deerfield beach housing authority board of …...2015/11/18 · page | 1 deerfield beach housing...

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DeerfieldBeachHousingAuthorityBoardofCommissionersRegularMeeting

533S.DixieHighway,Suite201DeerfieldBeach,Florida33441

Wednesday,November18,2015

AGENDA

A. RollCall

B. Minutes–September16,2015

C. PublicComments(Limit3Minutes)

D. Presentations1. AnnualallocationtoF.A.C.T.Council

2. Introductionofnewhires:

LaiShasaHarris-PT,AccountsPayableJoyceHill-PropertyManager,PalmsofDeerfieldBeachTownhomesLaTonyaColey-PropertyManager,StanleyTerrace

3. EmployeeFiveYearsRecognition:JasminePrivott-DirectorofHousingOperationJanetHoush-HCVManager

E. RADUpdate(SeeSeparateAttachment)

F. FinancialOverview(SeeSeparateAttachment)

G. LegalUpdates–AttorneyDavidTolces

H. NewBusiness

a. Resolution 2015-22: A Resolution of the Deerfield Beach Housing Authority (DBHA)BoardofCommissionersrequestingapprovaltoupdateandamendDBHA’sPersonnelPol-icyManual.

b. Resolution 2015-23: A Resolution of the Deerfield Beach Housing Authority Board of

CommissionersrequestingapprovalforAffordableHousingFinanceDevelopmentAdvisor.c. Resolution 2015-24: A Resolution of the Deerfield Beach Housing Authority Board of

CommissionersapprovingtheAgreementforPurchaseandSaleforthePalmsofDeerfieldApartmentsPropertytothePalmsofDeerfieldApartmentLLLP.

J.ExecutiveDirector’sandDivisionReportK.CommissionersConcern&DiscussionItems

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MINUTES

DeerfieldBeachHousingAuthority

RegularMeeting

Wednesday,September16,2015

4:30P.M.

TheBoardofCommissioners(BOC)oftheDeerfieldBeachHousingAuthority(DBHA)metinaregularsessionattheSylviaPoitierBusinessSkillsCenter,533S.DixieHighway,Suite201,DeerfieldBeach,Florida,onWednesday,September16,2015.ChairmanPeltcalledthemeet-ingtoorderat4:39p.m.Thiswastheninth(9th)meetingforFiscalYear2015.A. ROLLCALLCommissionersPresent: AnthonyPelt–Chairman JamieMarlowe–ViceChairman

NaomiGayle-CommissionerTonyGuadagnino-CommissionerDavidReynolds–CommissionerMartaRivera-CommissionerAnnetteScottWoods-Commissioner

OthersPresent: Dr.NadineJarmon–ExecutiveDirector

JasminePrivott–DirectorofHousingOperationsBettyFerguson-FSSHousingManager/InterimPropertyManagerofthePalmsDeerfieldBeachTownhomesDavidTolces–DBHAAttorneyXiomaraCotes–PropertyManager,ThePalmsJenniferRay–ExecutiveAssistant

ChairmanPeltindicatedtherewasaneedtoaddanitemtothemeetingagendaunderagendaitemH,NewBusinessthatwasnot includedwithintheBoard’sagendapacket; itwouldbeiteme.Resolution2015-22.AttorneyTolcesclarifiedthemotionwouldbetoamendagendaitemH,addingiteme.Reso-lution2015-22.CommissionerRiveramadeamotion toamendagenda itemH,NewBusiness, toadditeme.Resolution2015-22asnotedabove.CommissionerGaylesecondedthemotion.Themotionpassed7-0.

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B. APPROVALOFMINUTES

a. July15,2015,-RegularBoardofCommissionersMeetingCommissionerGuadagninomadeamotiontoapprovetheregularmeetingminutesforJuly15,2015.CommissionerReynoldssecondedthemotion.Themotionpassed7-0.C. PUBLICCOMMENTS(Limitthree(3)minutes)ChairmanPeltinvitedmembersofthepublictospeakonnon-agendaitems.Ms.Islah,ThePalmsofDeerfieldBeach,spokeonbehalfofFormingACommunityTogether(F.A.C.T.). Ms. Islah thanked theboard for allowingher to speak. She statedeveryonewashappywiththeservicesprovidedbytheDBHAandthoughtagencystaffdidagoodjob.Shenotedtheyhadbirthdaypartieseverythreemonths for theresidents,directingtheBoard’sattentiontothebrochuresandtheirfirstnewsletter;shewasstilllearning,sothelookofthenewsletterwould improvewith time. She briefly reviewed the contents of thenewsletter.Ms.Islahmentionedthat,asthepresidentofThePalms,shemadeafewmistakesinthecur-rentfiscalyear,forwhichsheapologized.SheassuredtheDBHABoardandstaffthatthenextfiscalyearwouldbebetter,andshelookedforwardtohavingmoreinputfromtheresidents,andtheDBHABoardmembersandstaff.TheywouldbeholdingameetingonSeptember25,2015,atwhichshewouldbereportingherattendanceatthepresentmeeting,aswellasan-nouncingtheOctober1,2015,mandatorymeeting.ChairmanPeltreceivednofurthercommentsfromthepublic.D. PRESENTATIONS

1. MashariePowell-PhilpartMashariePowell-PhilpartrepresentedReadingIsanArt(RIA),astudentsupport,nonprofitorganizationworkinginschoolstobridgethegapbetweenthecommunity,theschoolandthehome.WiththeaidofaPowerPointpresentation,shepresentedtheorganization,discussedthe resources available in the community, stating they partnered with individuals in thecommunity, alongwithparents/guardians in thehome to assist students. She commentedwhatmadetheprogramveryclosetoherheartwasshewasaDeerfieldBeachresident,andherhusbandandhis familywere fromDeerfieldBeachaswell. Shehadbeenapartof theBrowardCountyPublicSchoolsystemfor11years,workedasaliteracycoach,andshewasinvolved ineducation leadership for thepast sixyears. Ms.Powell-Philpart said shehadastronghistoryofworkinginstrugglingschools,asitrelatedtoacademicperformance,suchasBlancheElyHighSchool.TheyworkedwiththeschooltoraiseitfromaBtoanAschoolandmaintainedtheAgradeconsistently. ShewaspresentlyatDeerfieldMiddleSchoolandhadbeenthereforovertwoyears,whereshefeltveryathomeandpassionateaboutherworkatthe school. Itwas very dishearteningwhen people reacted negativelywhen they learn atwhichschoolshewascurrentlyworking, Whenthishappening,shechallengedthemtoex-plain how the children at Deerfield Middle were any different from children in any otherschool;somepeoplefeltthechildreninschoolstothewestdidbetterthanthechildrenintheschoolstotheeast.Shesaidmanyfailedtounderstandthatwhateverwasprojectedonchil-drenwouldyieldalikeresultinreality.Ms.Powell-Philpartsuppliedthefollowingharddata:

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nearly54percentofthechildrenintheDeerfieldBeachschools,grade3throughtoten,wereperformingbelowgradelevelinreading,whichmeantthehigherinschooltheygot,thehard-er itwouldbe for themtosucceedandbeable tocompete for jobs. Only39percentblackmalestudentsgraduatedin2011,a16percentgapwiththeirwhitecounterparts,followedbya littlebithigher formaleHispanic students. She remarked this createdadirect school toprisonpipeline, as studentswhowere struggling in school tended to laterhavebehavioralissues,andsomehadparentswhowerealreadyincarcerated,sotheremightbeacycleofin-carceration. Such outcomes impacted the resources of the communitywhen they becameadults, including issues related tohealth,unemployment, housing, etc. Ms.Powell-Philpartindicatedthegoalofherorganizationwastoworktolowerthedropoutrateandincreasethegraduation rate, increase literacy, math and science grades of students in the community.Theyproposedtoaccomplishthisbytheaforementionedtrifectaapproach,beginningattheDeerfieldMiddleSchool. The focuswasusuallyon theelementary school students,but re-searchrevealedmanyoftheproblemsforstudentsfailingtograduatefromhighschoolbeganinmiddleschoolyears.Thiswasduetoaneglectbyparentsofthatagegroup,astheywerevery engaged at the elementary school level, with parents thinking students needed theirsupportlessinmiddleschool,leadingtotheemergenceofbehavioralproblemsatthistime.Ms. Powell-Philpart stated theywished to do a high school component called “Beyond theMinimum”;thoughittooka2.0gradepointaverage(GPA)tograduatehighschool, thisdidnotequip thegraduates tocompete toget into thecollegesof theirchoice. Shesaid in theDeerfieldBeach community, theRaiders football teamhadover100 students, and theRat-tlersalsohadhundredsofstudentmembers.Regardingathleticdata,only.8percentofstu-dentswhoplayedfootballatthehighschoollevelmadeittotheNFLlevel,yetmanydreamswerebeingbankedonthosestudentsandtheirtalents. Shesaidtherewasaneedtomatchthosenaturalathletictalentswithacademic,social,andemotionalsupport,andhelpstudentsusethosenaturaltalentstopayfortheircollegeeducation.Theresearchshowedthatofthestudentswhowenttocollegeonscholarships,lessthan37percentofthemgraduated,astheylackedthefoundationalskillstogettheirdegree,soitwasimportanttostarttheinterventionatthemiddleschoollevel.Ms.Powell-Philpartintimatedthehighestschoolcomponentfocustheorganizationwishedtolookatwashomeworkassistance,ashomeworkreinforcedwhattook place in class and helped to identify where deeper intervention was needed in theschool.StandardshadbeenchangedbytheStateandwerenowmorerigorous;thedatashesuppliedearlierwasbasedontheoldstandards,whichmeantifthesamestudentsweretest-edbythenewstandards,itwaspossiblethatthefiguresmightbeevenlower.ShesaiditwasimperativethatstudentswereprovidedwithtutoringandACTprep.Anotherareawasmid-dleschooldropoutprevention,providingconsistentprogramassistance,alongwithsupportinmeetingStatestandardswiththeStatetests.Shecommentedtheywishedtotakemiddleandhigh school studentsbeyond thebooks, teaching themabout life, therebyempoweringthemtocreateabalancebetweenbookknowledgeandtherealworld. Theywouldprovideenrichmentactivitieswithcorrectexploration,asmanystudentshadneverbeenoutsidetheirzipcode.Shementionedfocusingon lifeskilldevelopment,sostudentscouldbecomefunc-tionalmembersofsocietywithabetterunderstandingoftheirchoicesandhowtorespondinsituations,whilegettingsocialandemotionalsupport.Shereiteratedthelattertworequiredworkingwithparents/guardians,andbehavioralinterventionwasprovidedforthestudentsviamentorship,making them accountable to someone else besides the school system andhome,andmostimportantlytothemselves,astheysetgoalstowhichtheyworkedtowards.Ms. Powell-Philpart emphasized the importance of parental involvement, noting since hermovingtotheDeerfieldBeachcommunitythroughtheorganization,theyhostedtwoparentalinvolvementengagementsessions. Theyinformedparentsofwhatwasgoingon,whatwascomingdownthepike,howtheirchildrenwouldbeimpacted,andwhatitmeantforthenext

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generationandthecommunityasawhole.ShereachedouttotheCityofDeerfieldBeachandtheywere currentlyworkingonapartnership,where theywouldbedoing someprogram-mingattheTeenCenter,andsheproposedtargeting100DBHAstudentresidentsatthemid-dleandhighschoollevels.Therewouldbe40highschoolstudents,withagoalofequippingthemwith the skills and academic credentials to qualify them for college and jobs; and60middle school students, towhomwouldbegiven thenecessary support. Sheprovided theBoardwithaprojectedbudgetofthecosttoworkwiththe100studentsintheDBHAcom-munity;theorganizationwasaskingtheDBHAforwas$81,769.SheviewedtheDBHABoardofCommissionersasabodywithacertainamountofpowerthatcouldhelpherorganizationmakegreatinroadsiftheypartneredonthesubjectmatter. ShewasnotopposedtosittingwithaDBHAteamtoworktogetheronaprogram.ViceChairmanMarlowecommentedonhearing.Ms.Powell-Philpartmentionnumeroussta-tistics and hope, and the organization using a three-prong approach. However, he heardnothingaboutthemethodsofimplementation,suchaswiththehomeworkassistance,askingiftheprogramwasavailabletoeveryoneintheschool.Ms.Powell-Philpartrepliedtheprogramwasopenedtoeveryone.Vice ChairmanMarlowe referred toMs. Powell-Philpart’s comment aboutwishing to teachchildren about admission requirements, as well as helping them to pass the ACT. He feltteachingthemthefundamentalswaseverything,askingformoreindepthinformationonthetypesofsupporttheorganizationwouldofferstudentsotherthanhelpingthemwithhome-work.Hecouldnot,ingoodconscience,votefortheDBHAfundstobeexpendedforthepro-gramportrayedbyMs.Powell-Philpartwithoutmuchmoreinformation.Ms. Powell-Philpart thought theremight be somemisunderstanding, recapping portions ofthepresentationthatillustratedthevarioussupportactivitiestheprogramincluded.Vice Chairperson Marlowementioned his educational experience gave him a clear under-standingastowhatMs.Powell-Philpartandherorganizationreferred.Itappearedthepro-gramrepresentedauniqueStudentSupportSuccessPlan,whereitstatedthesupportitpro-videdtoeachstudentwasbasedonhisorher individualneeds. Hethought thisasizeablegoaltoaccomplish,thoughanobleone.CommissionerGaylenoted shedidnot knowMs.Powell-Philpartpersonally, but sheknewherthroughtheexperienceofherworkingwithsomestudentsandhergranddaughterintheRIAprogram.Shesaidthestudentswhoparticipated,includinghergranddaughterachievedgreatsuccessunderMs.Powel-Philpart’stutelidge,thoughherdaughterpaidaconsiderableamountforherdaughtertoparticipateintheprogram,asitwasnotfreeforher.Shestatedshewasveryimpressedwiththeprogram’sachievementsshepersonallywitnessed,andshehadbeen talking forsomeyearsaboutpossibly institutingaprogramaftervisitingDenver,wheretheyhadsimilarprogramsinstitutedintheirpublichousingforthebenefitofresidentstudents. ItwasforthesereasonssheaskedMs.Powell-PhilparttomakeapresentationtotheDBHABoardandstaff.ThedollarsbeingrequestedwastohelpfundtheRIAprogramsinwhich student residents of theDBHA communitywould participate. She believed the stu-dentswhoparticipatedintheRIAprogramsreceivedavastamountofknowledgethathelpedthemsuccessfullycompletemiddleandhighschool,andgotthemreadyforcollegeandthejobmarket.

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Ms.Powell-PhilpartaffirmedthemoniesshewasrequestingfromtheDBHAwastofundstu-dentswhoresidedintheDBHAhousing,asshewouldbeworkingwithsome1,200students.ChairmanPelt felt the subjectprogramwasone thatwould likely fall under thenon-profitarmofDBHA,andstatedthatallmembersoftheBOCwerealsoapartofthatBoard.WhethertheDBHAfundedtheprogramwithitsownfundsorinsomeothermanner,partofthechargeoftheDBHAwastohelpitsstudents.Itwashisdesiretosharewithandhelppeoplerealizethatwhile theywere in public housing, they could learn and be successful in life. On theBoard’sbehalf,hethankedMs.Powell-Philpartforherpresentation.ViceChairmanMarlowethankedCommissionerGayleforherinput,ashertestimonialswonhimovertosupporttheRIAprograms,thankingherforinvitingMs.Powerll-Philparttomakeherpresentation.

2. SimoneBarefield(Gans,Gans&Associate)Executive Director Jarmon noted at the DBHA’s StrategicWorkshop, one of the directivesfromtheBoardwastoimprovetheskillsetsandexpertiseofagencystaffing. Ms.Barefieldwasarecruiterorheadhunter,andsheprocuredhertohelpwiththeinitialscreeningofallapplicantsfortheDBHA’stoppositions.SimoneBarefieldreviewedthehandoutshedistributedtotheBoard,statingtheirswasa28-year-oldHumanResourcesConsultantandExecutiveSearchFirm,locatedinPlantCity,Flori-da. Theyprovidedstaffingandtrainingservices topublichousingauthorities for26years,including executive coaching andmentoring services, aswell as residential advisory board(RAB)training,workingwithresidentcouncilsandexecutiveteams. Shereviewedtheirre-cruiting processes, taking an all-inclusive approach, sought personswhowere happywiththeiremploymentandpresentedthemwithopportunitiestofurtherimprovetheirworksitu-ation.Theytooktheneedscriteriasuppliedbythepublichousingagencyandmatchedthemto candidates based on years of experience, education, and overall accomplishmentsthroughout their career to date. Her firm conducted background and media checks, andworkedwiththeclientsinthecontractnegotiationsand,afterhire,theyworkedwiththenewemployee, particularly those thatwere relocating, to ensure theywere integrated into theagency and the community. Ms. Barfield remarked sometimes the latter involvedworkingwithasignificantothertofindajobinthenewlocation,orfindingachurchandschool(s)forthenewemployeeandtheirfamily.Aseachorganizationandclientwasdifferent,theypaidcloseattentiontotheirclients,whichweretheorganizationandthecandidatestheyworkedwithtomakesuretherewasagoodmatchoncultureaswell.Itwasonethingtohaveagreatskillsetandmeetallthatcriteria,buttheythoughtitwasequallyimportantthatthepersonfit thecultureof theorganization,asboth thecandidateand theorganizationhaddifferentstrengths,weaknesses, andothernuances. She indicated theyoffered the serviceofdeter-mining theviewsofotherentitiesof theagency, includingcommunity leaders, electedoffi-cials,clients,etc.throughtheforumoffocusgroups.Thisprovidedasenseofwhatthecom-munity thoughtof someof thepositions in theagency, aswell as findingouthowwell theagencyserveditsclients. Ms.Barfieldreferredtothe list inthehandoutthat illustrated18publichousingauthoritieshercompanyworkedwith,aswellas thesectionof thehandoutthatdetailedtheirtechniquesusedtoscreenapplicants.Shestated,intheir28years’experi-ence,theaverageapplicantstayedinthatpositionfornineyears,withtheshorterstaysbeingaboutfiveyears,andthelongestperiodwas18years.TheDBHAwasawell-runagency,and

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Dr.Jarmonwasveryhighlyregardedinthepublichousingindustry,sotheDBHAshouldat-tracthighlydesirablecandidates.ChairmanPelt asked ifMs.Barfieldhada tentative timelinewhen theBoardmightbepre-sentedwithprospectivecandidateswhenthesearchcommenced.Ms.Barfieldansweredtwoweeks.ExecutiveDirectorJarmoncommentedtheDBHAwasfortunateinbeingabletocontactMs.Barfield,assheresidedinFlorida. SherecalledtheBoard’sdirectivesatthestrategicplan-ningsessionthattookplaceinJuly.ShewouldincorporatethoseinherdiscussionswithMs.BarfieldwhensearchingforsuitablecandidatestofilltheDBHA’semploymentneeds.ChairmanPeltnoted though the situationwas somewhat tenuous for theDBHABoardandstaff, the agencywished to employMs.Barfield tohelpbring thebest andbrightest to theDBHA. Theagencymorphedoverthelastthreeyearsintoanagencythatwasmorethanitwasbefore, and thisprocesswas likely to continue, so theBoard chargedDr. Jarmonwithstaffingtheagencyappropriatelytofacilitatethesuccessofexistingandfuturechanges.HeremindedthemembersoftheBoardtoforwardanyfeedbacktoDr.Jarmon.

3. Jeanette Smith (New hire for Community Development Block Grant(CDBG)Program)

ExecutiveDirector JarmonintroducedJeanetteSmith,statingshewasnewlyhiredDBHAtoadministertheCity’sCDBGProgram.JeanetteSmithgaveabriefoverviewofherworkhistoryandcredentials,aswellasandthecurrent dutieswithwhich shewas charged, noting she looked forward toworking for theDBHA. Withherskillsandexpertise,shehopedtobringtotheDBHAnumerousresources,support,knowledge,etc.tomeettheagency’sneeds.ChairmanPeltwelcomedMs.SmithtotheagencyonbehalfoftheBoard.ExecutiveDirector Jarmon indicated,moving forward,Ms. Smithwould provide amonthlyreportattheregularBOCmeetings,updatingtheBoardonthestatusoftheMinorHomeRe-pairandPurchaseAssistanceprograms.E. RADUpdate-CarlosGuiceCarlosGuiceprovidedaRADupdate,assetforthintheagendapacket.ExecutiveDirectorJarmonaddedthatAttorneyTolceswasinvolvedwiththesellernote,andbothheandsheattendedtheTEFRAhearingheldbytheBrowardCountyHousingFinancingAgency.Thiswasaverycomplexdeal,andthoughshedislikedthedelaysandhavingtoagainmove the closingdate, theprocesswas90percent complete, andwithall the stakeholdersthat investedtimeandmoney intheRAD,shewasconfidenttherewouldbeaclosing. Shenoteditwasnotjustaboutthemoney,astherewerepromisesmadetotheresidents,proper-ty improvements,etc.,butshetoowasdisappointed intheprocesstakingas longas ithad,but thedealwasmorecomplicated thanany inherpriorexperience. ShecommendedMr.Bakerandhisteam,andAttorneyTolcesandshespokeatleasttwiceononetotwocallsre-

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gardingtheRAD.Tooffsetthedelay,theywoulddiscussthePalmslaterinthemeetingandthesecondupcomingRAD.Mr.Guiceresumedhisupdate,focusingonThePalmsRAD.ChairmanPeltwishedtomakesureallpartiesunderstoodthatheplacedconsiderablepres-sureonDr. JarmonregardingtheRADprocess,whichwasvery laboriouswithanumberofdelays. Hewanted it statedon the record itwasneverhis intention tobe a “jerk”, buthewouldcontinuetobevigilant inhismonitoring,ashisdesirewastopreventarepetitionofdelays in the secondRAD, HeaskedAttorneyTolceswhatwas thebestway tohandle thematter.AttorneyTolcesthoughtwheretheDBHAwasinthecurrentRADtransactionwasveryposi-tive,andthehopewastogettheclosingcompletedintheverynearfuture.WhencomparedtoothertransactionstheDBHAhadbeeninvolvedwith,theRADwasveryfaroutofthebox,duemainlytothenumerousfinancingmechanisms, fromCountybondstoStatebonds, toaHUDloantoprivatetaxcreditinvestors,andtheyallhadtheirownrequirements.Thus,eventhoughtheDBHAprovideddocumentstooneentity,anotherentitybroughtintheirpeopletoreviewthesamedocuments,andhewasunsurewhattookplacewiththeHUDloanprocess,butitboggeddowntheprogressoftheclosing.Thetimedelaysledtosomeinformationbe-ingrenderedoutdated,suchastheappraisals,whichhadtobedoneagainduetoanincreaseinpropertyvalues,andthechangesintheappraisals impactedotherareas. Hepointedoutthe DBHA had quite a few very high quality professionals working on this deal to ensurecompletion,andhefeltpositivetheclosingwouldtakeplaceinthenearfuture.AttorneyTol-cesindicatedhewoulddeterminetheappropriatepersonfortheBoardtosendanycommu-nicationto,suchasanRADcoordinator, towhomtheycouldvoicetheirpositiononthere-peateddelays.ChairmanPeltreiteratedtheBoardwishedtohaveanunderstandingaboutthewaytheRADprocesswasunfolding,thankingDr.JarmonandAttorneyTolcesfortheirvigilancethrough-outtheprocess.F. FINANCIALOVERVIEW-DarcyBranchExecutiveDirectorJarmonexplainedMs.BranchwouldberepresentingMs.AndreaHartt,theDBHA’sfinancialadvisor.Ms.BranchhadbeenafinancialadvisorfortheBradentonHousingAuthority for18years,soshewasveryknowledgeable,andshehadbeenveryhandson inthepreparationoftheDBHAbudget.DarcyBranchpresentedtheFinancialOverview,asdetailedintheagendapacket,highlightingthefollowing:

• DBHAAnnual2016OperatingBudget-threeprogrambudgetswouldbeapprovedon the present agenda: Low Income Public Housing Budget (LIPH); Section8/HousingChoiceVoucher(HCV)Budget;andBusinessSkillsCenterBudget

• Itemized for each of the three budgets: revenues, administrative costs, other ex-penditures, tenant services for contract administration, utilities, maintenancecosts,protectiveservices,andgeneralexpenses

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• TotaloperatingbudgetforLIPH-Revenue:$1,167,806;Expenditures:$1,118,593;Section 8/HCV - Revenue: $4,115,572, Expenditures: $4,108,011; and BusinessSkillsCenter-Revenue:$94,500,Expenditures:$93,672

• TotalexcessfortheFiscalYear2016$57,603• Comparedtopublichousingagenciesnationwide,theDBHAwasdoingverywell,

asmanywerelosingmoneyforavarietyofreasons,andserviceswerebeingcut.Dr.JarmonincreasedservicestotheDBHAclients,yetstillyieldedexcessrevenue.

CommissionerGuadagninomentioned,with regard to theDBHA’s administrative expenses,thisyeartodatewaswayoverbudget,andthenewbudgetonlywentup$46,000.Thenum-bersseemednottomatchuptohim,andhethoughtitshouldbehigher.HesaidtherewereanumberoflineitemsthattheDBHAwasconstantlyoverinitscurrentbudget,andhewantedtomakesurethatintheFiscalYear2016Budget,thoselineitemshadsufficientfundsbudg-etedforthem.ExecutiveDirector Jarmonstated, in theupcomingbudget, themostof the fundsunderad-ministrative expenseswas for salaries, so theDBHA budgetwas over in the present fiscalyearduetoadditionofafewkeypositionsthatwerefilled.TherewassomecarryoverfromwhenMs.Hobbs left the agency, so those factors caused theAugustmonthly budget to beover.CommissionerGuadagninoreiterated,thenewbudgetwasnotgoingupinthesameamountofthelineitemsthatwereshowingasoverinthecurrentbudget.ExecutiveDirector Jarmonexplainedsomeof theoveragewasduetothenewstaffingplan,whichhadbeenincorporatedintheupcomingbudgetand,sowouldoffsettheoverageshow-ingforthoseitemsinthecurrentbudget.Commissioner Guadagnino inquired if fundswere being added to that line item to ensurethereweresufficientmoniestopaytheneededemployees.ExecutiveDirectorJarmonbelievedthemoniesreflectedwereadequatetocoversalaries,butshecoulddoanamendmentifnecessaryafterrecruitmentandrelatedhiringprocesseswereover.Inadditiontohiringpeople,theagencywasalsolookingatthepossibilityofeliminatingsomeexistingpositions,andthatmightoffsetanyneedforadditionalfunding.Ms.Branchaddedtheremightbea littlebitofadifference,as theoffice financials includedtheCDBGstaff,andthenewbudgetwouldnot,asitwouldbedoneasanindependentbudgetfromnowon.Thesalariedattributedtothatprogramwerenotinthenewbudget.Attorney Tolces pointed out on the agenda for the Board’s consideration was Resolution2015-21, for theapprovalof the2015/2016AnnualBudgetandStaffingPlan,so theBoardcouldmakeanycommentsandchangesatthattime.Chairman Pelt directed everyone’s attention to ItemH, NewBusiness, item (d) Resolution2015-12, referring to the StaffingPlan and thepriordiscussionof engagingMs.Barefield’srecruiting agencywith the aim of filling some of the positions in that Plan. He noted theDBHAhaddoneverywellinnothavingtoamenditsbudget,applaudingDr.Jarmonforthatachievement.

