Henry County
Water Authority
EMPLOYEE HANDBOOK
1695 Hwy. 20 West
McDonough, GA 30253
(770) 957-6659
Revised and Approved
Effective February 2, 2015
TABLE OF CONTENTS
I. INTRODUCTION
I.1. Welcome by Manager
I.2. Establishment
I.3. Reserved
I.4. Introductory Disclaimer Statements
I.5. Reserved
I.6. Mission Statement, Vision and Core Values
I.6.a. Mission Statement
I.6.b. Vision
I.6.c. Core Values
I.7. Brief History of the HCWA
1. EMPLOYMENT POLICIES
1.1. Compliance with Law
1.2. Statement of Equal Employment Opportunity
1.3. Policy against Harassment, Discrimination and Retaliation
1.4. ADA Policy
1.5. Employment at Will
1.6. Eligibility to Work
1.7. FLSA-Exempt and Non-Exempt Employees
1.8. FMLA and Service Member and Qualified Exigency Leave
1.8.a. Family and Medical Leave
1.8.b. Service Member and Qualified Exigency Leave
1.9. COBRA
1.10. USERRA and Paid Military Leave
1.11. Employment of Relatives
1.12. Romantic Relationships
1.13. Accurate and Pre-Employment Information
1.14. Employment Classification
1.15. Employee Performance Evaluations
1.16. Orientation
1.17. Working Test Period
1.18. Job/Job Grade Movement
1.19. Filling Vacant Positions Through Promotion, Transfer or Recruitment
1.20. Attendance and Absenteeism
1.21. Grievances
1.21.a. Step 1: Grievance Initiation
1.21.b. Step 2: Grievance Review Procedures
1.21.c. Step 3: Appeal to Grievance Decision
1.21.d. Non-Grievable Areas
1.22. Inclement Weather
1.23. Tobacco Free Workplace
CONDITIONS OF EMPLOYMENT
2.1. Confidential Nature of Work
2.2. Works Hours
2.3. Overtime, Emergency Time and On-Call Status
2.3.a. Overtime
2.3.b. Emergency Time
2.3.c. On-Call Status
2.3.d. Adequate Rest
2.4. Political Activities
2.5. Outside Employment
2.6. Conflicts of Interests
2.7. Fitness for Duty and Prohibition of Intoxicant/Drug Use
2.7.a. Fitness For Duty
2.8.b. Use of Intoxicants/Drugs
2.8. Alcohol and Controlled Substances Testing Policy
2.8.a. Persons to be Tested
2.8.b. Possible Action
2.8.c. Contests of Positive Results
2.9. Garnishments
2.10. Abuse and Misuse of Property
2.11. Uniform Policy/Dress Code
2.11.a. Uniform Policy
2.11.b. Dress Code
2.12. Communications: Electronic Mail, Internet and Social Media Policy
2.12.a. Monitoring
2.12.b. Compliance with Policy Against Harassment, Discrimination and Retaliation
2.12.c. Proper Use of the e-mail and Internet Systems
2.12.d. Social Media
2.13. Travel
2.14. Telephone Calls/Texting
3. SEPARATIONS
3.1. Resignations
3.2. Abandonment of Position
3.3. Reduction in Force
3.4. Termination
3.5. Loss of/Failure to Obtain License
4. DISCIPLINE
4.1. Progressive Discipline
4.2. Causes of Action
4.3. Types of Actions
4.3.a. Oral Reprimand
4.3.b. Written Reprimand
4.3.c. Adverse Action
4.4. Emergency Action
4.5. Reserved
4.6. Appeals
5. POSITION CLASSIFICATION/PAY PLAN
5.1. Objectives of Position Classification Plan
5.2. No Entitlement to Rate of Pay
6. EMPLOYEE BENEFITS
6.1. Health and Dental Insurance
6.2 Flexible Spending Plan
6.3. Life and Disability Insurance
6.4. Retirement
6.4.a. Retirement Plan
6.4.b. Employee-Funded Plans
6.4.c. Retiree Health Insurance
6.5. Annual Leave
6.6. Holidays
6.7. Sick Leave
6.8. Bereavement Leave
6.9. Leave without Pay
6.10. Jury Duty/Court Leave
6.11. Social Security
6.12. Workers’ Compensation
6.13. Employee Wellness Policy
6.14. Tuition Reimbursement
7. SAFETY POLICY
7.1. Commercial Fleet & Equipment Safety Policy
I. INTRODUCTION
I.1. Welcome by General Manager
We are happy to present you with the Henry County Water Authority’s Employee Handbook. This handbook has been designed to help you know HCWA better. Whether you have been with us for a short time or for many years, we want you to know how much we appreciate the contribution you are making to the continued, successful operation of our Authority.
