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HomeMy WebLinkAboutOCSD 99-22 (REPEALED)RESOLUTION NO.OCSD 99-22 AMENDING RESOLUTION NO.OCSD 98-33 A RESOLUTION OF THE BOARD OF DIRECTORS OF ORANGE COUNTY SANITATION DISTRICT AMENDING POLICIES NUMBERS B30.00,C10.00,C20.O0,C30.00,C150.00,D50.00, 060.00,D90.00,AND F80.00 OF EXHIBIT “A”OF RESOLUTION NO.OCSD 98-33;ADDING POLICIES NUMBERS C20.10 AND C170.00 TO EXHIBIT “A”OF RESOLUTION NO.98-33; RATIFYING ANY ADDITIONAL AMENDMENTS TO EXHIBIT “A” OF RESOLUTION NO.98-33;AND RATIFYING THAT ALL FUTURE AMENDMENTS TO EXHIBIT “A”OF RESOLUTION NO. 98-33 BE MADE BY RESOLUTION RE HUMAN RESOURCES POLICIES AND PROCEDURES MANUAL PROVIDING FOR CLASSIFICATION,COMPENSATION AND OTHER TERMS, CONDITIONS,POLICIES AND PROCEDURES GOVERNING DISTRICT EMPLOYMENT The Board of Directors of Orange County Sanitation District, DOES HEREBY RESOLVE,DETERMINE AND ORDER: Section 1 Exhibit “A”of Resolution No.OCSD 98-33 is hereby amended by amending Policy Number B30.00,Harassment Policy,set forth in Attachment No.1,attached hereto and incorporated herein by reference. Section 2 Exhibit “A”of Resolution No.OCSD 98-33 is hereby amended by amending Policy No.C10.00,Classifications,Positions,Salary Ranges and Wages,set forth in Attachment No.2,attached hereto and incorporated herein by reference. Section 3 Exhibit “A”of Resolution No.OCSD 98-33 is hereby amended by amending Policy No.C20.O0,Compensation,set forth in Attachment No.3,attached hereto and incorporated herein by reference. Section 4 Exhibit “A”of Resolution No.OCSD 98-33 is hereby amended by adding Policy Number C20.10,Equity Adjustments,set forth in Attachment No.4,attached hereto and incorporated herein by reference. Section 5 Exhibit “A”of Resolution No.OCSD 98-33 is hereby amended by amending Policy No.C30.00,Appraisal of Performance,set forth in Attachment No.5,attached hereto and incorporated herein by reference. TLW:pj:1 I 0789:#4:1 1/02/99 1 (REPEALED BY OCSD 15-18) Section 6 Exhibit “A”of Resolution No.OCSD 98-33 is hereby amended by amending Policy Number C150.00,Deferred Compensation,set forth in Attachment No.6,attached hereto and incorporated herein by reference. Section 7 Exhibit “A”of Resolution No.OCSD 98-33 is hereby amended by adding Policy Number CI 70.00,California Wastewater Treatment Plant Operator’s Grade V Certificate Pay,set forth in Attachment No.7,attached hereto and incorporated herein by reference. Section 8 Exhibit “A”of Resolution No.OCSD 98-33 is hereby amended by amending Policy Number D50.00,Insurance,set forth in Attachment No.8,attached hereto and incorporated herein by reference. Section 9 Exhibit “A”of Resolution No.OCSD 98-33 is hereby amended by amending Policy Number D60.00,Benefits Option Plan (BOP),set forth in Attachment No.9,attached hereto and incorporated herein by reference. Section 10 Exhibit “A”of Resolution No.OCSD 98-33 is hereby amended by amending Policy No.D90.00,Tuition Reimbursement Program,set forth in Attachment No.10,attached hereto and incorporated herein by reference. Section 11 Exhibit “A”of Resolution No.OCSD 98-33 is hereby amended by amending Policy Number F80.00,Workp(ace Violence and Weapons Policy,set forth in Attachment No.11,attached hereto and incorporated herein by reference. Section 12 That any additional amendments to the Human Resources Policies and Procedures Manual,are hereby ratified. Section 13 That all other terms and conditions of Resolution No.OCSD 98-33 shall remain in full force and effect. Section 14 That all future amendments to Resolution No.OCSD 98-33 be made by Resolution. PASSED AND ADOPTED at a regular meeting held November 17,1999. Ch~~: ~“;~ 1~ TLW:pj:1 10789:#4:1 1/02/99 2 Orange County Sanitation District Policy Number:C1O.OO Effective Date:~e~b~q~i 999 Subject:CLASSIFICATIONS, POSITIONS,SALARY RANGES AND WAGES Supersedes:December 9,1998 Approved by 1.0 PURPOSE 1.1 The purpose of this policy is to establish uniform guidelines and procedures for use in the administration of the Districts’compensation programs. 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1 All Districts’employees. 3.0 DEFINITIONS Classifications are groups of positions,regardless of location,which are alike enough in duties and responsibilities to be called by the same descriptive title,to be given the same pay scale under similar conditions,and to require substantially the same qualifications. Salary Ranges are the range of pay rates,from minimum to maximum,set for a pay grade or class. 4.0 POLICY 4.1 The Districts’Compensation Program provides for the establishment of a wage and benefit structure through the Meet and Confer process that allows Districts’ managcmcnt ~to effectively compete in the labor market and to retain present employees through an internally consistent measure of relative job worth and personal merit.Every position is assigned to a salary grade based upon the duties and responsibilities of that position and the comparative market value of that job function.Comparisons are most generally made with organizations of similar size and engaged in similar occupational pursuits within the geographic area of potential recruitment.The basic salary ranges are set forth on Exhibit A A fl ~~£.............I.....___:_£L.._r.......s:.....l.A ..._n l.A and Suporvicory and Profeccional Groups are awarded nonbacebuiiding from a “merit pool”amount established annually by the Boards and allocated to each department in an amount proportional to the salary budget of employees included within the Executive Management,Management,Supervisory and Professional Groups.This merit amount is awarded to individual employees based upon their performance as determined by the performance evaluation program.In addition, employees in the Executive Management,Management,Supervisory and Professional Groups receive annual wage adjustments.The amount of the wago adjustment is determined by the Boards and is distributed equally to all omployees who at least meet expectations to keep employees at market. Page 1 Furthor,assignment of individual salarios into tho top quartile of “exempt”ranges is limited to 20 percent of the employees in the Executive Management, Management,Supervisory and Professional Groups 4..~Employees are~awarded m~m~.increasesbased ~ determined ~progra~and the..pos1ti~óf th~ I —~H ~alary within the~pay~range.Merit Matrix ~ actual.~crease~In~dd!tion,e~nplqyees ~n1heiS~p.qrvisory~and ~salaries~at market Th~Y our~i~tl~ COLA is~ba~d oii~he~€~~~Phcé~lr~~(CP l~Ail~W r~an Co~su~er~Afl Ri~rsid~,~~as ~ •~‘-~r~~r~ 4.4.Employees inthe Executive Management and Management G roups~are~awarded D~~. me~rit increases bas~d~pon theiçpe~or~ance,~as,determined by the~pertormance ~lu~átiórV ~ro ~~f~ih~itsal~ry relative to the e*tér~i m~ketJ t~J~ ~~ ~fr ~ ~ 4.5 The General Manager is authorized to employ and assign persons as needed to occupy budgeted positions and to exercise supervision over all persons in accordance with the provisions of this policy and to terminate,for cause,the employment of any regular full time employee employed under these provisions.All other employees,e.g.,probationary,part-time,and limited term/temporary and contract may be terminated at the Districts’sole discretion. 4.6 The General Manager is also authorized to employ Executive Management employees on an “at-will”basis.Such status shall be memorialized by a written agreement signed by the General Manager and the Executive Manager, acknowledging that the Executive Manager shall serve at the pleasure of the General Manager.Any Executive Management employee so employed on the date of adoption of this policy,who has not signed an “at-will”agreement may voluntarily elect to do so,but may not be required to do so. 4.7 Notwithstanding any other provisions of this policy or any prior Board action,the General Manager is authorized to periodically adjust the rate of compensation of Executive Management employees who have signed “at-will”agreements so long as. no adjustment exceeds the compensation permitted by the applicable salary range established by the Joint Boards of Directors. 4.8 Employees who believe their position is not properly classified may request a classification study of their position through their Department Head.Classification studies shall only be conducted twice a year in November and May. r~~~~.