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Dr.Jarmonindicatedshehadonechangetothestaffingplanthatwasnotonthechartinclud-edintheagendapacket,statingtheagencyanticipatedhiringagrantwritertoassistwithget-ting funds for thenonprofit program. The grantwriterwouldnot be salaried, rather theywouldonlyreceivemoneyiftheyprocuredagrant.Resolution2015-21wasvotedonatthispoint,butisfurtherreflectedintheagenda.G. LEGALUPDATES–AttorneyDavidTolces NONEH. NEWBUSINESS

a. Resolution 2015-18: A Resolution of the Deerfield Beach Housing Authority(DBHA)BoardofCommissioners,awardingGreenHorizonServices,Inc.,theContractforallDBHAsitesforoneyearandaone-yearoptiontorenew.

ExecutiveDirectorJarmonwentovertheproposedresolution,asdetailedintheBoardpack-et,notingthesubjectactionwasverynecessary,asthecurrentvendorabruptlyquitprovid-ingtheircontractedservicestotheDBHA.Theprocurementprocesstooktime,sotherewasaneedtodotwoemergencyprocurementstogetthegrassedareasproperlymaintained.CommissionerGaylequestionedwhodidthevendorrating.ExecutiveDirector Jarmonreplied the ratingwasdone inhouseby twostaffmembersandshe.CommissionerGayleremarkedmanylandscapecompanies,whenthecutthegrass,blewthecuttingsintotheroads.SheaskedtherepresentativeofGreenHorizonServices,Inc.,iftheirstaffwastrainednottodothis.ShaneFieler,VicePresidentofGreenHorizons, introduced theothermembersofhis team:President/Owner Ralph Toledo, and John Godshall, Director of Business Development. HeputtogetherthebidfortheDBHApackage,notingtheyhadbeeninbusinesssince1991asacommercialgroundsmaintenancecompany.Theyworkedfor150BrowardCountyschools,andtheyrepeatedlywonbackbids,duetotheexcellenceoftheirwork,sotheywerefullyca-pableofprovidingalltheDBHA’sneededservicesatahighqualityandareasonableprice.ExecutiveDirectorJarmonaffirmedDBHAstaffcheckedHorizon’sreferences.CommissionerRiveramadeamotion toapproveResolution2015-18. CommissionerReynoldssecondedthemotion.Themotionpassed7-0.ExecutiveDirector JarmoncommentedtheHorizonteamfortheirexcellentresponsetotheDBHA’s RFP, indicating their point of contact would be Jasmine Privott going forward.Thoughsheappreciatedknowingabout the largerclients theyserved, theDBHAwassmallbutlikedbeingtreatedasnumberone,soshewishedtheretobeapersonalpointofcontactatHorizonspecificallyfortheDBHA.Attimestherewasaneedtodoemergencycuts,asin-spectorsmightwishedtovisittheagency’spropertiesbetweentheHorizonservicedates,soitwasimportanttobeabletocontactthemandhavethemperformtheserviceonshortno-

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tice. Thepossibilityofsuchemergencieswasalreadynegotiated inthecontractprice. ShewelcomedthemtothebodyofvendorsworkingwiththeDBHA.

b. Resolution2015-19:AResolutionoftheDeerfieldBeachHousingAuthorityBoardof Commissioners, approving consent to assignment for administration oftheCity’sCommunityDevelopmentPrograms.

AttorneyTolcesreviewedthesubjectresolution,asreflectedinthedocumentsdistributedtotheBoard,noting theaimwas toassignmentof thecurrentCDBGservicesagreement fromtheDBHAtothenewcorporateentity.ThistooktheadministrationoftheprogramoutofthehandsoftheDBHAandputitintothehandsofthecorporation.Commissioner Guadagnino asked if DBHA staff confirmedwith the City of Deerfield Beachthatestablishingthesubjectarrangementwasacceptable.AttorneyTolcesansweredyes.ExecutiveDirector Jarmon explained therewere two different branches ofHUD, the CDBGandtheHUDgrantforhousing,andthetwodidnotcommunicate,andthatlackofcommuni-cationcausedthemattertobecomeconvoluted.TheDBHAgotcaughtinthemiddle.CommissionerWoodsmadeamotiontoapproveResolution2015-19. CommissionerGaylesecondedthemotion.Themotionpassed7-0.

c. Resolution2015-20:AResolutionoftheDeerfieldBeachHousingAuthorityBoardofCommissioners,grantinganincreaseinsignatoryauthorityfortheExec-utiveDirectorto$5,000.

ChairmanPeltremarkedhecurrentlyservedastheadministrativearmofhischurch,anditliterallyhadhimatmany locations,making itsometimesdifficult forhimtobeavailable tosignDHBAchecks,hencetheproposedresolution.Hehadnoissuewithassigningtheauthor-itytoDr.Jarmon,butthethoughtthemattershouldcometotheBoardforapproval.CommissionerRiveramadeamotion toapproveResolution2015-20. CommissionerWoodssecondedthemotion.Themotionpassed7-0.

d. Resolution2015-21:AResolutionof theDeerfieldBeachHousingAuthorityap-provingtheAnnualBudgetandaccommodatingStaffallocationforFiscalYear2015-2016.

ThisitemwasdiscussandvotedonjustpriortoItemG-LegalUpdates.CommissionerGuadagninomadeamotion toapproveResolution2015-21. Commis-sionerWoodssecondedthemotion.Themotionpassed7-0.

e. Resolution2015-22:AResolutionoftheDeerfieldBeachHousingAuthorityBoardof Commissioners, approving the Consulting and Shared Services Agree-mentwithDeerfieldBeachFamilyEmpowerment,Inc.

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AttorneyTolcesexplained,aspartof theassignmentof theCDBGprogramagreementwiththeDeerfieldBeach Family Empowerment, Inc., a contractual relationshipwould be estab-lishedbetweentheDBHAandDeerfieldBeachFamilyEmpowerment,Inc.,wherebytheDBHAwouldprovidesupportiveservicestothenewcorporation.ThesubjectagreementprovidedfortheDBHAtoprovideaccountingandrecord-keeping,purchasing,office,informationser-vices,aswellasothergeneralday-to-dayservices.HesaidthecorporationwasnotusingtheDBHAoffices free of charge, and itwouldmaintain an arms-length relationship. Thus, theDBHABoardneededtoapprovetheagreement,andthenatthecorporatemeetingthedirec-torswouldapprovetheagreement.ChairmanPeltaffirmedthesubjectagreementwouldallowtheDBHAtobillforitsservices.AttorneyTolcesconcurred,stating,theCitywouldbepayingthefeestothenewcorporation,sothesubjectagreementwouldallowtheDBHAtocollectforitsadministrativecostsandex-pensesforprovidingitsservices.ExecutiveDirectorJarmonstated,atpresent, thoseserviceswereperformedbytheDBHA’sAccountsPayablestaff.ChairmanPeltaskediftheCitywaspayingtheDBHAtimelyforadministeringitsCDBGpro-gram.ExecutiveDirectorJarmonansweredyes.AttorneyTolcesinformedtheBoardthatthevariousagreementswererunthroughtheCityofDeerfieldBeach’sCityAttorney’sOffice,sotheywerefullyawareofwhatwastranspiring.Hementioned the City added the corporation onto its insurance policy, as the Citywanted tomakesurethecorporationhaditsowninsurance.CommissionerReynoldsmadeamotiontoapproveResolution2015-22.Commission-erGaylesecondedthemotion.Themotionpassed7-0.I. OLDBUSINESSNoneJ. EXECUTIVEDIRECTOR’SANDDIVISIONREPORTExecutiveDirectorJarmonsummarizedherreportsprovidedintheagendapacket,notingherreportsreflectedthecommentsanddirectivesgivenbytheBoardattheJuly2015StrategicPlanning Session. She thanked Commissioner Guadagnino for his help with the Back-to-SchooleventonAugust22,2015,particularlywiththeadvertising.K. COMMISSIONERSCONCERNS&DISCUSSIONITEMSChairmanPeltacknowledgedthebirthdaysofCommissionerWoodsandViceChairmanMar-lowe.HeremindedtheBoardofthevariousprogramstheDBHAwasdoing,anditsmovingforward,andit’sbecomingatruedevelopmentagency,andthiswouldrequireoftheDBHABoardofCommissionersduediligence. SowhentheBoardmembersreceivedtheiragendapackets, theyshouldreviewthemthoroughlyandaddressanyconcernsarisingpriortothe

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monthlymeetingtoDr.Jarmon;theyshouldnotdirectanyotherDBHAstaffdirectly.HesaidDr. Jarmonhadmadeher office available to theBoardmembers, so they could share theirconcernswith her, and he thankedDBHA staff for thework they did for the agency. TheBoard continued to raise the bar, andDr. Jarmon continued tomake thenecessary adjust-ments;hethankedtheBoardforvolunteeringtheirtimeinthefurtheranceofthegoalsoftheDBHA.L. ADJOURNMENTThemeetingwasadjournedat6:17p.m.________________________________________________________________AnthonyPelt,Chairman________________________________________________________________Dr.NadineJarmon,ExecutiveDirector

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Presentations

NadineJarmon,PhD.

AnnualallocationtoF.A.C.T.

Introductionofnewhires:LaiShasaHarris-PT,AccountsPayable

JoyceHill-PropertyManager,PalmsofDeerfieldBeachTownhomesLaTonyaColey-PropertyManager,StanleyTerrace

EmployeeFiveYearsRecognition

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RADUpdate

(SeparateAttachmentforRADSchedule)

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LegalUpdates

DavidTolces,Esq.

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FinancialOverview

(Separateattachment)

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NewBusiness

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Deerfield Beach Housing Authority


Resolution 2015-22

Resolution 2015-22: A Resolution of the Deerfield Beach Housing Authority (DBHA) Board of Commissioners adopting the revised DBHA Personnel Policy Manual.

WHEREAS, the DBHA Board of Commissioners recognizes that the DBHA’s Personnel Policy Manual was last updated in August 2009; and

WHEREAS, the DBHA Executive Director has worked with outside consultants to update and re-vise the DBHA Personnel Policy Manual in order to insure compliance with legal requirements, and to provide for best practices with respect to Personnel Policy matters; and

WHEREAS, the DBHA Board of Commissioners finds that the revised DBHA Personnel Policy Manual provides the necessary tools for both DBHA Administration and DBHA employees to op-erate efficient, and in compliance with both Federal and State law.

NOW THEREFORE, BE IT RESOLVED that the Deerfield Beach Housing Authority Board of Commissioners hereby approves the revised DBHA Personnel Policy Manual this 18th day of No-vember, 2015.

__________________________________ ______________________________

Anthony Pelt, Chairman Dr. Nadine Jarmon, Executive Director

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(See Separate Attachment for Personnel Policy Summary of Changes and Proposed Manual)

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Resolution 2015-23

Resolution 2015-23: A Resolution of the Deerfield Beach Housing Authority (DBHA) Board of Commissioners to authorize the Executive Director to negotiate with Smith & Henzy Ad-visory Group and Mr. Lennard Robinson, to provide Affordable Housing Finance Develop-ment Services on an as needed basis to the DBHA and its affiliates and to authorize the Ex-ecutive Director to execute an agreement subject to review by Legal Counsel.

WHEREAS, the DBHA recognized the need to procure Affordable Housing Finance Development Advisory Services for the agency; and

WHEREAS, in recognition of this need DBHA posted on its website an advertisement to procure such services beginning October 1, 2015 with a deadline for submission of 1:00pm on October 23, 2015; and

WHEREAS, DBHA received a total of four (4) responses for the above referenced RFQ; and

WHEREAS, due diligence was performed by DBHA staff in the categories of Experience; Qualifi-cations/Key Staff; Current/Future Workloads; and Required Documents/General Response; and

WHEREAS, due diligence efforts resulted in Smith and Henzy Advisory Group and Mr. Lennard Robinson identified as the top ranked firms, therefore

BE IT RESOLVED: The Deerfield Beach Housing Authority Board of Commissioners authorizes the Executive Director to negotiate with Smith and Henzy Advisory Group and Mr. Lennard Robin-son, the top ranked Affordable Housing Finance Development Advisors to provide on call services to the DBHA and to authorize the Executive Director to execute an agreement subject to review by Legal Counsel this 18th day of November, 2015.

__________________________________ ______________________________

Anthony Pelt, Chairman Dr. Nadine Jarmon, Executive Director

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Resolution 2015-24

Resolution 2015-24: A Resolution of the Deerfield Beach Housing Authority (DBHA) Board of Commissioners approving the Agreement for Purchase and Sale for the Palms of Deerfield Apartments Property to The Palms of Deerfield Apartments, LLLP, ratifying and authorizing the execution of the Agreement for Purchase and Sale with The Palms of Deerfield Apartments, LLLP.

WHEREAS, the Housing Authority of the City of Deerfield Beach, d/b/a the Deerfield Beach Housing Authority ("DBHA") desires to redevelop The Palms Apartments located at 425 NW 1st Terrace, Deerfield Beach, Florida (the "Property''); and

WHEREAS, the DBHA is in the process of obtaining financing for the redevelopment of The Palms Apartments through the Rental Assistance Demonstration Program sponsored by the Unites States Department of Housing and Urban Development ("HUD"), as well as funding provided by the Florida Housing Finance Corporation ("FHFC") through its SAIL program; and tax credit equity investors; and

WHEREAS, in order to obtain funding to redevelop the Property, the Property must be owned by a qualified entity, as provided in applicable Internal Revenue Service regulations; and

WHEREAS, The Palms of Deerfield Apartments, LLLP is a qualified Florida limited liability limited partnership that has been created to assist with the redevelopment of the Property; and

WHEREAS, the DBHA desires to convey the Property to The Palms of Deerfield Apartments, LLLP, pursuant to the Agreement for Purchase and Sale (the "Agreement"), which is at-tached hereto as Exhibit "A", and incorporated herein by reference; and

NOW,THEREFORE, BE IT RESOLVED THAT the Deerfield Beach Housing Authority Board of Commissioners hereby approves the Agreement for Purchase and Sale with The Palms of Deerfield, LLLP, and hereby ratifies and authorizes the Chair, Vice-Chair, and Executive Director to execute the Agreement for Purchase and Sale, and to take to take any and all ac-tion consistent with and necessary to effectuate the intent of this resolution, including the execution of any closing statements, deeds, and closing documents necessary to close the transaction.

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Approved on this 18th day of November, 2015.

Anthony Pelt DBHA Chairman

Nadine Jarmon, PhD Executive Director

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ExecutiveDirector’sReport

(SeeAttachment)

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DivisionReports

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HousingChoiceVoucher(HCV)ProgramsUpdate

November18,2015• HCVPROGRAM:

o AsofNovember1,2015:Totalfamiliesleasedup(excludingport-outs)403Homeowners8Port-outs12Nearelderlydisabled52Regularvoucherholders331TotalApplicants(asofSeptember1,2015)1,223

o TheHCVDepartmenthasbeenworkingourwaitinglistandatpresenttime,wehavecompletedinterviewingthenext50applicantstodeemtheireligibility.Atpresenttimewearepreparedtoissuevouchersasneeded.

o HCVManager,JanHoushattendedtheHEARTPartnerMeetingheldatBroward

CountyHousingAuthority,todiscussandpromotetheallianceoftheHEARTpro-gram.

o DuringthemonthofOctober,staffprocessed75transactionswhichincludeinterim

reviews,annualre-exams,andunittransfers.

o Thehousinginspectorperformed40inspections.Thisincludedpassed,failedandnoshows.

o HUDhasprovidedthehousingauthoritiesinformationregardingtheAdministrative

Feestudywhichisnowfinal.AsaresulttheAdministrativeFeeswillincreasefromthecurrent79%levelto81%effective10/1/2015.Thisequatesto$53.67pervouch-er.

o TheHCVManagermetwiththeMiamiFieldOfficerDirectoron-site,Dr.UcheOluku,

alongwithPHOperationsDirector,Ms.JasminePrivott,andExecutiveDirector,Dr.NadineJarmon.WehadaninformativediscussionalongwithawalkthruofallDBHAsites.

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o TheHCVDepartmentwasinvitedtoademonstrationofthenewsoftwaretobe

launchedbyGoSection8.comwhichwasputonbySarahReissviaWebinar.DBHAwasaskedtobeaparticipantinaselectpilotgrouptousethenewsoftwareandgiveourfeedbackonitsuse.

o TheHCVDepartmentparticipatedintheViolenceAgainstWomenAct(VAWA)train-

ingalongwithotherDBHAstaffmembersputonbyLegalAidServiceofBrowardCounty.

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FamilySelfSufficiencyProgramBoardReportforSeptember16,2015

FamilySelfSufficiencyProgram

BoardReportforOctober/November,2015

FSSparticipants 44

EmployedFullTime(only) 26

EmployedPartTime(Only) 6

UnemployedDisabledorElderly 4

Unemployed–NonStudent 7

Unemployed-FullTimeStudent 0

EnrolledinschoolFulltime&EmployedFullTime 1

enrolledinschoolParttime&EmployedFullTime 4

enrolledinschoolFulltime&EmployedPartTime 2

Participantswithescrowaccounts 32

DepositfromHUD $

Escrowbalance(asofOctober312015) $134,265.42

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One-participantgraduatedfromtheFSSprogramonNovember12015.ShealsograduatedfromtheSection8programbybecomingfreeofanyHousingAssistancePaymentfromtheHousingAuthority.One-participantreceivedanFSSinterimdisbursementstohelpobtainbusinesslicens-es,FederalTaxIDnumber,etctohelpestablishherownbusinessOne-participantreceivedanFSSinterimdisbursementtouseforclosingonherveryfirsthome.One–participantreceivedanFSSinterimdisbursementtopurchasetiresforvehicleheuseforfulltimeworkandschool.ThreeparticipantsreceivedaccomplishmentcertificatesforattheCombinedFSSGraduationfortheBrowardPCC(seeenclosedpictures)

1. One-completedaninterimgoalofMaster’sDegreeinPublicAdministrationfromBarryUniversity

2. One-receivedcompletedaninterimgoalofMaster’sinScienceinCriminalJus-ticefromKaylanUniversity

3. One-recievedcompletedaninterimgoalinAssociatesofAppliedSciencefromBrowardCollege

4. One-receivedacertificationinPeerCounselingfromtheStateofFloridaOne-FSSgraduatepriortoSeptember1,2015washonoredasagraduated-shestartedherownbusinessInApril2015

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PUBLICHOUSINGMONTHLYUPDATE

v PROGRAMo AsofOctober31,2016fornewFiscalYear:

§ WaitingListisclosedforalllocations.Zeroapplicationsreceived.§ 18recertificationscompleted§ 15Annualinspectionscompleted§ 5Housekeepinginspectionscompleted§ 4Qualityinspectionscompleted

v EVENTSo PALMS

§ November21–25–ThanksgivingDinnersprovidedbyGreaterBethalAME,WayneBartonandEbenezerBaptistChurch.

§ December16,2015–DBHAsponsoredHolidayDinner

o STANLEY§ December17,2015–DBHAsponsoredHolidayDinner

v VACANCIES

o ThePalmshas7vacanciesonholdforRADconversion.

o Stanleyhas25vacanciesonholdforRADconversion.

v MAINTENANCEo Averageworkordercompletiontimeis1.58days(YTD)o 8Emergencyworkordersrequested,all8completedwithin24hours.o Currentlyturningaroundthe22outof25vacantunitsatStanleyTerrace.o Turningaround2vacantunitsatTheTownhomes.o StrippedandwaxedeachflooratthePalmsApartments.TheCommunityRoomis

scheduledtobecompletedbytheendofthemonth.o Updatinginventory

v RADUPDATEo Weeklyconferencecalls.

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o PendingtocloseontheStanleyTerraceRADthefirstquarterof2016andhopingtocloseonthePalmsRADwithinthesameyear.

v POLICYUPDATESo PendingwiththeconversiontoRAD.Policeswillhavetobeupdatedtobesuitable

foraMultiFamilyproperty.

v VENDORSo ReviewingcontractswiththeplanstopostmoreRFP’sorRPB’sinthenearfuture.o NewITmemberfromActionTechtobeassignedtoDBHA.Formerrep“Danny”re-

signed.

v STAFFMEETINGS/TRAININGo WeeklyMondayStaffmeetings.Wecommonlydiscussweeklygoalsandopportuni-

tiesforimprovement.o NEWEmployees!

§ Ms.LaTonyaColeyisthenewPropertyManageratStanleyTerrace.Aresi-dentmeetandgreetwillbescheduledpriortotheendofthemonth.Ms.ColeyhasextensiveHousingexperience.

§ Ms.JoyceHillisournewPropertyManageratthePalmsofDeerfieldBeachTownhomes.Ms.HillalsohasextensiveHousingexperienceandfamiliarwithourdemographicasshehasworkedintheareaformanyyears.

o AdminstafffromallthreepropertieswillbeattendingtheFloridaHousingFinanceCorporationComplianceTrainingWorkshopforMultifamilyRentalProgramsonFri-day,November13,2015

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CDBGPROGRAMAggressivelyworkingwithhomeownerstocertifyeachfileandcreatepositivepartnershipswithcontractors,realestateagents,andlenderstoensureactiverelationshipswithhomeowners/homebuyersandcontractorsandhomepurchaseprofessionals. However,buyersarehavingahardtimefindinghomeswithintheirpricerange.Alsothepropertiesintheareaareolderandrequiremuchneededwork.Theprocessistakinglongerthanclientswanttowait.

WeheldaMinorHomeRepairworkshopsonOctober8,2015toensurehomeown-erswereknowledgeableaboutstepstotakefortheirhomerehabilitationprocess.(seeattachedflyer)Wehadover30peopleattendingtheworkshop.Wehaveal-socompleted4minorhomerepairloans,have3inprocessand3withcontractors.WeclosedonotherPurchaseAssistanceclientOctober1standcurrentlyworkingwith4familieslookingforproperties.DBHAisworkingwiththeCityofDeerfieldBeachtoreactivatetheAffordableHousingAdvisoryCommitteetoreviewandmakerecommendationsregardingthelocalaffordablehousingincentives,includingincentivestrategies;evaluateestab-lishedpolicies,procedures,ordinances,landdevelopmentregulationsandthelocalgovernmentcomprehensiveplansubmittedandreporttotheBoard,includingrec-ommendedchanges.TheinitialadvisorymeetingwillbeheldonNovember16thintheJohnnyTignerCommunityCenter.(seeattachedflyer)CDBGstaffcontinuestoparticipateinHUDandFloridaHousingCoalitionwebinarsandattendlocaltrainingstokeepabreastonallchangesandnewservicesbeingofferedtoresidentsthatseektoimprovetheirlives.

Submittedby

JeannetteM.SmithCDBGProgramManager

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InformationalMinorHomeRepairWorkshop

AGENDA

Welcome/Introductions

Purpose

• Programfundingandavailability• EligibilityRequirements(mustbein-

comequalified)• ConflictofInterest• OwnerExpectations(notahomere-

modelingprogram)• WorkingwiththeContractor(roles

andresponsibilities)• DisputeResolution

NextSteps

• TitleSearch• Inspection• ScopeofWork• BidProcess• DeferredLoanAgreement(termsare

subjecttochange)

Questions/Answers

DateThursday,

October8,2015

Time2:30pm–4:00pm

or

6:00pm–7:30pm

PlaceofMeetingWestsidePark

445SW2ndST

DeerfieldBeach,FL

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ThePalmsofDeerfieldBeachTownHomesBoardReport

Two–vacancies1- 3bedroom–beingprepforoccupancy1- 2bedroom-beingprepforoccupancy

Applicationsarebeingacceptedforthevacantunitsaswellasforthewait-inglistforfuturevacancies.

Newpropertymanagerwashiredandstartedtoworkon11/09/2015-beingtrainedonsoftwareandreportingdataforthetownhomes.Reportsweresubmittedforquarterlyreportsending9/30/2015forBerkadiaandRBCCoordinationwasstartedwithBSOtoaddresssomeofthepropertyissues

CREATINGCOMMUNITIES.BUILDINGTRUST

Deerfield Beach Housing Authority Personnel Policy Manual

Revised:2015

AdoptedbytheBoardofCommissioners:

533 South Dixie Highway Suite 201

Deerfield Beach, Florida 33441

(954) 425-8449

DeerfieldBeachHousingAuthority PersonnelPolicyManual-2015

1

PERSONNELPOLICYMANUALACKNOWLEDGEMENT

Bysigningbelow,IaffirmthatIhavereadandunderstandtheDeerfieldBeachHousingAuthorityPersonnelPolicyManual,andthatIagreethat:

• ThePersonnelPolicyManualisnotanexpressorimpliedcontractofemployment,oralegallyenforceablepromiseorrepresentation.

• TheDeerfieldBeachHousingAuthorityretainsthesolerightinitsjudgmenttomodify,interpret,supplement,orcancel,inwholeorinpart,atanytime,andwithorwithoutanynotice,anypartofthePersonnelPolicyManual.

• ThePersonnelPolicyManualreplacesandsupersedesallpreviousemployeemanuals,handbooksandpolicies.

• Iamanat-willemployeeoftheDeerfieldBeachHousingAuthority,andthismeansIamfreetoresignatanytime,andsimilarlytheHousingAuthorityisfreetoterminatemyemploymentatanytime,withorwithoutcause,andwithorwithoutadvancenotice,astatementofreasons,orhearing.(Theexceptionisanemployeeunderanemploymentcontractwithaterminationclause.)

• IhavecarefullyreviewedthePersonnelPolicyManual’sConfidentialityPolicy,andwillstrictlycomplywithitsexpectations,includingthoseconcerningtheconfidentialinformationofDeerfieldBeachHousingAuthorityresidentsandotherclients.

