| Home |  |
|
Chamber Operations | |
|
Site Map |
|
101 Bouthillier Street Galena, Il 61036
EMPLOYEE HANDBOOK
TABLE OF CONTENTS
Page
Introduction
Mission Statement
Organizational Chart
Chamber Committees
General Conditions of Employment A. Equal Employment Opportunity Employer B. Probationary Period C. Exempt Status D.
Harassment/Workplace Violence/Drugs & E. Performance Reviews F. Outside Employment G. Grievance Procedure
Benefits A. Introduction B. Vacation Accrual C. Sick Leave D. Holidays E. Bereavement F. Jury Duty G. Retirement Plan H. Cafeteria Plan I. Personal & Unexpected Leave
Workplace Standards A. Objective B. Hours of Operation/Working Hours C. Appearance/Dress Code D. Smoking Policy E. Travel Reimbursement F. Phone, Cell Phone, Computer, Email and Internet Usage Calls G. Building Keys H. Confidentiality
Page
Disaster / Emergency Plan A. Evacuation Plan B. Communications C. Weather Alerts D. Fire E. Other natural disasters
WELCOME
Welcome to the Galena Area Chamber of Commerce. We think you will find the GACC to be a unique group. We believe that work should be more than just a way to make a living; rather, we think the efforts of each member of the GACC should lead to personal growth and fulfillment. We strive for perfection and ultimately qualitative benefits for our membership. It will be part of your responsibility to assist in this effort.
This handbook is designed to be an informational tool and a reference source. The Chamber provides you with the following information in order to clarify basic personnel policy. Please do not construe the contents to represent all Chamber personnel policy, or to represent an employment contract. Employment at GACC is employment “at will”. This means that employment with GACC is voluntarily entered into, and during the course of your employment, you are free to end your employment at any time for any reason or no reason, and GACC reserves a similar right.
Every effort is made to keep this handbook’s contents current however its provisions may be modified, revised or changed from time to time at the sole discretion of the Chamber.
If you have any questions concerning the information in this handbook, please make note of them and ask the Executive Director. Again, we are glad to have you join the Galena Area Chamber of Commerce.
GALENA AREA CHAMBER OF COMMERCE
MISSION SATEMENT
The Galena Area Chamber of Commerce exists:
To serve as a valuable resource to its members
To work as an advocate for our business community
To be a strong partner in the enhancement of our economic, cultural and civic welfare
GACC HISTORY
The Galena Chamber of Commerce was organized at a meeting of merchants on February 2, 1838 and though it has not been a continuous existence, a business organization in one form or another has been in Galena since that time. According to the 1878 History of Jo Daviess County, "... the Chamber of Commerce exercised a powerful and beneficial influence on the business interests of Galena." The Chamber has weathered many ups and downs in its long history. In the 1950s, the organization died out and was revived in the '60s when a group of businessmen decided to get together. They met for coffee or lunch and were responsible for the Chamber's reorganization in the 1970s. During the decade of the 70s, membership grew from 30 to over 200 and in 1976 the Chamber incorporated as a non-profit corporation in the State of Illinois. In 1978, the Chamber executive offices and the tourist information center it operated moved into the railroad depot building. The Chamber made extensive renovations to the upstairs of the depot during the 1980s and the Chamber office is still located in the old railroad depot today. The 1980s and 1990s saw a burgeoning involvement in tourist information services with increased staff and membership roles swelling to over 500. Today the revitalized Galena Area Chamber of Commerce, with its staff of an executive director, an administrative assistant and an event & membership coordinator, is focused on promoting the economic welfare of the business community and contributing to the Galena area's quality of life.
ORGANIZATIONAL CHART
CHAMBER COMMITTEES
GENERAL CONDITIONS OF EMPLOYMENT
EQUAL EMPLOYMENT OPPORTUNITY
The GACC is an equal opportunity employer. It is the policy of the Chamber not to discriminate on the basis of race, religion, color, sex, national origin, age, marital status, veteran status or disability. This policy applies to all employment decisions including but not limited to, hiring, promotion and advancement opportunities, as well as all other terms and conditions of employment.
TRAINING PERIOD
There is an initial training period of ninety (90) days for all employees. During this period your Performance will be evaluated by the Chamber to determine if employment should continue. At the conclusion of this period, you will receive your first performance review. It will give you and your supervisor an opportunity to assess your performance to date, evaluate your on-the-job skills, and determine your on-going relationship with the Chamber.
Completion of this initial training period does not indicate a change in the nature of your status as an “at-will” employee.