__—~___~14.8.1 Classificatiop.study requestsshouidte submitted ~p.Human R~so~yrces no later4haiV October 1~eNovemb~r cy~nolaterj~an ~~gtl a~Q~fgr the aycydei 4.8.2 All classification study findings regarding existing classifications are subject to approval by the General Manager;findings recommending ~——.,—- new job classification titles orthe reclassj j9ftofafl existing ~are subject to approval by the Districts’Boards of Directors. Page 2 4.9 The Districts are governed by the provisions of the Federal Fair Labor Standards Apt, “FLSA”,and have,in aooordance with it,after study and evaluation of the duties and responsibilities of all job classifications established those classifications that arc within the Executive Management,Management,Supervisory and Professional Groups as exempt from the provisions of the FLSA. 4.10 The District shall provide an investment incentive salary to the employees within the classifications and in the amounts,as set forth in Section 4.8.1,which amounts are based on a percentage of salary equal to the amount previously paid to designated employees pursuant to District Policy No.Cl 50.00,Section 7.1,effective October 22,1997,and repealed April 22,1998. 4.10.1 The percentage of base salary amounts are as follows: Executive management —6%(up to a maximum IRS amount) Division management and supervisor —4% Professional and confidential —3% 5.0 PROCEDURE 5.1 Employees on the Five-Step Pay Plan 5.1.1 New Employees Employees who successfully complete their Initial Probationary Period and are recommended for continued employment are eligible for consideration of a salary adjustment of up to one step (5.5%)effective on the first day of the pay period following completion of the Initial Probationary Period.The Salary Review date for subsequent annual reviews is established on the first day of a pay period following 26 weeks of continuous service and satisfactory completion of probation. 5.1.2 Annual Merit Increase Employees who are not at the top of the salary range for their classification are eligible for consideration of an annual salary adjustment of up to one step (5.5%)on their Salary Review date, provided their performance fully meets expectations. 5.1.3 Promotional Increase Employees who earn a promotion are entitled to a promotional increase of 5.5%,or to the base of the new range, whichever is greater,upon the effective date of the promotion.If an employee has not successfully completed their Promotional Probationary Period on their Salary Review date,any adjustment resulting from that annual review will be delayed until such time as the probationary period is completed. 5.2 Executive Management,Management,Supervisory and Professional Group Employees 5.2.1 New Employees Employees who are hired into Executive Management, Management,Supervisory and Professional Group positions with “exempt”salary ranges shall be offered a salary at or near the minimum of the range unless their level of background,expertise or prior earnings result in a requirement for a salary greater than the minimum.The determination of an appropriate salary should also consider relationships to other employees in the same.classification and to employees supervised,if any. Page 3 5.2.1.1 Employees in “exempt”range classifications serve a Probationary Period of six months and receive a comprehensive performance evaluation at the end of that period.Employees who successfully conclude their probation are eligible for a salary adjustment the subsequent July in accordance with the provisions of the Management Performance Review Program established by separate action of the Boards of Directors as amended from time to time. 5.2.2 Annual Management Performance Review Program An annual performance review is completed for all employees in “exempt”range classifications in accordance with the provisions of the performance evaluation Program.Performance based salary adjustments occur on the first day of the first pay period in July,and may will be prorated based upon the date of hire or promotion,or last increase in those instances whoro the individual has not concluded probation as of July 1 If the ~mployee’s probation period has not concluded as of July 1,the performance based salary adjustment is deferred until the following July and will be prpr~t~d n~L1i~9Lpromotion. 5.2.3 Promotional Increases Employees in “exempt”range classifications who earn promotions to a new “exempt”range classification will normally be offered a salary below the midpoint of the range that is commensurate with their level of training and expertise,prior earnings,and in an appropriate relationship to other employees in the same classification and to employees supervised.The new salary will normally represent an increase of at least 5.5 percent.Employees in “exempt”range classifications are not entitled to a salary adjustment at the conclusion of the Promotional Probationary Period.If the employee’s probation period has not concluded as of July 1,the performance based salary adjustment is deferred until such time as probation is succecsfully concluded ~nttl tRW Jq~g Jy.~jndwffl ~pro~jjè~]bas~d 6i~~te~of ~ 6.0 EXCEPTIONS 6.1 Sections 5.2.1,5.2.2 and 5.2.3 do not apply to “at-will”Executive Management Employees. 7.0 PROVISIONS AND CONDITIONS 8.0 RELATED DOCUMENTS 8.1 Exhibit A 8.2 Fair Labor Standards Act Page 4 ATTACHMENT “At’ cisrango 11/17/99 Orange County Sanitation District Classifications By Employee Group ___________ Operations and Maintenance (501) Pay Range Minimum Maximum Classifications IFLSA Status 2015 44,571 55,504 Lead Electrical Technician Non-Exempt 2015 44,571 55,504 Lead Instrumentation Technician Non-Exempt 2014 42,207 52,549 Electrical Technician II Non-Exempt 2014 42,207 52,549 Instrumentation Technician II Non-Exempt 2013 40,775 50,776 Lead Mechanic Non-Exempt 2013 40,775 50,776 Pump Power Operator Non-Exempt 2013 40,775 50,776 Senior Plant Operator Non-Exempt 2012 41,812 52,060 Lead Collection Facilities Worker Non-Exempt 2012 41,812 52,060 Lead Worker Non-Exempt 2012 41,812 52,060 Machinist Non-Exempt 2011 39,304 48,949 Senior Mechanic Non-Exempt 2011 39,304 48,949 Welder Non-Exempt 2010 39,040 48,612 Equipment Operator Non-Exempt 2009 37,979 47,285 Builder Non-Exempt 2009 37,979 47,285 Electrical Technician I Non-Exempt 2009 37,979 47,285 Instrumentation Technician I Non-Exempt 2008 37,737 46,973 Plant Operator Non-Exempt 2007 34,505 42,969 Electrical Maintenance Worker Non-Exempt 2007 34,505 42,969 Instrumentation Maintenance Worker Non-Exempt 2007 34,505 42,969 Painter Non-Exempt 2007 34,505 42,969 Senior Maintenance Worker Non-Exempt 2007 34,505 42,969 Senior Collection Facilities Worker Non-Exempt 2006 33,590 41,812 Mechanic Non-Exempt 2005 31,348 39,040 Collection Facilities Worker II Non-Exempt 2005 31,348 39,040 Maintenance Worker Non-Exempt 2004 30,938 38,509 Operator In Training Non-Exempt 2003 29,875 37,207 Groundskeeper Non-Exempt 2002 29,490 36,700 Control Center Clerk Non-Exempt 2001 24,184 30,093 Collection Facilities Worker I Non-Exempt 2000 22,882 28,502 Helper Non-Exempt Cisrange 11/17/99 Orange County Sanitation District Classifications By Employee Group Administrative and Clerical ___________ Exhibit A Pay Range Minimum Maximum Classifications IFLSA Status 1019 44,680 55,628 Information Services Technician Ill Non-Exempt 1017 41,714 51,940 Financial Technician Non-Exempt 1015 40,606 50,540 Graphics Coordinator Non-Exempt 1013 38,436 47,840 Senior Storeskeeper Non-Exempt 1012 38,933 48,476 Administrative Assistant Non-Exempt 1011 37,906 47,189 Graphics Services Assistant Non-Exempt 1011 37,906 47,189 Information Services Technician II Non-Exempt 1008 34,382 42,800 Information Services Technician I Non-Exempt 1007 33,444 41644 Secretary Non-Exempt 1004 31,878 39,691 Senior Accounting Clerk Non-Exempt 1004 31,878 39,691 Senior Office Aide Non-Exempt 1003 31,660 39,424 Storeskeeper Non-Exempt 1002 29,370 36,556 Accounting Clerk Non-Exempt 1002 29,370 36,556 Office Aide Non-Exempt 1002 29,370 36,556 Office Specialist Non-Exempt 1001 26,308 32,770 Office Technician Non-Exempt 904 14,468 30,164 Storeskeeper Assistant Non-Exempt 903 14,468 24,812 Technical Services Assistant Non-Exempt cisrango 11/I 7/99 Orange County Sanitation District Classifications By Employee Group ____________ Confidential Pay ______________________________________________ Range Minimum Maximum Classifications IFLSA Status 1027 42,551 52,978 Executive Assistant II Non-Exempt 1012 38,933 48,476 Executive Assistant I Non-Exempt 1012 38,933 48,476 Human Resources Assistant Non-Exempt clsrange 11/17199 Orange County Sanitation District Classifications By Employee Group Executive Management Pay Range Minimum Maximum Classifications IFLSA Status E27 $154,596 $154,596 General Manager Exempt E20 $95,676 $148,836 Assistant General Manager Exempt E19 $87,180 $139,980 Director of Engineering Exempt E19 $87,180 $139,980 Director of Operations &Maintenance Exempt E19 $87,180 $139,980 Director of General Services