Vision b. _ Credit Union i. United Way c. _ PERA life insurance d.=Deferred compensation e.=Flexible benefits f. _ Security System purchase/time payments g. _ Computer Loans ,~1, 200.00 (12 months) 457 DEFERRED COMPENSATION The F,~i~ . ` ` .. , ,Utl~llt~~ will match funds contributed by ~pleye~em lo~~~es, up to a°/o of their base ~~-salary annllall~~, with a lllaxllllulll ca11tr1bLltlan of ~~,000.00. ~~~~'''~be-~~T11ese mans ire administered b~ Minnesota State Deferred Compensation Plan andlar Wenzel c~ Associates' I~IG I'`lan. ~~e~The Uti lity` s contribution will be made May 31 st of each plan year far the employee, If an ells lo~~ee de alts rior to Mai. ~ 1st sheltie ~~~ill not recei~Fe a contribution far that year. For a com lete lan descri Ilan consult the s~~n~n1a1~~ lan descri Lion distributed to each_e~~~ _lo~~ee or a~~ailable upon renuest. PAYCH~CI~S Employees are paid every two weeks._ All employee pay periods end on every other Wednesday. Pay day shall be the following Thursday afternoon. Employees are responsible for their paychecks upon receipt. Direst cle~ost is a~~~ailable to e~n~lo~~ ees upon 1°ec~tlest. 'VAATI~I~ All regular full-time employees shall ~~ °~f'f'°'~ +"c~ccrlle vacation w` ~ ` nnnnr~n~ a'Ir~~~accordin~ the following schedule; r ~~ ~' ~ er~~.4~ of ~ ~-~~~~ ce~~tcc ~5'e~~~f~c~E~ 1~ ~ rr~~4~i~~'2t cl peg Urilit~° Sr~~rc~~~ l~~lost al ~c~te ~'e~ ~~e~=~' .Rec~~~~~._.Dat~ of ~~,rr~ ~'ea~~ Ott c~ o - 3 years 10 X3.08 hours per ~ e 4 years 12 ' X3.69 hours per e~r~d 5 years ~ 3 ~.o hours ~ per e +~-9 years ~ ~ ~-94.6? hours per elp 'i0d 10 years 1 ~ X94. ~? hours . per e 11 years 17 ~5.~3 hours ~. per iZ e 12 years 1 S ~~.~4 hours per ~~ av 13 years 19 ~~.5~ hours per ~~ e 14-1 S years ~o ~~.1 ~ hours . .~ per m~ e 1 ~ -~ years 25 -~7.G9 hours per ~~ e ~.e~ular az-t-time ens lovees accr~~e aid vacation under this schedule on a rfl rata basis. Teen o~•ar~- and seasonal em lo~~rees are not eliUible for aid ~~acation. Em lo~~~ees must ie nest time off fo~• vacation as far in ad~•ance as feasible, ~Lr'hen possible, ~ em ~lovees will be granted vacation ~~~~ F ,time of their choice. Ho~~iever this tine is subject to the operating needs of the Utility, Vacation days . ~ accrue ~acll pay' erod as shown in the table above. Paid vacation ma~T be taken as soon as it is accrued. Accrual rates change, as a liable, on an e~r~ ~lo~-ee's anniversary date. Exam le: If an emnlovee's start date was July 1, 2000, the new accrual rate would start July 1, T ~ ,,?004. . a ^ ~ . . Unr~sed vacation days may be ca~~ied over from rear-to-year, but onl~r to a limited extent. as follo~~-s. Unused vacation carryover will be limited to the number of hours accrued during the revous year. Accrued vacation days beyond the carryover limit are lost. ~'or exam le if an em aoyee with ? gears of service has accrued brit not used 15 vacation days on his or her anniversary date. he or she will only be nez-rnitted to carryover 1 o days to the next year. r~ Employees ` ;~ ' b, '~ ' ` . .. who voluntarily end their ens lovment and ~yho give the Utility proper ~eneralltiT ~t lest t~vo-~veeks~~ notice; shall be oe~p~~ aim for; earned but unused; vacation time as of the date of separation. Employees involuntarily terminated by the Utility for any reason other than lack of ~~~ork shall not be old otit any unused vacation time. P~-II~ SICK LEA~v' Re~ula.r full-tune em lovees accrue sick leave at the rate of ~.6~ hours er av eriod a roximately S hours er month . Re«ular alrt-time em lovees accrue sick leave ro rata based on the full-time accr~lal ~•ate. Tern. ovary and seasonal em to ~ees are not eligible far sick lea~~re. ~, ~. z • Sick leave maybe ~. o used for illness and doctor visits for the employee or the employee's ' b child or another eligible de endent or hislher s Dose. To be "another eligible de endent" under this olictiT an individual must ha~~re same residence address as the employee and ~~r s~~~,,,,~, t~,o 1 • 4 1 . r ' ~ ' . must receive sl~bstantlally all of his or her financial su ort from the em loyree. Documentation from a health care rovider may be ~•e~uested bzr the (..ltiltti~~ in its sole discretion. Sicl~ let~ve is a pri~~il~:~~~:. and n~is~tse ~na~~ result in disci linarv actio~~. Sick leave may also be used for a to five 5 da ~s in a calendar month for instances of serious illness or` su~•~~~;r~; ot` ~~~~~.il~. n~e~~lbe~'s ~4~1~~~ n~~~~_ nog li~~-e ~~~itl~ tl~e ens lo4-ee. Employees are rewired to notify their immediate supervisor at least thirty ~~ o) minutes prior to the start of their regular working hours if they intend to be absent Pram 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 also rewired to keep their supervisors informed of their condition and anticipated return to work. r. .. . , :'. d ~.n employee attemptinJ to use sick time for reasons other than those e~ licitl~~~ ermitted in this olcy ~~-~i11 be sub'ect to disci linarv action u to and lnclud~na term~natlan. A doctor's note shall be re aired if an em louse is absent mo~•e than four ~ days or if abuse of sick leave is suspected by the employee's immediate s~~ervisor, a Utility n~anat7er. or the Heiman Resources Re resentat~ve. In Borne circumstances. an ern la~'ee may be re nested to submit to a medical examination by a hvsician or medical facility licensed to practice medicine. In such a circumstance. the Utility may select the hysician and facility that ~~~~ill conduct the examination. i~ Unused sick leap°e ~~°ill not be aid out in ~~~a~es a on termination of em lo~~ment. but is st~b`ect to the Health Care S~a~°in~s Plan olic~F found else~~~l~ere in this handbool~. . ' ` Utility's employees participate ~n the IVllnnesota Post Employment Health Care Savings Plan ~HCSP} established under ' rt°~~~~'°~e~ ,nn : ~~ ~~ ` I~finn. Star. ~ 3~2.9~ 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 past employment health care savings plan account. ` . .General at•tici anon rules are outlined below: t~~~• ~~ cazr~nlete ~~ul~lc t°t~ ~tl~•dln~r bLnefits, use, and el~{7lbtlity see the n1~~1's c~ocu~~~e~~ts. 1. Employees { ,~ e~are required to contribute 1 %° of their gross wages to the Past Employment Health Care Savings Plan. These funds will be deposited after each pay period... ?. Employees who have accrued over 9~0 hours of sick time will have 50% of those hours converted to cash and deposited in their Post Employment Health Care Savings account. The conversion will take place once a year at the end of December. 3. Employees, upon resignation, termination, or retirement, will have 50% ol~ unused sick leave, up to a maximum of 1 Qo days, converted into cash and deposited into their Post Employment Health Care Savings account. ~+*[~HTw~}R~' REST T~ CIF ` ' ` ` ' ` °The Utility ~~-ill provide a regular Meld warke~• ~yitll one hour merest timed ~ ` for each hour ` worked ~bet~~°een midnibht Viand the start of the ~~- orker's scheduled shift, excluding ~~=or•l~ performed after midni~~ht an Saturday ~ ~ or Sunday°. The tivorker must make a~~:•an~rements ~~-ith his o~• her su ervisor before taltin~ such rest time. This ni~htwork rest time shall be taken during the next scheduled work shift, If the sly ervsor sloes not release the worker to take t11is n~ht~~~°~rk rest time, all hours worked en-~~by the u~~orker on the next scheduled shift shall bed at Leone and one half times the ~varker" s base rate. of p~~°. It is the employee's responsibility to notify the supervisor and obtain at~nl~o~fal-prior to taking the rest ~--Mime. It is also tie em lovee" s res onsibility t© take the ~ ~~n~~rht~~-ark rest tune ~I it is anUroved by the st~nervisor. PAID H~lLIDAYS ~e~.~ular f ull-time e~nplovees will be paid for eight ~8} hours at their abase wage rate for each of the following holidays: /~ 1'~e~v Yearn Day ~-~- I~~t~rans D~' !Martin L~~ther Ming I~ay -~_Thanksgiving Day- PresidentsDay Friday follc~u~ing Thanksgiving Da memorial Day ®Christmas Eve D lndepende~nce Day Christmas Day Labar Day---- Eligible a1~t-time employees will receive aid holidays on the same basis as 1•e~lllar full- tllne e111 lovees. exce t that holiday ay ~~~~ill be ro-rated according to the numbel• of hours ti~~orked. If the holiday falls on a Saturday, the ~ recedin« Friday will be observed.