MCMINN COUNTY
EMERGENCY COMMUNICATIONS
DISTRICT
POLICIES AND PROCEDURES
MCMINN COUNTY EMERGENCY COMMUNICATIONS DISTRICT
911 BOARD POLICIES AND PROCEDURES
INDEX 0-1
INTRODUCTION 0-4
REVISIONS 0-5
SECTIONS
SECTION 20 - BUDGETING
20-1 Budget General 2-1
20-2 Budget Amendments-Require Approval 2-1
SECTION 30 - GENERAL POLICIES
30-1 Disbursements Warrants-Signature Requirements 3-1
30-2 Contract Review, Approval and Administration 3-1
30-2.1 Title VI Compliance 3-1
30-3 Travel Policy and Reimbursement Procedures 3-1
A. General 3-1
B. Authorization and requisition Procedures 3-1
C. Travel Advances 3-1
D. Travel Regulations 3-2
E. Reimbursement Procedures 3-4
30-4 Authorization of Travel/Per diem Daily Compensation 3-5
30-5 Code of Conduct-Contracts, Purchasing, etc. 3-5
30-6 Code of Ethics 3-6
A. Definitions 3-6
B. Disclosure of Personal Interest in Voting Matters 3-6
C. Disclosure of Personal interest in Non-voting Matters 3-6
D. Acceptance of Gifts and Other Things of Value 3-6
E. Ethics Complaints 3-7
F. Applicable State Laws 3-7
30-7 Policy Relating to Tennessee Open Records 3-10
30-8 Policy relating to Electronic Mail 3-11
A. Monitoring of electronic Mail 3-11
B. Distribution 3-11
30-9 Policy relating to Electronic Communications Equipment 3-11
SECTION 60 - PERSONNEL
60-1 Purpose, Scope and Administration 6-1
A. Purpose 6-1
B. Scope 6-1
C. Administration 6-1
60-2 Employment Application and examination 6-1
A. Eligibility 6-1
B. Non-Discrimination - Equal Employment Opportunity 6-1
C. Hiring Practices 6-2
D. References 6-2
E. Rejection of Applicants 6-2
0-1
60-3 Types of Employees 6-2
A. Full-Time Regular Employees 6-2
B. Emergency 6-2
C. Part-Time / Temporary 6-2
60-4 Attendance and Leave 6-2
A. Hours of Work 6-2
B. Attendance 6-3
C. Time Records, Overtime and Compensatory Time 6-3
D. Holidays 6-4
E. Annual Leave 6-4
F. Disability Leave 6-5
G. Sick Leave 6-5
H. Bereavement Leave 6-6
I. Military Leave 6-6
J. Jury Duty Leave 6-6
K. Educational Leave 6-6
L. Examination Leave 6-7
M. Leave Without Pay 6-7
N. Maternity Leave 6-7
O. Family and Medical Leave Act Policy 6-7
60-5 Probationary Period 6-12
A. Purpose 6-12
B. Duration 6-12
C. Dismissal Non-Disciplinary 6-12
60-6 Separations: Non-Disciplinary 6-12
A. Resignation 6-12
B. Reduction in Force (layoff) 6-12
C. Retirement 6-12
60-7 Disciplinary Action 6-13
A. Intent 6-13
B. Disciplinary Action-Degrees 6-13
C. Discipline Guides 6-13
D. Responsibility for Administration 6-13
60-8 Other Employee Benefits 6-14
A. Employee Life and Accidental Death Insurance 6-14
B. Medical Insurance 6-14
C. Retirement Incentives 6-15
60-9 Supplemental Elective Insurance 6-15
60-10 Drug Free Workplace Policy 6-16
60-11 Drug and Alcohol Testing Policy 6-17
A. General 6-17
B. Definitions 6-18
C. Qualifications for Employment and Prohibited Conduct 6-20
D. Testing Circumstances 6-22
E. Alcohol Testing Methodology 6-24
F. Alcohol Testing Procedures 6-24
G. Specimen Collection Procedures 6-25
H. Testing Methodology 6-26
I. Discipline and Consequences 6-27
0-2
60-12 Sexual Harassment Policy 6-31
60-13 Grievance Procedures 6-31
60-14 Personnel Policy Acknowledgement Form 6-32
60-15 Personnel Policy Compensatory Time Agreement 6-34
60-16 Elective Direct Deposit of Payroll 6-35
SECTION 70 - PURCHASING
70-1 Approval of Purchases for Biddable Items 7-1
70-2 Purchases Below Formal Competitive Bid Limits 7-1
A. Requirements 7-1
B. Departmental Requisitions less than $200.00 7-1
C. Blanket Monthly Departmental Requisitions 7-1
70-3 Formal Bid Exceptions - Emergencies 7-2
70-4 Requisitions 7-2
70-5 Emergency Purchases 7-2
70-6 Payments 7-2
70-7 Requisition/Purchase Order Changes 7-3
70-8 Charge Accounts 7-4
0-3
INTRODUCTION
McMinn County Emergency Communications District hereby adopts these Comprehensive Policies and Procedures for all personnel. This policy will ensure that McMinn County E-911 is in compliance with T.C.A. 7-86-125 (Comprehensive travel regulations) as well as general policies, budgeting and purchasing. McMinn County E-911 follows closely the policies and procedures approved by the Financial Management Committee of McMinn County Government. McMinn County E-911 adopted McMinn County’s current Drug Policy in June of 2006 as well as the Ethics Policy in October of 2007 as noted in the minutes of the McMinn County Emergency Communications District.
