confirmation of receipt · role in the development and evolution of the second largest city in the...

Confirmation of Receipt The Los Angeles Area Chamber of Commerce Employee Handbook was developed to outline the policies, programs and benefits available to eligible employees of the Los Angeles Area Chamber of Commerce. I understand that I should consult the COO regarding any questions I may have regarding the content of this document. Since the information, policies and benefits described herein are subject to change, I acknowledge that revisions to the handbook will occur. I understand that this information supersedes and takes precedent over all earlier handbooks, memoranda and oral descriptions of terms and conditions of employment. Only the L.A Area Chamber president & CEO has the ability to adopt revisions to the policies in this handbook. Policies set forth in this handbook are not intended to create a contract of employment between the Chamber and any of its employees. The provisions of the handbook have been developed at the discretion of Chamber management and may be supplemented, revised or rescinded at any time, at the Chamber’s sole and absolute discretion, with or without notice:

§ I understand that acceptance of an offer of employment does not contractually obligate the Chamber to continue to employ me in the future and such offer is conditional upon, among other things, my submitting proof of my legal right work in the United States of America.

§ I understand and acknowledge that the employment relationship is based solely upon mutual consent.

§ I understand and agree that either the Chamber of I may terminate the employment relationship at-will, at any time, with or without cause or advance notice.

§ I understand that the at-will nature of my employment or any representation contrary to the foregoing may only be modified in a written document signed by the president & CEO of the Chamber.

§ I understand that any use, possession or distribution of illegal drugs is strictly prohibited by the Chamber.

§ I understand and agree that, with exception of Worker’s Compensation claims and claims for unemployment insurance compensation, legal claims of any kind or description arising out of or relating to my employment with the Chamber or its termination shall be exclusively resolved in accordance with the rules of the American Arbitration Association. Such arbitration shall be conducted before a lawyer arbitrator who is a member of the National Academy of Arbitrators and selected from the American Arbitration Association’s Labor Panel. The arbitrator shall not have a right to add to nor subtract from nor modify any of the terms of this agreement or the policies in the Chamber Employee Handbook, nor shall he or she have the power to decide the justice or propriety of any specific provision of this agreement or any matter reserved solely to the discretion of the Chamber.

Furthermore, I acknowledge that this handbook and the policies contained in it are not a contract of employment. I understand that it is my responsibility to read and comply with the policies contained it this handbook and any subsequent revisions made to it. This handbook is located on the Chamber’s General Drive from which employees can review at any time. I acknowledge that I have read the handbook and agree to abide by the policies outlined within it. Employee’s signature_______________________________________________________________ Print or type employee’s name ___________________________________ Date ________________ (Note: A signed and dated copy of this page must be submitted to the human resources manager upon acceptance of the employee handbook revised June 2014.)

of 52

Employee Handbook Table of Contents Confirmation of Receipt ....................................................................................................... 2

1. Introduction to the Chamber ............................................................................................ 5 1.1 Vision, Mission, History, Values .................................................................................. 6

2. Essential Legal Provisions ............................................................................................... 7 2.1 At-Will Employment Status .......................................................................................... 8 2.2 Integration Clause and the Right to Revise ................................................................. 8 2.3 Equal Employment Opportunity ................................................................................... 9 2.4 Unlawful Harassment ................................................................................................ 10 2.5 Whistleblower Policy ................................................................................................. 11

3. Employment Policies and Practices .............................................................................. 13 3.1 Employment Classifications ...................................................................................... 14 3.1.1 Introductory Period .................................................................................................... 14 3.1.2 Regular Employees ................................................................................................... 14 3.1.3 Full-Time Employees ................................................................................................. 14 3.1.4 Part-Time Employees ................................................................................................ 14 3.1.5 Temporary Employees .............................................................................................. 14 3.1.6 Exempt Employees ................................................................................................... 15 3.1.7 Non-Exempt Employees ............................................................................................ 15 3.2 Job Duties ................................................................................................................. 15 3.3 General Guidelines for Position Categories & Salary Ranges .................................. 16 3.4 Work Schedules ........................................................................................................ 17 3.4.1 Meal and Rest Periods .............................................................................................. 17 3.4.2 Timekeeping Requirements ...................................................................................... 17 3.4.3 Conducting Personal Business ................................................................................. 17 3.5 Payment of Wages and Overtime ............................................................................. 18 3.5.1 Payroll Deductions .................................................................................................... 18 3.5.2 Employees Pay Advances ......................................................................................... 18 3.5.3 Overtime for Non-exempt Employees ....................................................................... 19 3.6 Personnel Records .................................................................................................... 20 3.6.1 Personnel Records Names and Addresses .............................................................. 20 3.6.2 Employee References ............................................................................................... 20 3.7 Performance Evaluations .......................................................................................... 21 3.8 Open-Door Policy ...................................................................................................... 21 3.9 Conflicts of Interest .................................................................................................... 22 3.10 Discipline and Termination ........................................................................................ 23 3.10.1 Disciplinary Action ..................................................................................................... 23 3.10.2 Employee Termination .............................................................................................. 23 3.10.3 Exit Interview ............................................................................................................. 23

4. Standards of Conduct ..................................................................................................... 24 4.1 Conduct ..................................................................................................................... 25 4.2 Conflict Resolution .................................................................................................... 26 4.3 Off-Duty Conduct ....................................................................................................... 27 4.4 Drug and Alcohol Abuse ............................................................................................ 28

of 52

4.5 Punctuality and Attendance ....................................................................................... 29 4.6 Dress Code ............................................................................................................... 29 4.6.1 Casual Day Dress ..................................................................................................... 30 4.7 Customer Service Standards .................................................................................... 30 4.8 Confidentiality ............................................................................................................ 32 4.9 Business Conduct and Ethics .................................................................................... 32

5. Operational Considerations ............................................................................................ 33 5.1 Employer Property ..................................................................................................... 34 5.2 Information Systems and Internet ............................................................................. 34 5.3 Off-Duty Use of Facilities ........................................................................................... 36 5.4 Security/Workplace Violence ..................................................................................... 36 5.5 Health and Safety ...................................................................................................... 37 5.5.1 Lactation-friendly Workplace ..................................................................................... 37 5.5.2 Ergonomics ............................................................................................................... 37 5.5.3 Smoking .................................................................................................................... 38 5.5.4 Housekeeping ........................................................................................................... 38 5.5.5 Package Inspection ................................................................................................... 38 5.6 Parking ...................................................................................................................... 38 5.7 Solicitation and Distribution of Literature ................................................................... 38

6. Employee Benefits ........................................................................................................... 39 6.1 Holidays ..................................................................................................................... 40 6.2 Vacation .................................................................................................................... 41 6.3 Sick Leave ................................................................................................................. 42 6.4 Flexible Work Scheduling ......................................................................................... 43 6.5 Time Off ..................................................................................................................... 44 6.5.1 Time Off for Voting .................................................................................................... 44 6.5.2 Time Off for Domestic Violence Assistance .............................................................. 44 6.5.3 Time Off for Family Engagement .............................................................................. 44 6.6 Insurance Benefits ..................................................................................................... 45 6.7 Other Insurance ......................................................................................................... 46 6.7.1 State Disability Insurance .......................................................................................... 46 6.7.2 Unemployment Compensation .................................................................................. 46 6.7.3 Social Security ........................................................................................................... 46 6.7.4 Workers' Compensation ............................................................................................ 46 6.7.5 Paid Family Leave Insurance .................................................................................... 46 6.8 Additional Benefits ..................................................................................................... 47 6.8.1 Tuition Reimbursement Plan ..................................................................................... 47 6.9 Leaves of Absence .................................................................................................... 49 6.9.1 Continuation of Employment Benefits While on Leaves ............................................ 49 6.9.2 Medical Leave and Family Care ................................................................................ 49 6.9.3 Occupational Disability .............................................................................................. 50 6.9.4 Personal Leave ......................................................................................................... 50 6.9.5 Military Leave ............................................................................................................ 51 6.9.6 Bereavement Leave .................................................................................................. 51 6.9.7 Jury Duty and Witness Leave .................................................................................... 51 6.9.8 Termination During Leave of Absence ...................................................................... 52

of 52

1. Introduction to the Los Angeles Area Chamber of Commerce ___________________________________________

of 52

1.1 Vision, Mission, History & Values Vision: The Los Angeles Area Chamber of Commerce, as a trustee for the current and future welfare of the region, seeks the full prosperity of the Los Angeles area. Mission: The Los Angeles Area Chamber of Commerce champions economic prosperity and quality of life for the Los Angeles region by being the voice of business, promoting collaboration and helping members grow. History: Founded in 1888, the Los Angeles Area Chamber of Commerce has played a major role in the growth of Southern California. The organization has played a principal role in the development and evolution of the second largest city in the United States. Some of the Chamber’s credits include working with the motion picture industry to make Hollywood the world-renowned home of the stars, helping bring the water of the Owens Valley and the Colorado River to Southern California, and lobbying for federal assistance in dredging the largest man-made harbor in the world. Values: In pursuing the strategic directions of the organization, the Chamber dedicates itself to the following values and principles:

1. Customer Service: We will respond quickly and proactively to the needs of our members.

2. Accountability: We will be accountable for achieving quality outcomes for our members and for the region.

3. Diversity: We will seek diversity in the composition of our Board of Directors

and staff, and will promote diversity in all of our programs and services.

4. Excellence: We will strive for excellence in all of our programs and services.

5. Innovation: We will seek continuous improvement to provide the greatest value for our members.

6. Integrity: We will operate with the highest degree of integrity by treating all

parties with respect, fairness and honesty in all relationships.

7. Professionalism: We will maintain the highest level of staff professionalism and create a culture of support for the personal and professional developments of staff.

8. Trusteeship: We will act responsibly as a trustee for the future of the Los

Angeles region, keeping in mind what is best for the greater L.A. community.

9. Collaboration: We will collaborate internally, with our members and with regional stakeholders in an effort to strengthen our collective impact.

