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HomeMy WebLinkAboutEmployee Handbook 600 Work Conditions & Environment (97_-1) City of Rexburg Employee Handbook 1 600 WORK CONDITIONS & ENVIRONMENT 601 SAFETY To provide a safe and healthful work environment for employees, customers, and visitors, the City has established a workplace safety program. This program is a top priority for the City. The Department Heads have responsibility for implementing, administering, monitoring, and evaluating the safety program. Its success depends on the alertness and personal commitment of all. The City provides information to employees about workplace safety and health issues through regular internal communication channels such as supervisor-employee meetings, bulletin board postings, memos, or other written communications. Employees and supervisors receive periodic workplace safety training. The training covers potential safety and health hazards and safe work practices and procedures to eliminate or minimize hazards. Each employee is expected to obey safety rules and to exercise caution in all work activities. Employees must immediately report any unsafe condition to the appropriate supervisor. Employees who violate safety standards, who cause hazardous or dangerous situations, who fail to report, or where appropriate, who fail to attempt to remedy such situations, may be subject to disciplinary action up to and including termination of employment. 602 RISK MANAGEMENT GUIDELINES All employees have responsibility for observing established basic safety measures. Generally, there are three areas within the City's facilities and the work place where safety is a concern: 1) the immediate job task or function in which an employee is engaged; 2) the immediate working environment in which an employee is placed to perform and function; and 3) the general facility environment in or through which the employee works, moves, or is influenced. The City has set forth the following as general guidelines under and around which employees and supervisors are expected to work and perform their job functions safely and properly. Since these are only guidelines, the City reserves the right to develop training programs, written directives, and other detailed procedures with which to enforce and expand upon these general policy guidelines. Immediate Job Task/Function When dealing with the first area of safety concern in the workplace, employees need to be aware that safe work practices will insure their own safety by lessening the likelihood of injury to themselves and provide for the safety of others, both fellow employees and members of the public. All employees are expected to work in a manner which will help protect themselves from undue back strain, improper bending or lifting, unsafe or improper use of equipment or operational requirements. This includes the use of protective wear (e.g. gloves, goggles, face masks, and helmets) when working in and around chemicals and/or equipment where such protective wear is required. All employees are expected to keep their own work environment organized and free of unnecessary clutter, spills, or exposure(s) to hazardous chemicals, vapors or materials, except where such exposure is limited to the completion of a task or job function. Immediate Working Environment When working with the City, or at any designated work site, and in the performance of job tasks or functions, all employees are responsible to keep the general working environment or area free from City of Rexburg Employee Handbook 2 unnecessary risk to their own and others safety and health. All employees are directed to report to their own or the nearest supervisor, whichever is most accessible, any unsafe or potentially unsafe condition or circumstance with respect to their general working environment. By way of an example of proper reporting requirements, if a floor is observed to be wet and/or slippery, the employee making such an observation has a duty to communicate that knowledge or perception to the nearest and most accessible supervisor right away. Likewise, if an employee notices any noxious smells, vapors, noise or conditions which are not normal or usual, such should be communicated right away to the nearest and most accessible supervisor. General Work Environment All employees also have a duty and obligation to inform the immediate and/or most accessible supervisor or the Public Works Director or Chief Financial Officer or Mayor right away of any observation or knowledge of any unsafe or potentially dangerous circumstance, smell, vapor, noise or event. Likewise, all employees are responsible for acting in a manner which shall prevent the occurrence of any unsafe or potentially unsafe condition of any City facility, area or building where they, or others work. By way of an example of proper reporting requirements, if an employee notices an icy walkway outside any city buildings or property, that is near to or surrounds the area where others may walk or work, the employee has a responsibility to report that information immediately. 602.1 SAFETY BARRIERS Every employee who is working on a job within the public right-of-way is held responsible to ensure that safety cones or barriers are properly placed before any work is started, unless it is impractical due to emergency situations. Slow moving vehicle signs, blinking yellow lights and other safety equipment should also be there, but are not enough. Also, work being done within a crosswalk is not exempt from this procedure, neither are small or quick jobs. Employee and public safety is our first concern. Second, large financial burdens accrue against the City when we do not use proper safety precautions in the workplace. Any employee not following and/or enforcing the above procedure shall be subject to disciplinary action including possible discharge. 603 USE OF CITY EQUIPMENT AND VEHICLES Equipment and vehicles essential in accomplishing job duties are expensive and may be difficult to replace. When using property, employees are expected to exercise care, perform required maintenance, and follow all operating instructions, safety standards and guidelines, and possess the proper driver's license to operate such equipment. All employees are required to adhere to all of the federal and state laws pertaining to driving. Idaho law requires all occupants to wear safety belts and/or shoulder straps when riding in a motor vehicle equipped with these devices by the factory. Safety belts also help drivers maintain control of their car on winding or rough roads or when trying to avoid a collision. Please notify the supervisor if any equipment, machines, tools, or vehicles appear to be damaged, defective, or in need of repair. Prompt reporting of damages, defects, and the need for repairs could prevent deterioration of equipment and possible injury to employees or others. Employees should fill out maintenance reports and follow department policies as to equipment maintenance. The supervisor can answer any questions about an employee's responsibility for maintenance and care of equipment or vehicles used on the job. City of Rexburg Employee Handbook 3 The improper, careless, negligent, destructive, discourteous, illegal, or unsafe use or operation of equipment or vehicles, as well as excessive or avoidable traffic and parking violations, can result in disciplinary action, up to and including termination of employment. This includes the operation of city vehicles or equipment while under the influence of alcohol, illness, fatigue, injury, illegal drugs or legal drugs that affect