HomeMy WebLinkAboutOCSD 02-19 (REPEALED)RESOLUTION NO. OCSD 02-19
AMENDING RESOLUTION NO. OCSD 98-33
A RESOLUTION OF THE BOARD OF DIRECTORS OF ORANGE COUNTY
SANITATION DISTRICT AMENDING THE HUMAN RESOURCES POLICIES AND
PROCEDURES
*****************************
The Board of Directors of Orange County Sanitation District,
DOES HEREBY RESOLVE, DETERMINE AND ORDER:
Section 1: That Exhibit "A" of Resolution No. OCSD 98.:.33 is hereby amended by
amending Policy No. D51.00, Pro-Rata Benefits for Part-time Employees, set forth in Attachment No.
1, attached hereto and incorporated herein by reference.
Section 2: That Exhibit "A" of Resolution No. OCSD 98-33 is hereby amended by deleting
Policy No. D60.00, Benefits Option Plan, set forth in Attachment No. 2, attached hereto and
incorporated herein by reference.
Section 3: That Exhibit "A" of Resolution No. OCSD 98-33 is hereby amended by adding
Policy No. D120.00, Professional and Technical Memberships and Fees, set forth in Attachment
No. 3, attached hereto and incorporated herein by reference.
Section 4: That Exhibit "A" of Resolution No. OCSD 98-33 is hereby amended by
amending Policy No. F10.00, Rules of Conduct, set forth in Attachment No. 4, attached hereto and
incorporated herein by reference.
Section 5: That Exhibit "A" of Resolution No. OCSD 98-33 is hereby amended by adding
Policy No. F41.00, Vehicle Usage Policy, set forth in Attachment No. 5, attached hereto and
incorporated herein by reference.
Section 6: That all other terms and conditions of Resolution No. OCSD 98-33, as
previously recommended, shall remain in full force and effect.
Section 7: That all future amendments to Resolution No. OCSD 98-33 be made by
Resolution.
PASSED AND ADOPTED at a regular meeting held October 23, 2002.
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G:\wp.dta\admin\BS\Resolutions\2002\02-19.HR Policy.doc
REPEALED BY
OCSD 15-18
Subject:
Orange County
Sanitation District
Pro Rata Benefits for
Part-Time Employees
Effective Date: t9.o , · ~
June 27, 2001
Supersedes: ·-"
Approved by:
C120.00 Former Full Time
Employee Benefits
Lisa L. Tomko
1.0 PURPOSE
1.1. The purpose of this policy is to establish uniform guidelines for use in the
administration of the benefits program provided for regular employees working in
a part-time status.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 . All regular District employees working in a part-time status.
3.0 DEFINITIONS
3.1 Part-time employees regularly work less than 80 hours in a biweekly pay period.
4.0 POLICY
4.1 Notwithstanding any other provision herein, the General Manager is authorized to
confer the benefits set forth under the District's policies and procedures
regarding leave of absence with or without pay (~~[Ygffilg~J~w~M~). vacations,
sick leave, personal leave, holidays, tuition reimbursement, insurance, severance
pay, shall apply to regular part-time employees on a prorated basis as follows:
HOURS OF WORK PER WEEK PERCENT BENEFIT/SUBSIDY
0-~19 None
20-oodeF 29 50 percent
30-39 75 percent
4.2. Pro rata insurance benefits mean the employee will be responsible for payment
of the pro-rated amount of the insurance premium. Insurance benefits consist of:
Medical, Dental, Vision, Life and Short and Long-Term Disability.
5.0 PROCEDURE
With respect to insurance, employees pay premiums through monthly payroll
deduction, according to the chart in section 4.1.
Page 1 of2
6.0 EXCEPTIONS
7.0 PROVISIONS AND CONDITIONS
8.0 RELATED DOCUMENTS
Page 2 of2
Policy deleted -BOP benefit eliminated.
~ Orange County Policy Number: D60.00
Sanitation District Effective Date: October 24, 2002
Subject: BENEFITS OPTION PLAN (BOP) Supersedes: April 26, 2000
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.