___________________________________________________________________________ of 52

2. Essential Legal Provisions _______________________________________

___________________________________________________________________________ of 52

2.1 At-Will Employment Status This handbook is provided to all employees of the Los Angeles Area Chamber of Commerce (the Chamber). The purpose of this handbook is to confirm and clarify all policies and procedures relating to terms and conditions of employment for all employees. Unless provided otherwise in an employment agreement or letter between you and the Chamber, the terms, conditions and policies provided herein apply to your employment. Chamber personnel are employed on an at-will basis. Employment at-will may be terminated with or without cause and with or without notice at any time by the employee or the Chamber. Nothing in this handbook or in any document or statement and nothing implied from any course of conduct shall limit the right to terminate employment at-will. Only the Chamber president & CEO or the Board of Directors has the authority to enter into any agreement for employment for any specified period of time or to make any agreement for employment other than at-will. 2.2 Integration Clause and the Right to Revise This employee handbook contains the employment policies and practices of the Chamber in effect at the time of publication. All previously issued handbooks and any inconsistent policy statements or memoranda are superseded. The Chamber reserves the right to revise, modify, delete or add to any and all policies, procedures, work rules or benefits stated in this handbook or in any other document, except for the policy of at-will employment. Any changes to the at-will policy must be in writing and must be signed by the president & CEO of the Chamber. Any written changes to this handbook will be distributed to all employees so those employees will be aware of the new policies or procedures. No oral statements or representations can in any way alter the provisions of this handbook.

This handbook sets forth the entire agreement between employees and the Chamber as to the duration of employment and the circumstances under which employment may be terminated. Nothing in this employee handbook or in any other personnel document, including benefit plan descriptions, creates or is intended to create a promise or representation of continued employment for any employee.

___________________________________________________________________________ of 52

2.3 Equal Employment Opportunity

This Chamber is an equal opportunity employer and makes employment decisions on the basis of merit. We want to have the best available persons in every job. Chamber policy prohibits unlawful discrimination based on race, color, creed, gender, religion, marital status, age, national origin or ancestry, physical or mental disability, pregnancy, medical condition including genetic characteristics, veteran status, sexual orientation or any other consideration made unlawful by federal, state or local laws. Discrimination is also prohibited against anyone who is perceived to have any of those characteristics or who is associated with a person who has or is perceived as having any of those characteristics. The Chamber recognizes that all such discrimination is unlawful. The Chamber is committed to compliance with all applicable laws providing equal employment opportunity. This commitment applies to all persons involved in the operations of the Chamber and prohibits unlawful discrimination by any employee of the Chamber, including supervisors and co-workers. To comply with applicable laws ensuring equal employment opportunity to qualified individuals with a disability, the Chamber will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual with a disability who is an applicant or an employee unless undue hardship would result.

Any applicant or employee who requires an accommodation in order to perform the essential functions of the job should contact the COO or designate and request such an accommodation. The individual with the disability should specify what accommodation he or she needs to perform the job. The Chamber then will conduct an investigation to identify the barriers that interfere with the equal opportunity of the applicant or employee to complete the application process or to perform his or her job. The Chamber will identify possible accommodations, if any, that will help eliminate the limitation. If the accommodation is reasonable and will not impose an undue hardship, the Chamber will make the accommodation. If you believe you have been subjected to any form of unlawful discrimination, submit a written complaint to your supervisor or the COO or designate. Your complaint should be specific and should include the names of the individuals involved and the names of any witnesses. The Chamber will immediately undertake an effective, thorough, and objective investigation and attempt to resolve the situation. If the Chamber determines that unlawful discrimination has occurred, effective remedial action will be taken commensurate with the severity of the offense. Appropriate action also will be taken to deter any future discrimination. The Chamber will not retaliate against you for filing a complaint and will not knowingly permit retaliation by management employees or your co-workers.

___________________________________________________________________________ of 52

2.4 Unlawful Harassment The Chamber is committed to providing a work environment free of unlawful harassment. Chamber policy prohibits sexual harassment and harassment based on pregnancy, childbirth or related medical conditions, race, religious creed, color, national origin or ancestry, citizenship, physical or mental disability, medical condition, marital status, age, sexual orientation or any other basis protected by federal, state or local law ordinance or regulation. All such harassment is unlawful. The Chamber’s anti-harassment policy applies to all persons involved in the operation of the Chamber and prohibits unlawful harassment by any employee of the Chamber, including supervisors and co-workers. Harassment is also prohibited against anyone who is perceived to have any of those characteristics or who is associated with a person who has or is perceived to have any of those characteristics. Prohibited unlawful harassment includes, but is not limited to, the following behavior:

§ Verbal conduct such as epithets, derogatory jokes or comments, slurs or unwanted sexual advances, invitations or comments;

§ Visual displays such as derogatory and/or sexually-oriented posters, photography, cartoons, drawings or gestures;

§ Physical conduct including assault, unwanted touching, intentionally blocking normal movement or interfering with work because of sex, race or any other protected basis;

§ Threats and demands to submit to sexual requests as a condition of continued employment or to avoid some other loss, and offers of employment benefits in return for sexual favors; and

§ Retaliation for reporting or threatening to report harassment or for participating in good faith in the investigation.

If you believe that you have been unlawfully harassed, submit a written complaint to your supervisor, COO or designate as soon as possible after the incident. Your complaint should include details of the incident or incidents, names of the individuals involved and names of any witnesses. Supervisors will refer all harassment complaints to the COO or the president & CEO of the Chamber. The Chamber will immediately undertake an effective, thorough and objective investigation of the harassment allegations.

If the Chamber determines that unlawful harassment has occurred, effective remedial action will be taken in accordance with the circumstances involved. Any employee determined by the Chamber to be responsible for unlawful harassment will be subject to appropriate disciplinary action, up to and including termination. A Chamber representative will advise all parties concerned of the results of the investigation. The Chamber will not retaliate against you for filing a complaint and will not tolerate or permit retaliation by management, supervisors or co-workers The Chamber encourages all employees to report any incidents of harassment forbidden by this policy immediately so that complaints can be quickly and fairly resolved. You also should be aware that the Federal Equal Employment Opportunity Commission and the California Department of Fair Employment and Housing investigate and prosecute

___________________________________________________________________________ of 52

complaints of prohibited harassment in employment. If you think you have been harassed or that you have been retaliated against for resisting or complaining, you may file a complaint with the appropriate agency. The nearest office is listed in the telephone book.

2.5 Whistleblower Policy General

The Los Angeles Area Chamber of Commerce and its affiliated family of companies (Chamber) expect directors, officers and employees to observe high standards of business, consistent with the Chamber’s ethical standards and legal requirements. As employees and representatives, staff must practice honesty and integrity in fulfilling responsibilities and comply with all applicable laws and regulations.

§ Reporting Responsibility It is the responsibility of all directors, officers and employees to comply with the code of conduct and to report violations or suspected violations in accordance with this Whistleblower Policy.

§ No Retaliation The Chamber prohibits retaliation against an employee for filing a report or for assisting in an investigation. This Whistleblower Policy is intended to encourage and enable employees and others to raise serious concerns within the Chamber prior to seeking resolution outside the organization.

§ Reporting Violations The Chamber encourages employees to share their questions, concerns, suggestions or complaints with someone who can address them properly. In most cases, an employee’s supervisor is in the best position to address an area of concern. However, if you are not comfortable speaking with your supervisor or you are not satisfied with your supervisor’s response, you are urged to speak with someone in human resources or the COO whom you are comfortable approaching. Supervisors and managers are required to report suspected violations of the code of conduct to the human resources and the COO, who has specific and exclusive responsibility to investigate all reported violations. For suspected fraud, or when you are not satisfied or uncomfortable with speaking with your immediate supervisor, individuals should contact human resources or the COO directly.

§ Human Resources The Chamber’s human resources department or COO is responsible for investigating and resolving reported complaints and allegations concerning violations of the code of conduct and, at his/her discretion, shall advise the president & CEO and/or the Finance/Audit committee. The COO has direct access to the Finance/Audit committee of the Board of Directors and typically reports to the Finance/Audit committee.

___________________________________________________________________________ of 52

§ Accounting and Auditing Matters The Finance/Audit committee of the Board of Directors is responsible for addressing reported concerns or complaints regarding corporate accounting practices, internal controls or auditing. The COO notifies the Finance/Audit committee of any such complaint as soon as practical and works with the committee until the matter is resolved.

§ Acting in Good Faith Anyone filing a complaint concerning a violation or suspected violation of the code of conduct must be acting in good faith and have reasonable grounds for believing the information disclosed indicates a violation of the standards. Any allegations that prove not to be substantiated and which prove to have been made maliciously or knowingly to be false will be viewed as a serious disciplinary offense.

§ Confidentiality Violations or suspected violations may be submitted on a confidential basis by the complainant or may be submitted anonymously. Reports of violations or suspected violations will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation.

§ Handling of Reported Violations Human resources or the COO will notify the sender and acknowledge receipt of the reported violation or suspected violation within five business days. All reports will be promptly investigated and appropriate corrective action will be taken if warranted by the investigation.

___________________________________________________________________________ of 52

3. Employment Policies and Practices _______________________________________

___________________________________________________________________________ of 52

3.1 Employment Classifications 3.1.1 Introductory Period All new and rehired employees work on an introductory basis for the first 90 calendar days after their date of hire. The introductory period is intended to give new employees the opportunity to demonstrate their ability to achieve a satisfactory level of performance and to determine whether the new position meets their expectations. The Chamber uses this period to do an initial evaluation of employee capabilities, work habits and overall performance. Either the employee or the Chamber may end the at-will employment relationship at any time during or after the introductory period, with or without cause or advance notice.

If the Chamber, in its sole discretion, determines that the designated introductory period does not allow sufficient time to evaluate the employee’s performance thoroughly, the period may be extended for a specified period. Any significant absence will automatically extend an introductory period by the length of the absence.

Upon satisfactory completion of the introductory period, employees enter one of the “regular” employment classifications.