Administration Exempt El 9 $87,180 $139,980 Director of Technical Services Exempt E18 $85,992 $139,464 Director of Finance Exempt E18 $85,992 $139,464 Director of Information Technology Exempt El 7 $75,876 $119,784 Director of Human Resources Exempt E13 $67,128 $94,932 Director of Communications Exempt cisrange 11/17/99 Orange County Sanitation District Classifications By Employee Group ____________ Engineering Pay Range Minimum Maximum Classifications IFLSA Status 1025 49,866 62,090 Senior Construction Inspector Non-Exempt 1023 47,526 59,174 Engineering Associate Non-Exempt 1020 45,621 56,786 Construction Inspector Non-Exempt 1015 40,606 50,540 Engineer Aide III Non-Exempt 1009 36,893 45,935 Engineering Aide II Non-Exempt 1006 33,228 41,355 Engineering Aide I Non-Exempt cisrange 11/17/99 Orange County Sanitation District Classifications By Employee Group Management Pay Range Minimum Maximum Classifications IFLSA Status E16 $77,688 $109,812 Construction Manager Exempt E16 $77,688 $109,812 Engineering Manager Exempt E16 $77,688 $109,812 Environmental Compliance &Monitoring Manager Exempt E16 $77,688 $109,812 Laboratory Manager Exempt E16 $77,688 $109,812 Source Control Manager Exempt E15 $73,956 $104,616 Controller Exempt E15 $73,956 $104,616 Financial Manager Exempt E15 $73,956 $104,616 Plant Automation Manager Exempt E15 $73,956 $104,616 Contracts &Purchasing Manager Exempt E13 $67,128 $94,932 Accounting Manager Exempt E13 $67,128 $94,932 Safety/Emergency Response Manager Exempt E13 $67,128 $94,932 Maintenance Manager Exempt E13 $67,128 $94,932 Human Resources Manager Exempt E13 $67,128 $94,932 Operations Manager Exempt E13 $67,128 $94,932 Information Technology Manager Exempt cisrange 11/17/99 Orange County Sanitation District Classifications By Employee Group Professional Pay Range Minimum Maximum Classifications IFLSA Status E14 $70,380 $99,600 Chief Scientist Exempt E13 $67,128 $94,932 Assistant to the General Manager Exempt El3 $67,128 $94,932 Senior Engineer Exempt E12 $63,948 $90,468 Senior Scientist Exempt E12 $63,948 $90,468 Senior Regulatory Specialist Exempt Eli $60,828 $86,064 Engineer Exempt El 1 $60,828 $86,064 IT Strategic Implementation Leader Exempt El 0 $57,852 $81,948 Secretary to the Board of Directors Exempt E9 $55,212 $78,156 Principal Administrative Analyst Exempt E9 $55,212 $78,156 Principal Engineering Associate Exempt E9 $55,212 $78,156 Project Specialist Exempt E9 $55,212 $78,156 Regulatory Specialist Exempt E9 $55,212 $78,156 Scientist Exempt E9 $55,212 $78,156 Principal Accountant Exempt E9 $55,212 $78,156 Principal Financial Analyst Exempt E9 $55,212 $78,156 Senior Human Resources Analyst Exempt E8 $52,500 $74,292 Associate Engineer Ill Exempt E8 $52,500 $74,292 Principal Environmental Specialist Exempt E8 $52,500 $74,292 Safety &Emergency Response Specialist Exempt E7 $50,064 $70,848 Programmer Analyst Exempt E7 $50,064 $70,848 Computer Hardware Specialist Non-Exempt E7 $50,064 $70,848 Telecommunications Specialist Non-Exempt E7 $50,064 $70,848 Maintenance Planner Exempt E7 $50,064 $70,848 Contracts Administrator Exempt E6 $47,640 $67,392 Principal Laboratory &Research Analyst Exempt E6 $47,640 $67,392 Senior Administrative Analyst Exempt E5 $45,396 $64,212 Associate Engineer II Exempt E5 $45,396 $64,212 Senior Accountant Exempt E5 $45,396 $64,212 Senior Financial Analyst Exempt E5 $45,396 $64,212 Human Resources Analyst Exempt E5 $45,396 $64,212 Senior Environmental Specialist Exempt E4 $43,248 $61,236 Safety Representative Exempt E4 $43,248 $61,236 Programmer Exempt E4 $43,248 $61,236 Senior Buyer Exempt E3 $41,136 $58,260 Associate Engineer I Exempt E2 $39,252 $55,488 Contracts Specialist Exempt El $37,284 $52,908 Accountant Exempt El $37,284 $52,908 Buyer Exempt El $37,284 $52,908 Financial Analyst Exempt El $37,284 $52,908 Management Analyst Exempt cisronge 11/17/99 Orange County Sanitation District Classifications By Employee Group Supervisory Pay Range Minimum Maximum Classifications IFLSA Status E14 $70,380 $99,600 Engineering Supervisor Exempt E13 $67,128 $94,932 Environmental Management Supervisor Exempt El 2 $63,948 $90,468 Laboratory Supervisor Exempt El 1 $60,828 $86,064 Senior Operations Supervisor Exempt El 1 $60,828 $86,064 Senior Maintenance Supervisor Exempt El 1 $60,828 $86,064 Information Technology Supervisor Exempt El 1 $60,828 $86,064 Contracts &Purchasing Supervisor Exempt E9 $55,212 $78,156 Maintenance Supervisor Exempt E9 $55,212 $78,156 Operations Supervisor Exempt E9 $55,212 $78,156 Source Control Supervisor Exempt E9 $55,212 $78,156 Supervising Construction Inspector Exempt E9 $55,212 $78,156 Warehouse Supervisor Exempt cisrango 11/17/99 Orange County Sanitation District Classifications By Employee Group ___________ Technical Services Pay ________________________________________________ Range Minimum Maximum Classifications IFLSA Status 1018 43,476 54,134 Environmental Specialist II Non-Exempt 1018 43,476 54,134 Source Control Inspector II Non-Exempt 1018 43,476 54,134 Senior Laboratory Analyst Non-Exempt 1010 37,134 46,249 Environmental Specialist I Non-Exempt 1010 37,134 46,249 Laboratory Analyst Non-Exempt 1010 37,134 46,249 Source Control Inspector I Non-Exempt 1005 32,552 40,533 Source Control Technician Non-Exempt cisrange 11/17/99 Orange County Sanitation District Classifications By Employee Group ___________ “Non-Regular”Part Time Pay Range Minimum Maximum Classifications IFLSA Status 905 18,720 33,280 Intern Non-Exempt Orange County Sanitation District Policy Number:C20.OO Effective Date:~ber~I7,1~ Subject:COMPENSATION Supersedes:October 22,1997 1.0 PURPOSE Approved by: 1.1 The purpose of this policy is to establish and maintain uniform compensation standards for all Districts’employees. 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1 This policy applies to all Districts’employees,as specified herein. 3.0 DEFINITIONS 4.0 POLICY 4.1 It is the policy of the Districts to apply uniform compensation standards.The Districts’Compensation Program provides for the establishment of a wage and benefit structure through the Meet and Confer process that allows Districts’ management to effectively compete in the labor market and to retain present employees through an internally consistent measure of relative job worth and personal merit. 5.1 Exempt Employees 5.1 .1 Exempt employees shall be compensated at a monthly rate within the salary range authorized for the classification in which they are employed. 5.2 Non-exempt Employees 5.2.1 Non-exempt employees shall be compensated at an hourly rate within the salary range authorized for the classification in which they are employed. 5.0 PROCEDURE Page 1 5.3 New Employees 5.3.1 New employees in classifications within employee bargaining units other than the Professional,Supervisory,Executive Management and Management Groups who successfully complete their Probationary Period and are recommended for continued employment as regular employees,are eligible for consideration of a salary adjustment of up to one step (5.5%). 5.3.1.1 This adjustment is effective on the first day of the pay period that follows the date of completion of the Probationary Period (normally 26 weeks).The salary review date for subsequent annual reviews is the first day of the first pay period following 26 weeks of continuous service and satisfactory completion of probation. 5.3.1.2 The Salary Review date for subsequent annual reviews is the first day of that pay period following the date when probation was successfully completed. 5.4 Reviews 5.4.1 An employee in a group other than Professional,Supervisory and Executive Management and Management who is not at the top of the salary range for their position is eligible for consideration of an annual salary adjustment of up to one step (5.5%)on their Salary Review date, provided their performance satisfactorily meets expectations. 5.4.1.1 Annual performance reviews shall be completed on a form provided by the Director of Human Resources. 5.5 Promotions 5.5.1 An employee who earns a promotion is entitled to a promotional increase of at least 5.5%,or to the base of the new range,which ever is greater, upon the effective date of the promotion. 5.5.1.1 If an employee has not successfully completed the promotional probationary period on their salary review date,any adjustment resulting from that annual review will be delayed until such time as the probationary period is completed. 5.5.1.2 A new salary review date is established for any promotion to a classification not in the Professional,Supervisory,Executive Management and Management Group. 