NON-EXEMPT STATUS
All regular full time employees of the Chamber with the exception of the Executive Director are non-exempt in status. Non-exempt employees are not exempt from the overtime requirements of federal and state laws. Any hours worked in excess of eight (8) in one day and forty (40) in one week are entitled to pay equivalent to one and one-half the hourly wage of your position.
HARRASSMENT
It is the policy of the GACC to provide a workplace free of unlawful harassment of employees by other employees, managers, directors or visitors. Harassment will not be tolerated. Anyone who violates the policy will be subject to counseling and corrective action up to and including termination of employment. Prohibited harassment includes ethnic slurs, jokes, unwelcome and unwanted comments based upon or related to race, color, age, religion ancestry, creed, national origin, gender, sexual orientation, marital status, citizenship, military status or physical or mental disability. Displaying or possessing a weapon, fighting, or any act of violence, threat or intimidation during work hours is considered harassment and is strictly forbidden. Harassment in the form of verbal, non-verbal or physical, overt or subtle
Harassment is determined when: 1. Submission to the conduct is made either an explicit or implicit condition of employment 2. Submission to or rejection of the conduct is used as the basis for an employment decision affecting the harassed employee 3. The conduct substantially interferes with the harassed employee’s work performance, or creates an intimidating, hostile or offensive work environment
PROCEDURES
1. An employee who feels she/he has been harassed should report such incidents immediately to the Executive Director or any member of the Executive Committee without fear of reprisal. 2. The Executive Committee and/or Board of Directors will investigate and resolve the complaint. 3. To determine whether an alleged conduct constitutes harassment, the investigation will focus on the totality of the circumstances, the nature of the complaint, and the context in which the alleged incidents occurred. 4. The complainant and the alleged harasser will be informed of the outcome of the investigation. 5. If the investigation concludes that harassment has occurred, disciplinary action will be taken as appropriate.
WORKPLACE VIOLENCE
The GACC has a zero tolerance of violence or violent acts against employees, applicants, members or vendors. No employees should commit or threaten to commit any violent act against a co-worker, applicant, member or vendor. Any employee who is subjected to or threatened with violence is to report this information to the Executive Director or Executive Committee as soon as possible. All threats are to be reported regardless of perceived seriousness. All threats will be investigated.
DRUGS & ALCOHOL
It is considered a violation of the GACC’s policy on drugs and alcohol for an employee to: 1. Sell, transfer, distribute or manufacture illegal drugs on or off the job. 2. Be on the premises or an duty while in the possession of illegal drugs 3. Be under the influence of illegal drugs 4. Be mentally or physically impaired to any degree by prescription drugs 5. Be on duty while consuming or being under the influence of alcohol
Employees who engage in a prohibited activity as defined by this policy may be subject to disciplinary action up to and including immediate discharge. Violation of criminal statutes may result in referral of the matter to law enforcement authorities.
NON-FRATERNIZATION
Intimate relationships and/or over-socializing between employees and/or Board Members of the GACC can be reasonably predicted to cause suspicion, jealousy, and gossip; to be generally disruptive to morale; and to influence judgments, either consciously or unconsciously. Logic dictates that any such relationship should be avoided and is, therefore, highly discouraged.
PERFORMANCE REVIEWS
The purpose of performance reviews is to help employees improve and develop their skills, and to support personnel decisions. Performance evaluations shall become part of employee personnel files and shall be submitted to the Executive Committee. As part of the performance review, each employee shall complete a self-evaluation and submit it to the Executive Director one week before performance reviews are scheduled. A copy of the performance evaluation by the Executive Director shall be given to the employee upon completion of the review. Each employee shall be given the opportunity to respond to the review in written form and will become part of the employee’s personnel file. All employees upon completion of their training period will have a performance review. After this initial review, yearly reviews on the anniversary date (hiring date) will be conducted. The review will consider your attendance, promptness, compliance with the policies and procedures presented in this handbook and overall job performance.
Salary reviews are also performed once a year, in conjunction with your performance review. Whether to provide a salary increase, and if so, in what amount, are decisions made at the sole discretion of Chamber management. Salary increases normally depend upon merit and position and salary range; a salary review is not a guarantee of a salary increase. The Chamber is a non-profit organization and salary increases are factored according to and into the financial budget for each proceeding year.
OUTSIDE EMPLOYMENT
Employees are asked to give their exclusive attention to the work of the Chamber. The Chamber discourages outside employment. However, if there is no conflict of interest involved, as determined by the Chamber, and the employment will not adversely affect your performance or your attendance, the Chamber may grant its approval. You must consult the Executive Director before undertaking outside employment.