3.1.2 Regular Employees Employees who have complete their introductory period of employment. Such employees may be either full-time or part-time. This distinction between full-time or part-time depends upon the number of hours that an employee works. 3.1.3 Full-Time Employees Regular full-time employees are those normally scheduled to work and who do work a schedule of 30 hours or more per week. Following the completion of the introductory period, regular full-time employees may eligible for employee benefits. 3.1.4 Part-Time Employees Part-time employees are those who are scheduled to and do work less than 30 hours per week. Part-time employees may be assigned a work schedule in advance or may work on an as-needed basis. Part-time employees are not eligible for employee benefits. 3.1.5 Temporary Employees Temporary employees are those who are hired on an interim basis to temporarily supplement the work force or to assist in completion of a specific project. Employment assignments in this category are of a limited duration. Employment beyond any initially stated period does not in any way imply a change in employment status. Temporary employees retain that status unless and until notified of a change by their Chamber supervisor. Temporary employees are ineligible for any of the Chamber benefit programs, except those mandated by law.

___________________________________________________________________________ of 52

3.1.6 Exempt Employees A bona fide executive, administrative and professional employee exempt from the overtime requirements of both the federal and state laws. 3.1.7 Non-Exempt Employees An employee who is subject to the overtime provisions of the Fair Labor Standards Act and Industrial Work Orders. 3.2 Job Duties Supervisors will explain job responsibilities and the performance standards expected of the employee. Employees should be aware that job responsibilities might change at any time during employment. From time to time, employees may be asked to work on special projects or to assist with other work necessary or important to the operation of a department or the Chamber. Employees’ cooperation and assistance in performing such additional work is expected. The Chamber reserves the right, at any time, with or without notice, to alter or change job responsibilities, reassign or transfer job positions or assign additional job responsibilities.

Full staff and departmental meetings will be held from time to time. Attendance at such meetings is required so that employees may have current information about their job and the facility. Attendance is required at these meetings and will be paid as working time.

___________________________________________________________________________ of 52

3.3 General Guidelines for Position Categories & Salary Ranges The following guidelines are meant to set general parameters for positions at the Chamber. There will be bona fide reasons for variances in salaries, position titles or position responsibilities. The key responsibilities are meant to provide general descriptions for each salary level. Every position at the Chamber has a full position description that includes hiring requirements.

Salary Categories Salary Range Key Responsibilities

Level 1 $10-15.00 per hour Program support Intern Less than 30 hours per week Part-time positions

Level 2 $25,000-$35,000 Admin support Administrative Assistant

Level 3 $35,000-$45,000 Cost center responsibility Coordinator Limited program autonomy Membership Representative

Level 4 $40,000-$60,000 Program autonomy Executive Assistant Program implementation Manager Program P&L (rev/exp) Graphic Designer Limited staff management

Level 5 $55,000-$75,000 Issue management Policy Manager Multiple program P&L Senior Manager Staff management Level 6 $75,000 - $95,000 Department P&L Director Department management Senior Director Staff management Hiring responsibilities Level 7 $95,000 - $135,000 Division P&L Vice President Division management

Division staff management

Level 8 $135,000 + Division P&L Senior Vice President Division management Executive Vice President Division staff management Officers

Level 9 Discretion of the Board President & CEO

___________________________________________________________________________ of 52

3.4 Work Schedules The Chamber is normally open for business between the hours of 8 a.m. and 5 p.m., Monday through Friday. All employees are expected to be at their desks or workstations at the start of their scheduled shifts, ready to work. Exempt employees who are required to work on Chamber events conducted during hours outside of the normal schedule will generally be allowed to take compensatory time the following business day, which must be approved by the appropriate supervisor or division head. Exempt employees may have to work hours beyond their normal schedules as work demands require. No overtime compensation will be paid to exempt employees. (See Overtime Pay in section 3.5.3) 3.4.1 Meal and Rest Periods Each employee who works five or more hours a day is entitled to and must take a 60 minute unpaid meal period. Employees are allowed one 10-minute rest period for every four hours of work or major portions thereof. Breaks are split between the first and second half of each shift and may not be substituted for other time periods.

Supervisors will schedule break and meal periods. All employees are expected to observe their assigned working hours and the time allowed for meal period. Employees may leave the premises on meal periods. In no case can an employee’s break period ever be “piggybacked” onto his/her meal period (either immediately before or after the meal period) or at the beginning or end of the day. 3.4.2 Timekeeping Requirements All non-exempt employees are required to record actual time worked on a timesheets. Non-exempt employees must record their own time at the start and at the end of each work period, including before and after the lunch break. Non-exempt employees must also record their time whenever they leave the building for any reason other than the employer’s business. Exempt employees must also turn in timesheets at the end of each pay period.

3.4.3 Conducting Personal Business

Employees are to conduct only Chamber business while at work. Employees may not conduct personal business or business for another employer during their scheduled working hours. Telephones and computers are primarily for Chamber related business. Employees receiving a call from their children or family members while at work should make sure that they understand that the conversation must be brief. Excessive personal phone calls at work may result in discipline.

___________________________________________________________________________ of 52

3.5 Payment of Wages and Overtime Paydays are bi-weekly every other Friday. Any errors or questions regarding an employee check should be reported immediately to the supervisor or human resources The Chamber offers automatic payroll deposit for its employees. Employees may begin and stop automatic payroll deposit at any time. To begin automatic payroll deposit, employees must complete a form (available from the human resources) and return it at least five workdays before the beginning of the pay period for which you would like the service to begin. Employees should carefully monitor their payroll deposit statements for the first two pay periods after the service begins.

To stop automatic payroll deposit, employees must complete the form available from human resources and return it at least five workdays before the end of the pay period for which you would like the service to end. 3.5.1 Payroll Deductions State and federal laws require the Chamber to make the proper deductions from paychecks on the employee’s behalf. Amounts withheld vary according to how much an employee earns and the number of exemptions claimed. These deductions include:

1. Social Security (FICA)

2. Federal Income Tax 3. State Income Tax

4. State Disability Tax (SDI) 5. State and Federal Income Tax Liens

6. Any voluntary deductions that you have authorized 7. Court ordered garnishments

3.5.2 Employees Pay Advances Except for extraordinary circumstances, the Chamber does not permit advances against checks.

___________________________________________________________________________ of 52

3.5.3 Overtime for Non-exempt Employees As necessary, hourly and non-exempt employees may be required to work overtime. For purposes of determining which hours constitute overtime, only actual hours worked in a given workday or workweek will be counted. The Chamber will attempt to distribute overtime evenly and accommodate individual schedules. A supervisor must previously authorize all overtime work in writing. Failure to obtain authorization prior to working overtime may result in disciplinary action, up to and including termination. The Chamber provides compensation for all overtime hours worked by hourly and non-exempt employees in accordance with state and federal laws.

All hours worked in excess of eight regular hours in one workday and 40 regular hours in one workweek will be treated as overtime, unless a separate agreement has been arranged in accordance with applicable labor laws. A workday begins at 12:01 a.m. and ends at midnight 24 hours later. A workweek starts on Monday and ends on Sunday.

Employees will be compensated as follows for working overtime:

§ Time and a half their regular rate of pay for hours worked beyond eight in a workday;

§ Double their regular rate of pay for hours worked beyond 12 in a workday;

§ Time and a half their regular rate of pay for the first eight hours worked on the seventh consecutive workday in a workweek;

§ Double their regular rate of pay for hours beyond eight on the seventh consecutive day worked in a workweek;

§ Time and a half their regular rate of pay for hours worked beyond 40 in a workweek.

There is no “pyramiding,” which means an employee will not be paid overtime twice for the same hours of work.

Time off of work for vacation, illness, and holiday or for any other reason will not be considered “hours worked” for wage and hour purposes even if an employee receives compensation for such time.

___________________________________________________________________________ of 52

3.6 Personnel Records All employees have a right to inspect certain documents in their personnel file, as provided by law, in the presence of a Chamber representative at a mutually convenient time. No copies of documents in your file may be made, with the exception of documents that the employee has previously signed. An employee may add his/her version of any disputed item to the file. The Chamber will attempt to restrict disclosure of employee’s personnel file to authorized individuals within the Chamber. Any request for information contained in personnel files must be directed to the COO or designate. Only the COO or president & CEO is authorized to release information about current or former employees. Disclosure of personnel information to outside sources will be limited. However, the Chamber will cooperate with requests from authorized law enforcement or local, state or federal agencies conducting official investigations and as otherwise legally required.

3.6.1 Personnel Records Names and Addresses The Chamber is required by law to keep current all employees' names and addresses. Employees are responsible for notifying the Chamber in the event of a name or address change 3.6.2 Employee References All requests for references must be directed to the COO or designate. No other manager, supervisor or employee is authorized to release references for current or former employees. The Chamber’s policy as to references for employees who have left the Chamber is to disclose only the dates of employment and the title of the last position held. If you authorize the disclosure in writing, the Chamber will also provide a prospective employer with the information on the amount of salary or wages you last earned.

___________________________________________________________________________ of 52

3.7 Performance Evaluations Employees will receive periodic performance reviews. The employee’s supervisor will conduct the review. The first performance evaluation will take place after completion of your introductory period. Performance evaluations will generally be conducted annually during the fourth quarter. The frequency of performance evaluations may vary depending upon length of service, job position, past performance, changes in job duties or recurring performance problems. Positive performance evaluations do not guarantee increases in salary or promotions. Salary increases and promotions are solely within the discretion of the Chamber and depend upon many factors in addition to performance. After the review, employees will be required to sign the evaluation report simply to acknowledge that it has been presented and discussed with them by the supervisor. It also acknowledges awareness of its contents. You may request to record your own comments, which will be made a part of the evaluation record.

3.8 Open-Door Policy At some time, employees may have a complaint, suggestion or question about their job. Good-faith complaints, questions and suggestions are of concern to the Chamber. The Chamber asks that employees take concerns first to the supervisor, following these steps:

§ Employees should bring the situation to the attention of his/her immediate supervisor who will then investigate and provide a solution or explanation.

§ If the problem persists, employees may put it in writing and present it to the management if the immediate supervisor is the person that the potential problem is regarding. This person will investigate and provide a solution or explanation. It is recommended the employees bring the matter to management as soon as possible after he/she believes that their immediate supervisor has failed to resolve the matter.

