Job Summary Manages and oversees the administration and operation of all Agency activities in accord with the policies established by the South Dallas County Landfill Agency and the landfill operating permit. The Director is responsible for the coordination of all Agency programs, including daily and long term management of the South Dallas County Landfill, its recycling programs, its construction programs, and any other facilities and programs as they are developed and authorized by the Agency Board. The Director reports directly to the Agency Board. The position of Director is full-time and may require more than 40-hours per week, depending upon the hours required to fulfill the responsibilities of the position.
Typical Duties and Responsibilities Administrative:
1. Coordinates and supervises all Agency facilities, operations, and employees. 2. Monitors and complies with all State, Federal and local regulations and with the landfill operating permit. Researches and develops policies for Agency consideration. 3. Researches and develops policies for Agency consideration. 4. Implements all policies approved by the Agency. 5. Receives, investigates, and resolves complaints related to Agency activities. 6. Negotiates contracts and service arrangements on behalf of the Agency. 7. Provides public notification and prepares agendas and information packets for all Agency meetings. 8. Assists in the development of public information/public educational items as recommended by the Agency members and/or consultant. 9. Arranges for disposal of items that cannot be landfilled including but not limited to:
· Yard waste and brush · Waste oil · Waste tires · White goods and scrap metal · Others as designated by the Agency and/or as required by law
1. Operates heavy equipment including road grader, dozer, loaders, excavators, and compactors used on- site for site maintenance and proper disposal and covering of the waste. 2. Substitutes for operator when necessary. 3. Performs operational duties in all type of weather conditions. 4. Observes waste unloaded at the working face to insure that unacceptable, banned or recyclable items (i.e. tires, batteries, metal, appliances, yard waste) are not landfilled, and politely directs the customer to remove the items to the proper locations Performs routine preventative maintenance on all equipment and oversees any major repairs, keeping necessary work records. 5. Performs various construction, maintenance, and repair tasks relative to the operations of the landfill, its buildings, and its property, including but not limited to installing road culverts, grading, gas venting pipes, snow removal, fence repairs, site drainage repairs, mowing, and building maintenance and repair. 6. Conducts routine monitoring levels of groundwater and leachate wells, performs routine maintenance and repairs as necessary on facility pumps, valves, and pipes. 7. Manages the disposal of leachate whether re-circulated or transported to Adel sewage treatment facility. 8. Oversees the routine maintenance and repair to all equipment. 9. Orders supplies and materials as needed to maintain the landfill site and equipment. 10. Monitors the recycling operations at the landfill; organizing, separating and loading recyclable items as needed. 11. Understands and carries out oral and written instructions. 12. Reads and interprets basic engineered plans, sketches, diagrams and construction markers. 13. Exercises appropriate safety principles and precautions applicable to landfill and equipment operations. 14. Communicates effectively with the Agency Board, employees, consultants, State officials, and customers. 15. When needed, performs the duties of the gate attendant, screening patrons, inspecting waste loads, weighing vehicles, and collecting fees. 16. Demonstrates continuous effort to improve operations and streamline work processes
1. Oversees all scale operations including the weighing of vehicles, the screening of waste loads, the receipt of fees and all banking deposits. 2. Oversees and approves the purchase of supplies, equipment, facility repairs, and all other expenditures. 3. Develops with input from others an annual budget for Agency’s review. The annual budget preparation shall include recommended funding levels for all areas, including staff compensation, capital improvements, operating expenditures, and contractor reimbursements. 4. Oversees the implementation of the approved Agency budget. The director has the authority to authorize (without prior Agency approval) expenditures of up to $5,000 that may be required to ensure the continued operation of Agency facilities. 5. Ensures that Agency finances are handled in a manner that complies with state and federal laws, that is approved by the Agency Board, and that sustains the Agency’s good credit standing and solvency. 6. Arranges and assists in the annual audit of the Agency’s books by a certified public accountant.
1. Has ultimate responsibility for the supervision of all Agency employees. 2. Delegates responsibility to others when appropriate 3. Interviews and participates in the hiring of new employees, with input from the Board and interviewing committee. 4. Conducts job evaluations for all employees at least annually. 5. Administers disciplinary actions as established by the Agency Personnel Manual. 6. Ensures that all employees receive adequate safety training and appropriate continuing education hours for renewal of their landfill operator’s license/certification. 7. Updates the Personnel Manual as necessary and as authorized by the Agency Board.
1. Ensures Agency compliance with applicable local, state, and federal regulations and the landfill IDNR operating permit for all aspects of the operations, including financially, operationally, environmentally, during construction, with health and safety, and with personnel. 2. Monitors and reports to the Board on pending local, state, and federal legislation and rules and recommends appropriate responses to each. 3. Represents the Agency to local, state, and federal policy-makers and regulators.
1.Graduation from high school or GED certification with training as may be acceptable to the Agency Board. 2. Must be bondable 3. Must have and retain a valid Iowa driver’s license. 4. Must have or be able to obtain within six months a State of Iowa Landfill Operator’s Certificate. 5. Must be physically fit and capable of operating machinery and performing routine maintenance and repairs on equipment, buildings, and the landfill site.
Under limited supervision, operates equipment and participates in the site construction, waste disposal, and site and equipment maintenance activities at the landfill site. Responsibilities will include dirt excavation and the spreading, compacting, covering of solid waste as required by Federal and State regulations, the landfill operating permit, and the policies established by the SDCLA. Additional responsibilities include routine maintenance of equipment, buildings, site grounds, and the closed landfill areas. The work is performed year-round, under all weather conditions. This position reports directly to the SDCLA Director.
Duties and Responsibilities:
1. Operates heavy equipment including road grader, dozer, loaders, excavators, and compactors used on-site for site maintenance and proper disposal and covering of the waste. 2. Observes waste unloaded at the working face to insure that unacceptable, banned or recyclable items (i.e. tires, batteries, metal, appliances, yard waste) are not landfilled, and politely directs the customer to remove the items to the proper locations. Performs routine preventative maintenance on all equipment and oversees any major repairs, keeping necessary work records. 3. Performs various construction, maintenance, and repair tasks relative to the operations of the landfill, its buildings, and its property, including but not limited to installing road culverts, grading, gas venting pipes, snow removal, fence repairs, site drainage repairs, mowing, and building maintenance and repair. 4. Conducts routine monitoring levels of groundwater and leachate wells, performs routine maintenance and repairs as necessary on facility pumps, valves, and pipes. 5. Manages disposal of leachate whether re-circulated or transported to Adel sewage treatment facility. 6. Conducts routine maintenance and repair to all equipment. 7. With approval of the Director, orders supplies and materials as needed to maintain the landfill site and equipment. 8. Assists in recycling operations at the landfill; organizing, separating and loading recyclable items as needed. 9. Conducts routine grounds maintenance including but not limited litter collection, mowing, snow removal, signage repair, building maintenance, tree trimming, fence and gate repair and installation, etc. 10. When needed, performs the duties of the gate attendant, including, screening for origination of waste, inspecting waste loads, weighing vehicles, and collecting fees. 11. Demonstrates continuous effort to improve operations and streamline work processes 12. Works cooperatively and jointly with other employees to provide quality customer service. 13. Performs other duties as assigned by the Director.