GRIEVANCE PROCEDURE
Any employee, who disagrees with any disciplinary action, or other action taken towards them by the Executive Director, may appeal that action to the Executive Committee in writing. The Executive Committee will review the grievance at their regularly scheduled monthly meeting and may take the grievance to the Chamber Board of Directors. The employee’s grievance will be responded to within 30 days of filing the grievance.
BENEFITS
INTRODUCTION
The Chamber provides benefits to employees for the purpose of enriching the employees’ compensation program. Each employee is covered by Worker’s Compensation Insurance in accordance with Illinois law. In an event that an employee is injured on the job, it is his/her responsibility to immediately report this in writing to the Executive Director. If an employee is unable to do so, a family member may do so for the injured employee. The Chamber participates in the Federal Social Security program in the manner required under Federal Law.
VACATION ACCRUAL
The Chamber provides vacation to each position each year. Vacation begins to accrue beginning the sixth (6th) month of employment after the training period ends. Vacation is then accrued monthly according to each position and must be taken by the end of the year of employment. Vacation length is determined by the Chamber Board of Directors for each position and cannot be carried forward from year to year. Vacation time accrued after the first six months of employment may be taken anytime once accrued.
SICK LEAVE
Employees are granted 3 sick days per year and may not be carried from year to year. Employees are to inform the Executive Director the morning of the day of sickness. If more sick days are needed, accrued vacation may be used. Extended leave without pay may be granted and will be considered on a case-by-case basis by the Executive Committee.
HOLIDAYS
Employees will be compensated at their normal rate of pay for the holidays listed below:
New Years Day, Memorial Day, Independence Day, Labor Day, Thanksgiving, Christmas.
If the holiday falls on Saturday, the Friday before may be used, and if the holiday falls on a Sunday, the Monday after may be used. From time-to-time employees may be asked to work on the Friday or Monday holiday depending on the holiday, time of year, and Chamber activity. This will be determined by the Executive Director. If employees are asked to work on any of the above mentioned Holidays, compensation time of one and one-half hour earned for each hour worked will accrue. The accrued comp. time may be used at a later date with the approval of the Executive Director.
BEREAVEMENT
Employees make take up to three days of compensated bereavement leave in the event of the death of a spouse/partner, child, sibling, parent, parent-in-law, grandparent or grandchild with approval from the Executive Director. An employee may take compensated bereavement leave for whatever portion of one work day is required to attend funeral services for other relatives (i.e. step-parents, aunts, uncles).
JURY DUTY
The Chamber realizes it is every person’s civic duty to perform jury duty when called upon to do so. The Chamber will make no attempt to have such service on a jury postponed except where business conditions necessitate such action. The Chamber reimburses employees the difference between Jury duty pay and the employee’s salary rate. The court summons must be presented to the Executive Director prior to commencing jury duty. Upon returning, a copy of the check stub or an endorsed check received from the court must be presented to the Executive Director. Employees who are called for jury duty but are dismissed early, or serve only when needed, must return to work as soon as possible.
RETIREMENT PLAN (simple IRA Plan)
The Chamber provides the opportunity for eligible employees to participate in the Chamber maintained Salary Reduction Agreement. All full-time employees t hat have attained the age of 21 and have completed one year of service are eligible to participate in the agreement. Employee elective contributions are calculated as salary reduction amounts, and are considered as pre-tax elective contributions. Employee elective contributions are limited by Internal Revenue Service Code. Maximum dollar amounts vary from year to year. The chamber utilizes the employee matching contributions option for eligible employees participating in the plan on a dollar for dollar basis with the matching contribution not exceeding 3% of employee contributions and not less than 1% of employee contributions.
CAFETERIA BENEFIT PLAN
Once an employee has satisfactorily completed the probationary period, he/she will be eligible to participate in a Cafeteria Benefit Plan. Through the Cafeteria Benefit Plan, an employee may elect to have a portion of pay contributed to the Plan to pay for premium expenses for coverage under medical, dental or supplemental disability insurance plans. Because the portion of pay contributed to the Cafeteria Plan is exempt from all income and payroll taxes, the Cafeteria Plan allows an employee to use tax-free dollars to pay for expenses which would normally be paid for with out-of-pocket, taxable dollars.
PERSONAL & UNEXPECTED LEAVE
An employee may request an unpaid personal leave of absence without pay for a maximum of five days. A personal leave may be granted by the Executive Director (with the Executive Committee’s approval), based on the reason for the leave, the Chamber’s work load, and availability of qualified personnel to handle the work load. If an employee is seeking personal leave, a written request must be submitted to the Executive Director, stating the reason for the leave and the time requested with the leave. While an employee is on leave, no vacation or sick time is accrued. The Chamber reserves the right to deny any requests for personal leave. If an employee is denied personal leave and decides to take time off regardless, he/she may be considered to have abandoned the job and quit.