EmployeeName(Print) EmployeeSignature Date

__


i

TABLEOFCONTENTS

TABLEOFCONTENTS........................................................................................................I

1. PURPOSEANDUSEOFPERSONNELPOLICYMANUAL..............................................1

PurposeandAdministration...........................................................................................1

BeachHousingAuthorityOverview................................................................................2

Governance.....................................................................................................................2

Employer/EmployeeRelations........................................................................................3

2. GENERALEMPLOYMENTPRACTICES........................................................................4

OrganizationPlan............................................................................................................4

DelegationofAuthority..................................................................................................4

PersonnelRecords..........................................................................................................4

PersonnelCommittee.....................................................................................................4

SpecialConditions...........................................................................................................4

3. ANTI-DISCRIMINATIONPOLICY................................................................................4

EqualOpportunity..........................................................................................................4

EmployeeswithDisabilities............................................................................................5

4. SEXUALANDOTHERFORMSOFHARASSMENT........................................................6

SexualHarassmentPolicy...............................................................................................6

OtherFormsofHarassment...........................................................................................7

ReportingViolationsofDBHAHarassmentPolicy..........................................................8

5. EMPLOYMENT.........................................................................................................8

AuthoritytoEffectPersonnelActions............................................................................8

EmploymentProcess......................................................................................................9

AgeRequirements..........................................................................................................9

ApplicantScreening........................................................................................................9

ReferenceChecks..........................................................................................................10


ii

SelectionandAppointmentofApplicants....................................................................10

RelocationExpenses.....................................................................................................10

ProbationaryEmployment............................................................................................10

OrientationofNewEmployees.....................................................................................11

6. EMPLOYMENTCATAGORIESANDCLASSIFICATIONS...............................................12

EmployeeClassifications...............................................................................................12

EmployeeCategories....................................................................................................12

TemporaryWorkAtaHigherClassification..................................................................13

Reclassifications............................................................................................................13

TemporaryHires...........................................................................................................13

IndependentContractors..............................................................................................14

7. CHANGESINSTATUSOFEMPLOYMENT..................................................................14

Promotions...................................................................................................................14

Transfers.......................................................................................................................14

ReductioninForce/Seniority........................................................................................14

DisciplinaryProbation...................................................................................................15

Demotion......................................................................................................................15

Suspensions..................................................................................................................16

8. SEPARATIONS.........................................................................................................17

Resignation...................................................................................................................17

Retirement....................................................................................................................17

9. TERMSANDCONDITIONSOFEMPLOYMENT..........................................................18

RegularWorkHours......................................................................................................18

ChangeinWorkSchedule.............................................................................................18

Attendance...................................................................................................................18

UnexcusedTardiness....................................................................................................19


iii

OutsideEmployment....................................................................................................19

10. COMPENSATION.....................................................................................................20

CompensationPlan.......................................................................................................20

TimeSheets..................................................................................................................21

PayPeriods...................................................................................................................21

OvertimeandCompensatoryTime...............................................................................21

PaymentforUnusedSickLeave....................................................................................21

11. HOLIDAYS...............................................................................................................22

PersonalHoliday(PersonalDays).................................................................................22

12. VACATIONLEAVE...................................................................................................22

VacationLeave..............................................................................................................22

Approval........................................................................................................................23

HolidaysDuringVacation..............................................................................................23

SickLeaveDuringVacation...........................................................................................23

Carry-Over.....................................................................................................................23

VacationUsedforSickLeave........................................................................................23

VacationLeavePayoutUponSeparation......................................................................24

13.SICKLEAVE...............................................................................................................24

AbuseofSickLeave.......................................................................................................25

SickLeaveDocumentationRequirements....................................................................25

ExtendedSickLeave......................................................................................................25

14.OTHERLEAVEOFABSENCE.......................................................................................25

LeavewithoutPay.........................................................................................................25

CourtLeave(JuryDuty).................................................................................................26

BereavementLeave......................................................................................................26

FamilyLeaveandMedicalLeaveAct............................................................................27

DomesticViolenceLeavePolicy....................................................................................28


iv

15.ACCRUEDLEAVEDONATION....................................................................................29

Recipients.....................................................................................................................29

Donors..........................................................................................................................30

TerminationofEligibility...............................................................................................31

16. FRINGEBENEFITS..................................................................................................32

Worker’sCompensationInsurance...............................................................................32

HealthInsurance...........................................................................................................32

LifeInsurance................................................................................................................33

Retirement....................................................................................................................33

17.TUITIONREIMBURSEMENTPROGRAM.....................................................................34

Objective.......................................................................................................................34

Benefits.........................................................................................................................34

Eligibility........................................................................................................................34

18. PROFESSIONALDEVELOPMENT..............................................................................35

19. EMPLOYEECONDUCTANDETHICS..........................................................................36

CodeofConduct...........................................................................................................36

CodesofEthics..............................................................................................................36

ConflictofInterest........................................................................................................37

PublicStatementsandMediaRelations.......................................................................38

EmployeeDisclosure.....................................................................................................38

ConfidentialityPolicy....................................................................................................38

Nepotism......................................................................................................................39

PoliticalActivity(HatchAct)..........................................................................................39

DressCodesandProfessionalAppearance...................................................................40

20. SAFETYPOLICY.......................................................................................................41

Responsibility................................................................................................................41

Weapons.......................................................................................................................42


v

ReportingAccidentsandInjuries..................................................................................43

NotificationofFamily...................................................................................................43

21. VEHICLEUSEANDRESPONSIBILITY.........................................................................43

AuthorizationtoUseDBHAVehicles............................................................................43

UseofaDBHAVehicle..................................................................................................43

OvernightandWeekendUse........................................................................................44

AccidentsInvolvingDBHAVehicles...............................................................................44

22. BUSINESSTRAVELPOLICY.......................................................................................44

LocalTravelwithinDBHAJurisdiction...........................................................................45

LocalTravelOutsideDBHAJurisdiction........................................................................45

OvernightTravel...........................................................................................................45

PerDiemandSubsistenceAllowances.........................................................................45

IneligibleExpenses........................................................................................................46

AutomobileRentals......................................................................................................46

TravelReportsandReimbursement.............................................................................46

23. DESCIPLINARYACTION...........................................................................................47

DisciplinaryMeasures...................................................................................................49

24. DRUG-FREEWORKPLACE........................................................................................49

Drug-FreeWorkplacePolicy.........................................................................................49

ReasonsforDrugTesting..............................................................................................50

RequestedAssistanceandReferralsPriortoTesting...................................................51

PositivePost-TestResults.............................................................................................52

ChallengestoTestResults............................................................................................52

CostofTesting..............................................................................................................53

DrugsIncludedinTesting..............................................................................................53

ReportingUseofPrescriptionandNon-PrescriptionMedications...............................53


vi

Confidentiality..............................................................................................................53

ConsequencesOfTestingPositiveOrTestRefusalforJobAPPLICANTSFORSafetySensitivePositions........................................................................................................54

TestingforNon-InjuredEmployees..............................................................................54

TestingforOn-The-JobInjuries.....................................................................................54

ArrestsandConvictions................................................................................................55

25. THREATSANDVIOLENCEINTHEWORKPLACE........................................................55

PolicyStatement...........................................................................................................55

WorkplaceCriticalIncidentCoordinator......................................................................55

Procedures....................................................................................................................55

26. EMPLOYEEGRIEVANCES.........................................................................................56

GrievanceProcedures...................................................................................................56

CausesforGrievances...................................................................................................56

TheGrievanceProcess..................................................................................................57

GeneralProvisionsoftheGrievanceProcedures.........................................................59


vii

Manyofthepoliciescontainedinthismanualarebasedonlegalprovisions,interpretationsoflaw,andemployeerelationsprinciples,allofwhicharesubjecttochange.Forthisreason,thismanualisconsideredtobeaguidelineandissubjecttochangewithlittlenotice.Itistheemployee’sresponsibilitytoknowitscontents.Thismanualdoesnotconstituteacontractofemployment.

Nothing in this manual shall be construed to constitute acontract. The Deerfield Beach Housing Authority has theright,atitsdiscretion,tomodifythishandbookatanytime.Nothing herein limits the Deerfield Beach HousingAuthority’srightstoterminateemployment.

DISCLAIMER


1

1. PURPOSEANDUSEOFPERSONNELPOLICYMANUAL

PURPOSEANDADMINISTRATION

ThisPersonnelPolicyManual(“Manual”)containsthecurrentpoliciesandproceduresoftheDeerfieldBeachHousingAuthority(“Authority”or“DBHA”).ThisManualappliestoallemployeesoftheDBHAincludingtemporaryandpart-timepositions.Thispolicydoesnotapplytocontractorsorsub-contractors.

TheAuthoritydevelopedthePersonnelPolicyManualtoprovideemployeeswithgeneralguidanceconcerningcommoninformation,rules,andregulationsgenerallyacceptedbytheorganization.EverysectionofthisManuelwillstandonitsownmerit.Intheeventatanysectionorsubsection,paragraphorsubparagraphisfoundtobeinvalidinform,content,orlegality,inwholeorinpartforwhateverreason,itwillnotaffectthevalidityofanyothersection,subsection,paragraphorsubparagraphoraffectinwholeorinpartofoperationthereof.IfthereareanyquestionsregardingtheinterpretationofthepoliciescontainedinthisManual,pleasedirectthemtotheHumanResourcesAdministratororExecutiveDirector.

AllemployeesreceiveacopyofthisManual,andtheDBHAexpectseachemployeetoreadandbecomefamiliarandremainuptodatewithallpoliciesandprocedures.

WhiletheintentofthePersonnelPolicyManualistoprovideinformation,policies,andprocessesfornumeroussituations,staffunderstandsthattheorganizationisunabletoanticipate,orpredict,everycircumstancerelatedtoitsneedsandbusiness;therefore,theAuthorityreservestherighttomodifyanypolicyorprocedureinthisManualatanytime,initsdiscretion,withoutadvancenoticeorconsiderationtoaffectedemployees.

PLEASEREADTHEMANUALCAREFULLY.ALLEMPLOYEESSHOULDFAMILIARIZETHEMSELVESWITHTHEPOLICIESINTHEMANUAL.YOUARERESPONSIBLEFORTHEAPPLICATIONOFTHESEPOLICIESINRELATIONSHIPTOYOUREMPLOYEMENT.


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BEACHHOUSINGAUTHORITYOVERVIEW

TheDeerfieldHousingAuthoritywasestablishedinDecemberof1969undertheprovisionsoftheFloridaStatutes,TitleXXX,Chapter421:PublicHousingLaw.Itisthe81sthousingauthorityestablishedintheStateofFlorida.DBHAownsandmanages196publichousingunitsandadministers482HousingChoiceVouchers(formerlySection8).DBHAalsoownsandoperatesa56unitlow-incometaxcreditsproperty,ThePalmsofDeerfieldBeach.

TheDBHAacquiredandrenovatedStanleyTerraceApartmentsin1970,thefirstofourAffordableHousingCommunities.In1978,thePalmsofDeerfieldBeachApartmentswereconstructedtoprovidehousingforelderlyanddisabledresidents.

In1999,theDBHAcreatedtheSylviaPoitierBusinessSkillsCenter.TheBusinessSkillsCenterpartnerswithareabusinessesandorganizationswiththegoalofhelpingindividualsbecomeself-sufficientthroughsecuringemployment.

Thetotaloperatingbudgetvariesdependingonfederalappropriationsandisapproximately$6.4million,withtotalassetsvaluedat$16.5million.

GOVERNANCE

DBHAisgovernedbyaseven(7)membervolunteerBoardofCommissionersappointedbytheCityofDeerfieldBeachinstaggeredfour-yearterms.ThesededicatedpublicservantsmeetonceamonthormoreoftentodiscussandvoteonpoliciesandbusinesstransactionsimportanttotheoperationoftheAuthority.ResidentsintheDBHAPublicHousingandSection8RentalAssistanceProgramsmayalsoserveontheBoardofCommissioners.

TheprimaryfunctionoftheBoardofCommissionersisto:

• ActasthegoverningbodyoftheDBHA

• ProvidefiduciaryoversightforfundsreceivedbytheDBHA

• Establishandapprovepolicies

• HireandevaluatetheExecutiveDirector


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EMPLOYER/EMPLOYEERELATIONS

Employer’sResponsibilities

EmployeesoftheDBHAmayexpect:

• Fairandimpartialtreatmentatalltimes;

• Adequateandcompetitivepay;• Safeworkingconditions;

• Modernequipmentandmaterials;

• Informedsupervision;

Employee’sResponsibilities

Asanemployer,theDBHAexpectsemployeestobe:

• Fairandcourteousinmeetingthepublicandworkingwithfellowemployees;

• Industrious;

• Neatinworkandpersonalappearance;

• Promptinreportingforworkandincompletingassignments;

• Economicalintheuseofsuppliesandequipment;

• Cooperativewiththepublicandwithfellowemployeesingettingthejobdonewell;

• ObservantofallHousingAuthoritypoliciesandprocedures;

• Ifcertificationofanytypeisrequiredforaposition,theemployeemustalreadybecertifiedormustobtaincertificationwithinthedescribedperiodthatthejobdescriptionrequires.


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2. GENERALEMPLOYMENTPRACTICES

ORGANIZATIONPLAN

Allpositionsshallbeestablishedinaccordancewithanorganizationplanclearlysettingforthareasofresponsibilityandauthority.

DELEGATIONOFAUTHORITY

Everyemployeeshallbegiventheauthoritynecessarytoperformhis/herassignedduties.

PERSONNELRECORDS

ApersonnelfileshallbemaintainedforeachemployeebytheHumanResourcesAdministrator.Thefileshallcontainrecordsshowingexperience,efficiency,ratings,jobdescriptions,reprimandsandcommendationsandeducationandtraining.Eachemployeeshallreceiveacopyofallnotifications.Eachemployeeisresponsiblefornotificationofchangeofaddress,telephone,emergencycontacts,etc.totheHumanResourcesAdministrator.

PERSONNELCOMMITTEE

ByorderofDBHA'sExecutiveDirector,aPersonnelCommittee(consistingofone(1)administrativestaffmember;one(1)assistedhousingstaffmember;andone(1)representativefromtheassetmanagementstaff)appointedbytheExecutiveDirectorshallreviewgrievancecomplaints,reportanypersonnelproblemstotheHumanResourcesAdministratoranddevelopprogramsforimprovementofemployeeeffectiveness.

SPECIALCONDITIONS

AnyemployeeaffectedbythispolicyhastherighttorequestthattheExecutiveDirectorwaivetheapplicationoraspecificpolicyduetospecialcircumstances.

3. ANTI-DISCRIMINATIONPOLICY

EQUALOPPORTUNITY

TheDeerfieldBeachHousingAuthorityisanequalopportunityemployer.DBHApolicyprohibitsdiscriminationonthebasisofrace,creed,color,nationalorigin,ancestry,gender,physicalormentaldisabilitiesorhandicaps,maritalstatus,sexualorientation,familystatus,militarystatus,orotherprotectedtraitsorcharacteristics,inaccordancewithFloridaStateand


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FederalLaws,including,butnotlimitedtothe:CivilRightsActsof1964and1971;41U.S.C.Sec.1983;AgeDiscriminationinEmploymentAct;RehabilitationActof1973;FairLaborStandardsAct;EqualPayAct;AmericansWithDisabilitiesAct;andFloridaStatuesTitleXLIVCivilRights,Chapter760Part760.10UnlawfulEmploymentPractices.

TheDBHAwillfollowtheselawsinanyemploymentdecision,includingbutlimitedtorecruitment,hiring,compensation,training,promotion,upgrading,downgrading,demotion,transfer,layoff,terminationandallothertermsandconditionsofemployment,exceptasprovidedbylaw.Allemploymentrelateddecisionswillbebasedsolelyonrelevantcriteriaincludingexperience,training,andbudgetaryconditions.

EMPLOYEESWITHDISABILITIES

TheAmericanwithDisabilitiesActof1990andtheRehabilitationActof1973prohibitsdiscriminationonthebasisofdisabilityandprotectsqualifiedapplicantsandemployeeswithdisabilitiesfromdiscriminationinhiring,promotion,discharge,pay,jobtraining,andotheraspectsofemployment.Thelawalsorequiresthatemployersprovidequalifiedapplicantsandemployeeswithdisabilitiesreasonableaccommodationsthatdonoimposeundohardshipontheemployer.

Areasonableaccommodationisanychangeoradjustmenttoajoborworkenvironmentthatpermitsaqualifiedapplicantoremployeewithadisabilitytoparticipateinthejobapplicationprocess,toperformtheessentialfunctionsofajob,ortoenjoythebenefitsandprivilegesofemploymentequaltothoseenjoyedbyemployeeswithoutdisabilities.

Iftherequestedaccommodationcannotbemade,theDBHAwillconsiderthereassignmentoftheemployeeasareasonableaccommodationifitwouldnotimposeanunduehardshiponDBHAoperations.

TheAuthoritywillprovidereasonableaccommodationstoapplicantsandemployeeswithdisabilitiesuponrequest.QualifiedapplicantsandemployeeswithadisabilityandinneedofreasonableaccommodationshouldnotifytheHumanResourcesAdministrator.Allinformationregardingthedisabilitywillbekeptconfidentialandonlyusedbyappropriatedecisionmakersinvolvedwithprovidingtherequestedaccommodation.


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4. SEXUALANDOTHERFORMSOFHARASSMENT

TheDeerfieldBeachHousingAuthorityiscommittedtoprovidingaworkenvironmentfreefromallformsofharassment.HarassmentinanyformisagainstthelawandwillnotbetoleratedbyDBHA.Harassmentintheworkplaceisconsideredemployeemisconductandwillresultindisciplinaryactionuptoandincludingtermination.

Ifharassmentcompliantisfiled,allemployeesshallfullycooperateintheinvestigation.Anysupervisorystaffthatknowinglysanctionsorpermitssuchconducttooccurwillbeactingontheirownaccord,notonbehalfoftheDBHA,andwillbesubjecttodisciplinaryaction,uptoandincludingtermination.

SEXUALHARASSMENTPOLICY

ItisthepolicyofDeerfieldBeachHousingAuthoritythatsexualharassmentofemployeesorapplicantsforemploymentinanyformisunacceptableconductandwillnotbetolerated.DBHAiscommittedtoaworkenvironmentfreefromsexualharassment.TheAuthoritydoesnotcondoneandwillnottoleratesexualharassmentatanyofitsfacilities.Thisincludesallemployees,customers,vendors,contractors,andothersemployeesmaycomeincontactwithaspartoftheemploymentrelationship.Employeesmustavoidanyaction,conductorbehaviorwhichcouldbeviewedassexualharassment.Forthisreason,datingbetweensupervisorsandsubordinatesisstronglydiscouraged.

Sexualharassmentisdefinedasunwelcomesexualadvances,requestsforsexualfavors,andotherverbalorphysicalconductofasexualnature.Generally,sexualharassmentisclassifiedoneoftwoways:

1. QuidProQuo.Whenasupervisorormanagerconditionsanemploymentbenefitorcontinuedemploymentonanemployee'sacquiescenceinsexualbehavior;and

2. HostileorOffensiveWorkEnvironment.Whensexualjokes,graffiti,suggestiveremarks,cartoons,physicalinterferencewithmovementsuchasblockingorfollowing,orsexuallyderogatorycommentsthatcreateahostileworkenvironment.Suchconductmayinclude,butisnotlimitedtothefollowing:

• Demandsforsexualfavorsaccompaniedbythreatsconcerninganindividual'semploymentstatus.


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• Demandsforsexualfavorsaccompaniedbypromisesofpreferentialtreatmentconcerninganindividual'semploymentstatus.

• Verbal,writtenorgraphiccommunicationsofasexualnature.

• Sexuallydegradingwordsusedtodescribeanindividual.

• Sexuallyexplicitoroffensivejokes.

• Unwelcomesexualflirtations.

• Patting,pinchingorunnecessarycontactwithanotheremployee'sbody.

OTHERFORMSOFHARASSMENT

Harassmentonthebasisofanyotherprotectedcharacteristicorclassisalsostrictlyprohibited.Suchharassmentisdefinedasverbalorphysicalconductthatdenigratesorshowshostilitytowardanindividualbecauseofrace,color,religion,gender,sexualorientation,nationalorigin,age,disability,martialstatus,citizenship,orothercharacteristicsprotectedbylaw,and:

1. Hasthepurposeoreffectofcreatinganintimidating,hostile,oroffensiveworkenvironment;

2. Hasthepurposeoreffectofunreasonablyinterferingwithanindividual’sworkperformance;or

3. Otherwiseadverselyaffectsanindividual’semploymentopportunity.

Harassingconductincludes,butisnotlimitedto:epithets;slursornegativestereotyping;threats;intimidatingorhostileacts;denigratingjokes;andwrittenorgraphicmaterialthatdenigratesorshowshostilityoraversiontowardanindividualorgroupandthatisplacedonwallorelsewhereontheDBHApremisesorcirculatedintheworkplace.

Non-employeeviolatorsaresubjecttoexpulsionfromDBHAfacilitieswhenharassmentoccursonpremises.DBHAmaydiscontinueservicesoff-premiseviolatorsofthispolicyandmayreporttheviolatortotheappropriateauthorityforcivilorcriminalaction.


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REPORTINGVIOLATIONSOFDBHAHARASSMENTPOLICY

Anyemployeewhobelievesthatheorshehasbeenharassed,sexuallyorotherwise,shouldpromptlyreportsuchharassmentasfollows:

1. Anyemployeewhobelievesheorsheisbeingdiscriminatedagainst,harassed,orwitnesssuchaneventshouldimmediatelysubmitawrittencomplaintdescribingtheincident(s)totheirimmediatesupervisor.AnysupervisorwhowitnessanyincidentofimproperharassmentordiscriminationorwhoreceivesacomplaintshallimmediatelyreferthemattertotheHumanResourcesAdministratorortheExecutiveDirector.

2. Ifthisisnotpossibleorappropriatebecausetheharassmentoriginatesfromtheemployeessupervisor,theemployeeshouldreport,inwriting,theharassmenttotheHumanResourcesAdministratorortheExecutiveDirector,orincaseoftheirabsencetotheChairpersonoftheBoardofCommissioners.

Investigation.Allallegationsofdiscriminationandharassmentwillbecompletelyandpromptlyinvestigated.Allinvestigationswillbeconductedtoprotecttheprivacyofandminimizesuspiciontowardallpartiesinvolved,tothegreatestextendpossible.Investigationsmayincludediscussionwithallinvolvedparties,identifyingandquestioningwitnesses,andotheractionsdeemedappropriate.Iftheallegationissustained,theresponsibleemployee(s)willbedisciplined,uptoandincludingdischarge.

NoRetaliation.Nopersonwillbesubjectedtodisciplineoranyotheradversetreatmentbecauseheorshehasfiledacomplaintofsexualharassment.Everyeffortwillbemadetohandlecomplaintsinaconfidentialandsensitivemanner.However,areportofsexualharassmentthatafteraninvestigationprovestobeafalseclaim,ormadeformaliciousreasonswillsubjectthatemployeetodiscipline,uptoandincludingdischarge.

5. EMPLOYMENT

AUTHORITYTOEFFECTPERSONNELACTIONS

Authoritytoappoint,promote,transfer,demote,suspend,andterminatepersonnelshallbevestedintheExecutiveDirectorandsuchotherofficialsasareformallydesignatedtoactonhis/herbehalf.Ifstaffadditionsaretobemade,positionsandfundsmustbeapprovedbytheBoardofCommissioners.


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EMPLOYMENTPROCESS

Whenapositionisvacatedduetotermination,resignation,orretirement,orwhenanewpositioniscreated,theHumanResourcesAdministratorwillissueanoticeoftheadvertisementofthepositionwhichwillbeelectronicallydistributedtoemployeesandpostedonthewebsiteforaperiodofnolessthanfiveworkingdays.Positionsmayalsobeadvertisedinlocalandnationalpublications,ifnecessary.

PersonsdesiringemploymentshallfileawrittenDBHAapplication,settingforththeirqualifications,experience,references,andotherinformationasmayberequired.DBHAemployeesmayapplyforanyopenpositionsbysubmittingawrittenletterofintenttotheExecutiveDirectorortheHumanResourcesAdministrator.

Whenhiringnewemployees,DBHAwillcomplyinSection3oftheHousingandUrbanDevelopmentACTof1968byensuringthatallopenpositionsareadvertisedbypostingemploymentannouncementsincommonandotherpublicareasinhousingdevelopmentstoincreasecirculationofemploymentopportunitiesforresidentswhomayqualify.

AGEREQUIREMENTS

Nopersonunder18yearsofagewillbehiredinafull-timeposition;howeverpersonsundertheageof18maybehiredpart-timeupontheexecutionofareleaseofliabilitybyaparentorguardian.

APPLICANTSCREENING

CriminalhistoryandsexualoffendersearchesareconductedasaconditionofemploymentwithDBHA.TheDeerfieldBeachHousingAuthorityhasthesolerighttorefusetohireorremoveanyemployeewithdirectclientcontactincaseswhereafelonyconvictionisconfirmed.

Ifacriminalhistorycheckrevealsconvictionsthattheindividualdisclosedintheapplication,theHumanResourcesAdministratorwillreviewthereportandevaluateeachconviction,includingadditionalinformationprovidebytheapplicantbeforetheofferofemploymentisconfirmedorwithdrawn.


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Acriminalconvictionwillnotautomaticallydisqualifyanindividualfromemployment.Relevantconsiderationmayinclude,butnotbelimitedto,thenumberofconvictions,timepassedsincetheconviction,thenatureorgravityoftheoffense,andtherelationshiptheconvictionhastothedutiesandresponsibilitiesoftheposition.

REFERENCECHECKS

Employmentreferencesmayberequiredtoverifyemploymenthistory,qualifications,andsuitabilityforemployment.

SELECTIONANDAPPOINTMENTOFAPPLICANTS

Foreachtypeofposition,theminimumqualificationrequirementswillbedelineatedintherespectivejobdescription,whichismaintainedbytheHumanResourcesAdministrator.Noapplicantshallbehiredwhodoesnotmeettheminimumrequirementsasdelineatedintherespectivejobdescription.

Allemployeesarehired,assigned,transferred,promoted,upgraded,andcompensatedsolelyonthebasisofmerit,ability,andjobperformance.AlthoughDBHAwilltakeintoconsiderationinternaltransfers,promotions,andapplicationsfromresidents,theDBHAmayrecruitfromoutsideoftheAuthority.

AppointmentswillbemadeonlyfromamongapplicantswhomeettheminimumqualificationrequirementsforpositionspreviouslyestablishedbytheHousingAuthority.

RELOCATIONEXPENSES

RelocationexpensesmaybeprovidedforExecutiveManagementpositions,andwillbeatthediscretionoftheBoardofCommissionersatthetimeofofferofemployment.AlloffersofrelocationsexpensesmustadheretorelocationexpenseguidelinespublishedbytheIRS,andmustnotexceedthedollaramountauthorizedbytheBoardofCommissioners.

