EMPLOYEE HANDBOOK 

 

 

 

 

 

 

 

 

Revised July 14, 2017

Approved by the Executive Committee of the Lonoke County Council on Aging Board of Directors 

 

EMPLOYEE/VOLUNTEER RECEIPT AND ACCEPTANCE 

I hereby acknowledge receipt of the Lonoke County Council on Aging Employee Handbook.  I understand that it is my continuing responsibility to read and know its contents.  I also understand and agree that the Employee Handbook is not an employment contract for any specific period of employment or for continuing or longterm employment.  Therefore, I acknowledge and understand that unless I have a written employment agreement with Lonoke County Council on Aging that provides otherwise, I have the right to resign from my employment with Lonoke County Council on Aging at any time with or without notice and with or without cause, and that Lonoke County Council on Aging has the right to terminate my employment at any time with or without notice and with or without cause.  

I have read, understand and agree to all of the above.  I have also read and understand the Lonoke County Council on Aging Employee Handbook.  I agree to return the Employee Handbook upon termination of my employment. 

Signature _________________________________ 

Print Name ________________________________ 

 

Date ________________________ 

 

1.   Please sign and return to the Central Office  

2.   Keep one copy for your personal records

 

 

 

 

 

EMPLOYEE/VOLUNTEER RECEIPT AND ACCEPTANCE 

I hereby acknowledge receipt of the Lonoke County Council on Aging Employee Handbook.  I understand that it is my continuing responsibility to read and know its contents.  I also understand and agree that the Employee Handbook is not an employment contract for any specific period of employment or for continuing or longterm employment.  Therefore, I acknowledge and understand that unless I have a written employment agreement with Lonoke County Council on Aging that provides otherwise, I have the right to resign from my employment with Lonoke County Council on Aging at any time with or without notice and with or without cause, and that Lonoke County Council on Aging has the right to terminate my employment at any time with or without notice and with or without cause.  

I have read, understand and agree to all of the above.  I have also read and understand the Lonoke County Council on Aging Employee Handbook.  I agree to return the Employee Handbook upon termination of my employment. 

Signature _________________________________ 

Print Name ________________________________ 

 

Date ________________________ 

 

1.Please sign and return to the Central Office

          2. Keep one copy for your personal records

 

 

 

 

 

CONFIDENTIALITY POLICY AND PLEDGE

Any information that an employee learns about Lonoke County Council on Aging or its members or donors, as a result of working for Lonoke County Council on Aging that is not otherwise publicly available constitutes confidential information.  Employees may not disclose confidential information to anyone who is not employed by Lonoke County Council on Aging or to other persons employed by Lonoke County Council on Aging who do not need to know such information to assist in rendering services. 

 

The disclosure, distribution, electronic transmission or copying of Lonoke County Council on Aging’s confidential information is prohibited.  Any employee who discloses confidential Lonoke County Council on Aging information will be subject to disciplinary action (including possible separation), even if he or she does not actually benefit from the disclosure of such information.  

 

I understand the above policy and pledge not to disclose confidential information. 

 

Signature _________________________________

 

Print Name                                                                       

 

Date                                 

 

 

Please sign and return to the Central Office  

 

 

 

 

 

 

 

 

 

 

EMPLOYEE HANDBOOK 

 

TABLE OF CONTENTS 

 

MISSION 

OVERVIEW

VOLUNTARY ATWILL EMPLOYMENT

 EQUAL EMPLOYMENT OPPORTUNITY 

POLICY AGAINST WORKPLACE HARASSMENT 

SOLICITATION

HOURS OF WORK, ATTENDANCE AND PUNCTUALITY 

A.     Hours of Work

B.     Attendance

C.     Punctuality

D.     Overtime

EMPLOYMENT POLICIES AND PRACTICES 

E.    Definition of Terms 

POSITION DESCRIPTION AND SALARY ADMINISTRATION 

WORK REVIEW 

F.     Health/Life Insurance 

G.    Social Security/Medicare/Medicaid

H.     Workersʹ Compensation and Unemployment Insurance 

I.        Retirement Plan

LEAVE BENEFITS AND OTHER WORK POLICIES 

J.      Holidays 

K.     Vacation

L.      Sick Leave

M.    Personal Leave 

N.     Military Leave 

O.    Civic Responsibility

P.     Parental Leave 

Q.    Bereavement Leave

R.     Extended Personal Leave 

S.     Severe Weather Conditions 

T.     Meetings and Conferences      

 

 

 

REIMBURSEMENT OF EXPENSES 

PURCHASING

PROCESSING OF CASH

SEPARATION 

RETURN OF PROPERTY 

REVIEW OF PERSONNEL ACTION

PERSONNEL RECORDS 

OUTSIDE EMPLOYMENT

NONDISCLOSURE OF CONFIDENTIAL INFORMATION  

COMPUTER AND INFORMATION SECURITY

INTERNET ACCEPTABLE USE POLICY 

CODE OF CONDUCT

VEHICLE FLEET MANAGEMENT & SAFETY PROGRAM

          DRIVING POLICY – PLEASE SIGN AND RETURN

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

EXECUTIVE DIRECTOR’S MESSAGE

 

Dear Team Member:

 

Welcome to your new position with Lonoke County Council on Aging.  You have joined a team of people who are working effectively together to further themselves, their families, and their company, by taking care of society’s most vulnerable population, our seniors. 

 

Lonoke County Council on Aging has established a framework within which the efforts of our employees can advance both agency goals and individual interests.  Each employee should know where they stand with the agency and what is expected of them.  Properly developed and administered personnel policies can create a working environment conducive to productivity and personal job satisfaction.

 

Because of our agency growth, formal personnel policies, administered in a fair and equitable manner, are essential.  A written personnel policy manual is necessary due to changing conditions in human resource management, expanding and changing employment benefits, increasing government regulations, and continual changes in labor laws and court proceedings.

 

While there is no single rule that can ensure success, there are fundamentals that largely determine an individual and agency success. 

 

I believe a successfully person has the following fundamentals:

 

·        Using work hours to the best advantage 

·        Pay attention to details

·        The ability to see a job through with minimum of supervision

·        Willing to accept greater responsibilities as opportunities presents

 

 

 

 

 

 

To accompany those fundamentals a successful employee must possess: 

·        Initiative

·        Mental alertness

·        Trustworthiness

·        The love of people

·        A cooperative attitude

·        Good personal hygiene and appearance

 

 

 

Again, welcome to the family!

 

 

 

Buster Lackey, PhD

Executive Director

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

CLIENT RELATIONS STATEMENT

 

 

CLIENTS ARE OUR REASON FOR BEING.  Consequently, they deserve to be greeted promptly and respectfully, both in person and on the telephone.  Our services should be provided in a way that meets their needs for convenience and our systems must be continually re-evaluated to assure that we are meeting our Clients’ needs and desires.  Requests for adjustments to our usual procedures should be recognized and granted cheerfully whenever possible. 

 

Clients who are ill, or who are concerned that they may be ill, or are experiencing the loss of their independence are often not their normal selves.  Staff should realize that anxiety sometimes results in behavior, which seems rude or self-centered, and should respond to Clients’ needs and not their behaviors.

 

All of our conversations with Clients, their families, and/or care givers and with each other need to be conducted with an awareness of the message our behavior conveys.  Clients should never hear staff discussing another Clients among themselves.  Personal conversations or personal telephone calls by the staff should occur out of the Clients’ hearing; otherwise Clients may conclude that they are not our first priority.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

MISSION

 

OVERVIEW 

The Lonoke County Council on Aging, Inc. (LCCA) Employee Handbook has been developed to provide general guidelines about Lonoke County Council on Aging policies and procedures for employees.  It is a guide to assist you in becoming familiar with some of the privileges and obligations of your employment, including Lonoke County Council on Aging policy of voluntary atwill employment.  None of the policies or guidelines in the Handbook are intended to give rise to contractual rights or obligations, or to be construed as a guarantee of employment for any specific period of time, or any specific type of work.  Additionally, with the exception of the voluntary atwill employment policy, these guidelines are subject to modification, amendment or revocation by Lonoke County Council on Aging at any time, without advance notice. 

 

The personnel policies of Lonoke County Council on Aging are established by the Board of Directors, which has delegated authority and responsibility for their administration to the Executive Director.  The Executive Director may, in turn, delegate authority for administering specific policies.  Employees are encouraged to consult the Executive Director for additional information regarding the policies, procedures, and privileges described in this Handbook.  Questions about personnel matters also may be reviewed with the Executive Director. 

 

 Lonoke County Council on Aging will provide each individual a copy of this Handbook upon employment.  All employees are expected to abide by it. The highest standards of personal and professional ethics and behavior are expected of all Lonoke County Council on Aging employees.  Further, Lonoke County Council on Aging expects each employee to display good judgment, diplomacy and courtesy in their professional relationships with members of Lonoke County Council on Aging’s Board of Directors, committees, membership, staff, and the general public. 

 

 

 

 

VOLUNTARY ATWILL EMPLOYMENT 

Unless an employee has a written employment agreement with Lonoke County Council on Aging, which provides differently, all employment at Lonoke County Council on Aging is “atwill.”  That means that employees may be terminated from employment with Lonoke County Council on Aging with or without cause, and employees are free to leave the employment of Lonoke County Council on Aging with or without cause. Any representation by any Lonoke County Council on Aging officer or employee contrary to this policy is not binding upon Lonoke County Council on Aging unless it is in writing and is signed by the Executive Director with the approval of the Board of Directors. 

EQUAL EMPLOYMENT OPPORTUNITY 

Lonoke County Council on Aging shall follow the spirit and intent of all federal, state and local employment law, and is committed to equal employment opportunity.  To that end, the Board of Directors and Executive Director of Lonoke County Council on Aging will not discriminate against any employee or applicant in a manner that violates the law.  

 

Lonoke County Council on Aging is committed to providing equal opportunity for all employees and applicants without regard to race, color, religion, national origin, sex, age, marital status, sexual orientation, disability, political affiliation, personal appearance, family responsibilities, matriculation or any other characteristic protected under federal, state or local law.  

 

Each person is evaluated on the basis of personal skill and merit.   Lonoke County Council on Aging policy regarding equal employment opportunity applies to all aspects of employment, including recruitment, hiring, job assignments, promotions, working conditions, scheduling, benefits, wage and salary administration, disciplinary action, termination, and social, educational and recreational programs.  The Executive Director shall act as the responsible agent in the full implementation of the Equal Employment Opportunity policy. 

 

Lonoke County Council on Aging will not tolerate any form of unlawful 

discrimination.  All employees are expected to cooperate fully in implementing this policy.  In particular, any employee who believes that any other employee of Lonoke County Council on Aging may have violated the Equal Employment Opportunity Policy should report the possible violation to the Executive Director.   

 

If Lonoke County Council on Aging determines that a violation of this policy has occurred, it will take appropriate disciplinary action against the offending party, which can include counseling, warnings, suspensions, and termination.  Employees who report, in good faith, violations of this policy and employees who cooperate with investigations into alleged violations of this policy will not be subject to retaliation.  Upon completion of the investigation, Lonoke County Council on Aging will inform the employee who made the complaint of the results of the investigation. 

 

Lonoke County Council on Aging is also committed to complying fully with applicable disability discrimination laws, and ensuring that equal opportunity in employment exists at Lonoke County Council on Aging for qualified persons with disabilities.  All employment practices and activities are conducted on a nondiscriminatory basis.  Reasonable accommodations will be available to all qualified disabled employees, upon request, so long as the potential accommodation does not create an undue hardship on Lonoke County Council on Aging.  Employees who believe that they may require an accommodation should discuss these needs with the Executive Director.  

  

If you have any questions regarding this policy, please contact the Executive Director. 

POLICY AGAINST WORKPLACE HARASSMENT 

Lonoke County Council on Aging is committed to providing a work environment for all employees that is free from sexual harassment and other types of discriminatory harassment.  Employees are expected to conduct themselves in a professional manner and to show respect for their coworkers. 

 

Lonoke County Council on Aging’s commitment begins with the recognition and acknowledgment that sexual harassment and other types of discriminatory harassment are, of course, unlawful.  To reinforce this commitment, Lonoke County Council on Aging has developed a policy against harassment and a reporting procedure for employees who have been subjected to or witnessed harassment.  This policy applies to all workrelated settings and activities, whether inside or outside the workplace, and includes business trips and businessrelated social events. Lonoke County Council on Aging’s property (e.g. telephones, copy machines, facsimile machines, computers, and computer applications such as email and Internet access) may not be used to engage in conduct that violates this policy.  Lonoke County Council on Aging policy against harassment covers employees and other individuals who have a relationship with 

Lonoke County Council on Aging which enables Lonoke County Council on Aging to exercise some control over the individuals conduct in places and activities that relate to Lonoke County Council on Aging work (e.g. directors, officers, contractors, vendors, volunteers, etc.).   

           

Prohibition of Sexual Harassment:  Lonoke County Council on Aging policy against sexual harassment prohibits sexual advances or requests for sexual favors or other physical or verbal conduct of a sexual nature, when: (1) submission to such conduct is made an express or implicit condition of employment; (2) submission to or rejection of such conduct is used as a basis for employment decisions affecting the individual who submits to or rejects such conduct; or (3) such conduct has the purpose or effect of unreasonably interfering with an employee’s work performance or creating an intimidating, hostile, humiliating, or offensive working environment. 

           

While it is not possible to list all of the circumstances which would constitute sexual harassment, the following are some examples: (1) unwelcome sexual advances ‐‐ whether they involve physical touching or not; (2) requests for sexual favors in exchange for actual or promised job benefits such as favorable reviews, salary increases, promotions, increased benefits, or continued employment; or (3) coerced sexual acts.   

           

 Depending on the circumstances, the following conduct may also constitute sexual harassment:  (1) use of sexual epithets, jokes, written or oral references to sexual conduct, gossip regarding one’s sex life; (2) sexually oriented comment on an individual’s body, comment about an individual’s sexual activity, deficiencies, or prowess; (3) displaying sexually suggestive objects, pictures, cartoons; (4) unwelcome leering, whistling, deliberate brushing against the body in a suggestive manner; (5) sexual gestures or sexually suggestive comments; (6) inquiries into one’s sexual experiences; or (7) discussion of one’s sexual activities.   

           

While such behavior, depending on the circumstances, may not be severe or pervasive enough to create a sexually hostile work environment, it can, nonetheless, make coworkers uncomfortable.  Accordingly, such behavior is inappropriate and may result in disciplinary action regardless of whether it is unlawful. 

           

 It is also unlawful and expressly against Lonoke County Council on Aging policy to retaliate against an employee for filing a complaint of sexual harassment or for cooperating with an investigation of a complaint of sexual harassment. 

           

Prohibition of Other Types of Discriminatory Harassment:  It is also against Lonoke County Council on Aging policy to engage in verbal or physical conduct that denigrates or shows hostility or aversion toward an individual because of his or her race, color, gender, religion, sexual orientation, age, national origin, disability, or other protected category (or that of the individual’s relatives, friends, or associates) that:  (1) has the purpose or effect of creating an intimidating, hostile, humiliating, or offensive working environment; (2) has the purpose or effect of unreasonably interfering with an individual’s work performance; or (3) otherwise adversely affects an individual’s employment opportunities.   

           

Depending on the circumstances, the following conduct may constitute discriminatory harassment:  (1) epithets, slurs, negative stereotyping, jokes, threatening, intimidating, or hostile acts that relate to race, color, gender, religion, sexual orientation, age, national origin, or disability; and (2) written or graphic material that denigrates or shows hostility toward an individual or group because of race, color, gender, religion, sexual orientation, age, national origin, or disability and that is circulated in the workplace, or placed anywhere in Lonoke County Council on Aging premises such as on an employee’s desk or workspace or on Lonoke County Council on Aging equipment or bulletin boards.  Other conduct may also constitute discriminatory harassment if it falls within the definition of discriminatory harassment set forth above. 

           

It is also against Lonoke County Council on Aging policy to retaliate against an employee for filing a complaint of discriminatory harassment or for cooperating in an investigation of a complaint of discriminatory harassment. 

           

Reporting of Harassment:  If you believe that you have experienced or witnessed sexual harassment or other discriminatory harassment by any employee or volunteer of Lonoke County Council on Aging, you should report the incident immediately to your supervisor or to the Executive Director.  Possible harassment by others with whom Lonoke County Council on Aging has a business relationship, including customers and vendors, should also be reported as soon as possible so that appropriate action can be taken.   

 

Lonoke County Council on Aging will promptly and thoroughly investigate all reports of harassment as discreetly and confidentially as practicable.  The investigation would generally include a private interview with the person making a report of harassment.  It would also generally be necessary to discuss allegations of harassment with the accused individual and others who may have information relevant to the investigation.  Lonoke County Council on Aging goal is to conduct a thorough investigation, to determine whether harassment occurred, and to determine what action to take if it is determined that improper behavior occurred.   

           

 If Lonoke County Council on Aging determines that a violation of this policy has occurred, it will take appropriate disciplinary action against the offending party, which can include counseling, warnings, suspensions, and termination.  Employees who report violations of this policy and employees who cooperate with investigations into alleged violations of this policy will not be subject to retaliation.  Upon completion of the investigation, Lonoke County Council On Aging will inform the employee who made the complaint of the results of the investigation. 

           

 

Compliance with this policy is a condition of each employee’s employment.  Employees are encouraged to raise any questions or concerns about this policy or about possible discriminatory harassment with the Executive Director.  In the case where the allegation of harassment is against the Executive Director, please notify the staff member designated as grievance officer.   

 

SOLICITATION 

Employees are prohibited from soliciting (personally or via electronic mail) for membership, pledges, subscriptions, the collection of money or for any other unauthorized purpose anywhere on Lonoke County Council on Aging property during work time, especially those of a partisan or political nature.  “Work time” includes time spent in actual performance of job duties but does not include lunch periods or breaks.  Nonworking employees may not solicit or distribute to working employees.  Persons who are not employed by Lonoke County Council on Aging may not solicit or distribute literature on Lonoke County Council on Aging premises at any time for any reason. 

 

Employees are prohibited from distributing, circulating or posting (on bulletin boards, refrigerators, walls, etc.) literature, petitions or other materials at any time for any purpose without the prior approval of the Executive Director or his/her designee. 

 

HOURS OF WORK, ATTENDANCE AND PUNCTUALITY 

Hours of Work 

The normal work week for Lonoke County Council on Aging shall consist of five (5), six and a half (6 ½) hour days.  Ordinarily, work hours are from 8:00 a.m.  3:00 p.m., Monday through Friday, including one hour (unpaid) for lunch.  Normal work hours for the Administrative staff will consist of five (5), seven and a half (7 ½) hour days, 8:00am-4:00pm.  Employees may request the opportunity to vary their work schedules (within employerdefined limits) to better accommodate personal responsibilities.  Subject to Lonoke County Council on Aging work assignments and Executive Director approval, the employee’s supervisor shall determine the hours of employment that best suits the needs of the work to be done by the individual employee. 

Lunch Hour

An employee’s lunch hour should never coincide with the duration of the congregant meal.  At least one office supervisor should remain on site at all times while seniors are present.  Employees must alternate their lunch hour to ensure a supervisor is available at any time.

Attendance and Punctuality 

Attendance is a key factor in your job performance.  Punctuality and regular attendance are expected of all employees.  Excessive absences (whether excused or unexcused), tardiness or leaving early is unacceptable.  If you are absent for any reason or plan to arrive late or leave early, you must notify your supervisor as far in advance as possible and no later than one hour before the start of your scheduled work day.  In the event of an emergency, you must notify your supervisor as soon as possible.   

 

For all absences extending longer than one day, you must telephone your immediate supervisor prior to the start of each scheduled workday.  When reporting an absence, you should indicate the nature of the problem causing your absence and your expected returnto work date.  A physician’s statement may be required as proof of the need for any illnessrelated absence regardless of the length of the absence. 

 

Except as provided in other policies, an employee who is absent from work for three consecutive days without notification to his or her supervisor or the Executive Director will be considered to have voluntarily terminated his or her employment.  The employee’s final paycheck will be mailed to the last mailing address on file with Lonoke County Council on Aging. 

           

 Excessive absences, tardiness or leaving early will be grounds for discipline, up to and including termination.  Depending on the circumstances, including the employee’s length of employment, Lonoke County Council on Aging may counsel employees prior to termination for excessive absences, tardiness or leaving early. 

 

 

 

Overtime  

Overtime pay, which is applicable only to NonExempt Employees, is for any time worked in excess of 40 hours in a work week.  Only the Executive Director or his or her designee, upon the request of an employee’s supervisor, may authorize overtime.  Overtime rate is one and onehalf time (1½) the employees straight time rate. Payment of overtime will be provided in the pay period following the period in which it is earned.

 

EMPLOYMENT POLICIES AND PRACTICES 

Definition of Terms 

 Employer.  The Lonoke County Council on Aging is the employer of all fulltime, parttime and temporary employees.  An employee is hired, provided compensation and applicable benefits, and has his or her work directed and evaluated by Lonoke County Council on Aging. 

 

FullTime Employee.  A Full Time Employee regularly works up to 40 hours per week. 

 

PartTime Employee.  A Part Time Employee regularly works up to 32.5 hours per week but no less than 6 hours per week. 

 

Exempt Employee.  An Exempt Employee is an employee who is paid on a salary basis and meets the qualifications for exemption from the overtime requirements of the Fair Labor Standards Act (“FLSA”). 

 

NonExempt Employee.  A NonExempt Employee is an employee who is paid an hourly rate and does not meet the qualifications for exemption from the overtime requirements of the Fair Labor Standards Act (“FLSA”).  For Non-Exempt Employees, an accurate record of hours worked must be maintained. Lonoke County Council on Aging will compensate nonexempt employees in accordance with applicable federal and state law and regulations. 

 

Temporary Employee.  An individual employed, either on a fulltime or parttime basis, for a specific period of time less than six months.  Temporary employees are entitled only to those benefits required by statute or as otherwise stated in the Lonoke County Council on Aging Employee Handbook. 

 

All employees are classified as Exempt or NonExempt in accordance with federal and state law and regulations.  Each employee is notified at the time of hire of his or her specific compensation category and exempt or nonexempt status. 

 

POSITION DESCRIPTION AND SALARY ADMINISTRATION 

Each position shall have a written job description. In general, the description will include the purpose of the position, areas of responsibilities, immediate supervisor(s), qualifications required, salary range, and working conditions affecting the job, e.g., working hours, use of car, etc. The supervisor(s) or the Executive Director shall have discretion to modify the job description to meet the needs of Lonoke County Council on Aging.   

 

Paychecks are distributed on the 15th and the last day of each month, except when either of those days falls on a Saturday, Sunday or holiday, in which case paychecks will be distributed on the preceding workday.  Timesheets are due to the Executive Director within two days of each pay period. All salary deductions are itemized and presented to employees with the paycheck.  Approved salary deductions may include: federal and state income taxes; social security, Medicare, and state disability insurance; voluntary medical and group hospitalization insurance premiums (if in force and if paid by employee) and other benefits (e.g., life insurance, retirement). 

 

WORK REVIEW 

The work of each employee is reviewed on an ongoing basis with the supervisor to provide a systematic means of evaluating performance. 

 

The annual performance review is a formal opportunity for the supervisor and employee to exchange ideas that will strengthen their working relationship, review the past year, and anticipate Lonoke County Council on Aging needs in the coming year.  The purpose of the review is to encourage the exchange of ideas in order to create positive change within Lonoke County Council on Aging.  To that end, it is incumbent upon both parties to have an open and honest discussion concerning the employee’s performance.  It is further incumbent upon the supervisor to clearly communicate the needs of Lonoke County Council on Aging and what is expected of the employee in contributing to the success of Lonoke County Council on Aging for the coming year. 

 

Both supervisor and employee should attempt to arrive at an understanding regarding the objectives for the coming year.  This having been done, both parties should sign the performance review form, which will be kept as part of the employee’s personnel record and used as a guide during the course of the year to monitor employee progress relative to the agreed upon objectives. 

 

The Executive Director reviews the work of all supervisors.  Work reviews for other staff are the responsibility of the appropriate supervisor, subject to confirmation by the Executive Director. 

 

ECONOMIC BENEFITS AND INSURANCE 

Lonoke County Council on Aging strives to provide a competitive package of benefits to all eligible fulltime and parttime employees.  The following outline of available benefits is provided with the understanding that benefit plans may change from time to time and the plan brochures (known as Summary Plan Descriptions) or contracts are to be considered the final word on the terms and conditions of the employee benefits provided by Lonoke County Council on Aging for eligibility requirements, refer to the Plan document for each benefit program.  Continuation of any benefits after termination of employment will be solely at the employee’s expense and only if permitted by policies and statutes.  The Executive Director will determine levels of deductibility and copayments for all insurance related benefits annually. 

 

 

 

 

Health/Life Insurance 

Lonoke County Council on Aging currently does not provide individual health, vision, and dental insurance benefits. Lonoke County Council on Aging does provide Life Insurance to full time employees at no cost to the employee.

 

Social Security/Medicare/Medicaid 

Lonoke County Council on Aging participates in the provisions of the Social Security, Medicare and Medicaid programs.  Employees’ contributions are deducted from each paycheck and Lonoke County Council on Aging contributes at the applicable wage base as established by federal law.

 

Workersʹ Compensation and Unemployment Insurance 

Employees are covered for benefits under the Workersʹ Compensation Law.  Absences for which worker compensation benefits are provided are not charged against the eligible employee’s sick leave.  To assure proper protection for employees and Lonoke County Council on Aging any accident that occurs on the job must be reported, even if there are no injuries apparent at the time.  Forms for this purpose are available from Lonoke County Council on Aging. 

 

Retirement Plan 

Lonoke County Council on Aging provides a retirement program for eligible fulltime and parttime employees who are 21 years of age or older. Lonoke County Council on Aging does not contributes to the employee’s retirement plan at this time. Eligible employees may contribute to retirement plan at start of employment.  Information about  retirement plan will be provided to the employee at the time of employment. 

 

Lonoke County Council on Aging reserves the right to modify or terminate any employee benefits, at any time.   

 

 

LEAVE BENEFITS AND OTHER WORK POLICIES 

Holidays - FullTime Employees are eligible for 11 holidays per year as follows:   

New Yearʹs Day 

Martin Luther King, Jr.ʹs Birthday 

Presidentʹs Day 

Memorial Day 

Independence Day 

         Labor Day             

Veterans Day 

Thanksgiving Day 

The Day After Thanksgiving Day 

Christmas Eve 

Christmas Day  

 

Fulltime employees (employees who regularly work at least 35 hours per week) receive one (1) paid day off for each full day of holiday time.  Holiday benefits for PartTime employees will be prorated in accordance with the hours regularly worked by the employee.  Employees wishing to take religious holidays may substitute a religious holiday for one of those listed above, with advance approval from their supervisor and the Executive Director.  Temporary employees are ineligible for holiday leave benefits.  In those years when Independence Day, Christmas Eve and Christmas Day, and New Year’s Day fall on Saturday or Sunday, the Executive Director will designate the work day that will replace the weekend holiday. 

 

Vacation 

 

During employee’s probationary period (the first six months of employment), full and parttime employees will not earn Vacation benefits.  During the remaining six months of first year employment, a fulltime employee will earn two weeks (10 days) of paid Vacation. 

 

Fulltime employees will continue to earn two weeks (10 days) of Vacation during the second and third years of employment.  In their fourth and thereafter, year of employment, fulltime employees will earn three weeks (15 days) Temporary employees are ineligible for Vacation benefits.  

 

Vacation benefits are prorated accordingly for PartTime employees.  Use of Vacation is subject to approval by the supervisor and Executive Director and must be requested in hourly increments, using the appropriate leave request form.  

 

Employees are expected to use Vacation benefits in the fiscal year in which Vacation is earned.  Employees may carry over unused Vacation from one year to the next only with the approval of the Executive Director.  

 

Employees may not accrue more than the maximum leave they are allowed.  Once an employee reaches his or her annual ceiling, the employee ceases to accrue any additional Vacation benefits.  If an employee later uses enough Vacation benefits to fall below the ceiling, the employee starts to accrue leave again from that date forward until he or she reaches his or her Vacation ceiling.  Accordingly, employees are encouraged to use all Vacation benefits in the fiscal year in which they are earned in order to avoid reaching the ceiling limit. 

 

No vacation benefits are paid upon separation of employment from Lonoke County Council on Aging for any reason. 

 

Sick Leave 

Sick leave benefits are earned on 5 days per year for fulltime employees beginning at first day of employment.  Parttime employees receive prorated sick leave benefits, (i.e., 4 hours per month if the Employee works 17.5 hours per week).  Temporary employees are not eligible for paid sick leave benefits.  Use of sick leave is subject to approval by the supervisor and the Executive Director and must be requested in hourly increments.   

 

Unused sick leave can accumulate from year to year up to a maximum of 10 days for fulltime employees.  Accrual of sick days is not available to Part-time employees.  No sick leave benefits are paid upon separation of employment from Lonoke County Council on Aging for any reason.  If an employee’s illness or injury requires a consecutive absence of five (3) days or more, physician documentation will be required. 

 

Personal Leave / Vacation

Lonoke County Council on Aging provides five (5) days of personal leave per calendar year to all FullTime and PartTime employees who have completed six months of employment. Temporary employees are not eligible for paid personal leave benefits. Personal leave is accrued at the beginning of each year and cannot be carried into the next year.  Personal leave may not be taken in the first six (6) months of employment.  All personal leave is subject to prior approval by the supervisor and Executive Director and must be requested in hourly increments.  No personal leave benefits are paid upon separation from employment with Lonoke County Council on Aging for any reason. 

 

Military Leave 

Employees who are inducted into or enlist in the Armed Forces of the United States or are called to duty as a member of a reserve unit may take an unpaid leave in accordance with applicable law.  The employee must provide advance notice of his or her need for a military leave and Lonoke County Council on Aging will request a copy of the employee’s orders, which will be kept on record by Lonoke County Council on Aging 

 

The time an employee spends on military leave will be counted as continuous service for the purpose of determining eligibility and accrual for various benefit plans and policies.  

 

For military leaves extending 30 days or less, Lonoke County Council on Aging will continue to pay the portion of the premium on health insurance, if any, that it was paying before military leave began.  In order to continue such health insurance, the employee must continue to pay his or her portion of premiums during this period.  For military leaves extending beyond 30 days, the employee will have the option to continue his or her insurance coverage at the employee’s cost.  

 

Upon return from military leave, employees will be reinstated as required by law and benefits will be reinstated with no waiting periods. 

 

Civic Responsibility  

Lonoke County Council on Aging believes in the civic responsibility of its employees and encourages this by allowing employees time off to serve jury duty when required and to serve as nonpartisan Election Day poll workers when appropriate and approved.  

 

Jury Duty. For time served on jury duty, Lonoke County Council on Aging will pay employees his or her salary and any amount paid by the government, unless prohibited by law, up to a maximum of ten days.  If an employee is required to serve more than ten days of jury duty, Lonoke County Council on Aging will provide the employee with unpaid leave. Employees must provide Lonoke County Council on Aging a copy of proof of service received by court in which they serve.  

 

Election Day Poll Workers. Lonoke County Council on Aging will pay employees his or her salary and any amount paid by the government or any other source, unless prohibited by law for serving as an Election Day worker at the polls on official election days (not to exceed two elections in one given calendar year). While performing their official nonpartisan duties at the polls, Election Day workers may not engage in political activity or campaign for or against any candidate or ballot measure. Lonoke County Council on Aging requires that employees provide proof of service for their time at the polls. Employees interested in using this benefit, must have written approval from the Executive Director 30 days before the election. The Executive Director will assure that the employee’s absence will not seriously interfere with the organization’s operations.  

 

Parental Leave 

 

Parental Leave entitles employees to certain paid parental leave.  For purposes of this section only, the following definitions apply:  (1) “parent” means the natural mother or father of a child; a person who has legal custody of a child or who acts as a guardian of a child regardless of whether he or she has been appointed legally as such; an aunt, uncle or grandparent of a child; or a spouse to the above individuals; (2) “schoolrelated event” means an activity sponsored by either a school or an associated organization such as a parentteacher association which involves the parent’s child as a participant or subject, but not as a spectator, including a student performance, such as a concert, play or rehearsal, the sporting game of a school team or practice, a meeting with a teacher or counselor, or any similar type of activity.   

 

 A parent is entitled to a total of 8 hours of unpaid leave during any 12month period to attend or participate in schoolrelated events for his or her child. Lonoke County Council on Aging reserves the right, however, to deny such leave if such a leave would disrupt Lonoke County Council on Aging operations.  

 

If the need for parental leave is foreseeable, the employee must provide a written notice and request for parental leave at least 10 days prior to the event.  If the employee’s need for parental leave is not foreseeable 10 days prior to the event, the employee must provide a written notice and request for parental leave as soon as he or she learns of the need for such leave.  

 

Bereavement Leave 

Employees shall be entitled to bereavement leave with pay of five (5) days in the event of a death in the employee’s immediate family (spouse/life partner, child or parent) and three (3) days for grandparent, sister or brother, fatherinlaw, motherinlaw, or grandchildren. If an employee wishes to take time off due to the death of an immediate family member, the employee should notify the Executive Director immediately.  Approval of bereavement leave will occur in the absence of unusual operating requirements.  An employee may use, with the Executive Directors approval, available paid leave for additional time off as necessary and in accordance with operating needs. 

 

 

Extended Personal Leave 

Employees who have been employed by Lonoke County Council on Aging for at least one year may apply for personal leaves of absence for up to eight weeks.  Personal leaves are unpaid and are discretionary with the Executive Director.  When considering a request for a personal leave, Lonoke County Council on Aging will consider factors such as the employee’s position, the employee’s length of service, the employee’s performance record including attendance, the purpose of the leave, the needs of the department in which the employee works, the effect of the leave on other employees, and Lonoke County Council on Aging general business needs. 

 

While personal leaves are typically unpaid, accrued vacation or personal time may be used to continue an employee’s salary during the leave.  Vacation and sick time will not continue to accrue during the leave of absence.  Medical and life insurance benefits will continue on the same basis as if the employee were actively working. 

 

Lonoke County Council on Aging cannot guarantee reinstatement upon return from a personal leave. Lonoke County Council on Aging will, however, make a reasonable effort to place the employee in an available position for which he or she is qualified.  If such a position is not available, then the employee’s employment will terminate.  Even in that event, the employee may later apply for reemployment. 

 

Employees who fail to report to work after an approved leave of absence are deemed to have voluntarily resigned. When an approved leave has been exhausted, the employee may request additional leave.  The Executive Director must approve all unpaid leave. 

 

Severe Weather Conditions 

Lonoke County Council on Aging closes when the Executive Director puts the Inclement weather policy in place. Lonoke County Council on Aging also will follow a liberal leave policy when the Executive Director announces that the inclement weather policy is in place. Under Lonoke County Council on Aging’s liberal leave policy, annual and/or personal leave may be taken without prior scheduling and approval if the employee is unable to reach the office due to severe weather conditions. 

 

Meetings and Conferences 

 

Staff may be given limited time off by the Executive Director with pay to participate in educational opportunities related to the staff members current or anticipated work with Lonoke County Council on Aging.  An employee serving as an official representative of Lonoke County Council on Aging at a conference or meeting is considered on official business and not on leave.

 

REIMBURSEMENT OF EXPENSES 

Reimbursement is authorized for reasonable and necessary expenses incurred in carrying out job responsibilities.  Mileage or transportation, parking fees, business telephone calls, and meal costs when required to attend a luncheon or banquet, are all illustrative of reasonable and necessary expenses.  

Employees serving in an official capacity for Lonoke County Council on Aging at conferences and meetings are reimbursed for actual and necessary expenses incurred, such as travel expenses, meal costs, lodging, tips and registration fees.  When attending meetings that have been approved by the Executive Director, employees are reimbursed for travel expenses, course fees, and costs of meals and lodging at the current rates. Employees also may be granted leave to attend a conference or professional meeting related to their professional development, and/or Lonoke County Council on Aging’s current and anticipated work.  Expenses for these purposes can be paid by Lonoke County Council on Aging if funds are available, and the employee obtains prior written approval of such expenses. 

 

Employees are responsible for transportation costs between the office and home during normal work hours.  Transportation costs are paid by Lonoke County Council on Aging for work outside normal work hours if the employee is on official business for Lonoke County Council on Aging. Employees authorized to use their personal cars for Lonoke County Council on Aging business are reimbursed at the U.S. Internal Revenue Service approved rate. 

 

Forms are provided to request reimbursement for actual expenses.  Receipts must be provided for all expenditures made in order to claim reimbursement. 

PURCHASING

All purchases must be pre-approved by the Executive Director or his designee.  Employees and volunteers must use the proper purchase forms for all purchases.  If a purchase is made without prior written approval, the employee or volunteer may not be reimbursed.  

No verbal approval will be given by the Executive Director unless in an extreme and emergency circumstances.  In the event special permission is given, the staff member is responsible for turning in a required Lonoke County Council on Aging purchase form. 

PROCESSING OF CASH

Any and all cash transactions must be recorded by issuing a Lonoke County Council on Aging donation receipt, immediately upon receipt of donation at the local site.  All cash must be forwarded to the Central Office in order to record the amount and determine if this is a donation or not.  If it is a donation, the name and address of the contributor will be added to the donor database by Central Office staff.

Results of improper handling of cash:

           A perceived cash flow shortage and an appearance of improper spending and mis-use of our agency.

          An appearance of malfeasants or irresponsibility by Lonoke County Council on Aging staff.

          The possibility of placing agency grants in jeopardy and loss of matching grant funds.

          A donor may not receive the proper tax deduction form or the appreciation by our agency for their gift.

SEPARATION 

Either Lonoke County Council on Aging or the employee may initiate separation.  

Lonoke County Council on Aging encourages employees to provide at least two weeks (10 days) written notice prior to intended separation. After receiving such notice, an exit interview will be scheduled by the Executive Director or his or her designee.  The Executive Director has authority to employ or separate all employees.    

 

Circumstances under which separation may occur include: 

 

Resignation.  Employees are encouraged to give at least 10 business days of written notice.  Since a longer period is desired, the intention to resign should be made known as far in advance as possible.  

 

Termination or Layoff.  Under certain circumstances, the termination or layoff of an employee may be necessary.  

 

The Executive Director has authority to discharge an employee from the employment of Lonoke County Council on Aging as stated above, all employment at Lonoke County Council on Aging is “atwill.”  That means that employees may be terminated from employment with Lonoke County Council on Aging with or without cause, and employees are free to leave the employment of Lonoke County Council on Aging with or without cause.  

 

Reasons for discharge may include, but are not limited to: 

 

Falsifying or withholding information on your employment application that did or would have affected Lonoke County Council on Aging decision to hire you (this conduct will result in your immediate termination); 

 

Falsifying or withholding information in other personnel records including personnel questionnaires, performance evaluations or any other records; 

 

Performance at work below a level acceptable to Lonoke County Council on Aging or the failure to perform assigned duties; 

 

Failure to complete required time records or falsification of such time records; 

 

Insubordination; 

 

Refusing to work reasonable overtime; 

 

Negligence in the performance of duties likely to cause or actually causing personal injury or property damage; 

 

Fighting, arguing or attempting to injure another; 

 

Destroying or willfully damaging the personal property of another, including Lonoke County Council on Aging property;  

 

Breach of confidentiality; 

 

Using or appearing to use for personal gain any information obtained on the job, which is not readily available to the general public or disclosing such information that damages the interests of Lonoke County Council on Aging or its customers or vendors; 

 

Placing oneself in a position in which personal interests and those of Lonoke Country Council on Aging are or appear to be in conflict or might interfere with the ability of the employee to perform the job as well as possible; 

 

Using Lonoke County Council on Aging property or services for personal gain or taking, removing or disposing of Lonoke County Council on Aging material, supplies or equipment without proper authority; 

 

Gambling in any form on Lonoke County Council on Aging property; 

 

Dishonesty; 

 

Theft;

 

The possession, use, sale or being under the influence of 

drugs or other controlled substances or alcoholic beverages during working hours or on the Lonoke County Council on Aging premises at any time in violation of Lonoke County Council on Aging policies;

 

Carrying or possessing firearms or weapons on Lonoke County                  Council on Aging property; 

 

Excessive tardiness or absenteeism whether excused or unexcused; 

 

Unauthorized absence from work without proper notice; and 

 

Engaging in discriminatory or abusive behavior, including sexual harassment. 

 

Any actions that are deemed inappropriate or dangerous to either    seniors or LCCA employees and property.

 

At the sole discretion of the Executive Director, the employee may be asked to leave immediately or be given a period of notice. 

RETURN OF PROPERTY 

Employees are responsible for Lonoke County Council on Aging equipment, property and work products that may be issued to them and/or are in their possession or control, including but not limited to: 

 

Telephone cards

Credit cards

Identification badges

Office/building keys, vehicle keys

Office/building security passes 

Computers, computer accessories, digital information storage devices

Food delivery equipment and supplies

Electronic/voice mail codes 

Intellectual property (e.g., written materials, work products). 

 

In the event of separation from employment, or immediately upon request by the Executive Director or his or her designee. Employees must return all Lonoke County Council on Aging property that is in their possession or control.  Where permitted by applicable law(s), Lonoke County Council on Aging may withhold from the employee’s final paycheck the cost of any property, including intellectual property, which is not returned when required. Lonoke County Council on Aging also may take any action deemed appropriate to recover or protect its property. 

REVIEW OF PERSONNEL ACTION 

Employees may request a review of a personnel action or an unsatisfactory performance review.  Employees are expected first to discuss their concern with their immediate supervisor.

 

If further discussion is desired, the employee may then discuss the situation with the Executive Director.  The decision of the Executive Director is final.    

PERSONNEL RECORDS 

Personnel records are the property of Lonoke County Council on Aging and access to the information they contain is restricted and confidential.  A personnel file shall be kept for each employee and should include the employee’s job application, copy of the letter of employment and position description, performance reviews, disciplinary records, records of salary increases and any other relevant personnel information.  It is the responsibility of each employee to promptly notify his/her supervisor in writing of any changes in personnel data, including personal mailing addresses, telephone numbers, names of dependents, and individuals to be contacted in the event of an emergency.  

 All employees must complete, within two days of the end of each pay period, their time and attendance record for review and approval by the Executive Director.  Accurately recording time worked is the responsibility of every employee.  Tampering, altering, or falsifying time 

records, or recording time on another employee’s time record may result in disciplinary action, including separation from employment with Lonoke County Council on Aging. 

 

OUTSIDE EMPLOYMENT 

Individuals employed by Lonoke County Council on Aging may hold outside jobs as long as they meet the performance standards of their job with Lonoke County Council on Aging.  Employees should consider the impact that outside employment may have on their ability to perform their duties at Lonoke County Council on Aging.  All employees will be evaluated by the same performance standards and will be subject to Lonoke County Council on Aging scheduling demands, regardless of any outside work requirements. 

 

 If Lonoke County Council on Aging determines that an employee’s outside work interferes with their job performance or their ability to meet the requirements of Lonoke County Council on Aging as they are modified from time to time, the employee may be asked to terminate the outside employment if he or she wishes to remain employed with Lonoke County Council on Aging. 

 

Outside employment that constitutes a conflict of interest is prohibited.  Employees may not receive any income or material gain from individuals or organizations for materials produced or services rendered while performing their jobs with Lonoke County Council on Aging. 

 

NONDISCLOSURE OF CONFIDENTIAL INFORMATION 

Any information that an employee learns about Lonoke County Council on Aging or its members or donors, as a result of working for Lonoke County Council on Aging that is not otherwise publicly available constitutes confidential information.  Employees may not disclose confidential information to anyone who is not employed by Lonoke County Council on Aging or to other persons employed by Lonoke County Council on Aging who do not need to know such information to assist in rendering services.

The protection of privileged and confidential information, including trade secrets, is vital to the interests and the success of Lonoke County Council on Aging. The disclosure, distribution, electronic transmission or copying of Lonoke County Council on Aging confidential information is prohibited.  Such information includes, but is not limited to the following examples: 

 

      Compensation data

      Program and financial information, including information related to donors, and pending projects and proposals

 

Employees are required to sign a nondisclosure agreement as a condition of employment. Any employee who discloses confidential Lonoke County Council on Aging information will be subject to disciplinary action (including possible separation), even if he or she does not actually benefit from the disclosure of such information.    

 

Discussions involving sensitive information should always be held in confidential settings to safeguard the confidentiality of the information.  Conversations regarding confidential information generally should not be conducted on phones in public places or with little or no privacy such as in elevators, restrooms, restaurants, or other places where conversations might be overheard.    

 

COMPUTER AND INFORMATION SECURITY 

This section sets forth some important rules relating to the use of Lonoke County Council on Aging computer and communications systems.  These systems include individual PCs provided to employees, centralized computer equipment, all associated software, and Lonoke County Council on Aging telephone, voice mail, and electronic mail systems. 

           

Lonoke County Council on Aging has provided these systems to support its mission.  Although limited personal use of Lonoke County Council on Aging systems is allowed, subject to the restrictions outlined below, no use of these systems should ever conflict with the primary 

purpose for which they have been provided, Lonoke County Council on Aging ethical responsibilities or with applicable laws and regulations.  Each user is personally responsible to ensure that these guidelines are followed.    

 All data in Lonoke County Council on Aging computer and communication systems (including documents, other electronic files, email and recorded voice mail messages) are the property of Lonoke County Council on Aging. Lonoke County Council on Aging may inspect and monitor such data at any time.  No individual should have any expectation of privacy for messages or other data recorded in Lonoke County Council on Aging systems.  This includes documents or messages marked “private,” which may be inaccessible to most users but remain available to Lonoke County Council on Aging. Likewise, the deletion of a document or message may not prevent access to the item or completely eliminate the item from the system. 

           

Lonoke County Council on Aging systems must not be used to create or transmit material that is derogatory, defamatory, obscene or offensive, such as slurs, epithets or anything that might be construed as harassment or disparagement based on race, color, national origin, sex, sexual orientation, age, physical or mental disability, medical condition, marital status, or religious or political beliefs.  Similarly, Lonoke County Council on Aging systems must not be used to solicit or proselytize others for commercial purposes, causes, outside organizations, chain messages or other nonjobrelated purposes. 

           

Security procedures in the form of unique user signon identification and passwords have been provided to control access to Lonoke County Council on Aging host computer system, networks and voice mail system.  In addition, security facilities have been provided to restrict access to certain documents and files for the purpose of safeguarding information.  The following activities, which present security risks, should be avoided. 

           

Attempts should not be made to bypass, or render ineffective, security facilities provided by the company. 

           

Passwords should not be shared between users.  If written 

down, password should be kept in locked drawers or other 

 places not easily accessible. 

                                                                 

  Document libraries of other users should not be browsed unless 

  there is a legitimate business reason to do so. 

           

 Individual users should never make changes or modifications to     

 the hardware configuration of computer equipment.  Requests 

 for such changes should be directed to computer support or the

 Executive Director. 

           

Additions to or modifications of the standard software configuration provided on Lonoke County Council on Aging PCs should never be attempted by individual users (e.g., autoexec .bat and config.sys files).  Requests for such changes should be directed to computer support or the Executive Director. 

           

Individual users should never load personal software (including outside email services) to company computers.  This practice risks the introduction of a computer virus into the system.  Requests for loading such software should be directed to computer support or the Executive Director. 

           

Programs should never be downloaded from bulletin board           systems or copied from other computers outside the company onto company computers. Downloading or copying such programs also risks the introduction of a computer virus.  If there is a need for such programs, a request for assistance a should be directed to computer support or the Executive Director.

Downloading or copying documents from outside the company may be performed not to present a security risk. 

           

Lonoke County Council on Aging computer facilities should not be used to attempt unauthorized access to or use of other organizations computer systems and data. 

           

Computer games should not be loaded on Lonoke County Council on Aging PCs. 

           

Unlicensed software should not be loaded or executed on Lonoke County Council on Aging PCs. 

           

Company software (whether developed internally or licensed) should not be copied onto digital storage devices or media other than for the purpose of backing up your hard drive.  Software documentation for programs developed and/or licensed by the company should not be removed from the company’s offices. 

           

Individual users should not change the location or installation              of computer equipment in offices and work areas.  Requests for such changes should be directed to computer support or Executive Director. 

           

There are a number of practices that individual users should adopt that will foster a higher level of security.  Among them are the following: 

           

Turn off your personal computer when you are leaving your work area or office for an extended period of time. 

           

Exercise judgment in assigning an appropriate level of security to documents stored on the company’s networks, based on a realistic appraisal of the need for confidentiality or privacy. 

           

Back up any information stored locally on your personal computer (other than network based software and documents) on a frequent and regular basis. 

           

Should you have any questions about any of the above policy guidelines, please contact the Executive Director. 

 INTERNET ACCEPTABLE USE POLICY       

At this time, desktop access to the Internet is provided to employees when there is a necessity and the access has been specifically approved. Lonoke County Council on Aging has provided access to the Internet for authorized users to support its mission.  No use of the Internet should conflict with the primary purpose of Lonoke County Council on Aging its ethical responsibilities or with applicable laws and regulations. Each user is personally responsible to ensure that these guidelines are followed.  Serious repercussions, including termination, may result if the guidelines are not followed. 

          

Lonoke County Council on Aging may monitor usage of the Internet by employees, including reviewing a list of sites accessed by an individual.  No individual should have any expectation of privacy in terms of his or her usage of the Internet.  In addition, Lonoke County Council on Aging may restrict access to certain sites that it deems are not necessary for business purposes. 

                    

Lonoke County Council on Aging connection to the Internet may not be used for any of the following activities:   

           

To access, create, transmit, print or download material that is derogatory, defamatory, obscene, or offensive, such as slurs, epithets, or anything that may be construed as harassment or disparagement based on race, color, national origin, sex, sexual orientation, age, disability, medical condition, marital status, or religious or political beliefs. 

           

To access, send, receive or solicit sexuallyoriented messages or images. 

           

Downloading or disseminating of copyrighted material that is available on the Internet is an infringement of copyright law.

 

Downloading personal email or Instant Messaging software to Lonoke County Council on Aging computers.    

           

To solicit or proselytize others for commercial purposes, causes, outside organizations, chain messages or other nonjob related purposes. 

 

Permission to copy the material must be obtained from the publisher.  For assistance with copyrighted material, contact computer support or the Executive Director.

           

Without prior approval of the Executive Director, software should not be downloaded from the Internet as the download could introduce a computer virus onto Lonoke County Council on Aging computer equipment.  In addition, copyright laws may cover the software so the downloading could be an infringement of copyright law. 

 

Employees should safeguard against using the Internet to transmit personal comments or statements through email or to post information to news groups that may be mistaken as the position of Lonoke County Council on Aging.

           

Employees should guard against the disclosure of confidential information through the use of Internet email or news groups. 

 

The Internet should not be used to endorse political candidates or campaigns. 

 

The Internet should not be used to send or participate in chain letters, pyramid schemes or other illegal schemes.

          

The Internet provides access to many sites that charge a subscription or usage fee to access and use the information on the site.  Requests for approval must be submitted to your supervisor. If you have questions regarding any of the policy guidelines listed above, please contact your supervisor or the Executive Director.

 

Social Media Policy

 

It is essential that employees understand that comments published via social media platforms are treated the same way as public statements and should be made by an authorized spokesperson in the same way that comments are made in any public forum or to the media.  The Executive Director is the only authorized spokesperson who will make formal statements on behalf of the Lonoke County Council on Aging.

 

Employees should be aware of and understand the potential risks and damage to this agency that can occur with their improper use or comments on social media (i.e. Facebook, Instagram, Twitter, blogs, forums, discussion groups, instant messaging, etc).  

 

Employees are personally responsible for all content published in their personal capacity on any form of social media platform.  

 

When accessing social media via the agency internet, employees must do so in accordance with the agencies Internet Acceptable Use Policy.

 

It is not acceptable to spend time using social media that is not related to your work unless is occurs in your own time (for example during meal breaks) or at times acceptable to your Executive Director.

 

Client personal information should not be made available on any form of an employee’s social media platform.

           

CODE OF CONDUCT POLICY

 

In order to provide participants, volunteers, visitors, and staff members of senior centers an atmosphere of safety, courtesy, integrity and respect while maintaining the harmonious functioning of a center, the following Code of Conduct Policy will be observed at all facilities operated by this agency:

 

Standards of Conduct

 

All staff, participants, volunteers, visitors, facility users, organizations and groups attending or visiting a senior center are expected to:

 

Understand and support the purpose, structure, codes and policies of the center.

 

Understand and accept the centers chain of command. The chain of command begins at the Site Director level (Asst, Site Director when applicable) and proceeds up to the Board of Directors of the Lonoke County Council on Aging.

 

Comply with the decisions of staff and abide by the established grievance procedures when concerns arise.

 

Treat all members of the community, participants, volunteers, and staff with respect.

 

Refrain from being a part of malicious gossip or activities which could tend to be disruptive.

 

Refrain from any abusive verbal attacks, threats, disparaging remarks, or dialogues towards staff, participants, volunteers, facility users and the general public. Use courteous language at all times.

 

Participants, facility users, recognized organizations and groups, staff, and volunteers have a responsibility to maintain an environment where conflict and differences can be addressed in a manner characterized by respect and civility.

 

Show proper care and regard for the center property and the property of others.

 

Comply with all applicable federal, state, and municipal laws.

 

Disciplinary Process

 

Failure to comply with these standards of conduct may result in disciplinary actions, up to and including permanent removal from the center or program. The severity of the infraction may be cause for immediate suspension without warning. When a serious act of misconduct by a staff,  participant, volunteer, visitor, facility user or group occurs, the Site Director will immediately investigate the allegation.  The Site Director will notify Lonoke County Council on Aging Executive Director and make recommendation for the final disciplinary action, up to and including termination for staff and participant. In the interim, the Site Director may immediately impose reasonable restrictions on the offender until the final action can be determined.

 

The policies included below may be enforced and escalate directly to permanent suspension and/or any steps in between depending on the behavior, level of disruption to normal activities, threat of violence, or severity of the offense. If the disruption at the Center is suspected to relate to mental health issues, of a participate Adult Protective Services and the Area Agency on Aging will be contacted. Family members may also be contacted to help alleviate issues, where appropriate. In extreme cases where the safety of staff, volunteers, visitors or participants is at issue, the local police may be contacted to remove the offender from the premises. 

 

First Occurrence:

 

The Site Director will meet with the person alleged to be in violation of the Code. A review of the posted Code of Conduct and the policies of the center will take place. This staff review will also include possible suggestions on ways to not have the incident occur again. The Site Director will document the date of the meeting and the points of discussion. For staff, the Site Director will document the violation on appropriate disciplinary action form

 

Second Occurrence:

 

Description of the infraction will be submitted in written form to the offender. Depending on the severity of the situation, the Executive Director may opt to meet with the defendant and the Site Director to discuss the infraction and decide the action to be taken.

 

Third Occurrence:

 

For participants: May include a temporary or permanent suspension from attendance or participation in any activities at that particular center. Two suspensions within a one-year period of time may result in an extended or permanent suspension. For staff it may mean termination from employment. 

 

Request for review and appeal of any of the above steps must be in written form and delivered to Lonoke County Council on Aging’s Executive Director within ten (10) calendar days of the warning or suspension.  After investigation of the incident, the Site Director will notify the offending party of his/her decision within fifteen (15) working days.