- If the holiday falls on a Sunday, the following lVlonday will be observed as a holiday. Emploti-~ees will not receive holiday pay for any holiday that falls d~Irin~ any leave of absence. SUPPLEMENTAL EMPL[IYMENT If an employee is planning to take an outside job, notification should be given to hislher supervisor.- If the employee is unable to maintain high performance standards with the Utility as a result of employment at a second outside job, the permission to work at the supplemental job may be rescinded, or the employee may be subject to dismissal. HEALTH INSURANCE CUVERAGE eEli«ible enl~iovees ti~~ho re~lllarly ~trork at least 3o hours per ti~reek, and enroll in the health insurance plan p1~o~T,ided by tl~e Utilitvv, the Utility will pay eighty percent ~80°r~~ of the monthly premium per employeelfamily for health insurance.- Any monthly premium over and above 84% of the health coverage is the responsibility of the employee. Employ ees should consult the '~ummal•~ ,Plan ~escrp.tlo~:~._~or ~det~.ils_ret~ardin~ coverage and el~ibilitv-. A copy of this clescrlptlon will be provided to employees and is available l~ on re nest MENTAL INSURANCE eEli~~ible employees ~~~ho re(~ularly work at least ~o hours per week and who enroll in tl~e Utility"s dental Insurance - lan, the Utlllty w111 pay seventy-five er..~~75~/0} of the monthly premium per employeelfamily for dental insurance.- Any monthly premium over and above 75% of the dental coverage is the responsibility of the employee. Employees should consult the SurI~I~~ar~r~ Plan flescrl tlon for details re~ard~n~ coverage and eligibility. A copy of this ~.escription ~yill be pI•avlded to employees and is available ~lpon reaueSt. ----~ s , L(}NG-TERM DISABI '~ ITY Ip A Long-Term Disability Plan is provided to re ° r' ~ ligible employees: who regularly work at last ~+~ hours er ~re~k. Schedule amount~_ 66';3% of Monthly Earnings subject to a maximum amount of $S,OQO.oo per month.. a s b ~ . E~~a log°~ees rn~~st be em lo~~ed foz° t~~°o ~?~ months to ualif~~ far coy-~era~e. Em lovees should consult the Sun~marv Plan Descri tion for details re~ardin~ coverage and eli~ibilit~~. ~ co ~- of this descri tion tivill be rovided to el~~ lovees and is a~~ailable a on re nest. LIFE INSURANCE Life insurance is provided to beach employee at a rate of Two and One Half times ~~~~~} the mblo~~ee's annual salary, to a maximum of $$~,ooQ.ooa~ r r . Em to Tees should cons~ilt the S~«r~mal~~, Plan Descri Lion for details re~ardin~ coverage and ellalbilltti". A co ~= of this descri tion ~°iil be rovided to ern lovees and is a~~ailable u on re ..nest. rr1Nr~ T ~~'VEAP[~NS PR(3~IIBITEI) Elk diver Municipal utilities prohibit all employees from carrying er~e~or possessing ~ tirearrns or other `weapons while acting in the course and scope of their employment for the Utility.= Carrying or possessing firearms or ~vea~ons in Utility vehicles is also prohibited. b , a b .. r b a a a • 7 a 4 r b a o p r r a a a r r a . b b a a 9 ~ a . a . . e a 9 }~ b r a b r r b • 3 /r i b a a • . b ~1(ZCrt'4 ~f1175"Ctia L ~ e m b b s b ~ o . . . r This olicy- extends to an~~ s~tnatlon In which em lo~rees are actin in the co~lrse and seo e of their elm lovment including while utilizin~7 ersonal vehicles or attending ~ork- related training. Ho~~~e~rer. it is not a violation of this olicv to lativfully carry a firearm in ~l a ersonal vehicle that is la~~r`ti~ily encased and secured. Em lovees maybe disci lined. for violations of this ~o1i~;~T up to a~~d including termination of employment. E~v~~L~4~EE CLQT~IING It is re aired that em loyees wear clothing items s eciied by the Utility for their osition and ~.Ct~vlty dil~ll~~.~ l~ ~l'~.ll`~~'_ t1~~1~. T'~° T T~;';f;°~~or regular field workers otentially ex ©sed to electric hazards the Utility wily r~ oxide an initial issue of five fire retardant long sleeved shirts, eve fire retardant pants, and five 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 sweatshirt maybe substituted for long sleeve shirt with a maximum of two. . , • . r -r - ' 1 r F ~ ~ . ~ b . ' Pro~`lded clothing may also ir~cl~lde :lineman's climbing boots, summer work boots, rubber boots, rubber overshoes, insulated winter boots, and coveralls {used for maintenance on trucks). ~:_ The utilities will issue a check to the supplier for the covered items. ~n an annual basis, tl~e Utility ~~~~ill reulace ~votn out items that have been provided by the Utility. '~~'orn out items should be turned into the Utility. The utility will also rovide and re lace the following as necessary in tl~e Utili -~s discretion: fire ret~.rdant lined and ~~nlned bib o~-eralls. lire retard~:~l~~ lined aria ~~nd hood.. fire retarcla~~t lined bo~~lbcr `acl~et. and hats ~`-i~h tl~e a pro rate en~ble~~~s ~.nd idLntitcatic~n. E~~`~SURE TO IIA~ARDflUS SUBSTANCES Any employee routinely exposed to hazardous substances or harmful physical agents as defined in the Minnesota Employee Right to Know Act e~` ~ oar rT T~ ' °~ :, ~~~~, 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~m loyee) shall provide for such training and for compliance with the~1Vlinnesota 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. EI)UCATI+~NAL ASSISTANCE POLIO i~ The ' Utilit~~ tivill a~ovide fil~ancial assistance to eligible employees afar pre-approved courses ~tl~at are job related, lead to fob-yrelated r~e~de~1•ee, or are within areas beneficial to the ~ ~ ~ .~:~t111t~' In Its dlsCretlon and pursuant to this aolic~~~, This policy also covers education required by ~~~ L~tl~approved apprenticeship training program. 1. All Mull-time Uti~employees with at least three months of continuous employment are ~ ~~otentially eli~~ible for reimbursement udder this policy. 2. ~ ~ The Utility ma~T day up to 100°!'o reimbursement of the costs for tuition, registration, -fees, books and course required materials; after successful completion of apre-approved course. re~~ Cou1•ses must beat accredited colleges, universities, or vocational schools mar be short courses conducted by recognized professional training organizations. 3. A course may be approved if: alt is directly related to the employee's ° °e~~vork for the Utlllt~T, alt is required by a program of study leading to a degree that is directly related to the employee's e~~~vork for the Utility. colt tivi 11 improve the employee's `~~'„~ *~ ~r~~c-a~~ ~ywork for the Utility . ~, - {~ ~~„'~~~°Tl~s polictiT_,w.,ll_not co~~er recreational or personal interest courses. 5. Prior to registration, the employee must have full approval for the course t-l~from C.~tIIltles' mal~a~ement designated as ha~~~in~ a royal authorit ° for such matters. t a }~ ° 6. The €~Utili~ti reserves the right to disapprove ' A~~~edl~catiol~al 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 Coo. ~9~ S. Not eligible for reimbursement are costs of; date fees and fees due to an employee error meals, transportation, lodging, insurance, etc. /~ ~. ~If an employee is eligible for education assistance from any outside source. ~e.g.; ~.I. Bill, ~~~r~n„~ ~~„~~,~~};~nC~r~nts, scholarships, etc.}, the employee must apply for any assistance first and request the balance through this Education Assistance Policy. 1 ~. ~-Termination of employment prior to completion of a course will disqualify the employee for educational assistance. 11_ ~9:-Courses not satisfactorily completed will be paid for by the employee. t?,. ~--I-: Course attendance and preparation must tape place outside of scheduled work hours and must not j eopardize the employee"s work performance. t ~. Em lovees will be aid for any time used in attendin« courses for ~yllich the ~ are required by the Utility to attend. All tuition and fees for such course will be aid for b~T the Utilrt~r. REPORT (~F PERS~I~NEI~ CI~AI~~ES The Utility attempts to maintain complete and accurate personnel information on its employees, .~ It is the responsibility of each employee to notify the office of the~~~tilit~- ~~-hen changes occur~E~._ ~~~~_~~.