5.6 E-Range Classifications 5.6.1 An employee hired into Professional,Supervisory,Executive Management and Management Group positions with “exempt”salary ranges shall be offered a salary at or near the minimum of the range unless their level of background,expertise or prior earnings indicates a need for a salary greater than the minimum. Page 2 5.6.1.1 The determination of an appropriate salary should also consider the relationship of the employee’s proposed salary to that of other employees in the same classification and to employees supervised,if any. 5.6.2 Except for “at-will”Executive Management employees,employees in ‘exempt”range classifications serve a Probationary Period of six months and receive a comprehensive performance evaluation at the end of that period unless otherwise provided in an individual,written employment agreement. 5.6.2.1 An employee who successfully completes probation is eligible for a salary adjustment according to the provisions of the Management Performance Review Program which is in force at the time of the review. 5.6.3 An annual performance review is completed for all employees in “exempt”range classifications according to the provisions of the Management Performance Review Program. 5.6.3.1 Performance-based salary adjustments for these employees occur on the first day of the first pay period in July. 5.6.3.2 ~“-‘~-. ~..~datc of hire,aajuctmentc ~proratea ~- precnotion,or last calary-iRcrcacc in thosc instanccc where-the individual has not completed probation as of July 1.If the employee’s probation period has not concluded as of July 1,the perioruiariue uaseu saiary aujusirrieru ~s ueierreu untii rue following July and will be prorated based on date of hire or promotion. 5.6.4 An employee in “exempt”range classifications who is promoted to a new “exempt”range ôlassification will normally be offered a salary below the midpoint of the range that is commensurate with their level of training and expertise,prior earnings. 5.6.4.1 The promoted employee’s salary should be in an appropriate relationship to other employees in the same classification and to employees supervised. 5.6.4.2 The new salary will normally represent an increase of least 5.5 percent,but not exceed the third quartile of the range for the now classification 5.6.4.3 If the employoo’s probation period has not concluded as of July 1,the performance based salary adjustment is deferrod until ouch time as probation is successfully concluded.If th~ employee’s probation period has not concluded as of July 1,the performance based salary adjustment is deferred until the following July and will be prorated based on date of promotion. 5.6.4.4 This section does not apply to “at-will”Executive Management employees. Page 3 5.7 Y-Rating 5.7.1 If the duties and responsibilities of a position are allocated to a lower paid classification as a result of a classification study,the salary of the of the employee in that position shall remain unchanged (Y-rated) according to the following table: Years of Service Term of Y-rate 0-3 OneYear 4-5 TwoYears 6-10 ThreeYears 11-20 Four Years 21 or More Five Years 5.7.2 The Y-rate remains in effect until the salary range for the new classification equals or exceeds the employee’s Y-rated salary,or until the term of the Y-rate expires. 5.7.2.1 If the Y-rate expires before the employee’s salary falls within the range of the new classification,the employee shall be placed on the step of the new range nearest but not more than the Y-rated salary. 5.7.2.2 Employees become eligible for merit increases and range adjustments when the Y-rate is no longer in effect. 5.7.2.3 An employee who requests a voluntary reduction is not entitled toaY-rate. 5.7.2.4 This section does not apply to “at-will”Executive Management employees. 6.0 EXCEPTIONS 6.1 The General Manager is authorized to offer up to three (3)weeks of annual paid vacation to any prospective Executive Management employee if,in the judgment of the General Manager,such offer is necessary to attract the most qualified candidate. 6.1.1 The General Manager shall annually report all such appointments to the Board Subcommittee having responsibility for personnel matters. 6.1.2 Salary offers beyond the midpoint of a range require prior approval by the General Manager. 7.0 PROVISIONS AND CONDITIONS 8.0 RELATED DOCUMENTS (Attach salary range exhibits when available) Page 4 Orange County Sanitation District Subject:APPRAISAL OF PERFORMANCE Policy Number:C30.OO Effective Date:~ Supersedes:October 22~1997 1.0 PURPOSE Approved by: 1.1 The purpose of this policy is to establish uniform guidelines and procedures for the appraisal of employee performance. 2.0 ORGANIZATIONAL UNITS AFFECTED 1.1 This policy applies to all current employees regardless of their organizational unit. 3.1 It is the Districts’policy and the Districts’management philosophy that establishing an effective level of communication that offers consistent and continuing feedback on performance expectations and achievements will provide an environment in which our employees can perform to the best of their abilities. A performance appraisal program has been developed to provide a structure that will support the accomplishment of that goal.Important principles of the program include: 3.1.1 The Districts’overall mission is enhanced by establishing a connection between that mission and individual employees’responsibilities and objectives. 3.1.2 Recognizing employee strengths and identifying areas that may represent opportunities for improvement will affect current performance as well as enhance career potential. 3.1.3 Every individual has primary responsibility for their own performance and development. 3.1.4 The key role of the supervisor is to support an employee’s efforts to maximize their own contribution and potential. 2.0 DEFINITIONS 3.0 POLICY Page 1 4.0 PROCEDURE 4.1 New employees will receive a performance appraisal at the close of their initial probationary period to determine their suitability for continued employment with the Districts.An evaluation should also occur midway through the probationary period to ensure that performance expectations have been properly communicated and established.This will also offer an opportunity for both the employee and the supervisor to more effectively evaluate the desirability of continuing the employment relationship. 4.2 Employees who earn promotions should similarly receive a performance appraisal at the conclusion of the promotional probationary period. 4.3 An annual performance appraisal will be completed with each employee prior to their anniversary date.Professional,Supervisory,Management and Executive Management employees will receive a performance appraisal prior to any salary adjustment or merit bonus 5.0 EXCEPTIONS 6.0 PROVISIONS AND CONDITIONS 6.1 Supervisors and managers will be notified by the Human Resources Department of all evaluations that must be completed at least 45 days in advance of the due date. 7.0 RELATED DOCUMENTS Page 2 Orange County Sanitation District Policy Number:D50.OO Effective Date:~j~~2~,i999 Subject:INSURANCE Supersedes:May 13,1998 1.0 PURPOSE Approved by: 1.1 The purpose of this policy is to establish uniform guidelines and procedures for use in the administration of the District’s insurance benefits program. 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1 All District employees. 3.0 DEFINITIONS 4.1 The District shall provide medical-health insurance coverage through both health maintenance organizations and an indemnity type group health plan,life insurance,and disability insurance for the benefit of full-time employees. 4.2 All insurance coverage shall become effective on the first day of the month following one full month of employment.An open enrollment period shall be held annually in the month of June. 5.0 PLANS -PROGRAMS 5.1 Medical The District shall contribute 100%of employee only premiums for the medical health plans and shall contribute 80%of the employee +1 dependent and full family premiums.Any change in insurance rates shall be shared equally in same ratio as premiums are currently paid by the District and employees. Before the renewal of any District’s sponsored health insurance plan,the parties agree to meet and confer as to the plan. 5.1.1 Any change in insurance rates caused by a carrier after 11-25-96 are subject to the applicable provisions of the various Memoranda of Understanding approved by the Boards of Directors. 4.0 POLICY Page 1 5.2 i:ii~.The District provides term life insurance coverage for most employees.The District shall pay the full premium for term life insurance as established for each employee covered under a Memorandum of Understanding or as otherwise agreed upon. 5.3 Short Term Disability The District shall provide a non-work related,short-term disability indemnity plan that pays up to a maximum of $336 per week for up to 26 weeks following a fourteen calendar day waiting period.Employees may request to receive prorated sick leave,personal leave or vacation pay to supplement their short term disability payments in an amount such that the sum of both is equal to the employee’s regular base pay. 5.4 Long-Term Disability The District offers,at the employee’s expense,a non-work related,long-term disability indemnity plan that pays two-thirds of the employee’s rate of pay in effect at the time of such disability,not to exceed $5,000 per month,following a 90-day waiting period of continuous disability.The~District provides this coverage at the District’s expense after five years of employment. 5.5 Dental The District provides a dental ~ rj~ir~jj~p~ents at no cost for employee-only coverage and $9.00 per month for full family coverage.The balance of the premium,currently $31.28 for employee only and $75.54 for full family,is paid by the Districts 5.5 Vision The District shall provide a vision insurance plan for regular,full-time employees and their eligible dependents. 5.6 Retiring EmDloyees The District shall pay,for employees hired prior to July 1, 1988,two and one-half months’premium for each year of continuous service of a retiring employee towards the premium costs of coverage for the employee and eligible dependents under the District’s medical plan. 5.6.1 The District shall enter into an agreement with the Orange County Employee Retirement System (OCERS)to implement the retiree medical health premium offset program established by the County of Orange wherein the cost of health premiums are offset by $10 per month for every year of service up to a maximum of 25 years or $250 per month. 5.7 Workers ComDensation Insurance The District’s Workers Compensation program is self-funded and administered by a third party administrator.Workers’ Compensation insurance provides coverage for injuries arising out of employment with the District and occurring in the course of employment. 5.8 Reimbursement Account Section 125 of the Internal Revenue Code permits employees to use pretax dollars to pay for their portion of the cost of benefits under the plan through salary redirection arrangements.The available options are summarized below.For complete information regarding Flexible Spending Accounts employees must refer to the plan booklet available in the Human Resources Department.Participation in this Program does not affect the District’s contribution to the Orange County Employees Retirement System.The amount deducted shall then be repaid to the employee through the District’s provided Reimbursement Program. Page 2 5.8.1 Group Insurance Premium Group insurance premiums that are paid by salary redirection can be made on a pretax basis. 5.8.2 Medical Care Reimbursement Account The purpose of this account is to provide a method through which an employee can accumulate pretax funds in a Medical Care Reimbursement Account for the purposes of reimbursing the employee for payment of health care costs not otherwise covered by the health and medical insurance. 5.8.3 Dependent Care Assistance Account The purpose of this account is to provide a method through which an employee can accumulate pretax funds in a Dependent Care Assistance Account for the purposes of reimbursing the employee for chUd care expenses or day care for a disabled dependent. 6.0 EXCEPTIONS 6.1 7.0 PROVISIONS AND CONDITIONS 7.1 No combination of disability or sick leave pay shall result in more than an employee’s regular rate of pay.Employees may not receive short-term and long- term disability benefits at the same time.An employee who is otherwise not eligible for District paid long-term disability may purchase such coverage at their own expense. 7.2 In the event the District adds additional optional insurance plans,the District’s share of the premium shall be the same as for existing plans as set forth above. In the event the District changes underwriters for existing insurance plans,the District’s share of the premium shall be the same as for existing insurance plans as set forth above. 8.0 RELATED DOCUMENTS Page 3 Orange County Sanitation District Policy Number:D60.OO Effective Date:iôbe~~j~j~9 Subject:BENEFITS OPTION PLAN (BOP) Supersedes:October 22,1997 Approved by 1.0 PURPOSE 1.1 The purpose of this policy is to establish uniform guidelines and procedures for administering the Benefits Option Plans (BOP). 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1 This policy applies to employees in the Professional,Supervisory,Management and Executive Management Groups. 3.0 DEFINITIONS The Benefits Option Plan is a provision in the District’s policies that provides employees in the Professional,Supervisory,Management and Executive Management groups with supplemental income that can be used for a variety of purposes as specified herein. 4.0 POLICY 4.1 It is the District’s policy to allow employees in the Professional,Supervisory, Management and Executive Management groups to participate in the BOP in accordance with this policy. 5.0 PROCEDURE 5.1 Employees in the Professional,Supervisory,Management and Executive Management ~who have successfully completed their probationary period are entitled to participate in the BOP.Under the provisions of the BOP, Professional employees will receive $7-SO ~O(~annually,and Supervisors, Management and Executive Management employees ~l~ec~J~$1250 annually to offset the cost of professional licenses,memberships,subscriptions,tuition reimbursement and medical expenses.The Benefits Option Plan will be distributed semi-annually in January and July of each year. 6.0 EXCEPTIONS 6.1 ~g~lefô~OP~. 7.0 PROVISIONS AND CONDITIONS 8.0 RELATED DOCUMENTS ‘~‘~~Orange County Sanitation District~J) ~II ~HE~” Policy Number:D90.00 Effective Date:October 22,1997 Subject:TUITION REIMBURSEMENT PROGRAM Supersedes:Tuition Assistance 1.0 PURPOSE Approved by: This program is designed to encourage self-development of District employees by providing qualifying employees with tuition reimbursement for job-related educational courses at accredited colleges,universities,or other approved institutions provided that such courses are primarily for the purpose of: •Increasing capabilities in their present positions within the District •Preparing for positions to which the employee could be reasonably expected to advance within the District •Updating professional and/or technical capabilities that are pertinent and beneficial to the District 2.0 ORGANIZATIONAL UNITS AFFECTED This policy applies to all District’s regular,full-time employees. 3.1 Qualifying Employees:regular,full-time employees who have completed their initial probationary period. 3.2 Regular Full-time Employees:qualifying employees who regularly work an 80- hour,biweekly pay period. 3.3 Tuition Reimbursement:a reimbursement program of eligible expense for qualifying employees who attend,on their own time,District-approved courses at accredited colleges,universities,or other approved institutions of the employees’ choosing. The District will reimburse employees who successfully complete education courses that serve the mission and goals of the District at accredited institutions in compliance with Section 1.0 ‘PURPOSE,”provided that the reimbursement is within the individual maximum and overall limits of the authorized tuition reimbursement budget. 5.0 REQUIREMENTS 5.1 Employees can be reimbursed for the following: •Specific,job-related associate,baccalaureate,and graduate degree programs 3.0 DEFINITIONS 4.0 POLICY Page 1 •Specific,job-related courses through accredited colleges or universities •Specific,job-related courses offered through an approved institution of study 5.2 When an employee has completed each pre-approved course with a grade of “C”or better for undergraduate or “B”or better for graduate work,the District will reimburse the employee the cost of tuition,books,and required fees not to exceed $5,250 per calendar year. Examples of eligible and ineligible expenses are: Eligible Expenses Ineligible Expenses •Tuition •Application fees •Registration fees •Material fees •Laboratory fees •Travel •Parking fees •Optional student fees •Required textbook costs •Doctoral dissertation fees •Health fees •Masters thesis fees 6.0 PROCEDURE 6.1 Pre-Approval Process 6.1.1 Employee seeking tuition reimbursement: 6.1.1.1 Prior to the start of a course or degree program,submits to the Education and Training Division for the semester or quarter,a Tuition Reimbursement Pre-Approval Application with Sections 1,2 and 3 (Manager’s Review and Pre-Approval)completed. Note:Although not required,it is advisable to submit the -completed application prior to registering for the course or program so that approval can be determined before the employee incurs any expenses. 