an employee’s ability to drive. Department Heads are required to obtain and retain a copy of each employee’s valid driver’s license at least once per year (preferably in January of each year) if that employee drives a city or personal vehicle while on duty. Each such driver shall participate in vehicle safety and defensive driving training as required by their department. The driver of a city vehicle, or any other vehicle being used for city business, is prohibited from using a mobile communication device, cell phone or computer of any type to initiate a call or text requiring use of the devices key pad, while the vehicle is in motion. Drivers must be safely parked before using phone or mobile computer equipment, for other than voice communications. A mobile communication device is defined as “a text messaging device or a wireless, two-way communication device designed to receive and transmit voice or text communication”. This does not apply to work-related two-way radios. Exception: Sworn law enforcement officers may use mobile communication devices in specific tactical situations as allowed by their department. Eating while driving or operating City vehicles or equipment is not allowed; City vehicles must be safely parked when the driver is consuming food. Consumption of legal beverages in cars and pickups is allowed. Certain employees may use city vehicles while on and off the job. This is at the convenience of the City, as the employer, and as an aid in the performance of their jobs. Employees on call after regularly scheduled hours of work may be provided a city vehicle to take home. Other employees, who are allowed the use of City vehicles both on and off the job, are given this benefit due to the nature of their work and service to the City. Positions that are permitted by the City Council to take a City vehicle home, subject to Department Head approval: Police Officers Madison Fire Department Chiefs Public Works Department employees on call Public Works Foremen Public Works Director and Assistant Director and Assistant City Engineer Parks Foreman and Assistant Foreman Golf Maintenance Manager Building Inspectors Building Official Recreation Director Community Development Compliance Officer These positions are also allowed to have family members ride in the vehicle and do personal business in the vehicle when the employee is on call. Employees are prohibited from allowing any non-employee (e.g., family members, friends, etc.) to drive or be driven in a City vehicle, except for authorized out-of-town travel, emergency situations, people with whom the employee is doing City business, or except as approved by the City Council and following department policy. Otherwise, employees are prohibited from using any City vehicle for personal use. Employees are subjecting themselves to disciplinary action by the city as well as substantial personal liability when they do not adhere to this policy. City of Rexburg Employee Handbook 4 All transportation of non-employees in City vehicles and personal use of City equipment shall be subject to prior authorization by the Mayor. The City maintains third-party liability and property damage insurance coverage. Employees who drive their personal vehicles on agency business are subject to the requirements of this policy including: 1) Maintaining auto liability insurance with minimum state limits. 2) Providing proof of liability insurance to the Finance Dept. on an annual basis. 3) Maintain vehicle in a safe operating condition when driven on agency business. All employees using a City vehicle for commuting to and from work must use one of the following methods to determine the value of that specific commuting use. That value is required to be added to the employee’s reportable, taxable income for federal and state income tax purposes. The $3.00 Per day Rule: This is only usable when all personal use is limited to commuting only. This rule requires no records be kept except for days when commuting does not occur, such as when an employee is on vacation or is sick. The number of days used for personal use during the calendar year is multiplied by $3.00 and the resulting product is that amount reported as taxable income. EXAMPLE: An employee has 260 working days, less 27 days during the year for vacation and holidays. The difference of 233 commuting days is multiplied by $3.00 (per day) and the total of $699.00 per year is the reportable income for the employee. The Standard Mileage Rate: This is applied when a vehicle must be used for city business over 50% of the time. Under this rule, the vehicle must be driven at least 10,000 miles during any year. Records of actual dates and the number of miles driven for personal use each day are required to be kept. The annual number of personal miles is multiplied by the current I.R.S. mileage rate then in effect for that reporting year. The resulting product is the amount the employee must report as taxable income for the year. 604 ACCIDENT PROCEDURE Whenever an accident occurs in which a City employee is involved or to which they are a witness, while driving a City vehicle or while conducting or in the process of performing any work or service for the City, the following procedures and rules shall apply: Employees should first determine if any party involved in an accident has been injured. They next should assist any injured party and further act to insure that any injured party receives prompt and appropriate medical attention. Employees should notify their supervisor and the law enforcement dispatcher and request any assistance needed. This includes the proper notification that an accident has occurred and cooperative action to comply with law enforcement officials investigating the accident, which includes remaining at the scene of the accident and, if necessary, protecting the scene of the accident from further safety hazards. Employees are required to promptly complete an "Accident Report" form, as provided by the Treasurer. This is in addition to any legally required reports for law enforcement or insurance purposes, such as Workers' Compensation coverage or personal injuries (See 304 Workers' Compensation Insurance in 300 Benefit Programs). City of Rexburg Employee Handbook 5 The Financial Management Department shall initiate all reports to the City's insurance company. Involved employees are expected to cooperate fully with the City's insurance agent, adjuster, investigator, and other representative(s). The City is committed to a program of risk management which involves appropriate investigation, action, and follow-up with respect to accidents, injuries, and events involving unsafe acts or conditions of work. This program includes vehicle accident investigations, review, and follow-up, and investigation and action with respect to traffic violations and citations involving city vehicle use (whether such use was direct work use or personal use). (See 602 Risk Management Guidelines, and 603 Use of City Equipment & Vehicles.) Whenever an investigation discloses that an employee was at fault in a traffic accident, violation, or citation event, the supervisor shall review the employee's work safety and work performance record. Appropriate disciplinary action shall occur, and such may include, but not be limited to, the withholding of an otherwise eligible wage adjustment for up to one year. Additionally, the supervisor may take other disciplinary action, and depending on the nature of the circumstances involved in any accident or citation/violation, discipline could include suspension, transfer, and even termination. The Police Department shall give citations to City employees under the same circumstances that would warrant one to be given to any other citizen. ON THE JOB INJURIES Employees who sustain work-related injuries or illnesses should first obtain any needed medical attention and immediately inform their supervisor. No matter how minor an on-the-job injury may appear, it is important that it be reported immediately. Employees must complete a First Report of Injury (FROI) Form with the Human Resource Director as soon as practicable, but in no event more than forty- eight (48) hours following the incident, unless hospitalized. This will enable an eligible employee to qualify for coverage in a timely manner. This will also allow the City to investigate the causes of any accidentright away in order to insure adequate steps are taken to prevent any recurrence and otherwise enforce its own safety policies and practices. The City retains the right to review medical information and request medical examinations in order to be kept apprised of a worker's condition while off work. It is in the interest of the City to work with employees and medical professionals to return the employee back to work as soon as possible. The City is committed to providing reasonable accommodations to assist in as rapid a return to work as practicable. Whenever a full-time employee is unable to perform the normal duties assigned as a result of a work related injury or illness, the employee may be required to report to work in a light duty status if management determines that light duty work exists or is available at the time, and the employee is cleared for such by his or her medical doctor. Management has the right to determine if light duty work exists. Assigned light duty shall be strictly limited, and consistent with the instructions provided by the employee’s medical doctor with respect to the condition. The employee must provide a medical release to the Department Head and Human Resource Department stating what level of ability the employee is able to perform and the duration of any restrictions that must apply. Assigned light duty shall in no way affect the existing vacation, sick leave or other benefits. Neither the City nor the insurance carrier will be liable for the payment of workers' compensation benefits for injuries that occur during an employee's voluntary participation in any off-duty City of Rexburg Employee Handbook 6 recreational, social, or athletic activity, even if the activity is sponsored by the City. 605 EMERGENCY CLOSINGS At times, emergencies such as severe weather, fires, power failures, or earthquakes, can disrupt City operations. In extreme cases, these circumstances may require the closing of a work facility as declared by the Mayor or City Council. In the event that such an emergency occurs during non- working hours, local radio and/or television stations will be asked to broadcast notification of the closing. When operations are officially closed due to emergency conditions, the time off from scheduled work will be paid. Employees in essential operations may be asked to work on a day when operations are officially closed. In these circumstances, employees who work will receive, besides their hours worked, extra hours on their time sheet as un-worked hours to the amount that City Hall is closed during its regular business hours. If no closing is officially declared, employees unable to come to or stay at work must use vacation leave or be unpaid for the hours missed. 606 CITY BUSINESS TRAVEL The City will reimburse employees for reasonable City business travel expenses incurred while on assignments away from the normal work location. All City business travel must be approved in advance by the Department Head. All overnight travel must be pre-approved by the Mayor. Employees, whose travel plans have been approved, are responsible for making their own travel arrangements and are expected to limit expenses to reasonable amounts. When approved, the actual costs of travel, lodging, and other expenses directly related to accomplishing City business travel objectives will be reimbursed by the City. All travel advance requests should be submitted to Accounts Payable immediately when the plan is made to travel. Do NOT wait until you go. To make sure you get the money before you go, it should be submitted to Accounts Payable one week prior to the City Council meeting that is prior to the week that you need the check. Submittal one month prior to needing the check will usually fulfill this requirement, but submit sooner, if you know sooner that you are going. No entertainment costs will be reimbursable, unless it is part of a program for all attendees at a convention or conference (like dinner at a museum) and does not conflict with Section 701 Employee Conduct and Disciplinary Action. A. MEALS REIMBURSEMENT shall be based upon the per diem rates as set forth by the IRS. Meals for partial day travel shall be reimbursed according to the following schedule: Breakfast - Depart prior to 8:00 am - 18% of the daily per diem rate. Lunch - Depart prior to 12:00 noon and return after 2:00 pm - 26% of per diem. Dinner - Return after 5:00 p.m. - 56% of the daily per diem rate. Receipts are not required to claim reimbursement for meals when the per diem method is used. The cost of meals exceeding the allowance will not be reimbursed, unless the meals served to individuals is a part of the program presented as a part of the function being attended, which will be paid at actual cost. In that case, documentation substantiating the cost must be provided. No City of Rexburg Employee Handbook 7 alcoholic beverages may be included in the request for reimbursement or charged to the City's account. B. MOTEL ROOM COST REIMBURSEMENT shall be for the regular room rate for a single individual, plus applicable taxes. Motel room charges for additional people shall not be reimbursed by the City. Phone charges at the motel shall only be paid by the City if they are business related. C. MILEAGE OR TRANSPORTATION REIMBURSEMENT shall be based upon the rate set forth by the IRS. Due to similar total costs, it is the choice of the employee whether to travel by air or by car within the State of Idaho and to Salt Lake City. a. Travel Stipend: The purpose of the travel stipend received by the Mayor and Council, as a part of their paycheck, is to offset any transportation costs within Madison County. b.a. Reasonable parking fees, tolls, taxi charges, car rentals, and expenses of a similar nature when appropriate to the travel, are reimbursable to the employee upon submission of documentation substantiating the cost. D. AIR FARE: Air fare shall be reimbursed in full, but is limited to the least expensive fare possible. Any frequent flyer miles earned will be the property of the employee. When traveling by common carrier to conduct official business, employees traveling to their destination earlier than necessary and/or delaying their return to avail the City of reduced transportation rates may be reimbursed per diem for additional travel days, if the amount saved is greater than the amount expended in additional per diem. Reimbursement for travel outside the State of Idaho except to Salt Lake City, will be limited to the lesser of total costs using 14-day advance purchase air fare versus mileage by car, except when the use of a vehicle is required for city business purposes, such as when the vehicle is needed to haul equipment or other items that could not go on the plane, and except in the case of an emergency. Due to similar total costs, it is