Physical and Mental Requirements:
This position will require the employee be able to perform the following:
1. Safely climb onto heavy equipment. 2. Operate levers, pedals, and buttons to efficiently control movement of equipment. 3. Work outdoors in a variety of weather conditions with frequent exposure to weather extremes including, cold, rain, heat, wind, etc. 4. Travel across rough, uneven or rock surfaces at the landfill. 5. Perform routine maintenance work including but not limited to bending, lifting, and working in small spaces. 6. Understand and carry out oral and written instructions. 7. Read and interpret basic engineered plans, sketches, diagrams and construction markers. 8. Exercise appropriate safety principles and precautions applicable to landfill and equipment operations. 9. Communicate politely, professionally, and effectively with co-workers and customers.
Education and Experience:
A combination of education and experience that provides the knowledge, skills and abilities qualifies for this position. Typical qualifications would be:
1. Must have a high school diploma or GED certification and three years of experience in general construction and maintenance trades, including one year in the operation of heavy construction equipment. 2. Must have and retain a valid Iowa driver’s license. 3. Must have or be able to obtain within six months a State of Iowa Landfill Operator’s Certificate. 4. Must be physically fit and capable of operating machinery and performing routine maintenance and repairs on equipment, buildings, and the landfill site. 5. Must be bondable
The Landfill Gate Attendant will be responsible for scale operations, data entry, cashier duties and record keeping activities related to the weighing of vehicles. The Gate Attendant is also responsible for cleaning and maintaining the office building and the area around the office and scale.
Duties and Responsibilities:
1. Inspects loads to identify contents and to determine if the load is adequately tarped or covered to prevent blowing or loss of waste. 2. Records load information and vehicle identification numbers and weighs vehicles as provided by scale equipment. Records proper tipping fees based upon approved rate schedule. 3. Daily and weekly calculates and reconciles receipts and tonnages received. 4. Prepares bank deposit on a daily basis. 5. In a polite and courteous manner, directs drivers to predetermined areas of the landfill site for depositing waste, recyclables and other materials depending upon the load. 6. In a polite and courteous manner, redirects or refuses loads, or portions of loads, containing liquids, certain hazardous waste materials, or other items not approved by regulations or the permit. 7. Politely answers the phone and responds to the public’s questions regarding prices, hours of operation, directions, etc. 8. Performs custodial duties to clean and maintain the scale house and surrounding areas. 9. Cleans the scale deck, boardwalk, and area beneath the scale as needed or as requested by the Director. 10. Maintains the appliance storage area, scrap metal area, yard waste area, e-waste area, and tire storage area in an organized and litter-free manner. 11. Collects litter from around the recycling areas, scale area, and access road on a daily basis. 12. Performs other such duties or functions as required by the Director.
Physical and Mental Requirements:
1. Perform basic computer operations including basic data entry. 2. Accurately post and keep records requiring basic mathematical skills. 3. Communicate with the public and co-workers, politely, professionally, and in a pleasant and tactful manner. 4. Climb and/or walk around vehicle loads to visually inspect for content. 5. Perform routine mathematical computations, compile and maintain a variety of records. 6. Understand and follow oral and written instructions. 7. Work independently in the absence of supervision. 8. Maintain effective working relationships with other employees.
Education and Experience:
1.Must have a high school diploma or GED certification with training as may be acceptable to the Agency Board. 2. Must be bondable 3. Must have and retain a valid Iowa driver’s license. 4. Must have or be able to obtain within six months a State of Iowa Landfill Operator’s Certificate. 5. Must be physically fit to operate small equipment and perform routine cleaning and maintenance activities in cold, hot, or rainy weather conditions.
Responsible for accounting functions under the direction of the Agency Board or its designee.
Duties and Responsibilities:
1. Prepares billing of customers, makes bank deposits, prepares bills for payment and performs other accounting duties as required. 2. Aids in preparing the annual budget for Agency’s review, which may include development of recommended funding levels for capital improvements, operating expenditures, and construction projects. 3. Arranges and assists in the annual audit of the Agency’s books by a certified public accountant.
Physical and Mental Requirements:
1. Perform basic computer operations including basic data entry. 2. Accurately post and keep records requiring basic mathematical skills. 3. Communicate with the public and co-workers, politely, professionally, and in a pleasant and tactful manner. 4. Perform routine mathematical computations, compile and maintain a variety of records. 5. Understand and follow oral and written instructions. 6. Work independently in the absence of supervision. 7. Maintain effective working relationships with other employees. Education and Experience:
Must have a high school diploma or GED certification with training as may be acceptable to the Agency Board.Must be bondableMust have and retain a valid Iowa driver’s license.Must have or be able to obtain within six months a State of Iowa Landfill Operator’s Certificate.Must be physically fit to operate small equipment and perform routine cleaning and maintenance activities in cold, hot, or rainy weather conditions.
Provide for services which include the accounting and secretarial functions of the Agency under the direction of the Agency Board or its designee. This contract position will be based on time taken to complete tasks.
Duties and Responsibilities:
1. Completes reconciliation of bank statements, prepares monthly reports, maintains ledgers and performs other accounting duties as required. 2. Prepares bi weekly payroll, monthly, quarterly and annual reports including W-2’s. Pays state and federal withholding taxes and IPERS. 3. Ensures that Agency finances are handled in a manner that complies with state and federal laws, that is acceptable to Agency members, and that sustains the Agency’s good credit standing and solvency. 4. Assists in preparation of the annual budget and annual audit.
1. Serves as secretary to the Board, aids in preparing agendas and packets for meetings, providing for notification, taking minutes and providing for their publication as required by law. 2. Assists in the development of public information/public educational items as recommended by the Agency members and/or consultant. 3. Provides other secretarial duties as requested by the Board.
Education and Experience:
Must have a high school diploma or GED certification with training as may be acceptable to the Agency Board.Must be bondable
Absenteeism & Tardiness Accidents on the Job Anti-Discrimination and Harassment Appropriate Conduct Bereavement Leave Check Cashing Classifications of Employment Compensatory Time Complaint Resolution Procedure Disciplinary Procedure Drug-Free Workplace Electronic and Telephonic Communications Equal Employment Opportunity Statement Family and Medical Leave (FMLA) Final Paycheck Health Insurance Program Holidays Individuals with Disabilities Introduction Jury Duty Military Leaves of Absence Orientation Period Overtime Pay Procedures Performance Reviews Personal Appearance and Demeanor Personal Use of SDCLA Property Personnel Files Professional Development Regular Pay Procedures Reimbursable Expenses Resignation Retirement Plan Safety and Health Seat Belts/Restraints Sick Days (Accrual and Use) Smoking Vacations Wage Increases Work Hours Workers’ Compensation Insurance
SOUTH DALLAS COUNTY LANDFILL AGENCY POLICIES
These policies are presented for information. These policies do not, either by themselves or in conjunction with any other documents, policy, procedure, practice, or verbal statement create an employment contract, expressed or implied, providing or guaranteeing employment for any period of time or that employment will be terminated only upon or after certain conditions have been met or have occurred.
It is the policy of the South Dallas County Landfill Agency (SDCLA) that all employees are employed “at will”, and can be terminated at any time with or without cause or prior notice, unless otherwise required by law. All policies shall be interpreted consistent with this employment-at-will relationship and the requirements of law. No director, manager, supervisor, co-employee, or other representative or agent of the SDCLA has any authority to modify the “at-will” status of any employee unless the modification is expressly made in writing and has been specifically approved in writing by the SDCLA Board.