~~~~~~~; • Name through marriage or other~~=ise Address; _~ • ~enef curies for life insux•ance and retirement: • Telephone number: • person to contact in case ®femerQency• ar • ether chat~~Tes ~~~hicl~ n~av affect benefits co~rera~re. HARASS~rNT PRUH~~ITED All [.utility em lovees have a right to ~~~ark in an en~~ironment lee from discrimination and intimidation includinc7 harassment. The mission of the Utility is best accom lisped in an atmos here of rofessionalism that in turn is su olted b y mutr~al res ect and trust. The Utility e~ ects all em lo~~ees to work to`~-ard this «oal. ~-larassn~ent based on a ~ tiF ~pez'son's race. color. creed, reli~ian. national ozi~in, sex. sexual oz•zentatzozl, disabilit~T. aye marital status status ti~~ith regard to ublic assistance, veteran status or anv other ~e1 ~rr~trdt~s of Sexcral nerd D~Irer ~~rt~~s of .I~arr~ssi~~ellt Harassment consists of unv~-elcozne conduct based on a ersozl`s race color. creed. reli{~ion, natiazlal ori~~in• seas sexual orientation, disability, a~ei-zn~rital status, status ~,vith z'e~ard to ublic assistance. veteran states. ar az1V other rotected class status that is interfering ~~~ith ~ra~~r 'ob erfarmance: ar cz•eatzntr an zntlmzdatzn~, hostile, oz• o~`fensive `~rorl~ enviran~netlt: or tivhen submisszon to such conduct zs: • a condition of enlolovment: oz• a basis for an ez~lployment decision affectizlf~ Maur iab. -~ ... ~ • . ~ • L • e • • e • a • .~z1e form of rohibited harassment is sexr~al harassment. Sexual harassment includes ' ~~, unwelcome sexual advances, requests far sexual favors, sexually motivated physical contact; air other verbal, ~` ar physical conduct oz• communication of a sexual nature that is interferin« with valor iob ~ezfarmance• ot: CI'eatin~~ an i~ltiilli~~atin~. hastily;. ar offenslve ~varl~ envlranment: ar when: ~'~~~"~nrrcrnrn r---~ .. ._.~. .. subnlissic~n to such conduct is made ~ ` ~~,^,A~ ni,r] condition of ~~emplayment; or • A a basis for an employment decision affecting g--~~~~~i~~r ~au. A f A ,• • 1 a i ~ w ~~ ~ ~ A ' 1 1 A ~ A • a • • • s l •~ • •~•~ ~ ~ 5 ~ ! • . ~ f ~ The Htilit~- rohibits sexual harassment in anv form inclt~din~ verbal. hysical and ~{i~~l~~l harassment! Some exam les of conduct that mar be selr~al harassment include: • ~~se of` offensive or demeaning tez•rzls that have sexual connotations; ~~ • te~~In~r Sl1Q~estl~%e 'Ores or stories alld conversations a~}OUt seXll~l ex bits se~tlal references, anal desil~es• ~-' o~ k~s.. cartoons, ~ ~ ` ~ ;l~ctu~ es, ohiects, or stories that, ha~.-e a sexual content; threats, demands or su~~estions that an em lovee's tiv~ork status; advancement or other terms and COndltl4n5 of el~~plo~'nlent al ~ ~CO11tln~?ent lll~4n the em lovee;s toleration of or ac uiescence to unwelcome sexual advances: r b a a ~ e e ~ a . ~ • ~ ~ b b s b b .. ' b b b . b ~ ~ b ' ~ . 9 ~ . b ~ a . b ~~~~ b re eared. L1n~~~elCOllle sextlal fl1I'tations ro ositions or invitations to social en~a~~en~ents or unwelcome and ab'ectionable h~~sical contactor hvsical ro~il~~ity. Sc~o~e of Poi ic~t,, l~F~~' ~ ~~~ ~~ ~,-_ ?~ ~',-r~~~~ '~_ ~l~l ~ ~°; ~~~`~~ ~~~ _~~ni~ t~~~ gin. in~ludin{,~ ~~~erl~al, ahvsical. and ~-isual harassment. This olic;~~ rohit?its same sex laarassinent and harassment bti~ mei~~bers of the © osite sex. In addition. this ~olicv arohibits sexual har~ssrnent and an~~ other tUr~r~ of harass~uent bti~ an~~ indi~~idual, lncludln~ managers and su er~~isors em ~lo~~ees. ca-`porkers. and third parties such as clients. elected officials. consultants. contractors or ~-endors ti4~ho deal with the ~Ttilit~~"s em lo~~ees. R~~Drtxtr~ I~rr~~.~s1ft+~~rt It at anv tlnle ~'otl feel vo~l are bein« harassed. ~"oLl should 1n11~~ed1ateltiT contact: year su ervisor andlor vo~lr det~al~tl~~ent held: ancl.~ or the H>,.lman Resources Re resentative at the Cite of Elk l~ivel• : andlor an~r manager at the.. C:Ttlllt~~ . ~ z_ The L~tilit~~ ~~~~ants to resol~je env roblems bt~t it can da so only if it is awal'e of them. The Lltilit~~ encaura~es env individual ~vho believes helsl~e is being harassed to re art ant and ail incidents of perceived harassment. .. Yo~Ir re ort mat e ver a or written;, In either case It Is lip al~tant t at ~'ou state t Zat four re oI•t is being made under this harassment olicv or that it col~cerns harassment.. ~''ou may choose to wham vaEl make the re oI•t' that choice, ha~~~evet', must be made fI'am the list of individuals maned aba~~~e. . . . b ' . . , ~ ~ . }., }}.~.,, f V . . ,The Utility will bram~tly~ in~~esti~ate harassment cam hints as a I'o riate. and tape other a ro riate action. Anv ersan `vho is found to have committed prohibited harassment ~vlll be subject to con•ective action uo to and incl~~din~~ termination. o~rrcl~-r~icrlit~~ -1'~0 l~etrrli The Utlllt~~ will strive to protect the contidentiality of info~'mation the L~tilit~~ receives ursuant to this olic~r to the extent feasible and to the extent erlnitted by law. Retaliation against env individual far makinU a ~aod faith complaint under this policy, far Oppasln~ harassment, or for paI'tlclpatln~? In an Investl~atlan Of an~r .claim re~al'dln -- harassment or inappra~riate behavior is stl-ictltir prohibited. if yell feel that v=ou have ex erienced such retallatl©n. ~~au si~auld fallati~~ the Re~ortin PI'ocedure outlined in this pplicy. O'rr~s~~v~~s A~atrt 1~Itis Pnlr'c~ Any uestions about this olicv or a related matter, should be referred to the Human Resal.ll'CeS Re 1"eSentatly~_ar ally' L~tl~lt~' nlc~na~.~er. n~~rr~ ~niirp~-~r~NT~ ~_~,~ ~Z. II~TERI~IET A1~TD E-~y~AL USE E-mail and rnternet Access may not be a~Tailable to all Utility em levees. All Utility 5 ,computers and software are the property of the Utility and are intended and ex ected to be used far Utilitti~ business. l~mplayees should have no expectation of privacy in their use. ~ ` i . . 9 . r }.~ }}~~ V 4.~ a • . c r a ~ • . . . o r ~ S > > ~~ . . . . ~m~plovee use, whether 9 ~ ~ T work or eronal, of the Internet and e-mail may be slib'ect to monitoring or ~'eviewv by the Utility at antic time, ~~~}itl~ or ~vitl~out notice. Violations of this policy may result in discipline, up to and including termination. o This olie~~ covers all e-mail. voice-n~~.i1 ~~~~d lt~ternet usa~~e that: is accessed in or from the [TtilityT's ot'fices: b~ is accessed using remote access to the L~tilitv's com Ater e ui ment. to e honk e lli went, or services; is accessed usitl~r the [.Itilitv's com liter e 111 1T1ent, tele home e ui n~ent o~ ~n~r, se~~ ~ce_~aid for by tl~e Utility-; is used in a manner that identifies the User ~.ith the ~Jtility or that refers to ., . t ~e Ut~l~t~- ~n an~w~ manner. GI~IDELINES APPLICABLE TD ALL I~-1~~AIL A~~ ~'~~~~-MAIL ~.~~AGE • ~-mail and ~~oce-mail services are rovided for the t~tilitv's business use. While occasional use of these services far ersonal. non..business use is acre table. em lo~~ees must demonstrate a sense of res onsibility and n~av not abl~se e-mail or voce-a~na~ brivile~es. • ~~~~ lc~~~~~~c}.s~ sl~c~rrlcl he ~~~inc~ ~l ~hc~t ~-~~r2crr~ anc~ ~~orc~~ j~~crrl at~ ot~~e~~ cn~~1~~r~~rnicu~iv~~.~ o~~ 1~~1 L' ~~'lI ~l #lh~~' ~.~' ~ti ~',~'~C'1 ~P.S" O1" Y(1 ~.'1~`~l~' ~~t"+~ 1~~O~ ~'~~11'G11`~. ill communications sent by emt~lo~tees ~~~ia e-~~nail or voice-mail must be respectful in tone and rofessional. E-mail and voice-mail may not be used for transmitting retrie~r°in{~ or stor~t~~ any- communleat~4ns of a d~SCr~minatorv or harassl~l~ nature derogatory to an indi~~~idlial or grOll ,obscene or which are of a defamatory or threatening nature. E-mail shol~ld not be used for "chain letters'' or fo~• anal ur ose ~~-~hich is llelral. a~a~nst Utility olicv or contrary to the [.utility"s interests. The Utility= has the ca ability to retrieve mail messages even after they have been deleted or erased. Furthermore, the use of ass~yords on the e-mail and voice-mail s~~~stem does not mean that znessa~es stored on those s~~-stems are conlidential from file Utility or may not be retrieved or re~~iev~-ed by others, Z (~ • Em louses should be av~-are that Utility- rovided call user e Ali meat and the information stored in such e ~~i ment is the ro erty of the Utility. The Utility reser~~es the right ~n its cam lets discret~otl, to revie~~~ an~~ enl loyee's e-mail files nlessat~es, and usage at any time and without notice andlor permission. • Em lovees must t•es ect otlle~' ea le's electronic communications. Em lovees may not obtain unauthorized access to another's e-mail or voice-mail messages, e~ce t ~?