§ If the problem is not resolved, you may present the problem in writing to the COO or designate of the Chamber, who will make a decision regarding the situation. The senior vice president or designate’s decision is binding on all parties involved.

This procedure, which we believe is important for both the employee and the Chamber, cannot result in every problem being resolved to employees’ satisfaction. However, the Chamber values employees input and employees should feel free to raise issues of concern, in good faith, without the fear of retaliation.

___________________________________________________________________________ of 52

3.9 Conflicts of Interest The Chamber desires to avoid situations in which actual or potential conflicts of interest may exist. To implement this objective, the Chamber will attempt to avoid assignments that involve actual or potential conflicts of interest, as well as working relationships involving relatives or individuals with close personal relationships that may potentially lead to complaints of favoritism, lack of objectivity or employee morale and dissension problems that can result from such relationships. In keeping with this policy, relatives of employees and individuals with whom employees reside will not be eligible for employment with the Chamber in any situation where potential problems of supervision, safety, security or morale exist or where personal relationships may create an actual or potential conflict of interest, cause disruption or create a negative or unprofessional work environment. For purposes of this policy, relatives include an employee’s parent, child, spouse, brother or sister or a stepparent, stepchild, stepbrother, stepsister, domestic partner or parent’s domestic partner (a person with whom the employee’s life is interdependent and with whom the employee shares a mutual residence). As noted above, the policy is not limited to relatives and applies to other situations involving actual and potential conflicts of interest. If two employees become subject to the restrictions of this policy after they are hired, one or both of the employees must seek a transfer or reassignment that eliminates the actual or potential conflict of interest as specified in this policy. For example, if two employees marry, become related or reside with one another, and the potential problems noted above exist, only one of the employees will be permitted to stay within the same department or shift. The decision as to which of the individuals will remain within the department and/or with the Chamber must be made by the two employees within three months. If no decision has been made during this time, both employees may be terminated. The Chamber reserves the right to determine that other relationships that are not specifically covered by this policy represent actual or potential conflicts of interest as well. In any case where the Chamber determines, in its sole discretion that a relationship between two employees or between an employee and a non-employee, presents an actual or potential conflict of interest, the Chamber may take whatever action it determines to be appropriate to avoid the actual or potential conflict of interest. Such action may include, but is not necessarily limited to, transfers, reassignments, changing shifts or where it deems such action appropriate, disciplinary action up to and including possible termination. Any questions regarding this conflict of interest policy should be directed to the COO or designate.

___________________________________________________________________________ of 52

3.10 Discipline and Termination 3.10.1 Disciplinary Action If discipline is necessary, it may take the form of an oral and written warning, suspension or discharge, at management’s discretion. A negative performance evaluation will count as a written warning. The Chamber will endeavor, when it deems appropriate and in its absolute discretion, to provide employees with reasonable opportunity to correct performance deficiencies. However, there is no standard series of disciplinary steps the Chamber must follow. In certain circumstances, an employee’s action may lead to immediate discharge. The Chamber’s discipline procedures are not meant to imply any contrary policy. 3.10.2 Employee Termination As previously stated, employment with the Chamber is based on mutual consent; both the employee and the Chamber have the right to terminate employment at-will, with or without cause, at any time. Terminations are an inevitable part of personnel activity within an organization, and many of the reasons for termination are routine. Generally, it is the Chamber’s policy not to pay severance or termination pay and not to pay “in lieu of notice” benefits. Employees will receive their final paycheck on their last day of work, unless an employee quits without notice, in which case he/she will receive his/her final wages within 72 hours. Employee benefits will be affected by employment termination. All accrued, vested benefits that are due and payable at termination will be paid. Some benefits may be continued at the employee’s expense if the employee so chooses. The employee will be notified in writing of the benefits that may be continued and of the terms, conditions and limitations of such continuance. 3.11 Exit Interview An exit interview should be scheduled with each employee who leaves the Chamber, regardless of the reason. This interview allows employees to communicate their views on their work with the Chamber and the job requirements, operations and training needs. It also provides the employee an opportunity to discuss issues concerning benefits and insurance. At the time of the interview, employees are expected to return all Chamber furnished tools and equipment, such as parking cards and keys. Arrangements for clearing any outstanding debts with the Chamber and to receive final pay also are to be made at this time.

___________________________________________________________________________ of 52

4. Standards of Conduct _______________________________________

___________________________________________________________________________ of 52

4.1 Conduct The following conduct is prohibited and will not be tolerated by the Chamber. This list of prohibited conduct is illustrative only; other types of conduct that threaten security, personal safety, employee welfare and the Chamber’s operations also may be prohibited. This statement of prohibited conduct does not alter the Chamber’s policy of at-will employment. Either you or the Chamber remains free to terminate the employment relationship at any time, with or without reason or advance notice. § Falsifying employment records, employment information or other Chamber records;

§ Falsifying any timesheet, either your own or another employee’s; § Theft, deliberate or careless damage or destruction of any Chamber property or the

property of any employee or customer; § Removing or borrowing Chamber property without prior authorization;

§ Unauthorized use of Chamber equipment, time, materials or facilities; § Provoking a fight or fighting during working hours or on Chamber property;

§ Carrying firearms or any other dangerous weapons on Chamber premises at any time; § Engaging in criminal conduct whether or not related to job performance;

§ Insubordination, including but not limited to failure or refusal to obey the orders or instructions of a supervisor or member of management or the use of abusive or threatening language toward a supervisor or member of management;

§ Using abusive language at any time on Chamber premises;

§ Failing to notify a supervisor when unable to report to work; § Failing to obtain permission to leave work for any reason during normal working

hours; § Failing to observe working schedules, including rest and lunch periods;

§ Excessive absenteeism; § Failing to provide a physician’s certificate when requested or required to do so;

§ Working overtime without authorization or refusing to work assigned overtime; § Wearing unprofessional or inappropriate styles of dress or hair while working;

§ Violating any safety, health, security or Chamber policy, rule or procedure; § Committing a fraudulent act or a breach of trust under any circumstances; and

§ Committing or involvement with any act of unlawful harassment or discrimination of another individual.

___________________________________________________________________________ of 52

4.2 Conflict Resolution In order to create a culture of expediency in conflict resolution, a clear procedure and a safe environment needs to be established. All employees must feel comfortable and secure to assert themselves when conflict arises, whether with a peer, supervisor or subordinate. All employees have a shared responsibility to be upfront, direct and respectful in approaching a colleague. The receiver should be open and respectful, and not look to demean or embarrass the individual approaching them. Guidelines

§ Conflicts should be resolved first-party – approaching the person with whom you have the conflict – this can be peer-peer; subordinate-supervisor; supervisor-subordinate; subordinate-supervisor of another department.

§ Be respectful and upfront. § Handle conflict face-to-face in a confidential setting – avoid using electronic

communication to address and resolve conflict § Keep conversations focused on the action that created the conflict you feel § Both parties should ask questions to understand intent and feelings § Don’t be afraid to probe for additional information to clarify § Be open to others coming to you, try hard not to be defensive § Be willing to work together toward resolution § Hold others accountable for results, not promises

Escalation If conflict cannot be resolved between first parties, employee should share their concerns with their immediate supervisor. If the discussion with the immediate supervisor does not resolve the problem to the mutual satisfaction of the employee and the supervisor or if the supervisor does not respond to the complaint, the employee may submit a written complaint to the employee's director/department head and a copy should be forwarded to human resources. Appeal If the employee is dissatisfied with the decision of the director/department head, the employee may within five (5) working days, appeal this decision in writing to human resources who will coordinate with COO to investigate the complaint. Human resources may call a meeting with the parties directly involved to facilitate a resolution if human resources is of the opinion the complaint raises serious questions of fact or interpretation of policy. Human resources may gather further information from involved parties. All involved individuals, other than human resources, will be charged with the responsibility of not discussing the situation with any other employee or with the complainant employee.

___________________________________________________________________________ of 52

4.3 Off-Duty Conduct While the Chamber does not seek to interfere with the off-duty and personal conduct of its employees, certain types of off-duty conduct may interfere with the Chamber’s legitimate business interests. For this reason, employees should be aware of the following policies: Employees are expected to conduct their personal affairs in a manner that does not adversely affect the Chamber’s or their own integrity, reputation or credibility. Illegal off-duty conduct on the part of an employee that adversely affects the Chamber’s legitimate business interests or the employee's ability to perform his or her job will not be tolerated.

While employed by the Chamber, employees are expected to devote their energies to their jobs with the Chamber. For this reason, second jobs are strongly discouraged. The following types of outside employment are strictly prohibited: § Employment that conflicts with an employee’s work schedule, duties and

responsibilities; § Employment that creates a conflict of interest or is incompatible with the employee's

employment with the Chamber; § Employment that impairs or has a detrimental effect on the employee’s work

performance with the Chamber; § Employment that requires the employee to conduct work or related activities on the

Chamber’s property during the employer's working hours or using our Chamber’s facilities and/or equipment;

§ Employment that directly or indirectly competes with the business or the interests of the Chamber.

Employees who wish to engage in outside employment that may create a real or apparent conflict of interest must submit a written request to the Chamber explaining the details of the outside employment. If the outside employment is authorized, the Chamber assumes no responsibility for the outside employment. The Chamber shall not provide workers’ compensation coverage or any other benefit for injuries occurring from or arising out of additional employment. Authorization to engage in outside employment can be revoked at any time.

___________________________________________________________________________ of 52

4.4 Drug and Alcohol Abuse The Chamber is concerned about the use of alcohol, illegal drugs or controlled substances as it affects the workplace. Use of these substances, whether on or off the job can detract from an employee’s work performance, efficiency, safety, and health, and therefore seriously impair the employee’s value to the Chamber. In addition, the use or possession of these substances on the job constitutes a potential danger to the welfare and safety of other employees and exposes the Chamber to the risks of property loss or damage or injury to other persons.