EQUAL EMPLOYMENT OPPORTUNITY
The SDCLA is an equal opportunity employer and is committed to fair and equal treatment of all employees without regard to race, color, age, religion, sex, sexual orientation, gender identity, ancestry, national origin, status as a United States Military Veteran or special disabled veteran in accordance with applicable federal laws, or disability that does not interfere with job performance with reasonable accommodation.
The Equal Employment Opportunity Officer for this organization shall be the Chairperson of the Board of the SDCLA. The Chairperson has the power to delegate such duties and may, from time to time, do so. The EEO Officer shall be responsible for interpreting, initiating, and justifying the Agency’s activities in this program as they relate to Agency policies, including contract compliance.
ANTI-DISCRIMINATION AND HARASSMENT
The SDCLA expressly prohibits any form of unlawful employee harassment based on race, color, age, religion, sex, sexual orientation, gender identity, ancestry, national origin, status as a United States Military Veteran or special disabled veteran in accordance with applicable federal laws, or disability that does not interfere with job performance with reasonable accommodation. Improper interference with the ability of the SDCLA’s employees to perform their expected job duties will not be tolerated.
With respect to sexual harassment, the SDCLA prohibits the following:
1. Unwelcome sexual advances; requests for sexual favors; and all other verbal or physical conduct of a sexual or otherwise offensive nature, especially where: · Submission to such conduct is made either explicitly or implicitly a term or condition of employment; · Submission to or rejection of such conduct is used as the basis for decisions affecting an individual’s employment; or · Such conduct has the purpose or effect of creating an intimidating, hostile, or offensive working environment.
2. Offensive comments, jokes, innuendoes, and other sexually oriented statements. Examples of the types of conduct expressly prohibited by this policy include, but are not limited to, the following: · Touching, such as rubbing or massaging someone’s neck or shoulders, stroking someone’s hair, or brushing against another’s body. · Sexually suggestive touching. · Grabbing, groping, kissing, fondling. · Violating someone’s “personal space”. · Whistling · Lewd, off-color, sexually oriented comments or jokes. · Foul or obscene language. . Leering, staring, stalking. · Suggestive or sexually explicit posters, calendars, photographs, graffiti, cartoons. · Unwanted or offensive letters or poems. · Sitting or gesturing sexually. · Offensive e-mail or voice-mail messages · Sexually oriented or explicit remarks, including written or oral references to sexual conduct, gossip regarding one’s sex life, body, sexual activities, deficiencies, or prowess. · Questions about one’s sex life or experiences. · Repeated requests for dates. · Sexual assault or rape. · Any other conduct or behavior deemed inappropriate by the SDCLA
3. With respect to discriminatory or harassing conduct based on a protected characteristic other than sex, any type of unwelcome conduct based on the protected characteristic, the submission to which is made a term or condition of the person’s employment, or the submission or rejection of which is made the basis of decisions affecting the person’s employment, or which has the purpose or effect of creating an abusive, offensive, intimidating or hostile work environment is prohibited by this policy.
Actions that may create a non-sexual hostile environment include but are not limited to:
· Use of racially derogatory words, phases, epithets · Demonstration of a racial or ethnic nature such as the use of gestures, pictures or drawings · Comments about an individual’s skin color or other racial/ethnic characteristics · Making disparaging remarks about an individual’s gender · Negative comments about religious beliefs (or lack of) · Expressing negative stereotypes about an employee’s birthplace or ancestry · Negative comments about an employee’s age when referring to someone over 40 · Derogatory or intimidating references to a person’s mental or physical impairment
The Agency wants all employees to have a work environment free of all harassment including sexual harassment, by management personnel, by co-workers, and by others with whom the employee must interact in the course of work as an Agency employee.
Each member of the chain of command is responsible for creating an atmosphere free of discrimination and harassment, sexual or otherwise. Further, employees are responsible for respecting the rights of their co-workers.
If any job-related harassment based on race, color, age, religion, sex, sexual orientation, gender identity, ancestry, national origin, or another protected factor is experienced or the employee believes that the employee has been treated in an unlawful, discriminatory manner, the incident is to be reported promptly to the employee’s supervisor, the Director, or the SDCLA Board Chair.
This policy applies to all incidents of alleged harassment, including those which occur off-premises, or off-hours, where the alleged offender is a supervisor, co-worker, or even a non-employee with whom the employee is involved, directly or indirectly, in a business or potential business relationship.
Should the alleged harassment occur at a time of other than normal business hours, the complaint should be filed as early as practicable on the first business day following the alleged incident.
The SDCLA takes complaints of discrimination and harassment very seriously. Thus, there is no need for the employee to follow any formal chain of command when filing a complaint or when discussing or expressing any issue of concern regarding alleged discrimination or harassment, and the employee may bypass anyone in the direct chain of command and file the complaint or discuss or express any issue of concern with the Director or SDCLA Board Chair at any time. If a complaint is filed, the supervisor shall immediately notify the Director. The Director and SDCLA Board Chair will undertake a prompt investigation of any complaints. In the event the Director is the source of the alleged discriminatory or harassing conduct, the complaint may be registered with the SDCLA Board Chair.
A prompt investigation will be undertaken of all complaints. If the SDCLA determines that an employee has violated this policy, appropriate disciplinary action will be taken against the offending employee, up to and including possible termination of employment.
The SDCLA prohibits any form of retaliation against any employee for filing a complaint under this policy or for assisting in a complaint investigation. Violation of this anti-retaliation will result in disciplinary action against the offending employee, up to and including possible termination of employment.
The SDCLA maintains secure, confidential personnel files on each employee. These files contain documentation regarding all aspects of the employee’s tenure with the SDCLA, such as performance appraisals, beneficiary designation forms, disciplinary warning, notices, and letters of commendation. The employee file may be reviewed by the employee at any time during normal business hours with advance notice. Photocopies of any document contained in the personnel file may be obtained by the employee. An employee interested in reviewing his/her employee file may contact the Director to schedule an appointment.
To ensure that personnel files are up-to-date at all times, the employees must notify the director of any changes in name, telephone number, home address, marital status, number of dependents, beneficiary designations, scholastic achievements, the individuals to notify in case of an emergency, and so forth.
INDIVIDUALS WITH DISABILITIES
The SDCLA complies with the Americans with Disabilities Act and applicable state and local laws providing for nondiscrimination in employment against qualified individuals with disabilities. The SDCLA also provides reasonable accommodation for such individuals in accordance with these laws. In this connection, the SDCLA evaluates the feasibility of requested accommodations in light of the ADA’s guidelines, determines whether such accommodations will create an undue hardship on the SDCLA, and establishes a budget for any such accommodations. It is SDCLA’s policy to, without limitation:
Ensure that qualified individuals with disabilities are treated in a non-discriminatory manner in the pre-employment process and that employees with disabilities are treated in a non-discriminatory manner in all terms, conditions, and privileges of employment.Administer medical examinations (a) to applicants only after conditional offers of employment have been extended, and (b) to employees only when justified by business necessity.Keep all medical-related information confidential in accordance with the requirements of the ADA and retain such information in separate confidential files.Provide applicants and employees with disabilities with reasonable accommodation except where such an accommodation would create an undue hardship on SDCLA.Notify individuals with disabilities that the SDCLA provides reasonable accommodation to qualified individuals with disabilities, by including this policy in the SDCLA policy book and by posting the Equal Employment Opportunity Commission’s poster on not discriminating against individuals with disabilities and other protected groups conspicuously throughout the SDCLA’s facilities.