Any revisions to this policy will be listed on page 0-5.
0-4
REVISIONS
Revision Date approved Section Revised Page
Revision Section 30-3, D-17&19 3-3,3-4
Addition October 2007 Section 30-6 3-6
Addition Section 30-7 3-10
Addition Section 30-8 3-11
Addition Section 60-4, D 6-4
Addition Section 60-4, G-12 6-6
Addition Section 60-4, H 6-6
Revision Section 60-4, J 6-6
Addition June 2006 Section 60-10 6-16
Addition Section 60-12 6-31
Re-approved entire Policy December 2008
with change in travel Section 30-, D-17-19 3-3,3-4
Addition July 1, 2010 Section 70, 70-8 7-4
Addition October 28, 2010 Section 30-9 3-11,12
0-5
SECTION 20: BUDGETING
20-1 GENERAL
The Board of McMinn County Emergency Communications District adopts the Budget as the annual appropriation of the district at or before its July regular meeting. The Budget is a plan for revenue and expenditure that is adopted in order to provide specific services and thereby, implement policies of the Board. It is also the legal authority to receive and expend funds. As it is a plan, it is recognized that sometimes during the year the Budget will require adjustments due to changing conditions. These adjustments will be processed in the form of Budget Amendments in accordance with the procedures and with approvals as required under item 20-3 of this section.
The normal Budget process starts with a required meeting of the Budget Committee prior to the 1st of March and results in an approved tax rate and Budget prior to the July meeting of the Board of the E-911 District.
At the January meeting of the Budget Committee, the required procedures, forms, calendar, etc. are decided. Prior to distribution of Budget Forms the Committee will approve guidelines and give direction in projecting budgeted needs.
20-2 BUDGET AMENDMENTS-REQUIRE APPROVAL
The McMinn County Emergency Communications District Board (henceforth E-911) will be the approving authority for Budget Amendments that result in an increase or decrease of the total budgeted revenue or expenditures of a fund.
2-1
SECTION 30: GENERAL POLICIES
30-1 DISBURSEMENT WARRANTS-SIGNATURE REQUIREMENTS
The E-911 Director shall prepare all disbursements and Payroll Expenses drawn on the E-911 funds for the obligations of E-911.
In absence of the E-911 Director, the Chairman of the E-911 Board will be authorized to the requisition. (Exhibit 1)
30-2 CONTRACT REVIEW, APPROVAL AND ADMINISTRATION
All contracts, leases, agreements, etc. in the name of the E-911 Board shall be presented to the E-911 Board for review and be approved in the final form to be executed by the E-911 representative. No individual within the committee has the authority to legally bind the E-911 District without the authorization of the E-911 Board.
Prior to presenting the contract, lease or agreement, in final form to the E-911 Board, it will be reviewed and signed by the E-911 Attorney to indicate “approval as to form”.
After approval of the contract in final form by the E-911 Board, the contract will be signed by an authorized representative of all parties involved. The E-911 director will retain a fully executed copy of the contract and like copies will be distributed to the other parties of the contract.
30-2.1 TITLE VI COMPLIANCE
As required by Equal Opportunity Title VI of the Civil Right Act of 1964; 49 CFR, Part 21, McMinn County E-911 complies with related statutes and regulations to the end that no person shall be excluded from participation in or be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance on the basis of race, color, sex or national origin.
30-3 TRAVEL POLICY AND REIMBURSEMENT PROCEDURES
A. GENERAL
·When E-911 Officials or Employees spend their personal funds for travel which is in the course of E-911 Business or in support of an E-911 purpose, such officials and employees may be reimbursed for such expenses from E-911 funds provided they were expended in accordance with this approved policy.
·This policy shall apply to all employees and board members for which a disbursement warrant would be issued from the Central Finance Office for payment of such expenses.
B. AUTHORIZATION AND REQUISITION PROCEDURES
All out-of-county travel should be authorized by the Director prior to departure. The submission of an approved departmental requisition form to the Director will serve as authorization. This form is necessary to insure worker’s compensation and liability insurance coverage while out of the county.