The reimbursement period is defined as the six months prior to the month in which the
BOP is to be paid out.
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 group who have successfully completed their probationary period
are entitled to participate in the BOP. Employees must be off probation within
the reimbursement period to be eligible for BOP. Under the provisions of the
BOP, Professional employees will receive $1,000 annually, and Supervisors,
Management and Executive Management employees will receive $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 Employees who are within their initial six-month probationary period are not
eligible for BOP.
7.0 PROVISIONS AND CONDITIONS
8.0 RELATED DOCUMENTS
~ Orange County Policy Number: D120.00
Sanitation District Effective Date: October 24, 2002 =
Subject: PROFESSIONAL AND Supersedes: N/A
TECHNICAL MEMBERSHIPS
AND FEES
Approved by: Lisa L Tomko
1.0 PURPOSE
1.1 This policy provides the guidelines for budgeting, approving and paying of
employee membership in professional and/or technical organizations. This
program encourages employees to update and maintain professional and/or
technical capabilities that are pertinent and beneficial to the District. The District
will pay the professional and/or technical organization membership fees
associated with acquiring and maintaining District approved memberships.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all District regular, full-time employees.
3.0 DEFINITIONS
3.1 Qualifying Employees: regular, full-time employees who have completed their
initial probationary period.
3.2 Regular Full-time Employees: employees who regularly work an 80-hour,
biweekly, full benefit pay period.
4.0 POLICY
4.1 The District shall pay for membership fees associated with acquiring and
maintaining District-approved professional and/or technical associations that are
deemed pertinent and beneficial to the District and employees.
5.0 REQUIREMENTS
5.1 All paid membership fees must be budgeted.
5.2 District approved city, county, state and federal technical and professional licenses,
certifications and registrations are not eligible for payment through the Professional
and Technical Memberships and Fees policy. These reimbursements are processed
through the Certification Reimbursement Program.
6.0 PROCEDURE
6.1 Budgeting Membership Fees
6.1.1 Each division shall determine if the requested membership is pertinent
and beneficial to the District and employee.
Page 1 of2
..
6.1.2 Membership fees shall be approved and budgeted by each department
and/or division prior to payment.
6.2 Processing Membership Fees for Payment
6.2.1 Once budgeted, a payment request voucher and photocopy of the
membership invoice shall be forwarded through the General Services
Administration Division to the Finance Department for direct payment.
6.2.1 .1 The General Services Administration D ivision shall screen and
verify membership approval all payment request vouchers.
6.2.2 A photocopy of the membership invoice and an authorized payment
request voucher is required for the Finance Department to process the
payment request.
6.3 Upon non-approval, a copy oft he payment request voucher will be forwarded
back to the employee with a status indicating the reason(s) for non-approval.
7.0 EXCEPTIONS
None
8.0 PROVISIONS AND CONDITIONS
8.1 Payment will be at the discretion of the District provided the employee meets the
criteria specified in this policy.
Page 2 of2
Orange County
Sanitation District
Subject: RULES OF CONDUCT
1.0 PURPOSE
Policy Number: F10.00
Effective Date:
Supersedes:
Approved by: Lisa L. Tomko
1.1 The purpose of this policy is to establish uniform guidelines regarding rules of conduct for employees.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all employees regardless of their organizational unit.
3.0 DEFINITIONS
4.0 POLICY
4.1 Reasonable rules of conduct are necessary for the safety and protection of all employees and to
ensure the efficient and productive operation of District's facilities. Such rules are established with the
goal of achieving mutual understanding with all employees regarding unacceptable behavior, and
should be fairly and equitably administered by all supervisors and managers.
5.0 PROCEDURE
5.1 The following examples of cond1:Jct sho1:Jld not be considered an exha1:Jsti 1t'e list, bl:Jt rather to pro»•ide
an indication of the types of behavior that are considered 1:Jnacceptable and their res1:Jltant
conseq1:Jences.
5.1 IEi'filfofi0~i.5§lfiterrn~~xa~f~~cooouctlOl'ftoe1iav~r.{~An employee who acts in an
irresponsible manner with regard to one of the following areas may be subject to discipline, up to and
including termination, after consideration of the employee's past performance, prior discipline,
longevity and work history.
5.1.1 Coming to work in a timely manner and not abusing time-off privileges.
5.1.2 Proper completion of individual time records in accordance with established procedures.
5.1.3 Proper notification of supervisors in the event of intended absence or tardiness.
5.1.4 Careful and considerate use of District property.
5.1.5 Observance of all safety ~~SiurliY. rules and regulations.
5.1 .6 fil9Jil$sl§.ri~L§on~!:!6ij,Q~~S:df1it!i~itP1it!J§t.0.ti!P.12V~es"J
5. 1 . 1 9LliJ:fgJQ"iffi~P'Ag!fi~~11y~R.ii'.lesIY.~Dr~Jiifil!ffife§~9_M.siil~
5.1.9 §W~9~~~rnr~~mr~i~Itm€p'fih~tnt9.~'Q!Qy~:O~
5.1.10 Appropriate correction of unacceptable job performance or practices.
Page 1 of2
5.2 [h~f9tTo~~rat~iUmi:ff!"i9flC\h"aua~a~~RICtlf'maYis®Ject1ajjiem~§i1AA
employee who acts in an irresponsible manner with regarEI to one of the follm.ving areas may be
subject to Elismissal lennmafien without regard to the employee's past performance, prior discipline,
longevity and work history.
5.2.1 S'ubstaqljatea charges of Sexual Harassment are substantiates.
5.2.2 Fighting or any violent act endangering the safety of others.
5.2.3 Making false, profane, abusive or malicious statements concerning any employee or officer
of the District.
5.2.4 Accepting gifts or favors of more than token value from anyone doing or seeking to do
business with the District.
5.2.5 Engaging in any activity which represents a violation of the District's conflict of interest code.
5.2.6 Intentional falsification of any District records.
5.2.7 Unauthorized removal of District's or others' property.
5.2.8 Defacing, destroying or damaging District property or the property of others.
5.2.9 Possession of weapons or explosives on District premises.
5.2.1 O Violation of substance abuse policy.
5.2.11 Immoral or indecent conduct, or insubordination, which is defined as refusal or failure to
follow the lawful directive of a supervisor or manager or to comply with an established policy
or procedure.
6.0 EXCEPTIONS
7.0 PROVISIONS AND CONDITIONS
7.1
8.0 RELATED DOCUMENTS
Page 2 of2
~ Orange County Policy Number: F41.00
Sanitation District Effective Date: October 24, 2002
Subject: Vehicle Usage Policy Supersedes: N/A
Approved by: Lisa L. Tomko
1.0 PURPOSE
1.1 The purpose of this policy is to establish uniform guidelines and procedures for the administration,
utilization of, and disposition of District's vehicles.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all regular employees regardless of their organizational unit.
3.0 DEFINITIONS
District's Vehicles are all District-owned cars, trucks, or specialized equipment.
Regular Employees are employees are those employees who regularly work on a year-round basis, for an
indefinite period of time Regular employees may be full-time or part-time.
Business Guests are persons that are accompanied by District staff for the purpose of conducting business
with the District.
Standby is time during which an employee is not required to be at the work location or at the employee's
residence but is required to be available and ready for immediate return to work.
4.0 POLICY
4.1 Vehicle Assignments
4.1.1 District vehicles and equipment are assigned to departments depending on their need for
such vehicle(s) and/or equipment to accomplish their mission. Division supervision shall
designate or assign drivers or operators to specific vehicle(s) for conducting District business
during working hours only.
4.1.2 Pool vehicles are assigned to, and managed by, the Fleet Services Division for the purpose
of providing temporary assigned vehicles for District business.
