Bartee RanchPolicy Manual Pg.1
Policy Manual
For
Welcome to our Family!
Welcome to ourFamily! Here at Bartee Ranch, we feel that your work environment should feel like home and your co-workers should feel like family. You will spend over 86,000 hours of your life at work, so it is important that you find satisfaction and fulfillment in your work and enjoy being around your co-workers.
Our mission at Bartee Ranchis:“To serve God by being wise stewards of his land and animals using Psalms 15 as our standard of practice.” We believe this ranch was a heritage established by our grandparents and a legacy given to us by God. Therefore we must follow God’s precepts for it to succeed. In Psalms 15 David outlines the expectations God has for his people:
“Lord, who may abide in your tabernacle? Who may dwell in Your holy hill? He who walks uprightly, and works righteousness, and speaks the truth in his heart; he who does not backbite with his tongue, nor does evil to his neighbor, nor does he take up reproach against his friend; in whose eyes a vile person is despised, but he honors those who fear the Lord; he who swears to his own hurt and does not change; he who does not put out his money at usury, nor does he take a bribe against the innocent. He who does these things shall never be moved.”
Although at times we may fall short of these guidelines, they are our goal and standard of business for ourselves and our employees.
In this manual are the expectations that we have of employees here at Bartee RanchPlease read over the following pages so you are familiar with our expectations and procedures, but also keep this manual handy so you can refer back to it with questions. We have tried our best to answer all your questions, but if we have missed one please come see a manager for clarification.
Welcome to our family!
*Note: This manual is designed to provide employees with knowledge of the expectations, practices and procedures associated with being an employee of Bartee Ranch. It may not cover every situation that will arise; therefore the employer reserves the right to edit and adapt these policies as need be. If an infraction of this policy takes place unnoticed by management, it does not nullify this document. Updates and changes will occur over time and the latest version will be available on thewebsite. Revised: January 1, 2015
Table of Contents
Employee Structure and General Procedures...... 4
General Job Descriptions...... 5
Dress Code...... 5
Arriving to Work...... 5
Conduct While at Work...... 6
Compensation...... 7
Employee Leave Benefits...... 8
Evaluations...... 9
Termination/Resignation...... 9
Disciplinary Actions...... 9
Frequently Asked Questions (FAQs)...... 11
Appendix A: Absence Request Form...... 12
Appendix B: Evaluation Form ...... 13
Appendix C: Resignation Form ...... 15
Appendix D: Disciplinary Chart ...... 16
Appendix E: Policy Violation Form ...... 17
Appendix F: Whistle Blower Form ...... 18
Appendix G: Job Description Form...... 19
Appendix H: Daily Task Form...... 20
Appendix I: Time Cards...... 21
Employee Structure and General Procedures
When hired, each employee will sign and be given a copy of their job description (see Appendix G). This document will include that person’s specified job title, employment classification, the average number hours they are expected to work per week, the specific tasks that person is to be responsible for and other items specific to that person’s employment.
Types of Employee Classifications
Full-time: A person who is hired to work a yearly average ofmore than 32 hours per week.
Benefits:
- Eligible for paid days off(see your job duty for further information)
- Bereavement pay
- No eligible for overtime pay
Part-time: A person who is hired to work a yearly average of less than32 hours per week.
Benefits:
- Not eligible for paid days off (PDOs)
- No bereavement pay
- Not eligible for overtime pay
Temporary: A person hired to work in an “as requested” fashion.
Benefits:
- Not eligible for paid days off (PDOs)
- No bereavement pay
- not eligible for overtime pay
General Job Descriptions
Every employee’sjob duties will be further explained in their personal job description given to them by theirDale or Deanna (see Appendix G). These duties may change as time progresses and will be made known should changes arise. Each person is expected to give their best no matter what job they are doing. If a person has a question about something, they should not hesitate to askDale first, or Deanna if he is not available. Our goal at Bartee Ranch is for everyemployee to be successful and for management (the owners)to help in any way we can.
Dress Code
Since the nature of agriculture work is dangerous there are a few steps that employees of Bartee Ranchare expected to follow:
- Footwear must be leather boots
- Clothing must fitin a way thatminimizes the chances of it getting caught in machinery
- Every kind of jewelry should be avoided
Arriving to Work
Everyone is expected to arrive to work at least 10 minutes before they are scheduled to clock in to ensure that they are ready to begin work on time. This also allows time for unforeseen delays in getting to work.
Parking
Employees are expected to park out of the main driveway at Dale & Deanna’s. Vehicles can be left parallel to the trees that line driveways at Dale & Deanna’s house.
Time Cards (Clocking in/out)
It is everyone’s responsibility to adjust their personal life to be able to come to work on time and ready to work at their scheduled times.Tardy arrivals or early departure is a problem for the people around you. Repeateddisregard to scheduling will result in discipline up to and including termination.