Procedure for Requesting an Accommodation
Qualified individuals with disabilities may make requests for reasonable accommodation to the Director. On receipt of an accommodation request, the Director will meet with the requesting individual and the individual’s supervisor to discuss and identify the precise limitations resulting from the disability and the potential accommodation that the SDCLA might make to help overcome those limitations.
The Director, and if necessary, a medical review officer and/or appropriate management representatives identified as having a need to know (e.g., the individual’s supervisor), will determine the feasibility of the requested accommodation, considering various factors, including, but not limited to, the nature and cost of the accommodation, the availability of tax credits and deductions, outside funding, the facility’s overall financial resources and organization, and the accommodation’s impact on the operation of the facility, including its impact on the ability of other employees to perform their duties and on the facility’s ability to conduct business.
The Director will inform the employee of the Director’s decision on the accommodation request or on how to make the accommodation. If the accommodation request is denied, the employee will be advised of the employee’s right to appeal the Director’s decision to the SDCLA Board by submitting a written statement to the Director along with the reasons for the request.
The SDCLA Board will review all employee appeals. After reviewing an employee’s appeal, the SDCLA will notify the Director of its decision, which will be final. The Director will, in turn, notify the individual making the appeal of the SDCLA Board’s decision.
CLASSIFICATIONS OF EMPLOYMENT
For purposes of salary administration and eligibility for overtime payments and employee benefits, the SDCLA classifies its employees as follows:
1.Full-time regular employees. Employees hired to work the normal 40 hours per week on a year-round regular basis. Such employees may be “exempt” or “non-exempt” as defined below.
2.Part-time regular employees. Employees hired to work less than 40 hours per week on a year-round basis. Such employees may be “exempt” or “non-exempt” as defined below.
3.Part-time seasonal employees. Employees who are hired to work on a seasonal basis not exceeding seven (7) months in each calendar year. Part time seasonal employees may be scheduled to work up to 40 hours per week. However, part-time seasonal employees are not eligible for benefits.
4.Substitute employees: Employees hired to work on a substitute basis as needed. Substitute employees may be scheduled to work up to 40 hours per week to fill in for regular employees on leave. Substitute employees are not eligible for benefits.
5.Volunteer. An individual who agrees to perform services for the SDCLA and does not receive compensation. Certain volunteers, however, depending on circumstances, may be entitled to reimbursement of expenses, and nominal stipend to assist in the performance of volunteer services, and reasonable limited benefits (such as coverage by workers’ compensation insurance).
6.Non-exempt employees. Employees who are required to be paid overtime at the rate of time and one half (i.e., one-and-one-half times) their regular rate of pay for all hours worked beyond forty hours in a workweek, in accordance with applicable federal wage and hour laws.
7.Exempt employees. Employees who are not required to be paid overtime, in accordance with applicable federal wage and hour laws, for work performed beyond forty hours in a workweek.
The employee will be informed of initial employment classification as an exempt or non-exempt employee upon hiring. If the position changes during employment as a result of a promotion, transfer, or otherwise, the employee will be informed by the Director of any change in exemption status.
The regular work week for all full-time employees is forty (40) hours in seven (7) consecutive days. The Director shall determine specific work schedules including days and hours.
The established work week shall run from 12:01 a.m. Sunday morning until 12:00 p.m. (midnight) of the following Saturday evening.
An unpaid lunch break approximately halfway through the work shift is allowed. The break is one-half hour. A paid 15-minute break is allowed for every four hours of a work shift.
REGULAR PAY PROCEDURES
All SDCLA employees are paid by Direct Deposit to the account authorized by the employee on a bi-weekly basis, on the second (2nd) Monday following the end of the pay period. If a scheduled payday falls on a holiday, the employee will usually be paid on the following day (Tuesday). Time sheets will be turned in to the Director by the close of business at the end of the pay period and approved by the Director before being submitted for payment.
All required deductions from gross wages, such as for federal, state, and local taxes, and matching Social Security payments, will be computed by a government tax guide table. Employees are subject to withholding under the Iowa Public Employees Retirement System (IPERS), in accordance with the administrative rules and guidelines promulgated by the Iowa Department of Employment Service. All authorized voluntary deductions will be withheld automatically from paychecks.
Employees will receive notice of the Automatic Clearing House (ACH) after the transaction has been completed. Employees should review the transaction for errors. If a mistake is found, it should be reported to the Director immediately. The Director will assist the employee in taking the steps necessary to correct the error. If a mistake is made in the employee’s favor, SDCLA shall have the authority to collect the amounts on future paychecks of the employee.
Changes in accounts authorized for the Direct Deposit should be submitted to the Director in a timely manner by the employee.
OVERTIME PAY PROCEDURES
An employee classified as a non-exempt employee, will receive compensation for approved overtime work. Overtime must be approved in advance by the Director. Overtime pay of one and one-half times and employee’s regular hourly rate will be granted to employees who meet the following conditions:
---Overtime is defined as work performed in excess of forty (40) hours in a seven (7) day period. The employer has the right to direct the time of each work period depending upon weather conditions, emergencies, scheduling needs, etc.
---An employee called to return to work after the normal work day has ended or is called to work on a scheduled day off shall be paid a minimum of two hours.
---Sick leave, vacation leave, comp time shall not count as time worked for the purpose of computing overtime.
---Holidays shall count as time worked for the purpose of computing overtime.
---The Director will attempt to provide a reasonable notice when the need for overtime work arises. However, advance notice may not always be possible.
---Overtime pay will normally be received in the pay check for the period in which such overtime is worked, providing that the time record has been properly prepared, approved by the Director, and forwarded for processing in a timely manner
In lieu of cash payments for overtime worked, non-exempt employees may accrue compensatory time off (“comp time”) for hours worked in excess of 40 hours in a week. Comp time will be accrued at time and one-half per overtime hour worked.
If a holiday falls on the employee’s regular day off, the employee will accrue either (8) hours of comp time if the employee is unable to schedule a day off during the pay period.
Employees are encouraged to use their comp time within a reasonable time after it is earned. Any time accrued above 40 hours will be compensated in wages as overtime pay. Any unused accrued comp time remaining as of December 31st will be paid in full.
The Director will approve all overtime hours to be used as comp time, schedule its use with the employee, and keep records of such for payroll.
Employees may be reimbursed for expenses in performing a job-related duty.
Use of a personal vehicle shall be reimbursed at a rate of 36 cents per mile. The Director shall have discretion to allow use of a private or SDCLA vehicles when attending a SDCLA related activity.
Employees shall be reimbursed for reasonable lodging and meal expenses incurred on authorized trips while conducting official SDCLA business.
Receipts for lodging and meals and detailed mileage records must be submitted to receive reimbursement.
Before the SDCLA issues the final paycheck to a terminating employee, the following items must be addressed:
1. All keys must be turned in to the Director.
2. Any SDCLA owned reference materials must be turned in to the Director.
3. SDCLA tools, equipment and tangible property must be turned in to the Director
Final paychecks shall include reimbursement for the employee’s accrued, unused vacation in accordance with the vacation leave policy described herein, provided that the appropriate notice was given in the case of a resigning employee.