6.1.1.2 If seeking pre-approval for courses in a degree program,submit a list of approved courses prepared by the school and signed by the employee’s advisor at the beginning of the program. Submit this list with the initial Tuition Reimbursement Pre Approval Application. 6.1.2 The Education and Training Division Manager: 6.1 .2.1 Reviews the Tuition Reimbursement Pre-Approval Application. 6.1.2.2 If incomplete,returns the application to the employee with a Status form indicating the date that the employee must correct and return the application to the Education and Training Division. 6.1.2.3 If approved,signs the Tuition Reimbursement Pre-Approval Application and forwards a copy of the application and a Tuition Reimbursement Application to the employee. 6.1.2.4 If the application is not approved,returns the application to the employee with a Status form indicating the reason(s)for non-approval. Page 2 6.2 Reimbursement Process 6.2.1 Within 60 calendar days following the end of the course(s),the employee submits the Tuition Reimbursement Application with Section 1 completed to the Education and Training Division with the following documents attached: •Official record of final grade •Receipts for tuition and eligible fees paid •Receipts for books 6.2.2 The Education and Training Division Manager: 6.2.2.1 Reviews the Tuition Reimbursement Application and attached documentation. 6.2.2.2 If incomplete,returns the application to the employee with a Status form indicating the date that the employee must correct and return the application to the Education and Training Division. 6.2.2.3 If approved,signs the application and forwards the approved application to the Accounting Division and a copy to the employee indicating reimbursement status. 6.2.2.4 If the application is not approved,returns the application to the employee with a Status form indicating the reason(s)for non-approval. 7.0 EXCEPTIONS 7.1 If an employee terminates employment or gives notice of termination prior to the completion of a course,no reimbursement will be made. 7.2 Employees will not be reimbursed for tuition costs covered under Veterans Administration Programs or other government sponsored programs. 7.3 Reimbursement may be authorized whenever the employee’s manager and Education and Training Division Manager determine that there is substantial benefit to be derived by the District when an employee takes a course or program that does not meet the requirements of Section 6.1,for example, courses for impacted or transitional employees and/or non-credit courses. 8.0 PROVISIONS AND CONDITIONS 8.1 An employee who receives payments for formal course work through the Tuition Reimbursement Program will be required to reimburse the District if the employee voluntarily leaves the District’s employment within two years of completing the course work.The General Manager,under unusual circumstances or on an individual basis,may waive the repayment requirement. 8.2 Reimbursement will be at the discretion of the District provided the employee meets the criteria specified in this policy. Page 3 9.0 RELATED DOCUMENTS 9.1 Fair Labor Standards Act,as amended. 9.2 Sections 127 and 132-J8 of the Internal Revenue Code. Page 4 Orange County Sanitation District Policy Number:F80.OO Effective Date:óf~7~jJ~9 Subject:WORKPLACE VIOLENCE~1 ~ Supersedes:December 9,1998 Approved by 1.0 PURPOSE 1.1 To promote a safe work environment for all employees. 1.2 To establish and maintain a workplace that is free from violence,threats of violence,harassment,intimidation,and other disruptive behavior. 1.3 To encourage and foster a workplace that is characterized by respect and the use of acceptable conflict resolution techniques. 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1 This policy applies to all District employees,regardless of their organizational unit,on District property or off site with a District employee.~ ~ 3.0 DEFINITIONS 3.1 Workplace violence includes threats,violent behavior,harassment,intimidation and other disruptive behavior,direct,indirect,implied or actual from any person, and directed toward any person,occurring at a District facility or in connection with the conduct of District business without regard to location. 4.0 POLICY 4.1 It is the District’s policy to provide a safe work environment for its employees. The District is committed to working with its employees to maintain a workplace free from violence,threats of violence,harassment,intimidation,and other disruptive behavior.All employees are responsible for maintaining a safe work environment. 4.1.1 Violence,threats,harassment,intimidation,and other disruptive behavior in the District’s workplace will not be tolerated;furthermore,all reports of these types of incidents will be seriously reviewed and will be appropriately resolved. 4.1.2 This policy applies to all incidents involving District employees while they are on duty,on or off plant sites,and incidents involving non-employees perpetrating violence against District employees while they are on duty. 4.2 Available conflict resolution techniques,such as problem solving,grievance procedures and appeals processes,will be used to appropriately resolve conflicts that arise in our workplace. 4.3 The District strictly prohibits persons from possessing weapons including,but not limited to,firearms,explosives,and knives,clubs and incendiary devices on District premises,in District vehicles,in private vehicles parked on District property,and in the possession of District employees while on duty performing District related business assignments,. 5.0 PROCEDURE 5.1 Prohibited Conduct 5.1.1 The commission or threat of an act of workplace violence,harassment, intimidation,or other disruptive behavior is prohibited.The following examples of such conduct,while not all-inclusive,provide an indication of the types of behaviors that are considered unacceptable.An employee who displays/exhibits prohibited conduct under this policy with regard to one or more of the following may be subject to disciplinary action,up to and including termination,after consideration of the employee’s past performance,prior discipline,length of service and work history: 5.1.1.1 Causing physical injury to another person; 5.1.1.2 Making threatening remarks,whether with intent to harm or in jest; 5.1.1.3 Aggressive,hostile or harassing behavior that creates a reasonable fear of injury to another person or subjects another individual to emotional distress; 5.1.1.4 Intentionally damaging employer property or property of another individual; 5.1.1.5 Possession of a weapon while on District property or while on District business;or, 5.1.1.6 Committing acts motivated by,or related to,sexual harassment or domestic violence. 5.1.1.7 Other acts or threats of violence as determined by the District. 5.1.2 Persons who engage in prohibited conduct may also be subject to legal action by law enforcement authorities. 5.2 Reporting 5.2.1 If the incident involves an emergency and requires the direct intervention of public safety personnel (i.e.,law enforcement or emergency medical services),immediately CALL extension 222. 5.2.1.1 Control Center personnel will contact emergency services via 911 and will coordinate the response of public safety personnel. 5.2.2 Any situation involving the commission or threat of violence,harassment, intimidation,other disruptive behavior,~or any other potentially dangerous situation must be promptly reported to a supervisor or the Human Resources Department. 5.3 Risk Reduction Measures 5.3.1 Employees at Risk 5.3.1.1 Employees are expected to exercise good judgement and to notify their supervisor or the Human Resources Department if a co-worker,or other person on District property or business, exhibits behavior that could be a sign of potentially dangerous situations.Such behavior includes,but is not limited to,the following: 5.3.1.1.1 Discussing the use of weapons as a means to perpetrate violence against another or bringing them to the workplace; 5.3.1.1.2 Displaying overt signs of extreme stress, resentment,hostility or anger; 5.3.1.1.3 Making threatening statements or remarks; 5.3.1.1.4 Sudden or significant deterioration in performance; 5.3.1.1.5 Displaying irrational or inappropriate behavior. 5.3.2 Hiring 5.3.2.1 The Human Resources Department takes reasonable measures to conduct background investigations in order to review candidates’backgrounds and to reduce the risk of hiring individuals with a history of violent behavior. 5.3.3 Enforcement 5.3.3.1 Threats,threatening conduct,harassment,or any other act of aggression or violence within the District’s work environments will not be tolerated.All reports of these types of incidents will be promptly investigated and will be appropriately resolved. 5.3.3.1.1 Any employee determined to have committed such acts will be subject to disciplinary action,up to and including termination. 5.3.3.1.2 Non-employees engaged in violent acts on District premises will be reported to the proper authorities and fully prosecuted. 6.0 EXCEPTIONS 6.1 Knives traditionally used as tools and having a blade length of three and one-half (31/2)inches or less are only considered weapons when used or displayed in a threatening manner. 7.0 PROVISIONS AND CONDITIONS 7.1 Post in offices. 7.2 Place in the Human Resources Policies and Procedures Manual and on the I ntranet. 8.0 RELATED DOCUMENTS 8.1 Policy Fl 0.00,Rules of Conduct 8.2 Policy B30.O0,Harassment 8.3 Fircarmc and Weaponc Policy 8.4 Memorandum of Understanding for: 8.4.1 SPMT Bargaining Unit 8.4.2 Local 501 Bargaining Unit 8.4.3 OCEA Bargaining Units 8.4.3.1 Administrative and Clerical 8.4.3.2 Engineering 8.4.3.3 Technical Services 8.5 Integrated Emergency Response Plan Orange County Sanitation District Policy Number:B30.OO Effective Date:April 28,1999 Subject:HARASSMENT POLICY Supersedes:October 22,1997 1.0 PURPOSE Approved by: 1.1 It is the policy of the Orange County Sanitation District to provide a working environment for all employees which is free of harassment and discriminatory intimidation whether based on race,color,religion,sex,sexual orientation,age, national origin,disability,veteran status,marital status,exercise of rights relating to family care leave,or any other legally protected basis. 1.2 All District employees are expected to support and comply with this policy.Any supervisor or manager observing or knowing of a harassing situation shall take immediate action to stop it.Supervisory and management personnel who receive reports of harassment are expected to consider all such complaints seriously and take immediate steps to implement this policy in accordance with the provisions contained herein. 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1 This policy applies to all employees regardless of their organizational unit: Additionally,all persons who perform any services for the District,regardless of their employment status,are covered by this policy. 3.0 DEFINITIONS 3.1 Harassment for the purposes of this policy,includes verbal,physical or visual conduct that is so severe and pervasive that it creates a hostile or abusive working environment,and interferes with an employee’s ability to do his or her job. Examples of Prohibited Behavior: •Verbal conduct such as epithets,demeaning comments of a personal nature, derogatory jokes,slurs,yelling,screaming,intimidation or threats. •Physical contact such as assault,unwanted touching,blocking normal movement,pushing or interfering with work because of sex,race or any other protected basis. •Retaliation for having reported or threatened to report harassment. Page 1 3.2 Sexual Harassment may involve the behavior of a person of either sex against a person of the opposite or same sex,and occurs when such behavior constitutes unwelcome sexual advances,unwelcome requests for sexual favors,and other unwelcome verbal,physical,or visual behavior of a sexual nature where: •Submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment; •Submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting the individual’s welfare;or •Such conduct has the purpose or effect of substantially interfering with an individual’s welfare or work performance,or creates an intimidating,hostile, offensive,or demeaning work environment. Examples of Prohibited Behavior: Prohibited acts that constitute sexual harassment may take a variety of forms.Examples of the kinds of conduct that may constitute sexual harassment include,but are not limited to: •Unwelcome sexual propositions,invitations,solicitations,flirtations and gestures. •Threats or insinuations that a person’s employment,wages,promotional opportunities,or other conditions of employment may be adversely affected by not submitting to sexual advances. •Unwelcome verbal expressions of a sexual nature,including graphic sexual commentaries about a person’s body,dress,appearance or sexual activities; the unwelcome use of sexually degrading language,jokes or innuendoes; unwelcome suggestive or insulting sounds or whistles. •Sexually suggestive objects,pictures,videotapes,audio recordings or literature placed in the work area which may embarrass or offend individuals. •Unwelcome touching,patting or pinching. •Consensual sexual relationships where such relationships lead to favoritism of a subordinate employee with whom the superior is sexually involved and where the conduct has the purpose or effect of substantially interfering with another individual’s welfare or work performance,or creates an intimidating, hostile,offensive,or demeaning work environment. 4.0 POLICY 4.1 The Orange County Sanitation District will not tolerate any form of harassment and is committed to providing a work environment that is free from unlawful discrimination. 4.2 The District will take allegations of harassment seriously and will respond promptly to complaints of harassment.Where it is determined that inappropriate Page 2 conduct has occurred,the District will act immediately to eliminate the conduct and impose such corrective action as is necessary,including disciplinary action where appropriate. 5.0 PROCEDURE 5.1 Any employee who believes that he or she has been the victim of harassment prohibited by this policy must immediately report the matter,verbally or in writing, to his or her supervisor or manager,or to any other supervisor or manager, including the General Manager,or to the Human Resources Department. 5.2 Upon receipt of the complaint,the District will promptly investigate the allegation in a fair and expeditious manner.The investigation will be conducted in such a way as to maintain confidentiality to the extent practicable under the circumstances and permissible under the law.If it is determined that unlawful harassment has occurred,appropriate corrective action will be taken. 5.3 It is important to be aware that under the California Fair Employment and Housing Act (“FEHA”),employees may be held personally liable for any acts of unlawful harassment. 6.0 EXCEPTIONS 7.0 PROVISIONS AND CONDITIONS 7.1 Post in offices. 8.0 RELATED DOCUMENTS Page 3 •Orange County •Sanitation District Policy Number:B120.OO Effective Date:October 22,1997 Subject:OUTSIDE EMPLOYMENT Supersedes: 1.0 PURPOSE Approved by: 1.1.The purpose of this policy is to establish uniform guidelines and procedures for employees engaging in outside employment. 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1.This policy applies to all current employees regardless of their organizational unit. 3.0 DEFINITIONS 4.0 POLICY 4.1.It is the Districts’policy to allow employees to perform other services or hold other employment outside of the Districts in accordance with the procedures and provisions of this policy. 5.0 PROCEDURE 1.1.Performing other services or holding other employment outside of the Districts requires annual approval of the General Manager based upon the following conditions: 5.1.1.The services for which the employee will be compensated must not be performed on Districts’time or with Districts’material. 5.1.2.The outside services shall not give rise to a real or apparent conflict of interest with the Districts’interests,nor potentially require the disclosure of confidential information acquired in the course of Districts’ employment. 5.1.3.The performance of such services shall not affect the employee’s efficiency and job performance for the Districts. 5.1.4.The outside activity must not bring discredit upon or reasonably cause unfavorable criticism of the Districts,or impair public confidence in the integrity of the Districts. Page 1 6.0 EXCEPTIONS 7.0 PROVISIONS AND CONDITIONS 7.1.The provisions of Government Code Section 1126 shall apply to all such services. 8.0 RELATED DOCUMENTS 8.1.Government Code Section 1126 Page 2 Orange County Sanitation District Policy Number:C20.1O Effective Date:July 1,1999 Subject:Equity Adjustments Supersedes:N/A 1.0 PURPOSE Approved by: 1.1 The purpose of this policy is to establish uniform guidelines and procedures for use in the distribution and administration of equity adjustments. 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1 All full-time regular employees. 3.0 DEFINITIONS 3.1 IneQuity —Unusual salary disparity either between an employee and the market or between two or more employees. 3.2 Peers —Employees in the same or comparable classifications performing similar or comparable job duties and responsibilities.The classifications have the same or comparable requirements for education,experience,knowledge,skills and abilities. 3.3 ComDetencies —The education,experience,responsibilities,knowledge,skills and abilities an employee possesses.The acquisition of new or different competencies that support the operational unit tend to broaden the scope of the job. 3.4 Market —Ten comparable California utilities. 3.5 Market Rate —The average salary being paid in the market for a given job.The District conducts a salary survey every two years to determine market rates. 4.0 POLICY 4.1 It is District policy to correct pay inequities,in accordance with this policy,that can not be remedied with the annual merit review program. 4.2 All District employees may be eligible for equity adjustments. 5.0 EQUITY ADJUSTMENT CATEGORIES 5.1 External Equity Adiustment —An equity adjustment may be made to an employee’s salary so that the salary corresponds to rates prevailing in the external market for an employee’s job.This adjustment may be made to bring an employee’s salary closer to the market rate for his or her position. 5.2 Internal Equity Adjustment —An adjustment may be made to an employee’s salary so that the salary corresponds to the job’s relative value to the organization. 5.2.1 Relationship to Subordinates —An equity adjustment may be made to correct an inequity that exists between a supervisor and his or her subordinate(s). 5.2.2 Relationshir~to Peers —An equity adjustment may be made to correct an inequity that exists between an employee and his or her peer(s).The adjustment would be required to create or reduce differential between employees with significant differences in contribution levels. 5.2.3 Individual Equity Adiustment —An adjustment may be made to an employee’s salary so that the salary corresponds to the employee’s competency level.The adjustment may be made when an employee’s level of contribution increases significantly as the result of an increase in responsibilities. 6.0 PROCEDURES 6.1 Equity adjustment requests are submitted as Decision Packages during the normal budget process each year. 6.2 Each Decision Package must include justification for the equity adjustment request.Justification should include the employee’s name;the Equity Adjustment Category;the employee(s)with whom the inequity exists,if applicable;the amount of equity adjustment required to correct the inequity;and, any other supporting information. 6.3 In unusual circumstances,a request may be considered outside of the budget process.Consideration is initiated by submitting a Justification Memo,outlining the information listed in Section 6.2 of this policy,to Human Resources.Equity adjustments recommended outside of the budget process will be considered once a year in November.The equity adjustment,if approved,will be funded by the General Manager’s contingency fund. 6.4 Human Resources will review all equity adjustment requests to ensure compliance with the District’s Salary Structure and Compensation Policy;to provide market or peer comparative data;to provide data for comparison across departments;and,to provide information and advice as requested. 6.5 If an equity adjustment has been approved,either through the budget process or outside of the budget process,Human Resources will process the equity adjustment increase by generating an Employee Status Change Form and obtaining the necessary signatures. 6.6 The General Manager will sign all Employee Status Change Forms. 6.7 Equity adjustment increases authorized in the budget process will be made effective at the start of the first pay period of the new fiscal year.All other adjustments will be made effective on the first day of the pay period in which the Employee Status Change Form is submitted to Payroll. 6.8 There shall be no right to an equity adjustment.Such adjustments shall be made at the sole discretion of the District and shall not be subject to the grievance procedure or to judicial review. 7.0 EXCEPTIONS 7.1 Employees on Performance Improvement Plans (PIP’s)are not eligible for equity adjustments. 8.0 PROVISIONS AND CONDITIONS 9.0 RELATED DOCUMENTS r •Orange County Sanitation District Policy Number:C150.OO Effective Date:April 22,1998 Subject:DEFERRED COMPENSATION Supersedes:October 22,1997 1.0 PURPOSE Approved by: 1.1 The purpose of this policy is to establish uniform guidelines and procedures for Deferred Compensation. 2.0 ORGANIZATIONAL UNITS AFFECTED 1.1 Deferred Compensation is available to all employees in accordance with the provisions of this policy,Internal Revenue Service (IRS)regulations,and District’s Board Resolution Nos.95 80 and 95 81 ~and as each may be amended from time to time. 3.0 DEFINITIONS Deferred Compensation is that portion of an employee’s wages that has been deferred from paying income tax in the year in which it is earned and put into a Deferred Compensation investment account. 4.0 POLICY 4.1 The District’s Deferred Compensation Plan allows full-time employees to defer income tax liability on a portion of their wages until such time as those funds are withdrawn from the fund because of death,disability,retirement,hardship or termination of employment with the District in accordance with the following procedures,.provisions,conditions,and District’s Board Resolution 95 80 and 95 81 ~as amended from time to time. 5.0 PROCEDURE 5.1 Employees may participate in the District’s Deferred Compensation Plan and program approved separately by the Board of Directors,and amended from time to time,subject to all requirements for participation established by the District. 6.0 EXCEPTIONS 7.0 PROVISIONS AND CONDITIONS 1.1 The provisions of tho Plan differ according to job classification,and any Districts’ contributions towards the employee’s account aro considered as part of the employee’s total compensation.The following table shows tho Districts’contribution to an employee’s deferred compensation account,in both matching and non matching funds, as those relate to employee categories Page 1 Non Exempt ~I Matching Not AppIica~ 1.0% 2.0% 37o~ Non-matching Not Appi 2.0% 2.0% 3.0% r fin Supervisors and Division Managers Department Head Gon.Mgr.and Acst.Gen.Mgr.~I,puy The minimum deposit per pay period is $25,and the total annual maximum d~nosit 25 percänt of an employee’s gross salary,whichever is less,in accordance WILII uri~regulations and the Districts’Boards Joint Resolution Nos.95 80 and 95 81 8.0 RELATED DOCUMENTS 8.1 United States Government Internal Revenue Code. 1.2 District’s Boards Joint Resolution Nos.95 80 and 95 81 ~ _-,- is $7,500 or ..:SL.Inn Page 2 •Orange County Sanitation District Policy Number:Cl 70.00 Effective Date:April 28,1999 Subject:California Wastewater Treatment Plant Operator’s Grade V Certificate Pay. Supersedes:N/A . Approved by 1.0 PURPOSE 1.1 To establish uniform guidelines and procedures for California Wastewater Treatment Plant Operator’s Grade V Certificate pay. 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1 This policy applies to all employees in the Operations Division who have obtained a California Wastewater Treatment Plant Operator’s Grade V Certificate and who perform duties involving the operation and control of wastewater through the treatment plant. 3.0 DEFINITIONS 4.0 POLICY 4.1 It is the policy of the District to compensate employees in the Operations Division who perform duties involving the operation and control of wastewater through the treatment plant for the obtainment of a California Wastewater Treatment Plant Operator’s Grade V Certificate. 5.0 PROCEDURE 5.1 Employees who perform duties involving the operation and control of wastewater through the treatment plant are eligible to receive a quarter of a 5.5%step increase,or a 1.375% increase,upon obtainment of a California Wastewater Treatment Plant Operator’s Grade V Certificate. 5.2 Employees who fail to maintain their Grade V Certificate will lose the Grade V Certificate pay. 6.0 EXCEPTIONS 6.1 Employees in classifications with a minimum qualification of California Wastewater Treatment Plant Operator’s Grade V Certificate are not entitled to the Grade V Certificate pay. 7.0 PROVISIONS AND CONDITIONS 8.0 RELATED DOCUMENTS H:\WP.DTA\HR\OPEN\HR POLICIES\UPDATED TO WORD\C170.OO CALIFORNIA WASTEWATER TREATMENT PLANT OPERATOR’S Page 1 GRADE V CERTIFICATE PAY.DOC