HomeMy WebLinkAboutOCSD 05-23 (REPEALED)RESOLUTION NO. OCSD 05-23
AMENDING RESOLUTION NO. OCSD 98-33
A RESOLUTION OF THE BOARD OF DIRECTORS OF THE ORANGE
COUNTY SANITATION DISTRICT AMENDING THE HUMAN RESOURCES
POLICIES AND PROCEDURES
*****************************
The Board of Directors of the 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
deleting Policy No. E30.00, Human Resources Records, 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
adding Policy No. E31.00, Privacy Information and Human Resources Records, set fourth 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
amending Policy No. F20.10, Hours of Work-Exempt Employees, set fourth 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. F41.00, Vehicle Usage, set fourth 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
amending Policy No. F90.00, Substance Abuse, set fourth in Attachment No. 5, attached hereto
and incorporated herein by reference.
Section 6: That Exhibit "A" of Resolution No. OCSD 98-33 is hereby amended by
amending Policy No. F100.00, Smoking, set fourth in Attachment No. 6, attached hereto and
incorporated herein by reference.
Section 7: That all other terms and conditions of Resolution No. OCSD 98-33, as
previously recommended, shall remain in full force and effect.
Section 8: That all future amendments to Resolution No. OCSD 98-33 be made by
Resolution.
PASSED AND ADOPTED at a regular meeting held September 28, 2005.
ATTEJ)
/~./l!l_ -/
1./ rfi . ..,..., ,,
)/ ( ~· _}
:, ..... _,
>-
_,
REPEALED BY
OCSD 15-18
;
·~ -0 ICY b e1ng D I t d ee e -
® Orange County Policy Number: E30.00
.
Sanitation District Effective Date: September 28, 2005
0Gtobef 22, ~991
Subject: HUMAN RESOURCES RECORDS Supersedes: October 22, 1997
Approved by: Lisa L. Tomko
1.0 PURPOSE
1.1 The purpose of this policy is to establish uniform guidelines and procedures for
accessing Human Resources records.
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 An employee's Human Resources File (Personnel File) is the District's permanent
record of that individual's personal data and employment history, and as such is to be
accurately maintained and treated confidentially, to the extent allowable by law.
5.0 PROCEDURE
5.1 Employees are responsible for immediately notifying the Human Resources
Department of any changes in their personal status, including any change of address
or person to contact in the event of an emergency. Maintenance of an employee's
payroll status, insurance coverage and other benefit entitlements is dependent upon
the existence of accurate information in the file.
5.2 Employees may inspect their Personnel File in the Human Resources Department
office and obtain copies of items contained in the file at any time the Human
Resources Department is open. Employees who wish to correct any erroneous or
alleged erroneous information in their file should submit such a request in writing to
the Human Resources Director, who will judge the merits of the request and respond
to the employee.
5.3 Personal data contained in the Personnel File is only accessible to the employee's
direct supervisor, or a supervisor within the department, for purposes involving
transfers or promotions. Supervisors and managers will be provided access to
personnel records of employees in other organizational units with the prior approval of
the affected employee's direct supervisor or the Human Resources Department on a
need-to-know basis.
6.0 EXCEPTIONS
7.0 PROVISIONS AND CONDITIONS
8.0 RELATED DOCUMENTS
Page l of l
~ Orange County Policy Number: E31.00 .
.
Sanitation District
Effective Date: September 28, 2005
Subject: PRIVACY INFORMATION & Supersedes: Policy E30.00
HUMAN RESOURCES RECORDS
Approved by: Lisa L. Tomko
1.0 PURPOSE
1.1 The purpose of this policy is to establish uniform guidelines and procedures for receiving
and retaining employee information so that the Orange County Sanitation District (OCSD)
can make appropriate management decisions, administer programs, and satisfy
compliance requirements.
1.2 Establish rules of conduct for any person involved in the design, development, operation,
or maintenance of any system of records.
1.3 Establish uniform guidelines and procedures for accessing Human Resources records.
1.4 Establish uniform guidelines and procedures for maintaining the privacy of personal
information within established regulations.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all current Orange County Sanitation District (OCSD) employees
regardless of the organizational unit.
3.0 DEFINITIONS
3.1 Record -Recorded information, regardless of format.
3.2 Confidential Information -Information that requires a business "need-to-know", restricted
use, or is sensitive in nature is considered confidential information. Generally, OCSD
technical data, proprietary, customer, and personnel related information is confidential.
Personnel related information includes, but is not limited to, medical, recruitment,
disciplinary, and performance related information. Once information becomes generally
available to the public, it is no longer considered confidential. Contact the Human
Resources Department if there are questions.
3.3 Human Resources Records (Personnel. Medical and Similar Files) -OCSD's permanent
record of employee personal data and employment history.
4.0 POLICY
4.1 An employee's personnel, medical, or similar file is OCSD's permanent record of that
individual's personal data and employment history, and as such is to be accurately
maintained and treated confidentially, to the extent allowable by law.
4.2 OCSD treats personal information about employees as confidential and respects the
need for protecting each employee's privacy by enforcing secure information handling
Page 1of5
procedures on the part of all personnel whose job duties involve gathering, retaining,
using, or releasing personal information about OCSD employees.
4.3 OCSD collects and retains only such personal information as it needs to make
appropriate management decisions, administer programs, and satisfy compliance
requirements. OCSD takes all possible steps to make sure that all personal and job-
related information about employees is accurate, complete, and relevant for the intended
purpose.
4.4 Employee information is considered confidential and will not be disclosed to internal or
external parties without a business need-to-know. Internal use shall be limited to those
officers and employees of the organization that maintain confidential records or who have
a need for the information in the performance of their duties. If there is a question of
whether certain information is considered confidential, the employee should first check
with the Human Resources Department.
4.5 Employees have the right to informational privacy and the guarantee of certain privacy
rights, such as the right to be free from defamatory statements. OCSD prohibits the
unauthorized gathering, dissemination, or misuse of sensitive and confidential
information. This provision includes the unwarranted disclosure of the individual's private
life outside the realm of legitimate business or public interest, which would be construed
as offensive and objectionable to a reasonable person of ordinary sensibilities.
4.6 Employees have a personal responsibility to limit the disclosure of their own sensitive and
confidential information outside the context of "business necessity," such as non-job
related medical information. If there is a question of whether certain information is
considered to be of a business necessity, the employee should contact the Human
Resources Department.
4.7 Pursuant to the Confidentiality of Medical Information Act (CMIA) and the Health
Insurance Portability and Accountability Act (HIPAA), OCSD will adhere to strict
confidentiality requirements in accordance with OCSD's HIPAA procedures manual with
respect to any medical information that has been obtained about an employee. Medical
information is any individually identifiable health information that is transmitted or
maintained in any form or medium, including electronically, on paper, or orally.
5.0 PROCEDURE
5.1 Security and Storage of Records
5.1.1 Employees who are required to gather, retain, use, or release personal record
information about other employees shall treat that information as confidential.
Secure handling procedures shall be used with personal employee information at
all times to ensure the highest integrity of such information.
5.1.2 All paper based documents relating to OCSD's personnel record system are kept
in secure, locked files in the Human Resources Department. These files are
accessible only to authorized Human Resources Department staff and
executives, managers and supervisors who have a valid, demonstrable need to
obtain specific information from an employee's personnel record. Employees are
also granted access to their personnel files and records in accordance with
access procedures outlined Memorandums of Understanding (MOUs) and
section 5.3 of this policy. All personnel files must remain in the Human
Resources Department at all times.
5.1.3 All employee medical information is kept separately from personnel files in
secure, locked medical record files in the Safety and Health Division. All
Page 2 of 5
managers and supervisors are required to forward original medical
documentation pertinent to an OCSD employee, to the Safety and Health
Division. Access to Medical Records is tightly controlled. Unless there is a
business necessity, medical information about an employee is supplied only to
the employee's designated physician in accordance with the employee's specific
written request.
5.2 Accuracy of Basic Employee Information
5.2.1 Maintenance of an employee's payroll status, insurance coverage, and other
benefit entitlements is dependent upon accurate information.
5.2.2 Employees are responsible for immediately notifying the Human Resources
Department of any changes in their personal status, including, but not limited to
the following categories:
Name
• Telephone Number
• Home Address
• Emergency Contact Information
5.3 Access to Personnel Records
5.3.1 Internal Disclosures and Uses of Personnel File Information
5.3.1.1
5.3.1.2
5.3.1.3
Managers/Supervisors: Managers and supervisors may only have
access to personal employee information and personnel files on a
business need-to-know basis. A manager or supervisor considering
the hire of a former employee or transfer/promotion of a current
employee may be granted access to the appropriate personnel file.
Current and Former Employees: Employees can review and obtain
copies of the information contained in their own personnel file.
OCSD reserves the right to remove certain sensitive documents,
including pre-employment background reports; letters of reference;
and management planning documents such as succession or
promotion plans. Current and former employees interested in
reviewing and/or obtaining copies of items contained in their
personnel file should contact the Human Resources Department and
provide at least a three-day notice requesting to schedule a mutually
convenient time for an appointment. Personnel files may not be
taken outside of the Human Resources Department. A Human
Resources Department representative shall always be present while
an employee is examining his/her personnel file.
Accuracy of Information: If an employee has concerns about the
accuracy, completeness or fairness of materials contained in
personnel files, the employee may submit a written request to the
Director of Human Resources for review of the information in
question. The Director of Human Resources will judge the merits of
the request and will respond to the employee.
Page 3 of 5
5.3.2 External Disclosures and Uses of Personnel File Information
5.3.2.1
5.3.2.2
5.3.2.3
5.3.2.4
6.0 EXCEPTIONS
Employment Verifications: OCSD will verify, to non-governmental
agencies, the employment status (e.g. dates of employment and
positions held) of former or current employees. No other information
will be provided unless OCSD has received a written request to do
so from the employee involved.
Pre-employment Verifications: OCSD will ensure that all inquires
into an applicant's privacy are narrowly tailored to ascertain the
applicant's ability to perform the essential duties of the position and
intrude as minimally as possible into their private affairs. In no
situation will an applicant be disqualified from entering or pursuing a
profession, vocation, or employment because of sex, sexual
orientation, race, creed, color, national origin, or any other legally
protected classification. Hiring decisions are made on a case-by-
case basis, which include the totality of an applicant's background
within the guidelines of the law. All information received will follow
the guidelines set forth in Security and Storage of Records section.
Bargaining Units: OCSD will provide to the union representing an
employee information related to the employee's seniority date, job
classification, wage rate, hours of employment, benefit information
and such other data as OCSD deems necessary and appropriate in
support of the collective bargaining process. OCSD will also provide
such other personal and confidential information as the employee
shall direct OCSD to disclose.
Governmental Agencies: On occasion, OCSD must provide
information and data from its personnel records and files to federal,
state and local government agencies in accordance with
recordkeeping and reporting requirements imposed by such
agencies. In instances where representatives of government or law
enforcement agencies request information beyond that which is
normally required, the decision to provide the information will be
made at the discretion of the Human Resources Department.
7.0 PROVISIONS AND CONDITIONS
7.1 E-mail, Internet and other records maintained on OCSD computers are not generally
considered confidential employee records.
8.0 RELATED DOCUMENTS
8.1 California Constitution
8.2 California Public Records Act, Government Code Section 6250-6270
8.3 Confidentiality of Medical Information Act, Civil Code 56
8.4 Health Insurance Portability and Accountability Act 42 U.S.C 1301
8.5 Policy E90.00 Series, Information Systems Management
8.6 Policy F90.00, Substance Abuse
8. 7 Safety-POL-403: Access to Employee Medical Records
Page 4 of 5
8.8 Local 501, Operations and Maintenance Unit MOU
8.9 Administrative and Clerical Unit MOU
8.10 Engineering Unit MOU
8.11 Technical Services Unit MOU
8.12 Professional Group MOU
8.13 Supervisor Group MOU
Page 5 of 5
/~::·.-=-:·'; --;,
Orange County Policy Number: F20.10 ( \
•', i' I
" ~..;:· Sanitation District .,.,
" '.•
)' Effective Date: September 28, 2005 '• .... _
Subject: HOURS OF WORK -EXEMPT Supersedes: December 15, 2004
EMPLOYEES
Approved by: Lisa L. Tomko
1.0 PURPOSE
1. 1 The purpose of this policy is to establish uniform guidelines and procedures for use in the
administration of Orange County Sanitation District's (OCSD's) working hours.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all OCSD exempt employees in all organizational units and departments
unless otherwise specified.