To resign from the SDCLA in good standing, the employee must give proper notification in writing and submit it to the Director. At least two (2) week’s notice is required from all employees, although three to four week’s notice is appreciated. Proper resignation notice will be noted on the employee’s work record and used for re-employment consideration.
To ensure that employees perform their job to the best of their abilities, it is important that they be recognized for good performance and that they receive appropriate suggestions for improvement when necessary. Consistent with this goal, an employee’s performance will be evaluated by the Director on an ongoing basis. An employee will also receive periodic written evaluations of performance. A non-exempt employee (as defined under classifications of employment earlier in this policy book), will normally be evaluated having been employed for three months, six months, on the first anniversary date, and annually thereafter. In addition, if promoted or transferred to a new position, performance will normally be evaluated in writing after the employee has been in the new job for six months. The SDCLA endeavors to conduct written performance reviews of each exempt employee’s performance annually.
All written performance reviews will be based on overall performance in relation to job responsibilities and will also take into account conduct, demeanor, and record of attendance and tardiness.
In addition to the regular performance evaluations described above, special written performance evaluations may be conducted by the Director at any time to advise the employee of the existence of performance or disciplinary problems.
All new and promotional appointments shall be subject to serving an orientation period which is considered part of the examining process. This is intended to be a period in which the employee can learn the duties of the new job and in which management can evaluate an employee’s success in doing so. The orientation period for all new employees and employees who have received a promotion or change in position shall be six months.
Like any other employee, an employee who is currently working during an orientation period can be terminated from employment at any time with or without cause or prior notice during the orientation period. However, termination of employment during an orientation period is without appeal.
The Director will discuss with an employee whether the orientation period has been successfully completed before the close of business of the last day of the orientation period. Furthermore, successful completion period does not change an employee’s status as an employee at will.
WAGE INCREASE POLICY
The Director shall be responsible for recommending wage increases within the budgeted wage guidelines set by the SDCLA Board. All recommendations will be considered by the SDCLA Board and action taken.
The wage and wage increase process is not subject to the Complaint Resolution Procedure.
FAMILY & MEDICAL LEAVE
The Family and Medical Leave Act (FMLA) provides certain employees up to 12 weeks of unpaid, job protected leave per year, and requires that their group health benefits be maintained during the leave. Employees are eligible for leave if they have worked for their employer at least 12 months, at least 1,250 hours over the past 12 months, and work at a location where the company employs 50 or more employees within 75 miles.
The FMLA covers employers of all public agencies, all public and private elementary and secondary schools, and companies with 50 or more employees.
The regulations regarding the Family Medical Leave Act may be found in the Code of Federal Regulations:
29 CFR Part 825 Family Medical Leave Act.
MILITARY LEAVES OF ABSENCE
Leaves of absence for military or reserve duty are granted to full-time regular and part-time regular employees. If the employee is called to active military duty or to Reserve or National Guard training, or if an employee volunteers for the same, the employee should submit copies of military orders to the Director as soon as is practicable. The employee will be granted a military leave of absence for the period of military service, in accordance with applicable federal and state laws. If the employee is a reservist or a member of the National Guard, the employee is granted time for required military training. Eligibility for reinstatement after military duty or training is completed is determined in accordance with applicable federal and state laws.
If an employee is a full-time regular or part-time regular employee and a death occurs in the family, the employee will be compensated for time lost from the regular work schedule in accordance with the following guidelines.
---The SDCLA may grant up to five days off from work with pay in the event of the death of a spouse, child, parent, sibling, grandparent, grandchild, father-in-law, mother-in-law, son-in-law, daughter-in-law, brother-in-law, or sister-in-law.
---Requests for bereavement leave should be made either to the employee’s supervisor or Director, specifying the approximate length of leave desired.
If the employee is a full-time regular employee who is summoned to jury duty, the SDCLA continues salary during the active period of jury duty for up to a maximum of fifteen working days per calendar year. If the employee is not full-time regular employee, time off without pay will be given while serving jury duty.
All employees are allowed unpaid time off if subpoenaed to appear in court or in a deposition as a witness.
To qualify for jury or witness duty leave, the employee must submit to the employee’s supervisor a copy of the summons to serve as soon as it is received. In addition, proof of service must be submitted to the employee’s supervisor when the period of jury or witness duty is completed.
The SDCLA will make no attempt to have service on a jury postponed except when the job function is exceptionally vital to the SDCLA. If released from jury duty when more than two (2) hours of the employee’s regularly scheduled work day remains, the employee will be required to report to work.
Because the SDCLA recognized the importance of vacation time in providing the opportunity for rest, recreation, and personal activities, the SDCLA grants annual, paid vacations to its full-time regular employees who have completed at least one (1) year of continuous service. The amount of vacation entitlement depends on the length of service as of the employee’s anniversary date. Vacation leave shall be accrued as follows:
Years of Service Hours Per Pay period (26) Annual Hours Annual Days
0-5 3.08 80 10
6-15 4.62 120 15
16+ 6.15 160 20
Vacation Carryover Vacation may be taken as time accrues at any point during the year after the first year. However, the employee may not carry over more than one year of accrued vacation beyond the next anniversary.
Pay in Lieu of Vacation Employees are required to take their earned vacation. No payments will be made in lieu of taking vacation, except for accrued unused vacation at the time of termination.
Holiday within a Vacation Period In the event that a holiday observed by the SDCLA falls within a scheduled vacation period, and the employee is regularly entitled to the holiday, the holiday will not be counted as part of the vacation time.
Vacation Scheduling Vacation leaves and schedule must be approved by the Director at least two (2) weeks prior to the time off. Vacations shall be granted on a first come, first served basis, with consideration of the staff coverage needs. Vacation shall be charged as used in amounts of not less than ½ day (four hour) increments. Vacation leave shall not be granted for a period longer than two (2) consecutive weeks.
Vacation for Terminating Employees Employees terminating employment for any reason after twelve months of service are entitled to payment for accrued unused vacation time, calculated on a pro rate basis. An employee is eligible to be compensated for up to the employee’s maximum allowed annual accrual upon termination.
The SDCLA usually provides paid time off to all full-time regular and part-time regular employees on the following holidays:
New Year’s Day 8 hours January 1st Memorial Day 8 hours The last Monday in May Independence Day 8 hours July 4th Sweet Corn Days 6 hours 2nd Saturday in August Labor Day 8 hours The first Monday in September Thanksgiving Day 8 hours The fourth Thursday in November Christmas Day 8 hours December 25th
Annual holiday hours total 54 hours. If, in any given year, holiday hours remain unused after the provisions above have been met, additional paid time-off will be allowed with the approval of the director.
Holidays falling on a Saturday are normally observed on that Saturday. Holidays falling on a Sunday are normally observed on the following Monday. However, if the holiday is not observed on the following Monday by the local garbage hauler, the landfill will be open for business and employees will be allowed another day off during the pay period.
If a holiday falls on an employees’ regularly scheduled day off (ie.,Monday), the employee shall take the following day off (i.e., Tuesday).
In order to be eligible to receive holiday pay, the employee is required to work the regularly scheduled hours the workday preceding and workday following the holiday. In accordance with SDCLA policy, an approved vacation day or any other excused and paid day off is considered a day worked for purposes of holiday pay eligibility.
If, at the discretion of the Director, the Landfill is closed due to inclement weather, employees regularly scheduled to work that day will receive a paid day off.