~~~~s~.l~~lt.tc~ ~~ir°e~~t~~~~~ ~~~c~~~1_tl~~ t~t~~it~^,'~clt~~i~~~t~~~~n~ ~~~~ tl~~~-~~~~_~~~~:s s ec~fi~cl ~~c~~~e. • Employees ~nav not use the e-mail or voice-mail systems in a ~.a~, that causes congestion on the s~~~stenls or that si~niticantly interferes with another employee's ~'~I~1~~,. ~cl 1~~~' ~~~~' ~~'~t~"~~1~~,, GUIDELINES APPLICABLE TG THE U E (~F INTERNET E-I~IAIL AN`D • In reneral the Utility encourages the use ofInternet e-mall conlmun~cat~ans ~yith residents, consultants, and others as a means of rovidin~ services more effectivel~Y and efficientl~T. Itltetnet e-mail is ravlded and is intended for the Utility's business Use. • Tact aunts. If you are not sure e-mail ~ e~l~is the right medium, for your message, use another form of communication. . . . • clever gossip, e~provide personal information about yourself or someone else, ~=an~d refrain from emotional responses. • ~~'C~iG77.T~,3~~n~i~r~ nn4 ~o ~~rni~rx~- o rr~n~~ b ' .. b b ~ ' ~ • ~ ~ ~ ~ ~ b ~~ . Enl lovees should not communicate with residents consultants ar others usirl~~ Internet e-mail ti~~ ~tllout I~rst obtalnln~ tllelr consent. E~~ lo~j~ees. at all times, n1~.lst use dlsCretloll In comi11un1catill~ setlsltlve information anal should select communications methods that tiyill rotect such information, 0 9 f i i . • y.Anv mess~t~es o~~_~nformatlon sent by an em loves by Internet e-mail or otherwvise osted in the V~'arld 'ide''~eb are statements that ma ~ be identifiable and attributable to the Ut111ty as if an em layee ti~~~as sending a letter on Utility letterhead. • ' . ~ ..Internet e-mail may not be used to partte~pate ~~~ Inte~~net d1scL~sslon «rat~ps, bulletin boards or other ptlblie forums exce t far a raved Utility business rofessianal develo went or business development purposes. nternet e-mail may not be used. for transmitting. ~'~trll:~~'ill~ or Stol'lll~ a11~- !CQ11111~1t1111C~tIt111~ o~~a C~11SC~'l~llll~~i~(_~i`~~ ~?i° l~ar~~s~~r~~~ ~lcltllre, Or zs `~~hich are dero~atorv to an individual or ~~rou or ~~~hich are obscene. or ~~hich are of a defamatory or threatening nature or for "chain letters" or for ailtiT other ur ose ~~-h~ch is illegal or 1_s~a~__,~inct Ltilit~ polio ~~w~,l~ ~;~~~~ti~~~~~, t~~ fil~~~ [Tt~l~##` °~_~~~~s~~~~~,fi. ~~~b ~~ .,~, .S,,,r'r ~,~„r~.Acce table uses of the ~r'orld ~~ide ~~'eb access ser~Fices from the ~ltility include accessiner information for Utility business-related lli aces... i'ofessional education and rofecsional de~felo went. ~Uorld Fide ~'eb access is provided primarily for ~=41i ~o retrie~~e nfo~rnat~c~.n..__D~_not_ information comments oi` statements, e~ce t for rior-a roved Utilit~T business, rofessional deyelo meat or business develo inert a oses. . .A ~Uorld Wide Web site n~av renilest information about ~rou in order to build a user i•a~ile or mailing list. Refuse any such re ~~ests. Res and '`no" to ally sti~~ested dowrnload, a grade. or enhancement of soft~~°are. Do not make any urchases or access a tiyeb site that char~~es a #ee. e~ce t for a .roved Utility business pr~iposes. Employees ° 7 ~~~~~ r~ ,~~~~„r~ ;+ ;~ ,.„~, ..r ~c~:ma~~. i~ot send e-snail oi• voice-snail messages that ahem t to hide the identity of the sender or that re resent tl~e sender as someone else or someone, from_.~..di~Iterent Utility or a cornpan~~. r i Employees ~ . S • . b } b 5 ';~' .must respect all copyri~shts and intellectual property riUhts of others' material, and n~av not cop~f, retrieve, modiftiT or fore°ard co yri«hted, atented or trademarked materials exce t as ei-mtted by the o~~ner or as a sinUle cope for reference use onl~t. .. ~Intei•net a-mail and ~Torld'~~Iide ~~'eb access usage is not confdei~tial. The ~..~tlllt~' reeeives detailed monthly 1•e oi•ts on Internet e-mail usa«e by iildi~Tidtial and the ~t111ty~ S soft`~~are tracks each ~~'orld lde ~~'eb clte you Vlslt. • • . a e o a a 0 0 .~ ' ~~e e ~~ . . ~ b • 0 0 ! 7 . 6 Y 3 ! o e ~ ~~ n 1~YS~n trrttnl r-~nno ~inv~ ~~~nu~~r~r~-n~~ F~~~.i~ ~1~~~I I~TH C:"~~ ~" ~~'~T~r The Utility uses the Internet for a number of kev Utilit~~ functions. To ensure s~~~`f~cient bancl~~ idth to perform these functions, the [~til~ty h~s.,m~le~nented a ~~ariety of ~bandtividth conservation measures. These measures include blocking ~~~ebsites that have no instructional or administrative value. ~m lovees shall not use Internet radio stations for casual listening andfo~• back-rol~nd musk! ~m to Tees shall not download music files Em lovees ~vho ~~iol~.t~ an~° ot'the guidelines mar he sl~b~ect to disci linarv action lncludln~, but not limited to, written tivarnint~s revocation of access rivile~es and el~~'~~~~i.~~'a ~~'''I1~1~~l~lt~[~. z> document cor~parison by vUorkshare Professional on Thursday, September ~3, ~~~9 8:D4:(~2 AM Ir~~~ut: C~ocument 1 IQ PovrerDvcs:1lGPDaCS112838(~8411 ©escri tion ~~PDQCSI-#238084-v~-~RMU Redline v. 1 document 2 lD Povuerpocs:II+GPQQ~S112038084I2 ~es~cri tier ~PaUCS1-#2838o84-v2-ERMU Redline v. 1 Rendering set near pm standard ~e~~e~d: tnsei~t~o~1 `~`lc~~~e~l t~ Sty le change Fermat change inserked cell deleted cell Moved cell Spl~i~`Mer ed cell Paddin cell ~-t~t~sti+~s: Count insertions 336 deletions 2~4 Moved from 6 Moved to 6 St le than e 4 Format chan ed 0 Tctl ~hne 82 Elk Riv Municipal Utilities EMPLOYEE HANDBOOK 13069 Orono Parkway ELK RIVER, MN 55330 Office: 763 -441-2020 Plant: 763 -441-2212 Revised 2009 RECEIPT AND ACKNOWLEDGMENT This Employee Handbook sets forth the Elk River Municipal Utilities' (the "Utility's") general policies and is intended to help you get to know the Utility and your responsibilities.. The Handbook applies to all employees. This Handbook is designed to answer basic questions about the Utility's employment policies and procedures and to serve as a resource when you may need information. This Handbook cannot cover every situation, and the Utility 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 the Utility's Human Resources Representative. The Utility has arranged with the City of Elk River for Human Resources services, and the Utility's Human Resources Representative can be found in the City of Elk River's Human Resources Department. By signing this receipt, I acknowledge that I have received a copy of Elk River Municipal Utilities' Employee handbook. This Handbook and the policies contained or referenced in the Handbook supersede and replace previously-issued Handbooks, other oral or written statements of employment policy, and other employment practices. I understand that the Employee Handbook may be amended at any time, with or without notice. I agree to abide by the rules, regulations, and policies contained therein, or hereafter added. The Utility is committed to applying with all applicable law. If any provision of this Handbook is inconsistent with applicable law, the Utility will comply with applicable law. No provision in this Handbook creates a contract between the Utility and any Employee, and no provision in this Handbook creates any contract of employment. Date Print or Type Name Employee Signature 2 1. IMPORTANT NOTICE ABOUT THIS HANDBOOK This employee handbook contains personnel policies and procedures for Elk River Municipal Utilities (the "Utility") employees. The Utility strives to provide an efficient system of personnel administration for its employees. This employee handbook serves as a guide for administrative actions concerning Utility personnel matters and is provided for informational purposes only. It is not a contract between the Utility and any of its employees. Although we have attempted to cover matters that generally apply to employees, this employee handbook does not cover every situation that may arise from day to day. This employee handbook replaces and supersedes any and all prior handbooks, memos and any other written or oral statements of employment policies and procedures. No representative of the Utility has the authority to alter the terms and conditions or nature of an employee's employment without prior approval of the Elk River Utilities Commission (the "Commission") of a written contract of employment executed by the Utility. No employee has a protectable property interest in his or her employment with the Utility. The policies in this manual shall apply to all Utility employees unless specifically exempted by the Commission. Consultants rendering professional services on a strictly fee-for-service basis are not considered Utility employees. The Utility may add to, modify or revise portions of this manual as the Utility deems appropriate, with or without prior notice. This manual may be superseded to the extent that it is inconsistent with state or federal statute or a written contract of employment signed by the Utility. 