All schedules have been set by the owners and therefore any needed changes must be approved by the Dale or Deanna.
We use a time card system here. It is your responsibility to document your arrival, departure as well as any lunch/breaks. If one forgets tolog their hours an ownermust approve the adjustment to the time card by initialing. Repeated forgetfulness in this area may result in deduction of pay.Fraud/dishonesty on time cards will be treated the same as dishonesty in any other area and will not be tolerated!
Conduct While at Work
General Expectations
Bartee Ranch feels that while an employee is at work they are being paid for their time and talents to bring progress to the ranch. This means that every minute of their time should be spent in some productive fashion that will make Bartee Ranch the best ranch it can be. If an employee should have a minute in which they do not know exactly what to do, they should contact Dale and request another duty or fill their time cleaning up and organizing areas of the ranch.
Daily Task Forms
We keep track of work thru the use of Daily Task Forms (see appendix H) which are available on our website. You are expected to complete one of these forms for each of the major tasks you work on throughout the day. If the internet is down, please complete a paper form and submit it to us. We expect you to submit these forms EVERYDAY!
Personal Business
Employees will conduct personal business during their own time and not while they are clocked in. If a matter arises that requires immediate attention the employee must follow these steps:
- Clock out-ensuring someone knows and will cover any immediate duties. (If there is not a co-workeror manageravailable to cover their duties, then they must wait until one is able to or until their lunch break/end of the day.)
- Deal with the matter.
- Clock back in when they are able to fully focus on their job again.
Safety
Agriculture work can be a very dangerous job. Prevention of personal injury must always be of high priority. We expect full cooperation where safety is concerned. Bartee Ranch has provided the tools to allow for safe and proper handling ofanimals and equipment. These tools should be properly used at all times. For further explanation please see the safety manual.
Dishonesty
Dishonesty in any fashion will not be tolerated. This includes partial truth and failure to disclose information to Dale or Deanna. At Bartee Ranch, theft of any kind is also considered dishonesty and will not be tolerated.
Insubordination
Insubordination, or failure to follow directives given by Dale or Deanna, is not tolerated. If a one of them gives a directive that an employee does not feel is ethical, moral, or in the best interest of the ranch, that employee should take an appropriate opportunity to express their concerns to Dale or Deanna.
Sexual Harassment
Sexual harassment is in no way permitted at Bartee Ranch. This includes, but is not limited to jokes, comments, touching or innuendos of a racy nature. If a co-worker’s actions are unprofessional in this area it will be dealt with immediately and may result in termination.
Substance Abuse on the Job
Bartee Ranch recognizes the rights of its employees to enjoy alcoholic beverages during their personal time. However, employees are highly encouraged to keep the use of substances to a mature responsible manner. Bartee Ranch reserves the right to send home or terminate an employee who comes to work under the influence of any substance.
Whistle Blowing
Every employee is responsible to protect the ranch’s assets, integrity and profitability thus protecting paychecks. In the event that a person observes a fellow employee/manager violating a policy or behaving in an unethical/immoral way either on or off duty, it is that person’s responsibility to report the violation. Please use the form in Appendix F to do this. The reporting person can reserve the right to remain anonymous.
Compensation
Pay day
Paychecks will generally be given out on the 1st and 15th of the month. If this day should fall on a weekend, then the paycheck will be provided the working day prior to that weekend.Every week the time cards (see appendix I) are collected and the hours are calculated according to the pay rate per hour.
Salary
Some employees may be put on a salary system. This will also be described in that person’s job description. These employees will still need to submit a time card to prove the hours they worked and the tasks they work on.
Employee Leave Benefits
Paid days offare provided to full-time employees as stipulated in their personal job description. To use personal leave one will be required to fill out a leave request (see appendix A)and give that request to Dale or Deannaas soon as knowledge of leave arises but no less than one week prior to the requested days off.
Paid Days Off
Full time employees are eligible for paid days off (PDOs) after their first 6 months of service. The number of PDO’san employee is allowed is included in that individual’s job description. If an employee is eligible for PDOs they must give a written request using the Absence Request Form(see appendix A) to Dale or Deanna at least 1 day in advance. If the leave is for more than 2 days they will need to submit this form at least two days prior to the requested time off. The number of PDOs an employee is allowed will be negotiated between the employee and Dale or Deanna at the time of performance evaluation (see Appendix B for the Performance Evaluation Form.)PDOs will be charged in half day increments.
Unpaid Days Off
Any employee who does not have Paid Days Off (PDOs) and needs to take time off will need to submit an Absence Request Form (see appendix A.) An employee must give a written request using the form to Dale or Deanna at least 1 day in advance. If the leave is for more than 2 days they will need to submit this form at least two days prior to the requested time off.