Furthermore, the use of prescription drugs and/or over-the-counter drugs also may affect an employee’s job performance and may seriously impair the employee’s value to the Chamber. The following rules and standards of conduct apply to all employees either on Chamber property or during the workday (including meals and rest periods). The Chamber strictly prohibits the following:

§ Manufacturing, distributing, dispensing, possessing or using an illegal or controlled substance or being under the influence of alcohol or an illegal or controlled substance while on the job;

§ Driving a Chamber vehicle or a personal vehicle while on Chamber duties, while under the influence of alcohol or an illegal or controlled substance; and

§ Distribution, sale or purchase of an illegal or controlled substance while on the job.

Violation of these rules and standards of conduct will not be tolerated and will subject the employee to discipline, up to and including termination. The Chamber also may bring the matter to the attention of appropriate law enforcement authorities. In order to enforce this policy, the Chamber reserves the right to conduct searches of Chamber property or employees and/or their personal property and to implement other measures necessary to deter and detect abuse of this policy.

An employee’s conviction on a charge of illegal sale or possession of any illegal or controlled substance while off Chamber property will not be tolerated because such conduct, even though off duty, reflects adversely on the Chamber. In addition, the Chamber must keep people who sell or possess illegal or controlled substances off the Chamber's premises in order to keep the illegal or controlled substances themselves off the premises.

Any employee who is using prescription or over-the-counter drugs that may impair the employee’s ability to safely perform the job or affect the safety or well being of others, must notify a supervisor of such use immediately before starting or resuming work. The Chamber will encourage and reasonably accommodate employees with alcohol or drug dependencies to seek treatment and/or rehabilitation. Employees desiring such assistance should request a treatment or rehabilitation leave. The Chamber is not obligated, however, to continue to employ any person whose performance is impaired because of drug or alcohol use, nor is the Chamber obligated to re-employ any person

___________________________________________________________________________ of 52

who has participated in treatment and/or rehabilitation if that person’s job performance remains impaired as a result of dependency. Additionally, employees who are given the opportunity to seek treatment and/or rehabilitation, but fail to successfully overcome their dependency or problem, will not automatically be given a second opportunity to seek treatment and/or rehabilitation. This policy on treatment and rehabilitation is not intended to affect the Chamber’s treatment of employees who violate the regulations described previously. Rather, rehabilitation is an option for an employee who acknowledges a chemical dependency and voluntarily seeks treatment to end that dependency.

4.5 Punctuality and Attendance As an employee of the Chamber, you are expected to be punctual and regular in attendance. Any tardiness or absence causes problems for your fellow employees and your supervisor. When you are absent, others must perform your assigned work. Employees are expected to report to work as scheduled, on time and prepared to start work. The standard Chamber hours are 8 a.m. to 5 p.m. No staff person may deviate from this schedule without prior approval from his/her supervisor.

If you are unable to report for work on any particular day, you must under all but the most extenuating circumstances call your supervisor at least one hour before the time you are scheduled to begin working for that day. If you call less than one hour before your scheduled time to begin work and do not arrive in time for your assigned shift, you will be considered tardy for that day. In all cases of absence or tardiness, employees must provide their supervisor with an honest reason or explanation. Employees also must inform their supervisor of the expected duration of any absence. Excessive absenteeism or tardiness, whether excused or not, will not be tolerated.

If you fail to report for scheduled work without any notification to your supervisor and your absence continues for a period of two days, the Chamber will consider that you have abandoned your employment. Be courteous to your fellow employees. Arrive on time to meetings, and end on schedule. Allow yourself enough time to help set up and clean up after events. Leaving a message on voice mail or in an email is not satisfactory notice. Employees must make every reasonable effort to contact the supervisor and speak with him or her directly.

4.6 Dress Code Because each employee is a representative of the Chamber in the eyes of the public, it is important that each employee report to work properly groomed and appropriately dressed. Employees are expected to dress neatly and in a manner consistent with the nature of the work performed. Employees who report to work inappropriately dressed may be asked to clock out and return in acceptable attire.

___________________________________________________________________________ of 52

Supervisors will inform employees of additional requirements regarding acceptable attire. A supervisor must approve any deviations from these guidelines. The Chamber has the final authority on dress standards. 4.6.1 Casual Day Dress Each Friday is a designated casual day. Other days, such as certain holidays or days proceeding holidays, may be designated as casual days with prior notification from the Chamber. Our primary objective is to have employees project a professional image while taking advantage of more casual and relaxed fashions. However, not all causal clothing is appropriate for the office. Casual business wear means clean, neat, professional clothing. Acceptable casual dress does not include torn jeans, hats, flip flops, shorts or sweats. If you are considering wearing something and you are not sure if it is acceptable, choose something else or inquire first. 4.7 Customer Service Standards Employees are expected to be polite, courteous, prompt and attentive to every customer. The term customer includes Chamber members, whom we serve, non-members to whom we provide services and fellow employees. Ours is a service business and all of us must remember that the customer always comes first. Our customers ultimately pay all of our wages. Remember, while the customer is not always right, the customer is never wrong. Never argue with a customer. If a problem develops or if a customer remains dissatisfied, ask your supervisor or a manager to intervene. You must respond to inquiries from customers, whether in person or by telephone, promptly and professionally. Attempts must be made to return all calls and emails the same day, but no later than 24 hours. Never place a telephone caller on hold for an extended period. Direct incoming calls to the appropriate person and make certain the call is received. Investigate whether the person to whom you are transferring the call is the correct person. If you don’t know who to transfer them to, take a message, find out and have them called back. Make no cold transfers under any circumstances. If someone is away from his or her desk, ask the caller if he or she would mind being put into voicemail. Make certain your voice mail message is clear and up to date and consistent with the Chamber’s voice mail script. The Outlook Out of Office feature should be used to denote when a staff member is out of the office for more than a day and when the staff member will be returning.

___________________________________________________________________________ of 52

All correspondence and documents, whether to customers or others, must be neatly prepared, error-free and within the Chamber graphics and editorial style standards.

___________________________________________________________________________ of 52

4.8 Confidentiality Information about the Chamber, its employees, customers, suppliers and vendors is to be kept confidential and divulged only to individuals within the Chamber with a need to receive and authorized to receive, such information. If in doubt as to whether information should be divulged, err in favor of not divulging information and discuss the situation with you supervisor. All records and files maintained by the Chamber are confidential and remain the property of the Chamber. Records and files are not to the disclosed to any outside party without the express permission of the president & CEO. Confidential information includes, but is in no way limited to

§ Customer lists § Information regarding the business of the Chamber including pricing and

available services; § Customer requests or requirements; § Customer documents; § Sales figures; § Account listings; § Cost information; § Employee information such as phone numbers or addresses; § Business and marketing plan § Promotional information; § Vendor information; and/or § Information regarding the business or finances of customers.

Such confidential information may not be removed from the Chamber premises without express authorization. No one is permitted to remove or make copies of any of the Chamber’s records, reports or documents without prior management approval. Disclosure of confidential information could lead to termination, as well as other possible legal action. By accepting and continuing employment, you agree that you will not disclose to any unauthorized person, firm, association, corporation or entity any trade secrets, confidential or proprietary information acquired in confidence through your employment.

4.9 Business Conduct and Ethics No employee may accept a gift or gratuity from any vendor, supplier, customer or other person doing business with the Chamber if it gives the appearance of influence regarding their business decision, transaction or service or influences those decisions. Please discuss expenses paid by such person for business meals or trips with the Chamber in advance.

___________________________________________________________________________ of 52

5. Operational Considerations _______________________________________

___________________________________________________________________________ of 52

5.1 Employer Property Office, furniture, equipment, lockers, computers, vehicles and other Chamber-owned items are Chamber property and must be maintained according to Chamber rules and regulations. They must be kept clean and are to be used only for work-related purposes, unless otherwise approved by the president & CEO or a manager. Prior authorization from a supervisor or manager must be obtained before any Chamber property may be removed from the premises. The Chamber reserves the right to inspect all Chamber property to ensure compliance with its rules and regulations, without notice to the employee and at any time, not necessarily in the employee’s presence. Employees who, if requested, fail to cooperate in any inspection will be subject to disciplinary action, including possible suspension or discharge. No personal locks may be used on Chamber-owned items unless the employee furnishes a copy of the key or the combination to the lock to the facility manager. For security reasons, employees should not leave personal belongings of value in the workplace. The Chamber is not responsible for any articles that are place or left in a desk that are lost, stolen, damaged or destroyed. Prohibited materials, including weapons, explosives, alcohol and non-prescribed drugs or medications, may not be placed in a desk. Terminated employees should remove any personal items at the time they leave the Chamber. Personal items left in the workplace are subject to disposal if not claimed at the time of an employee’s termination.

5.2 Information Systems and Internet The Chamber’s information systems, including, but not limited to computers, e-mail, voicemail and Internet are provided by the Chamber for the use of the Chamber and are to be reviewed, monitored and used only in the pursuit of the Chamber’s business. As a result, certain data is readily available to numerous persons. If, during the course of your employment, you perform or transmit work on the Chamber’s computers or other technical resources, your work may be subject to the review of others. You may access only files or programs that you have permission to enter. Unauthorized review of files, dissemination of passwords, the creation or use of passwords not authorized by the Chamber, damage to systems, removal of files, removal of programs or improper use of information contained in any software or other technical system or application may be grounds for disciplinary action, up to and including termination.

All information accessed through or created or modified on the Chamber’s information systems, including documents and e-mails, become the property of the Chamber. Because all information passing through the Chamber’s information systems becomes the property of the Chamber, any unauthorized copying, deletion or modification of e-mails, documents or other files is strictly prohibited and is grounds for disciplinary action, up to and including termination.

___________________________________________________________________________ of 52

The following applies to the use by employees of all of the Chamber’s information systems, including use of the Internet, e-mail, voicemail systems and computers:

1. The Chamber’s sexual harassment, non-discrimination and solicitation policies all extend to such use.

2. Commercial use of any of the Chamber’s electronic communication systems that

is not directly for the benefit of the Chamber is prohibited.

3. The Internet and other communication devices may not be used in a manner that infringes upon the patents, trademarks, copyrights or licenses of any other person, entity or organization.