2. UTILITIES COMMISSION RESPONSIBILITIES The Commission shall, in accordance with its statutory responsibility to manage the Utility, be responsible for the maintenance and periodic revision of personnel policies and the Utility's personnel program. General Workplace Policies 3. OPEN DOOR POLICY At some time during your employment with the Utility you may have a complaint or a suggestion or a question about your job, your working conditions or some other personnel 3 issue. We encourage you to raise these concerns so that we can have the value of your input and do our best to resolve issues that are raised. In addition, you are required to report any conduct that you believe is illegal, and to ask questions if you are not sure that conduct is appropriate. Please also see the discussion under the Whistleblower Policy, Section 7, herein. Issues of harassment should be addressed pursuant to the Utility's harassment policy, Section 4.B., herein. We ask that you take your concerns first to your supervisor, if possible, and follow these steps to have your concerns addressed: If any concern about any aspect of employment with the Utility or with the Utility's business arises, voice your concerns to your immediate supervisor as soon as possible. In most cases your supervisor will be in the best position to address your concerns. The supervisor and the Utility 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 Utility. 2. If for some reason you are not comfortable discussing your concerns with your immediate supervisor, choose another Utility supervisor or the Human Resources Representative with whom to discuss your concerns. Again, he/she will make every effort to keep the matter confidential to the extent possible. 3. If you have addressed your concerns to a supervisor and are not satisfied, you may then present them to another Utility Manager (or, for Water Department employees, the Public Works Director of the City of Elk River). Alternatively, you may feel free to contact the Human Resources Representative. The Utility has arranged with the City of Elk River for Human Resources services, and the Utility's Human Resources Representative can be found in the City of Elk River's Human Resources Department. 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. The Utility 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 regarding any law. 4. EQUAL EMPLOYMENT OPPORTUNITY The Utility 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, marital status, veteran status, status with regard to public assistance, disability, or any other status protected by state or federal law. The Utility 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 manager at the Utility. 4.A. DISABILITY ACCOMMODATION The Utility 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 supervisor or the Human Resources Representative. Whenever possible, we ask that this request be 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. 4.B. HARASSMENT PROHIBITED All Utility employees have a right to work in an environment free from discrimination and intimidation, including harassment. The mission of the Utility is best accomplished in an atmosphere of professionalism that in turn is supported by mutual respect and trust. The Utility 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, status with regard to public assistance, veteran status or any other protected class status may be unlawful and is strictly prohibited by the Utility. 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, 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: 5 • a condition of employment; or • a basis for an employment decision affecting your job. One form of prohibited harassment is sexual harassment. 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 Utility prohibits sexual harassment 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 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 Utility prohibits harassment in any form, including verbal, physical, and visual harassment. This policy prohibits same sex harassment and harassment by members of the opposite sex. In addition, this policy prohibits sexual harassment and any other form of harassment by any individual, including managers and supervisors, employees, co- workers, and third parties such as clients, elected officials, consultants, contractors or vendors who deal with the Utility's employees. Reporting Harassment If at any time you feel you are being harassed, you should immediately contact: your supervisor and/or your department head; and/or 6 the Human Resources Representative (at the City of Elk River); and/or any manager at the Utility. The Utility wants to resolve any problems, but it can do so only if it is aware of them. The Utility encourages any individual who believes he/she is being harassed to report any and all incidents of perceived harassment. Your report may be verbal 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 Utility 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. Confidentiality - No Retaliation The Utility will strive to protect the confidentiality of information the Utility receives pursuant to this policy to the extent feasible and to the extent permitted by law. 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 a related matter, should be referred to the Human Resources Representative or any Utility manager. 7 5. BUSINESS CONDUCT In accepting employment with the Utility, employees become its representatives and are responsible for assisting and serving the customers for whom they work. An employee's primary 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: 1. 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 Utility property. 5. Falsifying timekeeping records or any other Utility records. 6. Violating the Utility's 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. 10. Violation of safety or health rules. 11. Sexual or other unlawful or unwelcome harassment. 12. Unauthorized possession of firearms or any object that could be considered a dangerous weapon (or other violation of the Utility's weapons policy). 13. Excessive absenteeism or any absence without reasonable notice. 14. Unauthorized disclosure of business secrets or confidential information. 15. Misuse of Utility resources. 16. Any other behavior unacceptable to Utility management. All employees have a personal responsibility to report any behaviors or practices that may risk our future success. If you have any concerns or questions, discuss them with Human Resources your supervisor or any member of management. These concerns will be treated confidentially (to the extent possible) and with high priority. 6. ETHICS, GIFTS AND CONFLICTS OF INTEREST Utility 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. Utility employees must scrupulously avoid any activities that suggest a conflict of interest between their private interests and Utility 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 Utility 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 Utility. 7. 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 Utility 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 Utility's 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 Utility that the order is being refused for that reason. No Utility official or law enforcement official will disclose, or cause to disclose the identity of any employee making a report or providing information under this policy without the employee's consent unless the investigator determines that disclosure is necessary for prosecution, the employee will be informed prior to the disclosure. 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. 8. WEAPONS PROHIBITED Elk River Municipal Utilities prohibit all employees from carrying or possessing firearms or other weapons while acting in the course and scope of their employment for the Utility. Carrying or possessing firearms or weapons in Utility vehicles is also prohibited. 9 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. 9. EMPLOYEE SAFETY Safety is of paramount importance to the Utility. All employees and managers must follow the regulations and laws of the State of Minnesota and rules of the Utility 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 manager, 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 twenty-four (24) hours of the time of injury. Vehicle, equipment, or property damage accidents. Immediately report to your supervisor all damage to Utility property. The supervisor should submit documentation regarding the incident to the 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 Utility 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 Utility 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 Utility. 