the choice of the employee whether to travel by air or by car within the State of Idaho and to Salt Lake City. E. ENTERTAINMENT: No entertainment expenses will be reimbursed, unless the entertainment is included in the cost of a meal that is part of the program presented as a part of the function being attended, which will be paid at actual cost, (like dinner at a museum) and does not conflict with Section 701 Employee Conduct and Disciplinary Action. . In that case, documentation substantiating the cost must be provided. F. BUSINESS TRANSACTION MEALS: Meals may be purchased by the Department Head where City business is transacted and where other individuals who may or may not be employed by the City are invited to eat at the City’s expense. G. BUSINESS PHONE CALLS: The costs of phone calls while away on City business shall be reimbursed to the employee if the call is for City business or for up to 10 minutes on one personal call to their family one time per day. The employee is encouraged to use a City provided phone card if available. G. INTERNATIONAL TRAVEL WITH CITY CELL PHONE: Employee must notify the Cities cell phone administrator to arrange for an international plan to be put on the cell phone to avoid costly charges. Employee must do this at least 2 weeks prior to International travel. H. TRAVELING WITH OTHER EMPLOYEES: In order to avoid harmful rumors and discourage inappropriate relationships from developing, when traveling or rooming together, there should never be only one member of each gender present. Any two of the same gender or any combination of three or more is acceptable in vehicles. All employees have a right to request City of Rexburg Employee Handbook 8 separate and individual travel and rooming arrangements; if such arrangements would adversely impact their ability to do their job, such arrangements may be denied. Incidental and miscellaneous expenses are reimbursable for official business transactions where necessary to accomplish work or job tasks in the City's interests. Travel expense reports including any related records/receipts shall be completed and submitted for applicable approval within 30 days of travel being completed, or otherwise monthly, as directed by the Department Head and the Accounts Payable Clerk. With prior approval, employees on business travel may be accompanied by a family member or friend at their own expense, and when the presence of a companion will not interfere with successful completion of business objectives. Generally, employees are also permitted to combine personal travel with business travel, as long as time away from work is approved and vacation leave is used for personal travel time. In order to provide for safe travel on long trips, family members over the age of 21 may drive city vehicles on out of town trips if they are properly licensed to do so. Additional expenses including liability insurance coverage/costs arising from such non-business travel are the responsibility of the employee. Where accompanied by others on travel, employees are encouraged to check with their own agent or insurance company handling their automobile/casualty insurance policy to insure that adequate amounts of insurance protection are available and in force before they travel with non-employees. Employees should contact their department head or the Accounts Payable Clerk for guidance and assistance on procedures related to travel arrangements, expense reports, reimbursement for specific expenses, or any other business travel issues. Abuse of this Business Travel policy, including falsifying expense reports to reflect costs not incurred by the employee, can be grounds for disciplinary action, up to and including termination of employment. 607 ATTENDANCE AND PUNCTUALITY To maintain a safe and productive work environment, the City expects employees to be reliable and punctual in reporting for scheduled work. Absenteeism and tardiness place a burden on other employees and on the City. In the rare instances when employees cannot avoid being late to work or are unable to work as scheduled, they should notify their supervisor as soon as possible in advance of the anticipated tardiness or absence. Poor attendance and excessive tardiness are disruptive. Either may lead to disciplinary action, up to and including termination of employment. 608 PERSONAL APPEARANCE Dress, grooming, and personal cleanliness standards contribute to the morale of all employees and affect the public image the City presents to patrons and visitors. During business hours, employees are expected to present a clean and neat appearance and to dress according to the requirements of their positions. Employees who appear for work inappropriately dressed will be sent home and directed to return to work in proper attire. Under such circumstances, employees will not be compensated for the time away from work. City of Rexburg Employee Handbook 9 Employees may consult their supervisor or department head if they have questions as to what constitutes appropriate attire. Please refer to your departments specific uniform guidelines. GROOMING POLICY Purpose - This policy has been developed to ensure that all employees understand the importance of appropriate grooming and hygiene in the workplace or when otherwise representing the City of Rexburg. The standards of grooming and hygiene outlined below set forth the minimum requirements to which all employees, contract workers, and temporary staff are required to adhere to. Statement of Policy - City of Rexburg recognizes that the presentation of its employees in the workplace contributes to a professional environment and the public image. Therefore City of Rexburg expects employees to be well-groomed and professional in appearance when coming to work or engaged in work-related tasks with customers, clients, community and colleagues. Hygiene - Every employee is expected to practice daily hygiene and good grooming habits as set forth in further detail below. Hair - Hair should be clean, combed, and neatly trimmed or arranged. Unkempt hair is not permitted. Sideburns, mustaches, and beards should be neatly trimmed. Non-traditional hair colors are not permitted. Make-Up - Make-up must be professional and conservative. Fragrance - Recognizing that employees and visitors to the workplace may have sensitivities or allergies to fragrant products, including but not limited to perfumes, colognes, fragrant body lotions or hair products, City of Rexburg is a fragrance free workplace. Fragrant products that may be offensive to others should be used in moderation out of concern for others in the workplace. Nails - Hands and nails should be clean and conservatively manicured. Jewelry - Employees may wear tasteful jewelry in moderation. The size and/or number of earrings, rings, necklaces, and bracelets may be determined at the department level based on specific job functions, operational, and safety factors. Where job duties present any type of safety risk, jewelry may be prohibited or severely limited. In other areas, moderate (including size and amount) jewelry may be worn. No other visible body jewelry/body piercings may be worn while an employee is in the workplace. Tattoos -No visible tattoos or other body art (such as surgically implanted ball bearings, spikes, and the like) are permitted in the workplace. Exceptions may be made for employees who have small, non- offensive tattoos that cannot easily be covered by standard clothing (i.e., wrist, neck, etc.). All exceptions require the approval of the department head and HR department. Violations - Violations of this policy will result in discipline, up to and including termination. Exceptions - Employees seeking an exception from any of the above standards should speak with the HR director. 609 USE OF PHONE, MAIL, CELL PHONES, INFORMATION SYSTEMS AND SOCIAL MEDIA EMAIL, INTERNET ACCESS AND COMPUTER SYSTEMS PHONE and MAIL Employees shall be required to reimburse the City for any charges resulting from their personal use of the telephone. The City recognizes there are times when a personal phone call is necessary to either make or receive. Therefore, in the case of an emergency or when necessitous and compelling circumstance occurs beyond the control of the employee, phone calls may be made or received, upon the notification to the proper supervisor and with approval. City of Rexburg Employee Handbook 10 The City does allow employees to call from City Hall on problems or questions with regard to employee benefits. Those employees required to carry a City cell phone may use it for personal business, but should not list the number as a non-city business contact and must reimburse the City for all costs incurred related to personal calls. To assure effective telephone communications, employees should always use the approved greeting and speak in a courteous and professional manner. Please confirm information received from the caller and hang up only after the caller has done so. The mail system is reserved for business purposes. Employees may send or receive personal mail at the workplace, when circumstance may compel such, and upon the approval of the supervisor or department head. CELL PHONE POLICY City cell phones may be necessary to improve customer service and to enhance business efficiency. Cell phones should not be selected as an alternative to other means of communication (i.e. land-lines, pagers, computers, and radio phones) when such alternatives would provide adequate but less costly service to the City. Department Heads are responsible to authorize the use of cell phones for each position within the department. The criteria to determine the need for City cell phone usage may include the following: Safety requirements indicate having wireless phone is an integral part of performing duties of job description. • More than 50% of employee’s work is conducted in the field. • Employee is required to be contacted on a regular basis. (No office) • Employee is required to be on-call (24/7) • Employee is a critical decision maker Business/City paid Phones: The City will maintain business cell phones/devices, in which case cell phone(s) will be provided to the department and not to individual employees. Cell phone devices will be maintained by the City. Cell Phones/Devices may not be used in conflict with other city policies. The Department Head will be responsible to ensure that employees are tracking phone usage properly and verifying calls, texting and data usage are for business. Business cell phones shall be utilized for business use. Employees are responsible for any inadvertent usage and should report such usage to their supervisor and if a refund is required to the City it will be based on an estimate of the calls, text or data usage and the associated cost. The Department Head will be responsible to determine if/what data plan and what type of cell phone is required for an employee position. A Cell Phone Request form must be submitted and approved before the cell phone is ordered. Employees will be charged for any amount over approved purchase price. The City will also pay $40.00 towards any accessories that are deemed by the Department Head for the protection of the phone (phone cases, screen protectors). Any additional accessories will be the full responsibility of the employee. Damaged phones: City of Rexburg Employee Handbook 11 When a new phone needs to be ordered due to damage, the employee must pay ½ the cost of the replacement. If the replacement phone is damaged and a 2nd phone must be ordered, the employee must pay the full cost. Replacement Phones: If employee wants to upgrade to a new phone for the most recent technology, the employee must pay for the full cost of the phone. International Travel: It is the responsibility of the employee to notify the cell phone plan administrator of any international travel. The phone line will need to have an international plan put on for the time the employee will be traveling internationally. Failure to do so may result in the employee paying for all additional charges made to the plan for international calls and data usage. The use of company cell phones in any manner contrary to company policy, local, state, or federal laws will constitute misuse, and will result in immediate termination of the cell phone use and possible discipline up to and including termination of employment. EMAIL AND INTERNET ACCESS POLICY A. Purpose The City of Rexburg, the Madison County Fire District and the Madison County Ambulance District (herein after called “Employer”) provides electronic mail and internet access to their employees to be used as tools that improve their efficiency and effectiveness in conducting official business. B. Authorized Users Electronic mail and internet access is provided only to employees of the Employer. No visitors, contractors, or others may use email or internet access unless authorized by the Mayor or their Department Head. Users must not allow anyone else, whether or not they are a city employee, to use their account or have knowledge of their password. C. Oversight Authority Internet and email use is subject to oversight by each employee’s department head within guidelines set by this policy, including, but not limited to, oversight of the nature of discussions on the system, the amount of time used, when it is used, and which email and internet addresses are accessed. The parameters of allowed usage may be different for each employee. The Mayor may also limit use to something less than the Department Head’s guidelines for purposes including, but not limited to, preserving the functionality and cost of the system as a whole. D. Personal Use Limited personal use is acceptable as long as it doesn’t incur any cost or damage to the Employer, is not done on Employer time (except for Fire and Ambulance employees, whose personal use time may occur after 5 p.m. and before 8 a.m. while they are on shift) and may not be used in any way to facilitate private commercial purposes. Use of electronic mail services or internet access for purposes constituting clear conflict of Employer interests or in violation of Employer information security policies is expressly prohibited. Use of Employer email to participate in chain letters is not permitted. Employees should attempt to have all personal emails go through a web email service instead of the City’s email system and should not be using that service on City paid time. City of Rexburg Employee Handbook 12 Personal use can be beneficial to the Employer when the above rules are followed because it allows the employee to train themselves on use of the internet and email on their own time and promotes greater morale by offering a benefit to the employee that costs the city nothing. City of Rexburg Employee Handbook 13 E. Content Use of email can be considered the same as communicating using the Employer official letterhead. If something shouldn’t be sent on that letterhead, it shouldn’t be sent through the email system either. All software to be downloaded through email, the internet or any other method, must first be authorized by the Department Head. Prohibited actions: 1 Except for law enforcement purposes, to post, download or transmit on city equipment any unlawful, harassing, profane, obscene or pornographic messages, or files of any kind, including without limitation any transmissions constituting or encouraging conduct that would constitute a criminal offense, give rise to a civil liability, or otherwise violate any local, state, national, or international law, including without limitation the U.S. export control laws and regulations. 