PROBATIONARYEMPLOYMENT

Allappointmentstoregularpositionsaresubjecttothesatisfactorycompletionofaonehundredeighty(180)calendardayprobationaryperiodasfollows:

1. Attheendofthefirstninety(90)daysduringtheonehundredeighty(180)daysprobationaryperiod,theworkoftheemployeeshallbeevaluatedbyhis/her


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Supervisor.Areportoftheevaluationshallbemadeontheappropriateform.Anyweaknessobservedmustbediscussedwiththeprobationary-statusemployeeatthattime,andassistanceofferedforthecorrectionofsuchweakness.However,atthediscretionoftheExecutiveDirector,basedupontherecommendationoftheSupervisor,aprobationary-statusemployeemaybesubjecttodismissalatanytimeforunsatisfactoryperformanceofdutiesorpolicyviolations.

2. Attheendoftheonehundredeighty(180)daysprobationaryperiod,asecondevaluationshallbemadebytheSupervisor,andtheExecutiveDirectorshallthennotifytheprobationarystatusemployeethathe/sheistoberetainedonaregularbasisordismissed,basedupontherecommendationoftheSupervisor.

3. ProbationarystatusemployeesshallbeentitledtoPaidHolidays.However,leaveshallnotbeaccruedtothecreditoftheprobationarystatusemployeeuntiltheninety-first(91)dayoftheonehundredeighty(180)daysprobationaryperiod.Uponcompletionofninety(90)daysofservice,bothSickLeaveandVacationLeaveshallbecomputedfromthefirstdayofemploymentwithDBHA.Duringthefirstninety(90)daysoftheonehundredeighty(180)daysprobationaryperiod,probationary-statusemployeesarenotentitledtotaketimeoff.However,ifabsolutelynecessary,thetimewillbedeductedfromtheprobationary-statusemployee'spayasLeaveWithoutPay(LWOP).Uponsuccessfulcompletionoftheonehundredeighty(180)daysprobationaryperiod,theemployeeshallthenbeeligibletousehis/heraccruedVacationLeave,withthepriorapprovaloftheappropriateSupervisorandtheExecutiveDirector.

ORIENTATIONOFNEWEMPLOYEES

AllnewemployeeswillbeissuedacopyoftheDeerfieldBeachPersonnelPolicyManual.Theemployee'simmediateSupervisorand/orotherknowledgeablememberoftheDBHAwillassistthenewemployeeinanorientationtoinclude:

• Introductiontofellowemployees.• PurposeoftheDBHA.• Roleoftheemployee'sparticularjobtoDBHA.• Jobdutiesandresponsibilities.• Hoursofwork.


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• Lunchandbreaks.• Payperiods.• Performanceevaluations.• Careerdevelopment.• Employeebenefits.• Absenteeismandtardiness.• Personalconduct.• Importanceofcooperationwithothers.• Supervisoravailabilitytoanswerquestionsandhelpwithproblems.• SafetyPolicy.• Drug-FreeWorkplace.• SexualHarassmentPolicy.

6. EMPLOYMENTCATAGORIESANDCLASSIFICATIONS

TheFairLaborStandardsActrequiresallemployeestobeclassifiedaccordingtotheovertimeprovisionsofthelaw.Forthepurposeofpayinganycompensation,allemployeesareclassifiedaseither“Exempt”or“Nonexempt”forovertimecompensation.Alldeterminationsofwageclassificationstatusaremadethroughthejobevaluationprocess.

EMPLOYEECLASSIFICATIONS

• Exempt:Executive,management,professional,andadministrativestaffwithmajorresponsibilitiesanddonotreceiveovertimepay.

• Non-Exempt:Employeeswhoreceiveovertimepayforworkinexcessoffourth(40)hoursperweek.

EMPLOYEECATEGORIES

TheExecutiveDirectorisresponsibleforclassifyingallemployeesintooneoffourcategoriesforeligibilitytoreceivecertainbenefitsofferedbytheDeerfieldBeachHousingAuthority.Thesecategoriesaredefinedas:

• Full-Time(Salary):Anemployeewhoisnormallyscheduledtowork40hoursperweekfor52weeksperyear.Thisemployeeissalariedandisnotpaidwagesinexcessof40hoursperweek.Thisemployeeisexemptfromovertimecompensation.


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• Full-Time(Hourly):Anemployeewhoisnormallyscheduledtowork40hoursperweekfor52weeksperyear.Thisemployeeishourlyandispaidforanyhoursworkedinexcessof40hoursperweek.Thisemployeeisnonexemptfromovertimecompensation.

• Part-Time(Permanent):Anemployeewhoisexpectedtoestablishacontinuityofservice,butisscheduledforlessthan40hoursperweekand/orlessthan52weeksperyear.Apart-timeemployeeisexpectedtoworkmorethan26weeksperyear.

• Temporary(fullorpart-time):Anemployeewhoishiredforaspecificperiodoftimeandisnotexpectedtoestablishacontinuityofservice.Itisexpectedthatanemployeeshouldnotremainintemporaryjobstatuslongerthansixmonths.

Temporaryemployeesarenotentitledtotherightsandbenefitsassetforthinthispolicy.However,temporaryemployeesshallbepaidforholidays.

TEMPORARYWORKATAHIGHERCLASSIFICATION

Anemployeemayberequiredtoworkinahigherclassificationonatemporary,incidental,oremergencybasis,anduponsuchappointment,theemployeeshallbegivenatemporarytransfertothehigherclassificationandbepaidtheminimumrateforthehigherclassification.Intheeventtheemployee’srateofpayexceedstheminimumofthehigherclassification,theemployeeshallreceiveafivepercent(5%)increasenottoexceedthemaximumofthepaygrade.Attheconclusionoftheassignment,theemployee'spayshallreverttotheauthorizedrateestablishedforhis/herregularposition.Anysuchtemporaryincreasegrantedshallnotaffecttheemployee'seligibilityfornormalmeritadvancements.

RECLASSIFICATIONS

DBHAreservestherighttoplaceanemployeeinareclassifiedpositionwhetherthereclassifiedpositionisapromotion,demotionorlateralmove.

TEMPORARYHIRES

TheDBHAmay,fromtimetotime,mayhireindividualsonatemporarybasistocompletespecificassignments,supplementregularwork,orsubstituteforregularemployees.TemporaryemployeesmaybehireddirectlyandplacedontheDBHApayrollonafull-timeorpart-timebasisorthoughoutsideemploymentagencies.Howeverhired,temporaryemploymentshallnotexceedaperiodofsix(6)contiguousmonths.


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INDEPENDENTCONTRACTORS

TheAuthoritymayutilizeindependentcontractorsorconsultantsasneededtoperformcertainAuthoritybenefits,leavetime,pensionsorotherbenefits.However,independentcontractors/consultantsusingDBHAfacilitiesmustabidebyAuthoritypolicies.

7. CHANGESINSTATUSOFEMPLOYMENT

PROMOTIONS

IfavacatedornewlyestablishedpositionisfilledbythepromotionofaDBHAemployee,thatemployeeshallbesubjecttoninety(90)daysprobationinthenewposition.Forsuchemployees,VacationandSickLeaveshallcontinuetoaccrue.

Apromotedemployeeshallbeentitledtoapro-ratedmeritincreasebasedonthenumberofmonthssincehis/herlastmeritincrease.Theeffectivedateofthepromotionwillbecomethenewannualmeritreviewdate.

Apromotedemployeewillthenreceivetheminimumofthenewpaygradeorafivepercent(5%)pergradeincreasewhicheverisgreater,withingrade.

TRANSFERS

EmployeesmaybetransferredorreassignedwithintheAuthority.TheDBHAreservestherighttotransferemployeesbetweendepartmentstoaddresssituationsinwhichadditionalstaffisrequiredorachangeinassignmentisneeded.AnyDBHAsupervisorrequestingthetransferofanemployeemustnotifytheHumanResourcesAdministrator.AlltransfersmustbeapprovedbytheExecutiveDirector.

Atransfermayormaynotincludeasalaryadjustment.Althoughmosttransfersareconsideredlateral,dependinguponthereasonforthetransferortheareatransferto,asalarymaybeincreasedorloweredtomoreappropriatelyfitthenewjobresponsibilities.

REDUCTIONINFORCE/SENIORITY

Intheeventthatareductioninforcebecomesnecessary,considerationwillbegiventotheemployee’spastperformance,rangeofabilities,andattendance.Seniorityisnotadeterminativefactor.


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Ifaregular-statusemployeeisscheduledtobelaidoff,he/sheshallbeofferedademotiontoalowerjobclassification,onlyifavacancyexistsandonlyifhe/shemeetsthequalificationrequirementsinthelowerclassification.

Reductionintheworkforceshallnotbeutilizedasavehicleforeliminatinginadequateemployees.

DISCIPLINARYPROBATION

Anemployeemaybeplacedonprobationforaperiodofnolessthanthirty(30),butnotmorethanninety(90)days(“probationaryperiod”)byhis/herimmediateSupervisorbecauseofdeficienciesintheemployee’sperformance,orasaresultofaviolationoftherulesandregulationsestablishedintheDBHAPersonnelManual.

Attheendoftheprobationaryperiod,theemployeewillbeevaluatedbyhis/herSupervisorontheappropriateform.Iftheemployeehasnotcorrectedthedeficienciesoractionswhichnecessitatedtheimpositionoftheprobationaryperiod,he/shemaybesubjecttoimmediatedismissalatthediscretionoftheExecutiveDirector,basedupontherecommendationoftheSupervisor.

Anemployeewhoissubjecttosuspensionduetoperformanceissuesmaybeplacedonleavewithoutpayuntilafinaldecisionismadeonthejobperformanceissue.

DEMOTION

Anemployeeshallbesubjecttodemotionunderthefollowingconditions:

1. Iftheemployeehasbeenfoundunsuitedforhis/hercurrentposition,butisanticipatedtobeabletoperformsatisfactoryserviceinalower-payingposition.Anemployeewhohasbeendemotedwillserveprobationperiodofnolessthanninety(90)days.

2. Iftheemployee’spositionhasbeeneitherabolishedorrelocatedtoalowerpayingclassandhe/shecannotbetransferredtoapositionofequalpay.Insuchcases,astatementshallbefurnishedtotheemployee,withacopyplacedinhis/herpersonnelfile,thatsuchdemotioninnowayreflectshis/herperformanceinthepreviousclassposition.


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SUSPENSIONS

Anemployeemaybesuspendedfromdutywithoutpayforaperiodnottoexceedfifteen(15)workingdays,baseduponhis/herimmediatesupervisor’srecommendationtotheExecutiveDirector,forthefollowingreasons:

1. Disciplinaryreasononly.

2. PendinginvestigationofchargeslistedinSection18:DisciplinaryActions,whichifsubstantiated,willresultindismissal.Ifsuchaninvestigationiscommenced,theemployeeshallmakehimself/herselfavailableforaninterviewbytheHumanResourcesAdministrator,orotherauthorizedDBHArepresentative.Ifaninvestigationdoesnotbearoutthecharges,andtheemployeeisretained,he/sheshallbepaidfortheperiodofsuspension.

3. Ifanemployeeisarrestedandchargedwithacriminaloffense,theemployeemaybeplacedonleavewithoutpayuntilafinaldispositionofthecriminalcharges.Whenanemployeeisarrestedandchargedwithacriminaloffense,theemployeeshallreportthearrestandchargestotheHumanResourcesAdministratorimmediatelyaftertheevent.Dependinguponthenatureofthecharge,theHumanResourcesAdministrator,inconjunctionwiththedepartmenthead,mayrecommendoneofthefollowing:

a. thedismissaloftheemployeefromemployment;

b. placetheemployeeonleavewithpay;

c. placetheemployeeonleavewithoutpay;or

d. Provideforanalternativeformofdisciplinethatwillinsurethatiftheemployeereturnstowork,thattheemployeewillbeabletoperformtheirdutiesonaregularbasiswithoutsignificantdisruptionduetotheneedfortheemployeetoaddressmattersrelatedtotheirlegalproceeding.


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8. SEPARATIONS

RESIGNATION

EmployeesdesiringtovoluntarilyterminateemploymentwithDBHAshallberequiredtosubmitawrittenletterofresignationatleasttwoweekspriortothedateoftermination.TheletterofresignationshallstipulatethereasontheemployeeisvoluntarilyterminatingemploymentwithDBHA.

1. Anemployeeshallnotbeconsideredforrehireifhe/shefailstosubmittwoweekswrittennoticeofintenttovoluntarilyterminateemployment.

2. Anemployeeshallnotbepaidforaccruedsickleaveuponresignationorterminationofemployment.Employeeswillforfeitallaccruedsickleaveuponresignation

3. IntheeventtheChiefFinancialOfficer,ExecutiveDirector,HCVDirector,DirectorofHousingOperationsorHR/ProcurementAdministratordesirestovoluntarilyterminateemploymentwithDBHAshallberequired,whenfeasible,tosubmitawrittenletterofresignationatleastonemonthpriortothedateoftermination.

4. TheChiefFinancialOfficer,ExecutiveDirector,HCVDirector,DirectorofHousingOperationsorHR/ProcurementAdministratorshallnotbeconsideredforrehireifhe/shefailstosubmitaone(1)monthwrittennoticeofintenttovoluntarilyterminateemployment.

5. AnoticeofresignationmayberescindeduponreceivingwrittenauthorizationfromtheExecutiveDirector.TheDBHAmaysetanearlierdatefordismissalthantheoneprovidedbytheresigningemployee.

RETIREMENT

Theresignationpolicyappliestoemployeesretiring.However,ifanemployeeknowsfarinadvanceofappropriateterminationdate,theemployeeshouldnotifytheHumanResourcesAdministratorassoonasadecisiontoretireismadefinal.


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9. TERMSANDCONDITIONSOFEMPLOYMENT

REGULARWORKHOURS

TheExecutiveDirectorshallestablishthehoursofworkinaccordancewiththeneedsoftheAgencyandthepublic.Theregularworkdayforallemployeesis8:30amto5:00pm,MondaythroughFriday.AtypicalworkweekforallDBHAemployeesshallconsistof40hours,orabi-weeklyscheduletotaling80hours.TheExecutiveDirectorhasthediscretionaryauthoritytoestablishlessthanfulltimepositionsandthosehoursofworkwillbeestablishedinaccordancewiththeneedsoftheAgencyandthepublic.

TheallottedtimeforlunchperiodsforallDBHAemployeesshallbeone(1)hour.Lunchperiodsshallbescheduledinsuchamannerastobestservethepublic.Employeesareexpectedtoutilizehis/herlunchperiodsduringthehoursdesignatedbyhis/herSupervisor,andthistimecannotbeaccumulated.

CHANGEINWORKSCHEDULE

AchangeinthenormalworkscheduleforotherthanemergencysituationmustbeapprovedbytheExecutiveDirectorandapprovedwithinseventy-two(72)hoursofimplementation.WorkschedulechangeswillbereportedtotheHumanResourcesAdministratortoensureconsistencyinpersonnelandpayrollfunctions.

Underspecifiedconditions,suchasinclementweather,theHousingAuthorityExecutiveDirectormayrequirethatemployeesdonotreportforwork,orleavetheworkpremisesearly.Undersuchdirection,anemployeemaynotelecttoreportforortoremainatwork.Employeesinvolvedinessentialoperationsandservicesmay,upondeterminationoftheExecutiveDirector,berequiredtoreporttoworkandshouldmakeeveryattempttoarriveatwork.

Employeesnotreportingtowork,orsenthomeearlyduetoweatherconditions,orduetoissues/concernsdeemednecessarybytheExecutiveDirector,willreceivepaymentforthefullscheduledshift.Personnelonscheduledvacation,personalleave,comptime,orsicktime,willcontinuetousetheappropriateleavetimefortheentireshift.

ATTENDANCE

DBHAemployeesarerequiredtomaintainsatisfactoryattendancerecords.Thisrequiresthatallemployeesarrivetoworkinaccordancewithestablishedworkschedules.Employeeswho


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failtoreporttowork,arehabituallytardy,consistentlytakeexcessivelunchorotherbreaks,leaveworkwithoutproperauthorization,haveexcessiveabsences,orfailtoproperlyreporttheirabsencearesubjecttodisciplinaryactionortermination.

UNEXCUSEDTARDINESS

Employeesareexpectedtoarrivetoworkontime.DBHAdefinestardinessasarrivalatworklaterthanthescheduledtimetostartworkand/orreportingbacktoworkaftertheallottedtimeforanytypeofbreakintheworkday.ContinuedorrepeatedtardinessisaseriousworkplaceoffenseandacostlydisruptiontotheDBHAworkschedule.

Anaccumulationofsix(6)unexcusedincidentsoftardinesswithinacalendaryearshallbeconsideredexcessive,andanemployeemaybesubjecttodisciplinaryaction,uptoandincluding,dismissal.

OUTSIDEEMPLOYMENT

Outsideemploymentisdefinedasanypaidemploymentperformedbyanemployeethatisinadditiontohis/heremploymentwiththeDBHA.Thefollowingregulationsshallapplytooutsideemployment:

1. Suchemploymentshallnotinterferewiththeefficientperformanceoftheemployee'sduties.Forexample,anemployeeshallnotengageinoutsideemploymentthatdoesnotprovideatleastsix(6)hoursbetweenthecompletionoftheemployee’soutsideemploymentdutiesandthecommencementoftheemployee’sworkdaywiththeDBHA.

2. Suchemploymentshallnotresultintheemployeetakingactionwhichisnotconsistentwiththeirjobdutiesandresponsibilities,orinthebestinterestoftheDBHA,itsclients,andotherDBHAemployees.

3. Suchemploymentshallnotoccurduringregularorassignedworkinghours,unlesstheemployeeisonVacationLeaveorCompensatoryLeave.

4. Anyemployeeacceptingoutsideemploymentunderthetermsofthisregulationshallmakepriorarrangementswiththeoutsideemployertoberelievedfromhis/her


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outsidedutiesifandwhencalleduponforemergencyservicebytheDBHA.

Priortoengaginginanyformofoutsideemployment,anemployeeshallfileawrittenrequestforpermissiontoengageinsuchoutsideemploymentwithhis/herSupervisor.Thisrequestshallstatethetypeofoutsideemploymenttobeengagedin,thehoursofemployment,thename,addressandphonenumberoftheprospectiveemployer.AllrequestsforpermissiontoengageinoutsideemploymentmustbesubmittedtotheExecutiveDirectorforapproval.Ifapprovalisgranted,acopyofthesignedapprovalistobesenttotheHumanResourcesAdministrator.Onceanemployeeterminatesoutsideemployment,theemployeeisobligatedtonotifyhis/herSupervisorandtheHumanResourcesAdministrator.

10. COMPENSATION

COMPENSATIONPLAN

Acompensationplan,showingtheminimumandmaximumsalaryrangeforeachpositionandthesystemformakingperiodicchangesshallbeestablishedbytheExecutiveDirector.SalaryrangesforeachstaffpositionwillbereviewedannuallybytheExecutiveDirectorinordertoreflectchangesinresponsibilitiesoreconomicchangesorforanyothervalidreason.Allchangeswillbedeterminedonanannualbasisandwithinbudgetrestrictions.AllcompensationissubjecttotheapprovaloftheBoardofCommissioners.


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TIMESHEETS

Documentationofhoursworkedissubstantiatedthroughtimesheetsoriginatedbytheemployee,approvedbythesupervisorandmaintainedbytheHumanResourcesAdministrator.TimesheetsmustbeturnedintopayrollWednesdaybeforeeachpayday.

PAYPERIODS

Paydayisbi-weeklyonFriday.Ifapaydayfallsonanationalholiday,employeeswillbepaidontheworkdayprecedingtheholiday.Allemployeesarestronglyrecommendedtohavedirectpayrolldeposit.

OVERTIMEANDCOMPENSATORYTIME

OvertimemustbeapprovedbytheExecutiveDirectororhis/herdesignee.Exceptincasesofaverifiedemergency,overtimemustbeapprovedpriortoanemployeecommencingovertimework.Eligible,non-exemptemployeeswillreceiveoneandonehalf(1.5)thenormalhourlyrate.

Compensatorytimeistimeoffinlieuofpayforirregularoroccasionovertimework.Compensatorytimeforexemptemployeesisearnedatarateofone(1)hoursforeachhourofovertimeworked.Employeesentitledtocompensatorytimemustobtainpriorapprovalfromhis/hersupervisorpriortoovertimeworked.

Compensatorytimemustbeusedwithinthepayperiodearnedwithpriorapprovaloftheimmediatesupervisor.IftheworkscheduleissuchtimeoffwoulddisruptthenormalworkflowoftheAuthority,useofthecompensatorytimemaybeextendedbeyondtheimmediateworkperioduponapprovaloftheExecutiveDirector.

PAYMENTFORUNUSEDSICKLEAVE

EmployeeswhovoluntarilyorinvoluntarilyterminateemploymentwiththeDBHAarenotentitledtopayforunusedsickleave


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11. HOLIDAYS

TheDeerfieldBeachHousingAuthoritywillobservethefollowingaspaidholidays:

• NewYear’sDay • MartinLutherKing,Jr.Day• President’sDay• MemorialDay• IndependenceDay• LaborDay• Veteran’sDay• Thanksgiving• ThedayafterThanksgiving• ChristmasDay

IfadditionalspecialoccasionholidaysaredeclaredbyFederaland/orStateGovernments,theAuthoritywillgrantDBHAemployeesthesameholidaysastheCountyemployees.IfaholidayfallonSaturday,theFridayprecedingwillbetakenastheholiday.IfaholidayfallonSunday,thentheMondayfollowingwillbetakenastheholiday.

PERSONALHOLIDAY(PERSONALDAYS)

Inadditiontotheobservedholidays,allregularemployeeswill,aftersatisfactorycompletionoftheonehundredeighty(180)daysprobationaryperiod,haveachoiceoftakinganytwodaysofhis/herchoiceasPaidHolidays,tobeconsideredPersonalDays.Thesetwo(2)PersonalDaysaretobetakenonacalendarbasis,andaresubjecttotheapprovaloftheemployee'sSupervisorandthefExecutiveDirector.Ifanemployeefailstoscheduleandutilizethesetwo(2)PersonalDaysasprovided,theemployeeshallforfeitsaidPaidHolidays.

12. VACATIONLEAVE

VACATIONLEAVE

EmployeesshallbeeligibletotakeaccruedVacationLeaveafterthesatisfactorycompletionoftheonehundredeighty(180)daysprobationaryperiod.VacationLeaveshallbeaccruedwithreferencetocompletedmonthsofcontinuousserviceandisearnedasofanemployee'sdateofemploymentwiththeDBHA.AnyapprovedLeaveofAbsenceWithoutPay(LWOP)willnotbeincludedinthecomputationoraccrualofVacationLeave.


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RecordsofVacationLeaveaccrualshallbemaintainedbytheHumanResourceAdministrator.ThefollowingisascheduleofVacationLeave,baseduponyearsofservice,approvedbytheBoardofCommissionersoftheDBHA.

Oneyeartofiveyearsofservice 2WeeksAfterfiveyearstofifteenyearsofservice 3WeeksAfterfifteenyearsofservice 4Weeks

APPROVAL

AllVacationLeaverequestsmustbesubmittedinwritingandapprovedbytheappropriateSupervisor.ForpurposesofschedulingVacationLeave,theemployeewiththegreatestseniorityinthedepartmentshallbegrantedpreference,subjecttooperationalneeds.

HOLIDAYSDURINGVACATION

IfaHolidayoccursduringaperiodoftimewhenanemployeeisonapprovedVacationLeave,thatemployeeshallreceiveHolidayPayforsuchHolidayinsteadofchargingVacationLeave.

SICKLEAVEDURINGVACATION

Shouldanemployeebecomeillorinjuredwhileonvacation,sickleavehoursmaybeexchangedforvacationhours.Insuchinstances,theemployeemustnotifytheimmediatesupervisoratthetimeoftheillnessorinjury.Atsuchtime,theimmediatesupervisormayrequestthattheemployeereturnwithaphysician'scertificationspecifyingthenatureanddurationofsuchillnessorinjury.

CARRY-OVER

ThemaximumofunusedVacationLeavethatmaybecarriedovereachyearshallnotexceedthetotalnumberofallowableaccruedvacationbasedonyearsofservice.ThedateforcomputationofexcessVacationLeaveforeachyearshallbeDecember31st.VacationLeaveinexcessoftwohundredeighty(280)accruedhoursshallbeforfeited.RequestsforuseofaccruedVacationLeave,inadditiontotheVacationLeaveearnedinanemployee'scurrentanniversaryyear,shallbegrantedbytheappropriateSupervisor.

VACATIONUSEDFORSICKLEAVE

Intheeventofcontinuingabsenceduetoillness,accruedVacationLeavemaybeusedwhenallaccruedSickLeavehasbeenexhausted.


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VACATIONLEAVEPAYOUTUPONSEPARATION

Employeesshallbecompensatedforanyunusedvacationincludingcarryovertimefrompreviousyearandcurrentyearbutshallnotatanytimeexceed280hours.

13.SICKLEAVE

AllemployeesshallbeentitledtoSickLeave,aftersatisfactorycompletionofninety(90)daysoftheonehundredeighty(180)daysprobationaryperiod.SickLeaveshallaccrueatonedaypermonth(oratthebi-weeklyaccrualrateof4.0hours).SickLeaveshallbeaccumulateduptoamaximumofsevenhundredandtwenty(720)hours.SickLeaveinexcessofsevenhundredandtwenty(720)hoursshallbeforfeited.RecordsofearnedSickLeaveshallbemaintainedbytheHumanResourceAdministrator.

InordertoqualifyforSickLeavecompensation,employeesmust,onadailybasis,notifyhis/herSupervisorofhis/herillnessassoonaspracticable,butnotlaterthanone(1)hourafterthetimeatwhichtheemployeenormallybeginswork.Failuretodosowillresultinlossofpayandpossibledismissal,exceptincasesofemergencywheresuchnotificationisdeemedimpractical.UponreturntoworkfromSickLeave,aRequestforLeaveformmustbesubmittedbytheemployeetohis/herSupervisor.

SickLeavemaybegrantedtoemployeesforthefollowingpurposes:

1. Personalorfamilyillnessorinjurynotconnectedwithwork.

2. Personalorfamilymedical,dentaloropticalappointments,examinations,ortreatments,whicharenecessaryduringworkinghours.

3. Exposuretoacontagiousdisease,whichwouldendangerothers.

4. PregnancyandMaternityLeave.


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ABUSEOFSICKLEAVE

IfitisestablishedthatanemployeehastakenSickLeaveunderfalsepretensesthetimeoffshallbeprocessedasLeaveWithoutPay(LWOP).Theemployeemayalsobesubjecttodisciplinaryaction.