10. 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 (Mttvrr. 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 io 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. 11. SOLICITATION AND DISTRIBUTION The Utility 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 Utility property by non-employees. In addition, this policy addresses the limited circumstances under which solicitation and the distribution of literature on Utility property by employees will be permitted, and it addresses the wearing and display of items, posting material on Utility bulletin boards, and certain uses of the Utility's computer, email, and other resources. The term solicitation means any oral or electronic communication that encourages, advocates, demands, discusses 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 Utility are strictly prohibited from engaging on Utility 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. Employees are 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, 1t 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 • Wearin o~pla,~g of Items. In order to maintain good customer relations and preserve the professional work environment, employees may not wear any insignia, badge, or button on their person, nor display any insignia, badge, or button on their desk or in their work area, excluding professional designation awards. • Utility Bulletin Boards. The Utility in its discretion may permit employees to distribute written material by posting on Utility bulletin boards in accordance with this policy, provided that any material for such posting must be reviewed and approved in advance by the on-site supervisor. • Solicitation and Distribution on Utility Computer and E-Mail Systems. Employees and non-employees are prohibited from using Utility computer systems and other property and resources, including the Utility a-mail system, for solicitation or distribution, except in connection with aUtility-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. 12. INTERNET AND E-MAIL USE E-mail and Internet Access may not be available to all Utility employees. All Utility computers and software are the property of the Utility and are intended and expected to be used for Utility business. Employees should have no expectation of privacy in their use. Employee use, whether work or personal, of the Internet and e-mail may be subject to monitoring or review by the Utility at any time, with or without notice. Violations of this policy may result in discipline, up to and including termination. This policy covers all e-mail, voice-mail and Internet usage that: a) is accessed in or from the Utility's offices; b) is accessed using remote access to the Utility's computer equipment, telephonic equipment, or services; c) is accessed using the Utility's computer equipment, telephonic equipment, or any service paid for by the Utility; 12 d) is used in a manner that identifies the user with the Utility or that refers to the Utility in any manner. GUIDELINES APPLICABLE TO ALL E-MAIL AND VOICE-MAIL USAGE • E-mail and voice-mail services are provided for the Utility's business use. While occasional use of these services for personal, non-business use is acceptable, employees must demonstrate a sense of responsibility and may not abuse e-mail or voice-mail privileges. • Employees should be mindful that a-mail and voice mail or other communications on the Utility's systems or property are not private. • All communications sent by employees via e-mail or voice-mail must be respectful in tone and professional. E-mail and voice-mail may not be used for transmitting, retrieving or storing any communications of a discriminatory or harassing nature, derogatory to an individual or group, obscene, or which are of a defamatory or threatening nature. E-mail should not be used for "chain letters" or for any purpose which is illegal, against Utility policy, or contrary to the Utility's interests. • The Utility has the capability to retrieve mail messages even after they have been deleted or erased. Furthermore, the use of passwords on the e-mail and voice-mail system does not mean that messages stored on those systems are confidential from the Utility or may not be retrieved or reviewed by others. • Employees should be aware that Utility-provided computer equipment and the information stored in such equipment is the property of the Utility. The Utility reserves the right, in its complete discretion, to review any employee's e-mail files, messages, and usage at any time and without notice and/or permission. • Employees must respect other people's electronic communications. Employees may not obtain unauthorized access to another's e-mail or voice-mail messages, except pursuant to direction from the Utility Administrator for the purposes specified above. • Employees may not use the e-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. GUIDELINES APPLICABLE TO THE USE OF INTERNET E-MAIL AND WORLD WIDE WEB ACCESS • In general, the Utility encourages the use of Internet e-mail 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 Utility's business use. 13 • Tact counts. If you are not sure a-mail is the right medium, for your message, use another form of communication. • Never gossip, provide personal information about yourself or someone else, and refrain from emotional responses. • Employees should not communicate with residents, consultants or others using Internet e-mail without first obtaining their consent. Employees, at all times, must use discretion in communicating sensitive information and should select communications methods that will protect such information. • Any messages or information sent by an employee by Internet e-mail or otherwise posted in the World Wide Web are statements that may be identifiable and attributable to the Utility, as if an employee was sending a letter on Utility letterhead. • Internet e-mail may not be used to participate in Internet discussion groups, bulletin boards or other public forums except for approved Utility business, professional development, or business development purposes. • Internet e-mail may not be used for transmitting, retrieving or storing any communications of a discriminatory or harassing nature, or which are derogatory to an individual or group, or which are obscene, or which are of a defamatory or threatening nature, or for "chain letters" or for any other purpose which is illegal or is against Utility policy or is contrary to the Utility's interests. Acceptable uses of the World Wide Web access services from the Utility include accessing information for Utility business-related purposes, professional education and professional development. World Wide Web access is provided primarily for you to retrieve information. Do not post information, comments or statements, except for prior-approved Utility business, professional development or business development purposes. A World Wide Web site may request information about you in order to build a user profile or mailing list. Refuse any such requests. 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 Utility business purposes. Employees may not send e-mail or voice-mail messages that attempt to hide the identity of the sender or that represent the sender as someone else or someone from a different Utility or a company. 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. 14 • Internet e-mail and World Wide Web access usage is not confidential. The Utility receives detailed monthly reports on Internet e-mail usage by individual and the Utility's software tracks each World Wide Web site you visit. BANDWIDTH CONSERVATION The Utility uses the Internet for a number of key Utility functions. To ensure sufficient bandwidth to perform these functions, the Utility has implemented a variety of bandwidth conservation measures. These measures include blocking websites that have no instructional or administrative value. Employees shall not use Internet radio stations for casual listening and/or background music. Employees shall not download music files. 