HomeMy WebLinkAboutMINUTES - 12082001 - HA.2 HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA
TO: BOARD OF COMMISSIONERS
FROM: Robert McEwan, Executive Director
DATE: December 18, 2001
SUBJECT: APPROVE REVISIONS TO THE PERSONNEL POLICY & PROCEDURE FOR THE
HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA.
SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION
I. RECOMMENDED ACTION:
APPROVE revisions to the Personnel Policy and Procedures Manual for the Housing Authority of
the County of Contra Costa as recommended by the Advisory Housing Commissioners at their regular
meeting held on December 17, 2001.
II. FINANCIAL IMPACT:
None.
III. REASONS FOR RECOMMENDATION/BACKGROUND
To bring the former Personnel Policy and Procedures Manual in compliance with state and federal
laws such as The Americans with Disabilities Act (ADA), The Family Medical Leave Act (FMLA) and
associated state laws.
IV. CONSEQUENCES OF NEGATIVE ACTION:
Should the Board of Commissioners elect not to approve the revisions to the Personnel Policy and
Procedures Manual, the Housing Authority of the County of Contra Costa's policy will be out of
compliance with state and federal laws.
CONTINUED ON ATTACHMENT: YES SIGNATURE
RECOMMENDATION OF EXECUTIVE DIRECTOR RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
SIGNATURE(S):
ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHER
VOTE OF COMMISSIONERS
I HEREBY CERTIFY THAT THIS IS A
UNANIMOUS (ABSENT ) TRUE AND CORRECT COPY OF AN
AYES: NOES: ACTION TAKEN AND ENTERED ON THE
ABSENT: ABSTAIN: MINUTES OF THE BOARD OF
COMMISSIONERS ON THE DATE SHOWN.
ATTESTED /F ,)y () /
JOHN SWEETEN,CLER OF
THE BOARD OF COMMISSIONERS
AND COUNTY ADMINISTRATOR
B 0 ` ,,tEPUTY
H:\judyhmtz\MSOFFICE\WINWORD\BOARD\BO-Personnel Policy Approval.doc
HA.2
Personnel Policy and Procedures Manual for
the Housing Authority can be viewed at the
Office of the Clerk of the Board
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA section 0.00
Personnel Policies and Procedures
INTRODUCTION
INTRODUCTION
Personnel Policies& Procedures INTRODUCTION: Page 1 of 12
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 0.01
Personnel Policies and Procedures
Approved: 00/00/00
Table of Contents Revised: 00/00/00
Reviewed: 00/00/00
Section Title Page
0.00 INTRODUCTION ............................................................... 1
0.01 Table of Contents 2
0.02 Preface 5
0.03 Policy and Procedure Definitions 7
1.00 EMPLOYMENT PRACTICES ............................................... 1
1.01 Recruitment and Selection 2
1.02 Conditions Relating to Employment 7
1.03 Probationary Period 9
1.04 Personnel Records 12
1.05 Release of Pre-Employment or Employment Information 14
1.06 Performance Evaluations 15
1.07 Termination of Employment 17
1.08 Exit Interviews 20
1.09 Layoff 21
2.00 COMPENSATION PRACTICES ............................................ 1
2.01 Position Classification 2
2.02 Compensation Plan 4
2.03 Hours of Work 6
2.04 Overtime 8
2.05 Bilingual Pay 10
2.06 Working Out of Classification 11
2.07 Promotions and Transfers 13
2.08 Demotions 15
Personnel Policies& Procedures INTRODUCTION: Page 2 of 12
3.00 EMPLOYEE BENEFITS ...................................................... 1
3.01 Annual Leave 2
3.02 Sick Leave 5
3.03 Holiday Leave 8
3.04 Personal Holiday Leave 10
3.05 Administrative Leave 12
3.06 Management Leave 14
3.07 Bereavement Leave 15
3.08 Catastrophic Leave 16
3.09 Jury Duty and Official Appearances 18
3.10 Military Leave 20
3.11 Authorized Leave of Absence 22
3.12 Unauthorized Absence 24
3.13 Family and Medical Leave of Absence 25
3.14 Health, Dental Insurance and Vision Benefits 29
3.15 Flexible Spending Account 31
3.16 Life Insurance Benefits 32
3.17 Long Term Disability Benefits 33
3.18 Retirement Benefits 34
3.19 Training and Tuition Reimbursement 36
3.20 Unemployment Benefits 38
3.21 Disability Benefits 39
3.22 Workers' Compensation Benefits 41
3.23 Modified Duty 43
3.24 Deferred Compensation 45
4.00 EMPLOYEE RELATIONS .................................................... 1
4.01 Disciplinary Actions 2
4.02 Grievances 6
4.03 Service Awards 10
4.04 Use of Authority Equipment& Facilities 11
4.05 No Harassment 13
4.06 Drug Free Work Place 15
4.07 Workplace Violence/Zero Tolerance 17
4.08 Conflict of Interest 20
4.09 Safety Program 24
5.00 PERSONNEL-RELATED STANDARD
OPERATING PROCEDURES (SOPS) ...................................... 1
5.01 Standard Operating Procedure (SOP) References 2
Personnel Policies& Procedures INTRODUCTION: Page 3 of 12
6.00 SCHEDULE OF
ATTACHMENTS.............................................................. 1
6.01 Schedule of Attachment References 2
Personnel Policies&Procedures INTRODUCTION: Page 4 of 12
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 0.02
Personnel Policies & Procedures
Approved: 00/00/00
Preface Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
This Personnel Policies and Procedures document is promulgated and approved by
the Board of Commissioners of the Housing Authority of the County of Contra
Costa for the establishment and maintenance of an equitable, efficient, and uniform
personnel program for this Housing Authority.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding,
these policies and procedures shall apply to all Housing Authority employees.
III. Authority:
The Board of Commissioners of the Housing Authority of the County of Contra
Costa is appointed by the Board of Supervisors of the County of Contra Costa.
The Executive Director of the Housing Authority of the County of Contra Costa is
appointed by the Board of Commissioners of the County of Contra Costa.
The Executive Director is specifically charged to administer these Policies and
Procedures in a fair and equitable manner for all employees of the Housing
Authority of the County of Contra Costa.
All other appointments to the Housing Authority staff are made under the authority
of the Executive Director.
IV. Amendments:
New or amended policies must be proposed in writing and adopted by a majority
vote at any regular or special meeting of the Board of Commissioners of this
Housing Authority.
New or amended procedures implementing established policy must be proposed in
writing to the Executive Director. The Executive Director is authorized to approve
such changes in procedures.
Personnel Policies& Procedures INTRODUCTION: Page 5 of 12
V. Non-Discrimination:
Applicants and employees will not be discriminated against for any reason based on
race, color, religion, age, sex, sexual orientation, national origin, handicap, veterans
status, politics, marital status, or as otherwise prohibited by law.
VI. Public Employees As Disaster Workers:
Employees of the Housing Authority of the County of Contra Costa are considered
to be disaster service workers subject to such disaster service activities as may be
assigned to them by their superiors or by law. Housing Authority employee may be
assigned to perform disaster service work for the protection of the health and safety
and the preservation of lives and property of the people of the State from the effects
of natural, manmade, or war-caused emergencies which result in conditions of
disaster or extreme peril to life, property, and resources. (Gov. Code Title 1,
Division 4, Chapter 8)
VII. Savings Clause:
Should any part hereof or any provision herein contained be rendered or declared
invalid by reason of any existing or subsequently enacted federal, state, and local
legislation or by a decree of a court of competent jurisdiction, such invalidation of
such part or portion of these Personnel Policies and Procedures shall not invalidate
any remaining portions which shall continue in full force and effect.
Personnel Policies& Procedures INTRODUCTION: Page 6 of 12
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 0.03
Personnel Policies & Procedures
Approved: 00/00/00
Policy and Procedure Definitions Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To provide a convenient source of definitions to those words and terms most
commonly used in the in this Policies and Procedures document.
11. Application:
These definitions shall apply to all sections of this Policies and Procedures
document.
III. Definitions:
A tin means performing the duties of another higher classification in the absence
of the/an incumbent of that classification.
Administrative Leave means a compulsory leave of absence with or without pay on
a temporary basis for investigative, security, disciplinary, or other causes requiring,
in the judgment of Housing Authority management, the absence of an employee
from the Housing Authority workplace and environment.
Annual Leave means an authorized scheduled absence from work with pay.
APnlicant means any person who has made application for a position.
Pointing Authority means the Executive Director, who has the authority to make
an appointment to any authorized position of the Housing Authority, except the
position of Executive Director, which shall be appointed by the Board.
�oointment means the selection of a candidate to occupy an authorized position
within the Housing Authority.
Authorized Position means a position approved in the annual operating budget of
the Housing Authority.
Board means the Board of Commissioners of the Housing Authority of the County
of Contra Costa.
Personnel Policies& Procedures INTRODUCTION: Page 7 of 12
Candidate means any person who has been accepted for participation in the hiring
process, including interview.
Class or Classification means a category into which is placed a position or group of
positions with duties and responsibilities so similar that the same descriptive title,
example of duties, recruiting standards, and salary can be applied with equity.
Class Series means two or more classification levels that have similar duties and
responsibilities, but are distinguished from each other by the degree of difficulty
and level of responsibility.
Class Specification or Classification Specification means a written description of a
classification.
Compensatory Time means that time elected as future time off in lieu of overtime
payment as compensation for working overtime in non-exempt positions.
Competitive Examination means one or more selection procedures used to
determine the relative qualifications of a group of applicants or candidates.
Consultant means an individual (or group of individuals doing business as one firm)
providing professional level services by contractual agreement for a specified
period of time, or until completion of a project or specified tasks.
Continuous Service means service without an authorized break or interruption
during the period the employee has been employed by the Housing Authority.
Day or D means calendar day or days unless otherwise designated.
Demotion means the movement of an employee from one class to another class
having a lower maximum salary.
Department means an organizational unit with responsibility for carrying out a
function under the supervision of a Department Head.
Designated Provider means an organization with which the Housing Authority has
contracted to provide specific products that may be part of the Authority's benefits
program.
Dismissal means the involuntary termination of an employee from Housing
Authority service for disciplinary reasons.
Eligible Employ means an employee occupying a probationary, permanent full-
time or permanent part-time position with the Housing Authority who is eligible for
benefits and/or privileges.
Personnel Policies& Procedures INTRODUCTION: Page 8 of 12
Employ means a person who is an incumbent of a position or who is on leave of
absence according to these rules and whose position is held pending his/her return.
Examination means the selection procedures used to measure the relative capacities
and fitness of the persons applying for positions within the Housing Authority (e.g.
written tests, oral interviews, performance tests, assessment center, assessments of
physical or mental condition).
Exempt means the management, professional, and administrative positions that are
exempt from the overtime provisions of the Fair Labor Standards Act. The
incumbents of these positions are not eligible for overtime.
Full Time means a work schedule of 40 hours per week or equivalent alternate
schedule.
Harassment means any offensive remarks, slurs, or jokes, and other offensive
verbal, graphic, or physical conduct or contact, and includes sexual advances and
requests for sexual favors (including offensive computer screen savers, internet and
e-mail transmissions).
HousingAuthoritv means the Housing Authority of the County of Contra Costa.
Immediate Familv means and includes only spouse; son, daughter, father, mother,
brother, sister, and those in-law and step-relationships of the same degree;
grandparent and grandchild; and any relative or dependent residing in the
employee's home.
Incumbent means a person legally occupying a position in Housing Authority
service.
Laoff means the separation of one or more employees from the active work force
due to lack of work or funds, or to the abolition of position by the Housing
Authority for the above reason, or due to re-organization.
Limited Service means those types of positions that do not provide full-time
employment throughout a fiscal year. The kinds of positions assigned to the Limited
Service include temporary, part-time, student, project and seasonal positions.
Managerial Class means a category of classifications with high administrative and
policy-influencing duties that is responsibilities for managing a major function or
rendering management advice to top level administrative authority; or
classifications possessing authority to perform or effectively recommend all of the
following actions: hiring, assigning, evaluating, disciplining, supervising, and
resolving grievances of employees.
Personnel Policies&Procedures INTRODUCTION: Page 9 of 12
Memorandum of Understanding or MOU means an agreement between a
recognized employee organization and the Housing Authority setting forth terms
and conditions of employment of employees represented by that organization.
Non-Exempt means those positions that are not exempted from the overtime
provisions of the Fair Labor Standards Act. The individuals in such positions are
eligible for overtime.
Open Recruitment means the implementation of selection procedures for a position
wherein applications are invited from all qualified persons, regardless of whether or
not they are employed by the Housing Authority.
Overtime means those hours in pay status or of work in excess of 8 hours per day
and/or in excess of 40 hours per week, and/or authorized time worked which
exceeds the employee's approved work schedule for full-time employment
for which a premium rate is paid.
Part-time Position means a type of Limited Service position to which an employee
may be permanently or intermittently assigned for less than 40 hours per week.
Pay Range means a series of base salary steps to which a class may be assigned.
Permanent Employee or Permanent Status means the type of status granted an
employee who has successfully completed an official probationary period for a
particular class and in an authorized position within the Housing Authority.
Position means a combination of duties and responsibilities assigned to be
performed by a single employee or the equivalent and performed on a full-time or
part-time basis. A position may be occupied or vacant.
Probationary Period means a working test period during which an employee
demonstrates, by actual performance, fitness for the duties of the class to which
appointed.
Proiect Employee is a person employed in a project position and is eligible for all
benefits except retirement, if benefit eligibility requirements are met.
Project Position means a full-time or limited service position created as the result of
a special project or management improvement project and supported by time-
limited and conditionally restricted funds that may be eligible for health and dental
insurance, annual leave, sick leave, holidays benefits, but not retirement.
Promotion means the movement of an employee from one class to another class
having a higher maximum rate of pay.
Personnel Policies&Procedures INTRODUCTION: Page 10 of 12
Promotional Examination means a competitive examination for a particular class
which is only available to current employees who meet the qualification for the
class and who have a permanent position with the Housing Authority.
Reclassification means a change in allocation of a position from an existing class to
another existing or new class that is assigned to a salary range or rate in which the
maximum salary is equal, higher, or lower.
Recognized Employee Organization means an employee organization that has been
recognized by the Housing Authority of the County of Contra Costa as representing
a majority of the employees in a designated employee representation unit.
Re-employment means the reappointment of a former employee (from a layoff re-
employment list) who had a permanent position with the Housing Authority at the
time of layoff.
Selection Procedure means the method used to make employment or promotional
decisions such as application screening, performance evaluation review,
examination, background investigations, and probationary periods.
Sick Leave means an authorized absence from work with pay to minimize the loss
of income for an eligible employee who is compelled to be away from work
because of illness, injury, or related circumstances (e.g. doctor office visits, dental
appointments, illness within the family).
Standard Operating Procedure or SOP means an administrative procedure
implementing a policy or regulation that can be initiated or changed by action of the
Executive Director.
Status means the type of an employee's appointment, such as temporary,
probationary, permanent, exempt, non-exempt, or limited service.
Step Advancement means a change to a higher salary step in the pay range to which
a classification is assigned.
Student Position means a type of Limited Service position to which an employee
who is also a student may be employed part-time during an academic school year
and work additional hours during school vacations and holidays.
Suspension means an involuntary absence from duty without pay imposed for
disciplinary purposes.
Temporary Position means a type of limited service position to which an employee
may be assigned
Personnel Policies& Procedures INTRODUCTION: Page I 1 of 12
Termination means the separation of the employee from Housing Authority service.
Trans er means a change of an employee from one work location to another work
location, in the same class or in a comparable class having the same maximum
salary.
Personnel Policies& Procedures INTRODUCTION: Page 12 of 12
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA section 01.00
Personnel Policies & Procedures
EMPLOYMENT PRACTICES
EMPLOYMENT PRACTICES
Personnel Policies&Procedures EMPLOYMENT PRACTICES: Page I of 22
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 01.01
Personnel Policies & Procedures
Approved: 00/00/00
Recruitment and Selection Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To establish uniform standards and procedures of recruitment and selection that will
provide the Housing Authority with the best candidates and employees available.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding,
these policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority that recruitment and selection of personnel for
available position(s)proceeds through promotional and/or open competition, with the
exception of student employment. Selection procedures and examinations shall be impartial
and subject-related, and designed to maximize objectivity and validity in the evaluation of
applicant qualifications necessary for successful job performance and career development.
IV. Procedure:
A. Recruitment
1. The Executive Director or his/her designated representative shall review all
position openings, position requirements, and other pertinent information
related to the position vacancy; determine the classification; give final
approval for the qualifications and requirements; determine whether the
recruitment will be promotional, open, or both; determine the
examination(s)to be employed; and authorize commencement of
recruitment.
2. For each available position, the Executive Director or the designated Personnel
representative shall prepare a public notice of such availability in the form of an
official Job Announcement. The Job Announcement shall include, in addition to
adopted affirmative action guidelines, the following information:
Title of the Position Minimum Qualifications
Personnel Policies& Procedures EMPLOYMENT PRACTICES: Page 2 of 22
Essential Duties and Responsibilities Application and Examination
Salary Range Procedure
Knowledge and Ability Requirements Physical Requirement
Status (e.g. promotional, open, or other) Licenses and Certificates
Such public notice shall be distributed to all Housing Authority offices and other
appropriate recruiting sources, with a final filing date no earlier than ten (10)
working days from the date of distribution. For promotional opportunities, the job
announcement shall be posted at Housing Authority offices for a minimum of seven
(7)calendar days.