3.0 DEFINITIONS
3.1 Exempt Employees are employees who are not covered by the minimum wage and overtime
provisions of the Fair Labor Standards Act (FLSA), as amended. Such employees are
considered exempt by virtue of their duties in conformance with FLSA's definition of
Executive, Administrative and Professional employees.
3.2 Flextime is the option of employees to choose the starting and finishing times of their shift with
supervisory pre-approval.
3.3 Overtime is the number of hours, which are counted as time worked, in excess of 40 hours
during a workweek. For the purposes of overtime, all time charged to unscheduled leave will
not be counted as time worked. Overtime only applies to non-exempt employees.
3.4 Memo time is the number of hours in excess or short of the normal working hours for an
employee in a single workday. The normal working hours could be 8, 9, 10 or 12 depending
on the employee's assigned schedule.
3.5 Core Hours are the hours between 8:00 a.m. and 4:00 p.m. on any given day.
3.6 Payday is the Wednesday before the end of the subsequent pay period.
3.7 Pay Periods occur bi-weekly and are calculated on the basis of 80-hours worked for full-time
employees.
3.8 Workweek means 40-hours of work per 168-hour period. The workweek is a fixed and
recurring period of 168-hours, or seven consecutive 24-hour periods. OCSD employee
workweeks are structured on an individual and/or group basis so that 40-hours of work
regularly occurs during the fixed and regularly recurring period of 168-hours. The specific
workweek for each employee is fixed by the General Manager, or his designee, and is
maintained by the accounting payroll office.
3.9 Leave time is any authorized leave-of-absence with pay outlined in OCSD's policies and
procedures, such as vacation leave, sick leave, personal leave, etc.
Page I of4
4.0 POLICY
4.1 It is the policy of OCSD to establish the time and duration of working hours as required by
work load, operations flow, customer service needs, the efficient management of human
resources, and any applicable law.
4.2 It is the policy of OCSD to require exempt employees to complete weekly timesheets. Exempt
employees must use approved leave time for any partial-day absences unless memo time is
authorized.
4.3 In certain situations employees may not be required to use leave time for partial-day absences
and may be eligible to use memo time. This situation may occur if the employee received
advance approval from his/her supervisor and if the employee makes up the scheduled time
off in the same pay period.
4.4 On occasion, employees may request or be asked to transition from part-time to full-time
status or vice-versa. It is the right of OCSD, at its sole discretion, to schedule working hours
and assign work that may be necessary to operate OCSD in the most efficient and
economical manner and in the best interest of the public it serves. Due consideration will be
given to an employee's input and concerns prior to implementation of a schedule change.
Multiple transitions to full-time or part-time, requested by the affected employee, shall be
deemed as an abuse of this privilege and factored into future considerations for approval. A
thirty (30) day written notice for work schedule changes must be given to an affected
employee prior to the change.
5.0 PROCEDURE
5.1 Normal Business Hours. Administrative and business functions are normally performed
between the hours of 7:30 a.m. and 5:30 p.m., Monday through Thursday, and between the
hours of 7:30 a.m. and 4:30 p.m. on Friday. However, OCSD allows flextime for employees to
choose their starting and finishing times as long as employees whose jobs involve contact
with the public or outside organizations are present between the core hours of 8:00 a.m. and
4:00 p.m. In addition, department heads, or designee, may deny flextime to certain
employees for reasons of business necessity, workflow, or customer service needs.
5.2 Core Hours. Individual divisions may schedule work beyond the core hours of 8:00 a.m. and
4:00 p.m., subject to approval by the department head, or designee, to meet specific
operating or service requirements in the most cost-effective and efficient manner. Actual
starting and ending times of an employee's shift may vary depending on the operational
requirements of each department.
5.3 Shift Schedules. For time record keeping and accounting purposes, the "workweek" for full-
time employees is 40 hours per 168-hour period, to be paid on a biweekly payroll basis of 80
hours worked. The actual work periods may be scheduled in shifts of four 9-hour days and
one 4-hour day each workweek (9/80 schedule), five 8-hour days each workweek (10/80), four
10-hour days each workweek (8/80), or three 12-hour days and one 4-hour day each
workweek (7/80) at the discretion of the supervisor. The starting and ending times of
individual employee workweeks may vary.
5.4 Meeting Attendance. Employee attendance at lectures, meetings, and training programs will
be considered as part of an employee's work hours if attendance is requested by
management.
5.5 Timesheets -Exempt Employees. Exempt employees are not eligible to receive overtime
pay; however, exempt employees must account for daily attendance. The following points
shall be considered when filling out time sheets:
Page 2 of4
5.5.1 Timesheets for exempt employees shall indicate the days worked during the pay
period and include all time taken as paid or unpaid leave. Timesheets should report a
total of eighty (80) hours per pay period plus any applicable memo time.
5.5.2 Hours in excess or short of the daily total should be accounted for in the work
description line titled Memo Time. (Please refer to the sample timesheet). The
appropriate subledger number should be entered, and the timesheet signed by the
appropriate management level, or designee. When using subledger numbers, time
should be recorded in blocks of half hour increments or more.
5.5.3 Employees may be able to draw hours from their memo time in certain situations;
however, memo time is NOT compensatory time and will NOT be granted on an hour
for hour basis. It is to be used on an exception basis and must be approved in
advance by the supervisor. For example, if an employee schedules 2.5 hours off
and makes up that time during that pay period, memo time may be used. (Please
refer to the attached sample timesheets). Memo time, in some occurrences, may be
allowed for an entire day, but may not replace the use of leave time, such as vacation
time, when practical. Memo time shall not be used for time off if using it creates a
negative memo time balance or if it is not scheduled in advance with the supervisor.
5.5.4 Exempt personnel timesheets shall be submitted to Accounting in the Finance
Department no later than Friday of each week. In addition, exempt employees will not
receive overtime compensation, except as Extraordinary Services Compensation.