4. No electronic communication device may be used in a manner that infringes upon

the rights of others, entities or organizations to proprietary, confidential or trade secret information.

5. Such devices may not be used for any competitive purpose either directly or

indirectly or any purpose that creates an actual, potential or apparent conflict or interest with the Chamber.

6. The Chamber’s policies against improper solicitations and distribution extend to

the communications systems.

The use of the Chamber’s information systems in any manner that may be disruptive, offensive to others or harmful to morale is specifically prohibited, including but not limited to the display or transmission of sexually explicit images, messages and cartoons, as well as the use of any ethnic slurs or communication that may be construed as harassment or disparagement of others. Such transmissions may be grounds for disciplinary action, up to and including termination. The use of the Chamber’s information systems to solicit or proselytize others for commercial ventures, religious or political causes, outside organizations or other non-job-related solicitation is strictly forbidden and is grounds for disciplinary action, up to and including termination. The Chamber retains the right to monitor voicemail and electronic mail messages. Searches of the Chamber’s information systems may be conducted without advance notice in order to ensure that they are being used exclusively to facilitate transmittal of business-related information. Individuals using the Chamber’s business equipment should also have no expectation that any information stored on their computer whether the information is contained on a computer hard drive, computer disk or in any other manner will be private. Employees may not duplicate software programs. Any unauthorized duplication is grounds for immediate discipline, up to and including discharge. Employees who unlawfully duplicate software may also be subject to criminal prosecution or civil damages. Employees learning of any misuse of software must notify their manager. In

___________________________________________________________________________ of 52

addition, the electronic mail system shall not be used to send or receive copyrighted materials, trade secrets, proprietary financial information or similar materials without prior authorization. Employees should not maintain any expectation of privacy with respect to information transmitted over, received by or stored in any electronic communication device owned, leased or operated in whole or in part by or on behalf of the Chamber. The Chamber retains the right to gain access to any information received by, transmitted by or stored in any such electronic communications device, by and through its agents, employees or representatives, at any time, whether with or without an employee’s or third party’s knowledge, consent or approval. Employees who are provided access to computers must advise the COO or designate, in writing, of any password they use to gain access to computers or the Internet as well as any changes to such password. Such notice must be made immediately. Chamber property such as computers, laptops, cell phones, PDA’s, telephones and copiers are not to be used for illegal activities. Bills and other documentation related to any type of Chamber equipment are the property of the Chamber and may be reviewed and used for purposes the Chamber considers appropriate. Employees who violate any aspect of this policy or who demonstrate poor judgment in the manner in which they use any electronic communications device will be subject to disciplinary action, up to and including the possibility of immediate termination. 5.3 Off-Duty Use of Facilities Employees are prohibited from being on the Chamber premises or making use of the Chamber facilities while not conducting Chamber business. Employees are expressly prohibited from using Chamber facilities, Chamber property or Chamber equipment for personal use. 5.4 Security/Workplace Violence The following security considerations are offered to help maintain a secure workplace. Employees should be aware of persons loitering for no apparent reason in parking areas, walkways, entrances and exits and service areas. Employees must report any suspicious persons or activities to your supervisor on duty. Secure your desk or office at the end of the day. When called away from your work area for an extended length of time, do not leave valuable and/or personal articles in or around your workstation that may be accessible. The security of facilities as well as the welfare of our employees depends upon the alertness and sensitivity of every individual to potential security risks. You should immediately notify your supervisor when unknown persons or former or current employees are acting in a suspicious manner in or around the facilities or when keys to the facility are missing under suspicious circumstances. Employees should notify their supervisor of any restraining order in effect or of any potentially violent non-work situation that could result in workplace violence.

___________________________________________________________________________ of 52

The Chamber has adopted a Zero Tolerance Policy for workplace violence because it recognizes that workplace violence is a growing nationwide problem, which needs to be addressed by all employers. Consistent with this policy, acts or threats of physical violence, including intimidation, harassment, and/or coercion, which involve or affect the Chamber or which occur on Chamber property will not be tolerated. The Chamber’s prohibition against threats and acts of violence applies to all persons involved in the Chamber’s operation, including but not limited to personnel, contract and temporary workers and anyone else on Chamber property. Violation of this policy by any individual on Chamber property, by any individual acting as a representative of the Chamber while on Chamber property or by any individual acting off of Chamber property when his or her actions affect the Chamber’s business interests will lead to disciplinary action, up to and including termination and/or legal action as appropriate. No provision of this policy shall alter the at-will nature of the employment relationship. Every employee and every person on Chamber property is encouraged to report incidents of threats or acts of physical violence of which he or she is aware. The report should be made to human resources, the COO, the reporting individual’s immediate supervisor or another supervisory employee if the immediate supervisor is not available. Nothing in this policy alters any other reporting obligation established in Chamber policies or in state, federal or other applicable laws.

5.5 Health and Safety Every employee is responsible for the safety of himself/herself as well as others in the workplace. To achieve our goal of maintaining a safe workplace, everyone must be safety conscious at all times. In compliance with California law, and to promote the concept of a safe workplace, the Chamber maintains a Safety and Emergency Response Manual. In compliance with Proposition 65, the Chamber will inform employees of any known exposure to a chemical known to cause cancer or reproductive toxicity. Material Safety Data sheets will be made available for employee’s inspection. 5.5.1 Lactation-Friendly Workplace The Chamber will support any employee who would like to nurse during the work day regardless of the number of breaks needed to do so. The Chamber will have a designated lactation space for mothers to nurse, inclusive of proper signage, refrigeration and adequate furniture to do so. 5.5.2 Ergonomics The Chamber is subject to Cal/OSHA ergonomics standards for minimizing workplace Repetitive Motion Injuries (RMIs). The Chamber will make adjustments, when necessary, to reduce exposure to ergonomic hazards through modifications to equipment and processes and employee training. The Chamber encourages safe and proper work procedures and requires all employees to follow safety instructions and guidelines. In addition, employees have a responsibility to notify management whenever they are

___________________________________________________________________________ of 52

concerned or have a complaint about the safety of the workplace or work procedures employed in order that timely corrections may be implemented. 5.5.3 Smoking Smoking is not allowed in any enclosed area of the facility or in the sidewalk area immediately in front of the facility. The Chamber does not provide additional “smoking” breaks beyond the mid-morning and mid-afternoon 10 minute breaks. 5.5.4 Housekeeping All employees are expected to keep their work areas clean and organized. People using common areas such as the mailroom, lunchrooms, conference rooms and restrooms are expected to keep them sanitary and presentable. You are expected to always wipe restroom lavatory and the copy room sink areas dry after each use and clean up lunch rooms and conference rooms after meals, coffee, etc., and dispose of trash properly. Out of courtesy, if the last item is taken, clean up and replenish items/or notify the person responsible for ordering. Always put items back where they were found. Toss personal food in refrigerator in a timely manner; the refrigerator will be cleaned out each Friday, except for condiments. 5.5.5 Package Inspection Packages, parcels or bundles may be subject to inspection at the discretion of management. Boxes for shipping or moving should be flattened before removal from the premises. 5.6 Parking Employee parking is located in the underground parking structure beneath the building and is provided by the Chamber without charge to employees. Employees should park their cars on Parking Level 2. The Chamber is not responsible for damage or theft of employee’s vehicles or personal property while parked in the parking structure. Drive slowly in the Chamber’s parking structure to avoid any possible traffic or pedestrian collisions.

5.7 Solicitation and Distribution of Literature No employee shall solicit or promote support for any cause or organization or distribute or circulate any matter or printed material at any time, for any purpose on Chamber property without the COO or designate’s approval. Under no circumstances will non-employees be permitted to solicit or to distribute written material for any purpose on Chamber property.

___________________________________________________________________________ of 52

6. Employee Benefits _______________________________________

___________________________________________________________________________ of 52

6.1 Holidays The Chamber observes the following paid holidays:

New Year’s Day January 1st Martin Luther King Jr.’s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Independence Day July 4th Labor Day First Monday in September Veterans Day Second Monday in November Thanksgiving Fourth Thursday in November Day after Thanksgiving Fourth Friday in November Christmas Eve Day December 24th Christmas Day December 25th New Year’s Eve Day December 31st One Floating Holiday*

1) Full-time employees are eligible for holiday benefits. In order to be eligible for holiday benefits, an employee must work the last scheduled workday before and the first scheduled workday after the holiday.

2) In many cases when a holiday listed above falls on a Sunday, it is usually observed on the following Monday. In the event the holiday falls on a Saturday, a determination will be made by the president & CEO to establish the day upon which the holiday will be observe.

3) Holiday benefits are intended to compensate eligible employees for time off on days they would ordinarily work. Therefore, if the employer observes a holiday on a day that the employee ordinarily would not be scheduled to work, the employee will be ineligible for the holiday benefits for that holiday.

4) If a holiday falls during an employee’s approved vacation period, the employee will be paid for the holiday and will not be charged the vacation day for the day the holiday is observed.

5) Employees on leave of absence for any reason are ineligible for holiday benefits for holidays that are observed during the period they are on leave of absence.

6) In addition to the Chamber recognized holidays, regular exempt and non-exempt fulltime employees are eligible to take one floating holiday* with pay during each calendar year. Floating holidays may not be carried forward from one calendar year to the next and are forfeited automatically if not used by the last day of each calendar year. This floating holiday request must be made in writing by completing the appropriate section on the “Vacation Request” form.

Some employees may be asked to work on holidays; in this case, the employee will be paid holiday plus actual hours worked or they will be given another day off.

___________________________________________________________________________ of 52

6.2 Vacation Subject to the provisions of this policy, regular fulltime employees may be eligible for vacation benefits in accordance with the following vacation schedule.

Years of Service Monthly Accrual Days of Vacation Maximum Accrual

1-2 years 0.83 days 10 days 20 days 3-4 years 1.00 day 12 days 20 days

5-6 years 1.25 days 15 days 25 days 7-8 years 1.33 days 16 days 25 days

9-10 years 1.42 days 17 days 25.5 days 11-12 years 1.5 days 18 days 27 days




25 years and up 2.08 days 25 days 37.5 days

Employees who are not classified by the Chamber as regular fulltime employees are ineligible to earn or receive any vacation benefits.