3. As part of the selection procedure, applicants shall be required to complete
and submit an Application for Employment form for each position sought in
order to be considered for employment in that position. Applications for
Employment shall be available to the public at all Housing Authority
offices. Applications received at the Central Office on or before the final
filing date and time will be reviewed for consideration by the Executive
Director or his/her designee(s). Applications received after the final filing
date and time, will not be considered.
a. Applicants may be required to furnish evidence of required knowledge
and abilities, licenses, certificates or other requirements set forth in the
Job Announcement; and to submit to an Authority paid post-offer, pre-
employment physical examination.
b. All statements made on the Application for Employment are subject to
confirmation by the Executive Director or his/her designee.
4. The Executive Director or his/her designee(s) shall review the content of all
timely applications to determine whether or not the applicants meet the
minimum requirements and possess the knowledge and abilities called for in
the Job Announcement.
a. They shall have the authority to reject applicants for the following
causes:
1) The applicant is lacking in the qualifications or requirements set
forth in the Job Announcement.
2) The applicant has been convicted of a felony or a crime.
Consideration may be given to any mitigating circumstances that
exists.
Personnel Policies& Procedures EMPLOYMENT PRACTICES: Page 3 of 22
3) The applicant has made false statements or omissions of significant
material fact, or practices or attempted to practice any deception or
fraud in his/her application
4) The application is not fully completed.
b. They shall have the authority to advance to candidacy those applicants
who, in the judgment of the Housing Authority, are most qualified after
review of application content.
5. Those applicants advanced to candidacy shall be informed that they are
subject to the selection procedures of the Housing Authority.
B. Selection
1. Selection procedures shall be designed to insure that they are job-related.
Selection procedures may include one or more of the following types of
examination, which shall be revealed in the Job Announcement:
a. Personal Interview e. Evaluation of Work Experience
b. Written Test f. Evaluation of Training
c. Performance Test g. Other Evaluative Methods
d. Physical Skills Test h. Post Offer, Pre-Employment Physical
2. Upon successful completion of the selection process by those applicants
advanced to candidacy the Executive Director or designated representative
will rank the candidates based on the outcome of the selection procedure
and will, with the assistance of the recruiting department, determine the
short list. Short list candidates will be in rank order, based on the results of
the examination process. Ideally, the short list should be no fewer that three
(3) and no more than seven (7).
a. Applicants not making the short list shall be informed that they have not
been selected for further consideration.
b. The Housing Authority will obtain authorization from the candidate
before contacting the candidate's current employer.
3. The candidates making the short list may be subject to reference checks,
verification of employment, criminal background checks, and such other
inquiries as may be considered sufficient, depending on the level of
responsibility of the position. These inquiries are to insure that the candidate
has fairly and accurately stated his/her qualifications, and that he/she is
Personnel Policies& Procedures EMPLOYMENT PRACTICES: Page 4 of 22
suitable for employment with the Housing Authority. Appropriate disclosure
and confidentiality will be maintained with the applicant throughout the
process.
4. As a result of job-related inquiries concerning the candidates, the short list
may be further shortened through elimination of those candidates who have
not fairly and accurately stated their qualifications and/or have not otherwise
been found suitable for employment with the Housing Authority.
5. If so called for the Executive Director or his/her designee, a second
interview will be conducted with the short list candidates to further
determine suitability and short list ranking.
6. Selection shall be made from the short list resulting from application of the
standards outlined through paragraph 5, above.
a. Declination by the selected candidate shall result in the selection of one
of the remaining candidates until there are none remaining on the short
list.
b. If there are no candidates from the original short list remaining and the
position(s) have not been filled, the position(s) may be re-advertised and
new applicants sought, proceeding from A.2, above.
7. The successful candidate for each position shall be notified of his/her
successful candidacy, offered the position, told of the salary and benefits
associated with that position, and any other specific conditions associated
with the offer. Such an offer to the candidate may be followed by a formal
letter outlining the stated conditions.
a. Salary offers shall be made at Step 1 of the salary range unless otherwise
authorized by the Executive Director.
b. The Executive Director shall authorize all applicable changes to salary,
benefits, or working conditions as may be appropriate to the position to
be filled.
8. Upon acceptance of the position by the selected candidate, a second letter,
confirming any agreements reached that modify the original offer letter, may be
sent.
9. If the offer of employment in the position is rejected, the selection process
should revert to B.5. or A.2., above, as may be appropriate.
Personnel Policies&Procedures EMPLOYMENT PRACTICES: Page 5 of 22
10. Upon the conclusion of the selection process for a particular position, all
unsuccessful candidates shall be informed that the position(s) have been
filled.
11. The Executive Director or designee may establish a list from the remaining
unselected short list of candidates, for consideration for future positions in
the same classification that may arise within a time specified by the
Executive Director. Such time period shall not exceed one year.
C. Accuracy f application materials
Falsification of any part of an Application for Employment, supplemental
questionnaires, resume or cover letters, benefit enrollment forms, or written or
oral statements communicated as part of the application process, may be
grounds to disqualify an applicant or for disciplinary action of an existing
employee up to and including dismissal (see Disciplinary Actions {section
4.01) or Section II at the beginning of this section).
Personnel Policies& Procedures EMPLOYMENT PRACTICES: Page 6 of 22
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 1.02
Personnel Policies do Procedures
Approved: 00/00/00
Conditions Relating to Employment Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To establish conditions and criteria for employment with the Housing Authority.
II. Application:
Except as otherwise provided herein.or in applicable memoranda of understanding,
these policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority that employees shall not engage in outside
employment or activities in conflict with their Housing Authority employment;
accept fees, gifts, or other items of value; show favoritism to relatives; wear
uniforms except in connection with their employment; or take part in partisan
political activity in the course of their employment.
IV. Procedure:
A. Employees shall not engage in outside employment activities or enterprises in
conflict with their employment with the Housing Authority. In addition, no
employee shall acquire an interest, either direct or indirect, in any contract or
lease, or agreement, except as a participant in a housing program, or other
proceeds thereof, in which the Housing Authority has an interest.
B. In connection with their employment, employees shall not accept fees, gifts, or
other valuable items from any person in hope or expectation of receiving a favor
or better treatment than accorded other persons.
C. No favoritism shall be shown to relatives of Housing Authority employees. No
person shall be employed in, appointed to, or serve in a position that is within
the supervisory line of a relative by blood or marriage.
D. Except in connection with their employment with the Housing Authority,
employees shall not wear uniforms with insignias identifying them as
employees of the Housing Authority.
Personnel Policies& Procedures EMPLOYMENT PRACTICES: Page 7 of 22
E. In the course of their employment with the Housing Authority, employees shall
not take part in partisan political management or in partisan political campaigns,
or attempt to influence the choice of one partisan candidate in preference to
another, by writing, speeches, or solicitation or any other such activity in
violation of the law.
Personnel Policies& Procedures EMPLOYMENT PRACTICES: Page 8 of 22
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA section 1.03
Personnel Policies & Procedures
Approved: 00/00/00
Probationary Period Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To establish a continuation of the selection process, by which the selected candidate
for employment or the employee selected for promotion can be evaluated for his/her
ability to perform the required duties and responsibilities of the position.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding,
these policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority that a probationary period of at least nine
(9) months duration shall be served by all new or current employees subsequently
promoted to positions within a different classification. Such probationary period
shall be considered as part of the employment and promotional selection process.
IV. Procedure:
A. As an extension of the selection process for both newly hired employees and
newly promoted employees the probationary period reflects the conditional
nature of that employment or promotion. It is utilized to closely observe the
work of new employees and newly promoted employees, to secure their
effective adjustment to their assigned duties and responsibilities, and to evaluate
their performance. The normal probationary period shall be for a period of nine
(9) months, commencing with the first day of employment or promotion.
1. The first of at least two (2) written performance evaluations shall be given at
the end of the first half of the normal probationary period, and at the end.
The evaluation shall clearly indicate where the employee's performance is
satisfactory and acceptable, where improvement is needed, and where it is
unacceptable.
2. The final of at least two (2) written performance evaluation shall be given
prior to the end of the probationary period. An evaluation that is satisfactory
and acceptable shall be considered the supervisor's recommendation for a
Personnel Policies& Procedures EMPLOYMENT PRACTICES: Page 9 of 22
permanent appointment following employment or permanent status
following promotion. The employee will be accepted for a permanent
appointment or a return to permanent status upon approval of the Executive
Director.
3. If the overall rating is less than acceptable, the probationary period may be
extended for a period of not more than ninety (90) days. Such extension
shall take place only in exceptional circumstances including, but not limited
to, illness or accident that prevented an accurate and complete appraisal of
work habits, knowledge, and skills.
a. The probationary period may not be extended without the prior approval
of the Executive Director.
b. During such extension, a final evaluation shall be made prior to the end
of the probationary period. If the final evaluation is satisfactory and
acceptable, the employee shall be treated as in A.2, above. If the final
evaluation is unsatisfactory and unacceptable, the employee will be
released from employment.
4. More written evaluations than are outlined in A.1. through 3., above, may be
undertaken by the immediate supervisor if, in the opinion of the immediate
supervisor, such evaluations would be of benefit to the employee or the
Housing Authority.
5. An employee appointed from acting status to permanent status in the same
position and classification may have the time spent in acting status applied
toward completion of the employee's probationary status in the new
appointment.
B. At any time during the probationary period the Housing Authority may, at its
sole discretion, terminate or demote the employee.
C. An employee who is promoted and then fails to successfully complete his/her
probationary period is subject to termination. He/she may not revert back to
his/her former position or work classification, pay range, or pay step. Subject to
the needs of the Housing Authority (or according to Section II at the beginning
of this section), the employee may be reinstated to a former position or
transferred to a more suitable position, based on demonstrated knowledge or
skill.
D. Probationary performance evaluations are not subject to the grievance
procedure. Nevertheless, a probationary employee may appeal a resultant
dismissal if:
Personnel Policies&Procedures EMPLOYMENT PRACTICES: Page 10 of 22
1. Procedures set forth in these Personnel Policies and Procedures have not
been followed, or
2. Adverse action was initiated due to unlawful reasons.
E. Appeals based on Section D., above, shall be presented, in writing, to the
employee's immediate supervisor within five (5) working days of the employee
receiving notice of the action against him/her, with copies to the employee's
department head and the Executive Director.
1. The employee's supervisor shall respond in writing to the appellant within
five (5) working days of receipt of the appeal. If a timely response is not
made, the appellant may appeal to the Department Head for a hearing. The
request for hearing shall be made within ten (10) working days of the
original appeal to the immediate supervisor. The department head shall
respond in writing within five (5) working days of receipt of the appeal.
2. If the appellant does not receive a response from the department head, or is
not satisfied with the decision of the department head, the appellant may
appeal to the Executive Director for a final hearing and decision. The appeal
shall be submitted in writing within five (5) working days of receipt of the
decision by the Department Head. The Executive Director shall respond to
the appellant in writing within five (5) working days of the appeal.
Personnel Policies&Procedures EMPLOYMENT PRACTICES: Page I I of 22
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 01.04
Personnel Policies & Procedures
Approved: 00/00/00
Personnel Records Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To establish criteria for the management of material within the personnel records of
Housing Authority employees that is accurate, maintains privacy and is legally
compliant.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding,
these policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority to maintain all employee records in
accordance with all federal and state record keeping requirements and the following
guidelines.
IV. Procedure:
A. Official Personnel File
1. The official personnel file of each Housing Authority employee is
maintained by the Executive Director or Human Resources/Training Officer
and is maintained at the central administrative office of the Housing
Authority. The official personnel files contain employment-related
documents that establish and maintain the employment relationship between
the Housing Authority and the employee, and those documents affecting the
status of that employment.
2 All personnel files are kept in confidence and are available for inspections
only to those other Housing Authority employees designated by the
Executive Director when actually necessary in the proper administration of
Housing Authority affairs or the supervision of its employees.
3. An employee has the right, at any reasonable time, to inspect, examine, and
obtain copies of any materials in his/her personnel file by request to the
Executive Director or his/her designated representative.
Personnel Policies&Procedures EMPLOYMENT PRACTICES: Page 12 of 22
a. An employee has the right to enter his/her comments to any and all
material in his/her official personnel file.
b. With specific written authorization from the employee, his/her
authorized representatives shall also have the right, at any reasonable
interval during the regular business hours of the Housing Authority, to
examine and/or obtain copies of any material from the employee's
personnel file.
4. All derogatory material placed in an employee's personnel file must be
signed and dated by the preparer. Prior to such material being placed in the
file, the employee shall be notified in writing and shall be given the
opportunity to initial and date the material.
5. The official personnel file of each Housing Authority employee is
maintained for a period of ten (10) years following an employee's
termination date. The personnel files of employees vested in the retirement
system, shall be kept for two fiscal years after the employee's retirement
pension discontinues.
B. Medical Files
1. Employee medical files generated in the course of employment are
maintained by the Executive Director or Human Resources/Training Officer
and shall be maintained separately from the official personnel file. Such
files shall be maintained at the central administrative office of the Housing
Authority. Medical files contain information related to an employee's
medical or physical condition, including but not limited to such items as:
physical examination results, retirement medical reviews, Workers'
Compensation reports, drug screening results, or reports of hazardous
materials exposure.
2. Access to medical files is restricted to the Executive Director and Human
Resources/Training Officer, or their designated representatives on a need-to
know basis.
3. Medical information shall be released only upon the written authorization of
the employee or upon proper request from other persons or agencies who
have a legal right to the information.
Personnel Policies&Procedures EMPLOYMENT PRACTICES: Page 13 of 22
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 01.05
Personnel Policies & Procedures
Approved: 00/00/00
Release of Pre-Employment and Employment Information Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To clarify procedures and designate appropriate authority for the release of
information about applicants for employment, employees, and former employees.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding,
these policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority that only designated personnel of the
Office of the Executive Director are authorized to respond to requests for
employment or pre-employment information. All requests for such information
received by other Housing Authority offices shall be referred to the Office of the
Executive Director.
IV. Procedure:
A. Any request for information about applicants, current employees, or former
employees shall be referred to the Office of the Executive Director or his/her
designee. In accordance with current laws of access relating to individual rights
of privacy, freedom of information, and the conduct of official government
business, the following information may be released:
1. Employment dates and job titles may be released orally or in writing without
prior employee consent.
2. All other requests for applicant or employee information will be released
only upon written request of the applicant or employee.
3. All employment-related information required in cooperation with federal,
state, or local government agencies providing proper identification and
authority of legal authority to investigate the employee, or upon presentation
of a duly executed Subpoena.
Personnel Policies& Procedures EMPLOYMENT PRACTICES: Page 14 of 22
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 01.06
Personnel Policies & Procedures
Approved: 00/00/00
Performance Evaluation Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To provide a process by which the job performance of each employee is appraised
for efficiency, effectiveness, competency, and conduct for the purposes of
individual and organizational development and career advancement.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding,
these policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority that the job performance of all employees
in probationary or permanent status be appraised at least twice during the initial
employment and promotional probationary periods, and at least once each year,
thereafter.
IV. Procedure:
A. Formal written job performance evaluations shall be conducted using the
standard performance assessment forms established by the Housing Authority,
supplemented by additional materials as may be considered necessary by the
evaluator.
1. An employee in probationary status, as described in Section 1.03,
Probationary Period, shall receive written performance evaluations at least
twice during the probationary period.
2. An employee in permanent status shall receive a written performance
evaluation at least once each year on the anniversary date of his/her
completion of probation or subsequent reclassification.
3. Additional evaluations may be conducted at the discretion of the department
head or Executive Director.
Personnel Policies& Procedures EMPLOYMENT PRACTICES: Page 15 of 22
B. Employee performance evaluations are considered to be confidential and
private, and meetings regarding these evaluations are to be conducted in a
confidential and private manner.
C. The objectives of the formal written performance evaluation and associated
conference are as follows:
1. To provide employees with full and accurate information and feedback
concerning their performance.
2. To identify performance elements in which the employee does well and
those elements that require improvement, to establish plans to correct
performance shortcomings, and to establish goals for the forthcoming
evaluation period or year.
3. To provide the employee with the opportunity to ask questions and/or give
comments and feedback regarding their employment with the Housing
Authority.
4. To allow for planning for future employee training and/or promotional
opportunities, and to establish goals and performance targets for
improvement in performance.
D. A copy of the completed written performance evaluations is given to the
employee and a copy placed into the employee's official personnel file.
E. The employee's signature on his/her written performance evaluation
acknowledges that the evaluation has been read and reviewed with him/her, not
necessarily agreement with.the evaluation. The performance evaluation form
shall have an area in which an employee may voluntarily respond to the
evaluation with his/her comments.