SICKLEAVEDOCUMENTATIONREQUIREMENTS

MedicalcertificatesignedbyalicensedFloridaphysicianmayberequestedbyanemployee'sSupervisor,withtheapprovaloftheExecutiveDirectorortheHumanResourcesAdministratorinordertosubstantiateaRequestforLeavewhen:

1. Theperiodofabsence(duetoillness)consistsofthree(3)ormoreconsecutiveworkingdays.

2. TheillnessoccurredwhiletheemployeewasonVacationLeave,andarequestismadebytheemployeetocreditSickLeavefortheperiodoftheillnessinsteadofutilizingVacationLeave.

3. Absencefromdutyoccursonafrequentorhabitualbasis,andtheemployeehasbeenwarnedbyhis/herSupervisor,ornotifiedinwritingbytheHumanResourcesAdministrator,thatamedicalcertificatesignedbythealicensedFloridaphysicianwillberequiredshouldfurtherabsencesoccur.

EXTENDEDSICKLEAVE

SickLeaveshallnotbegrantedforaperiodinexcessoftheamountofSickLeavetheemployeehasaccumulated.Inthecaseofanextendedillness,whenanemployeehasexhaustedhis/herSickLeave,VacationLeavemustbeuseduntilitisexhausted.AdditionaldayslostwillthenbechargedtoLeaveWithoutPay(LWOP),whichshallnotexceedaperiodofthree(3)months.

14.OTHERLEAVEOFABSENCE

LEAVEWITHOUTPAY

Intheeventcircumstancesnecessitateadeservingregularstatusemployeetobeabsentfromduty,LeaveWithoutPay(LWOP)maybegrantedatthesolediscretionoftheExecutiveDirector.SuchLeaveWithoutPayshallnotexceedaperiodofthree(3)months,exceptforinductionintoMilitaryService.


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AwrittenrequestforLeaveWithoutPayshallbemadetotheExecutiveDirector,settingforththereasonfortherequestedLeaveWithoutPay,aswellastheeffectivedatesofdepartureandreturn.NoSickLeaveorVacationLeave,orcredittowardmeritincreasesshallbeearnedbyanemployeeduringtheperiodoftimethattheemployeeisonLeaveWithoutPay.

UponreturnfromLeavewithoutPay,theemployeeshallbegivenhis/heroldpositionwithnopenaltiesinvolved.TheemployeeshallbeplacedatthesamepointwithinthesalarygradeasoftheeffectivedateofthecommencementofsaidauthorizedLeave.However,ifitisnecessarytofilltheregularstatusemployee'spositionwhilehe/sheisabsent,thepersonsoappointedshallbeemployedonatemporarybasiswithfullunderstandingofthetermsofemployment.

LeaveWithoutPayshallbegrantedonlywhentheemployeehasutilizedallaccruedVacationLeaveandallaccruedSickLeave,ifapplicable.IfanemployeegrantedLeaveWithoutPayfailstoreturntoworkattheexpirationoftheapprovedLeave,theemployeeshallbeterminated,effectiveasofthelastdayofsaidauthorizedLeaveWithoutPay.

NoseniorityshallbeearnedbyanemployeeduringthetimethattheemployeeisonLeaveWithoutPay.WhentheemployeereturnstodutyfromLeaveWithoutPay,theemployeeshallbecreditedwithallseniorityearnedpriortohis/herauthorizedLeave.

COURTLEAVE(JURYDUTY)

AnemployeeshallbegrantedCourtLeavewithpaywhenperformingJuryDuty;whensubpoenaedtoappearbeforeanypublicbodyorcommissiontorepresenttheAuthority;orwhenperformingemergencyciviliandutyinconnectionwithnationaldefense;andtheemployeeshallbepaidhis/herregularsalaryforsuchperiodoftime.

Paymentbythecourttotheemployeeforjurorfees,travelexpensesandwitnessfeesshallberetainedbytheemployee.Eachemployee,whensummoned,shallimmediatelyinformtheExecutiveDirectorinwriting;andaRequestforLeaveformmustaccompanysubmissionofthesummonsforapprovalandthesummonsmustbesubmittedforapprovalwithaRequestforLeaveform.

BEREAVEMENTLEAVE

AnemployeewhosuffersthedeathofafamilymembershallbegrantedFuneralLeaveofthree(3)workingdaystoattendthefuneralintheStateofFlorida,andfive(5)workingdaysto


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attendafuneraloutsidetheStateofFlorida.Thisshallbewithfullpayandshallnotbedeductedfromtheemployee'saccruedleave.

ForpurposesofFuneralLeave,afamilymemberisdefinedasaparent,sister,brother,spouse,domesticpartner(domiciledinthehouseholdoftheemployee)son,daughter,grandparent(s),mother-in-law,father-in-law,brother-in-law,sister-in-law,grandchildren,stepparent,stepchild,stepbrotherandstepsister.

Iftwo(2)additionaldaysleaveareneededbytheemployeetoattendthefuneralofanimmediatefamilymemberoutsidetheStateofFlorida,thentheadditionaltwo(2)daysFuneralLeaveshallbedeductedfromtheemployee'searnedSickLeave.UseofsaidSickLeaveforthispurposeshallnotaffecttheBonusDaycomputation.Ifadditionaltimeisneeded,theemployeemayuseVacationLeave.

Theemployee,ifrequested,shallprovidehis/herSupervisorwithproofofdeathinhis/herimmediatefamily.

FAMILYLEAVEANDMEDICALLEAVEACT

TheDBHAhasalwayshadanestablishedpersonnelpolicystatementonLeaveWithoutPay.However,withthepassageofthefederalFamilyandMedicalLeaveAct(effectiveAugust5,1993),employersarerequiredtoprovidetwelve(12)weeksofunpaid,job-protectedleavetoeligibleemployeesforspecificfamilyandmedicalreasons.

UndertheFamilyandMedicalLeaveAct(FMLA),uptotwelve(12)weeksofunpaidleavemustbegrantedforanyofthefollowingreasons:

1. Uponthebirthoftheemployee’schild;

2. Upontheplacementofachildwiththeemployeeforadoptionorfostercare;

3. Tocareforachild,spouse,orparentwithaserioushealthcondition,orbecauseoftheemployee'sownserioushealthcondition.

ForthedurationoftheFMLAleave,DBHAshallmaintainhealthcoveragefortheemployeeunderitsgrouphealthplan.However,DBHAisentitledtorecoverpremiumspaidduringtheFMLAleaveperiodiftheemployeedoesnotreturntowork.Ultimatelyitistheresponsibilityoftheemployeetopayallpremiumpaymentsincurredduringtheleaveperiod.


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UponreturnfromFMLALeave,DBHAshallrestoretheemployeetohis/heroriginalorequivalentposition,withequivalentpay,benefitsandothertermsofemployment.TobeeligibleforleaveunderFMLA,anemployeemusthavebeenemployedbyDBHAforatleasttwelve(12)months,andmusthaveworked1,250hoursovertheprevioustwelve(12)months,beforetheFMLAleavebegins.

WhentheemployeehasaccruedpaidSickLeaveandaccruedpaidVacationLeave,DBHAshallrequiretheemployeetosubstitutethispaidleaveforpart,orall,oftheFMLAtwelve(12)weekleave.

WhentheneedforFMLAleave,isforeseeable,theemployeemustprovideDBHAwithatleastthirty(30)days’notice(medicalcertificationmayberequired).

DBHAmayexemptthehighest-paidtenpercent(10%)ofitsworkforce(keyemployees)fromtheFMLAleavebenefit.

DBHAshallrequireanyemployeewhoisonFMLAleavetoreportperiodicallyonleavestatusandintentiontoreturntowork.

AnyquestionsconcerningFMLAregulations,orDBHApolicy,shouldbedirectedtotheHumanResourcesAdministrator.

TheuseofFMLAislimitedtoatotaloftwelve(12)weeksduringaone(1)yearperiod,commencingwiththefirstdatethatFMLAleaveistaken.AllotherregulationsasspecifiedinDBHA'sLeaveWithoutPayPolicywillapply.

DOMESTICVIOLENCELEAVEPOLICY

EffectiveJuly1,2007pursuanttorequirementsofSection741.313,FloridaStatutes,andeligibleemployeesshallbepermittedtorequestandtakeuptothree(3)workingdaysofunpaidleaveinany12-monthperiodiftheemployeeorafamilyorhouseholdmemberofanemployeeasdefinedinSection741.28isthevictimofdomesticviolence.Tobeeligibleanemployeemustbeemployedforthree(3)months.

Exceptincasesofimminentdangertothehealthorsafetyoftheemployee,ortothehealthorsafetyofafamilyorhouseholdmember,anemployeeseekingleavefromworkunderthissectionmustprovidetheemployerwithappropriateadvancenoticeoftheleavealongwith


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sufficientdocumentationoftheactofdomesticviolence.Allinformationrelatingtotheemployee’sleavefordomesticviolenceshallbekeptconfidential.

Anemployeeseekingleaveunderthissectionmust,beforereceivingtheleave,exhaustallsick,vacation,personalleaveoranyotherpaidtimethatisavailabletotheemployee,unlesstheemployerwaivesthisrequirement.

Additionally,foremployeeswhoareFMLAeligible,some(butnotall)situationsundertheDomesticViolenceLeavemayalsoqualifyasFMLAleaveandbothshallrunconcurrently.

15.ACCRUEDLEAVEDONATION

TheAccruedLeaveDonationProgramallowsaneligibleemployeetovoluntarilydonateVacationLeaveorSickLeavetoanothereligibleemployeewhoisunabletoworkbecauseofanacute,extendedseriousillnessorinjuryoftheirownoroftheirspouse,childorparents.ForpurposesoftheAccruedLeaveDonationProgram,pregnancyisnotconsideredanacute,extendedseriousillnessorinjury.AnyrequestforleavedonationwillbeconsideredaleaveasrequestedundertheFamilyandMedicalLeaveAct.

RECIPIENTS

TobeeligibleasarecipientofAccruedLeaveDonationProgram,anemployeemustmeetthefollowingcriteria:

1. Theemployeemusthavesatisfactorilycompletedthe180-dayprobationaryperiod;employeeswhoarenoteligibleforbenefitsmaynotparticipate.

2. Isunabletoworkbecauseofextendedseriousillnessorinjury,whichrequireshospitalizationorextensivemedicalcare.

3. HasexhaustedallaccruedleaveincludingVacation,Sick,JobBasis,PersonalDaysandCompensatoryLeave.

4. Isnoteligibleforworkers’compensationbenefits.

5. Hasnotbeendisciplinedforabuseofleave.

6. HasformallyappliedtotheAccruedLeaveDonationProgramtobeconsideredasarecipientbysubmittingAccruedLeaveDonationProgramRecipientForm.Completedformsaretobesubmittedthroughthechainofcommand,andthen


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forwardedtotheHumanResourcesAdministrator.

7. Hassubmittedacceptablemedicalsubstantiationfromalicensedphysicianthatincludesthediagnosis,adescriptionofthereasontheemployeeisunabletoperformhis/herduties,thephysician’sprognosis,andadatetheemployeeisexpectedtobeabletoreturntowork.IftheemployeewillneedAccruedLeaveDonationsintermittently,thedoctorneedstosubmitalloftheaboveinformationandadetailedstatementofthedatesand/ortimesthattheemployeewillneedtobeawayfromwork.

8. Hassubmittedanauthorizedsignedreleaseformedicalinformationfromtheemployee’slicensedphysician.

9. Hasexhaustedallotheremploymentoptionssuchasflexibleworkscheduleandlightdutyassignments.

Ifadesignatedholidayoccursduringtherecipient’speriodofauthorizedleave,theemployeewillreceiveholidaypay,whichwillnotbechargedagainsttheremainingleavedonationbalance.

OvertimeapprovedandworkedbyarecipientinthesameworkweekinwhichdonatedAccruedLeaveisrequestedwillsubstitutefordonatedAccruedLeavehours,therebyresultinginanadjusted/flexedworkschedule.

RecipientsapplyingforAccruedLeavedonationeligibilityarerequiredtoprovideallrequireddocumentationtotheHumanResourcesAdministratortwo(2)weekspriortoexhaustingallaccruedleavetimewhentheneedisforeseeableandsuchpriornoticeispracticable.

DONORS

EligibilityRequirements-TobeeligibletodonateAccruedLeavetoaqualifiedrecipient,theemployeemustmeetallthefollowingcriteria:

1. Employeesmusthavesatisfactorilycompletedthe180daysprobationaryperiod;employeeswhoarenoteligibleforbenefitsmaynotparticipate.


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2. Hasnotyetdonated40hoursofSickLeaveor40hoursofVacationLeavethathasactuallybeenusedinthecalendaryear.Amaximumof80hours(40hoursofSickLeaveand40hoursofVacationLeave)canbedonatedandusedinacalendaryear.

3. HasformallyappliedtotheAccruedLeaveDonationProgramtobeconsideredasadonorbysubmittingAccruedLeaveDonationProgramDonorForm.

Accruedleavedonationsaremadeonanhourforhourbasis.Donationsrequiretheapprovaloftheemployee’sDepartmentSupervisorandtheHumanResourcesAdministrator.DonatedAccruedLeaveisnotdeductedfromthedonor’sleavebalanceuntilitisused.OnceLeavehasbeendonatedandused,itcannotbereturnedtothedonor.

AccruedLeavedonationsdonotaffectthedonor’searningaBonusDaywhereotherwiseeligible.

TheAccruedLeaveDonationProgramdoesnotsupplantanyestablishedHumanResourcespolicyorprocedure.

TERMINATIONOFELIGIBILITY

DonatedAccruedLeavemaybeterminatedunderanyofthefollowingconditions:

1. TherecipientappliesforandreceivesretirementbenefitsorSocialSecurityorclaimsorreceivesunemploymentcompensationoracceptsotheremploymentduringtheapprovedleave.Inthesesituations,theemployeemayalsobesubjecttodisciplinaryactionincludingpossibletermination.

2. DBHAdeterminesthattherecipienthasabusedleave,falsifiedinformation,orwasotherwisenoteligibleforleave.Inthiscase,theemployeemayberequiredtorepayanyleavepreviouslyreceivedandmaybesubjecttodisciplinaryactionincludingtermination.

Therecipientreturnstowork,onhis/herregularworkschedule.Ifarecipient’smedicalconditionimprovessufficientlytoallowhis/herreturntowork,therecipientmustnotifyhis/herimmediatesupervisorimmediately.ArecipientwhofailstoadviseDBHAofthephysician’s


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releasetoreturntoworkinatimelymannerwillberequiredtorepayanyleavereceivedsincetheeffectivedateofthephysician’sreleaseandmaybesubjecttodisciplinaryactionincludingtermination

16. FRINGEBENEFITS

WORKER’SCOMPENSATIONINSURANCE

AllemployeesshallbecoveredbyWorkers'CompensationInsurance.Wheneveranemployeeisinjuredintheperformanceofhis/herduties,theSupervisorshallnotifytheHumanResourceAdministratorimmediately.Theemployee’scooperationisrequiredwithrespecttoanyinjuryorclaim,andthefailuretotimelyreportaninjuryorclaimcouldsubjecttheDBHAtoacivilpenalty.

TheSupervisorwillberesponsibleforconductinganinvestigationofthecircumstancesoftheaccidentinwhichanemployeeisinjuredintheperformanceofhis/herduties.TheSupervisorwillalsoberesponsibleforfilinganAccidentInvestigationReport,withrecommendationsforprevention,withtheHumanResourcesAdministrator.

Shouldanemployee,whoisinjuredwhileworking,beoutofworklessthanseven(7)days,thenhis/hertimeoffshallbeconsideredasregularworkinghours,andtheemployeewillbecompensatedathis/hercurrentrateofpaybytheAuthority.Ifanemployeeisinjuredandunabletoworkformorethanseven(7)days,Workers'Compensationbenefitsshallbegintheeighthday.WhileanemployeeisreceivingWorkers'Compensation,VacationLeave,SickLeave,andseniorityshallcontinuetoaccrue,andBonusDaycomputationshallnotbeaffected.

AllWorkers'CompensationclaimsandbenefitsshallbecoordinatedthroughtheHumanResourcesAdministrator.

HEALTHINSURANCE

TheDBHAoffersgrouphealthinsuranceandgroupdentalinsuranceprotectiontoallRegularemployees.Eligibleemployeesmayalsoelectinsurancecoveragefortheirdependents.ThetermsofcoveragemaybechangedattheAuthority’sdiscretionatanytime.

Theeffectivedateofinsurancecoverageisdeterminedbythecompanyprovidingtheinsurance.AportionofthepremiumsforhealthanddentalinsurancecoveragewillbepaidbytheHousingAuthorityincompliancewithfederalandstatelawsandregulations.


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Employeesshouldrefertotheirbenefitsbrochuresforfurtherinformationregardinghealthanddentalinsurance.ThesebrochuresareavailablethroughtheHumanResourcesAdministrator.

Inaddition,undertheprovisionsofthefederalConsolidatedOmnibusBudgetReconciliationAct(COBRA),employeeswhoseparatefromemploymentwiththeDBHAmaybeeligibletocontinuetheHousingAuthority’sgrouphealthanddentalplansforaperiodoftimeafterthedateofseparation.TheHumanResourcesAdministratorwillexplainthedetailsofthisprogramwithemployeesatthetimeoftheirexitinterviewsorseparationfromemployment.

LIFEINSURANCE

LifeinsurancecoverageundertheHousingAuthority’sgroupinsuranceprogramisavailabletoallregularemployeeswhoalsoparticipateinthehealthinsuranceprogram.Participatingemployeesareeligibleforlifecoverageintheamountof1½timeshis/herannualsalary,uptothemaximumallowedbyhis/herpolicy.Adjustmentsincoverageamountsarebasedonanemployee’srateofcompensationinJuneofeachyear.TheHousingAuthoritypayshalf(½)ofyourtotalpremiumuptoonehundredfiftypercent(150%)ofyourannualsalary,roundedtothenexthighermultipleof$1,000.ThisisthemaximumamountallowedbytheUnitedStatesDepartmentofHousingandUrbanDevelopment(HUD)forgrouplifeinsurancepurposes.

Thelifeinsuranceprogramprovides,inadditiontothebasiclifecoverage,additionalpaymentsinthecaseofaccidentaldeathordismembermentasdescribedinthepolicy.Theinsurancemayalsobeconvertedtoindividualcoverageuponterminationorretirement.ThetermsoflifeinsurancecoveragemaybechangedattheHousingAuthority’ssolediscretionatanytime.

RETIREMENT

BenefiteligibleemployeesoftheDBHAarecompulsorymembersoftheFloridaRetirementSystem,andmustbeenrolledonhis/herfirstdayofemploymentwiththeAuthority.SocialSecuritydeductionsshallbemadeautomaticallyforallemployeesthroughtheHumanResourcesAdministrator.MoreinformationabouttheFloridaRetirementSystemcanbefoundatwww.myfrs.com


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17.TUITIONREIMBURSEMENTPROGRAM

OBJECTIVE

ToimproveservicetothepublicbypromotingaprogramencouragingHousingAuthorityemployeestoobtainadditionaltrainingandeducation,whichmayimprovetheireffectiveness,improvetheirperformanceintheircurrentposition,andpreparethemforincreasedresponsibility.

BENEFITS

DBHAemployeeswhoseapplicationsareapprovedwillbeentitledtoarefundoftuitionandrelatedcoursefeesuponsuccessfulcompletionofeachapprovedcourse,uptoanamountnottoexceedthemaximumcontributionlimitasdeterminedbytheIRS.Thereimbursementwillbe100%ifapassinggradeisobtained.Iftheinstituteonlygivescreditornocredit,acreditgradewillbeacceptedassatisfactorycompletionandequaltoapassinggrade.

ELIGIBILITY

Allfull-timeemployeesoftheHousingAuthoritywhobythestartingdateofclass,havecompletedone(1)yearofserviceandhavereceiveda“Satisfactory”orbetterEmployeePerformanceEvaluationpriortothebeginningofthecourseworkareeligibletoapply.Guidelinesforestablishingcourseworkareasfollows:

1. Allbasiccorecoursesasrequiredbythecollegewillbeapprovedforalleligibleemployees.

2. Lifeexperiencecreditwillnotbeapprovedfortuitionrefund.

3. Degreeprograms,whichrelatedirectlytotheemployee’scurrentposition,willbeapproved.Oncedegreeapprovalisgranted,allcoursesspecificallyrequiredwillbeapproved.

4. Forthoseemployeeswhohavebeenapprovedforadegreeprogram,allgeneraleducationalcoursesspecificallyrequiredbytheschoolwillbeapproved.

5. Allothercourseworkwillbeconsideredonacourse-by-coursedetermination.

6. Allcourseworkshallbecompletedthroughanaccreditedinstitution.

Employeesreceivingfinancialaidorascholarship,aswellasemployeesqualifyingforbenefits


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undertheG.I.BillorotherStateorFederalProgramsareeligibleforreimbursementunderthisprogram.Themaximumamountofcredithourseligibleforpaymentinasemesteristwelve(12)semesterhoursorfifteen(15)quarterhours.TheHousingAuthoritywillpayanamountequivalenttothecurrenttuitionchargedbytheState(public)collegesanduniversities.

Therater’soverallevaluationontheEmployeePerformanceEvaluationconductedimmediatelyprecedingthebeginningofclassesmustbe“Satisfactory”orbetterfortheemployeetobeeligiblefortuitionrefundunlessthecourseworkfortheemployeereceivingalessthan“Satisfactory”evaluationrelatestotheareaofweakperformance.Inaddition,anyemployeeplacedonsuspensionoronrestrictedsickleaveduringasix-monthperiodpriortothebeginningofacoursewillnotbeeligible.

Thetuitionrefundprogramcoverstuitionandlaboratoryfeesonly.Itdoesnotcoverregistration,books,taxes,gas,food,orothercosts.Thetuitionrefundprogramshallnotreimburseforanyfundsforwhichtheemployeehasalreadyreceivedfunding(i.e.scholarship,grant,orothermonetarycontribution).

Employeesshouldalsoberemindedthatafterhavingreceivedtuitionrefund,thattheyareunderaone(1)yearemploymentobligationwiththeDeerfieldBeachHousingAuthority;theamountofthetuitionrefundedwillbedeductedfromtheemployee’sfinalpaycheck.

18. PROFESSIONALDEVELOPMENT

TheDBHAiscommittedtotraininganddevelopingitsemployees.TheAuthoritywillmakeeveryefforttoensurethatallemployeeshavethetrainingnecessarytoperformtheirdutiesinthemostproficientandproductivemanner.Supervisorwillworkwithemployeestodeterminetrainingandprofessionaldevelopmentneeds.Employeesarerequiredtoattendtrainingwhenmandatedbytheimmediatesupervisor,ExecutiveDirector,orasapre-determinedconditionofemployment.


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19. EMPLOYEECONDUCTANDETHICS

CODEOFCONDUCT

TheDeerfieldBeachHousingAuthorityrequiresahighstandardofconductfromitsemployeesinordertoattainmaximumworkefficiencyandtopreventconflictsbetweenindividualinterestsofemployeesandthepublic.Accordingly,theDBHAhasestablishedsomebasicrulesofpersonalconductthatmustbeobservedatalltimes.

Thiscoderecognizesandincorporatesthosesectionsoffederal,state,andlocallawwhichgoverntheconductofpublicemployees,andinnowaysupplantsthoseprovisionsoflaw.Incaseswherenostatutoryprecedentexists,thepolicyoftheDBHAwillbeapplied,exceptthatthispolicywillinnowaybetakentosupersedetheprovisionsofanycontracts,laboragreements,orotherexternalagreementsaffectingtherightsandprivilegesofemployees.

1. EmployeesareexpectedtofollowallDBHApoliciesandworkplacerules.

2. ThepropertyandpremisesofDBHAaretobeusedonlyforofficialbusinessandmustbemaintainedproperlyatalltimes.

3. Employeesarenotpermittedtoenterdwellingunitsduringworkinghoursexceptintheperformanceofassigneddutiesorinanemergency.

4. EmployeesarenotpermittedtorepresenttheDBHAbeforeanypersonorgroupofpersonswithoutpriorconsentoftheExecutiveDirectororhis/herdesignee.

5. Toavoidthepotentialformiscommunication,misunderstandingsandconflictofinterest,DBHAstronglydiscouragesanyfraternizationbetweenemployeesandpublicresidentsorassistedhousingassistancerecipients.Thispolicyappliestoallemployees.

CODESOFETHICS

Toavoidmisunderstandingsandconflictsofinterest,whichcouldarise,thefollowingpoliciesshallbeadheredtobyemployeesoftheDBHA.ThispolicyisinaccordancewithChapter112;PartIIIoftheFloridaStatutesentitled"CodeofEthicsforPublicOfficersandEmployees.”

1. Gratuities.Noemployeeshallacceptanygift,favororservice.Thisincludesgivingoracceptinganygifts,gratuities,favors,specialconsiderations,money,tickets,oranyitemorservicefromcontractors,vendors,oranyothersconductingbusinesswiththe


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Authority.Thisdoesnotincludenoveltyitemswithacashvaluenottoexceed$5.00.Foodorotheritemssendbyvendorsorcontractorsmustbedisplayedandsharedwithallemployees.

2. Noemployeeshalluseorattempttousehis/herpositiontosecurespecialprivilegesorexemptionsforhimself/herselforothers,exceptasmaybeprovidedbypolicyand/orlaw.

3. Noemployeeshallacceptemploymentorengageinbusinessorprofessionalactivity,whichhe/shemightreasonablyexpect,wouldrequireorinducehim/hertodiscloseconfidentialinformationacquiredbyhim/herbyreasonofhis/herofficialposition.

4. Noemployeeshalldiscloseconfidentialinformationgainedbyreasonofhis/herofficialposition,norshallhe/sheotherwiseusesuchinformationforhis/herpersonalgainorbenefit.

5. Noemployeeshalltransactanybusinessinhis/herofficialcapacitywithanybusinessentityofwhichhe/sheisanofficer,director,agentormember,orinwhichhe/sheownsacontrollinginterest.

CONFLICTOFINTEREST

AnemployeewhohasadirectorindirectfinancialinterestinanycontractwiththeHousingAuthority,inanysaleofland,materialsupplies,orservicestotheHousingAuthority,ortoacontractorsupplyingtheHousingAuthorityshallmakeknownthatinterestandrefrainfromparticipatingasaHousingAuthorityemployeeinsuchsale,intheawardoradministrationofsuchcontractorinanyevaluationofsuchcontractortransactionbytheHousingAuthorityoritsBoard.