2 Transmittal of messages or files that are derogatory, inflammatory or unlawfully discriminatory with respect to a person’s race, color, sex, age, disability, religion, national origin or physical attributes is prohibited. 3 Intentionally post or transmit any information or software which contains a virus, worm, cancelbot or other harmful component. 4 Copy, upload, post, publish, transmit, reproduce, or distribute in any way, information, software or other material obtained through the internet which is protected by a copyright or other proprietary right or derivative works with respect thereto, without obtaining permission of the copyright owner or right-holder. Only authorized email software may be used. Anonymous re-mailer software may not be installed. Employees may not use anonymous re-mailers for any purpose. If confidential or proprietary information must be sent via email, it must be encrypted so that it is only readable by the intended recipient, using Employer approved software and algorithms. F. Disclaimer The employee understands that the Employer, its officials, and employees do not control the internet nor what may be transmitted to the employee’s computer. The employee understands that the internet contains unedited materials, some of which are sexually explicit and/or illegal. The employee assumes total responsibility and risk for his/her own use. The Employer makes no express nor implied warranties whatsoever with regard to any merchandise, information, or service provided through the internet. G. Ownership All electronic messages or files that are created, sent, retrieved, or stored on Employer computers or networks are property of the Employer and not considered private. Email messages may be retrieved by the Employer even though they have been deleted by the sender and the reader may be spot-checked to ensure that this policy is being followed and may be used in disciplinary actions. The Employer reserves the absolute right to access and monitor all messages and files on the Employer’s or service provider’s systems. H. Violations Failure to comply with this policy may result in disciplinary action, up to and including termination of employment. City of Rexburg Employee Handbook 14 COMPUTER SYSTEMS A. Passwords Employees must understand that the secrecy of passwords and the preservation of information on the City computer systems are of extreme importance to continue proper function of City government. Passwords must not be shared with anyone, including supervisors, except with an appointed computer systems security officer who already has authority to change the employee’s password. Of course, after a password is set up in the system, even the security officer does not need to be reminded of it. Passwords should not be written down and should not be easily attributed to the employee, such as a birthday, phone number, etc. To prevent misuse of a password, employees should signoff of the computer system whenever they are away from their computer for more than a short period of time. An employee’s use of another person’s password or the disclosure of their own or another person’s password, regardless of permission or presence of that person, is prohibited. Knowledge of circumstances contrary to this policy must be immediately reported to the computer system security officer. B. Personal Use Limited personal use is acceptable as long as it doesn’t incur any cost or damage to the City, and is not done on Employer time (except for Fire and Ambulance employees, whose personal use time may occur after 5 p.m. and before 8 a.m. while they are on shift). Personal use can be beneficial to the City when the above rules are followed, because it allows the employee to train themselves on their own time and promotes greater morale by offering a benefit to the employee that costs the city nothing. C. Installation of Software or Data Intentionally loading any information or software which contains a virus, worm, cancelbot, or other harmful component is prohibited. Any software to be loaded by any method must first be authorized by the Department Head and IT Manager. D. Ownership All files that are created, sent, retrieved or stored on City computers or networks are property of the Employer and not considered private. Files may be retrieved by the City even though they have been deleted. They may be spot-checked to ensure that this policy is being followed. They may also be used in disciplinary actions. The Employer reserves the absolute right to access and monitor all files on the City’s or service provider’s systems. E. Violations Failure to comply with this policy may result in disciplinary action, up to and including termination of employment. INFORMATION SYSTEMS POLICY (1) Our e-mail, computer, cell phones, tablets, Internet and voice mail systems are City of Rexburg property. Anything you create or load on the systems becomes our property. (2) These systems are in place to facilitate your ability to efficiently and productively do your job. To that end, these systems are solely for business purposes. Only “incidental personal use,” (see 6 below) that does not interfere with work or consume City of Rexburg resources will be allowed. (3) We reserve the right to intercept, monitor, copy, review and download any communications or files you create or maintain on these systems, at any time, without prior notice to you. City of Rexburg Employee Handbook 15 (4) Software. City of Rexburg purchases and licenses the use of various computer software programs for business purposes. City of Rexburg does not own the copyright to this software or its related documentation. Unless authorized by the software developer, City of Rexburg does not have the right to reproduce such software for use on more than one computer. Employees may only use software on local area networks or on multiple machines according to the software license agreement. Illegal duplication of software and its related documentation for personal or business use is also prohibited. (5) E-mail and Internet Access. E-mail and Internet access is provided by the City of Rexburg to enhance communications and provide access to work related information and technology. Consequently, employees should always ensure that the business information contained in Internet E-mail messages and other transmissions is legal, accurate, appropriate and ethical. The following are examples of prohibited uses of E-mail and Internet systems.  Sending or posting discriminatory, harassing, or threatening messages or images.  Using City of Rexburg time and resources for personal gain.  Stealing, using or disclosing someone else’s code or password without authorization.  Unauthorized use, installation, copying, or distribution of copyrighted, trademarked, or patented material.  Engaging in unauthorized transactions that may incur as cost to the organization or initiate unwanted Internet or e-mail services and transmissions.  Sending or posting messages or material that could damage City of Rexburg’s image or reputation.  Participating in the viewing or exchange of pornography or obscene materials.  Sending or posting messages that defame or slander other individuals.  