This handbook is a summary of our employment rules and policies, the benefits you receive, and the obligations you assume as an employee. We do not intend that any “rule” or “policy” cause an undue hardship for any employee. We set them forth in this handbook simply to let you know what to expect from us and what will be expected of you. These policies are not unchangeable, but will remain in effect unless changes are considered necessary by management or the Authority Board.
Please read your handbook carefully. You may refer to it at any time online. If you should have any questions concerning the policies or benefits outlined in this handbook, please ask your supervisor or Human Resources about them. Your supervisor and/or Human Resources will be glad to help you.
We are proud to have you as a part of our team. We hope you will share our sense of pride in our Authority and grow through your experience with us.
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I.2. Establishment
The following policies, to be known as the Employee Handbook, are being adopted by Management to encourage and promote a productive work environment through the adoption of written directives designed to inform all employees of management expectations.
All employees serve at-will and may be separated from employment at any time with or without cause. Nothing herein shall be construed to create a "property right" or entitlement to employment. Either Henry County Water Authority or the employee may terminate employment at any time, with or without advance notice and for any reason or for no reason. This Employee Handbook is not a contract, and no contractual rights are created or recognized herein. All employees are terminable at will, and Management has the right to terminate any employee, or to change or repeal this Employee Handbook (in whole or in part) at any time.
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I.3. Reserved
I.4. Introductory Disclaimer Statements
There are several things that are necessary to keep in mind about this handbook. It contains only general information and guidelines. It is not intended to address all the possible applications of, or exceptions to, the general policies and procedures described. For that reason, if the employee has any questions concerning eligibility for a particular benefit, or the applicability of a policy or practice to him/her, the employee should address the specific questions to the appropriate supervisor or the Human Resources Department.
The procedures, practices, policies and benefits described herein may be modified or discontinued at any time, with or without advance notice. Changes will be posted in a timely manner. Please check the Employee Portal for up-to-date information.
Employees are expected to become familiar with this handbook.
This handbook includes information on the Employee Health Insurance Plan, Employee Retirement Plan, and other aspects of employment at HCWA, some of which are governed by specific Plan Documents and state and federal law. If any part of this handbook is found to be in conflict with said specific Plan Documents and/or State and Federal law, then the Plan Documents and State and Federal law will prevail.
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I.5. Reserved
I.6. Mission Statement, Vision and Core Values
I.6.a. Mission Statement
The Henry County Water Authority is committed to its fundamental objective of providing and protecting an adequate water supply and environmentally friendly wastewater treatment, both of the highest quality, meeting or exceeding all regulatory requirements as economically possible and in an environmentally-sound manner for the growing residential and industrial needs of Henry County.
I.6.b. Vision
It is our full intent to:
· Plan for future needs and act on those plans in a responsible manner
· Provide first-class customer service
· Be fiscally responsible
· Protect our water resources and encourage others to be good environmental stewards
· Provide public education on our natural resources
I.6.c. Core Values
Integrity: We are honest and ethical in all of our dealings with each other and with the public.
Respect: We serve our customers and one another with courtesy and dignity, recognizing the impact our actions have on the quality of life now and in the future. We value the diversity throughout our county and organization.
Safety and Welfare: We value the safety and welfare of our employees and the customers we serve.
Excellent Service: We strive to address needs with courtesy, compassion, timeliness, efficiency and commitment.
Accountability: In the performance of our duties, we are individually and collectively accountable to customers and management. We are competent, responsible, and dedicated to providing effective and efficient services.
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I.7. Brief History of the HCWA
The Henry County Water & Sewerage Authority was founded in 1961 by an Act of the General Assembly of the State of Georgia, to "acquire, construct, and thereafter operate and maintain projects embracing sources of water supply and the distribution and sale of water and related facilities." The Act goes on to list the other duties of the Authority, including that to establish a sewer system.
Thus, Henry County was able to begin the process of planning and constructing a water and sewerage system capable of accommodating the needs of local citizens, and protecting the watersheds in order to ensure clean sources of water for Henry County residents and businesses. This enormous responsibility is still ongoing as the population of Henry County continues to grow.
On April 29, 2013, an Act to change the Authority’s name to Henry County Water Authority and further amend the enabling legislation was approved by the Georgia Legislature. (HB 522)
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1. EMPLOYMENT POLICIES
1.1 Compliance with Law
It is the Authority’s policy to comply with all applicable federal, state and local law and regulations affecting or relating to personnel policies, decisions, or practices. Such laws are ever-changing. The Authority shall comply with known changes to such federal, state and local laws and regulations on their effective dates, even if doing so precedes updating the Employee Handbook to reflect any needed change.