The SDCLA recognizes that inability to work because of illness or injury may cause economic hardship. The SDCLA also recognizes that employees may require time off to secure necessary treatment for illnesses, injuries, and/or disabilities. For these reasons, the SDCLA provides paid sick days to full-time regular and part-time regular employees.
Paid sick leave days shall accrue at the rate of one (1) work day (8 hours) for each month of service up to a maximum of 120 days (960 hours).
No payments are made for accrued unused sick days at the end of any calendar year or in the event of termination.
Use of paid sick leave shall be granted under the following circumstances:
--Care of a minor child because of illness (provided, however, that the employee shall not be permitted to use more than ten (10) sick days in a calendar year to care for a minor child because of illness or injury.
--Doctor and dental appointments that cannot be scheduled during non-working hours. Every effort should be made to least disrupt the workday.
Sick leave shall be administered as follows:
--Requests for sick leave should be made before an employee is regularly scheduled to report for duty.
--The Director shall determine whether the request for leave shall be designated as part or all of the period of time allowed for FMLA leave, and so notify the employee.
--Sick leave shall be chargeable only when used on regularly scheduled workdays or work periods.
--Abuse of sick leave or falsification of reasons for requesting sick leave, shall not be tolerated and will subject an employee to discipline, up to and including possible termination of employment. In addition, if it is determined that use of sick leave was not justifiable under this policy, the employee’s leave time may be charged to vacation or may be without pay.
During sick leave, the employee may also be required to provide the SDCLA with additional physician’s statements on request from the SDCLA or the SDCLA’s insurance carriers, attesting to continued disability and inability to work. The employee may also be required to submit to medical examinations by physicians designated by the SDCLA at its discretion and at the SDCLA’s expense, at the beginning of, during, or at the end of the leave period, and to provide the SDCLA with access to medical records as required.
Before the employee will be permitted to return from periods of disability, the employee will be required to present the SDCLA with a note from the employee’s physician indicating that the employee is capable of returning to work and performing essential functions of the position with or without reasonable accommodation. Where required, the SDCLA will consider making reasonable accommodation for any disability the employee may have in accordance with applicable laws.
The procedure to follow when the employee is absent and other important guidelines are set forth in the discussion of the Family Medical Leave Act, absenteeism and tardiness elsewhere in these policies. All employees must familiarize themselves with these guidelines.
HEALTH INSURANCE PROGRAM
The SDCLA group health insurance program is described more fully in summary plan description booklets, which will be provided once an employee is eligible to participate in these programs. Complete description of the SDCLA group health insurance program is also in the SDCLA’s master insurance contracts with insurance carriers, which are maintained by the Director.
The SDCLA reserves the right to amend or terminate any programs or to require or increase employee premium contributions toward any benefits with or without advance notice at its discretion. This reserved right may be exercised in the absence of financial necessity.
Full-time regular employees qualify to participate in the group health insurance program.
WORKERS’ COMPENSATION INSURANCE
To provide for payment of medical expenses and for partial salary continuation in the event of an injury, occupational illness, or hearing loss arising from and in the course of employment, employees are covered by workers’ compensation insurance. The amount of benefits payable and the duration of payment depend on the nature of the injury or illness. In general, however, all medical expenses incurred in connection with an injury or illness are paid in full, and partial salary payments are provided beginning with the fourth consecutive day of absence from work or as dictated by Iowa law. The employee may select either the Workers Compensation check or use sick leave to receive a full salary amount. If the employee selects the full salary amount, the employee shall receive the Workers Compensation check and a check from SDCLA for the difference.
If employees are injured or become ill on the job, or incur an occupational disease or hearing loss, employees must immediately report the condition to the Director.
The SDCLA is a member of the Iowa Municipalities Workers’ Compensation Association.
Effective July 1, 2009, the Association implemented a new procedure for reporting injuries:
When an injury occurs, the injured employee and/or supervisor will place a call to the Company Nurse, a 24/7/365 contact center staffed by registered nurses and medical professionals. The Registered Nurse will gather the information about the incident and complete the State of Iowa’s “First report of injury” form. The nurse will assess the injury over the phone, identify the right course of treatment, and refer the employee to the most appropriate level of care. The data and reports will be transmitted to the SDCLA, claims professionals and, if necessary, the medical provider. Return to work activities will be processed through the “Company Nurse”, as well.
This procedure ensures the employee obtains appropriate medical treatment. Failure to follow this procedure may result in the appropriate workers’ compensation report not being filed in accordance with the law, which may consequently jeopardize the employee’s right to benefits in connection with the injury or illness.
This procedure does not replace the employee’s duty to report the injury to the Director as well, as soon as it is practical to do so.
Questions regarding workers’ compensation should be directed to the Director.
ACCIDENTS ON THE JOB
Accidents are instances whereby a SDCLA employee is injured, causes injuries to co-workers or private citizens, or causes damage to SDCLA or private property in the course of their normal business activities. Employees are responsible to report all accidents to the Director.
Every employee of the Agency has an obligation to notify the Director when they have been involved in or witnessed an accident or near accident. Only through prompt reporting and corrective action can personal injury or property loss be minimized.
The following policies regarding the reporting of all accidents and the preliminary investigations thereof shall be strictly observed:
Employee Injury or Accidents: When an employee is injured on the job, they must immediately contact the Company Nurse as detailed in the Workers’ Compensation Insurance section above. In addition, they must report the incident to the Director who will then initiate the following steps:
1. Make certain the employee receives the necessary medical attention 2. Alleviate any hazard contributing to the injury. 3. Complete a report of the occurrence and forward to the Agency Board.
Any employee involved in an accident while on the job, must immediately contact the Director or the Agency Board Chairperson. Employees involved in an incident or accident must not admit or sign statements of liability nor accept an offer of settlement.
Injury or Accidents to Non-Employees:All accidents in which the SDCLA may be involved that results in personal injury or death of persons not employed by the SDCLA or involve property not owned by SDCLA, shall immediately be reported by the first employee having knowledge of the event (in person, by radio, or telephone) to the Director. It is particularly important to procure names and addresses of all witnesses to the accidents.
It is important in automobile accidents to ascertain positively if any non-employee has been injured. Report the slightest injury or suspicion thereof. If there is any doubt as to the action that should be taken regarding medical or hospital treatment, communicate at once with the supervisor or Director.
---Do not assume responsibility for any accident.
---Do not obligate the SDCLA to pay for ambulance, doctor, or hospital services rendered to non-employees.
---Do not obligate the SDCLA to pay for property damage that may have occurred.
---Do not make statements admitting liability or indicating that the SDCLA will make any settlement.
---Do not discuss any accident in the presence of anyone without the proper authority present.
---The written report of accidents involving personal injury or death to non-employees shall be made immediately.
---All accidents are reportable no matter how minor. Failure to report an accident is grounds for disciplinary action up to and including termination.
All decisions as to SDCLA liability, investigation, adjustment of claims and related policy decisions, which must be made regarding the handling of accidents, settlement and adjustment, shall be referred to the Director and Agency’s attorney. Such decisions will be made after consideration of the reports from employees and the Director.
Eligible employees participate in the Iowa Public Employees Retirement System (IPERS). All pension benefits and payroll deductions are subject to the requirements of the IPERS pension fund. Chapter 97B of the Code of Iowa mandates the SDCLA’s participation in IPERS.