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 employee termination. 13. SUPPLEMENTAL EMPLOYMENT If an employee is planning to take an outside job, notification should be given to his/her supervisor. If the employee is unable to maintain high performance standards with the Utility as a result of employment at a second outside job, the permission to work at the supplemental job may be rescinded, or the employee may be subject to dismissal. 14. REPORT OF PERSONNEL CHANGES The Utility attempts to maintain complete and accurate personnel information on its employees. It is the responsibility of each employee to notify the office of the Utility when changes occur, including: • Name (through marriage or otherwise); • Address; • Beneficiaries for life insurance and retirement; • Telephone number; • Person to contact in case of emergency; or • Other changes which may affect benefits coverage. 15. ATTENDANCE Regular attendance is an essential function of every job with the Utility. Every Utility 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 15 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. 16. 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: Improper conduct or language, insubordination, failure to do the work assigned, dishonesty or stealing, sale, transfer of, or possession of, or being under the influence of intoxicating beverages or controlled or mood altering substances while on the job. The Utility Commission reserves the right to eliminate positions or reduce the hours associated with a position 17. JOB POSTING As position vacancies occur at the Utility, 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) indicated on the posting. The Utility may also advertise the vacancy to attract external candidates. The Utility retains its managerial rights and will solely decide who is best qualified to fill the vacant position either from current employees or applicants outside the company. 18. 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 Utility 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; 16 • 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 established 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 department head delivering the review to the employee. These completed forms are generally maintained in the employee's personnel file. Wages and Hours 19. WORK HOURS AND OVERTIME The regular workweek at the Utility runs from Thursday to Wednesday. 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. Time and one-half will be paid to all non-exempt employees who work in excess of forty (40) hours in the work week, or eight (8) hours in a day. Double-time will be paid for all hours worked on Sundays and designated Holidays. Exempt employees do not receive overtime. 20. 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 Utility considers appropriate. All employees are designated as either non-exempt or exempt from federal and state wage and hour laws. Non-exempt employees are 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 salaried 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 t~ 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. Full or partial day deductions may be made from the salaries of exempt employees for infractions of safety rules of major significance. In addition to being classified as either non-exempt or exempt, all employees are classified as one of the following: Regular Full-Time Employee. A regular full-time employee typically works 40 or more hours per week, and is not classified as a temporary 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. Temporary Worker. A temporary worker typically is hired for a specific period of time. Generally, temporary workers are 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 Utility may end the work relationship at any time. Temporary work that continues beyond an estimated duration in no way implies a change in the worker's status. Temporary workers retain their temporary status unless and until they are specifically notified by the Utility of a change. 21. 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 reporting, and each supervisor is responsible for reviewing the employee's compliance. Recording Time Employees are required to record the following on their timecard: • Amount of Time Worked; • Description of the time worked; • Account to be charged (accounting system designation); and 18 • 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 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 at 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 Employees are responsible for and must take steps to ensure the accuracy and completeness of time reporting data collected. When an 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. 22. 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 an 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. This policy does not apply to employees other than regular field workers. 23. 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 19 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 are part of a scheduled on-call rotation as described above. 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 time by regular field workers is not working time. In recognition of this on-call service, however, nominal compensation is paid. This compensation, which covers the entire one (1) week block of on-call service, is twelve (12) hours at the worker's base rate of pay. If a recognized paid holiday falls within the on-call block, 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. 20 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 preparedness and/or customer service purposes. These other employees are not subject to the residency rule that applies to regular field service workers. 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 to remain within 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 regular 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. The Electrical Line Superintendent and the Water Superintendent are 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 and the Water Superintendent are not required to remain within the residency radius and do not receive additional compensation for on-call time or for actual response time. The call out time policy does not apply to these superintendents. 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 21 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. 24. RE-CONNECT STIPENDS AND LEAD PAY DIFFERENTIAL Regular field workers performing re-connects at times other than during their scheduled work hours will be paid a stipend for such re-connect at a rate of $50.00 per re- connection. This stipend is paid in addition to the hourly pay to which the field worker would ordinarily be entitled for working the hours involved in performing the re-connect. 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. 25. PAYCHECK DEDUCTIONS By law, the Utility is required to withhold federal and state taxes, FICA and PERA from an employee's pay. The Utility 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 c. PERA life insurance d. Deferred compensation e. Flexible benefits f. Security System purchase/time payments g. Computer Loans $1,200.00 (12 months) 26. PAYCHECKS Employees are paid every two weeks. All employee pay periods end on every other Wednesday. Pay day shall be the following Thursday afternoon. Employees are responsible for their paychecks upon receipt. Direct deposit is available to employees upon request. 22 27. NIGHTWORK REST TIME The Utility 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. Benefits and Leave 28. 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 Utility 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. 29. VACATION All regular full-time employees shall accrue vacation according to the following schedule: Years of Service to Utility Since Most Recent Date o Hire Accrual Rate Per Year Accrued per pay period 0 - 3 years 10 3.08 hours per pay eriod 4 years 12 3.69 hours per ay period 5 years 13 4.0 hours per 23 a eriod 6-9 years 15 4.62 ay hours eriod per 10 years 16 4.92 ay hours eriod per 11 years 17 5.23 a hours eriod per 12 years 18 5.54 a hours eriod per 13 years 19 5.85 a hours eriod per 14-18 years 20 6.15 a hours eriod per 19 + years 25 7.69 ay hours eriod per 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. 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 Utility. 