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1.2.Statement of Equal Employment Opportunity
The Henry County Water Authority is committed to equal employment opportunity without regard to race, gender, religion, color, age, sexual orientation, national origin, disability, pregnancy, genetic information, ancestry, veteran or military status, family and medical leave status, or any other status protected by state or federal law. The Authority will not tolerate harassment or discrimination based on an employee’s, vendor’s or customer’s race, gender, religion, color, age, sexual orientation, national origin, disability, pregnancy, genetic information, ancestry, veteran or military status, family and medical leave status, or any other status protected by state or federal law. This policy applies to all employment decisions, including but not limited to, recruiting, hiring, compensation, promotion, benefits, corrective action, termination, job assignments, terms and conditions of employment and training.
The Authority is committed to the implementation of both the letter and the spirit of all federal and state laws and regulations regarding equal opportunity in all of its hiring and employment practices. All employees are expected to uphold this commitment in their relationships with other employees, vendors and customers as well as in the fulfillment of the duties and responsibilities of their positions.
Any activity, decision, or conduct an employee, vendor or customer believes violates this policy should be reported immediately as discussed in detail in the Policy against Harassment, Discrimination and Retaliation below in this Handbook. The Authority will not tolerate retaliation against any employee for reporting or complaining of such conduct or suspected conduct, nor for participating in an investigation into such alleged conduct.
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1.3. Policy against Harassment, Discrimination and Retaliation
The Authority is committed to providing a professional work environment that maintains employee equality, dignity and respect. In keeping with this commitment, the Authority strictly forbids discriminatory practices, including sexual harassment, other forms of harassment and retaliation, as defined in this policy. Any harassment prohibited by this policy, whether verbal, physical or affecting the work environment in any way is unacceptable and will not be tolerated whether it occurs in the workplace, at outside work-sponsored activities, or at any outside activity where the person is known as a representative of the Authority.
The Authority prohibits any verbal, physical or visual conduct, which could offend, intimidate or create a hostile working environment to a reasonable individual, on the basis of race, gender, religion, color, age, sexual orientation, national origin, disability, pregnancy, genetic information, ancestry, veteran or military status, family and medical leave status, or any other status protected by state or federal law. The Authority specifically prohibits sexual harassment, which is defined in this policy as sexual advances, requests for sexual favors, or other verbal, physical or visual conduct of a sexual or suggestive nature.
Conduct prohibited in this policy will not be tolerated under any circumstances, including cases where the conduct is unwelcome, and/or:
A. Submission to the conduct is made either explicitly or implicitly a term or condition of an individual’s employment; or
B. Submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting the individual; or
C. The conduct has the purpose or effect of unreasonably interfering with the individual’s performance or of creating an intimidating, hostile, or offensive working environment.
The types of behavior that may constitute prohibited harassment include, but are not limited to:
A. Derogatory, vulgar, or graphic, written or oral statements or jokes regarding race, color, religion, national origin, disability, gender, sexual orientation or any other characteristics protected by federal, state or local law;
B. Unnecessary touching or physical assault;
C. Sexual compliments, flirtations, advances, propositions, innuendoes, suggestions or jokes; or
D. The display of offensive or sexually suggestive pictures or objects.
This policy applies to conduct engaged in by fellow employees, supervisors, or someone who is not directly related to the Authority, such as a vendor, consultant, client, customer or other Authority contact.
It shall be the joint responsibility of Management and Human Resources to require adherence to this policy. Human Resources will assist in the coordination and implementation of this policy. It is the intent of Management that no individual or employee be subjected to sexual harassment or any other form of unlawful harassment. Management shall take reasonable measures to maintain a workplace free of such harassment.
Employees must report all incidents of harassment or events of discrimination, regardless of the position of the alleged offender. Any employee who has a harassment or discrimination complaint against a supervisor, co-worker, visitor, vendor, customer or other person must bring the problem to the Authority’s attention.
Reporting Procedure:
A. If an employee believes that they have been harassed or discriminated against, the employee must immediately report the incident to his/her supervisor, the department manager or someone in the Human Resources department. If the employee believes the claim has not been properly addressed or if it involves someone in his/her chain of command or HR, the employee may escalate it to a Division Manager. After reporting and receiving a response, if the employee believes that the complaint was not properly addressed, he/she should report the incident to the General Manager.