Employees become vested after having completed the required years of service in qualified employment. Each year, IPERS shall furnish to all employees a written statement showing the wages paid to the employee for each year of service.
Any questions regarding participation in the IPERS program should be addressed to the Director or to IPERS.
Upon the written request of the employee for educational leave, the Director shall approve or disapprove such request and forward it to the SDCLA Board for final action. Any employee may be reimbursed for educational costs, if approved by the Board, subject to the following requirements:
1. The course shall directly relate to the employee’s current job duties.
2. Such work must be completed in an officially accredited educational institution or training program.
3. The employee shall satisfy the necessary prerequisites of the course for which reimbursement is being requested and shall receive approval of the SDCLA Board prior to enrolling in the course.
4. The employee shall successfully complete the course.
5. Participation in the course shall be solely on the employee’s time unless authorized by the SDCLA Board.
The Director may approve other professional development seminars (i.e., certification, CEU’s, etc.) without SDCLA Board approval.
PERSONAL APPEARANCE AND DEMEANOR
Discretion in style of dress and behavior is essential to the efficient operation of the SDCLA. Employees are, therefore, required to dress in attire appropriate to the position and to behave in a professional, businesslike manner. Employees must use good judgment in the choice of work clothes and remember to conduct themselves at all times in a way that best represents you and the SDCLA.
Employees are also required to keep their work environment clean and orderly. Before departing at the end of their workday, employees should lock all files and cabinets and clear all work materials from desk surfaces, especially materials of a sensitive or confidential nature.
Employees failing to adhere to proper SDCLA standards with respect to appearance and demeanor are subject to disciplinary action.
PERSONAL USE OF SDCLA PROPERTY
Personal work may NOT be conducted during the employee’s regular work hours.
If an employee chooses to use SDCLA property for personal reasons after work hours, the employee must first receive permission from the Director and then must furnish their own materials and supplies including but not limited to welding supplies, fuel, building materials, cleanup supplies, etc. The employee is responsible for cleaning up the SDCLA property and equipment prior to the beginning of next work hour.
SDCLA equipment may not be taken from SDCLA property for personal use by individuals unless expressly approved by the Director who is responsible for the equipment. This equipment is limited to minor equipment (i.e., ladder, battery charger, etc.) for occasional use. In all situations, the employee is personally and financially liable for any repairs or damage caused by negligence of SDCLA property by the user.
ABSENTEEISM AND TARDINESS
The SDCLA expects all employees to assume diligent responsibility for their attendance and promptness. Recognizing, however, that illness and injuries may occur, the SDCLA has established sick leave benefits to compensate full-time regular and part-time regular employees for certain time lost for legitimate medical reasons, including time off to secure necessary treatment.
If employees must be absent because or any other cause, employees must notify the Director by the regularly scheduled starting time or a soon thereafter as possible on each day of absence unless employees are granted an authorized medical leave, in which case different notification procedures apply. (See the family and medical leaves of absence policy earlier in this policy book.) Failure to properly notify the Director results in an unexcused absence. The same procedure applies if employees find that they are going to be late.
Attendance records will be taken into consideration during performance appraisal reviews and salary reviews. Absenteeism or tardiness that is unexcused or excessive in the judgment of the SDCLA is grounds for disciplinary action, up to and including dismissal.
Employees are expected to accept certain responsibilities, adhere to acceptable business principles in matters of personal conduct, and exhibit a high degree of personal integrity at all times. This not only involves sincere respect for the rights and feelings of others, but also demands that both in business and personal life employees refrain from any behavior that might be harmful to themselves, their coworkers, and/or SDCLA or that might be viewed unfavorably by the public at large.
Whether you are on or off duty, your conduct reflects on the SDCLA. Employees are, consequently, encouraged to observe the highest standards of professionalism at all times.
Types of behavior and conduct that the SDCLA considers inappropriate include, but are not limited to, the following:
1. Falsifying employment application, employment records, or any other SDCLA records.
2. Violating the SDCLA’s nondiscrimination and/or sexual harassment policy.
3. Soliciting or accepting gratuities from citizens for the performance of the job.
4. Establishing a pattern of excessive absenteeism or tardiness.
5. Engaging in excessive, unnecessary, or unauthorized use of SDCLA’s supplies, particularly for personal purposes.
6. Use of drugs and/or alcohol while on duty, or reporting for duty, or operating SDCLA equipment or vehicles while under the influence of drugs or alcohol.
7. Illegally manufacturing, possessing, using, selling, distributing, or transporting drugs.
8. Bringing or using alcoholic beverages on SDCLA property or using alcoholic beverages while engaged in SDCLA business off SDCLA’s premises, except where authorized.
9. Fighting or using obscene, abusive, or threatening language or gestures.
10. Stealing property from co-workers, citizens, or the SDCLA.
11. Having unauthorized firearms on SDCLA premises or while on SDCLA business.
12. Disregarding safety or security regulations.
13. Engaging in insubordination, constituting a serious breach of discipline.
14. Incompetency, inefficiency, or negligence in the performance of duty.
15. Serious professional misconduct.
16. Unauthorized absence or abuse of leave privileges.
17. Use of official position for personal advantage or gain.
Discipline is necessary for the efficiency of the operation. If performance, conduct, work habits, overall attitude, or demeanor becomes unsatisfactory in the judgment of the SDCLA, whether based on any of the items listed in the immediately preceding policies, or any other SDCLA policies, rules, regulations, or conduct in which the employee engages, the employee will be subject to disciplinary action, up to and including possible termination of employment.
This policy establishes broad guidelines designed to achieve fair and equitable treatment of employees. It does not, either by itself or in conjunction with any other SDCLA documents, policy, practice, procedure, or verbal statement, create an employment contract, express or implied, or defines the employment relationship. It does not establish a rule that requires progressive discipline, or create a contract that employment will not be terminated except for certain offenses or only after certain disciplinary steps have been taken or warnings issued.
Rather, this policy and the immediately preceding section entitled “Guidelines for Appropriate Conduct” are intended to outline unacceptable employee conduct during employment and establish guidelines for dealing with employee conduct or work performance that does not meet SDCLA standards. As a guideline, it is not all inclusive. The SDCLA reserves the right to change this policy from time to time as needs dictate, and to deviate from these guidelines to appropriately address the circumstances of each situation.
Disciplinary action or measures available to the SDCLA include the following:
1. Oral reprimand 2. Written reprimand or warning 3. Suspension with loss of pay 4. Demotion 5. Discharge
Whenever an employee’s performance falls below a satisfactory level or when an employee’s conduct is inappropriate, the Director shall inform the employee promptly and specifically of such lapses. If appropriate and justified under the circumstances, following a discussion of the matter, a reasonable time for improvement or correction may be allowed before any further disciplinary action is initiated. In situations where an oral warning has not resulted in the correction of the condition or where more severe initial action is warranted, the Director will have discretion to utilize one of the other available disciplinary measures. Documented oral warnings and written warnings shall be provided to the subject employee and a copy placed in the employee’s personnel file.
In those cases where one or more written reprimands have not proven to be effective, or in those cases where the seriousness of the events or conditions warrant it, and the Director desires to impose discipline more severe than a written warning, including suspensions, demotions, and termination, the matter shall be determined by the SDCLA Board. An employee desiring to appeal the decision of the Director shall go directly to the SDCLA Board.