WORKPLACE STANDARDS
OBJECTIVE
The Chamber is committed to creating a work environment that is challenging, professional, motivating and rewarding.
For the Chamber to run efficiently, employees are expected to exemplify professionalism through good attendance, punctuality, courteousness, cleanliness, and general organization of work area.
HOURS OF OPERATION / WORKING HOURS
The hours of operation are 9:00 a.m. – 5:00 p.m., Monday – Friday. Each employee is expected to observe these hours unless having received prior approval from the Executive Director. An employee is considered tardy if reporting to work anytime after 9:00 a.m. If an employee finds that he/she is going to be late, the Executive Director should be notified as soon as possible. Tardiness of any employee, even if proper notification has been made, is grounds for discipline. Repeated tardiness is grounds for dismissal. Each employee is entitled an hour for lunch. The work day consists of an 8 hour day. Lunch times are to be discussed with the Executive Director and phones are to be covered during lunch hours with staggered schedules.
APPEARANCE / DRESS CODE
Chamber employees are the business community’s representatives to the general public, both on and off the premises; therefore, the demeanor and appearance of each employee must always be at the level that commands respect. Business attire will be the standard dress for all employees during regular work hours and at Chamber events. Casual dress is allowed on Fridays. Denim jeans, shorts, t-shirts, any clothing with frayed edges, tennis shoes, etc. are not allowed. Sneakers that are clean and without stains and holes and shorts (no denim) are allowed at Chamber events where casual dress is appropriate (i.e. Music on Main, Halloween Parade).
SMOKING POLICY
The Chamber office is a smoke-free workplace. Employees who smoke may go outside and down the stairs to smoke. One fifteen minute break in the morning and afternoon may be used to smoke, however, during these breaks; employees may not leave the premises.
TRAVEL POLICY
When an employee is required to travel out of town, he/she is reimbursed at the approved mileage rate. When an employee is required to be away from home overnight, the Chamber reimburses the employee for all meals and lodging, subject to prior approval.
COMPUTER, EMAIL, AND INTERNET USAGE
The Chamber-provided Internet and email access are intended to be used for business purposes only. The company encourages the use of the Internet and email because they make communication more efficient and effective. However, Internet service and email are Chamber-protected property, and their purpose is to facilitate Chamber business. Every staff member has a responsibility to maintain and enhance the Chamber’s image and to use Chamber email and access to the Internet in a productive manner. To ensure that all employees are responsible, the following guidelines have been established for using email and the Internet. Any improper use of the Internet or email is not acceptable and will not be permitted.
Unacceptable Uses of the Internet and Chamber Email
The Chamber email and Internet access may not be used for transmitting, retrieving or storing any communication of a discriminatory or harassing nature or materials that are obscene or x-rated. Harassment of any kind is prohibited. No messages with derogatory or inflammatory remarks about an individual’s race, age, disability, religion, national origin, physical attributes or sexual preference shall be transmitted. No abusive, profane or offensive language is to be transmitted through the Chamber’s email or Internet system. Electronic media may also not be used for any other purpose which is illegal or against Chamber policy or contrary to the Chamber’s best interest. Solicitation of non-Chamber business or any use of the Chamber email or Internet for personal gain is prohibited.
Communications
Each employee is responsible for the content of al text, audio or images that they place or send over the Chamber’s email/Internet system. No email or other electronic communications may be sent that hides the identity of the sender or represents the sender as someone else or someone from another company/business. All messages communicated on the Chamber’s email/Internet system should contain the employee’s name.
Any messages or information sent by an employee to another individual outside of the Chamber via an electronic network (ie. Bulletin boards, online service, Internet) are statements that reflect on the Chamber. Even though some users include personal “disclaimers” in electronic messages, there is still a connection to the Chamber and the statements made may be associated with the Chamber.
All communications sent by employees via the Chamber’s email/Internet system must comply with this and other company policies and may not disclose any confidential or proprietary Chamber information.
Software
To prevent computer viruses from being transmitted through the Chamber’s email/Internet system, there will be no unauthorized downloading of any unauthorized software. All downloaded software must be registered to the Chamber. Employees should contact the Chamber Director if they have any questions.