Staffmayparticipateinoutsidebusinessesandotherinterests;however,theymustnotinterfere,orhaveanegativeeffectontheoperationsoftheHousingAuthority,ortheperformanceoftheemployee,andnotperformedusingHousingAuthoritytime,property,orequipment.

DBHAemployeesarestrictlyprohibitedfromhavingwholeorpartialownershipofapropertyreceivingfundsunderHousingChoiceVoucherorassistedhousingprogramsadministeredbytheAuthority.


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AnemployeewhoconcealssuchinterestorviolatestherequirementsofthissectionmaybesubjecttodisciplinaryactionorterminationinthediscretionoftheHousingAuthority.

PUBLICSTATEMENTSANDMEDIARELATIONS

NoofficeroremployeeoftheDBHAshallrepresentorappeartorepresenttheAuthorityontheradio,television,newspaper,internet,oranyothertypeofpublicmediaorbeforethepublicinanyactivitythatmayreasonablybeconstruedsuchrepresentationwithouttheexpressandpriorwrittenconsentoftheExecutiveDirectororhis/herdesignee.Suchmisrepresentationmayresultindisciplinaryaction.

EMPLOYEEDISCLOSURE

EmployeeswhoareAssistedHousing(formerlySection8)voucherholdersarerequiredtoreportthistotheHumanResourcesAdministrator.EmployeeswhoarePublicHousingtenantsoftheDBHAarerequiredtoreportthisinformationtotheHumanResourcesAdministrator.

AnyDBHAstaffpersonwhofindsthatthereisatenantwhoisrelatedtohim/hermustreportthistotheHumanResourcesAdministrator.

ADBHAemployeewhoisafamilymemberofanAssistedHousing(formerlySection8)voucherholder,andthatfamilymemberholdsavoucherissuedbytheDBHA,isrequiredtodisclosethisinformationtotheHumanResourcesAdministrator.Thosefamilymember'svoucherswillbemanagedbytheDirectorofHCVoradesignatedSupervisor.

IntheeventahouseholdmemberofaDBHAemployeeisanAssistedHousing(formerlySection8)landlord,theDBHAemployeeshalldisclosethisinformationtotheHumanResourcesAdministrator.Thehouseholdmember'sAssistedHousingmatterswillbemanagedbytheDirectorofHCVoradesignatedSupervisor.

CONFIDENTIALITYPOLICY

AllDeerfieldBeachHousingAuthorityinformationconcerningresidents,individualsonanAuthoritywaitinglist,voucherrecipientsandtheirfamilies,aswellasvendorsandcontractorsoftheAuthority,isconfidentialandproprietarytotheAuthority.

AnemployeehavingaccesstosuchinformationshallholdthesameinconfidenceandshallnotusetheconfidentialinformationotherthanforthepurposesofconductingAuthoritybusiness.


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Sharinganddisclosinginformationtofellowemployeesisprohibited,unlesssuchinformationisneededtoconductAuthoritybusiness.Therecipientwillnotdisclose,publish,orotherwiserevealanysuchconfidentialinformationreceivedfromtheAuthoritytoanypartyoutsideoftheHousingAuthority,exceptwithwrittenauthorizationoftheownerorpermissionoftheExecutiveDirector,orasotherwiseauthorizedbythesepolicies.

AllemployeesoftheDBHAareboundbythisconfidentialitypolicy.Violationofthispolicyisgroundsforimmediateterminationordisciplinaryaction.

NEPOTISM

Innoeventwillanyapplicantoremployeereceivepreferentialconsiderationinemploymentdecisionsbecauseofafamilyrelationshiptoanotheremployee.

Notwomembersofanimmediatefamily(spouse,child,parent,in-laws,guardians,brothers,sisters,grandparent,grandchildren,oranypersonresidinginthesameresidence,includingaunts,uncles,cousins,nieces,andnephews)maybeemployedbytheHousingAuthoritysuchthatonedirectlyorindirectlysupervisestheother;orsuchthatonehasaccesstoHousingAuthorityconfidentialinformation,includingpersonnelorpayrollinformation;orsuchthatoneaudits,verifies,receivesorisentrustedwithDeerfieldBeachHousingAuthoritymoneysreceivedorhandledbytheother.

TheHumanResourcesAdministratormustbenotifiedimmediatelyconcerninganychangesinhouseholdstatusthatwouldresultinaviolationofthispolicy.Intheeventthatachangeinfamilycircumstances,includingmarriage,createsaviolationofthepolicy,one,orboth,oftheemployeesmustseekandobtainemploymentinanotheropenposition(ifavailable)thatavoidsaviolationofthepolicy,orresignwithin90calendardaysofthestatuschange.TheHousingAuthorityhasnoobligationtotransferanemployeetoanotherpositioninsuchcircumstances.

POLITICALACTIVITY(HATCHACT)

Allmembers,officers,andemployeesoftheDBHAwhoseemploymentassuchconstitutestheirprincipalemploymentaresubjecttotheprovisionsoftheHatchAct,assetforthinTitle5oftheUnitedStatesCode,Chapter15,whichgovernsthepoliticalbehaviorofanindividualwhosesalaryisfinancedwholeorinpartbyfederalfunds.ThelawprohibitscertainpoliticalactivityofAuthorityemployeestoinclude,butnotlimitedto:


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• Useofofficialauthorityorinfluenceforthepurposeofinterferingwithoraffectingtheresultofanelectionornominationforoffice;

• Directlyorindirectlycoercing,attemptingtocoerce,orcommanding,oradvisingastateorlocalofficertopay,lend,orcontributeanythingofvaluetoanyparty,committee,organization,agency,orpersonforpoliticalpurposes;

• Beingacandidateforelectedofficeinapartisanelection.

Ifanyindividualwhoisengagedinsomeotheremploymentoroccupationisdoubtfulastohis/herstatusundertheHatchAct,he/shemaypresentthematterinwritingtotheUnitedStatesOfficeofSpecialCounsel.

DRESSCODESANDPROFESSIONALAPPEARANCE

AllDBHAemployeesareexpectedtoexercisereasonablejudgmentindressingappropriatelyfortheirparticularjobsandshoulddressinamannerthatreflectsprofessionalismatalltimes.Priorapprovalmustbeobtainedfromtheappropriatedepartmentheadinordertodressinamannerthatisnotinaccordancewiththispolicy.EmployeesmayberequiredtowearuniformedattireaccordingtotheHousingAuthority’sorganizationalneedsandhealthandsafetyrequirements.

ItistheresponsibilityofDBHASupervisorstomonitorthedressofhis/hersubordinatestoensurethattheAuthorityemployeescomplywiththissection.

EmployeesthatfailtoadheretotheDressCodemaybeaskedtoleavetheworksiteandreturninappropriateattire.FurtherinfractionsmaysubjecttheemployeetodisciplinaryactionasdescribedintheSection23:DisciplinaryActionofthisPolicy.ConsiderationwillbegiventoemployeeswhohavelegitimatereasonsforbeingunabletocomplywiththeDressCode.

Examplesofinappropriateattireincludebutarenotlimitedto:sweatsuits,rippedortornjeans,cut-offjeans,tanktops,haltertops,spaghettistraptops,clothingwithprofaneorotherwiseunacceptablewritingorimagery,midriffbearingshirts,muscleshirts,backlesstops,tornshirts,transparentshirtsortops,miniskirts,flipflops,overalls,dirtyclothing,headwraps/scarves(unlesspre-approvedandnecessaryformedialorreligiousreasons),hats,clothingoraccessoriesthatcreateasafetyhazard,andotherattiredeterminedinappropriatebyaSupervisorortheExecutiveDirector


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EmployeesmaydressincasualattireonFridaysprovidedtheattireisneatandappropriatetopresentawell-groomedappearance.CasualattirepermittedforcasualFridayincludespoloshirts,khakipantsorskirts,denimjeansanddresses,sportjackets,sandalsandothercasualclothingnototherwiseprohibited.

Whenindoubtabouttheappropriatenessofyourattire,consultyourSupervisorortheHumanResourcesAdministrator.

20. SAFETYPOLICY

RESPONSIBILITY

ItisthegoaloftheDeerfieldBeachHousingAuthoritytoprovideasafeandhealthyworkplace.Employeesareexpectedtousesoundjudgmentandtofollowsafeworkpracticestoavoidintroducingorcontributingtounsafeworkconditions.

ItistheresponsibilityofDBHAemployeestobesafetyconsciousatalltimesandtofollowestablishedsafetyandhealthrulesandproceduresinperformingworkassignments.Itistheresponsibilityoftheemployeetorequestadditionalinformationorclarificationonassignmentsthatareunclear.AdditionallyitistheresponsibilityoftheemployeetooperateallAuthorityequipment,tools,machinery,andvehiclesinaccordancewithmanufacturerguidelinesandsafetypractices.

Employeesaretowearallappropriateprotectiveequipmentincludinglapandshoulderbelts,whereprovided,atalltimeswhileoperatingorridingasapassengerinaDBHAAuthorityvehicleorprivatevehicleonAuthoritybusiness.Employeesaretoimmediatelyreportanyunsafeworkcondition,equipmentmalfunction,orothersituationsthatcouldendangeremployeesorthepublictotheimmediateSupervisorandco-workers.

ToreachtheDBHA’sgoaltoprovideaworkenvironmentfreeofpotentialhazards,managementandsupervisorypersonnelshallbeheldaccountableto:

1. ProvideleadershipandguidancetotheDBHA’sworkforce.

2. Providepropertrainingofemployeesandundertakejobandpublichazardanalysisinalldepartments.

3. DevelopproperjobproceduresfortheDBHAoperationsandenforcesaidprocedures.


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4. Minimizetheseverityofinjuriesthroughpromptandadequatemedicalcare.

5. Continuouslyreviewworkpracticesandconditionsoftheworkenvironmentandpublicsafety,seekingimprovement.

6. Maintainaccuraterecordsthatdocumenttheaboveactions.

EachemployeeoftheDBHAshallcooperatewith,andsupport,safetyprogramobjectives.Eachemployeeshallbeexpected,asaconditionofemployment,toadopttheconceptthatthesafewaytoperformataskisthemostefficientandtheonlyacceptablewaytoperformit.Failuretoobservetheseandothersafetyrulesandregulationsshallbecausefordisciplinaryactionorimmediatetermination,atthediscretionoftheHousingAuthority.

SafetyrecordsshallbereviewedalongwithallotherphasesofDepartmentSupervisors,andemployeeperformances.Therefore,itisessentialthatsuchrecordsarecompleteandaccurateandthatallaccidentsbefullyreported.

WEAPONS

TheDeerfieldBeachHousingAuthorityrecognizesthatthepossession,use,ordisplayofweaponsonorganizationalpropertymustbecontrolledtomanagetheincreasedrisksassociatedwithweaponsonthejob.TheAuthoritydeterminesthatpersonnelhavingpermitsforconcealedweaponsmaydramaticallyincreasepotentialviolenceoncompanypropertyas:(a)thepotentialforaccidentaldischargeormisuseoffirearmsonworkpremisesisincreased,(b)thepotentialforguns,knives,orotherweaponsusedtosettledisputesincreases,and(c)professionalresponderstoasituationmaynotbeabletodistinguishbetweenthevictimandtheaggressor,creatingadangerousenvironmentforpersonnel,clients,andbystanders.

EmployeesoftheAuthoritymaynot,onanypropertyowned,leased,orcontrolledbytheAuthority,possess,oruse,anyweapon.ThisrestrictionextendstoanywhereAuthoritybusinessisbeingconducted,includingorganizationevents,venues,tradeshows,trainings,meetings,oranygatheringoractivitythatisanAuthoritysponsoredactivity.ThepolicyappliestoallDBHAproperties,andincludes,butisnotlimitedto,buildings,openspaces,residencehallsorcommonareas,parkinglots,sidewalks,andvehiclesonAuthorityproperty.

Weaponsinclude,butarenotlimitedto:guns,kniveswithbladesover3incheslong,swords,explosives,orchemicalsthatcancauseharmtoanotherperson.


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EmployeesfoundinviolationoftheWeaponsPolicywillbesubjecttodisciplinaryactionorimmediatetermination,attheExecutiveDirector’sdiscretion.

REPORTINGACCIDENTSANDINJURIES

EmployeesshallimmediatelynotifytheirimmediateSupervisor,andifappropriate,lawenforcementauthoritiesofanyaccidentcausingdamagetoaDBHAvehicleorproperty,orinjurytoanemployeerequiringprofessionalmedicalattention.

NOTIFICATIONOFFAMILY

Employeesareresponsibleforprovidingandupdatingthenameofanindividualtobecontactedintheeventofanemergency.ThisnamemustbeprovidedtotheHumanResourcesAdministrator.Intheeventofanemergencyaffectingtheemployee,andasafunctionofthecircumstances,theHousingAuthoritymaynotifyemergencycontactsand/orfamilymemberslistedbytheemployee.

21. VEHICLEUSEANDRESPONSIBILITY

TheDBHAhasspecificpoliciesforAuthorityownedvehiclesusedbyAuthorityofficialsand

employeesintheconductofofficialDBHAbusiness.

AUTHORIZATIONTOUSEDBHAVEHICLES

InorderforanemployeetoreceiveauthorizationtodriveaDBHAvehicleduringnormalbusinesshours,theSupervisormustsubmit,inwriting,totheExecutiveDirectorforpriorapproval,thenamesofthoseemployeesinhis/herdepartmentwhoarerequiredbyJobDescription,orattheSupervisor'sdiscretion,todriveDBHAvehicles.

InordertobeauthorizedtodriveaDBHAvehicle,anemployeemusthaveavalidFloridaDriver'sLicense,withasatisfactorydrivingrecordreceivedfromtheStateofFloridaBureauofDriverLicenseRecords.SaidlicensemustberecordedwiththeHumanResourcesAdministratorofDBHA.Drivers’licensereportsforassignedandauthorizeddriverswillbecheckedatleastonceperyeartoinsurevalidity.

USEOFADBHAVEHICLE

DBHAvehiclesaretobeusedonlyforofficialAuthoritybusinessduringnormalworkinghours,orasdirectedbytheExecutiveDirector.


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OnlyDBHApersonnelshallbetransportedinDBHAvehicles,unlesstheExecutiveDirectorhasprovidedwrittenauthorization.

EmployeesareprohibitedfromsmokingwhendrivingorridinginaDBHAownedvehicle.

OVERNIGHTANDWEEKENDUSE

TheExecutiveDirectorshallassignvehiclestospecificAdministrative,Maintenance,andPropertyInspectionpersonnelwhowillbepermittedtodriveDBHAvehicleshomeatnightandonweekends.TheDBHAvehiclesaretobeusedfortraveltoandfromhomeandworkatthedesignatedDBHAlocationsonly.Allotheruseofsaidvehicleduringnon-workinghoursisprohibited.NotwithstandingthepolicythatonlyDBHAemployeesmaybetransportedinDBHAvehicles,theemployeeacknowledgesthatitistheirresponsibilitytoobtainautomobileinsurancetocoveranydamagesorinjuriesthatmayoccurwhileusingaDBHAvehiclefornon-businessrelatedpurposes,orwhiletransportinganon-DBHAemployee.

ACCIDENTSINVOLVINGDBHAVEHICLES

IfanemployeeisinvolvedinanaccidentwhiledrivingaDBHA-ownedvehicleandhasbeendeterminedtobeatfault,anotationwillbemadetothepersonnelfileandconsideredatthetimeoftheannualperformanceappraisalevaluation.

Two(2)accidentsinwhichtheDBHAemployeeisfoundatfaultcouldbeconsideredreasonforterminationofemploymentwithDBHA,whichisatthediscretionoftheExecutiveDirector.

Shouldanemployeewhosejob-relatedtasksinvolvedrivingDBHAvehiclesbecomeunabletofulfillthesetasksduetosuspensionorrevocationofhis/herdriver'slicense,he/sheshallbesubjecttodismissal.

AnydamagedonetoaDBHAvehiclemustbereportedassoonasphysicallypossibletoyourimmediatesupervisororHumanResourcesAdministrator.

AlsoseeSection24.Drug-FreeWorkplace.

22. BUSINESSTRAVELPOLICY

EmployeesorCommissionersoftheAuthoritymayperformofficialtraveluponauthorizationbythe

ExecutiveDirector.Attendanceatconferences,conventions,andmeetingsshallbelimitedtothe

numberofpersonsnecessarytocoverthemeetingadequately.ItisHousingAuthoritypolicyto


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provideforthemostefficientmeansoftransportationforHousingAuthoritybusinessattheleast

cost,andtoprovidefortheaccurateaccountingoftravelexpensesandfortheirtimely

reimbursement

LOCALTRAVELWITHINDBHAJURISDICTION

Commissionersandemployeeswhoarerequiredtousehis/herpersonallyownedautomobilesshallbepaidactualmileageinaccordancewithestablishedIRSguidelines,parkingfees,andtollfees.EmployeesandCommissionerstravelingwithinthejurisdictionoftheCityofDeerfieldBeacharenotentitledreimbursementformeals.

LOCALTRAVELOUTSIDEDBHAJURISDICTION

LocaltraveloutsideDBHAjurisdictionistravelwithin50milesoftheCityofDeerfieldBeachthatdoesnotrequireanovernightstay.TravelerswillbepaidactualmileagecostsinaccordancewithestablishedIRSguidelines,parkingfees,andtolls.TheHousingAuthoritywillfollowtheGSAscheduleforFloridaovernighttravel---thiswillbecalculatedonaperdiembasisbasedonGSAscheduleforFloridaordesignatedstatetravel.

OVERNIGHTTRAVEL

EmployeesandCommissionerswillbereimbursedforovernighttravelwhenconductingbusinessorattendingtraining/conferencesonbehalfoftheDBHA.TheExecutiveOfficewillmakeallarrangementsfortransportation(otherthanperson/Authorityvehicles),lodging,andgroundtransportation.Alltraining/conferenceregistrationfeeswillbepaidinadvancebytheAuthority.Lodgingandmealswillbereimburseduponcompletionoftravelandsubmissionoftravelexpenses.

PERDIEMANDSUBSISTENCEALLOWANCES

Forovernighttravel,theDBHAhasadoptedadueltravelreimbursementpolicy.Travelerswillbereimbursedforbothatafixeddailyperdiemrateformealsandasubsistenceallowanceforlodging,groundtransportation(taxis/tolls),parking,airporttip/cabtips,airlinebaggagefees,andotherapprovedexpenses.Thedailymealperdiemisapredeterminedfixdollaramountanddoesnotrequirereceipts.However,subsistenceexpensesarereimbursedatactualcostsandrequirereceipts.


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Perdiemsformeals(includingtaxandtips)willbereimbursedatmostcurrentperdiemratespublishedbytheGeneralServicesAdministration(GSA).Theperdiemforcitiesnotlistedwillbetheperdiemforacityclosesttotheintendeddestination.

Theperdiemrateisusedtogaugereasonablenessoftravelexpensesandisnottobeconstruedasawaiverofsubmissionofatravelexpensevoucher.

INELIGIBLEEXPENSES

Expensesineligibleforreimbursementare:

• Entertainment(admissionfees,tours,souvenirs)

• Alcoholicbeverages

• In-roommovierentals

• In-roominternetfees,unlesspre-approvedtoconductDBHAbusiness

• Drycleaning

• Mileageforrentalcars

• Mealsandexpensesforanyoneotherthantheauthorizedtravelers

AUTOMOBILERENTALS

Automobilesrentalisnotareimbursableexpenseunlessnopublicorhiredtransportationisavailablefromthearrivaldestinationtothefinaldestinationofthetraveler(s).Ifthiscircumstanceshouldoccur,arrangementsshouldbemadefortraveler(s),ifmorethanone,tosynchronizetraveltothearrivaldestinationandtravelbycartogether.Gasolineexpensewillbereimbursedatactualcostsandrequirereceipts.

AllautomobilerentalsmustreceivepriorapprovaloftheExecutiveDirectorandthedesignateddriveoftheautomobilemusthaveavalidStateofFloridadriver’slicense.

TRAVELREPORTSANDREIMBURSEMENT

Foremployeesamonthlymileagereport,approvedbytheSupervisor,mustbesubmittedtotheExecutiveDirectorforapprovalpriortoreimbursement.CommissionerswillsubmitmileagereportstotheExecutiveDirectorforpayment.

Whentwo(2)ormoreauthorizedpersonstravelinone(1)privatevehiclethepersonsupplying


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thevehicleshallreceivetransportationreimbursement.

TravelersmustsubmittravelexpensesonthetravelexpensereportformapprovedbytheDBHAwithinfivedays(5)afterreturnfromtraveltobereimbursedfortravelexpenses.Pre-paidtravelexpensesmustbeshownonthevoucher,withtheexceptionofconference/trainingregistrationfees.

23. DESCIPLINARYACTION

AppropriateconductofDeerfieldBeachHousingAuthorityemployeesisrequiredtoensurethatworkattheHousingAuthorityissafe,productiveandpleasant.DisciplinaryactionmaybetakenagainstanemployeeforanyreasondeemedsufficientbytheAuthority.Improperconductmayresultinimmediatedischarge,suspensionwithorwithoutpay,oralreprimands,writtenwarnings,probation,demotion,orsuchothersanctionsastheemployee’sSupervisor,DepartmentHead,ortheExecutiveDirectororhis/herdesigneedeemappropriate.Theactiontobetakenwillgenerallydependontheseriousnessoftheincident.TheHousingAuthoritymayalsoconsidertheemployee’spastconductandperformance.

Examplesofthetypesofconductthatcouldresultindisciplinaryactioninclude,butarenotlimitedto:

1. DeliberateornegligentdamagetoHousingAuthorityorPrivatePropertyortothepropertyofotheremployeeswhileonduty;

2. Stealing;

3. Fighting;

4. Carryingconcealedweapons;

5. Immoralorindecentconduct;

6. Willfulinterferencewithworkschedules;

7. Misrepresentationand/orfalsificationofrecordsorattendancereports;includingbutnotlimitedtorecordingtimeonanotheremployee’stimesheet;

8. Insubordination;

9. MisappropriationofHousingAuthoritypropertyorHousingAuthorityfunds;

10. WillfulviolationoftheHousingAuthoritypolicyconcerningpartisanpoliticalactivity;

11. Gambling;


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12. ViolationoftheHousingAuthoritySubstanceAbusePolicy;

13. Sleepingonthejob;

14. Misusing,damaging,takingorrefusingtosurrenderanyHousingAuthority-ownedproperty,orinterferingwithorwillfullydamagingHousingAuthoritypropertyassignedtoanyotheremployee;

15. Carelesswasteofmaterialsandequipment;

16. Violationofestablishedsafetyrules;

17. Carelessnessornegligenceinperformingwork;

18. “Horseplay”;

19. Disorderlyconduct;

20. CarelessnessorrecklessnessinoperatingHousingAuthorityvehiclesorequipment;

21. Abusiveorthreateninglanguagetoasupervisor,fellowemployee,orthegeneralpublic;

22. Failureorrefusaltocarryoutinstructionsorassignments;

23. ViolationoftheHousingAuthoritypolicyconcerningoutsideemploymentorsecondaryemployment;

24. Absencefromtheworkareawithoutpermissionorwithoutanexcusablereason;

25. Leavingthejoborworkareawithoutpermissionbeforetheendoftheregularworkperiod;

26. Failuretoreportpersonalinjury;

27. Failuretoreportabsenceproperly;

28. Poorattendance;

29. Absencewithoutjustifiablecause;

30. Habitualtardiness;

31. ViolationoftheHousingAuthoritypolicyconcerningpurchasingpractices;

32. ViolationofHousingAuthoritypolicyagainstHarassmentandDiscrimination;

33. Negligenceinthehandlingofcash,checksorothernegotiableinstruments;

34. Inefficiencyorincompetenceinperformanceofduties(includingtherefusalorinabilitytoobtainrequiredcertifications,trainingoreducationwithinspecifiedtimeframes);


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35. AnyconductunbecomingofaHousingAuthorityemployee,whichmightinterferewiththesuccessfulcompletionofjobduties.

DISCIPLINARYMEASURES

ThetypesofdisciplinaryactionthatmaybetakenbytheAuthorityaredescribedbelow.EmployeeswhodisagreewiththedisciplinaryactiontakenagainstthemmayappealthedisciplinaryactionbyfilingagrievanceinaccordancewiththeSection26:GrievanceProcedureasdescribedinthisPersonnelPolicyManual.

TypicalDisciplinaryMeasures:

1. VerbalWarning

2. WrittenWarning

3. Suspension(withorwithoutpay)

4. Termination

Thetypeofdisciplinaryactionapplieddependsontheseverityoftherelatedoffenseandtheemployee’shistoryofpolicyviolations(atthediscretionofmanagement).

24. DRUG-FREEWORKPLACE

TheDBHAhasalwaysbeencommittedtoprovidingasafeworkenvironmentforitsemployees,andtheillegaluseofdrugspresentsnewdangersintheworkplace.Therefore,theDBHAhasestablishedaDrug-FreeWorkplace,asauthorizedbyFloridaStatutes440.102andChapter59A-24and69L-9oftheFloridaAdministrativeCodethatwebelievebestservestheinterestsofallitsemployees.Allemployeesareabsolutelyprohibitedfromunlawfullymanufacturing,distributing,possessing,orusingcontrolledorillegalsubstancesintheworkplace,anditisaconditionofemploymenttorefrainfromtakingillegaldrugsonoroffthejob.Employeesmustagreetonotifytheemployerinwritingofanyviolationofacriminaldrugstatuteoccurringintheworkplacenolaterthanfive(5)calendardaysaftersuchviolation.

ThispolicysupersedesthepreviousDrug-FreeWorkplacepolicy,andDBHAreservestherighttoamend,change,oralterthispolicywithouttheconsentofitsemployees.

DRUG-FREEWORKPLACEPOLICY

TheAuthorityhasestablishedthisDrug-FreeWorkplacetodeteruseofdrugsandalcoholinthe


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workplacebyestablishingstandardsandproceduresfordrugtestingofcertainemployeesandjobapplicants.Wehopethispolicywillresultinasafeworkingenvironmentforalloftheemployees.

Weurgethoseofyouwhobelieveyoumayhaveadrugand/oralcoholproblemtovoluntarilyseektreatment.Workers’CompensationDrugTestingLawFS440.102(5)(n)states:

Noemployershalldischarge,discipline,ordiscriminateagainstanemployeesolelyupontheemployee’svoluntarilyseekingtreatmentwhileundertheemploymentoftheemployerforadrug-relatedproblemiftheemployeehasnotpreviouslytestedpositivefordruguse,enteredanemployeeassistanceproblemfordrug-relatedproblems,orenteredanalcoholanddrugrehabilitationprogram.