Personnel Policies& Procedures EMPLOYMENT PRACTICES: Page 16 of 22
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 01.07
Personnel Policies & Procedures
Approved: 00/00/00
Termination of Employment Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To establish criteria and procedures for the termination of Housing Authority
service.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding,
these policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority that all employees separating from
employment with the Housing Authority be granted access to those benefits accrued
but not taken through their last day of service, and that they be subject to the criteria
and procedures listed below.
IV. Procedure:
A. Resignations
1. Voluntary resignations from active employment with the Housing Authority
should be submitted in writing and provide a minimum of two (2) full
calendar weeks notice prior to the last day of work. This courtesy shall be
noted in the employee's official personnel file and shall be considered in the
event of future employment applications.
a. An employee who is absent from work for five (5) consecutive
scheduled work days without proper notification to the Authority shall
be considered to have voluntarily resigned employment with the
Housing Authority. Such voluntary resignation without notice shall be
noted in the employee's official personnel file. If mitigating
circumstances are present, the Executive Director may consider action
other than acceptance of voluntary resignation (see Section 3.12).
b. In the event of voluntary resignation, final payment of wages and other
accumulated hours due for holiday, vacation, overtime, and
Personnel Policies& Procedures EMPLOYMENT PRACTICES: Page 17 of 22
compensatory time pay shall be paid the employee on the next check
release for whichever pay period deadline the notification is received.
2. In the event of death of the employee, his/her estate shall be paid all wages
and other accumulated hours due for holiday, vacation, overtime, and
compensatory time pay through the employees last day of service. Such
payment shall be made on the next check release for whichever pay period
deadline the notification is received.
B. Any termination initiated by the Housing Authority shall be approved in
advance by the Executive Director.
1. In the event of a separation while the employee is in probationary status,
final payment of wages and other accumulated hours due for holiday,
vacation, overtime, and compensatory time pay through the employees last
day of service shall be paid on the last day of pay status or at the next check
release for whichever pay period deadline the notification is received.
2. In the event of layoff, the affected employees shall receive two (2) calendar
weeks advance notice of the layoff, if possible. If two weeks notice cannot
be given, two full workweeks compensation shall be paid at the time of
layoff or at the next check release for whichever pay period deadline the
notification is received.
3. In the event of dismissal or layoff, final payment of wages and other
accumulated hours due for holiday, vacation, overtime, and compensatory
time pay through the employees last day of service shall be paid on the last
day of pay status or at the next check release for whichever pay period
deadline the notification is received.
C. Retirement
1. In the event of a retirement, the employee should provide written notice of
his/her intention to retire at least thirty (30) calendar days in advance of the
effective date of retirement. Final payment of wages and other accumulated
hours due for holiday, vacation, overtime, and compensatory time pay shall
be paid the employee on the last day in pay status or at the next check
release for whichever pay period deadline the notification is received.
2. The Housing Authority will continue to make its contributions to the
retiree's health and dental plan in a manner comparable to the County or as
provided by law.
3. Upon retirement, the employee and the designated provider shall arrange
disbursements of any and all Deferred Compensation funds.
Personnel Policies& Procedures EMPLOYMENT PRACTICES: Page 18 of 22
D. Employees who leave the Housing Authority in good standing may be
considered for future re-employment. Employees who resign without adequate
notice or who are discharged for unsatisfactory performance or conduct may be
denied consideration for re-employment.
E. Upon termination, the employee shall be required to return to his/her immediate
supervisor all property belonging to the Housing Authority or to make
arrangements for repayment of amounts due to meet the replacement cost of
such property. Upon receiving notice of termination, the immediate supervisor
shall prepare a list of outstanding property due the Housing Authority and
present that list to the employee.
F. Flexible Spending Account: Employees separating from the Housing Authority
with pre-paid funds in their possession will have the outstanding funds deducted
from any final pay in accordance with the original signed agreement with the
employee.
G. Extended Health Insurance Coverage: The Consolidated Omnibus Budget
Reconciliation Act of 1986 (COBRA) allows an eligible terminating employee
to elect to extend his/her health insurance coverage for as long as eighteen (18)
months following termination. Such election requires the employee to pay the
total monthly premium, plus a small administrative fee.
1. An employee who is either voluntarily or involuntarily terminated from
employment, is eligible according to law, to elect extended coverage during
a specific period following termination.
2. Coverage can be the same as that held as an active employee, including
covered dependents. The employee will be responsible for monthly
premium payments in order to retain coverage.
3. Upon termination, the Personnel Office will provide the employee with
detailed information concerning COBRA/HIPPA or related programs, their
benefits, limitations, and requirements, as well as election forms.
Personnel Policies& Procedures EMPLOYMENT PRACTICES: Page 19 of 22
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 01.08
Personnel Policies & Procedures
Approved: 00/00/00
Exit Interviews Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To determine and document the reasons employees leave the Housing Authority, to
encourage departing employees to bring forward unresolved issues arising out of
their employment with the Housing Authority, and to solicit constructive criticism
to aid in the improvement of the Housing Authority in accomplishing its mission.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding,
these policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority that prior to the end of the last day of
employment with the Housing Authority, employees are to be encouraged to have
an Exit Interview with the Executive Director, Human Resources/Training Officer,
or other designated representative.
II. Procedure:
A. Supervisors shall refer terminating employees to the Executive Director, Human
Resources/Training Officer, or other designated representative for an Exit
Interview.
B. The Exit Interview may cover, but not be limited to, the following areas:
1. Job duties and work load 4. Authority Policies and Practices
2. Quality of supervision 5. Working conditions
3. Sufficiency of staffing 6. Salaries and benefits
Personnel Policies& Procedures EMPLOYMENT PRACTICES: Page 20 of 22
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA section 01.09
Personnel Policies & Procedures
Approved: 00/00/00
Layoff Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To establish procedures and criteria for layoff at the Housing Authority.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding,
these policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority that layoff of employees shall be used as a
last resort in the event of lack of work, lack of funds, reorganization, or any other
reason.
IV. Procedure:
A. The Board of Commissioners shall determine when a layoff of Housing
Authority employees shall occur as necessary due to lack of work, lack of funds,
reorganization, or other prudent reasons.
B. In the event of pending layoff, consideration of the layoff of personnel in the
affected department(s) shall be in the following order:
1. All non-permanent limited service personnel will be reviewed for
termination, then;
2. All full-time and part-time probationary personnel will be reviewed for
termination, then;
3. Finally all full-time and part-time permanent personnel will be reviewed for
layoff.
4. In making selections for termination or layoff, the continued operational
integrity of the Housing Authority shall be the paramount consideration.
Where feasible, employees shall be laid off in the order of inverse seniority
within classifications.
Personnel Policies&Procedures EMPLOYMENT PRACTICES: Page 21 of 22
C. All full-time and part-time employees affected by the layoff shall be given no
less than two (2) weeks written notice of layoff. If two (2) weeks notice cannot
be given, a combination of notice and pay equaling two (s) weeks notice shall
be given.
D. Employees identified for layoff will be allowed to accept demotion to a lower
classification if a position is vacant and the employee can meet the
qualifications for the position.
1. Employees accepting demotion to a position at a lower salary range, as a
result of a reorganization not associated with a lack of work or lack of funds,
shall maintain his/her present salary and shall not receive any additional
compensation until the salary of the lower position he/she is filling is equal
to his/her salary at the time of demotion (Y-rating).
2. Employees accepting demotion to a position at a lower salary range, as a
result of lack of work or lack of funds, will have his/her salaries adjusted so
that they occupy the same step in the new lower range as they did in the
range of the position from which they were demoted.
E. The names of employees laid off shall be entered upon a re-employment list in
the inverse order that they were laid off for a period of two (2) years. The
person ranking highest on the re-employment list for a particular classification
shall be offered the appointment when a permanent full-time, permanent part-
time, or temporary vacancy occurs in the classification prior to in house
promotion or public advertising.
Personnel Policies& Procedures EMPLOYMENT PRACTICES: Page 22 of 22
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 02.00
Personnel Policies & Procedures
COMPENSATION PRACTICES
COMPENSATION PRACTICES
Personnel Policies&Procedures COMPENSATION PRACTICES: Page I of 16
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 02.01
Personnel Policies & Procedures
Approved: 00/00/00
Position Classification Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To provide a method for identifying and classifying each position within the
Housing Authority.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding,
these policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Authority that each position shall be classified based on the
assigned duties and responsibilities in accordance with the classifications
established by publication of classification specifications approved by the Executive
Director.
IV. Procedure:
A. The Executive Director or the Human Resources/Training Officer, if so
designated by the Executive Director, shall be responsible for the classification
of all Authority positions in accordance with established Authority class
specifications and shall be responsible for the maintenance of the classification
system.
1. If the description of a new position does not substantially meet any of the
existing class specifications, a new classification specification shall be
prepared by the Executive Director or his/her designee and approved by the
Board of Commissioners.
2. The classification title of a position shall be used in all official personnel
and budget records and transactions.
3. The Executive Director shall maintain classification specifications of the
Authority, and salary schedules for all positions.
Personnel Policies& Procedures COMPENSATION PRACTICES: Page 2 of 16
B. Classifications of the Authority shall be divided into Exempt and Non-Exempt
classifications.
1. Exempt classifications shall include those classes that meet the Fair Labor
Standards Act criteria for executive, professional, and administrative
exemption from overtime regulations.
2. Non-Exempt classifications shall include those classification excluded under
Section IV.B.1, above.
Personnel Policies& Procedures COMPENSATION PRACTICES: Page 3 of 16
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 02.02
Personnel Policies & Procedures
Approved: 00/00/00
Compensation Plan Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To establish salary ranges for each classification of the Housing Authority and a
system by which Authority employees are awarded increases in salary based on
service and performance.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding,
these policies and procedures shall apply to all Housing Authority employees.
III. Policy:
Each regularly budgeted position shall have a classification with a salary range,
and placement within the range shall follow the established procedures within this
policy.
IV. Procedure:
A. Each Authority classification shall be assigned to a salary range by the
Executive Director except as provided in C.
B. Each employee shall be paid within the range assigned to his/her classification
within the context of the following:
1. Step 1 of each range shall normally be the hiring rate of the classification.
a. In those cases where there is substantial difficulty in securing qualified
personnel, or a person of unusual qualifications is a final candidate, the
Executive Director may approve appointment at a higher step.
2. Movement to the subsequent higher step of each range shall be awarded
upon satisfactory completion of the probationary period and shall be granted
on the first of the following month concluding this time period. This shall
establish the employee's anniversary date.
Personnel Policies&Procedures COMPENSATION PRACTICES: Page 4 of 16
3. Increases granted after the successful completion of the probationary period
shall be granted upon continued satisfactory performance on the annual
anniversary date provided the employee is not already at the top step in that
classification.
4. Such increases may be granted with recommendation of the supervisor and
approval of the Executive Director.
5. Multiple step increases may be granted up to the maximum step within each
classification upon approval of the Executive Director.
C. Project positions may have a different salary system or range, based on budget
requirements of the fund source or established allocations. Such project-based
salary systems or ranges shall have the approval of the Executive Director.
Personnel Policies&Procedures COMPENSATION PRACTICES: Page 5 of 16
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 02.03
Personnel Policies & Procedures
Approved: 00/00/00
Hours of Work Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To establish the hours of work for the Housing Authority.
II Application:
Except as otherwise provided herein or in applicable memoranda of understanding,
these policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority that full-time employees of the Authority
shall have a full-time workweek of a 5 days and 40 hours per week or an approved
alternative workweek such as 9 days and 80 hours in a two-week period.
IV. Procedure:
A. For payroll computation purposes, the workweek of the Authority shall be seven
consecutive days beginning Sunday and extending through the following
Saturday.
B. For payroll computation purposes, each workday shall begin at midnight.
C. The normal work schedule for full-time employees shall be eight (8) hours per
day, Monday through Friday, during the hours of 8:00 a.m. to 4:30 p.m.
1. The Executive Director may authorize a variable work schedule for an
individual employee or for individual work sites.
D. Employees shall be granted and may take a rest period of fifteen (15) minutes
during each four hours of work. Rest period shall be considered as time worked
for pay purposes. Rest periods may not be taken at the end or beginning of a
shift or accumulated.
Personnel Policies& Procedures COMPENSATION PRACTICES: Page 6 of 16
E. Each full-time employee shall have an unpaid, duty-free, lunch break of at least
thirty (30) minutes, as shall part-time employees working at least six (6) hours
per day.
Personnel Policies& Procedures COMPENSATION PRACTICES: Page 7 of 16
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 02.04
Personnel Policies & Procedures
Approved: 00/00/00
Overtime Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To provide guidelines for the administration of overtime pay policy in compliance
with applicable regulations.
I1. Application:
Except as otherwise provided herein or in applicable memoranda of understanding,
these policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority that non-exempt employees receive
payment for overtime in accordance with the overtime provisions of the Fair Labor
Standards Act.
IV. Procedure:
A. All non-exempt employees of the Housing Authority are subject to the
provisions of the Fair Labor Standards Act.
B. Except in apparent emergency situations, overtime is not to be worked without
the authorization of the employee's supervisor. Eligibility for overtime pay
commences upon the completion of eight (8) hours of actual work in a workday
and/or forty (40) hours of actual work in a workweek, and/or hours of actual
work in excess of the non-exempt employee's full-time work schedule.
Overtime shall be compensated, at the election of the employee, as follows:
I. Overtime is to be paid at the rate of time and one-half the employee's
regular hourly rate. Payment of overtime should occur no later than the first
pay period following the payroll deadline after the work was reported; or
2. Compensated by granting time off(compensatory time) at the rate of one
and one-half hours for each overtime hour worked.
Personnel Policies& Procedures COMPENSATION PRACTICES: Page 8 of 16
3. The employee must notify his/her supervisor of their intention to accrue
compensatory time or to receive overtime pay. Failure to provide notice to
the supervisor will result in payment of the overtime.
a. Employees may not accrue compensatory time in excess of a balance of
eighty (80) hours. Once that eighty (80) hours is accrued, subsequent
overtime hours will be paid at the overtime rate.
b. Accrued compensatory time may be carried over for use in the next
fiscal year; however, employees may not use more than eighty (80)
hours of compensatory time in any fiscal year.
4. The scheduling of accrued compensatory time off shall be by mutual
agreement between the supervisor and the employee. Compensatory time shall
not be taken when the employee will be replaced by another employee who
would be eligible to receive overtime payment because of the absence. This
provision may be waived at the discretion of the Department Head or his/her
designee.
Personnel Policies&Procedures COMPENSATION PRACTICES: Page 9 of 16
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 02.05
Personnel Policies & Procedures
Approved: 00/00/00
Bilingual Pay Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To establish a salary differential for positions of the Housing Authority requiring
bilingual proficiency.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding,
these policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority that positions requiring the use of other
languages to enhance the services provided by the Authority shall receive
compensation for the required language skills.
IV. Procedure:
A. A monthly salary differential, shall be paid incumbents of positions requiring
bilingual proficiency, as designated by the Executive Director. Said differential
shall be prorated for employees working less than full time and/or who are on
an unpaid leave of absence for a portion of any given month.
1. Designation of positions for which bilingual proficiency is required is the
sole prerogative of the Executive Director or his/her designee.
2. The procedure for determining competency and qualifications for bilingual
pay shall be comparable to that used by Contra Costa County (see Schedule
A).
B. Bilingual compensation will be limited to the time an employee serves in a
position designated as requiring bilingual proficiency and will not be transferred
to a new position unless so designated by the Executive Director or his/her
designee.
Personnel Policies& Procedures COMPENSATION PRACTICES: Page 10 of 16
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 02.06
Personnel Policies & Procedures
Approved: 00/00/00
Working Out of Classification Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To provide proper compensation for the full-time Housing Authority employee who
is required to perform the duties of another classification on a temporary basis in an
Acting capacity.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding,
these policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority to compensate those full time employees
who are required to work in another classification in the absence of the incumbent
of the position for a period of thirty (30) days or more (or as provided in Section II
above).
IV. Procedure:
A. Full time employees may be assigned to an acting position only upon prior
authorization of the Executive Director when the anticipated vacancy is
expected to last thirty (30) days or longer.
1. The employee appointed to an acting position shall be paid at a pay step
appropriate to the higher(or equivalent classification), but in no case shall
the employee be paid less than five (5) percent over his/her current rate of
pay. The Executive Director may authorize a higher rate of pay, providing it
is within the approved pay range of the classification being filled.
2. If the employee in acting status is appointed from acting status to permanent
status in the position and classification in which he/she has been acting,
probation shall be handled as in Section 1.03.
B. Acting appointments will not exceed six (6) months without approval of the
Executive Director.
Personnel Policies& Procedures COMPENSATION PRACTICES: Page 1 1 of 16
C. The employee serving in an acting capacity is not eligible for a step increase at
the higher rate of pay if his/her anniversary date occurs during the acting status
period. However, if the increase in the regular position would make the
difference in the current pay less than 5%, then the current pay may be adjusted.
D. Upon return to his/her former classification, the employee will be entitled to pay
at a higher step if such anniversary was passed and a performance review was
approved.
E. Should an employee serve in an acting capacity for more than one (1) year,
he/she shall be eligible for an increase, upon approval of the Executive Director.