COMPLAINT RESOLUTION PROCEDURE
NOTE: This Complaint Resolution Procedure DOES NOT APPLY to complaints concerning discriminatory or harassing conduct. Please see the Anti-Discrimination and Harassment Policy for the appropriate complaint procedure for these issues. This procedure also does not apply to the wage process policy, for which there is not an avenue of appeal.
Misunderstandings or conflicts can arise in any organization. To ensure effective working relations, it is important that such matters be resolved before serious problems develop. Most incidents resolve themselves naturally; however, if a situation persists that an employee believes is detrimental to the employee or the SDCLA, or in which the employee feels a SDCLA policy has been violated, the employee should follow the procedure described here for bringing the complaint to management’s attention. The SDCLA will act in good faith to resolve any grievance presented by an employee through this process.
Step One: Discussing the problem with the Director is a necessary first step. Discussion of the problem shall be held with the Director within five (5) working days of the incident. Working days are defined as Monday through Friday, excluding weekends and non-working holidays. If, however, the issue is not resolved to the employee’s satisfaction at the time of the discussion, the employee shall notify the Director that the employee is going to proceed to Step Two.
Step Two: The employee having a specific complaint shall submit it in writing to the SDCLA Board within five (5) working days of the conclusion of Step One. In an effort to resolve the problem, the SDCLA Board will consider the facts, conduct an investigation, and also shall meet with the employee and the Director in an attempt to resolve the issue. The SDCLA Board will respond to all parties involved in writing regarding the issue within the next five (5) working days after the conclusion of the investigation and meeting. The decision of the SDCLA shall be final and binding.
The SDCLA does not tolerate any form of retaliation against employees availing themselves of this procedure. Any employee engaging in, or who encourages others to engage in, any retaliatory conduct against any employee who utilizes this procedure or who assists others in using this procedure, or who participates in an investigation of a complaint, shall be subject to discipline, up to and including possible termination of employment.
This procedure shall not be construed as preventing, limiting, or delaying the SDCLA from taking disciplinary action against any individual, up to and including termination, in circumstances where the SDCLA deems disciplinary action appropriate.
ELECTRONIC AND TELEPHONIC COMMUNICATIONS
All electronic and telephonic communications systems and all communications and information transmitted by, received from, or stored in these systems are the property of the SDCLA and as such are to be used primarily for job-related purposes. The use of any software and business equipment, including, but not limited to facsimiles, telecopiers, computers, and copy machines for non-job-related purposes is permissible if not excessive in the judgment of the SDCLA and is not used during work time that should be spent on SDCLA business.
Employees are not permitted to use a code, access a file, or retrieve any stored communication unless authorized to do so or unless they have received prior clearance from an authorized SDCLA representative. All pass codes are the property of the SDCLA. No employee may use a pass code or voice-mail access code that has not been issued to that employee or that is unknown to the SDCLA. Moreover, improper or inappropriate use of the E-mail system or the Internet (e.g., spreading offensive jokes or remarks or pornographic material) will not be tolerated. Employees who violate this policy are subject to disciplinary action, up to and including termination of employment.
To ensure that the use of electronic and telephonic communications systems and business equipment is consistent with the SCDLA’s legitimate governmental interests, authorized representatives of the SDCLA may monitor the use of such equipment from time to time. This may include listening to stored voice-mail messages.
Telephone Calls and Messages The SDCLA’s telephones are for business use. Employees should not make personal calls at work unless there is an illness or emergency. Personal calls in excess of three (3) per day shall be considered an abuse of telephone for non-business purposes. If personal calls are made, please limit them to three minutes.
Employees who are provided with the use of a cellular phone for official SDCLA business are required to pay for their personal calls if their phone use is in excess of the number of minutes allowed by the agreement with the cell phone company.
Hourly Employees are required to limit their personal use of the Agency telephone or their personal cell phone usage to the following situations:
· While the employee is on his/her break or lunch period · In the event of a sick family member · In the event of an emergency
It is the policy of the SDCLA to create a drug-free workplace in keeping with the spirit and intent of the Drug-Free Workplace Act of 1988. The use of controlled substances is inconsistent with the behavior expected of employees, subjects all employees and visitors to our facilities to unacceptable safety risks, and undermines the SDCLA’s ability to operate effectively and efficiently. In this connection, the unlawful manufacture, distribution, dispensation, possession, sale, or use of a controlled substance in the workplace or while engaged in SDCLA business on SDCLA’s premises is strictly prohibited. Such conduct is also prohibited during non-working time to the extent that in the opinion of the SDCLA, it impairs an employee’s ability to perform on the job or threatens the reputation or integrity of the SDCLA.
To educate employees on the dangers of drug abuse, the SDCLA has established a drug-free awareness program. Periodically, employees will be required to attend training sessions at which the dangers of drug abuse, the SDCLA’s policy regarding drugs, and the availability of counseling will be discussed. Employees convicted of controlled-substance-related violations in the workplace, including pleas of nolo contendere (i.e., no contest), must inform the SDCLA within five days of such conviction or plea. Employees who violate any aspect of this policy may be subject to disciplinary action up to and including termination. At its discretion, SDCLA may require employees who violate this policy to successfully complete a drug abuse assistance or rehabilitation program as a condition of continued employment. If such a requirement is imposed, failure to attend or successfully complete the program may result in disciplinary action, up to and including termination of employment.
SAFETY AND HEALTH
The SDCLA is committed to providing a safe and healthy working environment. In this connection, the SDCLA makes every effort to comply with the relevant federal and state occupational health and safety laws and to develop the best feasible operations, procedures, technologies, and programs conducive to such an environment.
SDCLA’s policy is aimed at minimizing the exposure of our employees, customers, and other visitors to our facilities to health or safety risks. To accomplish this objective, all SDCLA employees are expected to work diligently to maintain safe and healthy working conditions and to adhere to proper operating practices and procedures designed to prevent injuries and illnesses.
The responsibilities of all employees of the SDCLA in this regard include:
1. Exercising maximum care and good judgment at all times to prevent accidents and injuries;
2. Reporting to the Director and seeking first aid for all injuries, regardless of how minor;
3. Reporting unsafe conditions, equipment, or practices to supervisory personnel;
4. Using safety equipment provided by the SDCLA at all times;
5. Observing conscientiously all safety rules and regulations at all times; and
6. Notifying the director before the beginning of the workday, of any medication they are taking, that may cause drowsiness or other side effects that could lead to injury to them and their coworkers.
SEAT BELT/RESTRAINT POLICY
It is the policy of SDCLA that all employees operating or riding in official vehicles, equipment, personal and rental cars on official business use seat belts and shoulder restraints. It is the responsibility of the employee operating a SDCLA vehicle to require the other occupants to use seat belts and shoulder restraints while riding in the vehicle.
Employees operating equipment with a Rollover Protective Structure (ROPS) shall use seat belts when operating the equipment.
Employees are also prohibited from riding in or on parts of a vehicle not designed for human occupancy. This includes but is not limited to pickup and truck boxes, fenders, steps, bumpers, loader buckets or other equipment attachments.
Failure to comply with these rules is a violation of SDCLA safety policies, which is cause for disciplinary action.
No smoking is allowed on SDCLA property or in SDCLA vehicles, equipment, or rental vehicles in compliance with the Iowa Smoke Free Air Act of 2008.