REASONSFORDRUGTESTING

Employeeswillbesubjectedtothefollowingdrugtests:

JobApplicationTesting

Followingaconditionalofferofemployment,applicantsforsafetysensitivepositionswiththisAuthoritywillbetested,andarefusaltosubmit,orapositiveconfirmedtestresult,willbeusedasabasistorejecttheapplicantforemploymentatthattime.SafetysensitivepositionswillbeidentifiedinthecontextoftheAuthority’sofficialjobdescriptions.

ReasonableSuspicionTesting

Anemployeemayberequiredtosubmitfortestingwhentheemployerhasareasonablesuspicion,asdefinedbystatelaw,thatanemployeeisusingorhasuseddrugsinviolationoftheemployer’spolicy.Thecompanyhasareasontosuspectanemployeewhenithasanarticulatedbeliefthattheemployeepossessesoruseddrugsattheworkplace;isobservedintoxicatedorimpairedbydrugsoralcoholattheworkplace;hasbeenreportedbyareliableandcrediblesourceasusingdrugs;hastamperedwithadrugtest;hascausedorcontributedto,orbeeninvolvedinanaccidentwhileatwork;orisengagedinabnormalconductorerraticbehaviorwhileatworkorshowssignificantdeteriorationinworkperformancewhileworking.Thereasontosuspectshallbebasedonspecificandparticularfactsandthereasonableinferencesdrawnfromthosefactsinlightofexperience.


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Post-InjuryTesting

Ifyouareinjuredonthejobandrequiremedicalattentionbeyondfirst-aid,youmustsubmittoadrugandalcoholtest.Ifyoucouldhavecausedorcontributedtothecauseofaninjuryrequiringmedicalattentionbeyondfirst-aid,youmustsubmittoadrugandalcoholtest.

Post-AccidentTesting

Ifyoucaused,couldhavecaused,orcontributedtothecauseofanaccidentwherepropertydamageexceeds$100,youmustsubmittoadrugandalcoholtest.

Follow-UpTesting

Anemployeewho,inthecourseofemployment,entersanemployeeassistanceprogramfordrug-relatedproblems,oranalcoholanddrugrehabilitationprogrammaybetestedasafollow-upmeasureandthereafteronaquarterly,semi-annualorannualbasisfortwo(2)yearsthereafter.

REQUESTEDASSISTANCEANDREFERRALSPRIORTOTESTING

Ifyouareexperiencingproblemswithdrugsoralcohol,youareencouragedtocontacttheDBHAHumanResourcesAdministratorforemployeeassistance,ortorequestareferraltolocalemployeeassistanceprograms.Ineithercase,theinformationwillbekeptstrictlyconfidential.

Ifyouvoluntarilycomeforwardandseekhelppriortobeingrequiredtosubmittoadrugoralcoholtest,nodisciplinaryactionwillbetakenagainstyou.However,youwillstillbeexpectedtoperformyourjobandreportforworkunlessyourtreatmentprogramcounselorrequiresyoutomisswork.Enrollmentinatreatmentprogramorattendingcounselingwillnotgrantyoualicensetoviolateanycompanypoliciesorshieldyoufromdisciplinaryactionforsuchviolations.TheDBHAreservestherightundercertaincircumstancesincludingbutnotlimitedto,safetyandsecuritytoreassignyoutoanotherposition.

Ifyouarerequiredasapartoftreatmenttobeawayfromwork,afteryoureturntowork,follow-uptestingfordrugsoralcoholwilloccuronaquarterly,semi-annualorannualbasisforaperioduptotwo(2)years.Ifyoutestpositivefordrugsoralcoholfollowingthecompletionoftheprimaryphaseofyourtreatmentprogram,youwillbeterminatedandyour


52

unemploymentbenefitsmaybedenied.Ifyoudonotcompleteyourdrugoralcoholtreatmentprogramordonotcomplywiththetermsofyourtreatmentprogram,youwillbeterminated,andyourunemploymentbenefitsmaybedenied.

POSITIVEPOST-TESTRESULTS

Ifyouhaveaconfirmedpositivetestresult,wewillsendyoualetterwithinfive(5)daysofourreceiptofnotificationfromtheMedicalReviewOfficernotifyingusofyourpositivetestresult.Theletterwilloutlineyourrightsandthemannerinwhichyoumaychallengeapositivetestresult.Youareresponsibleforanycostsassociatedwiththechallenge.TheDBHAcontractswithaMedicalReviewOfficer(MRO)responsibleforreceivingandreviewingallconfirmationresultsfromalaboratory.ThisMROisresponsibleforcontactingallpositivelytestedindividualstoinquireaboutpossibleprescriptiveorover-the-countermedications,whichcouldhavecausedapositiveresult.TheMROshallnotifytheDBHAHumanResourcesAdministratoronlyoftheverbalandwrittenresults.Confidentialityofdrugtestingshallbemaintained.

CHALLENGESTOTESTRESULTS

Youhavetherighttochallengeanyconfirmedpositivetestresult.Allchallengesmustbefiledwithinfive(5)workingdaysofreceivingnotificationofsuchresult.ThefirststagerequiresthatyouexplainorcontesttheresultinwritingtoDBHA’sHumanResourcesAdministrator.Ifyourexplanationisunsatisfactory,youwillbenotifiedofsuchinwritingwithinfifteen(15)daysofthedateyourchallengewasreceived.Atthattime,youwillbeprovidedwithacopyofyourpositivetestresultandthenameandaddressofthelaboratory.Ifyouwereinvolvedinanaccidentanddeniedmedicaland/orindemnitybenefits,youmayfileanadministrativechallengebyfilingaclaimforbenefitswithajudgeofcompensationclaims.Ifnoworkplaceinjuryoccurred,youmaychallengethetestresultinacourtofcompetentjurisdiction.Ifyoudecidetochallengethetestresult,itisyourresponsibilitytonotifythelaboratorythatyouarechallengingthetestresult.Youwillbesolelyresponsibleforallcostsassociatedwithsuchachallenge.

1. Within180daysafterwrittennotificationofapositivetestresult,theapplicant/employeeshallbepermittedbythecompanytohaveaportionofthespecimenre-tested,attheexpenseoftheapplicant/employee.


53

2. Iftheapplicant/employeedesirestohavethespecimentestedatanotherlaboratory,he/shemusthavethefirstlaboratorytransferthespecimentothesecondlaboratory.DBHAwillnotmakethetransfer.

3. Theapplicant/employeecanadministrativelychallengetheresultsofadrugtestbyfilingaclaimwithajudgeofcompensationclaimswithinthirty(30)daysafterreceiptoftheemployer’sresponsetohisexplanation.

COSTOFTESTING

DBHAshallpaythecostofinitialandconfirmationdrugtests,whichitrequiresofemployees.Anemployeeshallpaythecostofanyadditionaldrugtestsnotrequiredbytheemployer.

DRUGSINCLUDEDINTESTING

Youmaybetestedforanyorallofthefollowing:

Alcohol,amphetamines,barbiturates,benzodiazepines,cannabinoids,cocaine,methadone,methaqualone,opiates,phencyclidine,propoxphene.

REPORTINGUSEOFPRESCRIPTIONANDNON-PRESCRIPTIONMEDICATIONS

Anemployeeorjobapplicantforasafetysensitivepositionwillbeabletoconfidentiallyreporttheuseofprescriptionmedications,bothbeforeandafterbeingtested,aspresenceofthosemedicationsinthebodymayaffecttheoutcomeofthetest.Alistofthemostcommonmedicationsbybrandname,commonname,andchemicalname,whichmayalteroraffectadrugtest,isavailablefromtheHumanResourcesAdministrator.

CONFIDENTIALITY

Allinformation,interviews,reports,statements,memoranda,andalcoholtestsresults,writtenorotherwisereceivedbytheDBHAthroughthispolicyareconfidentialcommunicationsandwillbemaintainedinaseparatefile.TheDBHA,anylaboratory,employeeassistanceprogram,drugoralcoholtreatmentprogram,orhis/heragentswhoreceiveorhaveaccesstothisinformationconcerningdrugtestresultsshallkeepitconfidential.Releaseofsuchinformationunderanycircumstancesshallbesolelypursuanttoasigned,written,informedconsentform,unlesssuchreleaseiscompelledbyahearingofficeroracourtofcompetentjurisdiction,orifdeemedappropriatebyaprofessionaloroccupationallicensingboardinarelateddisciplinaryproceeding.Additionally,theAuthority,itsagent,thelaboratory,ortreatmentprogramshall


54

notbeprohibitedfromreleasingthisinformationwhenconsultinglegalcounselinactionsbroughtunderorrelatedtoSection440.102FloridaStatutes,whensuchinformationisrelevanttoitsdefenseinanyciviloradministrativematter.

CONSEQUENCESOFTESTINGPOSITIVEORTESTREFUSALFORJOBAPPLICANTSFORSAFETYSENSITIVEPOSITIONS

Anapplicantforasafetysensitivepositionwhorefusesadrugtestwillnotbehired.Anapplicantforasafetysensitivepositionwhosubmitstoadrugtest,whichisbothpositiveandconfirmedaspositive,willnotbehired.

TESTINGFORNON-INJUREDEMPLOYEES

Intheeventanemployedworker,whohasnotbeeninjured,isdirectedtoundergodrugtesting,andrefusesorfailstosubmittoadrugtest,oristestedpositivepursuanttoDBHApolicyandconfirmedpositive,he/shemaybesubjecttooneormoreofthefollowing:

1. Attendanceateducationalseminarsandcoursesandparticipationinanemployeeassistanceprogram.

2. Attendanceatarequiredrehabilitationprogram.

3. Agreementtoreasonablediscipline,whichmayincludejobtransfertoaless-hazardousposition,probationaryemployment,and/orreductionincompensation.

4. Immediatedismissalfromemployment.

TESTINGFORON-THE-JOBINJURIES

Intheeventanemployedworkerisinjuredinthescopeofhis/heremploymentandrefusestosubmittoadrugtest,orsubmits,pursuanttoDBHApolicy,andhasapositiveconfirmationofadrug,thatemployeeshall:

1. Forfeithis/hereligibilityformedicalandindemnitybenefitsundertheworkers’compensationact.

2. Forfeithis/hereligibilityforunemploymentbenefits.

3. Beimmediatelydischargedfromemployment.

4. Beotherwisesubjectedtothesanctionsprovidedaboveforanemployedworkerwhoisnotinjured.


55

ARRESTSANDCONVICTIONS

Ifyouarearrestedfororconvictedofanydrug-relatedcrime(sale,useorpossession),orarrestedforanycrimeormisdemeanor,youmustnotifytheDBHAHumanResourcesAdministratorwithinfive(5)daysofyourarrestorconviction.FailuretonotifytheDBHAofsucharrestorconvictionisgroundsforimmediatetermination.

25. THREATSANDVIOLENCEINTHEWORKPLACE

POLICYSTATEMENT

Violence,orthethreatofviolence,hasnoplaceinanyofDBHA’sworklocations.ItisthegoaloftheDBHAtoridworksitesofviolentbehaviororthethreatofsuchbehavior.Itisthesharedobligationofallemployeesandlawenforcementagenciestoindividuallyandjointlyacttopreventordefuseactualorimpliedviolentbehavioratwork.Violence,orthethreatofviolence,byoragainstanyemployeeofDBHAorotherpersonisunacceptableandcontrarytoDBHApolicyandwillsubjectthecommitterofthethreatoracttoseriousdisciplinaryactionand/orpossiblecriminalcharges.TheDBHAwillworkwithlawenforcementtoaidintheprosecutionofanyonewhocommitsviolentactsagainstemployees.

Possession,use,orthreatofuse,ofadeadlyweapon,includingallfirearms,isnotpermittedatwork,oronDBHAproperty,includinginaDBHAvehicle.

Anyemployeeactingingoodfaith,whoreportsrealorimpliedviolentbehavior,shallnotbesubjecttodischarge,suspension,demotion,otheradversepersonnelactionsorharassmentasaresultofthatreport.Everyeffortwillbemadetohandlereportsinaconfidentialandsensitivemanner.

WORKPLACECRITICALINCIDENTCOORDINATOR

TheHumanResourcesAdministratorisdesignatedastheWorkplaceCriticalIncidentCoordinatortoinsurethatappropriateresourcesincludingtheemployeeassistanceresources,insurancebenefitproviders,lawenforcementorothersasneededarecoordinatedintheirsupportandresponse.

PROCEDURES

Consistentwithpersonalsafety,managersandsupervisorshavearesponsibilitytomakeagood


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faithefforttodefuseviolentorpotentiallyviolentsituationsasquicklyaspossibleinordertopreventtheirescalationandcreatingathreattoothers.Ifanactofviolenceisobservedatwork:

1. Inimmediateemergencysituationsdial911.Aswithanyotheremergencyinvolvingfire,violenceormedicalincidents,thefirstthoughtandactionaretocall911andreportasmanydetailsaspossiblesothattheappropriateemergencyresponseunitscanbedispatched.

2. Ifpossible,separateemployeesinvolved.Donotallowaverbalaltercationtoescalateintosomethingmoreserious.

3. NextStep-ImmediatelycontacttheappropriateDepartmentSupervisorandtheHumanResourcesAdministrator.

4. Oncethesituationiscontrolled,separatelyinterviewallpersonsinvolved,includinganywitnessesinordertoobtainanaccurateaccountoftheincident.Documentthestatementsofwitnessesandothersinterviewedinwrittenform.

26. EMPLOYEEGRIEVANCES

GRIEVANCEPROCEDURES

ThisGrievanceProcedureisestablishedtoprovidefullopportunitytoregularemployeestobringtotheattentionoftheAuthoritycomplaints,grievances,orsituationsthattheemployeefeelsneedeitheradjustmentsorinformation.ItistheneedanddesireoftheAuthoritytoadjustcomplaintsorgrievancesinformally,andbothSupervisorsandemployeesareexpectedtomakeeveryefforttoresolveproblemsastheyarise.However,itisrecognizedthattherewillbegrievances,whichwillberesolvedonlyafteranappealandreview.Thesubmissionofagrievancebyanemployeeshallinnowayadverselyaffecttheemployeeorhis/heremploymentwiththeDBHA.

CAUSESFORGRIEVANCES

Anyregularemployeemayfileagrievancetoregisteracomplaint,solveaproblem,redressanallegedwrong,tomodifyoreraseanydisciplinarymeasurestakenagainsthim/hersuchasaninstructionandcaution,orasuspensionfromworkforperiodsoffifteen(15)daysorless.Grievancesmayalsobefiledtorestoreallegedlossofrightsduetorulesandregulations.


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Employeesservingtheinitialprobationaryperiodareineligibletofileappealsorgrievancesunderthisprocedure.

Anyapplicant,participant,oremployeewhofeelsthathe/shehasbeendiscriminatedagainstbecauseofeitherrace,color,religion,gender,nationalorigin,age,disability,maritalstatus,politicalaffiliation,sexualorientation,orbecausedueprocesshasbeendeniedthemoranyotherissuesrelatingtoconditionsofemployment,benefits,staff,orprogramoperations,mayfileacomplaintwiththeAffirmativeActionOfficerorhis/herSupervisor.

THEGRIEVANCEPROCESS

Inordertoassureeveryregularemployeeofamethodinwhichtheycangethis/herparticulargrievanceconsideredrapidly,fairlyandwithoutreprisal,thefollowingstepsareprovided:

Step1:

Theaggrievedemployeeshall,withinfive(5)workingdaysoftheincident,explainanddiscusshis/hercomplaintorgrievanceorallywiththeimmediateSupervisor,whomaycallhigher-levelsupervisionintothediscussioninanefforttoachieveapromptandsatisfactoryadjustment.TheimmediateSupervisorshallthenmakeadecisionandnotifytheemployee,inwriting,withinfive(5)workingdaysafterthediscussionwiththeemployee.AcopyofthisdecisionshallbesenttotheHumanResourcesAdministrator.

Step2:

Iftheaggrievedemployeefeelsthatthematterhasnotbeenresolvedtohis/hersatisfactionbytheimmediateSupervisor,withinfive(5)workingdays,thatemployeemaysubmitthematterinwritingtotheHumanResourcesAdministratoroftheAuthority.TheHumanResourceAdministratorwillthenscheduleameetingwiththeemployeewithinfive(5)workingdaysafterreceiptofthegrievance.Ifthematterisnotresolvedatthismeeting,theHumanResourceAdministratorshallgivehis/herwrittenanswerwithinfive(5)workingdaysafterthescheduledmeeting.AcopyofthisdecisionshallbesenttotheExecutiveDirector.

Step3:

IfthematterisnotresolvedbythedecisionoftheHumanResourcesAdministrator,theemployeemayappealtothePersonnelCommitteeoftheDBHA.TheChairpersonofthe


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PersonnelCommitteewillscheduleameetingwiththeemployeewithinfive(5)workingdaysafterreceiptofthegrievance.AcopyofthenotificationshallbesenttotheSupervisoroftheDepartment,theHumanResourcesAdministrator,andtheExecutiveDirector.

Inpresentingsuchanappeal,theemployeemaycallareasonablenumberofwitnesses.TheHumanResourcesAdministratorwillpresentDBHA’sposition.Otherconcernedmembersofmanagementmayattend.ThePersonnelCommitteewillweighallinformationrelevanttothegrievanceinrenderingadecision.ThePersonnelCommitteemayseektheadviceoflegalcounseloranyotherofficialforinterpretations,commentandguidanceinarrivingatafair,equitable,andjustdecisionoftheissueforboththeemployeeandtheDBHA.

Withinfive(5)workingdaysoftheconclusionofhis/herdeliberations,theChairpersonofthePersonnelCommitteeshallnotifytheemployee,inwriting,ofthedecision.CopiesofthenotificationshallalsobesenttotheHumanResourcesAdministrator,theSupervisoroftheDepartment,andtheExecutiveDirector.

Step4:

Iftheaggrievedemployeefeelsthatthematterhasnotbeenresolvedtohis/hersatisfactionbythePersonnelCommittee,withinfive(5)workingdays,theemployeemaysubmitthematter,inwriting,totheExecutiveDirector.TheExecutiveOfficerwillreviewtheSupervisoroftheDepartment,theHumanResourcesAdministratorandthePersonnelCommitteedecisionsandmaycallforfurtherinvestigation.Withinfive(5)workingdaysofreceiptofthegrievance,theExecutiveDirectorwillprovideawrittenresponseofthecourseofactiontobefollowedtotheaggrievedemployee.CopiesofthisresponsewillalsobesenttotheSupervisoroftheDepartment,andtheHumanResourcesAdministrator.ThedecisionoftheExecutiveDirectorshallbefinal.

Step5:

Intheeventanemployeeisterminated,theemployeemayrequestahearingbeforeaSpecialMasterappointedbytheDBHABoardofCommissioners.TimelyappealsmustbefiledwiththeExecutiveDirectornolaterthanfive(5)workingdaysafterreceiptofthedecisionbytheExecutiveDirector.Withinten(10)workingdaysfromthereceiptofthe


59

writtenappeal,theSpecialMastershallscheduleadateforthehearing.ThecostfortheSpecialMasterandcourtreportershallbesharedequallybytheDBHAandtheemployee.

Inpresentingsuchanappeal,theemployeemaycallareasonablenumberofwitnesses.TheExecutiveDirectororhisrepresentativeswillpresenttheAuthority’sviewpoint.Otherconcernedmembersofmanagementmayattend.

Withinten(10)workingdaysoftheconclusionofthehearing,theSpecialMastershallrenderaFinalOrder,inwriting,andprovideacopyoftheFinalOrdertotheExecutiveDirectorandtotheaggrievedemployee.InissuingtheFinalOrder,theSpecialMasterwillweightallinformationrelevanttothegrievancepresentedattheSpecialMasterhearing.

ThedecisionoftheSpecialMasterisfinal.

GENERALPROVISIONSOFTHEGRIEVANCEPROCEDURES

• Ifthetimelimitsofthisgrievanceproceduremustbeextendedbymanagementduetoillness,vacations,businesstrips,orsometypeofemergency.Ifanextensionisrequired,theemployeewillbenotified.

• IntheeventthegrievancedirectlyinvolvestheSupervisor,ortheExecutiveDirector,thentheSpecialMasterwillbecomethealternatetoserveintheplaceoftheSupervisor,andortheChiefExecutiveOfficer.

• Underthisgrievanceprocedure,theEmployeeandManagementhavetheopportunitytocallwitnessesattheStep2level,andthereafterforeachStepinthegrievanceprocedure.

• Grievantwillhavefive(5)workingdaystoappealthedecisiongiveninanySteptothenexthigherStepinthegrievanceprocedure.

• AnygrievanceshallbeconsideredsettledatthecompletionofanyStep,unlessitisappealedwithinthetimelimitssetforth.

• Iftheresponsetimelimitfallsonanemployee'sdayoff,thereplybymanagementshallbegiventotheemployeeonhis/hernextscheduledworkday.


Consolidated - Income Statement

Actual Variance %

Annual YTD Rev/Exp of budget Comment

Revenue

HUD subsidy/grants 4,600,084 383,340 353,921 (29,419) 8% Pending Federal Budget Adoption

Dwelling rents 572,500 47,708 47,981 273 8%

HUD Capital Grants 0 0 0 -

Other tenant revenue 16,000 1,333 1,193 (140) 7%

FSS escrow forfeitures (fraud recovery) 10,000 833 0 (833) 0%

Interest Income 108 9 1 (8) 0%

Other revenue 314,245 39,990 35,109 (4,881) 11% Fluctuation in Portability

Gain (loss) on sale of fixed assets 0 0 0 - 100%

Total Revenue 5,512,937 473,215 438,204 (35,010) 8%

Operating Expenditures

Administrative 1,026,534 85,545 93,024 (7,479) 9%

Resident Services 18,000 1,500 388 1,112 2%

Utilities 163,139 13,595 10,635 2,960 7%

Ordinary maintenance 284,260 23,688 13,205 10,483 5%

Insurance 163,191 13,599 13,600 (1) 8%

Collection loss 0 0 0 - 0%

Other general expense 197,558 30,266 32,459 (2,193) 16%

Total Operating Expenditures 1,852,682 168,193 163,310 4,883 9%

Other Expenditures

Extraordinary maintenance 0 12 0 12 0%

Casualty losses 0 0 0 - 0%

Housing assistance payments 3,602,652 300,221 299,645 576 8%

Total Other Expenditures 3,602,652 300,233 299,645 588 8%

Total Expenditures 5,455,334 468,426 462,955 5,471 8%

Excess (deficiency) of total revenue

over (under) expenses 57,603 4,788 (24,750) (29,539)

Capital Outlay 0 0 0 - 0%

Operating Transfer 0 0 0 - 0%

HAP Reserve Net (Increase) /decrease 0 0 0 0%

Net cash increase (used) in operations 57,603 4,788 (24,750)

Depreciation 327,194 27,266 27,267 (0) 0%

Cash on Hand = $175,532.69

% of Year Completed =8%

Budget

For the period ending October 31, 2015

Unaudited

Actual Variance %


Revenue

HUD subsidy/grants 559,600 46,633 35,122 (11,511) 6%

Dwelling rents 572,500 47,708 47,981 273 8%

HUD Capital Grants 0 0 - 0%

Other tenant revenue 16,000 1,333 1,193 (140) 7%

FSS escrow forfeitures (fraud recovery) 0 0 - 0%


Other revenue 19,687 1,641 0 (1,641) 0%

Gain (loss) on sale of fixed assets 0 0 - 0%

Total Revenue 1,167,807 97,317 84,296 (13,021) 7%


Administrative 528,903 44,075 55,789 (11,714) 11%

Resident Services 8,000 667 0 667 0%

Utilities 153,039 12,753 9,842 2,911 6%

Ordinary maintenance 277,210 23,101 12,697 10,404 5%

Insurance 148,941 12,412 12,412 (0) 8%

Collection loss 0 0 - 0%

Other general expense 2,500 208 45 163 2%

Total Operating Expenditures 1,118,593 93,216 90,785 2,431 8%

Other Expenditures

Extraordinary maintenance 0 - 0%

Casualty losses 0 - 0%

Housing assistance payments 0 - 0%

Total Other Expenditures 0 0 0 - 0%



over (under) expenses 5,013 4,101 (6,488) (10,590)


Operating Transfer 0 - 0%

HAP Reserve Net (Increase) /decrease 0 0 0 - 0%

Net cash increase (used) in operations 5,013 4,101 (6,488) (10,590)

Depreciation 296,384 24,699 24,699 (0) 8%

Budget


Public Housing Budget - Income StatementFor the period ending October 31, 2015

Unaudited

2

Actual Variance %

Annual Month/YTD Rev/Exp of budget Comment

Revenue

HUD subsidy/grants 0 0 -

Dwelling rents 0 0 -

HUD Capital Grants 0 0 -

Other tenant revenue 0 0 -

FSS escrow forfeitures (fraud recovery) 0 0 -

Interest Income 0 0 -

Other revenue 15,058 15,058 15,058 - Anticipated Receipt at Closing

Gain (loss) on sale of fixed assets 0 0 -

Total Revenue 15,058 15,058 15,058 -


Administrative 0 0 -

Resident Services 0 0 -

Utilities 0 0 -

Ordinary maintenance 0 0 -

Insurance 0 0 -

Collection loss 0 0 -

Other general expense 15,058 15,058 15,058 -

Total Operating Expenditures 15,058 15,058 15,058 -

Other Expenditures

Extraordinary maintenance 0 0 -

Casualty losses 0 0 -

Housing assistance payments 0 0 -

Total Other Expenditures 0 0 0 -

Total Expenditures 15,058 15,058 15,058 -


over (under) expenses 0 0 0 -

Capital Outlay 0 0 0 -

Operating Transfer 0 0 0 -

HAP Reserve Net (Increase) /decrease 0 0 0 -

Net cash increase (used) in operations 0 0 0 -

Depreciation 0 0 0 -

Budget


Rental Assistance Demonstration (RAD) Budget - Income Statement


Unaudited

3

Actual Variance %

Annual Month/YTD Rev/Exp of budget Comment

Revenue

HUD subsidy/grants 0 0 -

Dwelling rents 0 0 -

HUD Capital Grants

Other tenant revenue

FSS escrow forfeitures (fraud recovery)