Personnel Policies&Procedures COMPENSATION PRACTICES: Page 12 of 16
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 02.07
Personnel Policies & Procedures
Approved: 00/00/00
Promotions and Transfers Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To assist and encourage employees to advance in status, position themselves for
changes in career path, and change positions in keeping with their qualifications,
experience, and interests, as opportunities present themselves. To establish criteria
for the facilitation of promotions and transfers within the Housing Authority.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding,
these policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority that all employees are to be encouraged
and assisted in seeking advancement and in preparing themselves for advancement
within the Authority through opportunities provided by promotion and transfer.
IV. Procedure:
A. Promotions
1. During the initial stages of any recruitment, the Executive Director or
his/her designated representative shall determine whether it is to be an open
or promotional examination.
a. If designated as a promotional examination, only permanent Authority
employees will be considered as applicants.
b. If designated as an open examination, Authority employees are
encouraged to apply and compete with all qualified persons who are not
currently employed by the Authority.
Personnel Policies& Procedures COMPENSATION PRACTICES: Page 13 of 16
2. Positions shall be filled after all candidates have been ranked in order of
their relative qualifications for the job as established by the selection
procedures called for by the Executive Director or his/her designee.
a. Where both current Authority employees and outside candidates are
being considered for a position, where merit and qualifications are
substantially equal, preference will be given to the current Authority
employee.
3. When an Authority employee is promoted, that employee shall be placed on
the step of the new pay range so that he/she receives a salary increase of at
least five (5) percent over the salary in his/her former position.
4. The employee's anniversary date shall change to the first of the month,
following the conclusion of the new probationary period in the promotional
position.
B. Transfer
1. Transfers shall be made at the sole discretion of the Executive Director to
meet the needs of the Housing Authority or as in Section II at the beginning
of this section. The Executive Director may consider an employee initiated
request for transfer.
2. When an Authority employee is transferred, he/she shall be placed on the
same step in the pay range of the class of the new position as held in his/her
former position or as in Section II at the beginning of this section.
Personnel Policies&Procedures COMPENSATION PRACTICES: Page 14 of 16
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 02.08
Personnel Policies & Procedures
Approved: 00/00/00
Demotion Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To provide for the option of placing a Housing Authority employee in a position of
lower classification and pay status if an employee is unable or unwilling to meet the
requirements of the current position.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding,
these policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority to consider the option of demotion if the
employee is desirous of such a move; is no longer suited for his/her current
position, or as an alternative to layoff.
IV. Procedure:
A. A voluntary demotion may be considered by the Executive Director upon the
request of an employee when the employee wishes to vacate his/her current
position for a position in a lower classification for which he/she meets the
qualifications.
1. If the request is coincident with an open position, the Executive Director
may:
a. require the employee to compete with the other applicants, as in A,
above, or
b. grant the employee's request, or
c. deny the employee's request.
2. An involuntary demotion may be necessary because of lack of funds, lack of
work, disciplinary action, re-organization, or as an alternative to layoff.
Personnel Policies& Procedures COMPENSATION PRACTICES: Page 15 of 16
B. An employee who is demoted as a result of his/her request shall be placed in the
lower classification at the same step level as he/she occupied in the higher class.
Personnel Policies& Procedures COMPENSATION PRACTICES: Page 16 of 16
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 03.00
Personnel Policies & Procedures
EMPLOYEE BENEFITS
EMPLOYEE BENEFITS
Personnel Policies&Procedures EMPLOYEE BENEFITS: Page 1 of 46
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 03.01
Personnel Policies & Procedures
Approved: 00/00/00
Annual Leave Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To provide opportunities to the eligible employees of the Housing Authority to schedule
approved time away from work with pay.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding, these
policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority that eligible employees be provided with paid
annual leave based on their length of service with the Housing Authority.
IV. Procedure:
A. Annual Leave Accrual
1. Accrual of annual leave is computed each payroll period based on the monthly
accrual rate. Accrual occurs during any month during which the employee
receives regular straight time pay or uses authorized accruals for pay.
a. For purposes of annual leave accrual calculation, straight time pay shall
include Housing Authority pay for regular hours worked; annual leave, sick
leave, and compensatory time taken; Housing Authority holidays observed;
and personal holiday leave, management leave; and any other approved paid
leave taken, except for administrative leave.
2. The accrual rates of annual leave for eligible full-time employees are as follows:
Monthly Annual Maximum
Accrual Accrual Cumulative
Length of Service Hours Hours Hours
Under 11 Years 10 120 240
11,years 10.67 128 256
12 years 11.33 136 272
Personnel Policies&Procedures EMPLOYEE BENEFITS: Page 2 of 46
13 years 12 144 288
14 years 12.67 152 304
15 through 19 years 13.33 160 320
20 through 24 years 16.67 200 400
25 through 29 years 20 240 480
30 years and up 23.33 280 560
a. There shall be no accrual in excess of the maximum accrual amounts, or
retroactive credit for such hours.
b. Annual leave credits for permanent part time employees shall be accrued in
proportion to the number of regularly scheduled hours per week.
B. Annual Leave Usage
1. Employees' use of accrued annual leave shall be by mutual agreement as
determined by the supervisor after due consideration of the employee's
convenience and the operational and administrative requirements of the Housing
Authority.
a. Employees shall request use of annual leave far enough in advance of the date
of use desired to enable the supervisor to adequately plan for the employee
absence.
b. No annual leave usage shall be provided beyond that amount accrued.
Authorization by the Department head for annual leave shall not constitute
authorization of paid annual leave beyond the balance accrued at the time
such leave is taken.
2. In the event a Housing Authority observed holiday occurs within a period of
employee annual leave, the employee shall not be charged for annual leave for the
observed holiday.
3. Annual leave shall be paid at the employee's regular straight time rate.
4. Annual leave may be used for any authorized absence (except disciplinary
suspension).
C. Vacation Payoff
1. An employee may elect to receive a limited payoff of accrued vacation only twice
each calendar year. Such payoff may be for no more than one-half of the hours an
employee can accrue annually.
2. Annual leave balances will be reduced by the number of hours paid off under this
section.
Personnel Policies&Procedures EMPLOYEE BENEFITS: Page 3 of 46
D. Annual Leave Pay Upon Termination
1. Any employee who resigns, is laid off, or dismissed shall be entitled to pay at
his/her straight-time hourly rate for any annual leave allowance accumulated and
unused from the date of hire to the date of termination.
E. Return Following Separation
1. A separated employee in good standing who returns to active employment with
the Housing Authority within two (2) years from the date of separation shall have
his/her length of service restored to that held at the time of separation for
purposes of determining accrual rates for annual leave.
Personnel Policies& Procedures EMPLOYEE BENEFITS: Page 4 of 46
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA section 03.02
Personnel Policies & Procedures
Approved: 00/00/00
Sick Leave Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To provide sick leave with pay to minimize loss of income for an eligible Housing
Authority employee who is compelled to be away from work because of illness, injury,
and other related circumstances.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding, these
policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority to provide paid sick leave to eligible employees
who would otherwise be on pay status but who are unable to work because of illness or
disability. It is also to provide for limited preventive medical assistance, medical
appointments, and to tend to the illness of family members, as provided by law.
IV. Procedure:
A. Accrual of Sick Leave
1. Accrual of sick leave is computed each payroll period based on the monthly
accrual rate. Accrual occurs during any month during which the employee
receives regular straight time pay or uses authorized accruals for pay.
a. For purposes of sick leave accrual calculation, straight time pay shall include
Housing Authority pay for regular hours worked; annual leave, sick leave, and
compensatory time taken; Housing Authority holidays observed; and personal
holiday leave, management leave and any other approved paid leave taken,
except for administrative leave.
2. Commencing with the second calendar month of employment, permanent full-
time employees shall accrue eight (8) hours per month.
Personnel Policies& Procedures EMPLOYEE BENEFITS: Page 5 of 46
3. Permanent part-time employee shall accrue sick leave in proportion to their
regularly scheduled workweek.
4. Sick leave may be accrued without limits.
B. Use of Sick Leave
1. An eligible employee can be granted sick leave by the immediate supervisor up to
the amount accrued, upon determination of proper and timely notifications, for the
following:
a. In the case of a bona fide illness or injury of the employee.
b. In the event of a bona fide illness or injury of a member of the employee's
immediate family.
1) Use of sick leave in such a case may be limited to an accrued amount that
is not more than the amount accrued during six months of employment.
c. In the event of a scheduled medical or dental appointment for the eligible
employee which requires his/her absence from work.
2. The employee is responsible for providing, or making a diligent effort to provide,
notice of absence to his/her immediate supervisor, the supervisor's office, or to
such person clearly designated by the supervisor. Such notice is to be made no
later than within the first hour of the employee's work shift on the first workday
that sick leave is requested.
a. The employee is responsible for daily notification of his/her supervisor, as
above, for the duration of the illness or disability; however, if a practicing
physician has notified the employee and Housing Authority of an estimated
date of return, no notification by the employee is necessary until the first day
of the expiration of that period and each day thereafter.
b. In case of illness or disability extending beyond three consecutive (3) working
days, the employee may be required to submit a release to return to work
signed by a licensed and practicing physician.
1) In such case, the employee is responsible for notifying his immediate
supervisor, in the manner called for in 2., above. Such notice is to be made
no later than within the first hour of the employees work shift on the
return to work date.
c. In the case of sick leave to attend to the illness or injury of a relative, the
employee may be required to submit verification of the illness of the relative.
Personnel Policies&Procedures EMPLOYEE BENEFITS: Page 6 of 46
3. Sick leave shall not be used in lieu of any other leave accruals.
4. Sick leave shall be paid at the employee's regular straight-time rate.
5. Sick leave shall be charged in increments of one-quarter(1/4) hour.
6. In the event a Housing Authority observed holiday occurs within a period of
employee sick leave, the employee shall not be charged for sick leave for the
observed holiday.
7. Should an employee exhaust all sick leave accruals (for properly documented
illnesses/injuries), he/she may transfer sick leave to other available leave accruals.
C. Return Following Separation
1. A separated employee in good standing, who returns to active employment with
the Housing Authority within two (2) years from the date of separation, shall have
his/her sick leave restored to that held at the time of separation and shall begin
sick leave accrual with the date of his/her return to active employment.
D. Pay for Unused Sick Leave
1. Upon individual request, an employee may receive payment for unused sick leave
of up to forty (40) hours in a calendar year under the following conditions:
a. The employee must have a minimum balance of two hundred (200) hours on
November 1"of the year preceding payment.
b. The employee can use no more than fifty-six (56) hours of sick leave during
the payment year to be eligible for payment in that year.
c. An employee must notify the Fiscal Department by November 5`h of the
payment year of his/her intent to receive payment.
d. All unused sick leave credits as of November 1"of the payment year are
accrued to the employee's sick leave account. This accrual amount is reduced
by the number of hours being paid.
d. Employees receiving payment will be paid on the first payday in December of
the payment year.
E. Sick Leave credit earned but not used or paid out may be carried from year to year
and upon vested retirement, may be applied to longevity in the County Retirement plan.
Personnel Policies&Procedures EMPLOYEE BENEFITS: Page 7 of 46
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 03.03
Personnel Policies & Procedures
Approved: 00/00/00
Holidays Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To designate holidays which will be observed by the Housing Authority and to prescribe
salary procedures for those employees eligible for paid holidays.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding, these
policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority that eligible employees not otherwise scheduled
to work receive Housing Authority designated holidays off with pay, that those scheduled
to work received appropriate compensation for the holiday, and that those not eligible for
pay are exempted from working on the designated holidays.
IV. Procedure:
A. The following days shall be observed as holidays by the Housing Authority:
New Year's Day January 1
Martin Luther King Jr. Day 3`d Monday in January
Presidents Day 3`d Monday in February
Memorial Day Last Monday in May
Independence Day July 4
Labor Day First Monday in September
Veteran's Day November l 1
Thanksgiving Day 4`h Thursday in November
Day after Thanksgiving Friday following Thanksgiving
Christmas Day December 25
Every day or part of a day proclaimed by the Board of Commissioners shall be
recognized as a holiday.
Personnel Policies& Procedures EMPLOYEE BENEFITS: Page 8 of 46
B. When a holiday falls on a Saturday, the preceding Friday shall be deemed to be the
holiday-in-lieu of the day observed: and when a holiday falls on a Sunday, the
following Monday shall be deemed to be the holiday-in-lieu of the day observed. For
alternate schedules, the Housing Authority shall determine which day the holiday-in-
lieu will be designated.
C. Every eligible employee who is in paid status on the day the Housing Authority
observes a holiday is entitled to the holidays specified above.
1. Permanent full-time employee shall receive their straight time daily rate for eight
(8) hours for the observed holiday.
2. Permanent part-time employees shall receive their straight time hourly rate in
proportion to the number of regularly scheduled hours per week.
D. All employees, except those specifically scheduled to work on a holiday, shall not
report to work on the observed holidays.
1. Those employees scheduled to work on the holiday shall receive one and one-half
times their regular rate of pay for the workday, plus straight time pay for the
holiday.
E. No employee who is on unpaid leave of absence on either the regularly scheduled
workday immediately preceding or immediately following the holiday or day
observed in-lieu of the holiday shall receive compensation for said holiday or day
observed in-lieu of the holiday.
Personnel Policies& Procedures EMPLOYEE BENEFITS: Page 9 of 46
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 03.04
Personnel Policies & Procedures
Approved: 00/00/00
Personal Holiday Leave Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To provide Housing Authority employees with additional paid time away from work to
recognize their personal holidays or to use as they see fit.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding, these
policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority that each eligible employee receives two (2)
hours of Personal Holiday Leave for each month of Housing Authority employment, to a
maximum of thirty-two (32) hours.
IV. Procedure:
A. Each eligible employee will be credited with hours of Personal Holiday Leave time
for each month of Housing Authority employment.
1. Permanent full-time employees will be credited with two (2) hours for each
month of Housing Authority employment, to a maximum of thirty-two (32) hours.
a. Permanent part-time employees will be credited with a number of hours,
proportionate to two (2) hours based on their regularly scheduled hours per
week, for each month of Housing Authority employment, to a maximum
proportionate to thirty-two (32) hours.
2. No employee may accrue more than thirty-two (32) hours of Personal Holiday
Leave time.
3. Employees shall be allowed to use Personal Holiday Leave time in increments of
no less than one-quarter(1/4) hour.
Personnel Policies& Procedures EMPLOYEE BENEFITS: Page 10 of 46
4. Any employee who resigns, retires, is laid off, or is dismissed shall be entitled to
pay at his/her straight time hourly rate for any Personal Holiday Leave
accumulated and unused from the date of hire to the date of termination.
Personnel Policies& Procedures EMPLOYEE BENEFITS: Page I I of 46
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 03.05
Personnel Policies & Procedures
Approved: 00/00/00
Administrative Leave Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To provide supervisors and managers with a means to temporarily remove an employee
from the work environment for investigative, security, or disciplinary reasons consistent
with the needs of the Housing Authority and/or the employee.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding, these
policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority that managers shall have the authority, subject to
the concurrence of the Executive Director, to temporarily restrict individual employees
from the Housing Authority work environment and work site when, in their judgment, it
is not in the best interests of the Housing Authority to allow that employee to remain on
duty.
Such an action may be initiated in those cases involving the investigation of employee
conduct or incident; in order to provide for the security of the employee; where
immediate or pending disciplinary action requires the restriction of the employee from
the immediate working environment; or in any circumstance determined appropriate by
the Executive Director.
IV. Procedure:
A. Employees may be temporarily placed on Administrative Leave by his/her supervisor,
with concurrence of the Executive Director, in the following or similar
circumstances:
1. In the event that an employee is subject to investigation regarding a pending
disciplinary action,or investigation as to allegations of inappropriate actions or
conduct.
Personnel Policies& Procedures EMPLOYEE BENEFITS: Page 12 of 46
2. In the event that an employee's absence from the workplace is for their safety.
3. In the event that immediate or pending disciplinary action indicates that the
employee be restricted from the Authority work environment and work site or
location.
4. In the event that an employee has been formally charged with the commission of
a job related felony or misdemeanor.
5. In the event that an employee appears to be unable to perform the duties of his/her
job due to illness, injury or other circumstance.
6 In the event of any other circumstance, as determined by the Executive Director.
B. Administrative Leave shall be with pay, as recommended by the manager and
approved by the Executive Director, subject to the provisions below.
1. Administrative Leave may be implemented immediately and shall be confirmed in
writing within two (2) working days after initiation of the leave.
2. Administrative Leave is limited to a maximum of fifteen (15) calendar days, unless
extended by the Executive Director.
3.. Administrative Leave without pay for disciplinary reasons or suspension, may be
implemented as in Disciplinary Actions in Section 4.01 or Section II at the
beginning of this section.
4. Administrative Leave without pay for non-disciplinary reasons or leave of absence,
may be taken as authorized in Section 3.11.
Personnel Policies&Procedures EMPLOYEE BENEFITS: Page 13 of 46
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 03.06
Personnel Policies & Procedures
Approved: 00/00/00
Management Leave Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To provide additional time off in recognition of the additional responsibilities involved in
the administration and management of the Housing Authority.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding, these
policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority that its exempt employees receive additional
paid time off in accordance with the following procedures.
IV. Procedure:
A. On January I" of each year, each exempt employee of the Housing Authority will be
credited with sixty (60) hours of paid management leave.
1. The sixty (60) hours of management leave must be used during the calendar year
in which credited and shall not be carried forward.
2. The sixty (60) hours shall be prorated for part time exempt positions.
B. Paid management leave is separate from paid annual leave and will be accounted for
accordingly.
C. Upon separation from Housing Authority service, there shall be no payoff for unused
management leave credits.
D. New management employees shall receive management leave prorated to their time
in an eligible title for that calendar year in which they are appointed.
Personnel Policies&Procedures EMPLOYEE BENEFITS: Page 14 of 46
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 03.07
Personnel Policies & Procedures
Approved: 00/00/00
Bereavement Leave Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To establish guidelines for granting bereavement leave to all of the employees of the
Housing Authority.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding, these
policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority to grant time off with pay to employees for
arranging and or attending funerals of members of their immediate family.
IV. Procedure:
A. An employee may be granted leave for up to a maximum of five (5) days or forty (40)
hours with pay in the event of a death in the immediate family of the employee or of
any relative or dependent residing in the home of the employee at the time of death
1. The employee shall be paid at his/her regular rate for the period of the leave.
2. The employee may be required to provide proof of death.and or relationship of
the deceased.
B. Upon approval of the Executive Director, accrued sick leave may be used to attend
the funeral of friends and distant relatives, or to extend the bereavement leave for
immediate family members beyond the five (5) days or forty (40) hours.
C. Upon approval of the Executive Director, approved leave in excess of five (5) days or
forty (40) hours will be charged to the employee's accumulated sick leave or other
leave.
Personnel Policies& Procedures EMPLOYEE BENEFITS: Page 15 of 46
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 03.08
Personnel Policies & Procedures
Approved: 00/00/00
Catastrophic Leave Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To provide a method by which Housing Authority employees may contribute to the leave
balances of another employee in the event of a catastrophic illness or injury to that
employee.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding, these
policies and procedures shall apply to all Housing Authority employees.
II. Policy:
It is the policy of the Housing Authority that an employee is eligible to receive donations
of accrued paid leave, other than sick leave, from their fellow employees to be included
in the recipient's sick leave balance if she/he has suffered a catastrophic illness or injury
which is defined as a critical medical condition considered to be terminal, or a long-term
major physical impairment or disability.
IV. Procedure:
A. Application for Catastrophic Leave shall be submitted in writing to the Executive
Director or his/her designee by the recipient employee, recipient employee's family,
or other person designated in writing by the recipient employee.
1. The recipient employee shall not be eligible so long as she/he has accrued paid
leave available; however, the request may be initiated prior to the anticipated
exhaustion of the recipient's leave balances.
2. Medical verification from the treating licensed and practicing physician, including
diagnosis and prognosis, shall be provided by the recipient employee, family, or
designated representative.
3. A recipient employee is eligible to receive 480 hours of donated time per incident.
Requests for exception to this limit may be submitted to the Executive Director
whose decision shall be final.
Personnel Policies& Procedures EMPLOYEE BENEFITS: Page 16 of 46
B. Donations shall be made in hourly increments and are irrevocable. The donor
employee may donate accrued comp time, personal holiday leave, and annual leave
up to any amount so long as the donor employee retains at least eighty (80) hours of
annual leave. Sick leave and management leave may not be donated.
I. Time donated will be converted from the type of time donated and credited to the
recipient employee's sick leave balance on an hour-for-hour basis. It shall be paid
at the rate of pay of the recipient employee. All sick leave provisions shall apply.
2. Time donated in any pay period may be used in following pay periods. No
retroactive donations will be permitted.
C. The determination of the employee's eligibility for Catastrophic Leave donation shall
be at the sole discretion of the Executive Director, shall be final, and shall not be
subject to grievance.
Personnel Policies& Procedures EMPLOYEE BENEFITS: Page 17 of 46
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 03.09
Personnel Policies & Procedures
Approved: 00/00/00
Jury Duty and Official Appearances Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To establish criteria and procedures for the authorization of leave with pay for Housing
Authority employees called for Jury Duty and Official Appearances.
II. Application:
Except as otherwise provided herein.or in applicable memoranda of understanding, these
policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority that all employees called to Jury Duty or
subpoenaed to appear on behalf of the Housing Authority shall be paid for the time
served or time away from their normal duties.
IV. Procedure:
A. Jury Duty
1. Employees summoned to jury duty selection and those selected for jury duty may
elect either of the following:
a. Remain in regular pay status for the duration of their required service and
waive or surrender all fees (other than mileage), and provide his/her
supervisor with a certificate indicating the days attended and noting that fees
other than mileage have been waived or surrendered.
b. Retain all fees and take an Authorized Leave of Absence (see section 3.11)
without pay.
2. Employees shall advise their supervisors as soon as possible if scheduled to
appear for jury duty selection or jury duty. The employee must submit a copy of
the official summons to his/her immediate supervisor for approval of jury leave
prior to the beginning of such duty or service.
Personnel Policies& Procedures EMPLOYEE BENEFITS: Page 18 of 46
3. When an employee is required to serve on jury duty, the Housing Authority may
adjust an employee on an alternative work schedule to temporarily return to a
regular schedule for the remainder of their jury service.
a. Employees on short notice standby to report to court, whose job duties make
short notice responsible impossible or impractical, shall be given alternate
work assignments for those days to enable them to respond to the court on
short notice.
4. Employees are not permitted to engage in any employment occupation before or
after daily jury service that would affect their ability to properly serve as jurors.
B. Official Appearances
1. Employees called upon as a witness or an expert witness in a case arising in the
course of their work may elect either of the following:
a. Remain in regular pay status for the duration of their required service and turn
over to the Housing Authority all fees and expenses (other than mileage).
b. Retain all fees and take an Authorized Leave of Absence (see section 3.11)
without pay.
2. Employees called to serve as a witness in private case or personal matters (e.g.
accident suits and family relations) may use any accrued leave except sick leave,
or an Authorized Leave of Absence without pay and retain all witness fees paid to
them.
3. Employees shall advise their department as soon as possible if scheduled to
appear for witness duty.
Personnel Policies& Procedures EMPLOYEE BENEFITS: Page 19 of 46
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 03.10
Personnel Policies & Procedures
Approved: 00/00/00
Military Leave Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To enable Housing Authority employees to satisfy their military service obligations.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding, these
policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Authority that any eligible employee required to attend military
training shall be entitled to a military leave without loss of seniority and all rights and
benefits based on that seniority as if he/she had been continuously employed, as provided
by the Uniformed Services Employment and Reemployment Rights Act of 1994. In the
event of active duty training or military aid to enforce the law, the Authority shall
supplement the employee's military pay, as necessary, to assure the employee suffers no
loss in normal pay.
IV. Procedure:
A. An employee who leaves to enter military service in time of war, any period of
national emergency as declared by the President, any period of conscription, or period
when the U.S. Armed Forces are serving upon an order or request of the United
Nations, shall be eligible for a military leave without pay as provided in the
Uniformed Services Employment and Reemployment Rights Act of 1994.
1. An employee leaving employment to serve in the uniformed services shall be
provided the COBRA option of continuing health plan benefits. Such separation
from active employment shall be considered a"Qualifying Event" for COBRA
purposes, qualifying both the employee and dependents for coverage for a period
of up to eighteen (18) months and, under special circumstances, dependent
coverage up to thirty-six (36)months.
2. An employee not leaving employment to serve in the uniformed services but who
takes an unpaid leave of absence, shall be granted leave for the period of
conscription plus ninety (90) days. Such leave is limited to five (5) years, and
Personnel Policies& Procedures EMPLOYEE BENEFITS: Page 20 of 46
reinstatement to previous position and seniority will apply as operationally
feasible under the law and with certificate of honorable discharge presented to
Personnel within ninety (90) days after the discharge.
B. Military leave of absence with pay will be granted to permanent employees who are
members of a reserve component of the Armed Forces or members of the National Guard
engaged in active duty training or military aid to enforce the law.
1. The employee shall inform his immediate supervisor upon receipt of military
orders to report for active duty training or military aid to enforce the law. Such
orders shall be submitted immediately upon receipt.
2. Military training leave of absence pay shall not exceed thirty (30) calendar days in
a calendar year.
3. The employee shall return to his/her regular position upon return from military
training leave.
4. The Housing Authority shall compensate the employee for the difference between
the employee's normal rate of pay and that pay received for the military service, if
any. The employee shall provide his immediate supervisor with necessary military
pay documents to make arrangements for appropriate payments to be made by the
Authority.
5. The Housing Authority shall maintain all accruals, seniority and other benefits as
if the employee remained in Housing Authority service.
6. If further absence is required, military leave without pay procedures shall apply
(see section A above).
Personnel Policies& Procedures EMPLOYEE BENEFITS: Page 21 of 46
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 03.11
Personnel Policies & Procedures
Approved: 00/00/00
Authorized Leave of Absence Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To establish criteria and procedures for the granting of authorized leave of absence,
excluding Family and Medical Leave (section 3.13) and Military Leave (section 3.10).
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding, these
policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority that employees may be granted an authorized
leave of absence for reasons found acceptable to the Executive Director or as provided by
law.
IV. Procedure:
A. An Authorized Leave of Absence may be granted to any permanent employee of the
Authority with at least one (1) year of service. Such leave shall not exceed a period of
six (6) months and may be granted for the following reasons:
1. Illness or disability not covered by paid sick leave (see also Family & Medical
Leave of Absence (section 3.13).
2. Education that relates to the employee's career with the Housing Authority.
3. Emergency duty or training as a volunteer firefighter, reserve peace officer or
emergency rescue personnel (generally limited to fourteen (14) workdays per
year).
4. Attendance by a parent or guardian at school meetings or activities (generally
limited to forty (40) hours per year).
5. Other acceptable reasons.
Personnel Policies& Procedures EMPLOYEE BENEFITS: Page 22 of 46
B. Written requests for an Authorized Leave of Absence shall be submitted to the
Executive Director and shall specifically state the reasons for the request, the date the
leave is to begin, and the probable date of return to paid service. Prior approval of the
Executive Director or designee is required in advance of the leave.
1. Employees must exhaust all available accrued leave hours appropriate for the type
of leave before an Authorized Leave of Absence can be granted (except as
provided in Section 3.13).
2. Employees may be required to provide proof of ability to return to work after a
leave of absence because of illness or disability.
3. The Executive Director may assign employees on a temporary basis to perform
the duties of an employee who is on a leave of absence.
4. Employees will neither accrue annual leave, sick leave, personal holiday leave,
nor management leave after using appropriate paid accruals while on an unpaid
Leave of Absence, nor be entitled to Bereavement Leave or Jury Duty Pay while
on an unpaid Leave of Absence.
C. Upon expiration of the Authorized Leave of Absence, the returning employee shall be
reinstated to his/her former position at the same classification and pay.
Personnel Policies& Procedures EMPLOYEE BENEFITS: Page 23 of 46
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 03.12
Personnel Policies & Procedures
Approved: 00/00/00
Unauthorized Absence Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To establish procedures for the treatment of Housing Authority employees who absent
themselves from work without authorization.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding, these
policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority that employees absenting themselves from work
without authorization may be subject to suspension or dismissal.
IV. Procedure:
A. Unauthorized absence from the Housing Authority may be sufficient cause for
suspension, dismissal, or being terminated as having voluntarily resigned (see
Disciplinary Actions {section 4.01} or Section II above).
1. An employee who is absent from work without proper authorization may have
deductions made from his/her pay for the period of absence.
2. Any employee who is absent without leave for five (5) consecutive workdays,
will be considered to have constructively resigned, provided that the Authority
send a Notice of Resignation with proof of service to the Employee's last known
address. The effective date of the constructive resignation shall be five (5)
consecutive workdays after the date the notice was mailed.
Personnel Policies& Procedures EMPLOYEE BENEFITS: Page 24 of 46
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 03.13
Personnel Policies & Procedures
Approved: 00/00/00
Family and Medical Leave of Absence Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To provide Housing Authority employees with a Leave of Absence for specified personal
or medical reasons as provided by federal and state law.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding, these
policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority that permanent employees shall be entitled to at
least twelve (12) weeks of leave as provided in the Federal Family and Medical Leave
Act and additional time as provided in related statutes.
IV. Procedure:
A. Upon request to the Executive Director, any employee in permanent status shall be
entitled to Family and Medical Leave of twelve (12) weeks without pay in any
calendar year in the event of the following:
1. The employee's own serious health condition that makes the employee unable to
perform the functions of his/her position.
a. A serious health condition is an illness, injury, impairment, physical, or
mental condition that warrants the participation of a family member to provide
care during treatment or supervision and involves either inpatient care or
continuing supervision by a health care provider or as otherwise provided by
law.
2. The birth, adoption, or foster care placement of a child of the employee.
Personnel Policies& Procedures EMPLOYEE BENEFITS: Page 25 of 46
3. The serious illness or health condition of a child, parent, spouse, or domestic
partner of the employee.
a. For medical and family care leaves of absence under this Section, the
definition of Immediate Family shall apply, supplemented by the following:
1) Child: Legal ward, conservatee, or a child under 18 for whom the
employee stands in loco parentis, or for whom the employee is the
guardian, conservator, or an adult dependent child who is unable to care
for himself/herself because of a mental or physical disability.
2) Parent: Legal guardian, conservator, or other person standing in loco
parentis.
3) Spouse: A partner in marriage as defined in the California Civil Code
Section 4100.
4) Domestic Partner: An unmarried person, eighteen (18) years or older, to
whom the employee is not related and with whom the employee resides
and shares the common necessities of life.
B. Upon request to the Executive Director, an additional Pregnancy Disability Leave
benefit of up to four (4) months of leave without pay, is available to those employees
disabled by pregnancy, child birth, or related medical conditions.
1. The employee shall be entitled to the same level of benefits and reinstatement
rights to seniority as well as the same or comparable position and pay.
2. The employee shall provide a physician's certification.
C. To apply for Fancily Care Leave or Family Medical Leave, the employee shall
provide to the Executive Director a written communication from a health care
provider of the person for whose care the leave is being taken. The written
communication to the employer need not identify the serious health condition
involved, but shall contain the following:
1. The date, if known, when the serious health condition commenced.
2. The probable duration of the condition.
3. If for intermittent leave or a reduced work schedule, the communication should
indicate the medical necessity for the intermittent leave or reduced leave schedule
and its expected duration.
4. If requested by the Executive Director, a certification by the health care provider
of the need for family care leave or medical leave.
Personnel Policies& Procedures EMPLOYEE BENEFITS: Page 26 of 46
5. For Family Health Care Leave Only:
a. An estimate of the amount of time that the employee needs to render care or
supervision.
b. A statement that the serious health condition warrants the participation of a
family member to provide care during periods of treatment or supervision.
6. For Family Medical Leave Only:
a. A statement that the employee is unable to perform the functions of his/her
job.
D. The Human Resources & Training Officer or designee shall within ten (10) calendar
days send appropriate correspondence confirming the request for the leave and the
start date of the leave for purposes of documenting the commencement of the twelve
(12)weeks. The employee's request, a copy of the confirmation letter sent to the
employee, and any related documents or certifications shall be filed in the
confidential medical section of the employee's personnel file.
E. The Executive Director may grant additional periods of leave for family care or
medical leave (see Authorized Leave of Absence, section 3.11)
F. The twelve (12) weeks of entitlement may be taken in increments, intermittently on a
regular or irregular basis, or may include reduced work schedules depending on the
specific circumstances and situations surrounding the request for leave.
1. The 12 weeks may include the use of available paid leave accruals when accruals
are used to maintain pay status. When paid leave accruals are used for medical or
family care leave, the time involved with such payment shall be counted as part of
the 12 weeks of entitlement.
a) All accumulated vacation and sick leave must be used prior to the unpaid
portion of the 12 weeks of entitlement, except as indicated in b), below.
b) In the case of Family Care Leave, an employee shall not be required to use
his/her sick leave, but may elect to do so by mutual agreement with the
employer.
2. In the event both husband and wife are employed by the Housing Authority, the
family care or medical leave entitlement based on the birth, adoption, or foster
care of a child is limited to an aggregate of 12 weeks for both employees, rather
than for each employee, during each calendar year.
Personnel Policies& Procedures EMPLOYEE BENEFITS: Page 27 of 46
G. All employer paid portion of premiums for group insurance benefits will be continued
by the Housing Authority during the period of leave, to a maximum of twelve (12)
weeks, as though the employee were on active status. The employee is responsible for
his/her portion of premiums in order to retain coverage during the twelve (12) weeks
and is responsible for the whole group premium after the twelve (12) weeks.
H. Employees may not accrue annual leave or sick leave while on unpaid leave of
absence; however, employees returning shall retain any accumulated vacation, sick
leave, and holiday leave accruals.
I. Upon the expiration of the approved leave of absence, the returning employee shall be
reinstated to his/her former pay and position, or comparable position, and with the
same seniority.
1. For an employee granted a leave of absence for medical reasons, the Housing
Authority may require a return to work certification by a physician under the
employee's group health insurance
2. As an alternate to (1) above, the Housing Authority may require the employee to
satisfactorily complete a return to work physical examination, at the expense of the
Housing Authority, before return to active employment.
Personnel Policies R Procedures EMPLOYEE BENEFITS: Page 28 of 46
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 03.14
Personnel Policies & Procedures
Approved: 00/00/00
Health, Dental Insurance and Vision Benefits Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To provide alternative health and dental insurance and vision benefit coverage for
Housing Authority employees.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding, these
policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority that health and dental insurance and vision
benefits are to be provided to eligible Housing Authority employees, and the cost of
health and dental coverage will be shared between the Housing Authority and the
employee.
IV. Procedure:
A. The Housing Authority shall provide both health insurance and dental insurance plans
for permanent and probationary full-time and part-time employees who desire to be
insured with any of the health insurance or dental insurance plans.
I. The Housing Authority and employees shall share the total premium costs (see
Schedule B). The portion and amount of the premium shared by each of the
parties will be determined from time to time by the Housing Authority through
reasonable comparability with like agencies.
2. All eligible employees will be provided information regarding plan costs, open
enrollment periods, and any new health and dental plans will be provided as that
information becomes available.
B. The Housing Authority shall provide an annual Vision benefit, to supplement the cost
of prescription eye glasses and/or lenses for each permanent and probationary full-
time and part-time employee and dependents. The maximum amount of
reimbursement(see Schedule Q is applicable once per Housing Authority fiscal year
Personnel Policies& Procedures EMPLOYEE BENEFITS: Page 29 of 46
(April 1 —March 31) and is the total amount per employee. The reimbursement is
sent to the fiscal department as a check request with appropriate receipts attached.
C. Employees on an unpaid but Authorized Leave of Absence, except those on Family
Medical Leave or Family Care Leave, will be responsible for the full monthly
premium for continuation of his/her medical and/or dental coverage.
1. Failure to submit monthly premium payments within the billing deadline, and
after fifteen (15) days written notice of cancellation, the employer will terminate
the employee's participation in the applicable health and/or dental plans.
2. Employees who terminate health and/or dental coverage may re-enroll during the
applicable open enrollment period.
Personnel Policies&Procedures EMPLOYEE BENEFITS: Page 30 of 46
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 03.15
Personnel Policies & Procedures
Approved: 00/00/00
Flexible Spending Account Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To provide a method by which Housing Authority employees may pay for out-of-pocket
medical costs and dependent care on a pre-tax basis under Section 125 of the Internal
Revenue Code (IRC).
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding, these
policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority to provide eligible employees access to an IRC
125 Flexible Spending Account by providing for the deduction of appropriate funds from
employee pay.
IV. Procedure:
1. All eligible employees will be provided Flexible Spending Account information upon
employment and be informed of the open enrollment period at the end of each
calendar year.
2. The Benefit Administrator (the company that processes claims and payments) is
responsible for enrollment each calendar year and disbursement of claim payments to
participating employees.
3. The Housing Authority will collect, report, and submit Flexible Spending Account
monies to the Benefit Administrator.
4. Should an employee separating from the Housing Authority have monies pre-paid to
them but as yet not deducted from payroll, the outstanding monies pre-paid shall be
deducted from any final pay.
Personnel Policies&Procedures EMPLOYEE BENEFITS: Page 31 of 46
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 03.16
Personnel Policies & Procedures
Approved: 00/00/00
Life Insurance Benefits Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To provide term life insurance for eligible employees of the Housing Authority.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding, these
policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority that permanent and probationary full-time and
part-time employees are provided with term life insurance coverage at no cost to the
employee.
IV. Procedure:
A. Each eligible exempt employee shall be provided with a term life insurance policy
(see Schedule E), except as provided in 1., below.
1. The Executive Director shall be provided with a term life insurance policy (see
Schedule D).
B. All other non-exempt eligible employees shall be provided with a term life insurance
policy (see Schedule F).
C. Insurance policy amounts are subject to change.
D. The Housing Authority pays the full premium for this life insurance coverage.
Personnel Policies&Procedures EMPLOYEE BENEFITS: Page 32 of 46
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 03.17
Personnel Policies & Procedures
Approved: 00/00/00
Long Term Disability Benefits Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To assure that eligible Housing Authority employees working thirty (30) or more hours
per week who incur a work or non-work related injury or illness will be insured when
such injury or illness extends over a lengthy period of time.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding, these
policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority that permanent and probationary full-time and
part-time employees who work thirty (30) or more hours per week shall be insured
against long-term injuries and illnesses.
IV. Procedure:
A. Eligible employees who work thirty (30) or more hours per week are eligible for
Long Term Disability (LTD) insurance.
1. Benefits for a disabled employee begins after an elimination period of six (6)
months.
2. The benefit payable is two-thirds (2/3) of the covered salary of the employee, to a
set maximum(see Schedule G) per month.
a. Details of coverage and benefits are covered in the benefit plan document, a
copy of which will be received by the employee upon attaining eligibility, and
subsequently upon changes in benefits.
B. The premiums for long term disability coverage are paid by the Housing Authority.
Personnel Policies& Procedures EMPLOYEE BENEFITS: Page 33 of 46
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 03.18
Personnel Policies & Procedures
Approved: 00/00/00
Retirement Benefits Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To provide retirement, disability, and survivor insurance programs for all permanent and
permanent part-time employees of the Housing Authority.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding, these
policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority that all permanent full-time and permanent part-
time employees of the Housing Authority shall be enrolled in the Retirement Program of
the County of Contra Costa.
IV. Procedure:
A. The retirement program of the Housing Authority is administered according to the
County Employees' Retirement Law of 1937, Government Code Sections 31450
through 31898. The Authority's retirement program is administered by the Contra
Costa County Employees' Retirement Association (CCCERA).
1. The Housing Authority of the County of Contra Costa is a "District" in the
CCCERA, the retirement program for the Authority.
2. The Housing Authority will collect, report and submit all contribution to the
CCCERA.
B. Eligible employees automatically begin membership in the Retirement Association on
the first day of the month following the month the employee began work.
1. Both the Housing Authority and the employee make contributions to the
CCCERA in accordance with the provisions set forth by that association.
Personnel Policies& Procedures EMPLOYEE BENEFITS: Page 34 of 46
2. It is the responsibility of the employee to notify the Housing Authority and
CCCERA of all address and beneficiary changes.
C. Social Security benefits are in addition to those of the CCCERA. Social Security
taxes and benefits are governed by federal law, and the program is administered by
the federal government through the Social Security Administration.
1. Both the Housing Authority and the employee make contributions to Social
Security in accordance with the provisions set forth in the Social Security Laws
and regulations.
D. On behalf of the Housing Authority, the CCCERA shall provide a retirement benefit
as authorized by actions of the Board of Commissioners.
Personnel Policies& Procedures EMPLOYEE BENEFITS: Page 35 of 46
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 03.19
Personnel Policies & Procedures
Approved: 00/00/00
Training and Tuition Reimbursement Revised: 00/00/00
Reviewed: 00/00/00
1. Purpose:
To establish guidelines for reimbursement of training, tuition, and book expenses for
Housing Authority employees furthering their professional education.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding, these
policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority to reimburse permanent full-time employees for
expenses, up to an established limit per calendar year, incurred for training, tuition, and
books required for approved courses of study taken in furthering their professional
education benefiting the Housing Authority.
IV. Procedure:
A. In order to obtain approval of a course of study or training program, the employee
shall submit a"Request for Tuition Reimbursement" form to the Executive Director
through supervisory channels in advance of enrollment.
B. With course or program approval by the Executive Director and fulfillment of the
criteria outlined below, an employee is eligible for tuition reimbursement(see
Schedule H) each calendar year.
C. Course or program approval by the Executive Director will be returned to the
employee through supervisor channels.
1. To be eligible for reimbursement, the following criteria must be met:
a. The employee occupies a permanent full-time position with the Authority.
Personnel Policies& Procedures EMPLOYEE BENEFITS: Page 36 of 46
b. The course is accredited by the Western Association of Schools and Colleges,
the National Home Study Council, or by designation by the Executive
Director or his authorized representative.
c. The course is completed with at least a passing grade or certificate of
completion.
d. The subject matter of the course, training program, or degree relates to the
employee's position with the Housing Authority and is designed to improve
job performance and/or provide opportunities for advancement within the
Housing Authority.
1) Any specialized training pursued during regular working hours must be
recommended by the Department Head and approved by the Executive
Director or his/her designee.
D. The Executive Director will forward an approved copy of"Request for Tuition
Refund" to the Director of Finance for obligation of funds.
E. Upon completion of the course or training, the employee shall submit a receipted bill
for tuition, fees, books (to include title and author), or other materials and a
certification of satisfactory completion to the Department Head. The Department
Head will review the materials, and if the necessary criteria are met, forward the
documentation to the Director of Finance for reimbursement.
F. The Director of Finance will issue a memo to be filed in the employee's personnel
file certifying satisfactory completion of the course, and authorization of payment.
Personnel Policies& Procedures EMPLOYEE BENEFITS: Page 37 of 46
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 03.20
Personnel Policies & Procedures
Approved: 00/00/00
Unemployment Benefits Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To afford protection to previous Housing Authority employees who are unemployed, but
able and available for work; and provide resources for obtaining and/or training for re-
entry to the job market.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding, these
policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority to provide employees of the Housing Authority
with State of California Unemployment Insurance through the Employment Development
Department (EDD).
IV. Procedure:
A. The Housing Authority shall provide employer-paid Unemployment Insurance (UI) to
all eligible Housing Authority employees through the EDD, as prescribe by the laws
of the State of California.
B. It is the responsibility of the Housing Authority to comply with all UI laws and
regulation and to designate a representative to review all claims submitted against the
Housing Authority's UI account, approve valid claims, challenge claims considered
invalid, and represent the Housing Authority at UI Hearings when deemed
appropriate, and generally be an active steward of the UI account.
Personnel Policies&Procedures EMPLOYEE BENEFITS: Page 38 of 46
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 03.21
Personnel Policies & Procedures
Approved: 00/00/00
Disability Benefits Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To avail Housing Authority employees of an insured source of income in the event of
temporary non-industrial injury or illness.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding, these
policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority that all employees of the Authority shall be
covered by State of California State Disability Insurance through the Employment
Development Department (EDD).
IV. Procedure:
A. The Housing Authority shall provide for employee-paid State Disability Insurance
(SDI) for all eligible Authority employees through the EDD, as prescribed by the
laws of the State of California.
B. It is the responsibility of the Housing Authority to comply with all SDI laws and
regulations, collect employee contributions through payroll deduction, and through a
designated representative review all claims submitted, challenge claims considered
invalid, and represent the Housing Authority at hearings when deemed appropriate.
C. If SDI benefits are supplemented by wages, the total of these payments for any week
cannot exceed the weekly wages which were being paid immediately prior to
disability.
1. Benefit checks received by the employee from EDD, while remaining on the
Housing Authority payroll, may be endorsed over to the Housing Authority and
submitted to the Fiscal Department. Leave hours will be purchased and credited to
the employees' leave account at their current hourly rate of pay.
Personnel Policies& Procedures EMPLOYEE BENEFITS: Page 39 of 46
2. Benefit checks from EDD, received by the employee while on an unpaid but
Authorized Leave of Absence, may be retained by the employee.
Personnel Policies&Procedures EMPLOYEE BENEFITS: Page 40 of 46
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 03.22
Personnel Policies & Procedures
Approved: 00/00/00
Workers' Compensation Benefits Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To provide employees of the Housing Authority who incur a work-related injury or
illness with insurance benefits as required by law.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding, these
policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority that all employees of the Authority shall be
insured and provided benefits under the Workers' Compensation Act of the State of
California in the event of work-related injury or illness.
IV. Procedure:
A. All employees of the Housing Authority are covered under the Workers'
Compensation Laws of the State of California.
B. It is the responsibility of both management and employees to comply with
occupational safety and health standards, as well as hazard identification and
elimination.
C. Employees are required to immediately report to their supervisor any illness or injury
that is attributable to work, regardless of severity.
1. Employees who leave work as a result of a work-related injury or illness will have
the balance of that day charged to sick leave providing the time is four(4) hours
or more. If less than four (4) hours, no time will be charged to the sick leave
account. For purposes of benefits, this will be considered the last day worked.
Three (3) consecutive calendar days including the last day worked (if the
injury/illness occurred on this day) constitute the
Personnel Policies&Procedures EMPLOYEE BENEFITS: Page 41 of 46
waiting period before temporary Workers' Compensation payments begin. The
time the employee was scheduled to work during the waiting period will be
charged to his/her leave account.
2. Temporary disability benefits are payable for the first day of disability when the
injury or illness necessitates hospitalization.
D. A permanent full-time or permanent part-time employee shall continue to receive
his/her full regular salary, less Workers' Compensation temporary disability
payments, during any period of temporary disability absence, not to exceed six (6)
months from the date temporary disability payments begin.
I The employee shall notify the Fiscal Department of all Workers' Compensation
payments he/she has received.
2. No charges or accruals will be made to leave accounts while the employee is
receiving temporary disability benefits.
3. An employee will be returned to employment with the Housing Authority as soon
as he/she is physically capable of carrying out the duties of his/her job as attested
to in a written release from their physician, and are released to work by a
physician. If only partial duties may be performed on a temporary basis, a
modified duty accommodation may be discussed as in Section 3.23.
E. Whenever an employee, who has returned to work from an Housing Authority-
recognized work-related illness or injury, is required by an attending physician to
leave work for treatment during working hours, the employee shall be allowed time
off up to three (3) hours for such treatment without loss of pay or benefits.
Personnel Policies& Procedures EMPLOYEE BENEFITS: Page 42 of 46
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 03.23
Personnel Policies & Procedures
Approved: 00/00/00
Modified Duty Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To provide a uniform method for the consideration of modified duty opportunities to
enable employees to return to work following a temporarily disabling illness or injury
arising from their work with the Housing Authority.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding, these
policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority that employees temporarily disabled from
performance of their regular jobs by work-related illness or injury be returned to full-time
modified duty at the earliest possible date, whenever feasible. Such temporarily modified
duty work shall be within limitations outlined by the treating physician for which
concurrence may be sought by an Housing Authority-approved physician and shall serve
as a precursor to return to unrestricted full duty. The length of such temporarily modified
duty shall be determined by the treating physician.
IV. Procedure:
A. Each Department Head and supervisor shall be responsible for implementing this
policy within their Department, and shall inform their employees of this policy or
other policy as in Section I1 above. Employees and the Human Resources/Training
Officer are responsible for informing the treating physician of the Modified Duty
policy.
1. The Department Head and/or the Human Resources/Training Officer shall
maintain contact with the treating physician to assess progress in alleviating the
disability and returning the employee to work.
Personnel Policies& Procedures EMPLOYEE BENEFITS: Page 43 of 46
2. The treating physician shall describe the nature of the modifications necessary to
allow return of the employee to a productive work assignment. Such description
must be in enough detail to allow a determination as to the availability of suitable
work and indicate the anticipated duration of work restrictions.
B. Upon notification from the treating physician that the employee can be released to
full-time modified duty under the terms of this policy, the Human Resources/Training
Officer may elect to have the employee evaluated by an Authority-approved and paid
physician prior to return to work. Upon the employee's availability to return to work,
the employee's Department Head and/or the Human Resources/Training Officer shall
attempt to locate or design a work assignment within the scope of the described
modified duty.
1. If a suitable work assignment cannot be located or designed within the
employee's department, other departments shall be surveyed to determine if
suitable work exists or can be designed.
2. If temporary work is found in another department, the employee's department
will continue to provide the employee's regular salary for the remainder of that
temporary work assignment.
3. Upon the employee's return to work, the Department Head shall notify the
Human Resources/Training Officer of such return. Regardless of the location of
the work assignment, the employee's time document shall be maintained by the
employee's Department.
4. An employee refusing suitable work within the prescribed medical limitations
may result in disciplinary action (see Disciplinary Actions, section 4.01 or
Section II at the beginning of this section).
C. In the event that no full-time modified work can be located that reasonably
accommodates the disabled employee due to operational requirements and/or the
employee's medical restrictions, the Department Head and/or the Human
Resources/Training Officer shall notify the employee and treating physician.
1. The Department Head and/or the Human Resources/Training Officer, in
cooperation with the treating physician, shall continue to look for suitable work
opportunities or designed work allowing for placement of the temporarily
disabled employee.
D. Upon release to regular work without restrictions,the employee shall be returned to
his/her regular Department and position.
Personnel Policies& Procedures EMPLOYEE BENEFITS: Page 44 of 46
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 03.24
Personnel Policies & Procedures
Approved: 00/00/00
Deferred Compensation Revised: 00/00/00
Reviewed: 00/00/00
1. Purpose:
To provide a voluntary tax-sheltered retirement plan for all permanent and permanent
part-time employees of the Housing Authority using pre-tax dollars under Section 457 of
the Internal Revenue Code.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding, these
policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy to provide a voluntary program allowing eligible employees of the
Housing Authority to participate in a 457K Deferred Compensation Plan that is intended
to be a retirement enhancement.
IV. Procedure:
A. The 457K Deferred Compensation Plan is made available to employees of the
Housing Authority and is administered by and under agreement with a designated
provider.
1. All eligible employees will be provided with Deferred Compensation Plan
information upon employment.
2. The designated provider will complete enrollment and disclosure forms.
B. Monies invested in the 457K are not subject to Federal and State Tax until they are
paid to the employee under Section 457 of the IRC. Invested monies are subject to
Medicare and Social Security taxes.
Personnel Policies& Procedures EMPLOYEE BENEFITS: Page 45 of 46
1. The employee is responsible for all investment decisions and the Housing
Authority is not liable for the result of those decisions, including any possible
losses.
C. Employer contribution to IRC 457 funds
1. For permanent exempt employees, the Housing Authority will contribute monthly
towards the employee's IRC 457 account(see Schedule 1). The threshold amount of
employee contribution must be reached and a minimum employee contribution
maintained (see Schedule 1), for exempt employees to receive this benefit.
D. Disbursement of Funds
1. Upon retirement the employee and the designated provider shall arrange any and
all disbursements.
2. Upon separation from service the employee has option to receive their funds or
roll them over to other plans available to them.
3. Hardship disbursement of funds may be available per the contract with the
designated provider when approved by the Director of Finance or the Executive
Director. Such a disbursement may be made in the event of an unforeseen
extreme financial emergency.
a. Under the IRC, "An extreme financial emergency is defined as a real
emergency which occurs for reasons beyond your control, such as death in
your family or an un-reimbursed medical expense to you or a dependent."
b. Examples of events which do not constitute an extreme financial emergency
include: divorce, down payment on a new home, purchase of an automobile,
expenses for tuition and education, or expenses associated with the abuse of
credit.
Personnel Policies&Procedures EMPLOYEE BENEFITS: Page 46 of 46
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 04.00
Personnel Policies & Procedures
EMPLOYEE RELATIONS
EMPLOYEE RELATIONS
Personnel Policies& Procedures EMPLOYEE RELATIONS: Page 1 of 25
HOUSING AUTHORITY of the
Section 04.01
COUNTY of CONTRA COSTA
Personnel Policies & Procedures
Approved: 00/00/00
Disciplinary Action Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To establish procedures relative to the implementation of disciplinary actions
against Housing Authority employees whose job performance or conduct, fall
below standards.
II. Application:
Except as otherwise provided.herein or in applicable memoranda of understanding,
these policies and procedures shall.apply to all Housing Authority employees.
III. Policy:,
It is the policy of the Housing Authority that.progressive disciplinary action be used
as necessary to correct deficiencies in performance or conduct of Housing Authority
employees.
IV. Procedure:
A. The disciplinary actions that are available for implementation are written
reprimand, suspension without pay, demotion, dismissal, or any appropriate
combination of these actions. All written reprimands, suspensions without pay
demotions, and dismissals, are subject to the grievance and appeal procedure of
these policies and procedures. Disciplinary actions must be for a justified
cause, with proper notification of the employee and using the appropriate
processes described below or Section II above.
I. Written Reprimand: A written warning to an employee .regarding
performance or conduct problems. The warning shall outline the specific
problems in performance or conduct, as well as instruction as to how to
correct the problem..A copy of the written reprimand shall be given to the
employee in person proximal to the event, with a copy to the employee's
personnel file.
a. The employee may file a written response or a request for a mutually
agreeable extension of the response to the Written Reprimand, within
Personnel.Policies&Procedures EMPLOYEE RELATIONS: Page 2 of 25
five working days of receipt. The original response shall be directed to
the employee's supervisor and a copy to the employee's personnel file.
2. Suspension Without Pay: An administrative disciplinary action resulting in
an involuntary absence without pay for a period of one day to thirty calendar
days.
a. All suspensions without pay must be approved in advance by the
Executive Director.
b. A suspension.without pay may be preceded by Administrative Leave as
in Section 3.05.
3. Demotion: Placement in a position of lesser pay and responsibility as a
disciplinary action.
a. All demotions as a disciplinary action must be approved in advance by
the Executive Director.
4. Dismissal: A termination from Housing Authority employment.
a. All dismissals must be approved in advance by the executive Director.
B. Disciplinary measures may be taken for any good and sufficient cause, and may
include, but not be limited to:
• Unauthorized absence
• Disorderly conduct
• Falsification of forms, records, or reports, including time cards or
employment records
• Incompetence
• Insubordination
• Use of or being under the influence of alcohol or illegal drugs, while on duty
• Abuse of prescription drugs while on duty
• Foul or abusive language
• Neglect of duty
• Discourteous treatment of the public or fellow employees
• Negligent or willful damage or waste of Authority property, supplies, or
equipment.
• Dishonesty in Housing Authority matters
• Conviction of a misdemeanor or felony that directly relates to Housing
Authority employment
• Misappropriation or misuse of Authority funds or property
• Violence, stalking, hazing, unsafe horseplay or fighting
Personnel Policies& Procedures EMPLOYEE RELATIONS: Page 3 of 25
• Theft of Housing Authority, tenant or employee property
• Abuse of Sick Leave
• Bringing weapons to work including guns or explosive devices.
• Willful violation of a reasonable regulation regarding duties, conduct or
performance of the employee.
C. In the case of suspensions, dismissal, and demotions the Executive Director
shall give the employee written notice (Skelly Notice) of the intended
disciplinary action.
1. Such notice must be served on the employee in person or through a mail
delivery service with return receipt requested.
2. Such notice shall include the following:
a. A statement of the intended disciplinary action.
b. A statement of the intended date of the action.
c. As statement as to why the action is being taken.
d. A statement in ordinary language of the specific acts or incidents upon
which the disciplinary action is based and the time and date of the acts
or incidents, including any rule, regulation or policy which may have
been violated.
e. A listing of or copies of any documentation that may support the charge.
Such documentation is available for review by the employee and his/her
representative.
f. Statements that include the following information:
1) The employee's right to respond orally or in writing (Skelly
Hearing)to the person administering the discipline within five (5)
working days or within a mutually agreeable extension of receipt of
the Letter of Intended discipline. If the employee does not respond
within the time limits, the right to respond before implementation of
the discipline is waived and the intended discipline will be
implemented.
2) The employee's response will be considered by the person
administering the discipline, who will review any additional facts or
mitigating circumstances, and make a determination to sustain,
modify, or abandon the intended discipline.
Personnel Policies& Procedures EMPLOYEE RELATIONS: Page 4 of 25
3) Whether or not the employee responds as in 1), above, he/she is
entitled to grieve the disciplinary action under the Grievance and
Appeal Procedures (See Section 4.03 of this policies and procedures
document or Section I1 at the beginning of this section).
D. Administrative Procedures (Skelly Hearing)
1. If the employee responds to the Letter of Intended Discipline within the
required time limits to the person administering the discipline either in
writing or in person, the person administering the discipline shall:
a. Consider the written response including any new facts or mitigating
circumstances presented or developed and elect to sustain, modify or
abandon the intended discipline; or
b. Schedule, hear, and consider an in-person response, with representative
if the employee elects, including any new facts or mitigating
circumstances presented or developed and elect to sustain, modify or
abandon the intended discipline.
c. If the intended discipline is sustained or modified, the person
administering the discipline shall so inform the employee of the
discipline being imposed by execution of a Letter of Discipline. Copies
of both the Letter of Intended Discipline and the Letter of Discipline
shall be placed in the employee's personnel file.
d. If the intended discipline is abandoned, the person administering the
discipline shall so inform the employee by letter. Neither the Letter of
Intended Discipline nor the letter informing the employee of the
abandoning of the discipline shall be placed in the employee's personnel
file.
2. If the employee does not respond to the Letter of Intended Discipline within
the time limits, the person administering the discipline may proceed with,
reduce or abandon the intended disciplinary action. A copy of the Letter of
Intended Discipline and Letter of Discipline shall be placed in the
employee's personnel file.
3. Any letter sent pursuant to the disciplinary portion of this policy, except
those associated with a non-disciplinary record of discussion, shall be sent
through a mail delivery service with return receipt requested, to the mailing
address of the employee recorded in Authority records.
Personnel Policies& Procedures EMPLOYEE RELATIONS: Page 5 of 25
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 04.02
Personnel Policies & Procedures
Approved: 00/00/00
Grievance Procedure Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To establish a procedure for the resolution of those employee grievances arising out
of their employment with the Housing Authority.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding,
these policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority that appeals and grievances be settled
informally at the lowest organizational level possible. When this is not possible,
such employee grievances and appeals shall be subject to an established procedure
in this policy or as in Section II above.
IV. Procedure:
A. It is the intent of the Housing Authority to settle complaints and grievances
informally and at the lowest possible organizational level and as promptly and
fairly as possible.
B. Grievance shall mean any dispute between the Housing Authority and an
employee or employees, or between the Authority and a Certified Employee
Organization concerning the interpretation or application of any written
provision of Authority policy.
1. At any step of the grievance procedure, the employee may choose to
represent himself/herself, or by a representative of the certified employee
organization for the representation unit to which the employee's
classification is assigned, or by legal counsel.
Personnel Policies& Procedures EMPLOYEE RELATIONS: Page 6 of 25
2. Grievances not initiated within the time limits outlined within this procedure
will not be heard unless requested and accepted by all parties within the time
limit or as in Section II at the beginning of this section.
3. Grievances not appealed to the next higher step with the time limits set forth
in this procedure shall be considered settled on the basis of the last answer
and no further appeal may be made or as in Section II at the beginning of
this section.
C. The Grievance Process shall begin at the First Step in all instances except for
appeals to disciplinary actions, which shall begin at the Fourth Step except as in
Section II at the beginning of this section.
1. First Sten: In any instance of complaint, the employee or employees
concerned shall first make efforts to resolve such complaint with the
immediate supervisor concerned, within thirty (30) calendar days following
the occurrence of the events on which the complaint is based. The initial
presentation may be made either orally or in writing. If made in writing, the
complaint shall conform to the requirement for presentation of a formal
grievance found below.
a. The immediate supervisor shall respond in writing to the grievant within
seven(7) working days of receipt of the complaint.
2. Second Sten: If the grievance is not settled at the first step, the grievant shall
present his/her grievance to his/her Department Head. The formal grievance
shall be in writing and shall state the circumstances over which he/she is
aggrieved; how the meaning,.interpretation, application, or enforcement of
the Housing Authority Personnel Policies and Procedures has affected
him/her detrimentally, and the redress sought.
a. The grievant shall have ten(10) working days from receipt of the
immediate supervisor's response to grieve at this step. The Department
Head shall respond in writing to the grievant within ten (10) working
days of receipt of the grievance.
3. Third Sten: If the grievance is not settled at the second step, the grievant
shall present his/her grievance to the Executive Director or his/her
designated representative. The grievance shall be presented in writing along
with all pertinent written materials to date, and list of witnesses where
required.
a. The grievant shall have ten (10) working days following delivery of the
Department Head's response to grieve at this step. The Executive
director shall reply to the grievance in writing within ten (10) working
day of receipt of the grievance.
Personnel Policies& Procedures EMPLOYEE RELATIONS: Page 7 of 25
4. Fourth Sten: If the grievance is not settled at the third step, the grievant may
appealed in writing for a final determination by an Arbitrator. The written
notice of appeal must be filed with the Executive Director.
a. The grievant shall have ten(10) working days following delivery of the
Executive Director's response to file a written notice of appeal with the
Executive Director for a final determination by an Arbitrator
1) Within ten (10) working days after receipt of the notice of appeal,
the Executive Director and the grievant shall proceed with selection
of a mutually acceptable Arbitrator who agrees to serve. If the
parties cannot agree, a list of five (5) Arbitrators will be drawn from
the California State Conciliation Service, American Arbitration
Association, or some other source mutually agreed upon. Each party,
beginning by lot, shall alternately strike one name from the list until
one name remains. The remaining name shall be the selected
Arbitrator if he/she agrees to serve. If he/she will not serve, the
process shall be repeated until an Arbitrator is found.
2) Neither party shall be permitted to assert into the arbitration
proceedings any fact, report, written stipulation, or any evidence that
has not been submitted to the other party during prior levels of the
grievance procedure. Should new evidence become available, the
procedure shall revert to the Third Step. This rule does not apply to
appeals from disciplinary actions because such appeals are not
subject to the prior levels of the grievance procedure.
D. The Arbitrator shall promptly hold a hearing and shall issue his/her decision not
later than thirty (30) calendar days from the date of the close of the hearing, or if
oral hearings have been waived, from the date the first written statements and
arguments were submitted to him/her by the parties. His/her decision shall be in
writing and shall set forth his/her finding of fact, reasoning, and conclusions on
the issues. It shall be submitted to the Executive Director and to the grievant and
shall be final and binding on the parties.
E. Copies of the decision will be furnished both parties. The arbitrator shall limit
his/her decision to the scope, application, and interpretation of the Housing
Authority Policies and Procedures and shall make no decision in violation of
existing law. In case of a grievance involving any monetary claim against the
Housing Authority, no award shall be made by the Arbitrator which shall allow
any alleged accruals prior to the date when such grievance shall have been
presented to the Housing Authority in writing, except in cases whereby the
employee, due to lack of knowledge, could not know prior to that date that there
were grounds for a claim. In such cases, retroactive claims shall be limited to a
Personnel Policies& Procedures EMPLOYEE RELATIONS: Page 8 of 25
period of sixty (60) calendar days prior to the date the claim was first filed in
writing.
F. The fees of the Arbitrator(including any per diem expenses, travel, and
subsistence expenses), the cost of any hearing room and preparation of
transcripts, if any, for the Arbitrator shall be borne by the Housing Authority.
All other costs and expenses shall be borne by the party incurring them.
Personnel Policies& Procedures EMPLOYEE RELATIONS: Page 9 of 25
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 04.03
Personnel Policies & Procedures
Approved: 00/00/00
Service Awards Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To provide recognition to employees the Housing Authority for long and loyal
service to the proposition of providing, safe, sanitary, and affordable housing the
residents of Contra Costa County.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding,
these policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Board of Commissioner and the Housing Authority that long
and loyal service be recognized in an appropriate manner.
IV. Procedure:
A. Employee service to the Housing Authority shall be recognized in the following
manner:
1. Upon ten (10) years of service, and after every subsequent five (5) years of
service, employees will receive a Service Pin recognizing their total years of
service.
2. Upon attainment of thirty (30) years of service, in addition to his/her Service
Pin, the employee will receive a monetary award of$150.
3. Employees with fifteen (15) or more years of service are entitled to one day
off with pay on the anniversary of their 15`h, 20`h, 25`h, 30`h, 35t11, and 40`h
year of service. Should such day fall on a Saturday or Sunday, the preceding
or following workday shall be the day off.
Personnel Policies&Procedures EMPLOYEE RELATIONS: Page 10 of 25
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 04.04
Personnel Policies & Procedures
Approved: 00/00/00
Use of Authority Equipment and Facilities Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To establish guidelines governing the use of Housing Authority facilities,
equipment, and other property.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding,
these policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority that its facilities, equipment, and other
property shall be used for the business purposes of the Housing Authority only and
in conformance with applicable law. Use of such facilities, equipment, and other
property not in conformance with this policy may subject the employee, to
disciplinary action up to and including dismissal (see Disciplinary Actions (section
4.01) or Section II above).
IV. Procedure:
A. Internet Use (See the Internet Usage Standard Operating Procedure))
I. All use of the Internet with Housing Authority equipment and facilities must
be primarily for Housing Authority business purposes, is the property of the
Housing Authority, and will be subject to monitoring by the Housing
Authority with or without notice. Users should have no expectation of
privacy in any activity in which they engage on the Internet.
2. Procedures governing use of the internet with Housing Authority equipment
and facilities is covered in the referenced SOP.
3. Violation of this policy, procedure, and any other related regulation
developed by the Housing Authority, may subject the employee to
disciplinary action up to and including dismissal (See Disciplinary Action,
section 4.01 or Section II at the beginning of this section). The Executive
Director shall have the authority to determine access to the Internet.
Personnel Policies& Procedures EMPLOYEE RELATIONS: Page I I of 25
B. Electronic Mail (E-Mail) Use
1. Electronic mail access on the Internet or network is a Housing Authority
resource. Use must be consistent with the Internet policy and other Housing
Authority policies. Electronic mail is provided as a tool to improve efficient
communications and shall be used primarily for Housing Authority
business-related purposes. Usage will be monitored with or without notice
and should be considered neither private nor secure.
2. Violation of this policy, procedure and any other related regulation
developed by the Housing Authority, may subject the employee to
disciplinary action up to and including dismissal (See Disciplinary Action,
section 4.01 or Section II at the beginning of this section). The Executive
Director shall have the authority to determine access to Housing Authority
e-mail.
C. Vehicle Use
1. Employees are assigned Housing Authority vehicles to aid in the efficient
performance of their assigned tasks. As part of this assignment employees
incur certain obligations to operate and maintain the vehicles in a safe and
responsible manner and maintain a driving record acceptable to the
Authority's insurance
2. Violation of this policy,procedure and any other related regulation
developed by the Housing Authority, may subject the employee to
disciplinary action up to and including dismissal (See Disciplinary Action,
section 4.01 or Section II at the beginning of this section). The Executive
Director shall have the authority to determine assignment of a Housing
Authority vehicle.
Personnel Policies& Procedures EMPLOYEE RELATIONS: Pale 12 of 25
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 04.05
Personnel Policies & Procedures
Approved: 00/00/00
No Harassment Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To confirm intolerance for harassment in any form and provide Housing Authority
employees with a method to report and seek redress of perceived harassment
occurring on the job.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding,
these policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority to not tolerate any form of harassment of
our employees, the public-at-large, clients, vendors, or suppliers.
IV. Procedure:
A. Harassment of Housing Authority employees, clients, vendors, or suppliers in
any form will not be tolerated, and will be treated as a disciplinary matter. This
policy will include harassment related to an individual's race, religion, color,
sex (including same sex), sexual orientation, national origin, ancestry,
citizenship status, uniform service member, marital status, pregnancy, age,
medical condition (cancer related or HIV/AIDS related), handicap or disability.
1. In addition to the above and the definitions, sexual harassment can also
include the following examples of unacceptable behavior:
a. Unwanted sexual advances (regardless of the respective sexes of the
individuals involved).
b. Offering employment benefits in exchange for sexual favors.
c. Making or threatening reprisals after a negative response to sexual
advances.
Personnel Policies& Procedures EMPLOYEE RELATIONS: Page 13 of 25
d. Visual conduct—leering, making sexual gestures, displaying of sexually
suggestive objects or pictures (including computer screen savers,
employee-originated internet and e-mail transmission), cartoons or
posters.
e. Verbal sexual advances, inappropriate propositions or requests
(regardless of the respective gender of the individuals involved).
f. Verbal abuse of a sexual nature, graphic verbal commentaries about an
individuals body, sexual degrading words used to describe an individual,
and suggestive or obscene letters, notes, emails or invitations.
g. Physical conduct—inappropriate touching, assaults of any kind, and
impeding or intentional blocking of movements (regardless of the
respective gender of the individuals involved).
B. Perceived harassment by_employee, client, vendor, or supplier, or harassment of
employee, client, vendor or supplier, should be reported immediately to the
employee's supervisor or the next higher level supervisor/manager to arrange a
meeting to discuss the incident or complaint. Immediate notification is essential
and is without stigma or penalty. A report may also be called in to the
employee protection line (see Reporting Workplace Wrongdoing.standard
operating procedure).
1. The Housing Authority prohibits employees from hindering the internal
complaint procedure or the internal investigative process.
2. All complaints of harassment reported to supervisors or management will be
investigated promptly. All complaints of harassment that are reported to
supervisors or management will be treated in a confidential manner.
C. Harassment cannot be addressed by the Housing Authority without timely
notification. It is the responsibility of each employee to immediately report
witnessed or experienced incidents of perceived harassment so steps can be
taken to address the issue.
D. If it is determined that an employee has violated this policy, appropriate
disciplinary action will be taken, up to and including dismissal (see Disciplinary
Action, section 4.01 or Section II at the beginning of this section). Employees
found guilty in a court of law for sexual harassment may be personally liable for
monetary damages if so deemed by the court.
Personnel Policies& Procedures EMPLOYEE RELATIONS: Page 14 of 25
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 04.06
Personnel Policies & Procedures
Approved: 00/00/00
Drug Free Work Place Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To establish and maintain a drug-free and alcohol-free workplace in the interest of a
healthy and productive work environment through prohibition of the use,
consumption, influence,possession, distribution, or sale of illegal drugs or
controlled substances and/or alcohol use while on duty.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding,
these policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority to require a drug-free and alcohol-free
work environment that provides all employees a safe, healthy, and productive place
in which to work.
IV. Procedure:
A. Implementation of the policy of the Housing Authority requires the following
action by supervisors and management, and adherence to the following by all
Housing Authority employees:
1. Prohibition of the possession, manufacture, or distribution of illegal drugs in
the workplace.
2. For any employee determined to have been in violation of this policy,
discipline may be by suspension, demotion, or dismissal of any employee
who is involved in the use of alcoholic beverages or narcotics or being under
the influence of either or both while on duty with the Housing Authority
(see Disciplinary Action, section 4.01 or Section II at the beginning of this
section).
3. Provide assistance to any employee who seeks assistance from the Housing
Authority for a substance abuse problem. Such assistance is available to
Personnel Policies& Procedures EMPLOYEE RELATIONS: Page 15 of 25
Housing Authority employees through an Employee Assistance Program.
The program and confidential counseling assistance can be accessed through
the Contra Costa County's Employee Assistance Program. Similar substance
abuse assistance programs are also available to employees who are enrolled
in the employee group health plans provided by the Housing Authority.
4.. Comply with the Drug-Free Workplace Act of 1988 by requiring all
employees to notify the Authority of any criminal drug statute conviction for
a violation occurring in the workplace no later than five (5) days after such
conviction. Failure to notify the Housing Authority of such conviction shall
result in appropriate disciplinary action (see Disciplinary Action, section
4.01 or Section II at the beginning of this section).
5. The Department Head shall notify the federal agency providing grants to the
Housing Authority within ten (10) days of a drug-related workplace
conviction of an employee.
6. The employer may require the satisfactory participation in a drug abuse
assistance or rehabilitation program, or begin disciplinary action on an
employee who is convicted of a drug-related violation that occurs in the
workplace (see Disciplinary Action, section 4.01 or Section I1 at the
beginning of this section)
7. Questions concerning this policy should be directed to your department
head, the Human Resources/Training Officer, or the Executive Director.
B. Each employee shall be provided with and must sign and date a document
indicating they have read and are aware of this policy and their obligations
under this policy (see Drug Free Workplace standard operating procedure).
Personnel Policies& Procedures EMPLOYEE RELATIONS: Page 16 of 25
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 04.07
Personnel Policies & Procedures
Approved: 00/00/00
Workplace Violence/Zero Tolerance Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To create and maintain a secure workplace.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding,
these policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority that employees comply with safe and
healthy work practices, designed to make the workplace more secure and not
engage in verbal threats or physical actions which create a security hazard to other
employees.
IV. Procedure:
A. Responsibility
1. The Executive director shall appoint a Program Administrator is empowered
with the authority and responsibility for implementing the provisions of this
policy for the Housing Authority.
B. In order to inform all employees and assure a climate of prevention, the
following steps are taken by the Housing Authority:
1. All employees will be presented with the Housing Authority's Workplace
Violence/Zero Tolerance Policy at the new hire orientation.
2. Employees will be given a copy of this policy and be required to review it,
and recorded in their records.
3. Safety meetings and training will be conducted regularly, to discuss
workplace safety, health, and security issues.
Personnel Policies& Procedures EMPLOYEE RELATIONS: Page 17 of 25
D. The Housing Authority identifies the following list as violent and unacceptable
behaviors in the workplace, which.includes but is not limited to:
■ Verbal threats. All verbal threats are to be taken seriously.
■ Written threats or sexual or violent notes or emails.
■ Suicidal threats.
■ Foul or abusive language, including inappropriate sexual comments.
■ Sexual Harassment.
■ Fist fights, other physical altercations or contacts, or any assaultive
behavior.
■ Possession of weapons or explosives in the workplace.
■ Refusal to obey Authority policies and procedures, or refusal to cooperate
with the Authority.
■ Illegal Drug use or alcohol abuse at work.
■ Willful destruction of Authority property, or sabotage of equipment.
■ Theft of property or equipment.
E. To remedy such situations, any and all acts of violent behavior shall be reported
immediately, to the Program Administrator. A report may also be called in to
the employee protection line (see Reporting Workplace Wrongdoing standard
operating procedure).
E. Acts of violent behavior are not to be tolerated in the workplace. The Housing
Authority will enforce the following corrective action(s) for behavior as in C above.
1. All reported acts of violence shall be investigated
2. Acts of violence are grounds for disciplinary action up to and including dismissal
(see Disciplinary Action, section 4.01 or Section Il at the beginning of this section).
F. Training and instruction on the prevention of violence in the workplace is
mandatory for all employees and will be provided by or through the Housing
Authority.
G. In the event of an incident involving the showing of a weapon during any
confrontation, or when a threat is made concerning the use of any weapon,
employees are cautioned:
1.) Do not get involved if possible.
2.) Immediately leave the area.
3.) Call for law enforcement or as otherwise directed.
H. A Risk Management Team covering violence prevention, as designated by the
Executive Director, will coordinate and implement training and education
programs designated to prevent violence in the workplace.
Personnel Policies& Procedures EMPLOYEE RELATIONS: Page 18 of 25
I. A copy of this policy and procedure will be delivered to every employee and
shall be available from each manager and supervisor.
Personnel Policies&Procedures EMPLOYEE RELATIONS: Page 19 of 25
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 04.08
Personnel Policies & Procedures
Approved: 00/00/00
Conflict of Interest Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To protect the integrity of the Housing Authority and its employees, provide
guidelines to employees, and meet the requirement of State law.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding,
these policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority that full disclosure shall be made of those
interests and activities that may bring employees into conflict with the mission and
purposes of the Housing Authority. Such disclosure is to be made to avoid the
appearance of impropriety on the part of Housing Authority employees through full
disclosure, and to reveal the extent of the economic and business interest of those
employees who make significant economic and business decisions on behalf of the
Housing Authority.
IV. Procedure:
A. Housing Authority employees shall not engage in any employment, activity, or
enterprise for compensation that is inconsistent, incompatible, in conflict with,
or hostile to their duties as an employee or with the duties, functions or
responsibilities of the Housing Authority. Full disclosure shall be made to the
Executive Director where those outside activities of the employee are or could
appear to be inconsistent with, incompatible to, or in conflict with their duties as
a Housing Authority employee (see Exhibit A).
B. An employee's outside employment, activity or enterprise may be considered a
conflict if-
1. It involves the use, for private gain or advantage, of his/her Housing
Authority time, facilities,equipment, uniform or supplies, or the prestige or
influence of his/her Housing Authority employment.
Personnel Policies& Procedures EMPLOYEE RELATIONS: Page 20 of 25
2. It involves the receipt or acceptance by the employee of any money or other
consideration from anyone other than the Housing Authority for the
performance of an act which the employee, if not performing such act,
would be required or expected to render in the regular course of his/her
usual Housing Authority employment or a part of this/her duties as a
Housing authority employee.
3. It involves the performance of an act in other than his/her capacity as a
Housing Authority employee, which may later be subject directly or
indirectly to the control, inspection, review, audit, or enforcement of any
other employee of the Housing Authority.
4. It involves time demands on the employee involving any outside
employment activity or enterprise that would render the performance of
his/her Housing Authority duties as inefficient.
C. Questions regarding possible conflict of interest or outside employment, activity
or enterprise should be brought to the attention of the employee's immediate
supervisor or with the Executive Director in a timely matter.
1. If the Housing Authority determines that the employee is in violation of this
policy and procedure, the employee shall be so informed in writing of the
possible violation of this policy.
2. Failure to disclose or discuss information of the type indicated above may
lead to disciplinary action up to and including dismissal. Such disciplinary
action shall be undertaken with full Skelly rights being available to the
employee (see Disciplinary Action, section 4.01 or Section II at the
beginning of this section).
3. Appeal rights to the disciplinary action taken under this policy and
procedure are available under the provisions of the Housing Authority's
grievance policy and procedure (see Grievances, Section 4.02 or Section II
at the beginning of this section).
D. All Housing Authority management employees in classifications listed in
Exhibit A of this section are required to file an annual Statement of Economic
Interest ,Form 700), disclosure categories as listed, with the State of California
Fair Political Practices Commission.
Personnel Policies& Procedures EMPLOYEE RELATIONS: Page 21 of 25
Exhibit A
HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA
DESIGNATED POSITION/
CLASSIFICATIONS DISCLOSURE CATEGORY
Board of Commissioners
Commissioner 1 & 2
Agency Personnel
Executive Director 1 & 2
Administrative Services Officer 1 & 2
Internal Auditor/Fiscal Analyst 1 & 2
Fiscal Director 1 & 2
Deputy Executive Director for Housing Operations 1 & 2
Director of Development 1 & 2
Assistant Director of Property Management 1 & 2
Assistant Director of Rental Assistance Programs 1 & 2
Assistant Director of Operations for Facilities Management 1 & 2
Budget Analyst 1 & 2
Accounting Supervisor l & 2
Human Resources & Training Officer 1 & 2
Personnel & Benefits Coordinator 1 & 2
Purchasing Agent 1 & 2
Housing Manager 1 & 2
Maintenance Supervisor 2
Personnel Policies& Procedures EMPLOYEE RELATIONS: Page 22 of 25
Exhibit A
Exhibit A (Continued)
DESIGNATED POSITION/
CLASSIFICATIONS DISCLOSURE CATEGORY
Unit Inspector 1 & 2
Family Self Sufficiency Coordinator/Analyst 1 & 2
Housing Development Officer 1 & 2
Housing Technical Officer 1 & 2
Resident Services Manager 1 & 2
Recreation Director 1 & 2
Housing Rehabilitation Officer 1 & 2
Resident Manager 1 & 2
Personnel Policies& Procedures EMPLOYEE RELATIONS: Page 23 of 25
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 4.09
Personnel Policies & Procedures
Approved: 00/00/00
Safety Program Revised: 00/00/00
Reviewed: 00/00/00
I. Purpose:
To provide all Housing Authority employees with a safe working environment, and
provide for the safety of all residents, clients, the general public, and others doing
business with the Housing Authority.
II. Application:
Except as otherwise provided herein or in applicable memoranda of understanding,
these policies and procedures shall apply to all Housing Authority employees.
III. Policy:
It is the policy of the Housing Authority to consider accident prevention to be of
primary importance in all phases of operation and administration, and to provide
and maintain safe operating practices that will safeguard all employees and result in
safe working conditions and efficient operations. In order to provide and maintain
safe and healthy working conditions, it is Housing Authority policy to require safe
working environment at all times by all employees.
IV. Procedure:
A. The Housing Authority is committed to creating safe working practices for all
employees. It is, therefore, a basic requirement that each manager and
supervisor make the safety of his/her employees an integral part of his/her
regular duties. Likewise, it is the duty of each Housing Authority employee to
be committed to workplace safety by accepting and following established safety
regulations, procedures, and safe job practices.
I. Violation of this policy and procedure, and any other safety related
regulations or guidelines developed by the Housing Authority, may subject
the employee to disciplinary action up to and including dismissal (see
Disciplinary Action, section 4.01 or Section II at the beginning of this
section).
Personnel Policies&Procedures EMPLOYEE RELATIONS: Page 24 of 25
B. An appointed Safety Coordinator is accountable to the Executive Director for
administering and promoting implementation of the Housing Authority's Safety
Program.
Personnel Policies& Procedures EMPLOYEE RELATIONS: Page 25 of 25
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 05.00
Personnel Policies & Procedures
Personnel-Related Standard Operating Procedures (SOPs)
REFERENCES TO
PERSONNEL-RELATED
STANDARD OPERATING
PROCEDURES (SOPs)
Personnel Policies& Procedures PERSONNEL-RELATED STANDARD
OPERATING PROCEDURES(SOPS): Page I of 2
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 05.01
Personnel Policies & Procedures
Approved: 00/00/00
Standard Operating Procedure(SOP) References Revised: 00/00/00
Reviewed: 00/00/00
The Housing Authority personnel-related Standard Operating Procedure (SOP) documents
listed below, are available at Human Resources.
DOCUMENT DOCUMENT TITLE
1 Cooperative Work Experience Program
2 Drug Free Workplace
3 E-Mail Usage
4 Internet Usage
5 Modified Work/Limited Duty Program
6 No Harassment
7 Safety Program
8 Vehicle Policy
9 Workers' Compensation
10 Workplace Violence/ Zero Tolerance'
11 Reporting Wrongdoing on Employee Protection Line
Personnel Policies& Procedures PERSONNEL-RELATED STANDARD
OPERATING PROCEDURES(SOPS): Page 2 of 2
HOUSING AUTHORITY of the
COUNTY of CONTRA COSTA Section 06.00
Personnel Policies & Procedures
Schedule of Attachments
REFERENCES TO
SCHEDULE OF
ATTACHMENTS
Personnel Policies&Procedures PERSONNEL-RELATED STANDARD
SCHEDULE OF ATTACHMENTS: Page I of 2
]HOUSING AUTHORITY of the
Section 06.01
COUNTY of CONTRA COSTA
Personnel Policies & Procedures
Approved: 00/00/00
Schedule of Attachments References Revised: 00/00/00
Reviewed: 00/00/00
The Housing Authority Schedule of Attachment documents are available at Human Resources.
ATTACHMENT ATTACHMENT TITLE
A Bi-Lingual Pay
B Health& Dental rates
C Vision
D Life Insurance - Director
E Life Insurance - Exempt
F Life Insurance—Non-Exempt
G Long Term Disability
H Tuition
I Deferred Comp
Personnel Policies& Procedures PERSONNEL-RELATED STANDARD
SCHEDULE OF ATTACHMENTS: Page 2 of 2