 

Appeal Process of Aggrieved Party

 

Any person aggrieved by decisions of staff may appeal by following the appropriate chain of command, which begins at the Site Director level and ends with the Board of Directors. All policies regarding disciplinary actions and grievance procedures are available for review by the public at each senior center and at the administrative offices of Lonoke County Council on Aging, #1 Newberry Drive, Lonoke, Arkansas. For appeal purposes, all decisions ruled upon by staff shall remain in place until the appeal process is completed.

 

The aggrieved person should contact the Site Director of the senior center providing the service. The Site Director will then arrange an informal meeting with the aggrieved party to give appropriate consideration to the concerns presented. The Executive Director may also attend the meeting. Should the concerns not be resolved to the aggrieved party’s satisfaction at the conclusion of this meeting, the aggrieved party will be eligible to formally appeal the action taken.

 

To exercise the right of formal appeal the aggrieved party must make a written request for a hearing before the Executive Director within ten (10) calendar days of the date the warning or suspension was issued.

 

Upon receipt of a written request within the ten (10) day period, the Executive Director will schedule an appeal hearing. The Executive Director will conduct this hearing at which time the aggrieved party will present the basis for the appeal. Each party of the appeal process will be responsible for arranging the presence of their witnesses at the hearing. The proceedings shall be tape recorded. Transcripts and /or copies of the recordings shall be made available upon request and may require payment of a reasonable fee to cover the costs of reproduction. The Executive Director will render a decision and submit in writing to all affected parties within fifteen (15) working days of the appeals hearing.

 

The aggrieved party may appeal this decision to the Board of Directors of the Lonoke County Council on Aging by making a written request within ten (10) calendar days of the submission of the decision by the Executive Director.

 

Upon receipt of the written request for an appeals hearing, the Board of Directors may conduct an investigation into the incident and schedule an appeal hearing within ten (10) working days of the receipt of the written request. The President of the Board will  conduct this hearing. Each party of the appeal process will be responsible for arranging the presence of their witnesses at the hearing. The proceedings may be tape recorded. Transcripts 

and/or copies of the recordings shall be made available upon request and may require payment of a reasonable fee to cover transcription and costs of reproduction. 

 

The Board President will render a decision and submit in writing to all affected parties within fifteen (15) working days of the appeals hearing.

 

Telephone Etiquette Tips for Customer Service

 

1. Make sure you speak clearly and are smiling as you answer the phone; also clearly identify yourself.

“Lonoke County Council of Aging, this is _________. How may I            assist you today?”

                   

2. Before placing a caller on hold, ask their permission first and thank them for calling the center, let them know by name and title who they are being transferred to.

 

3. It is better to return a call than to keep someone on hold too long. If the phone rings back to you, you’ve kept them on hold too long.

 

4. Do not forget to return the call as you promised.

 

5. Do not permit the phone to ring into the office more than three times.

 

6. Always use a pleasant, congenial and friendly tone.

 

7. Never interrupt the person while he/she is talking to you.

 

8. Never engage in an argument with a caller.

 

9. Do not handle an unhappy caller’s concern openly at the 

    Check-in/check-out desk, etc.

 

10. Do not make it a habit of receiving personal calls at work.

 

11. Do not answer the phone if you are eating or chewing gum.

 

12. Do not give the impression that you are rushed. It is better to return the call when you can give the person the time they need to handle the reason for their call.

 

13. Learn how to handle several callers simultaneously with ease and grace.  If you need direction on this, contact the Executive Director for instructions about how to best accomplish it.

 

14. Return calls promptly that have been left on voice mail, etc. Lonoke County Council on Aging employees will attempt to return missed calls within 24 hours of return to the office.

 

15. Always get the best number (and an alternate) and the best time to have a call returned to the caller, especially if the Executive Director must return the call.

 

16. Do not ever leave a message with someone else or on a voice mail regarding details of one of Lonoke County Council on Aging clients. Instead, leave a message asking the person to call the “England Site Director (name) and Phone Number.

 

17. Always make calls regarding clients in private and away from the client flow or public areas.

 

18. If possible, provide a telephone for clients to use. An area providing privacy is preferred.

 

19. Do not call a client’s home before 8:00AM or after 5:00PM, unless they’ve given you permission to do so.

 

20. When hanging up the phone, make sure the caller or person called hangs up first. Always hang up the phone, gently.

 

21. Never give out information on clients or staff to callers. If the caller needs to get a reference call on a current or former employee refer them to the Executive Director.

 

Grooming Policy 

 

Lonoke County Council on Aging strives to maintain a workplace environment that is well functioning and free from unnecessary distractions and annoyances.

 

As part of that effort, the agency requires employees to maintain a neat and clean appearance that is appropriate for the workplace setting and for the work being performed. To that end, the Executive Director may determine and enforce guidelines for workplace-appropriate attire and grooming for their areas; guidelines may limit natural or artificial scents that could be distracting or annoying to others. 

 

All staff members are expected to present a professional, business-like image to clients, visitors, customers and the public. Acceptable personal appearance, is an ongoing requirement of employment with Lonoke County Council On Aging.

 

Supervisors should communicate any department-specific workplace attire and grooming guidelines to staff members during new-hire orientation and evaluation periods. Any questions about the department’s guidelines for attire should be discussed with the immediate supervisor. 

 

Any staff member who does not meet the attire or grooming standards set by his or her department will be subject to corrective action and may be asked to leave the premises to change clothing. Hourly paid staff members will not be compensated for any work time missed because of failure to comply with designated workplace attire and grooming standards.

 

All staff members must wear the Lonoke County Council on Aging issued identification badge at all times while performing Lonoke County Council on Aging work. The issued identification badge must be visible and the front of the badge viewable at all times.

 

Purpose - This policy has been developed to ensure that all employees understand the importance of appropriate grooming and hygiene in the workplace or when otherwise representing Lonoke County Council on Aging. The standards of grooming and hygiene outlined below set forth the minimum requirements to which all employees, contract workers, and temporary staff are required to adhere to. 

 

Hygiene - Every employee is expected to practice daily hygiene and good grooming habits as set forth in further detail below.

 

Hair - Hair should be clean, combed, and neatly trimmed or arranged. Unkempt hair is not permitted. Sideburns, mustaches, and beards should be neatly trimmed. Non-traditional hair colors are not permitted.

 

Make-Up - Make-up must be professional and conservative.

 

Fragrance - Recognizing that employees and visitors to the workplace may have sensitivities or allergies to fragrant products, including but not limited to perfumes, colognes, fragrant body lotions or hair products, Lonoke County Council on Aging is a fragrance free workplace. Fragrant products that may be offensive to others should be used in moderation out of concern for others in the workplace.

 

Nails - Hands and nails should be clean and conservatively manicured. 

 

Jewelry - Employees may wear tasteful jewelry in moderation. The size and/or number of earrings, rings, necklaces, and bracelets may be determined at the department level based on specific job functions, operational, and safety factors. 

 

Where job duties present any type of safety risk, jewelry may be prohibited or severely limited. 

 

In other areas, moderate (including size and amount) jewelry may be worn. No other visible body jewelry/body piercings may be worn while an employee is in the workplace. 

 

Tattoos - No visible tattoos or other body art (such as surgically implanted ball bearings, spikes, and the like) are permitted in the workplace. Exceptions may be made for employees who have small, non-offensive tattoos that cannot easily be covered by standard clothing (i.e., wrist, neck, etc.). All exceptions require the approval of Lonoke County Council on Aging Executive Director.

 

Exceptions - Employees seeking an exception from any of the above standards should speak with their immediate supervisor.

 

Specific requirements

 

Certain staff members may be required to meet special dress, grooming and hygiene standards, such as wearing uniforms or protective clothing, depending on the nature of their job. Uniforms and protective clothing may be required for certain positions and will be provided to employees by Lonoke County Council on Aging. 

 

At the discretion of the Executive Director, in special circumstances, such as during unusually hot or cold weather or during special occasions, staff members may be permitted to dress in a more casual fashion than is normally required. On these occasions, staff members are still expected to present a neat appearance and are not permitted to wear ripped, frayed or disheveled clothing or athletic wear. Likewise, tight, revealing or otherwise workplace-inappropriate dress is not permitted. 

 

Reasonable accommodation of religious beliefs

 

Lonoke County Council on Aging recognizes the importance of individually held religious beliefs to persons within its workforce. Lonoke County Council on Aging will reasonably accommodate a staff member’s religious beliefs in terms of workplace attire unless the accommodation creates an undue hardship. Accommodation of religious beliefs in terms of attire may be difficult in light of safety issues for staff members. Those requesting a workplace attire accommodation based on religious beliefs should be referred to the Executive Director.

 

Casual or dress-down days

 

Most days will be casual dress days. The following guidelines will be used to define appropriate casual attire. Employees should consult their immediate supervisor if they have questions about what is appropriate or inappropriate dress. 

 

                                                            

 

Appropriate

  
 

Inappropriate

  
 

Slacks

  
 
  •   
  • Khakis or        corduroys
  •   
  • Jeans (must be        clean and free of rips, tears and fraying; may not be excessively tight        or revealing)
  •   
  • Skorts,        capris, Knee Length Shorts
  •  
  
 
  •   
  • Sweatpants,        leggings, exercise wear
  •   
  • Low-rise or        hip-hugger pants or jeans
  •   
  • Short – Shorts        
  •  
  
 

 

  

 

  

Shirts

  
 
  •   
  • Polo collar        knit or golf shirts
  •   
  • Oxford shirts
  •   
  • Company logo        wear
  •   
  • Short-sleeve        blouses or shirts
  •   
  • Turtlenecks
  •   
  • Blazers or        sport coats
  •   
  • Jackets or        sweaters
  •  
  
 
  •   
  • Shirts with        writing (other than company logo)
  •   
  • T-shirts or        sweatshirts
  •   
  • Beachwear
  •   
  • Sleeveless        blouses or shirts
  •   
  • Exercise wear
  •   
  • Crop tops,        clothing showing midriffs, spaghetti straps
  •  
  

 

  
 

Shoes

  
 
  •   
  • Boating or        deck shoes, moccasins
  •   
  • Casual,        low-heel, open-back shoes (e.g., mules, sling backs) Sandals, open-toe        shoes
  •   
  • Athletic        shoes, tennis shoes
  •  
  
 
  •   
  • Thongs, flip        flops, 
  •   
  •  Croc-like        sandals
  •  
  


 
Business attire

 

Occasionally staff may be required to dress in business attire.  The following guidelines apply to business attire:

 

For men, business attire includes a long-sleeved dress shirt, tie, tailored sport coat worn with dress trousers (not khakis) and dress shoes.

 

For women, business attire includes tailored pantsuits, businesslike dresses, coordinated dressy separates worn with or without a blazer, and conservative, closed-toe shoes.

 

Addressing workplace attire and hygiene problems

 

Violations of the policy can range from inappropriate clothing items to offensive perfumes and body odor. If a staff member comes to work in inappropriate dress, the staff member may be required to go home, change into conforming attire or properly groom, and return to work.

 

If a staff member’s poor hygiene or use of too much perfume/cologne is an issue, the supervisor should discuss the problem with the staff member in private and should point out the specific areas to be corrected. If the problem persists, supervisors should follow the normal corrective action process up to and including termination.

 

FLEET MANAGEMENT AND SAFETY PROGRAM

 

Safety Policy

 

The health and safety of the drivers of Lonoke County Council on Aging,  whether paid or volunteer, is of the utmost importance.  As such, we expect them to conduct themselves in a safe manor.  You must comply with all safety guidelines posted and follow all Federal and State safety regulations, as well as using good judgment and common sense.  

Safety is a condition for continued driving privileges.  Unsafe driving practices could lead to the loss of those privileges and ultimately loss of employment if adjustments to driving practices are not made.

 

Lonoke County Council on Aging holds all employees accountable for our fleet when they are in your possession. 

 

Driver Selection

 

Drivers for Lonoke County Council on Aging must hold a valid license for at least 3 years.

Drivers must agree to a driver’s record verification and:

1.    have no more than 1 moving traffic violation in the last 3 years.

2.    have no Driving While Intoxicated conviction.

3.    have no at-fault accidents.

4.    have no more than 2 nonmoving traffic violations in the last 3 years.

 

Drivers must agree to a criminal back ground check.

Drivers must submit to drug and alcohol testing prior to driving and annually thereafter. 

Drivers must submit to physical examination prior to driving and annually thereafter.

 

Company driving policies and procedures

 

No smoking or tobacco use of any kind in vehicle.

 

1.   Seat belt use is required.

2.   Cell phones must not be used while vehicle is in operation.

3.   Do not operate vehicle under the influence of alcohol or drugs: this includes prescriptions drugs that may affect your ability to drive.

4.   No distracted driving (radio, mirrors, a/c-heater).

5.   Radar detectors may not be used in company vehicles.

6.   Complete a weekly pre-trip inspection.  Form to be returned to administration office each Friday via email. 

7.   Prohibited items include:

a.   Firearms

b.   Alcoholic beverages

c.   Illegal drugs

d.   Animals (except service animals)

8.   Vehicle used for company business only.

9.   Vehicles must always be returned to the fleet with no less the ½ tank full of gas.  

 

Lonoke County Council on Aging reserves the right to refuse to transport a client if the client appears to be under the influence of intoxicants. Driver must report any incidents of denial of service to administration office as soon as possible.

 

 

 

 

Use of Company Gas Cards

 

All company gas cards will be used for company vehicles only.  No gas company card should be used to put gas in a personal vehicle at any time.

All gas receipts should have the company vehicle number, current vehicle mileage, and employee or volunteer signature on the receipt when it is submitted to the central office for processing and payment.

 

Training

 

Within first year of employment, you must complete a defense driving course and a refresher course every 3 years.

 

First aid/CPR training must be completed annually.  

 

Contact the Executive Director for more information about options to complete these training sessions.

 

Accident and reporting

 

In case of a breakdown:

1.   Move vehicle (if possible) to area out of path on the flow of traffic.  Use warning signals and devices.

2.   If unable to move, use warning signals and devices and move away from the vehicle as quickly as possible.  

3.  Report accident to the Executive Director immediately.  If he cannot be reached, contact your direct supervisor or site manager.

 

In case of an accident:

1.   Protect the scene: use warning signals and devices to ensure uninterrupted flow of traffic around accident.

2.   Protect any injured persons and contact appropriate emergency officials (911).

3.  Report accident to the Executive Director immediately.  If he cannot be reached, contact your direct supervisor or site manager.

4.   Obtain information from all parties involved and witnesses as soon as possible (accident report form, witness courtesy cards).

5.   Take several photographs. (position of vehicles, vehicle license plates, area of damage, photo of drivers. Passengers of all involved vehicles, photo of other drivers’ license or ID cards) 

 

Do not give any information to anyone other than police and emergency workers.  

 

The Executive Director will handle all external communication inquiries and be the designated point of contact to represent and speak on behalf of the Lonoke County Council on Aging.  No employee shall speak to the media, family members of our seniors, or give any kind of statement in any form.  If an employee chooses to do this, it is grounds for immediate dismissal and separation of employment at the Lonoke County Council on Aging.

 

Inspections and Maintenance

 

Vehicles are to be kept clean and trash free at all times.

 

Visual checks of each vehicle should be made by drivers each time a vehicle is to be operated.  Items to check: gauges, fuel and fluids, wheels and tires, mirror and mirror adjustment, windshield including wipers, lights including headlights, signals, and brake lights.

 

Drivers shall use the agencies pre-trip inspection forms located in each vehicle, and on the agency website under staff section. A maintenance record and a weekly inspection sheet should also be located in each vehicle and used.  The vehicle maintenance record is to be filled out accordingly and kept up to date for your vehicle maintenance needs for each vehicle.  The weekly inspection sheet is to be filled out weekly and turned into the administration office with notes of anything required.

 

 

 

 

 

 

Compliance and Monitoring

 

Lonoke County Council on Aging will regularly monitor federal, state, and local regulations in order to comply with all regulations and implement any policy/procedure change in a timely manner.

 

Driver evaluation will be conducted at least annually.  Administration reserves the right to evaluate drivers more often if the need arises.

 

 

Lonoke County Council on Aging

Distracted Driving Policy

 

Your primary responsibility when driving a motor vehicle for our agency is driving the vehicle safely.  For the good of all our employees and the community in which we operate, it is our company policy that you not engage in activities that cause you to become distracted from this responsibility, including but not limited to:

·        Using a Cell phone – especially to text, email, etc.

·        Using a computer or electronic handheld device

·        Searching for items in the vehicle such as CDs or coins

·        Eating

·        Reading maps either on your electronic device or printed materials

·        Programming GPS systems

 

It is our company policy that, in all circumstances, you pull the vehicle over to a safe area prior to engaging in these activities.

 

 

 

 

 

 

 

 

 

 

 

Safe Driving Pledge

 

Because I value my life and safety and that of others, I pledge that I will:

·        Make driving my number one priority when I am behind the wheel

·        Not engage in any behavior that will distract me from my number one priority (e.g. texting, using a cell phone, eating, reading a map or hand held GPS)

·        Protect others and myself by driving safely

·        Always wear a seat belt and ensure that all passengers in the vehicle wear seat belts

·        Obey the speed limit and all other traffic laws

 

 

_________________________________________        _______________________

Signature                                                                                     Date

 

NO TEXTING, EMAILING, ETC. AND DRIVING!!

 

1.Please sign and return to the Central Office

          2. Keep one copy for your personal records

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Lonoke County Council on Aging

Distracted Driving Policy

 

Your primary responsibility when driving a motor vehicle for our agency is driving the vehicle safely.  For the good of all our employees and the community in which we operate, it is our company policy that you not engage in activities that cause you to become distracted from this responsibility, including but not limited to:

·        Using a Cell phone – especially to text, email, etc.

·        Using a computer or electronic handheld device

·        Searching for items in the vehicle such as CDs or coins

·        Eating

·        Reading maps either on your electronic device or printed materials

·        Programming GPS systems

 

It is our company policy that, in all circumstances, you pull the vehicle over to a safe area prior to engaging in these activities.

 

 

Safe Driving Pledge

 

Because I value my life and safety and that of others, I pledge that I will:

·        Make driving my number one priority when I am behind the wheel

·        Not engage in any behavior that will distract me from my number one priority (e.g. texting, using a cell phone, eating, reading a map or hand held GPS)

·        Protect others and myself by driving safely

·        Always wear a seat belt and ensure that all passengers in the vehicle wear seat belts

·        Obey the speed limit and all other traffic laws

 

 

_________________________________________        _______________________

Signature                                                                                     Date

 

NO TEXTING, EMAILING, ETC. AND DRIVING!!

 

1.Please sign and return to the Central Office

          2. Keep one copy for your personal records

 

 

 

 

 

 

 

 

  EMPLOYEE HANDBOOK 

 

 

 

 

 

 

 

 

 

 

 

Revised July 14, 2017

Approved by the Executive Committee of the Lonoke County Council on Aging Board of Directors 

 

EMPLOYEE/VOLUNTEER RECEIPT AND ACCEPTANCE 

I hereby acknowledge receipt of the Lonoke County Council on Aging Employee Handbook.  I understand that it is my continuing responsibility to read and know its contents.  I also understand and agree that the Employee Handbook is not an employment contract for any specific period of employment or for continuing or longterm employment.  Therefore, I acknowledge and understand that unless I have a written employment agreement with Lonoke County Council on Aging that provides otherwise, I have the right to resign from my employment with Lonoke County Council on Aging at any time with or without notice and with or without cause, and that Lonoke County Council on Aging has the right to terminate my employment at any time with or without notice and with or without cause.  

I have read, understand and agree to all of the above.  I have also read and understand the Lonoke County Council on Aging Employee Handbook.  I agree to return the Employee Handbook upon termination of my employment. 

Signature _________________________________ 

Print Name ________________________________ 

 

Date ________________________ 

 

1.   Please sign and return to the Central Office  

2.   Keep one copy for your personal records

 

 

 

 

 

EMPLOYEE/VOLUNTEER RECEIPT AND ACCEPTANCE 

I hereby acknowledge receipt of the Lonoke County Council on Aging Employee Handbook.  I understand that it is my continuing responsibility to read and know its contents.  I also understand and agree that the Employee Handbook is not an employment contract for any specific period of employment or for continuing or longterm employment.  Therefore, I acknowledge and understand that unless I have a written employment agreement with Lonoke County Council on Aging that provides otherwise, I have the right to resign from my employment with Lonoke County Council on Aging at any time with or without notice and with or without cause, and that Lonoke County Council on Aging has the right to terminate my employment at any time with or without notice and with or without cause.  

I have read, understand and agree to all of the above.  I have also read and understand the Lonoke County Council on Aging Employee Handbook.  I agree to return the Employee Handbook upon termination of my employment. 

Signature _________________________________ 

Print Name ________________________________ 

 

Date ________________________ 

 

1.Please sign and return to the Central Office

          2. Keep one copy for your personal records

 

 

 

 

 

CONFIDENTIALITY POLICY AND PLEDGE

Any information that an employee learns about Lonoke County Council on Aging or its members or donors, as a result of working for Lonoke County Council on Aging that is not otherwise publicly available constitutes confidential information.  Employees may not disclose confidential information to anyone who is not employed by Lonoke County Council on Aging or to other persons employed by Lonoke County Council on Aging who do not need to know such information to assist in rendering services. 

 

The disclosure, distribution, electronic transmission or copying of Lonoke County Council on Aging’s confidential information is prohibited.  Any employee who discloses confidential Lonoke County Council on Aging information will be subject to disciplinary action (including possible separation), even if he or she does not actually benefit from the disclosure of such information.  

 

I understand the above policy and pledge not to disclose confidential information. 

 

Signature _________________________________

 

Print Name                                                                       

 

Date                                 

 

 

Please sign and return to the Central Office  

 

 

 

 

 

 

 

 

 

 

EMPLOYEE HANDBOOK 

 

TABLE OF CONTENTS 

 

MISSION 

OVERVIEW

VOLUNTARY ATWILL EMPLOYMENT

 EQUAL EMPLOYMENT OPPORTUNITY 

POLICY AGAINST WORKPLACE HARASSMENT 

SOLICITATION

HOURS OF WORK, ATTENDANCE AND PUNCTUALITY 

A.     Hours of Work

B.     Attendance

C.     Punctuality

D.     Overtime

EMPLOYMENT POLICIES AND PRACTICES 

E.     Definition of Terms 

POSITION DESCRIPTION AND SALARY ADMINISTRATION 

WORK REVIEW 

F.     Health/Life Insurance 

G.    Social Security/Medicare/Medicaid

H.     Workersʹ Compensation and Unemployment Insurance 

I.        Retirement Plan

LEAVE BENEFITS AND OTHER WORK POLICIES 

J.      Holidays 

K.     Vacation

L.      Sick Leave

M.    Personal Leave 

N.     Military Leave 

O.    Civic Responsibility

P.     Parental Leave 

Q.    Bereavement Leave

R.     Extended Personal Leave 

S.     Severe Weather Conditions 

T.     Meetings and Conferences      

 

 

 

REIMBURSEMENT OF EXPENSES 

PURCHASING

PROCESSING OF CASH

SEPARATION 

RETURN OF PROPERTY 

REVIEW OF PERSONNEL ACTION

PERSONNEL RECORDS 

OUTSIDE EMPLOYMENT

NONDISCLOSURE OF CONFIDENTIAL INFORMATION  

COMPUTER AND INFORMATION SECURITY

INTERNET ACCEPTABLE USE POLICY 

CODE OF CONDUCT

VEHICLE FLEET MANAGEMENT & SAFETY PROGRAM

          DRIVING POLICY – PLEASE SIGN AND RETURN

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

EXECUTIVE DIRECTOR’S MESSAGE

 

Dear Team Member:

 

Welcome to your new position with Lonoke County Council on Aging.  You have joined a team of people who are working effectively together to further themselves, their families, and their company, by taking care of society’s most vulnerable population, our seniors. 

 

Lonoke County Council on Aging has established a framework within which the efforts of our employees can advance both agency goals and individual interests.  Each employee should know where they stand with the agency and what is expected of them.  Properly developed and administered personnel policies can create a working environment conducive to productivity and personal job satisfaction.

 

Because of our agency growth, formal personnel policies, administered in a fair and equitable manner, are essential.  A written personnel policy manual is necessary due to changing conditions in human resource management, expanding and changing employment benefits, increasing government regulations, and continual changes in labor laws and court proceedings.

 

While there is no single rule that can ensure success, there are fundamentals that largely determine an individual and agency success. 

 

I believe a successfully person has the following fundamentals:

 

·        Using work hours to the best advantage 

·        Pay attention to details

·        The ability to see a job through with minimum of supervision

·        Willing to accept greater responsibilities as opportunities presents

 

 

 

 

 

 

To accompany those fundamentals a successful employee must possess: 

·        Initiative

·        Mental alertness

·        Trustworthiness

·        The love of people

·        A cooperative attitude

·        Good personal hygiene and appearance

 

 

 

Again, welcome to the family!

 

 

 

Buster Lackey, PhD

Executive Director

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

CLIENT RELATIONS STATEMENT

 

 

CLIENTS ARE OUR REASON FOR BEING.  Consequently, they deserve to be greeted promptly and respectfully, both in person and on the telephone.  Our services should be provided in a way that meets their needs for convenience and our systems must be continually re-evaluated to assure that we are meeting our Clients’ needs and desires.  Requests for adjustments to our usual procedures should be recognized and granted cheerfully whenever possible. 

 

Clients who are ill, or who are concerned that they may be ill, or are experiencing the loss of their independence are often not their normal selves.  Staff should realize that anxiety sometimes results in behavior, which seems rude or self-centered, and should respond to Clients’ needs and not their behaviors.

 

All of our conversations with Clients, their families, and/or care givers and with each other need to be conducted with an awareness of the message our behavior conveys.  Clients should never hear staff discussing another Clients among themselves.  Personal conversations or personal telephone calls by the staff should occur out of the Clients’ hearing; otherwise Clients may conclude that they are not our first priority.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

MISSION

 

OVERVIEW 

The Lonoke County Council on Aging, Inc. (LCCA) Employee Handbook has been developed to provide general guidelines about Lonoke County Council on Aging policies and procedures for employees.  It is a guide to assist you in becoming familiar with some of the privileges and obligations of your employment, including Lonoke County Council on Aging policy of voluntary atwill employment.  None of the policies or guidelines in the Handbook are intended to give rise to contractual rights or obligations, or to be construed as a guarantee of employment for any specific period of time, or any specific type of work.  Additionally, with the exception of the voluntary atwill employment policy, these guidelines are subject to modification, amendment or revocation by Lonoke County Council on Aging at any time, without advance notice. 

 

The personnel policies of Lonoke County Council on Aging are established by the Board of Directors, which has delegated authority and responsibility for their administration to the Executive Director.  The Executive Director may, in turn, delegate authority for administering specific policies.  Employees are encouraged to consult the Executive Director for additional information regarding the policies, procedures, and privileges described in this Handbook.  Questions about personnel matters also may be reviewed with the Executive Director. 

 

 Lonoke County Council on Aging will provide each individual a copy of this Handbook upon employment.  All employees are expected to abide by it. The highest standards of personal and professional ethics and behavior are expected of all Lonoke County Council on Aging employees.  Further, Lonoke County Council on Aging expects each employee to display good judgment, diplomacy and courtesy in their professional relationships with members of Lonoke County Council on Aging’s Board of Directors, committees, membership, staff, and the general public. 

 

 

 

 

VOLUNTARY ATWILL EMPLOYMENT 

Unless an employee has a written employment agreement with Lonoke County Council on Aging, which provides differently, all employment at Lonoke County Council on Aging is “atwill.”  That means that employees may be terminated from employment with Lonoke County Council on Aging with or without cause, and employees are free to leave the employment of Lonoke County Council on Aging with or without cause. Any representation by any Lonoke County Council on Aging officer or employee contrary to this policy is not binding upon Lonoke County Council on Aging unless it is in writing and is signed by the Executive Director with the approval of the Board of Directors. 

EQUAL EMPLOYMENT OPPORTUNITY 

Lonoke County Council on Aging shall follow the spirit and intent of all federal, state and local employment law, and is committed to equal employment opportunity.  To that end, the Board of Directors and Executive Director of Lonoke County Council on Aging will not discriminate against any employee or applicant in a manner that violates the law.  

 

Lonoke County Council on Aging is committed to providing equal opportunity for all employees and applicants without regard to race, color, religion, national origin, sex, age, marital status, sexual orientation, disability, political affiliation, personal appearance, family responsibilities, matriculation or any other characteristic protected under federal, state or local law.  

 

Each person is evaluated on the basis of personal skill and merit.   Lonoke County Council on Aging policy regarding equal employment opportunity applies to all aspects of employment, including recruitment, hiring, job assignments, promotions, working conditions, scheduling, benefits, wage and salary administration, disciplinary action, termination, and social, educational and recreational programs.  The Executive Director shall act as the responsible agent in the full implementation of the Equal Employment Opportunity policy. 

 

Lonoke County Council on Aging will not tolerate any form of unlawful 

discrimination.  All employees are expected to cooperate fully in implementing this policy.  In particular, any employee who believes that any other employee of Lonoke County Council on Aging may have violated the Equal Employment Opportunity Policy should report the possible violation to the Executive Director.   

 

If Lonoke County Council on Aging determines that a violation of this policy has occurred, it will take appropriate disciplinary action against the offending party, which can include counseling, warnings, suspensions, and termination.  Employees who report, in good faith, violations of this policy and employees who cooperate with investigations into alleged violations of this policy will not be subject to retaliation.  Upon completion of the investigation, Lonoke County Council on Aging will inform the employee who made the complaint of the results of the investigation. 

 

Lonoke County Council on Aging is also committed to complying fully with applicable disability discrimination laws, and ensuring that equal opportunity in employment exists at Lonoke County Council on Aging for qualified persons with disabilities.  All employment practices and activities are conducted on a nondiscriminatory basis.  Reasonable accommodations will be available to all qualified disabled employees, upon request, so long as the potential accommodation does not create an undue hardship on Lonoke County Council on Aging.  Employees who believe that they may require an accommodation should discuss these needs with the Executive Director.  

  

If you have any questions regarding this policy, please contact the Executive Director. 

POLICY AGAINST WORKPLACE HARASSMENT 

Lonoke County Council on Aging is committed to providing a work environment for all employees that is free from sexual harassment and other types of discriminatory harassment.  Employees are expected to conduct themselves in a professional manner and to show respect for their coworkers. 

 

Lonoke County Council on Aging’s commitment begins with the recognition and acknowledgment that sexual harassment and other types of discriminatory harassment are, of course, unlawful.  To reinforce this commitment, Lonoke County Council on Aging has developed a policy against harassment and a reporting procedure for employees who have been subjected to or witnessed harassment.  This policy applies to all workrelated settings and activities, whether inside or outside the workplace, and includes business trips and businessrelated social events. Lonoke County Council on Aging’s property (e.g. telephones, copy machines, facsimile machines, computers, and computer applications such as email and Internet access) may not be used to engage in conduct that violates this policy.  Lonoke County Council on Aging policy against harassment covers employees and other individuals who have a relationship with 

Lonoke County Council on Aging which enables Lonoke County Council on Aging to exercise some control over the individuals conduct in places and activities that relate to Lonoke County Council on Aging work (e.g. directors, officers, contractors, vendors, volunteers, etc.).   

           

Prohibition of Sexual Harassment:  Lonoke County Council on Aging policy against sexual harassment prohibits sexual advances or requests for sexual favors or other physical or verbal conduct of a sexual nature, when: (1) submission to such conduct is made an express or implicit condition of employment; (2) submission to or rejection of such conduct is used as a basis for employment decisions affecting the individual who submits to or rejects such conduct; or (3) such conduct has the purpose or effect of unreasonably interfering with an employee’s work performance or creating an intimidating, hostile, humiliating, or offensive working environment. 

           

While it is not possible to list all of the circumstances which would constitute sexual harassment, the following are some examples: (1) unwelcome sexual advances ‐‐ whether they involve physical touching or not; (2) requests for sexual favors in exchange for actual or promised job benefits such as favorable reviews, salary increases, promotions, increased benefits, or continued employment; or (3) coerced sexual acts.   

           

 Depending on the circumstances, the following conduct may also constitute sexual harassment:  (1) use of sexual epithets, jokes, written or oral references to sexual conduct, gossip regarding one’s sex life; (2) sexually oriented comment on an individual’s body, comment about an individual’s sexual activity, deficiencies, or prowess; (3) displaying sexually suggestive objects, pictures, cartoons; (4) unwelcome leering, whistling, deliberate brushing against the body in a suggestive manner; (5) sexual gestures or sexually suggestive comments; (6) inquiries into one’s sexual experiences; or (7) discussion of one’s sexual activities.   

           

While such behavior, depending on the circumstances, may not be severe or pervasive enough to create a sexually hostile work environment, it can, nonetheless, make coworkers uncomfortable.  Accordingly, such behavior is inappropriate and may result in disciplinary action regardless of whether it is unlawful. 

           

 It is also unlawful and expressly against Lonoke County Council on Aging policy to retaliate against an employee for filing a complaint of sexual harassment or for cooperating with an investigation of a complaint of sexual harassment. 

           

Prohibition of Other Types of Discriminatory Harassment:  It is also against Lonoke County Council on Aging policy to engage in verbal or physical conduct that denigrates or shows hostility or aversion toward an individual because of his or her race, color, gender, religion, sexual orientation, age, national origin, disability, or other protected category (or that of the individual’s relatives, friends, or associates) that:  (1) has the purpose or effect of creating an intimidating, hostile, humiliating, or offensive working environment; (2) has the purpose or effect of unreasonably interfering with an individual’s work performance; or (3) otherwise adversely affects an individual’s employment opportunities.   

           

Depending on the circumstances, the following conduct may constitute discriminatory harassment:  (1) epithets, slurs, negative stereotyping, jokes, threatening, intimidating, or hostile acts that relate to race, color, gender, religion, sexual orientation, age, national origin, or disability; and (2) written or graphic material that denigrates or shows hostility toward an individual or group because of race, color, gender, religion, sexual orientation, age, national origin, or disability and that is circulated in the workplace, or placed anywhere in Lonoke County Council on Aging premises such as on an employee’s desk or workspace or on Lonoke County Council on Aging equipment or bulletin boards.  Other conduct may also constitute discriminatory harassment if it falls within the definition of discriminatory harassment set forth above. 

           

It is also against Lonoke County Council on Aging policy to retaliate against an employee for filing a complaint of discriminatory harassment or for cooperating in an investigation of a complaint of discriminatory harassment. 

           

Reporting of Harassment:  If you believe that you have experienced or witnessed sexual harassment or other discriminatory harassment by any employee or volunteer of Lonoke County Council on Aging, you should report the incident immediately to your supervisor or to the Executive Director.  Possible harassment by others with whom Lonoke County Council on Aging has a business relationship, including customers and vendors, should also be reported as soon as possible so that appropriate action can be taken.   

 

Lonoke County Council on Aging will promptly and thoroughly investigate all reports of harassment as discreetly and confidentially as practicable.  The investigation would generally include a private interview with the person making a report of harassment.  It would also generally be necessary to discuss allegations of harassment with the accused individual and others who may have information relevant to the investigation.  Lonoke County Council on Aging goal is to conduct a thorough investigation, to determine whether harassment occurred, and to determine what action to take if it is determined that improper behavior occurred.   

           

 If Lonoke County Council on Aging determines that a violation of this policy has occurred, it will take appropriate disciplinary action against the offending party, which can include counseling, warnings, suspensions, and termination.  Employees who report violations of this policy and employees who cooperate with investigations into alleged violations of this policy will not be subject to retaliation.  Upon completion of the investigation, Lonoke County Council On Aging will inform the employee who made the complaint of the results of the investigation. 

           

 

Compliance with this policy is a condition of each employee’s employment.  Employees are encouraged to raise any questions or concerns about this policy or about possible discriminatory harassment with the Executive Director.  In the case where the allegation of harassment is against the Executive Director, please notify the staff member designated as grievance officer.   

 

SOLICITATION 

Employees are prohibited from soliciting (personally or via electronic mail) for membership, pledges, subscriptions, the collection of money or for any other unauthorized purpose anywhere on Lonoke County Council on Aging property during work time, especially those of a partisan or political nature.  “Work time” includes time spent in actual performance of job duties but does not include lunch periods or breaks.  Nonworking employees may not solicit or distribute to working employees.  Persons who are not employed by Lonoke County Council on Aging may not solicit or distribute literature on Lonoke County Council on Aging premises at any time for any reason. 

 

Employees are prohibited from distributing, circulating or posting (on bulletin boards, refrigerators, walls, etc.) literature, petitions or other materials at any time for any purpose without the prior approval of the Executive Director or his/her designee. 

 

HOURS OF WORK, ATTENDANCE AND PUNCTUALITY 

Hours of Work 

The normal work week for Lonoke County Council on Aging shall consist of five (5), six and a half (6 ½) hour days.  Ordinarily, work hours are from 8:00 a.m.  3:00 p.m., Monday through Friday, including one hour (unpaid) for lunch.  Normal work hours for the Administrative staff will consist of five (5), seven and a half (7 ½) hour days, 8:00am-4:00pm.  Employees may request the opportunity to vary their work schedules (within employerdefined limits) to better accommodate personal responsibilities.  Subject to Lonoke County Council on Aging work assignments and Executive Director approval, the employee’s supervisor shall determine the hours of employment that best suits the needs of the work to be done by the individual employee. 

Lunch Hour

An employee’s lunch hour should never coincide with the duration of the congregant meal.  At least one office supervisor should remain on site at all times while seniors are present.  Employees must alternate their lunch hour to ensure a supervisor is available at any time.

Attendance and Punctuality 

Attendance is a key factor in your job performance.  Punctuality and regular attendance are expected of all employees.  Excessive absences (whether excused or unexcused), tardiness or leaving early is unacceptable.  If you are absent for any reason or plan to arrive late or leave early, you must notify your supervisor as far in advance as possible and no later than one hour before the start of your scheduled work day.  In the event of an emergency, you must notify your supervisor as soon as possible.   

 

For all absences extending longer than one day, you must telephone your immediate supervisor prior to the start of each scheduled workday.  When reporting an absence, you should indicate the nature of the problem causing your absence and your expected returnto work date.  A physician’s statement may be required as proof of the need for any illnessrelated absence regardless of the length of the absence. 

 

Except as provided in other policies, an employee who is absent from work for three consecutive days without notification to his or her supervisor or the Executive Director will be considered to have voluntarily terminated his or her employment.  The employee’s final paycheck will be mailed to the last mailing address on file with Lonoke County Council on Aging. 

           

 Excessive absences, tardiness or leaving early will be grounds for discipline, up to and including termination.  Depending on the circumstances, including the employee’s length of employment, Lonoke County Council on Aging may counsel employees prior to termination for excessive absences, tardiness or leaving early. 

 

 

 

Overtime  

Overtime pay, which is applicable only to NonExempt Employees, is for any time worked in excess of 40 hours in a work week.  Only the Executive Director or his or her designee, upon the request of an employee’s supervisor, may authorize overtime.  Overtime rate is one and onehalf time (1½) the employees straight time rate. Payment of overtime will be provided in the pay period following the period in which it is earned.

 

EMPLOYMENT POLICIES AND PRACTICES 

Definition of Terms 

 Employer.  The Lonoke County Council on Aging is the employer of all fulltime, parttime and temporary employees.  An employee is hired, provided compensation and applicable benefits, and has his or her work directed and evaluated by Lonoke County Council on Aging. 

 

FullTime Employee.  A Full Time Employee regularly works up to 40 hours per week. 

 

PartTime Employee.  A Part Time Employee regularly works up to 32.5 hours per week but no less than 6 hours per week. 

 

Exempt Employee.  An Exempt Employee is an employee who is paid on a salary basis and meets the qualifications for exemption from the overtime requirements of the Fair Labor Standards Act (“FLSA”). 

 

NonExempt Employee.  A NonExempt Employee is an employee who is paid an hourly rate and does not meet the qualifications for exemption from the overtime requirements of the Fair Labor Standards Act (“FLSA”).  For Non-Exempt Employees, an accurate record of hours worked must be maintained. Lonoke County Council on Aging will compensate nonexempt employees in accordance with applicable federal and state law and regulations. 

 

Temporary Employee.  An individual employed, either on a fulltime or parttime basis, for a specific period of time less than six months.  Temporary employees are entitled only to those benefits required by statute or as otherwise stated in the Lonoke County Council on Aging Employee Handbook. 

 

All employees are classified as Exempt or NonExempt in accordance with federal and state law and regulations.  Each employee is notified at the time of hire of his or her specific compensation category and exempt or nonexempt status. 

 

POSITION DESCRIPTION AND SALARY ADMINISTRATION 

Each position shall have a written job description. In general, the description will include the purpose of the position, areas of responsibilities, immediate supervisor(s), qualifications required, salary range, and working conditions affecting the job, e.g., working hours, use of car, etc. The supervisor(s) or the Executive Director shall have discretion to modify the job description to meet the needs of Lonoke County Council on Aging.   

 

Paychecks are distributed on the 15th and the last day of each month, except when either of those days falls on a Saturday, Sunday or holiday, in which case paychecks will be distributed on the preceding workday.  Timesheets are due to the Executive Director within two days of each pay period. All salary deductions are itemized and presented to employees with the paycheck.  Approved salary deductions may include: federal and state income taxes; social security, Medicare, and state disability insurance; voluntary medical and group hospitalization insurance premiums (if in force and if paid by employee) and other benefits (e.g., life insurance, retirement). 

 

WORK REVIEW 

The work of each employee is reviewed on an ongoing basis with the supervisor to provide a systematic means of evaluating performance. 

 

The annual performance review is a formal opportunity for the supervisor and employee to exchange ideas that will strengthen their working relationship, review the past year, and anticipate Lonoke County Council on Aging needs in the coming year.  The purpose of the review is to encourage the exchange of ideas in order to create positive change within Lonoke County Council on Aging.  To that end, it is incumbent upon both parties to have an open and honest discussion concerning the employee’s performance.  It is further incumbent upon the supervisor to clearly communicate the needs of Lonoke County Council on Aging and what is expected of the employee in contributing to the success of Lonoke County Council on Aging for the coming year. 

 

Both supervisor and employee should attempt to arrive at an understanding regarding the objectives for the coming year.  This having been done, both parties should sign the performance review form, which will be kept as part of the employee’s personnel record and used as a guide during the course of the year to monitor employee progress relative to the agreed upon objectives. 

 

The Executive Director reviews the work of all supervisors.  Work reviews for other staff are the responsibility of the appropriate supervisor, subject to confirmation by the Executive Director. 

 

ECONOMIC BENEFITS AND INSURANCE 

Lonoke County Council on Aging strives to provide a competitive package of benefits to all eligible fulltime and parttime employees.  The following outline of available benefits is provided with the understanding that benefit plans may change from time to time and the plan brochures (known as Summary Plan Descriptions) or contracts are to be considered the final word on the terms and conditions of the employee benefits provided by Lonoke County Council on Aging for eligibility requirements, refer to the Plan document for each benefit program.  Continuation of any benefits after termination of employment will be solely at the employee’s expense and only if permitted by policies and statutes.  The Executive Director will determine levels of deductibility and copayments for all insurance related benefits annually. 

 

 

 

 

Health/Life Insurance 

Lonoke County Council on Aging currently does not provide individual health, vision, and dental insurance benefits. Lonoke County Council on Aging does provide Life Insurance to full time employees at no cost to the employee.

 

Social Security/Medicare/Medicaid 

Lonoke County Council on Aging participates in the provisions of the Social Security, Medicare and Medicaid programs.  Employees’ contributions are deducted from each paycheck and Lonoke County Council on Aging contributes at the applicable wage base as established by federal law.

 

Workersʹ Compensation and Unemployment Insurance 

Employees are covered for benefits under the Workersʹ Compensation Law.  Absences for which worker compensation benefits are provided are not charged against the eligible employee’s sick leave.  To assure proper protection for employees and Lonoke County Council on Aging any accident that occurs on the job must be reported, even if there are no injuries apparent at the time.  Forms for this purpose are available from Lonoke County Council on Aging. 

 

Retirement Plan 

Lonoke County Council on Aging provides a retirement program for eligible fulltime and parttime employees who are 21 years of age or older. Lonoke County Council on Aging does not contributes to the employee’s retirement plan at this time. Eligible employees may contribute to retirement plan at start of employment.  Information about  retirement plan will be provided to the employee at the time of employment. 

 

Lonoke County Council on Aging reserves the right to modify or terminate any employee benefits, at any time.   

 

 

LEAVE BENEFITS AND OTHER WORK POLICIES 

Holidays - FullTime Employees are eligible for 11 holidays per year as follows:   

New Yearʹs Day 

Martin Luther King, Jr.ʹs Birthday 

Presidentʹs Day 

Memorial Day 

Independence Day 

         Labor Day             

Veterans Day 

Thanksgiving Day 

The Day After Thanksgiving Day 

Christmas Eve 

Christmas Day  

 

Fulltime employees (employees who regularly work at least 35 hours per week) receive one (1) paid day off for each full day of holiday time.  Holiday benefits for PartTime employees will be prorated in accordance with the hours regularly worked by the employee.  Employees wishing to take religious holidays may substitute a religious holiday for one of those listed above, with advance approval from their supervisor and the Executive Director.  Temporary employees are ineligible for holiday leave benefits.  In those years when Independence Day, Christmas Eve and Christmas Day, and New Year’s Day fall on Saturday or Sunday, the Executive Director will designate the work day that will replace the weekend holiday. 

 

Vacation 

 

During employee’s probationary period (the first six months of employment), full and parttime employees will not earn Vacation benefits.  During the remaining six months of first year employment, a fulltime employee will earn two weeks (10 days) of paid Vacation. 

 

Fulltime employees will continue to earn two weeks (10 days) of Vacation during the second and third years of employment.  In their fourth and thereafter, year of employment, fulltime employees will earn three weeks (15 days) Temporary employees are ineligible for Vacation benefits.  

 

Vacation benefits are prorated accordingly for PartTime employees.  Use of Vacation is subject to approval by the supervisor and Executive Director and must be requested in hourly increments, using the appropriate leave request form.   

 

Employees are expected to use Vacation benefits in the fiscal year in which Vacation is earned.  Employees may carry over unused Vacation from one year to the next only with the approval of the Executive Director.  

 

Employees may not accrue more than the maximum leave they are allowed.  Once an employee reaches his or her annual ceiling, the employee ceases to accrue any additional Vacation benefits.  If an employee later uses enough Vacation benefits to fall below the ceiling, the employee starts to accrue leave again from that date forward until he or she reaches his or her Vacation ceiling.  Accordingly, employees are encouraged to use all Vacation benefits in the fiscal year in which they are earned in order to avoid reaching the ceiling limit. 

 

No vacation benefits are paid upon separation of employment from Lonoke County Council on Aging for any reason. 

 

Sick Leave 

Sick leave benefits are earned on 5 days per year for fulltime employees beginning at first day of employment.  Parttime employees receive prorated sick leave benefits, (i.e., 4 hours per month if the Employee works 17.5 hours per week).  Temporary employees are not eligible for paid sick leave benefits.  Use of sick leave is subject to approval by the supervisor and the Executive Director and must be requested in hourly increments.   

 

Unused sick leave can accumulate from year to year up to a maximum of 10 days for fulltime employees.  Accrual of sick days is not available to Part-time employees.  No sick leave benefits are paid upon separation of employment from Lonoke County Council on Aging for any reason.  If an employee’s illness or injury requires a consecutive absence of five (3) days or more, physician documentation will be required. 

 

Personal Leave / Vacation

Lonoke County Council on Aging provides five (5) days of personal leave per calendar year to all FullTime and PartTime employees who have completed six months of employment. Temporary employees are not eligible for paid personal leave benefits. Personal leave is accrued at the beginning of each year and cannot be carried into the next year.  Personal leave may not be taken in the first six (6) months of employment.  All personal leave is subject to prior approval by the supervisor and Executive Director and must be requested in hourly increments.  No personal leave benefits are paid upon separation from employment with Lonoke County Council on Aging for any reason. 

 

Military Leave 

Employees who are inducted into or enlist in the Armed Forces of the United States or are called to duty as a member of a reserve unit may take an unpaid leave in accordance with applicable law.  The employee must provide advance notice of his or her need for a military leave and Lonoke County Council on Aging will request a copy of the employee’s orders, which will be kept on record by Lonoke County Council on Aging 

 

The time an employee spends on military leave will be counted as continuous service for the purpose of determining eligibility and accrual for various benefit plans and policies.  

 

For military leaves extending 30 days or less, Lonoke County Council on Aging will continue to pay the portion of the premium on health insurance, if any, that it was paying before military leave began.  In order to continue such health insurance, the employee must continue to pay his or her portion of premiums during this period.  For military leaves extending beyond 30 days, the employee will have the option to continue his or her insurance coverage at the employee’s cost.   

 

Upon return from military leave, employees will be reinstated as required by law and benefits will be reinstated with no waiting periods. 

 

Civic Responsibility  

Lonoke County Council on Aging believes in the civic responsibility of its employees and encourages this by allowing employees time off to serve jury duty when required and to serve as nonpartisan Election Day poll workers when appropriate and approved.  

 

Jury Duty. For time served on jury duty, Lonoke County Council on Aging will pay employees his or her salary and any amount paid by the government, unless prohibited by law, up to a maximum of ten days.  If an employee is required to serve more than ten days of jury duty, Lonoke County Council on Aging will provide the employee with unpaid leave. Employees must provide Lonoke County Council on Aging a copy of proof of service received by court in which they serve.  

 

Election Day Poll Workers. Lonoke County Council on Aging will pay employees his or her salary and any amount paid by the government or any other source, unless prohibited by law for serving as an Election Day worker at the polls on official election days (not to exceed two elections in one given calendar year). While performing their official nonpartisan duties at the polls, Election Day workers may not engage in political activity or campaign for or against any candidate or ballot measure. Lonoke County Council on Aging requires that employees provide proof of service for their time at the polls. Employees interested in using this benefit, must have written approval from the Executive Director 30 days before the election. The Executive Director will assure that the employee’s absence will not seriously interfere with the organization’s operations.  

 

Parental Leave 

 

Parental Leave entitles employees to certain paid parental leave.  For purposes of this section only, the following definitions apply:  (1) “parent” means the natural mother or father of a child; a person who has legal custody of a child or who acts as a guardian of a child regardless of whether he or she has been appointed legally as such; an aunt, uncle or grandparent of a child; or a spouse to the above individuals; (2) “schoolrelated event” means an activity sponsored by either a school or an associated organization such as a parentteacher association which involves the parent’s child as a participant or subject, but not as a spectator, including a student performance, such as a concert, play or rehearsal, the sporting game of a school team or practice, a meeting with a teacher or counselor, or any similar type of activity.   

 

 A parent is entitled to a total of 8 hours of unpaid leave during any 12month period to attend or participate in schoolrelated events for his or her child. Lonoke County Council on Aging reserves the right, however, to deny such leave if such a leave would disrupt Lonoke County Council on Aging operations.  

 

If the need for parental leave is foreseeable, the employee must provide a written notice and request for parental leave at least 10 days prior to the event.  If the employee’s need for parental leave is not foreseeable 10 days prior to the event, the employee must provide a written notice and request for parental leave as soon as he or she learns of the need for such leave.  

 

Bereavement Leave 

Employees shall be entitled to bereavement leave with pay of five (5) days in the event of a death in the employee’s immediate family (spouse/life partner, child or parent) and three (3) days for grandparent, sister or brother, fatherinlaw, motherinlaw, or grandchildren. If an employee wishes to take time off due to the death of an immediate family member, the employee should notify the Executive Director immediately.  Approval of bereavement leave will occur in the absence of unusual operating requirements.  An employee may use, with the Executive Directors approval, available paid leave for additional time off as necessary and in accordance with operating needs. 

 

 

Extended Personal Leave 

Employees who have been employed by Lonoke County Council on Aging for at least one year may apply for personal leaves of absence for up to eight weeks.  Personal leaves are unpaid and are discretionary with the Executive Director.  When considering a request for a personal leave, Lonoke County Council on Aging will consider factors such as the employee’s position, the employee’s length of service, the employee’s performance record including attendance, the purpose of the leave, the needs of the department in which the employee works, the effect of the leave on other employees, and Lonoke County Council on Aging general business needs. 

 

While personal leaves are typically unpaid, accrued vacation or personal time may be used to continue an employee’s salary during the leave.  Vacation and sick time will not continue to accrue during the leave of absence.  Medical and life insurance benefits will continue on the same basis as if the employee were actively working. 

 

Lonoke County Council on Aging cannot guarantee reinstatement upon return from a personal leave. Lonoke County Council on Aging will, however, make a reasonable effort to place the employee in an available position for which he or she is qualified.  If such a position is not available, then the employee’s employment will terminate.  Even in that event, the employee may later apply for reemployment. 

 

Employees who fail to report to work after an approved leave of absence are deemed to have voluntarily resigned. When an approved leave has been exhausted, the employee may request additional leave.  The Executive Director must approve all unpaid leave. 

 

Severe Weather Conditions 

Lonoke County Council on Aging closes when the Executive Director puts the Inclement weather policy in place. Lonoke County Council on Aging also will follow a liberal leave policy when the Executive Director announces that the inclement weather policy is in place. Under Lonoke County Council on Aging’s liberal leave policy, annual and/or personal leave may be taken without prior scheduling and approval if the employee is unable to reach the office due to severe weather conditions. 

 

Meetings and Conferences 

 

Staff may be given limited time off by the Executive Director with pay to participate in educational opportunities related to the staff members current or anticipated work with Lonoke County Council on Aging.  An employee serving as an official representative of Lonoke County Council on Aging at a conference or meeting is considered on official business and not on leave.

 

REIMBURSEMENT OF EXPENSES 

Reimbursement is authorized for reasonable and necessary expenses incurred in carrying out job responsibilities.  Mileage or transportation, parking fees, business telephone calls, and meal costs when required to attend a luncheon or banquet, are all illustrative of reasonable and necessary expenses.  

Employees serving in an official capacity for Lonoke County Council on Aging at conferences and meetings are reimbursed for actual and necessary expenses incurred, such as travel expenses, meal costs, lodging, tips and registration fees.  When attending meetings that have been approved by the Executive Director, employees are reimbursed for travel expenses, course fees, and costs of meals and lodging at the current rates. Employees also may be granted leave to attend a conference or professional meeting related to their professional development, and/or Lonoke County Council on Aging’s current and anticipated work.  Expenses for these purposes can be paid by Lonoke County Council on Aging if funds are available, and the employee obtains prior written approval of such expenses. 

 

Employees are responsible for transportation costs between the office and home during normal work hours.  Transportation costs are paid by Lonoke County Council on Aging for work outside normal work hours if the employee is on official business for Lonoke County Council on Aging. Employees authorized to use their personal cars for Lonoke County Council on Aging business are reimbursed at the U.S. Internal Revenue Service approved rate. 

 

Forms are provided to request reimbursement for actual expenses.  Receipts must be provided for all expenditures made in order to claim reimbursement. 

PURCHASING

All purchases must be pre-approved by the Executive Director or his designee.  Employees and volunteers must use the proper purchase forms for all purchases.  If a purchase is made without prior written approval, the employee or volunteer may not be reimbursed.  

No verbal approval will be given by the Executive Director unless in an extreme and emergency circumstances.  In the event special permission is given, the staff member is responsible for turning in a required Lonoke County Council on Aging purchase form. 

PROCESSING OF CASH

Any and all cash transactions must be recorded by issuing a Lonoke County Council on Aging donation receipt, immediately upon receipt of donation at the local site.  All cash must be forwarded to the Central Office in order to record the amount and determine if this is a donation or not.  If it is a donation, the name and address of the contributor will be added to the donor database by Central Office staff.

Results of improper handling of cash:

           A perceived cash flow shortage and an appearance of improper spending and mis-use of our agency.

          An appearance of malfeasants or irresponsibility by Lonoke County Council on Aging staff.

          The possibility of placing agency grants in jeopardy and loss of matching grant funds.

          A donor may not receive the proper tax deduction form or the appreciation by our agency for their gift.

SEPARATION 

Either Lonoke County Council on Aging or the employee may initiate separation.  

Lonoke County Council on Aging encourages employees to provide at least two weeks (10 days) written notice prior to intended separation. After receiving such notice, an exit interview will be scheduled by the Executive Director or his or her designee.  The Executive Director has authority to employ or separate all employees.    

 

Circumstances under which separation may occur include: 

 

Resignation.  Employees are encouraged to give at least 10 business days of written notice.  Since a longer period is desired, the intention to resign should be made known as far in advance as possible.  

 

Termination or Layoff.  Under certain circumstances, the termination or layoff of an employee may be necessary.  

 

The Executive Director has authority to discharge an employee from the employment of Lonoke County Council on Aging as stated above, all employment at Lonoke County Council on Aging is “atwill.”  That means that employees may be terminated from employment with Lonoke County Council on Aging with or without cause, and employees are free to leave the employment of Lonoke County Council on Aging with or without cause.  

 

Reasons for discharge may include, but are not limited to: 

 

Falsifying or withholding information on your employment application that did or would have affected Lonoke County Council on Aging decision to hire you (this conduct will result in your immediate termination); 

 

Falsifying or withholding information in other personnel records including personnel questionnaires, performance evaluations or any other records; 

 

Performance at work below a level acceptable to Lonoke County Council on Aging or the failure to perform assigned duties; 

 

Failure to complete required time records or falsification of such time records; 

 

Insubordination; 

 

Refusing to work reasonable overtime; 

 

Negligence in the performance of duties likely to cause or actually causing personal injury or property damage; 

 

Fighting, arguing or attempting to injure another; 

 

Destroying or willfully damaging the personal property of another, including Lonoke County Council on Aging property;  

 

Breach of confidentiality; 

 

Using or appearing to use for personal gain any information obtained on the job, which is not readily available to the general public or disclosing such information that damages the interests of Lonoke County Council on Aging or its customers or vendors; 

 

Placing oneself in a position in which personal interests and those of Lonoke Country Council on Aging are or appear to be in conflict or might interfere with the ability of the employee to perform the job as well as possible; 

 

Using Lonoke County Council on Aging property or services for personal gain or taking, removing or disposing of Lonoke County Council on Aging material, supplies or equipment without proper authority; 

 

Gambling in any form on Lonoke County Council on Aging property; 

 

Dishonesty; 

 

Theft;

 

The possession, use, sale or being under the influence of 

drugs or other controlled substances or alcoholic beverages during working hours or on the Lonoke County Council on Aging premises at any time in violation of Lonoke County Council on Aging policies;

 

Carrying or possessing firearms or weapons on Lonoke County                  Council on Aging property; 

 

Excessive tardiness or absenteeism whether excused or unexcused; 

 

Unauthorized absence from work without proper notice; and 

 

Engaging in discriminatory or abusive behavior, including sexual harassment. 

 

Any actions that are deemed inappropriate or dangerous to either    seniors or LCCA employees and property.

 

At the sole discretion of the Executive Director, the employee may be asked to leave immediately or be given a period of notice. 

RETURN OF PROPERTY 

Employees are responsible for Lonoke County Council on Aging equipment, property and work products that may be issued to them and/or are in their possession or control, including but not limited to: 

 

Telephone cards

Credit cards

Identification badges

Office/building keys, vehicle keys

Office/building security passes 

Computers, computer accessories, digital information storage devices

Food delivery equipment and supplies

Electronic/voice mail codes 

Intellectual property (e.g., written materials, work products). 

 

In the event of separation from employment, or immediately upon request by the Executive Director or his or her designee. Employees must return all Lonoke County Council on Aging property that is in their possession or control.  Where permitted by applicable law(s), Lonoke County Council on Aging may withhold from the employee’s final paycheck the cost of any property, including intellectual property, which is not returned when required. Lonoke County Council on Aging also may take any action deemed appropriate to recover or protect its property. 

REVIEW OF PERSONNEL ACTION 

Employees may request a review of a personnel action or an unsatisfactory performance review.  Employees are expected first to discuss their concern with their immediate supervisor.

 

If further discussion is desired, the employee may then discuss the situation with the Executive Director.  The decision of the Executive Director is final.    

PERSONNEL RECORDS 

Personnel records are the property of Lonoke County Council on Aging and access to the information they contain is restricted and confidential.  A personnel file shall be kept for each employee and should include the employee’s job application, copy of the letter of employment and position description, performance reviews, disciplinary records, records of salary increases and any other relevant personnel information.  It is the responsibility of each employee to promptly notify his/her supervisor in writing of any changes in personnel data, including personal mailing addresses, telephone numbers, names of dependents, and individuals to be contacted in the event of an emergency.  

 All employees must complete, within two days of the end of each pay period, their time and attendance record for review and approval by the Executive Director.  Accurately recording time worked is the responsibility of every employee.  Tampering, altering, or falsifying time 

records, or recording time on another employee’s time record may result in disciplinary action, including separation from employment with Lonoke County Council on Aging. 

 

OUTSIDE EMPLOYMENT 

Individuals employed by Lonoke County Council on Aging may hold outside jobs as long as they meet the performance standards of their job with Lonoke County Council on Aging.  Employees should consider the impact that outside employment may have on their ability to perform their duties at Lonoke County Council on Aging.  All employees will be evaluated by the same performance standards and will be subject to Lonoke County Council on Aging scheduling demands, regardless of any outside work requirements. 

 

 If Lonoke County Council on Aging determines that an employee’s outside work interferes with their job performance or their ability to meet the requirements of Lonoke County Council on Aging as they are modified from time to time, the employee may be asked to terminate the outside employment if he or she wishes to remain employed with Lonoke County Council on Aging. 

 

Outside employment that constitutes a conflict of interest is prohibited.  Employees may not receive any income or material gain from individuals or organizations for materials produced or services rendered while performing their jobs with Lonoke County Council on Aging. 

 

NONDISCLOSURE OF CONFIDENTIAL INFORMATION 

Any information that an employee learns about Lonoke County Council on Aging or its members or donors, as a result of working for Lonoke County Council on Aging that is not otherwise publicly available constitutes confidential information.  Employees may not disclose confidential information to anyone who is not employed by Lonoke County Council on Aging or to other persons employed by Lonoke County Council on Aging who do not need to know such information to assist in rendering services.

The protection of privileged and confidential information, including trade secrets, is vital to the interests and the success of Lonoke County Council on Aging. The disclosure, distribution, electronic transmission or copying of Lonoke County Council on Aging confidential information is prohibited.  Such information includes, but is not limited to the following examples: 

 

       Compensation data

       Program and financial information, including information related to donors, and pending projects and proposals

 

Employees are required to sign a nondisclosure agreement as a condition of employment. Any employee who discloses confidential Lonoke County Council on Aging information will be subject to disciplinary action (including possible separation), even if he or she does not actually benefit from the disclosure of such information.    

 

Discussions involving sensitive information should always be held in confidential settings to safeguard the confidentiality of the information.  Conversations regarding confidential information generally should not be conducted on phones in public places or with little or no privacy such as in elevators, restrooms, restaurants, or other places where conversations might be overheard.    

 

COMPUTER AND INFORMATION SECURITY 

This section sets forth some important rules relating to the use of Lonoke County Council on Aging computer and communications systems.  These systems include individual PCs provided to employees, centralized computer equipment, all associated software, and Lonoke County Council on Aging telephone, voice mail, and electronic mail systems. 

           

Lonoke County Council on Aging has provided these systems to support its mission.  Although limited personal use of Lonoke County Council on Aging systems is allowed, subject to the restrictions outlined below, no use of these systems should ever conflict with the primary 

purpose for which they have been provided, Lonoke County Council on Aging ethical responsibilities or with applicable laws and regulations.  Each user is personally responsible to ensure that these guidelines are followed.    

 All data in Lonoke County Council on Aging computer and communication systems (including documents, other electronic files, email and recorded voice mail messages) are the property of Lonoke County Council on Aging. Lonoke County Council on Aging may inspect and monitor such data at any time.  No individual should have any expectation of privacy for messages or other data recorded in Lonoke County Council on Aging systems.  This includes documents or messages marked “private,” which may be inaccessible to most users but remain available to Lonoke County Council on Aging. Likewise, the deletion of a document or message may not prevent access to the item or completely eliminate the item from the system. 

           

Lonoke County Council on Aging systems must not be used to create or transmit material that is derogatory, defamatory, obscene or offensive, such as slurs, epithets or anything that might be construed as harassment or disparagement based on race, color, national origin, sex, sexual orientation, age, physical or mental disability, medical condition, marital status, or religious or political beliefs.  Similarly, Lonoke County Council on Aging systems must not be used to solicit or proselytize others for commercial purposes, causes, outside organizations, chain messages or other nonjobrelated purposes. 

           

Security procedures in the form of unique user signon identification and passwords have been provided to control access to Lonoke County Council on Aging host computer system, networks and voice mail system.  In addition, security facilities have been provided to restrict access to certain documents and files for the purpose of safeguarding information.  The following activities, which present security risks, should be avoided. 

           

Attempts should not be made to bypass, or render ineffective, security facilities provided by the company. 

           

Passwords should not be shared between users.  If written 

down, password should be kept in locked drawers or other 

 places not easily accessible. 

                                                                 

  Document libraries of other users should not be browsed unless 

  there is a legitimate business reason to do so. 

           

 Individual users should never make changes or modifications to     

 the hardware configuration of computer equipment.  Requests 

 for such changes should be directed to computer support or the

 Executive Director. 

           

Additions to or modifications of the standard software configuration provided on Lonoke County Council on Aging PCs should never be attempted by individual users (e.g., autoexec .bat and config.sys files).  Requests for such changes should be directed to computer support or the Executive Director. 

           

Individual users should never load personal software (including outside email services) to company computers.  This practice risks the introduction of a computer virus into the system.  Requests for loading such software should be directed to computer support or the Executive Director. 

           

Programs should never be downloaded from bulletin board           systems or copied from other computers outside the company onto company computers. Downloading or copying such programs also risks the introduction of a computer virus.  If there is a need for such programs, a request for assistance a should be directed to computer support or the Executive Director.

Downloading or copying documents from outside the company may be performed not to present a security risk. 

           

Lonoke County Council on Aging computer facilities should not be used to attempt unauthorized access to or use of other organizations computer systems and data. 

           

Computer games should not be loaded on Lonoke County Council on Aging PCs. 

           

Unlicensed software should not be loaded or executed on Lonoke County Council on Aging PCs. 

           

Company software (whether developed internally or licensed) should not be copied onto digital storage devices or media other than for the purpose of backing up your hard drive.  Software documentation for programs developed and/or licensed by the company should not be removed from the company’s offices. 

           

Individual users should not change the location or installation              of computer equipment in offices and work areas.  Requests for such changes should be directed to computer support or Executive Director. 

           

There are a number of practices that individual users should adopt that will foster a higher level of security.  Among them are the following: 

           

Turn off your personal computer when you are leaving your work area or office for an extended period of time. 

           

Exercise judgment in assigning an appropriate level of security to documents stored on the company’s networks, based on a realistic appraisal of the need for confidentiality or privacy. 

           

Back up any information stored locally on your personal computer (other than network based software and documents) on a frequent and regular basis. 

           

Should you have any questions about any of the above policy guidelines, please contact the Executive Director. 

 INTERNET ACCEPTABLE USE POLICY       

At this time, desktop access to the Internet is provided to employees when there is a necessity and the access has been specifically approved. Lonoke County Council on Aging has provided access to the Internet for authorized users to support its mission.  No use of the Internet should conflict with the primary purpose of Lonoke County Council on Aging its ethical responsibilities or with applicable laws and regulations. Each user is personally responsible to ensure that these guidelines are followed.  Serious repercussions, including termination, may result if the guidelines are not followed. 

          

Lonoke County Council on Aging may monitor usage of the Internet by employees, including reviewing a list of sites accessed by an individual.  No individual should have any expectation of privacy in terms of his or her usage of the Internet.  In addition, Lonoke County Council on Aging may restrict access to certain sites that it deems are not necessary for business purposes. 

                    

Lonoke County Council on Aging connection to the Internet may not be used for any of the following activities:   

           

To access, create, transmit, print or download material that is derogatory, defamatory, obscene, or offensive, such as slurs, epithets, or anything that may be construed as harassment or disparagement based on race, color, national origin, sex, sexual orientation, age, disability, medical condition, marital status, or religious or political beliefs. 

           

To access, send, receive or solicit sexuallyoriented messages or images. 

           

Downloading or disseminating of copyrighted material that is available on the Internet is an infringement of copyright law.

 

Downloading personal email or Instant Messaging software to Lonoke County Council on Aging computers.    

           

To solicit or proselytize others for commercial purposes, causes, outside organizations, chain messages or other nonjob related purposes. 

 

Permission to copy the material must be obtained from the publisher.  For assistance with copyrighted material, contact computer support or the Executive Director.

           

Without prior approval of the Executive Director, software should not be downloaded from the Internet as the download could introduce a computer virus onto Lonoke County Council on Aging computer equipment.  In addition, copyright laws may cover the software so the downloading could be an infringement of copyright law. 

 

Employees should safeguard against using the Internet to transmit personal comments or statements through email or to post information to news groups that may be mistaken as the position of Lonoke County Council on Aging.

           

Employees should guard against the disclosure of confidential information through the use of Internet email or news groups. 

 

The Internet should not be used to endorse political candidates or campaigns. 

 

The Internet should not be used to send or participate in chain letters, pyramid schemes or other illegal schemes.

          

The Internet provides access to many sites that charge a subscription or usage fee to access and use the information on the site.  Requests for approval must be submitted to your supervisor. If you have questions regarding any of the policy guidelines listed above, please contact your supervisor or the Executive Director.

 

Social Media Policy

 

It is essential that employees understand that comments published via social media platforms are treated the same way as public statements and should be made by an authorized spokesperson in the same way that comments are made in any public forum or to the media.  The Executive Director is the only authorized spokesperson who will make formal statements on behalf of the Lonoke County Council on Aging.

 

Employees should be aware of and understand the potential risks and damage to this agency that can occur with their improper use or comments on social media (i.e. Facebook, Instagram, Twitter, blogs, forums, discussion groups, instant messaging, etc).  

 

Employees are personally responsible for all content published in their personal capacity on any form of social media platform.  

 

When accessing social media via the agency internet, employees must do so in accordance with the agencies Internet Acceptable Use Policy.

 

It is not acceptable to spend time using social media that is not related to your work unless is occurs in your own time (for example during meal breaks) or at times acceptable to your Executive Director.

 

Client personal information should not be made available on any form of an employee’s social media platform.

           

CODE OF CONDUCT POLICY

 

In order to provide participants, volunteers, visitors, and staff members of senior centers an atmosphere of safety, courtesy, integrity and respect while maintaining the harmonious functioning of a center, the following Code of Conduct Policy will be observed at all facilities operated by this agency:

 

Standards of Conduct

 

All staff, participants, volunteers, visitors, facility users, organizations and groups attending or visiting a senior center are expected to:

 

Understand and support the purpose, structure, codes and policies of the center.

 

Understand and accept the centers chain of command. The chain of command begins at the Site Director level (Asst, Site Director when applicable) and proceeds up to the Board of Directors of the Lonoke County Council on Aging.

 

Comply with the decisions of staff and abide by the established grievance procedures when concerns arise.

 

Treat all members of the community, participants, volunteers, and staff with respect.

 

Refrain from being a part of malicious gossip or activities which could tend to be disruptive.

 

Refrain from any abusive verbal attacks, threats, disparaging remarks, or dialogues towards staff, participants, volunteers, facility users and the general public. Use courteous language at all times.

 

Participants, facility users, recognized organizations and groups, staff, and volunteers have a responsibility to maintain an environment where conflict and differences can be addressed in a manner characterized by respect and civility.

 

Show proper care and regard for the center property and the property of others.

 

Comply with all applicable federal, state, and municipal laws.

 

Disciplinary Process

 

Failure to comply with these standards of conduct may result in disciplinary actions, up to and including permanent removal from the center or program. The severity of the infraction may be cause for immediate suspension without warning. When a serious act of misconduct by a staff,  participant, volunteer, visitor, facility user or group occurs, the Site Director will immediately investigate the allegation.  The Site Director will notify Lonoke County Council on Aging Executive Director and make recommendation for the final disciplinary action, up to and including termination for staff and participant. In the interim, the Site Director may immediately impose reasonable restrictions on the offender until the final action can be determined.

 

The policies included below may be enforced and escalate directly to permanent suspension and/or any steps in between depending on the behavior, level of disruption to normal activities, threat of violence, or severity of the offense. If the disruption at the Center is suspected to relate to mental health issues, of a participate Adult Protective Services and the Area Agency on Aging will be contacted. Family members may also be contacted to help alleviate issues, where appropriate. In extreme cases where the safety of staff, volunteers, visitors or participants is at issue, the local police may be contacted to remove the offender from the premises. 

 

First Occurrence:

 

The Site Director will meet with the person alleged to be in violation of the Code. A review of the posted Code of Conduct and the policies of the center will take place. This staff review will also include possible suggestions on ways to not have the incident occur again. The Site Director will document the date of the meeting and the points of discussion. For staff, the Site Director will document the violation on appropriate disciplinary action form

 

Second Occurrence:

 

Description of the infraction will be submitted in written form to the offender. Depending on the severity of the situation, the Executive Director may opt to meet with the defendant and the Site Director to discuss the infraction and decide the action to be taken.

 

Third Occurrence:

 

For participants: May include a temporary or permanent suspension from attendance or participation in any activities at that particular center. Two suspensions within a one-year period of time may result in an extended or permanent suspension. For staff it may mean termination from employment. 

 

Request for review and appeal of any of the above steps must be in written form and delivered to Lonoke County Council on Aging’s Executive Director within ten (10) calendar days of the warning or suspension.  After investigation of the incident, the Site Director will notify the offending party of his/her decision within fifteen (15) working days.

 

Appeal Process of Aggrieved Party

 

Any person aggrieved by decisions of staff may appeal by following the appropriate chain of command, which begins at the Site Director level and ends with the Board of Directors. All policies regarding disciplinary actions and grievance procedures are available for review by the public at each senior center and at the administrative offices of Lonoke County Council on Aging, #1 Newberry Drive, Lonoke, Arkansas. For appeal purposes, all decisions ruled upon by staff shall remain in place until the appeal process is completed.

 

The aggrieved person should contact the Site Director of the senior center providing the service. The Site Director will then arrange an informal meeting with the aggrieved party to give appropriate consideration to the concerns presented. The Executive Director may also attend the meeting. Should the concerns not be resolved to the aggrieved party’s satisfaction at the conclusion of this meeting, the aggrieved party will be eligible to formally appeal the action taken.

 

To exercise the right of formal appeal the aggrieved party must make a written request for a hearing before the Executive Director within ten (10) calendar days of the date the warning or suspension was issued.

 

Upon receipt of a written request within the ten (10) day period, the Executive Director will schedule an appeal hearing. The Executive Director will conduct this hearing at which time the aggrieved party will present the basis for the appeal. Each party of the appeal process will be responsible for arranging the presence of their witnesses at the hearing. The proceedings shall be tape recorded. Transcripts and /or copies of the recordings shall be made available upon request and may require payment of a reasonable fee to cover the costs of reproduction. The Executive Director will render a decision and submit in writing to all affected parties within fifteen (15) working days of the appeals hearing.

 

The aggrieved party may appeal this decision to the Board of Directors of the Lonoke County Council on Aging by making a written request within ten (10) calendar days of the submission of the decision by the Executive Director.

 

Upon receipt of the written request for an appeals hearing, the Board of Directors may conduct an investigation into the incident and schedule an appeal hearing within ten (10) working days of the receipt of the written request. The President of the Board will  conduct this hearing. Each party of the appeal process will be responsible for arranging the presence of their witnesses at the hearing. The proceedings may be tape recorded. Transcripts 

and/or copies of the recordings shall be made available upon request and may require payment of a reasonable fee to cover transcription and costs of reproduction. 

 

The Board President will render a decision and submit in writing to all affected parties within fifteen (15) working days of the appeals hearing.

 

Telephone Etiquette Tips for Customer Service

 

1. Make sure you speak clearly and are smiling as you answer the phone; also clearly identify yourself.

“Lonoke County Council of Aging, this is _________. How may I            assist you today?”

                   

2. Before placing a caller on hold, ask their permission first and thank them for calling the center, let them know by name and title who they are being transferred to.

 

3. It is better to return a call than to keep someone on hold too long. If the phone rings back to you, you’ve kept them on hold too long.

 

4. Do not forget to return the call as you promised.

 

5. Do not permit the phone to ring into the office more than three times.

 

6. Always use a pleasant, congenial and friendly tone.

 

7. Never interrupt the person while he/she is talking to you.

 

8. Never engage in an argument with a caller.

 

9. Do not handle an unhappy caller’s concern openly at the 

    Check-in/check-out desk, etc.

 

10. Do not make it a habit of receiving personal calls at work.

 

11. Do not answer the phone if you are eating or chewing gum.

 

12. Do not give the impression that you are rushed. It is better to return the call when you can give the person the time they need to handle the reason for their call.

 

13. Learn how to handle several callers simultaneously with ease and grace.  If you need direction on this, contact the Executive Director for instructions about how to best accomplish it.

 

14. Return calls promptly that have been left on voice mail, etc. Lonoke County Council on Aging employees will attempt to return missed calls within 24 hours of return to the office.

 

15. Always get the best number (and an alternate) and the best time to have a call returned to the caller, especially if the Executive Director must return the call.

 

16. Do not ever leave a message with someone else or on a voice mail regarding details of one of Lonoke County Council on Aging clients. Instead, leave a message asking the person to call the “England Site Director (name) and Phone Number.

 

17. Always make calls regarding clients in private and away from the client flow or public areas.

 

18. If possible, provide a telephone for clients to use. An area providing privacy is preferred.

 

19. Do not call a client’s home before 8:00AM or after 5:00PM, unless they’ve given you permission to do so.

 

20. When hanging up the phone, make sure the caller or person called hangs up first. Always hang up the phone, gently.

 

21. Never give out information on clients or staff to callers. If the caller needs to get a reference call on a current or former employee refer them to the Executive Director.

 

Grooming Policy 

 

Lonoke County Council on Aging strives to maintain a workplace environment that is well functioning and free from unnecessary distractions and annoyances.

 

As part of that effort, the agency requires employees to maintain a neat and clean appearance that is appropriate for the workplace setting and for the work being performed. To that end, the Executive Director may determine and enforce guidelines for workplace-appropriate attire and grooming for their areas; guidelines may limit natural or artificial scents that could be distracting or annoying to others. 

 

All staff members are expected to present a professional, business-like image to clients, visitors, customers and the public. Acceptable personal appearance, is an ongoing requirement of employment with Lonoke County Council On Aging.

 

Supervisors should communicate any department-specific workplace attire and grooming guidelines to staff members during new-hire orientation and evaluation periods. Any questions about the department’s guidelines for attire should be discussed with the immediate supervisor. 

 

Any staff member who does not meet the attire or grooming standards set by his or her department will be subject to corrective action and may be asked to leave the premises to change clothing. Hourly paid staff members will not be compensated for any work time missed because of failure to comply with designated workplace attire and grooming standards.

 

All staff members must wear the Lonoke County Council on Aging issued identification badge at all times while performing Lonoke County Council on Aging work. The issued identification badge must be visible and the front of the badge viewable at all times.

 

Purpose - This policy has been developed to ensure that all employees understand the importance of appropriate grooming and hygiene in the workplace or when otherwise representing Lonoke County Council on Aging. The standards of grooming and hygiene outlined below set forth the minimum requirements to which all employees, contract workers, and temporary staff are required to adhere to. 

 

Hygiene - Every employee is expected to practice daily hygiene and good grooming habits as set forth in further detail below.

 

Hair - Hair should be clean, combed, and neatly trimmed or arranged. Unkempt hair is not permitted. Sideburns, mustaches, and beards should be neatly trimmed. Non-traditional hair colors are not permitted.

 

Make-Up - Make-up must be professional and conservative.

 

Fragrance - Recognizing that employees and visitors to the workplace may have sensitivities or allergies to fragrant products, including but not limited to perfumes, colognes, fragrant body lotions or hair products, Lonoke County Council on Aging is a fragrance free workplace. Fragrant products that may be offensive to others should be used in moderation out of concern for others in the workplace.

 

Nails - Hands and nails should be clean and conservatively manicured. 

 

Jewelry - Employees may wear tasteful jewelry in moderation. The size and/or number of earrings, rings, necklaces, and bracelets may be determined at the department level based on specific job functions, operational, and safety factors. 

 

Where job duties present any type of safety risk, jewelry may be prohibited or severely limited. 

 

In other areas, moderate (including size and amount) jewelry may be worn. No other visible body jewelry/body piercings may be worn while an employee is in the workplace. 

 

Tattoos - No visible tattoos or other body art (such as surgically implanted ball bearings, spikes, and the like) are permitted in the workplace. Exceptions may be made for employees who have small, non-offensive tattoos that cannot easily be covered by standard clothing (i.e., wrist, neck, etc.). All exceptions require the approval of Lonoke County Council on Aging Executive Director.

 

Exceptions - Employees seeking an exception from any of the above standards should speak with their immediate supervisor.

 

Specific requirements

 

Certain staff members may be required to meet special dress, grooming and hygiene standards, such as wearing uniforms or protective clothing, depending on the nature of their job. Uniforms and protective clothing may be required for certain positions and will be provided to employees by Lonoke County Council on Aging. 

 

At the discretion of the Executive Director, in special circumstances, such as during unusually hot or cold weather or during special occasions, staff members may be permitted to dress in a more casual fashion than is normally required. On these occasions, staff members are still expected to present a neat appearance and are not permitted to wear ripped, frayed or disheveled clothing or athletic wear. Likewise, tight, revealing or otherwise workplace-inappropriate dress is not permitted. 

 

Reasonable accommodation of religious beliefs

 

Lonoke County Council on Aging recognizes the importance of individually held religious beliefs to persons within its workforce. Lonoke County Council on Aging will reasonably accommodate a staff member’s religious beliefs in terms of workplace attire unless the accommodation creates an undue hardship. Accommodation of religious beliefs in terms of attire may be difficult in light of safety issues for staff members. Those requesting a workplace attire accommodation based on religious beliefs should be referred to the Executive Director.

 

Casual or dress-down days

 

Most days will be casual dress days. The following guidelines will be used to define appropriate casual attire. Employees should consult their immediate supervisor if they have questions about what is appropriate or inappropriate dress. 

 

Appropriate

Inappropriate

Slacks

  • Khakis or corduroys
  • Jeans (must be clean and free of rips, tears and fraying; may not be excessively tight or revealing)
  • Skorts, capris, Knee Length Shorts
  • Sweatpants, leggings, exercise wear
  • Low-rise or hip-hugger pants or jeans
  • Short – Shorts 

 

 

Shirts

  • Polo collar knit or golf shirts
  • Oxford shirts
  • Company logo wear
  • Short-sleeve blouses or shirts
  • Turtlenecks
  • Blazers or sport coats
  • Jackets or sweaters
  • Shirts with writing (other than company logo)
  • T-shirts or sweatshirts
  • Beachwear
  • Sleeveless blouses or shirts
  • Exercise wear
  • Crop tops, clothing showing midriffs, spaghetti straps

 

Shoes

  • Boating or deck shoes, moccasins
  • Casual, low-heel, open-back shoes (e.g., mules, sling backs) Sandals, open-toe shoes
  • Athletic shoes, tennis shoes
  • Thongs, flip flops, 
  •  Croc-like sandals


 
Business attire

 

Occasionally staff may be required to dress in business attire.  The following guidelines apply to business attire:

 

For men, business attire includes a long-sleeved dress shirt, tie, tailored sport coat worn with dress trousers (not khakis) and dress shoes.

 

For women, business attire includes tailored pantsuits, businesslike dresses, coordinated dressy separates worn with or without a blazer, and conservative, closed-toe shoes.

 

Addressing workplace attire and hygiene problems

 

Violations of the policy can range from inappropriate clothing items to offensive perfumes and body odor. If a staff member comes to work in inappropriate dress, the staff member may be required to go home, change into conforming attire or properly groom, and return to work.

 

If a staff member’s poor hygiene or use of too much perfume/cologne is an issue, the supervisor should discuss the problem with the staff member in private and should point out the specific areas to be corrected. If the problem persists, supervisors should follow the normal corrective action process up to and including termination.

 

FLEET MANAGEMENT AND SAFETY PROGRAM

 

Safety Policy

 

The health and safety of the drivers of Lonoke County Council on Aging,  whether paid or volunteer, is of the utmost importance.  As such, we expect them to conduct themselves in a safe manor.  You must comply with all safety guidelines posted and follow all Federal and State safety regulations, as well as using good judgment and common sense.  

Safety is a condition for continued driving privileges.  Unsafe driving practices could lead to the loss of those privileges and ultimately loss of employment if adjustments to driving practices are not made.

 

Lonoke County Council on Aging holds all employees accountable for our fleet when they are in your possession. 

 

Driver Selection

 

Drivers for Lonoke County Council on Aging must hold a valid license for at least 3 years.

Drivers must agree to a driver’s record verification and:

1.    have no more than 1 moving traffic violation in the last 3 years.

2.    have no Driving While Intoxicated conviction.

3.    have no at-fault accidents.

4.    have no more than 2 nonmoving traffic violations in the last 3 years.

 

Drivers must agree to a criminal back ground check.

Drivers must submit to drug and alcohol testing prior to driving and annually thereafter. 

Drivers must submit to physical examination prior to driving and annually thereafter.

 

Company driving policies and procedures

 

No smoking or tobacco use of any kind in vehicle.

 

1.   Seat belt use is required.

2.   Cell phones must not be used while vehicle is in operation.

3.   Do not operate vehicle under the influence of alcohol or drugs: this includes prescriptions drugs that may affect your ability to drive.

4.   No distracted driving (radio, mirrors, a/c-heater).

5.   Radar detectors may not be used in company vehicles.

6.   Complete a weekly pre-trip inspection.  Form to be returned to administration office each Friday via email. 

7.   Prohibited items include:

a.   Firearms

b.   Alcoholic beverages

c.   Illegal drugs

d.   Animals (except service animals)

8.   Vehicle used for company business only.

9.   Vehicles must always be returned to the fleet with no less the ½ tank full of gas.  

 

Lonoke County Council on Aging reserves the right to refuse to transport a client if the client appears to be under the influence of intoxicants. Driver must report any incidents of denial of service to administration office as soon as possible.

 

 

 

 

Use of Company Gas Cards

 

All company gas cards will be used for company vehicles only.  No gas company card should be used to put gas in a personal vehicle at any time.

All gas receipts should have the company vehicle number, current vehicle mileage, and employee or volunteer signature on the receipt when it is submitted to the central office for processing and payment.

 

Training

 

Within first year of employment, you must complete a defense driving course and a refresher course every 3 years.

 

First aid/CPR training must be completed annually.  

 

Contact the Executive Director for more information about options to complete these training sessions.

 

Accident and reporting

 

In case of a breakdown:

1.   Move vehicle (if possible) to area out of path on the flow of traffic.  Use warning signals and devices.

2.   If unable to move, use warning signals and devices and move away from the vehicle as quickly as possible.  

3.   Report accident to the Executive Director immediately.  If he cannot be reached, contact your direct supervisor or site manager.

 

In case of an accident:

1.   Protect the scene: use warning signals and devices to ensure uninterrupted flow of traffic around accident.

2.   Protect any injured persons and contact appropriate emergency officials (911).

3.   Report accident to the Executive Director immediately.  If he cannot be reached, contact your direct supervisor or site manager.

4.   Obtain information from all parties involved and witnesses as soon as possible (accident report form, witness courtesy cards).

5.   Take several photographs. (position of vehicles, vehicle license plates, area of damage, photo of drivers. Passengers of all involved vehicles, photo of other drivers’ license or ID cards) 

 

Do not give any information to anyone other than police and emergency workers.  

 

The Executive Director will handle all external communication inquiries and be the designated point of contact to represent and speak on behalf of the Lonoke County Council on Aging.  No employee shall speak to the media, family members of our seniors, or give any kind of statement in any form.  If an employee chooses to do this, it is grounds for immediate dismissal and separation of employment at the Lonoke County Council on Aging.

 

Inspections and Maintenance

 

Vehicles are to be kept clean and trash free at all times.

 

Visual checks of each vehicle should be made by drivers each time a vehicle is to be operated.  Items to check: gauges, fuel and fluids, wheels and tires, mirror and mirror adjustment, windshield including wipers, lights including headlights, signals, and brake lights.

 

Drivers shall use the agencies pre-trip inspection forms located in each vehicle, and on the agency website under staff section. A maintenance record and a weekly inspection sheet should also be located in each vehicle and used.  The vehicle maintenance record is to be filled out accordingly and kept up to date for your vehicle maintenance needs for each vehicle.  The weekly inspection sheet is to be filled out weekly and turned into the administration office with notes of anything required.

 

 

 

 

 

 

Compliance and Monitoring

 

Lonoke County Council on Aging will regularly monitor federal, state, and local regulations in order to comply with all regulations and implement any policy/procedure change in a timely manner.

 

Driver evaluation will be conducted at least annually.  Administration reserves the right to evaluate drivers more often if the need arises.

 

 

Lonoke County Council on Aging

Distracted Driving Policy

 

Your primary responsibility when driving a motor vehicle for our agency is driving the vehicle safely.  For the good of all our employees and the community in which we operate, it is our company policy that you not engage in activities that cause you to become distracted from this responsibility, including but not limited to:

·        Using a Cell phone – especially to text, email, etc.

·        Using a computer or electronic handheld device

·        Searching for items in the vehicle such as CDs or coins

·        Eating

·        Reading maps either on your electronic device or printed materials

·        Programming GPS systems

 

It is our company policy that, in all circumstances, you pull the vehicle over to a safe area prior to engaging in these activities.

 

 

 

 

 

 

 

 

 

 

 

Safe Driving Pledge

 

Because I value my life and safety and that of others, I pledge that I will:

·        Make driving my number one priority when I am behind the wheel

·        Not engage in any behavior that will distract me from my number one priority (e.g. texting, using a cell phone, eating, reading a map or hand held GPS)

·        Protect others and myself by driving safely

·        Always wear a seat belt and ensure that all passengers in the vehicle wear seat belts

·        Obey the speed limit and all other traffic laws

 

 

_________________________________________        _______________________

Signature                                                                                     Date

 

NO TEXTING, EMAILING, ETC. AND DRIVING!!

 

1.Please sign and return to the Central Office

          2. Keep one copy for your personal records

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Lonoke County Council on Aging

Distracted Driving Policy

 

Your primary responsibility when driving a motor vehicle for our agency is driving the vehicle safely.  For the good of all our employees and the community in which we operate, it is our company policy that you not engage in activities that cause you to become distracted from this responsibility, including but not limited to:

·        Using a Cell phone – especially to text, email, etc.

·        Using a computer or electronic handheld device

·        Searching for items in the vehicle such as CDs or coins

·        Eating

·        Reading maps either on your electronic device or printed materials

·        Programming GPS systems

 

It is our company policy that, in all circumstances, you pull the vehicle over to a safe area prior to engaging in these activities.

 

 

Safe Driving Pledge

 

Because I value my life and safety and that of others, I pledge that I will:

·        Make driving my number one priority when I am behind the wheel

·        Not engage in any behavior that will distract me from my number one priority (e.g. texting, using a cell phone, eating, reading a map or hand held GPS)

·        Protect others and myself by driving safely

·        Always wear a seat belt and ensure that all passengers in the vehicle wear seat belts

·        Obey the speed limit and all other traffic laws

 

 

_________________________________________        _______________________

Signature                                                                                     Date

 

NO TEXTING, EMAILING, ETC. AND DRIVING!!

 

1.Please sign and return to the Central Office

          2. Keep one copy for your personal records