Copyright Issues
The Chamber routinely monitors usage patterns for its email/Internet communications. The many reasons for this monitoring include cost analysis and the management of the Chamber/s gateway to the Internet. All messages created, sent or retrieved over the Chamber’s email/Internet system are the property of the Chamber and should be considered public information. The Chamber reserves the right to access and monitor all messages and files on the Chamber’s email/Internet system. Employees should not assume electronic communications are totally private and should transmit highly confidential data in other ways.
Violations
Any employee who abuses the privilege of Chamber facilitated access to email or the Internet will be subject to corrective action up to an including termination. If necessary, the Chamber also reserves the right to advise the appropriate legal official of any illegal violations.
TRAVELLING SAFETY AND CELL PHONE USAGE
While the Chamber recognizes that there is often a business need to use cellular phones, safety must be the first priority. Employees should understand that making telephone calls from a vehicle can be extremely dangerous and potentially cause serious accidents. Accordingly, employees must adhere to the following rules:
Member/Chamber Confidentiality
Cellular phone calls can be intercepted by third parties. Discussing confidential client information on these devices is strictly prohibited.
BUILDING KEYS
Each employee of the GACC will receive a key to the upstairs office. These keys are for GACC staff use only and are not to be given to anyone. If a Board member needs a key, the Executive Director of any member of the Executive Committee will authorize and the spare key will be utilized.
CONFIDENTIALITY
Employees of the Chamber deal with both confidential and sensitive information. Employees shall adhere to the requirement to hold confidential and sensitive information that is presented to them as such. Further, employees shall treat as confidential all information entered into the members business file, all information received on new business prospects and not release that information unless directed to do so by the Executive Director or Executive Committee. Employees shall not engage in conversations where hearsay or speculative information concerning the Chamber or any of its members, prospective members or any business or organization that the Chamber engages with in business. Such erroneous information shall not be confirmed or “passed on” by any employee to anyone else. Upon hearing such information, the Executive Director should be informed.
DISASTER / EMERGENCY PLAN
EVACUATION PLAN
For any type of emergency there is only one entrance and exit and that is the front door on top of the outside stairway. It is preferable that this exit be used but in the case where it is not possible, the windows in the upstairs restroom open and can be utilized. The last alternative is to break another window. There is a fire ladder located in the work room next to the file cabinet that can be utilized for window evacuations.
In the event of an environmental emergency, all employees are to evacuate according to instructions from authorized emergency personnel. If time permits, all computers and electric equipment is to be shut down, file cabinets locked lights off and door locked. In the event time does not permit, evacuate immediately. Once out of the building, any member of the Executive Committee is to be notified of the situation.
In the event of a train derailment near the building, evacuate the building immediately and do not attempt to turn off any equipment, etc. Do not event attempt to lock the door. Proceed to the parking lot, staying away from the building. Once away from the building contact any member of the Executive Committee and the Executive Director. In the event of a partial building collapse, and the entrance door is blocked, break a window and use the fire ladder to evacuate. Do not attempt to wait for emergency personnel, evacuate immediately.
COMMUNIC ATIONS
For all emergencies involving a train derailment, environmental emergency or fire, 911 should be called as soon as personnel are removed from the emergency and are safe. In any type of evacuation or emergency the Executive Director and a member of the Executive Committee needs to be notified after 911 is called and personnel are safely removed from the situation.
WEATHER ALERTS
If inclement weather is predicted, the radios in the office will be tuned into local Dubuque stations for alerts. If the tornado sirens sound, there is usually a 20-30 minute warning period before the inclement weather arrives in the area, so, personnel are to shut down computers and electrical equipment, lock the door and are to go to the downstairs level and take cover in the outer portion of the women’s restroom until the all-clear siren sounds. If, when the siren sounds, it is in your best judgment to not shut down electrical equipment, proceed out of the top story, lock the door and take cover downstairs.
FIRE
In the event of a fire, there are two fire extinguishers located in the receptionist office and the work room by the file cabinet. Utilize them to extinguish small fires. If possible, turn off any electrical equipment that may be involved in the fire. If the fire is too large to contain, evacuate the building, alert the employees downstairs, and call 911. Remain clear of the building until the fire dept. gives the all-clear. While waiting for the fire department to arrive, redirect any traffic from Park Ave that are attempting to park in the parking lot. Do not attempt to take time to explain to them the situation, just motion for them to go further down Park Avenue. Do not redirect them to the street side (Bouthillier St.) as the fire department may also need to utilize that street. Once the police and/or fire department arrive, move to an area away from the scene.
OTHER NATURAL DISASTERS
For all other emergencies, evacuation procedures are to be followed. If at any time you feel your immediate safety is at risk, evacuate first, notify second. Ref. Galena Area Chamber of Commerce.
|