Interest Income

Other revenue

Gain (loss) on sale of fixed assets

Total Revenue


Administrative

Resident Services

Utilities

Ordinary maintenance

Insurance

Collection loss

Other general expense 0 0 0 -

Total Operating Expenditures 0 0 0 -

Other Expenditures

Extraordinary maintenance

Casualty losses 0 0 -

Housing assistance payments 0 0 -

Total Other Expenditures 0 0 0 -

Total Expenditures 0 0 0 -


over (under) expenses 0 0 0 - 0%


Operating Transfer - 0%

HAP Reserve Net (Increase) /decrease - 0%

Net cash increase (used) in operations - 0%

Depreciation 0 0 0 - 0%

Budget


Capital Fund Budget - Income Statement


Unaudited

4

Actual Variance %


Revenue

HUD subsidy/grants 4,040,484 336,707 318,799 (17,908) 8%

Dwelling rents 0 0 - 0%


Other tenant revenue 0 0 - 0%

FSS escrow forfeitures (fraud recovery) 10,000 833 0 (833) 0%


Other revenue 65,000 5,417 2,176 (3,241) 3%


Total Revenue 4,115,572 342,964 320,975 (21,989) 8%


Administrative 411,159 34,263 33,619 644 8%

Resident Services 325 (325) 0%

Utilities 1,100 92 0 92 0%

Ordinary maintenance 2,350 196 0 196 0%

Insurance 6,750 563 563 (1) 8%


Other general expense 84,000 7,000 0 7,000 0%

Total Operating Expenditures 505,359 42,113 34,507 7,606 7%

Other Expenditures

Extraordinary maintenance 12 0 12 0%

Casualty losses 0 0 - 0%

Housing assistance payments 3,602,652 300,221 299,645 576 8%

Total Other Expenditures 3,602,652 300,233 299,645 588 8%



over (under) expenses 7,561 618 (13,176) (13,795)

Payment on debt principal 0 0 0 - 0%


HAP Reserve Net (Increase) /decrease 0 0 - n/a

Net cash increase (used) in operations 7,561 618 (13,176) (13,795)

Depreciation 1,200 100 100 - 0%

Budget


Housing Voucher Program (S8) Budget - Income Statement


Unaudited

5

Actual Variance %


Revenue

HUD subsidy/grants 0 0 - 0%





Interest Income - 0 0

Other revenue 94,500 7,875 7,875 - 8%


Total Revenue 94,500 7,875 7,875 0 8%


Administrative 62,472 5,206 1,616 3,590 3%

Resident Services 10,000 833 63 771 0%

Utilities 9,000 750 793 (43) 9%

Ordinary maintenance 4,700 392 508 (116) 11%

Insurance 7,500 625 625 - 8%


Other general expense 0 0 - 0%

Total Operating Expenditures 93,672 7,806 3,605 4,201 4%

Other Expenditures

Extraordinary maintenance 0 0 - 0%


Housing assistance payments 0 0 - 0%


Total Expenditures 93,672 7,806 3,605 4,201 4%


over (under) expenses 828 69 4,271 4,202




Net cash increase (used) in operations 828 69 4,271 4,202

Depreciation 29,610 2,468 2,468 - 0%

Budget


Skills Center Budget - Income Statement


Unaudited

6

Actual Variance %


Revenue

HUD subsidy/grants 0 0 - 0%





Interest Income 0 0 0 0%

Other revenue 120,000 10,000 10,000 - 8%


Total Revenue 120,000 10,000 10,000 0 8%


Administrative 24,000 2,000 2,000 - 0% Admin Oversight

Resident Services 0 0 0 - 0%

Utilities 0 0 0 - 0%

Ordinary maintenance 0 0 0 - 0%

Insurance 0 0 0 - 0%

Collection loss 0 0 0 - 0%

Other general expense 96,000 8,000 17,356 (9,356) 0%

Total Operating Expenditures 120,000 10,000 19,356 (9,356) 16%

Other Expenditures

Extraordinary maintenance 0 0 - 0%


Housing assistance payments 0 0 - 0%


Total Expenditures 120,000 10,000 19,356 (9,356) 16%


over (under) expenses 0 0 (9,356) (9,356)




Net cash increase (used) in operations 0 0 (9,356) (9,356)

Depreciation 0 0 - 0%


CDBG Budget - Income Statement


Unaudited

Budget

7

Stanley Terraces Checklist & Timeline

Stanley Terraces Timeline

Action

Date

Description

of Task

Responsible

Party Comments

11/18/2015 Bond Call ALL

11/18/2015 Discuss permanent loan sizing with LOVE Funding - aim to increase loan amount S&H

11/18/2015 David Tolces to schedule meeting with Broward County Property Appraiser Tolces Need the full RE Tax Abatement

11/18/2015 Discuss permanent loan sizing with LOVE Funding - aim to increase loan amount S&H

11/20/2015 Updated SOV and GC Contract CRB

11/20/2015 Discussion with Boston Capital on equity price, reserve requirement, equity & DF pay-in schedule S&H Need to renegotiate terms in LOI

11/23/2015 Circulation of updated numbers to all S&H Verify that bond amount is not above the TEFRA requirement and that HFA Board re-approval is not needed

12/8/2015 BCC TEFRA Approval (if needed) S&H

12/9/2015 HFA Board Meeting for Re-Approval (if needed) S&H

12/11/2015 Confirmation from Broward County Property Appraiser on RE abatement S&H/Tolces

12/16/2015 Draft loan docs circulated LOVE

12/17/2015 Draft HUD docs circulated CRB

12/18/2015 Draft equity docs circulated BC

1/8/2016 Receive permit ready letter CRB Need CRB to confirm timing - this will drive the closing date

1/11/2016 Permanent loan rate lock LOVE Will not rate lock until permit ready letter is issued

1/10/2016 Finalize numbers - closing draw, source by use, budget S&H

1/15/2016 Finalize loan, equity & HUD docs ALL

1/19/2016 Preclose ALL

1/20/2016 Closing ALL

11/13/2015

RevisionstoDBHAPersonnelPolicyManual–May2015SECTION REVISIONSSection1:PurposeofUseofPersonnelPolicyManuel

NewSection.Includes:oldGeneralStatement,DBHAOverview,Governance,Employee/EmployerRelationship

Section2:GeneralEmploymentPractices

InsertedSection5andSection33–nolanguagerevisions

Section3:Anti-DiscriminationPractices

InsertedoldSections2and42–nolanguagerevisions

Section4.SexualHarassmentandOtherFormsofHarassment

InsertedoldSection38:SexualHarassmentOtherFormsofHarassment(New)Harassmentonthebasisofanyotherprotectedcharacteristicorclassisalsostrictlyprohibited.Suchharassmentisdefinedasverbalorphysicalconductthatdenigratesorshowshostilitytowardanindividualbecauseofrace,color,religion,gender,sexualorientation,nationalorigin,age,disability,martialstatus,citizenship,orothercharacteristicsprotectedbylaw,and:

1. Hasthepurposeoreffectofcreatinganintimidating,hostile,oroffensiveworkenvironment;

2. Hasthepurposeoreffectofunreasonablyinterferingwithanindividual’sworkperformance;or

3. Otherwiseadverselyaffectsanindividual’semploymentopportunity.

Harassingconductincludes,butisnotlimitedto:epithets;slursornegativestereotyping;threats;intimidatingorhostileacts;denigratingjokes;andwrittenorgraphicmaterialthatdenigratesorshowshostilityoraversiontowardanindividualorgroupandthatisplacedonwallorelsewhereontheDBHApremisesorcirculatedintheworkplace.

Non-employeeviolatorsaresubjecttoexpulsionfromDBHAfacilitieswhenharassmentoccursonpremises.DBHAmaydiscontinueservicesoff-premiseviolatorsofthispolicyandmayreporttheviolatortotheappropriateauthorityforcivilorcriminalaction.

ReportingViolationsofDBHAHarassmentPolicy(New)Anyemployeewhobelievesthatheorshehasbeenharassed,sexuallyorotherwise,shouldpromptlyreportsuchharassmentasfollows:

1. Anyemployeewhobelievesheorsheisbeingdiscriminatedagainst,harassed,orwitnesssuchaneventshouldimmediatelysubmitawrittencomplaintdescribingtheincident(s)totheirimmediatesupervisor.Anysupervisorwhowitnessanyincidentof

SECTION REVISIONSimproperharassmentordiscriminationorwhoreceivesacomplaintshallimmediatelyreferthemattertoHumanResourcesortheExecutiveDirector.

2. Ifthisisnotpossibleorappropriatebecausetheharassmentoriginatesfromtheemployeessupervisor,theemployeeshouldreport,inwriting,theharassmenttotheHumanResourcesAdministratorortheExecutiveDirector,orincaseoftheirabsencetotheChairpersonoftheBoardofCommissioners.

Investigation.Allallegationsofdiscriminationandharassmentwillbecompletelyandpromptlyinvestigated.Allinvestigationswillbeconductedtoprotecttheprivacyofandminimizesuspiciontowardallpartiesinvolved,tothegreatestextendpossible.Investigationsmayincludediscussionwithallinvolvedparties,identifyingandquestioningwitnesses,andotheractionsdeemedappropriate.Iftheallegationissustained,theresponsibleemployee(s)willbedisciplined,uptoandincludingdischarge.

NoRetaliation.Nopersonwillbesubjectedtodisciplineoranyotheradversetreatmentbecauseheorshehasfiledacomplaintofsexualharassment.Everyeffortwillbemadetohandlecomplaintsinaconfidentialandsensitivemanner.However,areportofsexualharassmentthatafteraninvestigationprovestobeafalseclaim,ormadeformaliciousreasonswillsubjectthatemployeetodiscipline,uptoandincludingdischarge.

NewSection5:Employment EmploymentProcess(New)Whenhiringnewemployees,DBHAwillcomplyinSection3oftheHousingandUrbanDevelopmentACTof1968byensuringthatallopenpositionsareadvertisedbypostingemploymentannouncementsincommonandotherpublicareasinhousingdevelopmentstoincreasecirculationofemploymentopportunitiesforresidents.AgeRequirements(New)Nopersonunder18yearsofagewillbehiredinafull-timeposition;howeverpersonsundertheageof18maybehiredpart-timeupontheexecutionofareleaseofliabilitybyaparentorguardian.ApplicantScreening(New)CriminalhistoryandsexualoffendersearchesareconductedasaconditionofemploymentwithDBHA.TheDeerfieldBeachHousingAuthorityhasthesolerighttorefusetohireorremoveanyemployeedirectclientcontactoranyemploymentpositionincaseswhereafelonyconvictionisconfirmed.

SECTION REVISIONSIfacriminalhistorycheckrevealsconvictionsthattheindividualdisclosedintheapplication,theHumanResourcesAdministratorwillreviewthereportandevaluateeachconviction,includingadditionalinformationprovidebytheapplicantbeforetheofferofemploymentisconfirmedorwithdrawn.Acriminalconvictionwillnotautomaticallydisqualifyanindividualfromemployment.Relevantconsiderationmayinclude,butnotbelimitedto,thenumberofconvictions,timepassedsincetheconviction,thenatureorgravityoftheoffense,andtherelationshiptheconvictionhastothedutiesandresponsibilitiesoftheposition.SelectionandAppointmentsofApplicants(New)Allemployeesarehired,assigned,transferred,promoted,upgraded,andcompensatedsolelyonthebasisofmerit,ability,andjobperformance.AlthoughDBHAwilltakeintoconsiderationinternaltransfers,promotions,andapplicationsfromresidents,theDBHAmayrecruitfromoutsideoftheAuthority.RelocationExpenses(New)RelocationexpensesmaybeprovidedforExecutiveManagementPositions,andwillbeatthediscretionoftheBoardofCommissionersatthetimeofofferofemployment.AlloffersofrelocationsexpensesmustadheretorelocationexpenseguidelinespublishedbytheIRS,andmustnotexceedthedollaramountauthorizedbytheBoardofCommissioners.OriginationofNewEmployees–movedfromSection29

Section6:EmploymentClassifications

EmployeeClassifications–definitionsaddedIndependentContractors(New)TheAuthoritymayutilizeindependentcontractorsorconsultantsasneededtoperformcertainservices.Independentcontractor/consultantsarenotDBHAemployeesandarenotentitledtoAuthoritybenefits,leavetime,pensionsorotherbenefits.However,independentcontractors/consultantsusingDBHAfacilitiesmustabidebyAuthoritypolicies.TemporaryHires(New)TheDBHAmay,fromtimetotime,mayhireindividualsonatemporarybasistocompletespecificassignments,supplementregularwork,orsubstituteforregularemployees.TemporaryemployeesmaybehireddirectlyandplacedontheDBHApayrollonafull-timeorpart-timebasisorthoughoutside

SECTION REVISIONSemploymentagencies.Howeverhired,temporaryemploymentshallnotexceedtoaperiodof6contiguousmonths

LessThanFull-TimeEmployees-deletedSection7:ChangesinStatusofEmployment

InsertedSection12:ResignationTransfers(New)EmployeesmaybetransferredorreassignedwithintheAuthority.TheDBHAreservestherighttotransferemployeesbetweendepartmentstoaddresssituationsinwhichadditionalstaffisrequiredorachangeinassignmentisneeded.AnyDBHAsupervisorrequestingthetransferofanemployeemustnotifytheHumanResourcesAdministrator.AlltransfersmustbeapprovedbytheExecutiveDirector.Atransfermayormaynotincludeasalaryadjustment.Althoughmosttransfersareconsideredlateral,dependinguponthereasonforthetransferortheareatransferto,asalarymaybeincreasedorloweredtomoreappropriatelyfitthenewjobresponsibilities..

Section8:Separations CombinedoldSection13andSection25Paragraph2revised:2.Anemployeeshallnotbepaidforaccruedsickleaveuponresignationorterminationofemployment.Employeeswillforfeitallaccruedsickleaveuponresignation.(theformerpolicystatedthatemployeeswouldbepaid25%ofsickleaveuponresignation.)Removed:5.TheChiefFinancialOfficer,ExecutiveDirector,HCVDirector,DirectorofHousingOperationsorHR/ProcurementAdministratorshallnotbepaidaccruedsickleaveuponvoluntarilyterminateemployment.

Section9:TermsandConditionsofEmployment

ChangeinWorkSchedule(New)AchangeinthenormalworkscheduleforotherthanemergencysituationmustbeapprovedbytheExecutiveDirectorandapprovedwithinseventy-two(72)hoursofimplementation.WorkschedulechangeswillbereportedtotheHumanResourcesAdministratortoensureconsistencyinpersonnelandpayrollfunctions.Underspecifiedconditions,suchasinclementweather,theHousingAuthorityExecutiveDirectormayrequirethat

SECTION REVISIONSemployeesdonottoreportforwork,orleavetheworkpremisesearly.Undersuchdirection,anemployeemaynotelecttoreportforortoremainatwork.Employeesinvolvedinessentialoperationsandservicesmay,upondeterminationoftheExecutiveDirector,berequiredtoreporttoworkandshouldmakeeveryattempttoarriveatwork.

Employeesnotreportingtowork,orsenthomeearlyduetoweatherconditions,orduetoissues/concernsdeemednecessarybytheExecutiveDirector,willreceivepaymentforthefullscheduledshift.Personnelonscheduledvacation,personalleave,comptime,orsicktime,willcontinuetousetheappropriateleavetimefortheentireshift.

Attendance(New)DBHAemployeesarerequiredtomaintainsatisfactoryattendancerecords.Thisrequiresthatallemployeesarrivetoworkinaccordancewithestablishedworkschedules.Employeeswhofailtoreporttowork,arehabituallytardy,consistentlytakeexcessivelunchorotherbreaks,leaveworkwithoutproperauthorization,haveexcessiveabsences,orfailtoproperlyreporttheirabsencearesubjecttodisciplinaryactionortermination.

UnexcusedTardiness(newfirstparagraph)Employeesareexpectedtoarrivetoworkontime.DBHAdefinestardinessasarrivalatworklaterthanthescheduledtimetostartworkand/orreportingbacktoworkaftertheallottedtimeforanytypeofbreakintheworkday.ContinuedorrepeatedtardinessisaseriousworkplaceoffenceandacostlydisruptiontotheDBHAworkschedule.

Section10:Compensation–new InsertedSection6:CompensationPlan TimeSheets(New)

Documentationofhoursworkedissubstantiatedthroughtimesheetsoriginatedbytheemployee,approvedbythesupervisorandmaintainedbytheHumanResourcesAdministrator.TimesheetsmustbeturnedintopayrollWednesdaybeforeeachpayday.

Payday(New)Paydayisbi-weeklyonFriday.Ifapaydayfallsonanationalholiday,employeeswillbepaidontheworkdayprecedingtheholiday.Allemployeesarestronglyrecommendedhavedirectpayrolldeposit.OvertimeandCompensatoryTime(Overtime–new,CompensatoryTimemovedfromSection20)OvertimemustbeapprovedbytheExecutiveDirectoror

SECTION REVISIONShis/herdesignee.Exceptincasesofaverifiedemergency,overtimemustbeapprovedpriortoanemployeecommencingovertimework.Eligible,non-exemptemployeeswillreceiveoneandone-half(1.5)thenormalhourlyrateofpayforapprovedovertime.

Compensatorytimeistimeoffinlieuofpayforirregularoroccasionovertimework.Compensatorytimeforexemptemployeesisearnedatarateofone(1)hourforeachhourofovertimeworked.Employeesentitledtocompensatorytimemustobtainpriorapprovalfromhis/hersupervisorpriortoovertimeworked.

Compensatorytimemustbeusedwithinthepayperiodearnedwithpriorapprovaloftheimmediatesupervisor.IftheworkscheduleissuchtimeoffwoulddisruptthenormalworkflowoftheAuthority,useofthecompensatorytimemaybeextendedbeyondtheimmediateworkperioduponapprovaloftheExecutiveDirector.

PaymentforUnusedSickLeave(movedfromoldSection18).Revisedtostatethatemployeeswillnotbepaidforunusedsickleave.

Section11:Holidays OldSection15Section12:VacationLeave Subtitlesadded:

-VacationLeave-Approval-HolidaysDuringSickLeave-SickLeaveDuringVacation-Carry-Over-VacationUsedforSickLeave-VacationLeaveUponSeparationRevised:Carry-Over.ThemaximumofunusedVacationLeavethatmaybecarriedovereachyearshallnotexceedthetotalnumberofallowableaccruedvacationbasedonyearsofservice.Revised:VacationTimeUponSeparation.Employeesshallbecompensatedforanyunusedvacationincludingcarryovertimefrompreviousyearandcurrentyearbutshallnotatanytimeexceed280hours.

Section13:SickLeave Subtitlesadded:-AbuseofSickLeave-SickLeaveDocumentationRequirements-ExtendedSickLeaveRevised:SickLeaveshallbeaccumulateduptoamaximumofsevenhundredandtwenty(720)hours.(reducedt0720hoursfrom960hours)

SECTION REVISIONSSection14:OtherLeaveofAbsence CombinedoldSections19,21,23,39,43-samelanguageSection15:AccruedLeaveDonation MovedfromoldSection40

SECTION REVISIONSSection16:FringeBenefits-new InsertedSection26:Insurance

InsertedSection25:Retirementadded:MoreinformationabouttheFloridaRetirementSystemcanbefoundatwww.myfrs.comHealthInsurance(New)TheDBHAoffersgrouphealthinsuranceandgroupdentalinsuranceprotectiontoallRegularemployees.Eligibleemployeesmayalsoelectinsurancecoveragefortheirdependents.ThetermsofcoveragemaybechangedattheAuthority’sdiscretionatanytime.

Theeffectivedateofinsurancecoverageisdeterminedbythecompanyprovidingtheinsurance.AportionofthepremiumsforhealthanddentalinsurancecoveragewillbepaidbytheHousingAuthorityincompliancewithfederalandstatelawsandregulations.

Employeesshouldrefertotheirbenefitsbrochuresforfurtherinformationregardinghealthanddentalinsurance.ThesebrochuresareavailablethroughtheHumanResourcesAdministrator.

Inaddition,undertheprovisionsofthefederalConsolidatedOmnibusBudgetReconciliationAct(COBRA),employeeswhoseparatefromemploymentwiththeDBHAmaybeeligibletocontinuetheHousingAuthority’sgrouphealthanddentalplansforaperiodoftimeafterthedateofseparation.TheHumanResourcesAdministratorwillexplainthedetailsofthisprogramwithemployeesatthetimeoftheirexitinterviewsorseparationfromemployment.

LifeInsurance(New)–IsthisDBHA’spolicy?LifeinsurancecoverageundertheHousingAuthority’sgroupinsuranceprogramisavailabletoallregularemployeeswhoalsoparticipateinthehealthinsuranceprogram.Participatingemployeesareeligibleforlifecoverageintheamountof1½timeshis/herannualsalary,uptothemaximumallowedbyhis/herpolicy.Adjustmentsincoverageamountsarebasedonanemployee’srateofcompensationinJuneofeachyear.TheHousingAuthoritypayshalf(½)ofyourtotalpremiumuptoonehundredfiftypercent(150%)ofyourannualsalary,roundedtothenexthighermultipleof$1,000.ThisisthemaximumamountallowedbytheUnitedStatesDepartmentofHousingandUrbanDevelopment(HUD)forgrouplifeinsurancepurposes..

SECTION REVISIONSSection16:FringeBenefits,cont. Thelifeinsuranceprogramprovides,inadditiontothebasic

lifecoverage,additionalpaymentsinthecaseofaccidentaldeathordismembermentasdescribedinthepolicy.Theinsurancemayalsobeconvertedtoindividualcoverageuponterminationorretirement.ThetermsoflifeinsurancecoveragemaybechangedattheHousingAuthority’ssolediscretionatanytime.

Section17:TuitionReimbursement NewPolicy-replacedSection30:CareerDevelopmentSection18:ProfessionalDevelopment(New)

ProfessionalDevelopmentTheDBHAiscommittedtotraininganddevelopingitsemployees.TheAuthoritywillmakeeveryefforttoensurethatallemployeeshavethetrainingnecessarytoperformtheirdutiesinthemostproficientandproductivemanner.Supervisorwillworkwithemployeestodeterminetrainingandprofessionaldevelopmentneeds.Employeesarerequiredtoattendtrainingwhenmandatedbytheimmediatesupervisor,ExecutiveDirector,orasapre-determinedconditionofemployment.

Section19:EmployeeConductandEthics(New)

NewSubtitlesandnewlanguage-CodeofConduct(revisedlanguage)-CodeofEthics(nolanguagechange)-ConflictofInterest-PublicStatementsandMediaRelations-EmployeeDisclosure(nolanguagechange)-ConfidentialityPolicy-Nepotism(newlanguage)-PoliticalActivity(newlanguage)-DressCodeandProfessionalAppearance

Section20:SafetyPolicy Responsibility(New)ItisthegoaloftheDeerfieldBeachHousingAuthoritytoprovideasafeandhealthfulworkplace.Employeesareexpectedtousesoundjudgmentandtofollowsafeandcarefulworkpracticestoavoidintroducingorcontributingtounsafeworkconditions.

ItistheresponsibilityofDBHAemployeestobesafetyconsciousatalltimesandtofollowestablishedsafetyandhealthrulesandproceduresinperformingworkassignments.Itistheresponsibilityoftheemployeetorequestadditionalinformationorclarificationonassignmentsthatareunclear.AdditionallyitistheresponsibilityoftheemployeetooperateallAuthorityequipment,tools,machinery,andvehiclesinaccordancewithmanufacturerguidelinesandsafetypractices.

Employeesaretowearallappropriateprotectiveequipmentincludinglapandshoulderbelts,whereprovided,atalltimeswhileoperatingorridingasapassengerinaDBHAAuthority

SECTION REVISIONSvehicleorprivatevehicleonAuthoritybusiness.Employeesaretoimmediatelyreportanyunsafeworkcondition,equipmentmalfunction,orothersituationsthatcouldendangeremployeesorthepublictotheimmediatesupervisorandco-workers.

Weapons(New)TheDeerfieldBeachHousingAuthorityrecognizesthatthepossession,use,ordisplayofweaponsonorganizationalpropertymustbecontrolledtomanagetheincreasedrisksassociatedwithweaponsonthejob.TheAuthoritydeterminesthatpersonnelhavingpermitsforconcealedweaponsmaydramaticallyincreasepotentialviolenceoncompanypropertyas:(a)thepotentialforaccidentaldischargeormisuseoffirearmsonworkpremisesisincreased,(b)thepotentialforguns,knives,orotherweaponsusedtosettledisputesincreases,and(c)professionalresponderstoasituationmaynotbeabletodistinguishbetweenthevictimandtheaggressor,creatingadangerousenvironmentforpersonnel,clients,andbystanders.

EmployeesoftheAuthoritymaynot,onanypropertyowned,leased,orcontrolledbytheAuthority,possess,oruse,anyweapon.ThisrestrictionextendstoanywhereAuthoritybusinessisbeingconducted,includingorganizationevents,venues,tradeshows,trainings,meetings,oranygatheringoractivitythatisanAuthoritysponsoredactivity.ThepolicyappliestoallDBHAproperties,andincludes,butisnotlimitedto,buildings,openspaces,residencehallsorcommonareas,parkinglots,sidewalks,andvehiclesonAuthorityproperty.

Weaponsinclude,butarenotlimitedto:guns,kniveswithbladesover3incheslong,swords,explosives,orchemicalsthatcancauseharmtoanotherperson.

EmployeesfoundinviolationoftheWeaponsPolicywillbesubjecttodisciplinaryactionorimmediatetermination,attheExecutiveDirector’sdiscretion.ReportingAccidentsandInjuries(New)Employeesshallimmediatelynotifytheirimmediatesupervisor,andifappropriate,lawenforcementauthoritiesofanyaccidentcausingdamagetoaDBHAvehicleorproperty,orinjurytoanemployeerequiringprofessionalmedicalattention.

NotificationofFamily(New)Employeesareresponsibleforprovidingandupdatingthenameofanindividualtobecontactedintheeventofanemergency.ThisnamemustbeprovidedtotheHuman

SECTION REVISIONSResourcesAdministrator.Intheeventofanemergencyaffectingtheemployee,andasafunctionofthecircumstances,theHousingAuthoritymaynotifyemergencycontactsand/orfamilymemberslistedbytheemployee.

Section21:VehicleUse Deleted:DirectorofHousingOperationsfromfirstsentence.Added:AlsoseeSection24.Drug-FreeWorkplace

Section22:BusinessTravelPolicy NewPolicy–reviewcarefullyRevised:TheHousingAuthoritywillfollowtheGSAscheduleforFloridaovernighttravel---thiswillbecalculatedonaperdiembasisbasedonGSAscheduleforFloridaordesignatedstatetravel.

Section23:DisciplinaryAction NewPolicy–reviewcarefullySection24:Drug-FreeWorkplacePolicy

NoChangeinLanguageNewHeading:-ReasonsforDrugTesting-RequestedAssistanceandReferralsPriortoTesting-PositivePost-TestResults-DrugsIncludedinTesting-TestingforNon-InjuredEmployees-TestingforOn-the-JobInjuries

Section25:ThreatsandViolenceintheWorkplace

NoChangestoLanguage.InsertedfromoldSection41

Section26:EmployeeGrievances NoChangetoLanguage.InsertedfromoldSection28