Attempting to break into the computer system or view, acquire, or disrupt the data of another organization or person without explicit written authorization.  Refusing to cooperate with a security investigation.  Sending or posting chain letters, solicitations, or advertisements not related to business purposes or activities.  Using the Internet for political causes or activities, religious activities, or any sort of gambling.  Jeopardizing the security of the organization’s electronic communications systems.  Passing off personal views as representing those of City of Rexburg.  Sending anonymous e-mail messages.  Unauthorized participation in or use of chat rooms.  Logging on or using another employee’s computer without authorization.  Engaging in any other illegal activities. Regular monitoring on all devices of Internet activity will occur. (6) Personal Use. As indicated in this policy, computers, Internet access and e-mail are provided primarily for work related activities. However, occasional personal use may be permitted on a limited basis within the guidelines established by this policy provided that such use does not result in a cost to City of Rexburg or significantly interfere with City of Rexburg business operations, availability of resources for business use or the employee’s job performance. City of Rexburg Employee Handbook 16 (7) Your consent to and compliance with these information system policies is a term and condition of your employment. Failure to abide by these rules or to consent to any interception, monitoring, copying, reviewing, and downloading of any communications or files is grounds for discipline, up to and including termination. SOCIAL MEDIA POLICY INTRODUCTION A. This policy provides guidelines for the use, management, administration and oversight of City of Rexburg-owned social media for official use. It also provides guidelines for employees’ personal use of social media both at work and off-duty. B. Social media come in many forms and include any method that facilitates electronic communications, including internet forums, blogs, online profiles, wikis, podcasts, pictures, video, email, instant messaging, music sharing, voice over IP, as well as social websites or online communities for business and personal use, such as Facebook, Instagram, Snapchat, LinkedIn, Yelp, YouTube, Google+, Flickr, Pinterest, Path, Picasa, Twitter, message Boards and chat rooms, among others. This list is not intended to list all forms of social media as they are ever changing. CITY OF REXBURG MEDIA ACCOUNT ACCESS A. Creation and use of social media forums on behalf of the City of Rexburg are allowed when there is a clear public entity purpose. B. All City of Rexburg -authorized social media must only be created with a City of Rexburg email account and shall be authorized by City of Rexburg and belong to the City of Rexburg. They are overseen and managed at the department level by authorized supervisors. C. Specific employees shall be authorized in writing to use the particular social media account on behalf of the City of Rexburg and department, and are the only individuals permitted to access, manage, publish, comment and/or post on behalf of the City of Rexburg on the media. These employees must conduct themselves at all times in accordance with all applicable City of Rexburg policies. D. All posts on City of Rexburg social media must be in accordance with this policy and must be monitored by the department. Departments must be able to edit or remove content in violation of this policy. E. Authorized employees must not share personal information about him/herself, other City of Rexburg employees or citizens on the social media. F. Whenever possible, City of Rexburg social media should link back to the official City of Rexburg website for forms, documents, online services and other information for conducting business with the City of Rexburg. G. Content on social media forums must abide by all applicable federal, state, and local laws, regulations and policies, including copyright, trademark and printed material laws. H. Please refer to standard operating procedures for specific processes and regulations of protocol for all City Social Media administration. SOCIAL MEDIA CONTENT A. Users of City of Rexburg social media forums must be notified on the forum site that: 1. The intended purpose of the forum is to serve as a medium for communication between the City of Rexburg and members of the public; 2. Submission of comments by members of the public constitutes participation in a limited public forum; 3. A comment posted by a member of the public is the opinion of the poster only; 4. Publication of the comment does not imply endorsement of, or agreement by, the City of Rexburg; and 5. Comments do not necessarily reflect the opinions or policies of the City of Rexburg unless expressly stated by an authorized user. B. Comments on the City of Rexburg’s social media forums shall only be allowed when comments are consistent with the provisions of this policy. C. Posts and comments containing any of the following inappropriate forms of content are not allowed: 1. Comments not topically related to the particular post, thread, topic or article being commented upon; 2. Profane, obscene, sexual or violent language or content, or links to such; 3. Defamatory or personal attacks; 4. Threats of harm to any person or organization; 5. Content that promotes, fosters or perpetuates harassment or discrimination on the basis of race, color, religion, sex, age, national origin, citizenship, physical or mental disability, genetic City of Rexburg Employee Handbook 17 information, veteran status, sexual orientation, gender identity/expression or any other characteristic protected by law; 6. Solicitation of commerce, including but not limited to advertising for any business or product for sale; 7. Comments in support of or opposition to political campaigns, candidates or ballot measures of any kind; 8. Encouragement of illegal activity; 9. Conduct that violates any federal, state, or local law; 10. Information that may compromise the safety or security of the public or public systems; 11. Content that violates a legal ownership interest of any person or entity, such as trademark, patent or copyright; or 12. Confidential or proprietary information. 13. If activity listed in 4, 8, 9 or 10 occurs, employees must secure the information and notify the City of Rexburg police department. D. Comments complying with these rules must be allowed to remain, regardless of whether they are favorable or unfavorable to the City of Rexburg. E. The City of Rexburg may edit, restrict or remove, in whole or in part, any content that violates this policy or applicable law. Content that is edited or removed must be retained in accordance with the relevant records retention schedule. This content must be accompanied by a description of the reason it was edited or removed, the date and time of edit or removal, and the identity of the person posting the content, if available. F. The City of Rexburg may deny access to City of Rexburg social media at any time and without prior notice to any person who violates these content guidelines. G. These content guidelines must be displayed on the social media site or made available by a link to the City of Rexburg’s official website. PERSONAL USE OF SOCIAL MEDIA BY EMPLOYEES A. Employees may access social media while at work within the parameters of the City of Rexburg’s policies. They must limit use to personal time, such as breaks, lunch periods and when off-duty. It