5.5.5 Timesheets must be completed in ink. Time worked shall be charged to the
appropriate work order category, and timesheets must be signed by both the
employee and supervisor. If an employee is unable to complete their timesheet due
to absence, the timesheet must be completed by the supervisor or designee (e.g.,
designee authorized by management to process employee's timesheet while on a
leave-of-absence) and submitted to timekeeping. When the employee returns to
work, another copy of the timesheet should be signed by both the employee and the
supervisor and sent to timekeeping.
5.5.6 Filling out another employee's timesheet, without management authorization, or
falsifying any timesheet is prohibited and may be grounds for disciplinary action, up to
and including termination.
5.6 Payday. Paychecks are distributed on the Wednesday immediately preceding the close of a
pay period. Paychecks received on Wednesday cover the period worked during the previous
pay period. If a payday falls on a holiday, paychecks will normally be distributed on the last
working day preceding the holiday. Employees who will not be at work on a payday may
request that their checks be held, forwarded to their supervisor, or mailed directly to their
residence. Unclaimed paychecks will be held in Accounting. Paychecks of individuals who
terminate their employment with OCSD, or are separated, will be mailed directly to them on
the next regular payday subsequent to the separation date unless other arrangements are
made to hold the check.
6.0 EXCEPTIONS
7.0 PROVISIONS AND CONDITIONS
Page 3 of4
8.0 RELATED DOCUMENTS
8.1 Fair Labor Standards Act, as amended
8.2 Policy C40.00, Extraordinary Services Compensation
8.3 Policy 051.00, Pro Rata Benefits for Part-Time Employees
8.4 Policy F10.00, Rules of Conduct
8.5 Policy F20.00, Hours of Work -Non-exempt Employees
8.6 Professional Group MOU
8.7 Supervisor Group MOU
Page 4 of 4
-:-,-....
,.\ Orange County Policy Number: F41.00
-de:) Sanitation District Effective Date: September 28, 2005 )'
_.:· ..
Subject: Vehicle Usage Supersedes: October 24, 2002
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, and disposition of Orange County Sanitation District (OCSD)
vehicles.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all OCSD employees and Student Interns regardless of their
organizational unit.
3.0 DEFINITIONS
3.1 OCSD Vehicles are all OCSD -owned cars, trucks, carts, bicycles, and special motorized
equipment.
3.2 Emergency for the purposes of this policy is an 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.
3.3 Authorized Drivers are all OCSD employees and Student Interns who participate in the OMV
Employer Pull Notice (EPN) Program. Exceptions are outlined in section 6.0 of this policy.
3.4 Authorized Passengers .are persons that are accompanied by OCSD staff for the purpose of
conducting business with OCSD.
3.5 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.
3.6 Employer Pull Notice (EPN) Program was established by the California Department of Motor
Vehicles (OMV) to provide employers and regulatory agencies with a means of promoting
driver safety through the ongoing review of employee driver records.
3.7 Hands-Free Devices are accessories that allow the driver of a vehicle to use wireless
communication without holding any equipment.
4.0 POLICY
4.1 Vehicle Assignments
4.1.1 OCSD 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 OCSD business during working hours only.
Page I of7
4.1.2 Pool vehicles are assigned to and managed by the Fleet Services Division for the
purpose of providing temporary assigned vehicles for OCSD business.
4.1.3 OCSD vehicles and equipment shall not be loaned to contractors, other agencies,
cities, or other organizations or companies except as provided for in section 6.1.
4.2 Use of Personal Vehicles for OCSD Business
4.2.1 The use of private vehicles to conduct OCSD business shall be reimbursed in
accordance with policy C110.00 (Travel} not to exceed the prevailing rate allowed
by the Internal Revenue Service.
4.2.2 The employee's or Student lntern's private vehicle insurance is the primary
insurance on the vehicle. OCSD shall not be responsible for the replacement, or
repair of any private vehicle, not otherwise owned, rented, or leased by OCSD
and used to conduct OCSD 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 OMV for public liability and property damage. Drivers are
responsible for ensuring that their personal vehicle insurance is valid for business
use.
4.3 Use of Pool Vehicles
4.3.1 Pool vehicles are maintained by Fleet Services Division for:
4.3.1.1 Use by any authorized driver requiring transportation to conduct OCSD
business on a trip-by-trip or as-needed basis.
4.3.1.2 Use by any authorized driver er while a regularly assigned vehicle or
mobile equipment is undergoing service or repairs.
4.3.2 Pool vehicles should not be used for extended out-of-town business unless all
other options, least costly to OCSD, 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 Fleet Services Division personnel.
4.3.4 Overnight use of an OCSD pool vehicle must have prior approval by an OCSD
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
OCSD. An employee whose OCSD 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 in accordance with policy C110.00 (Travel).
4.3.6 OCSD vanpool vehicles are limited to the approved route and schedule as
assigned by the vanpool coordinator. Vanpool vehicles may be used for other
OCSD 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 or delayed departure from work.
Page 2 of7
4.3.8 Returned pool vehicles 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 to Fleet Services
Division.
4.4 OCSD Vehicle Parking
4.4.1 OCSD vehicles shall be parked and locked in assigned parking spaces or
designated areas.
4.4.2 OCSD vehicle keys are to remain in a secured area.
4.4.3 OCSD vehicles shall not be parked in visitor, carpool, vanpool, GF-handicapped
parking spaces or red zones.
4.4.4 Employees with a Disabled Persons Parking Permit issued by the DMV shall be
authorized to use handicapped parking spaces for their assigned OCSD vehicle.
4.4.5 On call employees who take OCSD vehicles home shall park OCSD vehicle in a
garage, carport, or driveway if possible and not on a private or public street.
4.5 Employee Personal Vehicle Parking
4.5.1 Personal vehicles shall be parked in employee parking areas only.
4.5.2 OCSD parking permits shall be visibly displayed in personal vehicles.
4.5.3 Personal vehicles shall not park in visitor,-GF-assigned parking spaces, or
adjacent to red or green curbs.
4.6 Driver Responsibility
4.6.1 License: While operating an OCSD vehicle, or driving a personal vehicle, on
official OCSD business, the driver must possess a valid State of California,
Department of Motor Vehicles (DMV) Driver's License, and shall comply with the
requirements of the California Vehicle Code and local regulations and ordinances.