After 90 days of continuous employment, earned vacations may be scheduled, subject to management approval and the Chamber’s need for the employee’s services. In order to allow a well-coordinated schedule, employees are requested to submit their proposed vacation plans in writing at least 30 days before they would like to take their vacation.

Vacation will not accrue for any pay period in which the employee does not work. Earned vacation can accrue up to the assigned maximum annual allotment. Once this maximum is reached, no further vacation will accrue until some is used. Once the vacation is used, it will begin to accrue again. There will be no retroactive credit for the period in which the employee’s vacation was at the maximum. If you have unused and accrued vacation hours upon the termination of your employment with Chamber, you will be paid for that time at your regular base hourly rate. Employees may not be paid in lieu of taking vacation time off except upon separation from the Chamber.

___________________________________________________________________________ of 52

6.3 Sick Leave In order to minimize the economic hardships that may result from an unexpected short-term illness or injury to an employee or legal dependent, the Chamber provides sick leave benefits to eligible employees after completion of the introductory period and who are classified as regular full-time employees. Each full-time employee is eligible for up to 80 hours sick leave during each calendar year. These benefits are earned on a prorated basis throughout each year at the rate of 3.08 hours per pay period. Temporary and part-time employees are not eligible for sick leave benefits. Persons employed prior to August 7, 2002, may retain unused sick leave on the books as of that date. However, these employees will not receive additional sick leave until their total available sick leave is less than 80 hours, at which time, such employees shall once again receive the normal sick leave benefit with the carry-over provision as described herein. Sick pay is available only in the case of actual illness or injury of an employee or the employee’s spouse, parent, child, domestic partner or child of a domestic partner. Sick pay benefits are available beginning with the first hour away from the job due to illness or injury, including doctor appointments. However, because sick pay benefits are designed only to assist an employee who misses work due to an actual illness or injury, no sick leave benefits are paid upon termination of employment for any reason or retirement, nor can sick leave benefits be applied as extra vacation. Unused sick leave benefits accumulate from year to year up to a maximum of 20 days benefits. However, employees are not paid for unused sick leave benefits. Employees who are unable to report to work due to a personal or qualified family member’s illness or injury must contact their supervisor as soon as possible. If an employee becomes sick during the day, the supervisor must be notified before the employee leaves the work site unless it is not possible to do so. Failure to follow these procedures will result in treatment of the day as an unexcused absence and can result in disciplinary action as well. Satisfactory proof of an actual illness may be requested, in the employer’s discretion. When such a request is made, submission of satisfactory proof of illness will be a condition of eligibility for sick leave benefits. In certain circumstances, a doctor’s statement may be required for an employee to return to work.

___________________________________________________________________________ of 52

6.4 Flexible Work Scheduling Employees at the Chamber have vastly different portfolios of responsibility that require different work schedules. This is often true even when two employees have the same job title and a relatively similar role in different departments. As a result, it is difficult for the Chamber to have a single work schedule for everyone and a “cookie cutter” flexible scheduling policy across the Chamber. With that in mind, this policy seeks to establish a process for allowing varying schedules with appropriate checks and balances. Exempt and non-exempt staff members are eligible to follow the process outlined in this policy. However, the ability to modify schedules still must fall within all local, state, and federal labor laws. The employee and their supervisor are responsible for making sure that a flexible schedule that meets the employee’s needs also meets the department’s needs and does not create a burden for Chamber staff members in other departments. This proposed flexible work schedule will then be submitted for review to an oversight committee of senior staff. The review committee will decide if the proposed schedule for the given employee allows the overall needs of the Chamber to be met and to ensure that the interplay of the different flexible schedules allows for coverage of all enterprise wide requirements. Flexible scheduling is an option to be considered. It is not an entitlement. Employees utilizing flex scheduling are expected to work a standard 40-hour work week. Employees desiring exception-based flex scheduling will need to adhere to the following procedure: 1. Employee must submit the alternate work schedule to supervisor in writing. The request should include:

a. Proposed flex schedule b. Reason and justification for the request c. Explanation of how work will be accomplished to meet both department needs

and overall Chamber needs without creating a burden for other staff members d. Plan to address potential negative effects on the loss of Chamber wide team

connectivity d. Start date and end date (if applicable)

An additional copy will be submitted to human resources. 2. The supervisor will review request and will do one of the following:

a. Deny request b. Return request for alterations and resubmission c. Approve and advance request to review committee of president & CEO, COO

and CFO.

___________________________________________________________________________ of 52

3. Review committee must accept proposal for final approval. 4. If the employee, supervisor, department and enterprise requirements are all met by the

proposed flex schedule, it may then be adopted. All schedules will be reviewed every 90 days.

5. Human resources will periodically review all requests, whether denied or approved by

supervisor. 6.5 Time Off 6.5.1 Time Off for Voting The Chamber encourages employees to fulfill their civic responsibility by voting. If an employee is unable to vote in an election because of his or her work hours, the Chamber will grant up to two hours of paid time of to vote. Employees should request time off to vote from your supervisor at least two working days prior to Election Day. Time will be scheduled at the beginning or end of the work shift; whichever provides the least disruption to the normal work schedule. 6.5.2 Time Off for Domestic Violence Assistance If the employee is the victim of domestic violence, time off may be necessary to seek judicial relief to help ensure health, safety or welfare of the employee or a child. This may include efforts to obtain a temporary restraining order or other injunctive relief from a court. If an employee needs time off from work for this purpose, reasonable notice must be provided to the Human Resources Department, in writing. If an unscheduled or emergency court appearance is required for the health, safety or welfare of the domestic violence victim or a child, the employee must provide evidence from the court or prosecuting attorney that he or she has appeared in court within a reasonable time after the court appearance. 6.5.3 Time Off for Family Engagement Family accommodation is fundamental to an equitable and productive work environment. The Chamber has established policies to express its commitment to a workplace culture supportive of family care-giving responsibilities. After 90 days of continuous employment, the Chamber will provide four hours each calendar month (up to 40 hours maximum each calendar year) for an employee to provide family care-giving responsibilities. Employees must provide a minimum one week advance notice to their supervisor of the planned absence and it must be approved by the supervisor to ensure all work responsibilities have been met. If an activity requires more than four-hours, an employee may accumulate up to eight-hours in time-off to be approved at the discretion of their immediate supervisor.

___________________________________________________________________________ of 52

Family care giving activities include providing care to any relative. For purposes of this policy, relatives include but are not limited to an employee’s parent, child, spouse, brother or sister or a stepparent, stepchild, stepbrother, stepsister, domestic partner or parent’s domestic partner (a person with whom the employee’s life is interdependent and with whom the employee shares a mutual residence). For employees with custody of a child, or significant relationship with a child, such as mentee, employees are allowed to take time off to visit the school of the child or engage in parent engagement activities with the child. Unscheduled time off to care for an ill family member will be applied to an employee’s sick leave. Employees wishing to take more than the allotted time must utilize their existing vacation time or if vacation time is not available, take the time as unpaid. Pursuant to California Labor Code Section 230.7, no discriminatory action will be taken against that employee for taking time off for this purpose. 6.6 Insurance Benefits Fulltime employees are eligible to participate in the Chamber’s group insurance plan the first of the month following successful completion of their 90-day introductory period. The following benefits are available:

§ Medical Care Coverage § Dental Care Coverage § Vision Care Coverage § Long Term Disability Insurance § Group Life Insurance § 401 (k) Retirement Savings Plan

Upon enrolling, you will obtain summary plan descriptions describing your benefits in detail. The Chamber may pay for a portion of the employee’s benefit premiums for the medical, dental, vision and LTD insurance coverage. Employees will receive cost information prior to the end of their 90-day introductory period. Applicable employee contributions will be automatically deducted from the employee’s paycheck. In the event of your termination of employment with the Chamber or loss of eligibility to remain covered under our group health insurance program, you and your eligible dependents may have the right to continued coverage under our health insurance program for a limited period of time at your own expense in accordance with federal and state law. You will be notified of such rights at the time.

___________________________________________________________________________ of 52

6.7 Other Insurance 6.7.1 State Disability Insurance The Chamber handles contributions to the State of California to provide employees with disability insurance pursuant to the California Unemployment Insurance Code. Disability insurance is payable when an employee is unable to work because of pregnancy, illness or injury not caused by employment at the Chamber or when he/she is entitled to temporary workers’ compensation at a rate less than the daily disability benefit amount. Specific rules and regulations governing disability are available from human resources. 6.7.2 Unemployment Compensation Each year the Chamber contributes to the California Unemployment Insurance Funds on behalf of its employees. 6.7.3 Social Security The Chamber pays a matching contribution to each employee’s Social Security taxes. 6.7.4 Workers' Compensation At no cost to the employee, he/she is protected by the Chamber’s Workers’ Compensation insurance policy while employed by the Chamber. The policy covers employees in case of occupational injury or illness. 6.7.5 Paid Family Leave Insurance The Chamber handles contributions to the State of California to provide employees with paid family leave insurance. Paid Family Leave insurance is payable when an employee stops working or reduces his/her work hours to care for a family member or domestic partner who is seriously ill or to bond with a new child.

___________________________________________________________________________ of 52

6.8 Additional Benefits 6.8.1 Tuition Reimbursement Plan The Chamber actively supports the professional development of its staff through career planning, on-the-job training and formal education. By offering a Tuition Reimbursement Plan, the Chamber will provide tuition reimbursement to qualified employees who wish to attend courses or participate in degree programs that enhance their current responsibilities or that meet the business needs of the organization. This policy is separate from but may be related to or a component of a staff professional development plan. Full-time employees will be eligible for tuition reimbursement after one year of continuous employment. Courses enrolled in prior to employment with the Chamber are not eligible for reimbursement. To qualify for tuition reimbursement, courses and degree programs must be job related. There are two types of tuition reimbursement, tax-free and taxable. Tuition reimbursement for undergraduate and non-degree courses is a tax-free fringe benefit. For graduate courses, the course work must meet certain criteria to qualify as tax-free.