4.1.3 District vehicles and equipment shall not be loaned to contractors, other agencies, cities, or
other organizations or companies.
4.2 Use of Personal Vehicles for District Business
4.2.1 The use of private vehicles to conduct District business shall be reimbursed at the District
rate not to exceed the prevailing rate allowed by the Internal Revenue Service.
4.2.2 The employee's private vehicle insurance is the primary insurance on the vehicle. The District
shall not be responsible for the replacement, or repair of any private vehicle, not otherwise
owned, rented, or leased by the District and used to conduct District business, if said vehicle
is damaged or destroyed during the course of such use. Prior to said use, the employee's
private vehicle shall have automobile insurance coverage that meets or exceeds the
minimum requirements of the DMV for public liability and property damage.
Page 1 of6
4.3 Use of Pool Vehicles
4.3.1 Pool vehicles are maintained by the Fleet Services Division for:
4.3.1.1 Use by any authorized employee requiring transportation to conduct District business
on a trip by trip basis.
4.3.1.2 Use by any authorized employee while their regularly assigned vehicle or mobile
equipment is undergoing service or repairs.
4.3.1.3 Temporary use by any departmenUdivision as required for performing its mission.
4.3.2 Pool vehicles should not be used for extended out-of-town business unless all other options,
least costly to the District, have been considered and eliminated.
4.3.3 Pool vehicles may be reserved in advance on a first come first serve basis by contacting the
appropriate pool vehicle personnel.
4.3.4 Overnight use of a District pool vehicle must have prior approval by a District manager level
or above. The manager should consider all options (i.e., using personal vehicle instead) and
shall choose the option that is the least costly to the District. An employee whose District
business requires an early morning departure will be allowed to check-out the vehicle the
night prior to the travel day.
4.3.5 Drivers should avoid parking pool vehicles overnight in a public parking facility such as an
airport. Costs for airport shuttles, public transportation, or personal vehicle use shall be
reimbursed as part of the employees travel expense.
4.3.6 District vanpool vehicles are limited to the approved route and schedule as assigned by the
vanpool coordinator. Vanpool vehicles may be used for other District purposes during
working hours.
4.3.7 Vanpoolers and carpoolers may check out a pool vehicle in the event of an emergency that
requires their immediate departure from work. An emergency shall be defined as, and only
as, illness or injury of the car-pooler, carpool driver, or car-pooler's immediate family
member, or unscheduled overtime requested by the employee's immediate supervisor
resulting in the car-pooler missing the vanpool or carpool departure time.
4.3.8 Returned pool vehicle shall be refueled when less than one-half tank of fuel remains. All
trash and personal items must be removed from the pool vehicle. Any mechanical problems
shall be reported immediately.
4.4 District Vehicle Parking
4.4.1 District vehicles shall be parked and locked in their assigned parking spaces or designated
areas.
4.4.2 District vehicle's keys are to remain in a secured area.
4.4.3 District vehicles shall not be parked in visitor, carpool, vanpool, or handicapped parking
spaces.
4.4.4 Employees with a Disabled Persons Parking Permit issued by the OMV shall be authorized to
use handicapped parking spaces for their assigned District vehicle.
4.4.5 On call employees who take District vehicles home shall park the District vehicle in a garage,
carport, or driveway and not on a private or public street.
Page 2 of6
4.5 Employee Personal Vehicle Parking
4.5.1 Personal vehicles shall be parked in employee parking areas only.
4.5.2 Personal vehicles shall not park in visitor or assigned parking spaces.
4.6 Driver Responsibility
4.6.1 License: While operating a District vehicle, or driving a personal vehicle, on District
business, the driver must possess a valid State of California, Department of Motor Vehicles
(OMV) Driver's License, and shall comply with the requirements of the California Vehicle
Code and local regulations and ordinances. Drivers required to operate a commercial vehicle
must possess a valid State of California, OMV Commercial Driver's License with the proper
endorsements.