must not interfere with, or be disruptive to, City of Rexburg business or the employee’s job duties. B. If an employee speaks about job-related content on personal social media, or makes reference to the City of Rexburg, people may perceive that the employee is acting on behalf of the City of Rexburg. When making such statements, the employee must clearly state that the statements are the employee’s personal views and are not the views of the City of Rexburg. An example of such disclaimer is “The views, opinions, ideas and information expressed are my own and do not reflect the views of my employer and are not in any way attributable to City of Rexburg” C. Participation in social media, whether through City of Rexburg or non- City of Rexburg internet resources, and whether made while on or off duty, must not violate the privacy rights of other City of Rexburg employees, customers, citizens or business partners. D. When participating in social media, employees must not violate any City of Rexburg policy. E. Employees may be disciplined, up to and including termination, for engaging in inappropriate social media activity while either at work or away from work that impacts the work of the City of Rexburg, the employee or any other City of Rexburg employee. Examples of inappropriate social media activity includes, but is not limited to, any of the following: 1. Promoting or taking part in activities which violate federal, state or local law; 2. Making false or misleading statements about any employee, the City of Rexburg, City of Rexburg customer, business partner, vendor or supplier; 3. Making disparaging remarks toward or about any employee, the City of Rexburg, City of Rexburg customer, business partner, vendor or supplier that are based on race, color, religion, sex, age, national origin, citizenship, physical or mental disability, genetic information, veteran status, sexual orientation, gender identity/expression or any other characteristic protected by law; 4. Using social media to bully, threaten harm, harass, discriminate or retaliate against any City of Rexburg employee, City of Rexburg customer, business partner, vendor or supplier; 5. Posting content or making comments that purport to express the opinions of the City of Rexburg. F. Nothing in this policy grants an individual right to, or may be construed to provide, an expectation of privacy, including while engaged in personal social media: 1. Persons who use social media should be mindful that once content is placed online, it is no longer under their control and content shared through private social media does not always stay private. 2. Employees have no expectation of privacy while using City of Rexburg digital equipment or facilities for any purpose, including the use of email or other electronic communications of any kind, to download, transmit, post, comment or store information. City of Rexburg Employee Handbook 18 3. Regardless of password use and privacy settings, and without notice to the employee, the City of Rexburg may retrieve, review, monitor or log internet usage and content found on systems and digital equipment. G. Employees are free to express themselves as private citizens on social media sites about matters of public concern as long as their speech does not impair working relationships within the City of Rexburg , impede the performance of duties, impair harmony among co-employees or negatively affect the public perception of the City of Rexburg. H. Employees are cautioned that speech on- or off-duty, made pursuant to their official duties, is not protected speech under the First Amendment and may form the basis for discipline if deemed harmful to the City of Rexburg. 610 SMOKING, VAPING AND TOBACCO USE In keeping with the City's intent to provide a safe and healthful work environment and in accordance with Idaho’s Clean Air Act, smoking and vaping in the workplace is prohibited. All smoking or vaping must occur outside of 20 feet from any public building. All City-owned buildings and any building other than private homes are public buildings. Also, employees are not allowed to smoke in City-owned vehicles. All chewing tobacco and sputum must be disposed of by the employee and not left in city office trash cans, containers or vehicles. 611 SOLICITATION In an effort to assure a productive and harmonious work environment, persons not employed by the City may not solicit or distribute literature in the workplace at any time for any purpose. The City recognizes that employees may have interests in events and organizations outside the workplace. However, employees may not solicit or distribute literature concerning these activities during working time. (Working time does not include lunch periods, work breaks, or any other periods in which employees are not on duty.) In addition, the posting of written solicitations on City bulletin boards is prohibited. Bulletin boards are reserved for official communications such as: Employee announcements Internal memoranda Job openings Organization announcements Workers' compensation insurance information Unemployment Insurance information 612 WORKPLACE RELATIONSHIPS 1. No employee shall hire, supervise or otherwise exercise discretion concerning a paid employee who is a spouse. 2. No employee shall supervise or otherwise exercise discretion concerning a paid employee who is related to the supervisor within the first degree of affinity or consanguinity (See Appendix B Consanguinity Chart). City of Rexburg Employee Handbook 19 3. No employee shall hire a paid employee who is related to the supervisor within the second degree of affinity or consanguinity pursuant to state law (I.C. § 18-1359 or its successor) (See Appendix B Consanguinity Chart). 4. Any supervisor involved in a romantic relationship with a subordinate must immediately notify his/her superior of the existence of any such relationship. Efforts should be made to eliminate supervisory responsibility for one who is romantically involved with a subordinate. 5. All employees are discouraged from being involved in a romantic relationship with another employee. Relationships of this kind can disrupt the workplace environment in a manner that may result in disciplinary action, up to and including termination of employment. Personal relationships are a vital part of most people’s lives. When personal relationships intersect with employment, an employer may become entangled with the consequences of the choices that employees make. The City has no desire to become involved in such matters. Accordingly, these rules serve as a basic guide to family and romantic relationships in the City’s workplace: a. No person related to the Mayor or a City Council member by blood or marriage within the second degree may be hired as a paid employee of the City. (See APPENDIX B Consanguity Chart) b. No employee of the City will hire, supervise or otherwise exercise discretion concerning a paid employee who is related to the supervisor by blood or marriage within the second degree. (See APPENDIX B Consanguity Chart) c. Any supervisor involved in a romantic relationship with a subordinate must immediately notify his/her superior of the existence of any such relationship. Efforts should be made to eliminate supervisory responsibility for one who is romantically involved with a subordinate. Employees involved in such relationship bear a responsibility to the City to cooperate in any effort to avoid the potential conflicts that can arise from such personal relationships in the workplace. Such relationship may result in a change of employment duties.