Sick/Unscheduled Absences
Employees are encouraged to take time off when they are sick or injured.Full time employees who have accrued PDOs (Paid Days Off) may receive compensation for days they call in sick, however these days will be deducted from their accruedPDOs. All employees who have a prolonged sickness (more than two days) will need proof of illness/injury from a local medical clinic or hospital. If an employee does not have PDOs available it will be deducted as unpaid day(s) off. Excessive sick/unscheduled absences may result in a renegotiation of scheduled hours and possibly employment.
Maternity Leave
As per the Family Medical Leave Act, up to three months of time off will be allowed to an employee after the birth of their child. If the employee has accrued PDOs then they may elect to use these at this time, otherwise the days off will be without pay.
Civil Service (i.e. Jury Duty, National Guard, etc.)
If an employee is summoned for jury duty which will require them to miss work, they will need to provide proof of the jury summons prior to missing any work. If they are then selected to serve on the jury they must provide documentation of selection and proof of service for each scheduled day of work they miss. As per Colorado Law, Bartee Ranchwill stipend them $50 a day for the first three days of service, after that it is the employee’s responsibility to collect payment from the courts.
Funeral Time Off
One day off will be granted for attending the funeral of a family member of an employee’s ortheir spouse’s immediate family (including: grandparent, parent, child, grandchild, or sibling.) A newspaper obituary or other legal account of death must be given to Dale or Deanna as proof of death.
Evaluations
Every employee will be evaluated before they reach 6 months of employment. Beyond that they will be evaluated annually on or around their anniversary of their hire. The evaluation will be based on a 9 point system using the form provided in Appendix B and will be conducted by Dale or Deanna. Every employee is encouraged to be open and honest during this time to help ensure the best possible working conditions for them and their co-workers. Each evaluation will become part of that employee’s permanent file.
Termination/Resignation
A two week notice of resignation is expected from employees wishing to voluntarily resigning. See appendix C for Resignation Form.
Disciplinary Actions
Violation of thepolicies outlined in this manual will result in disciplinary action. If Dale or Deanna deems the violation minor, they will proceed to discuss the violation with the employee and complete a Policy Violation Form (see Appendix E.) If Dale or Deanna deems the violation to be major then immediate termination is most likely.Multiple minor violations will be sufficient cause for termination. Please see Appendix D for a sample of major and minor policy violations.
Frequently Asked Questions (FAQs)
Will I need a driver’s license?
Because a lot of the work on the ranch requires moving vehicles and machinery, we do not hire persons who do not have a valid driver’s license. We do reserve the right,for insurance purposes, to obtain periodic driving records on each of our employees. Receiving multiple tickets, DUI (Driving Under the Influence), or DWI (Driving While Intoxicated) during their employment may risk a person’s job with us.
What if I need to purchase supplies for the ranch?
Under no circumstances will purchases be made without prior approval from Dale or Deanna .Should an employee make a purchase without submitting to Deanna some kind of valid receipt, they will be personally liable for the purchase. If an employee charges an item to a ranch account without prior authorization from Dale or Deanna or without turning in a receipt, the cost of that item will be deducted from their paycheck.
Appendix A: Absence Request Form
(Please see the Policy Manual for a complete explanation of Employee Leave Benefits)
Employee Name: ______
Dates requesting off: ______
Purpose of absence (please mark one):
PDO (Paid Day Off-this is only available to full time employees after 6 months)
Unpaid Day Off
Sick or Unscheduled Absence
Maternity Leave
Civil Service (Jury Duty, National Guard Duty, etc.)
Funeral Leave
Notes: ______
______
Employee Signature: ______Today’s Date: ______
Manager Signature: ______DateReceived: ______
Appendix B: Evaluation Form
Date: ______
Employee’s Name: ______
Evaluating Manager’s Name: ______
3 / 2 / 1 / 0 / ScoreCare for Land, Animal and Machinery / Employee has gone above and beyond to care for the land, animals and machinery. / Employee has fulfilled the needs of the land, animals and machinery. / Employee has lacked in the care of the land, animals and machinery. / Employee has not fulfilled in the care of the land, animals and machinery.
Job
Performance / Employee has gone above and beyond to fulfill all of their duties as expressed in their job description. / Employee has fulfilled their duties as expressed in their job description. / Employee has fulfilled part of their duties expressed in their job description / Employee has not fulfilled the duties expressed in their job description.
Policies & Procedures / Employee has gone above and beyond to fulfill all of the expectations expressed in the Policy & Safety Manuals. / Employee has fulfilled their duties as expressed in the Policy & Safety Manuals. / Employee has fulfilled part of their duties expressed in the Policy & Safety Manuals. / Employee has not followed the policies and procedures expressed in the Policy & Safety Manuals.
Total Score: ______/9
Notes: ______
______
Appendix B: Evaluation Form (Cont.)
Manager Comments: ______
______
______
Employee Comments: ______
______
______
Manager Signature: ______Date: ______
Employee Signature: ______Date: ______