4.6.2 Private Use
4.6.2.1 District vehicles shall be used only for purposes of District business and not for
personal business or pleasure by any person whomsoever. No one except
authorized employees and their business guests may be transported in a District
vehicle at anytime.
4.6.2.2 The transportation of personal property with a District vehicle is prohibited at all
times, including while the employee is on authorized On-Call duty. The exceptions
include an employee's lunch, gym bag, or property which is ordinarily used by the
employee while they are on District business.
4.6.3 Care of Vehicles: Each employee having custody of a District vehicle shall exercise due
caution and prudence in the operation of such vehicle and shall minimize the risk of damage
to such vehicle. The only District related stickers are authorized on District vehicles.
4.6.4 Smoking: Smoking is not permitted in District owned vehicles.
4.6.5 Cell phones: The use of cell phones and other communications devices is highly
discouraged unless it is business related.
4.6.6 Vehicles not in Use: District vehicles are for use during working hours only. Said vehicles
shall otherwise be parked and locked at assigned District facilities. District vehicle keys shall
remain in a secured area. Keys for vehicles assigned to individuals may be kept overnight or
during the weekend by the individual. They are to make that vehicle available to their
assigned department by leaving the keys at their work station if they are to be gone for any
extended period of time.
4.6.7 Stand-by Use: District vehicles may be taken home by those employees on paid stand-by
duty during the period of such stand-by duty. If possible, the vehicle shall be parked in a
garage, carport, or driveway and not on a private or public street. Vehicles shall only be used
for the express purpose of responding to call outs and not for personal purposes.
4.6.7.1 With the permission of the employee's manager, employees may use assigned
District vehicles in lieu of their personal vehicles for transportation to places/events
to facilitate their availability during their authorized On-Call duty. However, District
vehicles may not be parked at or near bars, casinos, adult entertainment
establishments or other locations likely to reflect poorly on the District.
4.6.8 Loss of Drivers License: Drivers of District vehicles are required to notify their supervisor, in
writing, immediately upon return to work of receiving the following:
Page 3 of6
4.6.8.1 If their driver's license is revoked, suspended, or expired.
4.6.8.2 If they are cited for a major moving violation, to include but not limited to the
following: : '
4.6.8.2.1 Driving under the influence of alcohol, drugs or a combination of both.
4.6.8.2.2 Hit and run.
4.6.8.2.3 Reckless driving.
4.6.8.2.4 Leaving the scene of an accident.
4.6.8.2.5 Eluding or fleeing a police officer.
4.6.8.2.6 Speed contests or drag racing.
4.6.9 Passengers: Only District employees and their business guests are allowed as
passengers in District vehicles. No family members or hitchhikers are permitted. Drivers and
passengers shall use seat belts and shoulder restraints at all times while the vehicle is in
motion. No driver shall allow or cause any passenger to ride in or on any vehicle other than in
a proper passenger seat equipped with legal seat belts.
4. 7 Safe Driving Habits and Vehicle Safety Practices
4. 7 .1 District vehicles shall be operated in compliance with all applicable state and local laws and
ordinances.
4. 7 .2 Drivers are to drive defensively and maintain control of the vehicle at all times and be aware
of their personal limitations, road conditions, weather, visibility, and traffic.
4. 7 .3 No driver shall exceed a greater speed than is reasonable and prudent, having due regard for
the traffic on, and the surface and width of, the highway. In no event shall a driver maintain a
speed which exceeds posted speed limits or endangers the safety of persons or property.
4. 7 .4 No person will operate a District vehicle while under the influence of alcohol or illegal drugs.
Also, over-the-counter or prescription medications that are known to the employee to
adversely influence the safe operation of a vehicle are prohibited.
4.7.5 In inclement weather, rain, fog, etc., drivers are required to turn on vehicle headlights.
4. 7 .6 Drivers are responsible for the secure placement and proportionate distribution therein of the
load to be transported. Whenever the load extends beyond the bed or body of such vehicles,
the driver will use clearance flags or signs, properly displayed, indicating a long or wide load,
as required by OMV Vehicle Code.