1. The Chamber will provide tuition reimbursement in the amount of $2,500 per fiscal year as a tax-free benefit only for undergraduate and non-degree courses that are job related or in pursuit of a degree that is job related.

2. Tuition reimbursement for graduate course work in the amount of $2,500 per

fiscal year will be provided to eligible employees as a tax-free benefit if the course work meets one of the following requirements: § Education that maintains or improves skills required in the individual's

employment, trade, or business § Education that is required by the Chamber or applicable laws or regulations § Education that is imposed as a condition to the retention of the individual's

salary, status or job

3. Flexible/unique scheduling may be approved in alignment with education plan.

4. Tuition reimbursement will not be provided for courses of a recreational or entertainment nature, as determined by employee’s supervisor and HR.

5. Employees must provide proof of payment (i.e. canceled check or receipt from the college), and successful completion of the course (grade of “C” or better) to receive payment.

6. Charges that will be considered for reimbursement are tuition, books, registration and fees. The Chamber will not provide reimbursement for late fees or penalties.

___________________________________________________________________________ of 52

7. All tuition reimbursement is subject so available funding budgeted at the beginning of the Chamber’s fiscal year.

8. No tuition advances will be made.

Procedures

1. To ensure a course is eligible for tuition reimbursement, the employee should

submit a request in writing describing the course(s) and purpose, prior to enrolling, and submit it to their Supervisor for review. Supervisor must then submit request to CFO/ EVP for approval and authorization.

2. If the class to be taken would require the employee to be absent from part of the normal work day, the employee must submit to their supervisor an application for flexible scheduling that fulfills all of the requirements outlined in the Chamber’s flexible scheduling policy. If this requirement cannot be met, the employee will need to take the class during non-working hours.

3. After completing the course(s), the employee will submit proof of payment and successful completion of the course (grade of “C” or better) to their supervisor for review and submission to the COO or designate.

4. If the employee is enrolled in a graduate course(s), they must also complete a Determination of Tax Status form and submit it to their supervisor for approval.

___________________________________________________________________________ of 52

6.9 Leaves of Absence 6.9.1 Continuation of Employment Benefits While on Leaves Employees will accrue employment benefits, including vacation, sick leave and seniority, when on paid leave only if the employee would otherwise be entitled to such accrual. During unpaid leaves of continuous duration in excess of five business days, accrual of such benefits shall be discontinued, unless employee has been determined qualified for leave under the Family Medical Leave Act (see “Medical Leave” below), in which case benefits will continue to be covered for duration of allowable FMLA. The continuation of health insurance coverage during unpaid leaves of periods in excess of five business days will be at the employee’s own expense, unless otherwise agreed to by the Chamber. 6.9.2 Medical Leave and Family Care Any eligible full-time or part-time employee who is temporarily disabled and unable to work due to a medical condition, may upon request, be granted a leave of absence in accordance with State and/or Federal guidelines. The term medical condition as used in this policy encompasses all temporary medical disabilities, including, but not limited to, pregnancy, childbirth and related medical conditions. An eligible employee may request up to 12 weeks leave in a 12 month period to care for a newborn child, a child who has been placed with the employee for adoption or foster care or a spouse, domestic partner, child or parent who has a serious health condition. An eligible employee may also request a leave due to a serious health condition that prevents the employee from performing his/her job. The Chamber allows unpaid leave under the terms provided in the Family Medical Leave Act (FMLA), and if applicable, California Family Rights Act (CFRA). If an employee qualifies for unpaid leave under the Family Medical Leave Act (FMLA), the employee is provided job-protected status for 12 weeks of unpaid leave in a 12-month period (leave can be taken concurrently or intermittently in 12 months California Family Rights Act (CFRA) provides for additional 12 weeks of unpaid, job-protected leave to bond within one year. Employees taking CFRA are requested to advise employer of intended leave in advance to allow for preparation and temporary allocation of work duties. Employees who sustain a work related injury would be eligible for a medical leave of absence for the period of disability in accordance with applicable laws covering occupational disabilities (see below). Accruals for benefit calculations, such as vacation, will be suspended during the unpaid leave of absence and will resume upon return to active employment regardless of type of unpaid leave taken. Health and life insurance benefits ordinarily provided by the Chamber, and for which the employee is otherwise eligible, will be continued for 12 weeks under FMLA, and may be continued under COBRA thereafter. The cost of dependent coverage normally borne by the employee will also remain the sole responsibility of the employee. The employee should make arrangements with the COO or designate to pay for the costs of such

___________________________________________________________________________ of 52

coverage before the leave begins. An employee who requires a leave of absence for medical reasons must notify the COO or designate in writing of the need for such a leave as soon as the employee learns that he/she is or will become, temporarily disabled and unable to work due to a medical condition. Such notice must specify the reason for the leave, the date such leave will begin, and the expected duration of the disability. The notice must be accompanied by a physician’s statement that verifies existence of the medical condition, the anticipated duration of the disability, and the dates the leave is expected to begin and end. An employee who requests such a leave may be required to provide additional physician’s statements from time to time thereafter in order to provide updated information regarding the employee’s condition. When you return from a medical leave of absence, you may be required to present a physician’s written release that you are able to return to a work schedule or in the event of disability, are able to perform the essential functions of your job, with or without reasonable accommodations. When medical leave ends, the Chamber will attempt to return the employee to the same position or to a similar one for which he/she is qualified. If the previous position is not available, an effort will be made to offer another position that is available and suitable. An employee who does not accept a comparable position offered will be considered to have voluntarily terminated employment. Reinstatement following a pregnancy disability leave or a leave qualifying under the state and/or federal family and medical leave acts will be made in accordance with those laws. In all other cases, every reasonable effort will be made to return an employee at the end of a medical leave, but the Chamber cannot guarantee reinstatement. If an employee fails to report to work at the end of the approved medical leave, the Chamber will assume that the employee has resigned. 6.9.3 Occupational Disability If you are injured at work, an unpaid leave of absence may be provided until (a) a physician certifies that you may resume work and that you are able to perform the essential functions of your job, with or without reasonable accommodations; or (b) you resign, become totally and permanently disabled or otherwise indicate that you do not intend to return to your job. Subject to the terms, conditions and limitations of the applicable plans, the Chamber will continue to provide insurance benefits, and continue any Chamber contributions towards those benefits, for the full term of the occupational disability, up to four months. 6.9.4 Personal Leave At the discretion of the president & CEO, personal leave without pay may be granted under limited circumstances to regular full-time employees who, after completing one year of service, need to take time off from work duties to fulfill personal obligations. Requests for personal leave will be evaluated based on a number of factors, including

___________________________________________________________________________ of 52

past performance, anticipated operation requirements and staffing considerations during the proposed period of absence and must be approved in writing by the president & CEO. When an employee is placed on a leave of absence, an effort will be made to hold his/her position open for the period of the approved leave. However, due to business needs, there will be times when positions cannot be held open. Accordingly, it is not possible to guarantee reinstatement. 6.9.5 Military Leave A military leave of absence will be granted to employees, except those temporary positions, to attend scheduled drills or training or if called to active duty with the U.S. armed forces. The leave will be unpaid. However, employees may use any available paid time off for the absence. Subject to the terms, conditions and limitations of the applicable plans for which the employees otherwise eligible, the Chamber will continue to provide applicable benefits for the full term of the military leave of absence. The accumulation of benefits such as vacation and sick leave will be suspended during the leave and will resume upon the employee’s return to active employment. Employees on two-week active duty training assignments or inactive duty training drills are required to return to work for the first regularly scheduled shift after the end of training, allowing reasonable travel time. Employees on longer military leave must apply for reemployment in accordance with all applicable state and federal laws. Every reasonable effort will be made to return eligible employee to their previous position or a comparable one. They will be treated as though they were continuously employed for purposes of determining benefits based on length of service, i.e., rate of vacation accrual. 6.9.6 Bereavement Leave After 90 days of continuous employment, regular full-time or part-time employees are eligible for up to five days of paid bereavement leave per calendar year. If an employee wishes to take time off due to a death of an immediate family member or domestic partner, the employee should notify the COO or designate. The Chamber defines “immediate family” as the employee’s spouse, parent, grandparent, child, grandchild, sibling or parents of the employee’s spouse or domestic partner. Bereavement pay is calculated based on the base pay rate at the time of absence. 6.9.7 Jury Duty and Witness Leave Any employee who is requested to serve on a jury or as a witness should advise your supervisor as soon as possible. If you are required to serve as a juror or witness, you will be granted time off. All eligible employees will be paid their regular base wage while on jury /witness duty up to a maximum of 5 workdays within a calendar year period. In addition, exempt employees will receive their full weekly salary for any week in which they perform any work and also serve on a jury. Because the Chamber is not able to provide for salary continuation beyond 5 days,

___________________________________________________________________________ of 52

serving on a jury may be an economic hardship for some employees. If this is the case, you may notify the court and request to be excused from jury duty. In order to qualify for a jury duty leave of absence you must advise your supervisor no later than five working days before you are scheduled to begin to serve or, if you cannot comply because the order did not arrive in time, you must advise your supervisor the first working day after receiving the order. During your period of jury duty, you should return to work if the court excuses you on certain days or if you are released early. 6.9.8 Termination During Leave of Absence An employee may be subject to termination during a leave of absence for reasons including, but not limited to, the following:

§ Failure to keep the Chamber appraised of medical status during medical disability leave, including pregnancy related leave;

§ A medical determination that an employee out on a non-‐occupational

medical leave of absence is physically unable to return to work or is unable to return without imminent and substantial risk of injury to the employee or others.

The Chamber reserves the right to require an employee on any medical disability leave, including a pregnancy related leave, to be examined by a Chamber selected physician prior to his/her return to work. If business conditions require a reduction in force, employees on an approved leave of absence will be considered for layoff and treated as active employees for purposes of the selection process.

confirmation of receipt · role in the development and evolution of the second largest city in the...

Documents