The consequences for failing to comply with any law, regulation or ordinance shall
be the responsibility of the driver. Drivers required to operate a commercial
vehicle must possess a valid State of California, DMV Commercial Driver's
License with the proper endorsements.
4.6.2 OMV Records: All employees and Student Interns operating OCSD vehicles on
public roadways shall be required to participate in the OMV EPN Program.
Employees with a class A or B license are automatically added to the EPN
Program.
4.6.2.1 Employees and Student Interns shall complete a DMV authorization form.
Those individuals who do not complete the DMV authorization form are
not authorized to operate OCSD vehicles.
4.6.2.2 Records of class A and B licenses shall be presented to the California
Highway Patrol upon request.
4.6.2.3 As part of the EPN program, OCSD shall verify that an authorized driver
has a valid driver's license(s) and that the license(s) is not suspended,
Page 3 of7
restricted, or revoked. Other information reported by DMV may be used to
determine an authorized driver's ability to operate a vehicle.
4.6.3 Private Use:
4.6.3.1 OCSD vehicles shall be used only for purposes of OCSD business and
not for personal business or pleasure by any person. This includes, but
is not limited to, stopping for a meal break or running a personal errand
unless such activity is during the course of official OCSD business.
OCSD vehicles can not be used for the sole purpose of personal
business. No one except authorized drivers and authorized
passengers, as outlined in this policy, may be transported in an OCSD
vehicle at anytime.
4.6.3.2 The transportation of personal property within an OCSD vehicle is
prohibited with the exception of an employee's lunch or property
ordinarily used by the employee while conducting OCSD business.
4.6.4 Care of Vehicles: Each employee having custody of an OCSD vehicle shall
exercise due caution and prudence in the operation of such vehicle and shall
minimize the risk of damage to such vehicle. Only OCSD related stickers are
authorized on OCSD vehicles.
4.6.5 Smoking: Smoking is prohibited in OCSD owned vehicles.
4.6.6 Cell phones: While operating an OCSD vehicle, the driver must utilize a hands-
free device and use the one touch or voice activated calling feature when using a
cell phone. If a hands-free device is not available, the driver must pull over to a
safe location in order to use a cell phone. Hands-free devices shall be provided
in selected OCSD vehicles.
4.6.7 Vehicles not in Use: OCSD vehicles are for use during working hours only.
OCSD vehicles shall otherwise be parked and locked at assigned OCSD facilities.
OCSD 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. OCSD
vehicles shall be made available to an assigned department if the employee who
is assigned the OCSD vehicle will gone for any extended period of time.
4.6.8 Stand-by Use: OCSD 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 when
called back to work and not for personal purposes.
4.6.8.1 With the permission of the employee's manager, employees may use
assigned OCSD vehicles in lieu of personal vehicles for transportation
to places/events to facilitate their availability during authorized stand-
by. However, OCSD vehicles may not be parked at or near bars,
casinos, adult entertainment establishments or other locations likely to
reflect poorly on OCSD.
Page 4 of7
4.6.9 Status Changes Affecting Drivers License: Drivers of OCSD vehicles are
required to notify their supervisor, in writing, immediately upon the following:
4.6.9.1 If their driver's license is revoked, suspended, restricted, or expired.
4.6.9.2 If they are cited for a major moving violation, to include but not limited to
the following:
4.6.9.2.1 Driving under the influence of alcohol, drugs or a
combination of both.
4.6.9.2.2 Hit and run.
4.6.9.2.3 Reckless driving.
4.6.9.2.4 Leaving the scene of an accident.
4.6.9.2.5 Eluding or fleeing a police officer.
4.6.9.2.6 Speed contests or drag racing.
4.6.10 Passengers: Only OCSD authorized drivers ar:1d authorized passengers, as
outlined in this policy, are allowed in OCSD vehicles. Unauthorized passengers,
including but not limited to hitchhikers and family members, are prohibited in
OCSD vehicles. 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.
4.6.11 Toll Roads: Drivers are responsible for ensuring the payment of any toll road
expense while operating an OCSD or personal vehicle. Toll road expenses are
reimbursable if the costs were incurred while performing official OCSD business.
Requests for toll road reimbursement must be submitted on a Travel Expense
Reimbursement Form.
4.7 Safe Driving Habits and Vehicle Safety Practices
4. 7 .1 OCSD vehicles shall be operated in compliance with all applicable state and local
laws and ordinances. The consequences for failing to comply with any law,
regulation, or ordinance, such as speeding citations or toll road fines, shall be the
responsibility of the driver.
4.7.2 Drivers are to drive defensively and maintain control of the vehicle at all times and
be aware of personal limitations, road conditions, weather, visibility, and traffic.
4.7.3 No driver shall operate a vehicle at a speed greater than is reasonable and
prudent for the conditions, having due regard for weather and visibility, the traffic
on, and the surface and width of, the highway and in no event at a speed which
endangers the safety of persons or property.
4.7.4 No person will operate an OCSD vehicle while under the influence of alcohol or
illegal drugs. Also, over-the-counter or prescription medications that are
reasonably known to adversely influence the safe operation of a vehicle are
prohibited.
Page 5 of7
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 GMV California 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 OCSD requires employees and Student Interns to report a wide variety of
incidents ranging from loss of OCSD property to injuries. All job related incidents
or any incident involving OCSD property is to be reported no matter how slight.
Drivers and/or operators of vehicles and equipment are required to complete a
Vehicle Accident Report in the event of a vehicle accident, vehicle damage,
vehicle theft, vehicle vandalism, property damage, and other vehicle related
incidents. Reports and investigations shall be completed in accordance with
SAFETY-POL-202, Accident Investigations. The drug testing requirement as
described in the OCSD Substance Abuse Policy shall apply.
4.9 Responsibility Assignments
4.9.1 Employees
4.9.1.1 Employees are responsible for compliance with all provisions of this
policy when using OCSD or private vehicles to conduct OCSD
business. For purposes of this policy the actual driver and/or operator
of the vehicle or equipment shall be the responsible employee.
4.9.1.2 Employees and Student Interns are responsible for the costs of any
ticket, citation, and/or any other liability that may be imposed due to a
violation of law, regulation, and/or ordinance as a result of their
operation of a vehicle.
4.8.2 Directors, Managers, and Supervisors
5.0 PROCEDURES
6.0 EXCEPTIONS
4.8.2.1 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.
6.1 Contractors who meet the requirements of this policy may, in limited situations, use an
OCSD vehicle with Department Head Authorization.
7.0 PROVISIONS AND CONDITIONS
Page 6 of7
8.0 RELATED DOCUMENTS
8.1 OMV Employer Pull Notice Program
8.2 California Vehicle Code
8.3 Policy C110.00, Travel
8.4 Policy E80.00, Cellular Telephones
8.5 Policy F40.00, Use of District Property
Page 7 of7
,. ... ... , Orange County Policy Number: F90.00 •.
" i
"
I
-=-:=---:::: .· Sanitation District
-· Effective Date: September 28, 2005
Subject: SUBSTANCE ABUSE Supersedes: August 22, 2001
Approved by: Lisa L. Tomko
1.0 PURPOSE
1.1 To establish and maintain a drug and alcohol free workplace.
1.2 To reduce the incidence of accidental injury to person or property.
1.3 To reduce absenteeism, tardiness, and indifferent job performance.
1.4 To provide assistance towards rehabilitation for any employee who seeks OCSD's
help in overcoming addiction to, dependence on or problems with alcohol or drugs.
1.5 To maintain a work environment free of alcohol and drug related performance
problems, accidents and injuries.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all OCSD employees, regardless of their organizational unit.
Additionally, all persons who perform any services for OCSD, regardless of their
employment status, are subject to the provisions of this policy while on OCSD property
or while performing OCSD business.
3.0 DEFINITIONS
3.1 Criminal Drug Statute -Any state or federal criminal law involving the manufacture,
distribution, dispensation, use, or possession of a controlled substance.
3.2 Illegal Drugs -Any drug (a) that is not legally obtainable or (b) that is legally obtainable
but has not been legally obtained. The term includes, but is not limited to, cocaine,
crystal methamphetamine, heroin, PCP, and marijuana. It includes prescribed drugs
not legally obtained and prescribed drugs not being used for prescribed purposes. It
includes controlled substances as defined in the federal Controlled Substance Act. It
also includes any substance, which a person holds out to another as an illegal drug,
whether or not the substance itself is illegal.
3.3 Legal Drugs -Legal drugs include prescribed drugs and over-the-counter drugs, which
have been legally obtained and are being used for the purpose for which they were
prescribed and manufactured.
3.4 Need to Know - A term applied to persons who may reasonably be expected to base
administrative, managerial or supervisory activity on a given piece of information to
which they would not be otherwise entitled.
3.5 Paraphernalia -Drug paraphernalia may include pipes, hypodermic needles, bongs,
rolling papers, and other items used in the ingestion, consumption, or the preparation
for consumption of illegal drugs.
Page I of7
3.6 Reasonable Suspicion -Reasonable suspicion of controlled substance or alcohol use
may be based on appropriate factors, including excessive absenteeism or attendance
problems, poor work performance or erratic behavior coupled with one or more of the
following signs: bloodshot or watery eyes; very large or very small pupils, runny nose,
excessive perspiration, nausea and vomiting, lack of coordination, slurred speech, or
unpredictable responses to ordinary requests.
3.7 Under the Influence -Having the presence of any detectable level of drugs in the body
or blood alcohol level greater than .02%.
4.0 POLICY
4.1 It is the policy of OCSD to maintain a safe workplace, which is free of alcohol and
illegal possession and/or use of drugs. OCSD is firmly committed to achieving a drug
free workplace and will continue making a good faith effort to achieve a drug free
workplace by consistently enforcing every element of this policy.
5.0 PROCEDURE
5.1 ILLEGAL DRUGS
5.1.1 The sale, purchase, offer to sell or purchase, use, manufacture,
distribution, dispensation, or possession of, or being under the influence of,
illegal drugs while on OCSD business or time, or on, or in, OCSD premises
or property is prohibited.
5.1.2 No employee shall bring drug paraphernalia onto OCSD premises or
property or into OCSD vehicles.
5.2 OTHER DRUGS
5.2.1 No prescription drug shall be brought upon OCSD premises by any person
other than the person for whom the drug is prescribed by a licensed
medical practitioner, and shall be used only in the manner, combination,
and quantity prescribed. The use, possession, sale, offer to sell,
manufacture, distribution, dispensation, or purchase of legal drugs, except
under the conditions specifically permitted herein, is prohibited.
5.2.2 If an employee has any question or concern as to his or her ability to safely
or efficiently perform the job while taking a prescription drug or other
medication, the employee has an affirmative obligation to report the use of
that drug or medication to Safety & Emergency Response staff, Human
Resources staff, or his/her division management.
5.2.3 Upon receiving such notification from any employee, OCSD shall contact
OCSD's physician or designee for a determination of the ability of the
employee to work while using that drug.
5.2.4 An employee may continue to work, while taking a legal drug, if OCSD has
determined, after consulting with the OCSD physicians or designee, that
the employee does not pose a threat to the employee's own safety or to the
safety of co-workers, and that the employee's job performance is not
adversely affected by the legal drug. Otherwise, the employee may be
required to take a leave of absence or comply with other appropriate action
determined by management.
Page 2 of7
5.2.5 An employee who fails to report legal drugs, that adversely affects his/her
behavior, to the employee's supervisor so that a determination of fitness to
work can be made, may be subject to disciplinary action, up to and
including termination.
5.3 ALCOHOL
5.3.1 No alcoholic beverages may be brought onto or consumed on OCSD time
or property.
6.0 PROHIBITION AGAINST EMPLOYEES HAVING ILLEGAL DRUGS OR ALCOHOL IN
THEIR BODIES DURING WORKING TIME
6.1 All employees of OCSD are expected to report for work with no residue or
metabolite of illegal drugs in the body or blood alcohol level greater than .02%.
Employees must not have any residue or metabolite of illegal drugs in the body or
blood alcohol level greater than .02% at any time while on the job. Compliance
with these rules is considered an essential job qualification for all employees.
7.0 ENFORCEMENT OF RULE PROHIBITING EMPLOYEES FROM HAVING ILLEGAL
DRUGS OR ALCOHOL IN THEIR BODIES DURING WORK TIME
7.1 PRE-EMPLOYMENT ALCOHOUDRUG SCREENING
7.1.1 Prior to employment with OCSD, all final candidates shall be required to
pass an alcohol/drug screen test administered by a medical facility
designated by OCSD.
7 .1.2 Any prospective employee refusing to submit to such examination shall not
be hired by OCSD.
7.1.3 Any prospective employee failing the alcohol/drug screen test shall be
rejected from further consideration from employment with OCSD for at
least six (6) months.
7.2 REASONABLE SUSPICION ALCOHOUDRUG SCREENING
7.2.1 When OCSD has a reasonable suspicion that an employee is, or may be,
impaired or affected on the job by alcohol or illegal drugs, or that alcohol or
illegal drugs are, or may be, present in an employee's body in violation of
the rules set forth in this policy, the employee shall be required to submit to
an alcohol/drug screen test immediately upon demand by OCSD.
7.2.2 Refusal to submit to such a test amounts to insubordination and shall be
sufficient grounds for dismissal.
7.2.3 Any employee failing such a test, or who tampers with the test specimen,
shall be subject to dismissal from OCSD.
7.2.4 If an OCSD manager or supervisor has a reasonable suspicion that an
employee may be impaired by drugs or alcohol while on OCSD business or
on OCSD property, or otherwise in violation of this policy, the supervisor,
with approval of the Director of Human Resources, must refer that
employee for a drug and alcohol screening test.
7 .2.5 If an employee has reasonable suspicion that another employee is
Page 3 of7
impaired by drugs or alcohol in such a manner as it may offer concern for
the safety and well-being of other employees or the public, or is otherwise
in violation of this policy, that employee has an obligation to immediately
bring the matter to the attention of an OCSD manager or supervisor.
7.3 EMPLOYEE ASSISTANCE PROGRAM
7.3.1 OCSD policy is to help employees with substance abuse problems who
voluntarily seek assistance. Accordingly, OCSD provides a method by
which employees may come to management without fear of reprisal and
seek assistance.
7.3.2 Any employee who feels that he or she has developed an addiction to,
dependence upon or problem with the use of alcohol or drugs, is
encouraged to seek assistance. Assistance may be sought by writing in
confidence to, or asking for a personal appointment with the Director of
Human Resources.
7.3.2.1 Each request for assistance shall be treated as confidential. Only
those persons with a need to know shall be made aware of such
requests.
7.4 Human Resources shall maintain contacts with local hospitals and/or employee
assistance organizations offering alcohol or drug treatment programs. Human
Resources shall refer employees seeking assistance to an appropriate treatment
organization.
7.5 Rehabilitation is the responsibility of the employee, but any employee seeking
medical attention for alcoholism or drug addiction shall be entitled to benefits
available under OCSD's group medical insurance plans with the restrictions and
limits stated in the applicable plan summary. Employees on rehabilitation leave
shall be subject to the extended Medical Leave and General Leave of Absence
provisions in OCSD's Human Resources Policies and Procedures.
7.6 To be eligible for continued employment after rehabilitation, the employee must
provide certification that he/she was continuously enrolled in a treatment program
and actively participated in that program.
7 .6.1 Any employee suffering from an alcohol or drug problem who rejects
treatment or who leaves a treatment program prior to being properly
discharged therefrom shall be dismissed from employment with OCSD.
7.7 Any employee returning to active employment from rehabilitation shall be required
to sign a Return to Work Agreement providing:
7.7.1 Unannounced testing for a period of minimum twelve (12) months to insure
that the employee is free from the alcohol or drug problem.
7.7.2 Notice that failure of, or refusal to take, such a test during this period shall
constitute just cause for immediate dismissal of the employee.
7.7.3 Notice that the employee shall maintain an acceptable attendance and
performance record and comply with all other OCSD policies upon his/her
return to work. Failure to maintain an acceptable attendance and
performance record shall constitute just cause for immediate dismissal.
Page 4 of7
7.8 No disciplinary action shall be taken against any employee who, for the first
occurrence, comes forward to OCSD with his/her problem prior to 1) OCSD
becoming aware of a violation of the drug and alcohol policy, or 2) a request by
OCSD to undergo drug testing. However, once OCSD learns of a violation of the
drug and alcohol policy or the employee tests positive in a drug test, or if there is a
reoccurring problem, OCSD is not obligated to grant the employee General Leave
for rehabilitation. All testing procedures shall be in conformance with National
Institute on Drug Abuse standards, and shall be conducted at a reasonable time at
OCSD's expense.
8.0 INSPECTIONS
8.1 In order to insure the safety of the workplace and the workforce, and to protect and
preserve OCSD's property, OCSD may from time to time inspect OCSD's vehicles,
tool boxes, lockers, desks, file cabinets and other OCSD property.
8.1.1 These inspections may not be announced and employees should have no
expectation of privacy with respect to items brought onto OCSD property
and/or stored in such OCSD facilities.
8.1.2 It is a condition of employment for employees to cooperate with these
inspections. Refusal to consent to such an inspection amounts to
insubordination and may constitute cause for termination.
8.1.3 A representative from Human Resources must be present during any
inspection of OCSD property due to a reasonable suspicion that the
Substance Abuse policy has been violated.
9.0 DRUG CONVICTIONS
9.1 All OCSD employees or persons performing services for OCSD who are convicted
under a criminal drug statute for a violation occurring in the workplace are required
to notify the Human Resources Department in writing within five (5) calendar days
after such conviction.
9.2 Pursuant to the Drug Free Workplace Act, the Human Resources Department shall
notify the appropriate contracting authority within ten (10) calendar days after
learning of an individual's drug conviction from either the individual or any other
source. Within thirty (30) calendar days of learning of an individual's drug
conviction, OCSD shall take appropriate corrective action.
10.0 DEPARTMENT OF TRANSPORTATION REGULATIONS
10.1 Every driver who operates a commercial motor vehicle in interstate or intrastate
commerce, and is subject to the commercial driver's license requirements of the
Department of Transportation, Federal Highway Administration CFR Part 382 is
subject to OCSD's Anti-Drug and Alcohol Program. OCSD will ensure that all
alcohol or controlled substances testing conducted under the Substance Abuse
and Alcohol Misuse Plan complies with the procedures set forth in CFR Part 40.
11.0 DRUG FREE AWARENESS PROGRAM
11.1 OCSD shall require all employees to attend biannual Prevention of Workplace
Violence Training which shall include a module on Drug Free Awareness informing
employees about the dangers of drug abuse in the workplace, OCSD's Substance
Abuse Policy, available counseling, rehabilitation, and employee assistance
Page 5 of7
programs available through OCSD, and the penalties for violating OCSD's
Substance Abuse Policy.
12.0 POLICY DISTRIBUTION
12.1 Copies of this policy shall be disseminated to current employees in biannual
Prevention of Workplace Violence training and later hired employees in New
Employee Orientation. Acknowledgement forms shall be included with the policy
copy to be signed by employees and filed in personnel files. Temporary/contract
workers shall receive a copy of this policy and an acknowledgment form through
their employers. Signed temporary/contract worker acknowledgement forms shall
be filed in the Human Resources Department.
13.0 DISCIPLINARY ACTION
13.1 Except as otherwise provided in Section 7.3, violation of the Substance Abuse
Policy may result in disciplinary action, up to and including termination, even for a
first offense.
14.0 EXCEPTIONS
14.1 If any portion of this policy is found to be at variance with the provisions of an
approved Memorandum of Understanding (MOU), the MOU provisions shall prevail
with respect to employees in the affected bargaining unit.
15.0 PROVISIONS AND CONDITIONS
15.1 No employee shall be eligible for rehabilitation under the employee assistance
program more than one time. The reoccurrence of an alcohol or drug problem shall
be cause for dismissal.
16.0 RELATED DOCUMENTS
16.1 Drug Free Workplace Act
16.2 Substance Abuse Policy Acknowledgement Forms
16.3 HR Policy 8150.00 -Recruitment
16.4 HR Policy D80.00 -Employee Assistance Program
16.5 HR Policy F10.00 -Rules of Conduct
16.6 HR Policy F41.00 -Vehicle Usage
16. 7 HR Policy F?0.00 -Discipline
16.8 Local 501, Operations and Maintenance Unit MOU
16.9 Administrative and Clerical Unit MOU
16.10 Engineering Unit MOU
16.11 Technical Services Unit MOU
16.12 Professional Group MOU
Page 6 of?
16.13 Supervisor Group MOU
Page 7 of?
·-
/
,· ..
" Policy Number: F100.00 (· \ Orange County
i' ;: __ :}
Sanitation District '• -.,/ .. --.. ...-· Effective Date: September 28, 2005
Subject: Smoking Supersedes: December 15, 2004
Approved by: Lisa L. Tomko
1.0 PURPOSE
1. 1 This policy has been developed to protect employees and the general public from the
dangers of second-hand smoke and the potential hazards associated with ignition
sources near plant process components.
2.0 ORGANIZATIONAL UNITS AFFECTED
2. 1 This policy applies to all Orange County Sanitation District (OCSD) employees,
contractors, and the general public who are in or on OCSD property.
3.0 DEFINITIONS
3.1 Public Building - A building owned and occupied, or leased and occupied, by the State,
County, City, City and County, or a California College District. In or inside a public
building includes all indoor areas of the public building, except for covered parking lots.
3.2 Plant Process Component -An area, structure or pipe within OCSD facilities where
wastewater, biosolids, digester gas, or grit are collected, treated, stored, transported or
discharged.
3.3 OCSD Vehicles -All OCSD owned cars, trucks, carts, bicycles, and special motorized
equipment.
4.0 POLICY
4.1 GENERAL INFORMATION
4.1.1 OCSD provides designated smoking and non-smoking areas that meet
regulatory requirements and the operational needs of the organization. This
policy defines employee, contractor, and general public conduct, as related to
smoking, in or on OCSD property.
4.2 EMPLOYEE, CONTRACTOR AND PUBLIC CONDUCT
4.2.1 No OCSD employee, contractor, or member of the general public shall smoke
any tobacco product in an OCSD public building or vehicle; within 20 feet of an
operable door or window of an OCSD building; within 20 feet of a building
ventilation system intake; within 20 feet of any area designated non-smoking; or
within 20 feet of a plant process component. Smoking is permitted within OCSD
facilities in all designated areas, parking lots and roadways, and in any open area
that is a distance greater than 20 feet from a process area or building.
4.2.2 Failure to comply with the requirements of this policy shall result in disciplinary
action, which includes, but is not limited to:
Page I of2
4.2.2.1 Progressive disciplinary action for OCSD employees, which may result in
termination for repeated violations.
4.2.2.2 Removal of contractor personnel from an OCSD public building, facility
or vehicle and/or termination of the contract.
4.2.2.3 Removal of a member of the general public from the impacted OCSD
public building or vehicle.
4.2.2.4 Prohibition from coming on to OCSD sites.
4.3 LOCATING DESIGNATED SMOKING AREAS
4.3.1 All designated smoking areas shall be located outdoors and at least 20 feet from
a main entrance, exit, and/or operable window of an OCSD building; within 20
feet of a building ventilation system intake or plant process component.
4.3.2 Ash trays will be provided where necessary and will be maintained by OCSD.
5.0 PROCEDURE
5.1 RECORD KEEPING
5.1.1 A database within the Computer Maintenance Management System (CMMS)
shall be implemented to properly maintain the location of all designated smoking
areas at OCSD.
6.0 EXCEPTIONS
7.0 PROVISIONS AND CONDITIONS
8.0 RELATED DOCUMENTS
8.1 Code of Federal Regulations, Title 49 (Subpart D)
8.2 California Government Code, Sections 7597-7598
8.3 California Labor Code, Sections 6400-6413.5
8.4 Policy F41.00, Vehicle Usage
8.5 Policy F70.00, Discipline
8.6 Local 501, Operations and Maintenance Unit MOU
8.7 Administrative and Clerical Unit MOU
8.8 Engineering Unit MOU
8.9 Technical Services Unit MOU
8.10 Professional Group MOU
8.11 Supervisor Group MOU
Page 2 of2