4.7.7 Drivers are responsible to ensure that vehicles are not overloaded.
4.7.8 Whenever it is necessary to hook up a trailer to a truck, caution should be exercised and, if
needed, the assistance of a fellow employee shall be obtained.
4.8 Accident Reports
4.8.1 The District requires employees to report a wide variety of incidents ranging from loss of
District property to injuries. All job related incidents or any incident involving District property
is to be reported no matter how slight. This Policy requires drivers and/or operators of
vehicles and equipment to complete a Vehicle Accident Report in the event of a vehicle
accident, vehicle damage, vehicle theft, vehicle vandalism, property damage, and other
Page 4 of6
vehicle related incidents. Vehicle Accident Reports must be turned in to your immediate
supervisor during the shift in which the accident occurred. The drug testing requirement as
described in the OCSD Substance Abuse Policy shall apply.
4.9 Vehicle Accident Reporting
4.9.1 The District has established policies regarding safe driving habits to help protect all people
from the emotional trauma and economic effect of automobile accidents. Accidents are
always a serious matter and must be reported as soon as possible. Vehicle accidents as
defined in this document are an incident involving a District vehicle that results in damage,
regardless of how minor. If you are involved in an accident on a public road, immediately
notify the California Highway Patrol or appropriate law enforcement agency State the
following information:
4.9.1.1.1 Exact location of accident.
4.9.1.1 .2 Number of injured parties.
4.9.1.1.3 Number of vehicles involved.
4.9.1.1.4 Indicate if accident is blocking traffic.
4.9.1.1.5 Standby for confirmation.
4.9.2 For injuries incurred to District employees and/or passengers, regardless of injury severity,
the following shall apply:
4.9.2.1 Serious Injuries -Request immediate medical attention by contacting 911.
4.9.2.2 For Injuries Other than Serious -Based on the severity of injury, contact the District,
or transfer injured employee directly to Edinger Medical Center for treatment.
Employees who have on file with Safety & Health an employee's Choice of Physician
for Industrial Injury form, are authorized to use their own personal physician.
4.9.3 Secure the accident scene if you are in the traveled portion of the roadway with traffic cones.
Flares may be used ONLY if fluids ARE NOT leaking from vehicle. Do not leave a scene of
an accident until cleared by the investigating traffic officer.
4.9.4 Do not make any statements that may be taken as an admission of negligence or fault
relative to the accident.
4.9.5 Obtain the following information from the other driver(s}:
4.9.5.1 Name, address, and telephone number of driver and owner of vehicle.
4.9.5.2 Drivers license number (verify address}.
4.9.5.3 Description of other vehicle(s} and license plate number(s}. Describe damage of
vehicle(s}.
4.9.5.4 Name, address, telephone number, and policy number of their insurance company.
4.9.5.5 Obtain names, addresses, and telephone numbers of any witnesses of the accident.
4.9.5.6 Take photographs of the accident scene if you or another employee has access to a camera.
4.9.5. 7 As soon as possible following an accident involving a commercial motor vehicle the District
will test for alcohol and controlled substances for each driver.
Page 5 of6
4.9.5.8 Follow up with the written Vehicle Accident Report during the shift in which the accident
occurred and submit it to your immediate supervisor.
4.10 Responsibility Assignments
4.10.1 Employees
4.10.1.1 Employees are responsible for compliance with all provisions of this policy when
using District or private vehicles to conduct District business. For purposes of this
policy the actual driver and/or operator of the vehicle or equipment shall be the
responsible employee.
4.10.2 Directors, Managers, and Supervisors
4 .10.2.1 It is the responsibility of supervisory personnel to ensure the policies of this
document are understood by the employees under his or her immediate supervision.
6.0 EXCEPTIONS
6.1 None
7.0 PROVISIONS AND CONDITIONS
7.1 None
8.0 RELATED DOCUMENTS
8.1 Policy F40.00, Use of District Property
Page 6 of6