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: If 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 year. Employees who voluntarily end their employment and who give the Utility proper (generally at least two-weeks) notice shall be paid out for earned but unused vacation time as of the date of separation. Employees involuntarily terminated by the Utility for any reason other than lack of work shall not be paid out any unused vacation time. 24 30. 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 Utility 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 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 Utility 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 Utility 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 is subject to the Health Care Savings Plan policy found elsewhere in this handbook. 31. 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 Veterans Day Martin Luther King Day Thanksgiving Day Presidents Day Friday following Thanksgiving Day Memorial Day Christmas Eve Day 25 Independence Day Christmas Day Labor 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. 32. EMPLOYEE CLOTHING It is required that employees wear clothing items specified by the Utility for their position and activity during working time. For regular field workers potentially exposed to electric hazards, the Utility will provide an initial issue of five fire retardant long sleeved shirts, five fire_retardant pants, and five 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 sweatshirt may be substituted for long sleeve shirt with a maximum of two. Provided clothing may also include: lineman's climbing boots, summer work boots, rubber boots, rubber overshoes, insulated winter boots, and coveralls (used for maintenance on trucks). The Utilities will issue a check to the supplier for the covered items. On an annual basis, the Utility will replace worn out items that have been provided by the Utility. Worn out items should be turned in to the Utility. The Utility will also provide and replace the following as necessary in the Utility's discretion: fire retardant lined and unlined bib overalls, fire retardant lined parka and hood, fire retardant lined bomber jacket, and hats with the appropriate emblems and identification. LEAVES OF ABSENCE The Utility 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 Human Resources. When possible, advance notice of a leave should be provided to an employee's supervisor so work schedules can be adjusted accordingly. 26 33. 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. 34. 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. 35. 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 Utility business. 36. BONE MARROW AND ORGAN DONATION DONATION 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 Utility may require verification by a 27 physician of the purpose and length of each leave requested by the employee to donate bone marrow. 37. NATIONAL GUARD AND RESERVE LEAVE Any officer or employee of the Utility 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 Utility 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. 38. MILITARY LEAVE FOR UNIFORMED SERVICE Except as provided otherwise in the National Guard 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 Guard 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 war or emergency. As soon as an employee is informed of the dates of the military 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 military 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. 28 This Policy is not intended to preclude leave with pay as may be provided in the National Guard and Reserve Leave Policy above. 39. 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 Utility in a case in which the Utility 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 regular work hours must report to his/her supervisor immediately thereafter. • Time spent on jury duty will not count as time worked in computing overtime. 40. 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. 41. 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. 29 42. GENERAL LEAVE The Utility recognizes that circumstances of a unique personal nature may cause an employee to seek time off without pay. The Utility may, at its sole discretion, grant unpaid personal leaves of absence to employees ("General Leave"). Approval is required of the employee's immediate supervisor, the Department Head and the Utility Administrator 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 Utility Administrator. 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 Utility 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. 43. VOTING LEAVE Employees may take time off work without loss of pay to vote in a regularly scheduled state primary or general election, an election to fill the vacancy in the office of United States Senator, United States Representative, State Senator or State Representative, or a presidential primary. That right is only to be exercised during the morning of the election. The Utility will provide an employee with paid time off to serve as an election judge, provided that the employee gives the Utility at least 20 days' advance written notice. The Utility will reduce the employee's pay by the amount the employee is paid to serve as an election judge. 44. HEALTH CARE SAVINGS PLAN Utility's 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. 1. Employees are required to contribute 1% of their gross wages to the Post Employment Health Care Savings Plan. These funds will be deposited after each pay period. 30 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 Health Care Savings account. The conversion will take place once a year at the end of December. 3. Employees, upon resignation, termination, or retirement, 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. 45. 457 DEFERRED COMPENSATION The Utility will match funds contributed by employees, up to 3% of their base salary 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 Utility's contribution will be made May 31st of each plan year for the employee. If an employee departs prior to May 31st, she/he will not receive a contribution for that year. For a complete plan description consult the summary plan description distributed to each employee or available upon request. 46. HEALTH INSURANCE COVERAGE Eligible employees who regularly work at least 30 hours per week, and enroll in the health insurance plan provided by the Utility, the Utility 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. 47. DENTAL INSURANCE Eligible employees who regularly work at least 30 hours per week and who enroll in the Utility's dental insurance plan, the Utility 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 eligibility. A copy of this description will be provided to employees and is available upon request. 31 48. 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 must be employed for two (2) months to qualify for coverage. 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. 49. LIFE INSURANCE Life insurance is provided to each employee at a rate of Two and One Half times (2Y2) 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. 50. EDUCATIONAL ASSISTANCE The Utility 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 Utility in its discretion and pursuant to this policy. This policy also covers education required by aUtility-approved apprenticeship training program. 1. All full-time Utility employees with at least three months of continuous employment are potentially eligible for reimbursement under this policy. 2. The Utility 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 may be approved if: a) It is directly related to the employee's work for the Utility. b) It is required by a program of study leading to a degree that is directly related to the employee's work for the Utility. c) It will improve the employee's work for the Utility. 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. 32 6. The Utility 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 o£ 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. 10. Termination of employment prior to completion of a course will disqualify the employee for educational assistance. 11. 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 Utility to attend. All tuition and fees for such course will be paid for by the Utility. GP:2474774 v7 33