C. TRAVEL ADVANCES
·It shall be McMinn County E-911 policy to allow travel advances for meals as described in this policy.
·The amount of the required advance and date needed should be clearly indicated on the departmental requisition approved by the Director for that particular trip. The individual traveling will be required to complete the required travel reimbursement form to document use of the advanced funds. If the total claim for items other than meals exceeds the amount advanced, the individual will be reimbursed the additional amount. If the total claim is less than the amount advanced for items other than meals, the individual will return the remaining funds along with a completed travel reimbursement form. 3-1
D. TRAVEL REGULATIONS
1. Approved travel is on the basis of reimbursements for the actual and necessary business expenses incurred subject to the limitations set forth herein. Receipts should be obtained for all items or fares including taxi fares, tolls and ferry fees not assigned an allowance by this policy. Lodging receipts must itemize room charges and taxes.
The limits on travel expenses set forth herein are maximum amounts above which reimbursement cannot be made. Employees and officials, when traveling, should be as conservative as circumstances permit and actual expenses will normally run within the maximum limits.
2. Travel must be made by the most direct route possible and any individual traveling by an indirect route must assume any extra expense incurred thereby.
3. Expenses for meals and lodging will not be allowed when incurred within the County unless approved by the Board.
4. The following time schedule shall determine eligibility for reimbursement for meals. Any employee arriving or leaving the County during these times shall not be entitled to reimbursement.
Breakfast 7:00 am – 8:00 am
Lunch 11:00 am – 1:30 pm
Dinner 5:00 pm – 6:30 pm
5. Reimbursement for lunch meals will not be made unless overnight travel is involved with the exception of lunch meal while attending a seminar, convention, conference or business meeting.
6. Expenses of books, supplies, postage, stenographic help, public relations items and other items that do not constitute actual traveling expenses should not be made part of the travel claim.
TRANSPORTATION
7. Travel must be made using a 911 vehicle, if available, and that said vehicle is the least expensive and most practical means of transportation for said travel.
8. Transportation for persons traveling singly should be by common carrier (air, train, bus) whenever practicable and the fare must not exceed the regular tourist fare charged the general public. First class may be authorized when regular tourists is not available (such authorization should be by the department head and indicated on the department requisition). Advantage must be taken of round trip rates when available. The use of air travel is encouraged when time is an important factor or when the trip is so long that other methods of travel would prove more expensive because of subsistence allowance.
9. When transportation is by E-911 owned vehicle, the necessary automobile repair, tolls, parking, fuel and storage expenses are allowable. Whenever possible, the E-911 credit cards should be used for gas and oil purchases. In the use of personally owned vehicle (POV), the authorized mileage allowance includes all operating expenses such as gas, oil and repair precluding any separate claim for such items.
10. Reimbursement for use of privately owned vehicles may be claimed under the following conditions:
a. If a POV has been authorized in the daily performance of duties, employees shall be reimbursed at the State of Tennessee Travel Regulations Rate per mile or at an E-911 Board approved fixed monthly rate.
b. If an employee elects to use his or her POV for his or her convenience on out-of-state trips reimbursement will be based on a rate of twenty (20) cents per mile; however, if more than one employee is transported, the State of Tennessee Travel Regulations Rate per mile may be claimed if the names of employees so transported are provided. The total cost of an out-of-state trip in a POV shall not exceed the total cost for the same trip if commercial transportation were used.
c. Mileage rates shall apply to the entire mileage for approved personal vehicles for travel within state boundaries as well as outside the state boundaries. 3-2
d. Mileage shown by an official state map or using an official mapping web-site will be regarded as official. Only mileage on official business may be claimed for reimbursement.
11. TAXI-FARES: If an individual travels by common carrier, reasonable taxi fares will be allowed for necessary transportation. It is expected that bus or limousine service to and from airports will be used where available and practical. In traveling between hotels or lodging and meeting or conferences, reasonable taxi fares will be allowed.
12. TOLLS AND FERRY FEES: Reasonable tolls and ferry fees will be allowed where necessary.
13. PARKING: Necessary charges for hotel and airport parking will be allowed providing that airport parking fees do not exceed normal taxi fare to and from the airport. Receipts must be furnished on airport and hotel parking. If an employee is required to leave his office on E-911 business and later returns, the actual charge to park while attending E-911 business will be reimbursed.
14. UNAUTHORIZED MEALS AND LODGING EXPENSES: Unnecessary meals and lodging expenses which are occasioned by the use of an automobile for reasons of the employee’s personal convenience, or which are due to travel by an indirect route, will not be allowed.
15. RENTAL CAR: Rental car is authorized if this is the most practical and less expensive alternative when traveling out of state. In state rental car must have prior approval from the Director.
OUT-OF-STATE TRAVEL
16. LODGING: Reimbursement for actual expenses for lodging will be on the following basis: