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Madison Area Chamber of Commerce EMPLOYEE HANDBOOK T A B L E O F C O N T E N T S
Welcome LetterApproval by the Board of DirectorsOur History and MissionOur PhilosophyAt-Will Employment StatementSECTION I NON-DISCRIMINATION POLICIES1. Equal Employment Opportunity 2. Sexual Harassment Policy 3. Harassment Based on Race, Color, Religion, Gender, National Origin, Age or Disability SECTION IICHAMBER RULES, REGULATIONS AND PROCEDURES1. Employment Status 2. Orientation Period 3. Job Duties and Responsibilities 4. Supervision 5. Discipline Policy 6. No-Fault Attendance Policy 7. Substance Abuse Policy 8. Smoking Policy 9. Personal Conduct Policy 10. Business Hours 11. Employee Apparel 12. Telephone Conduct & Usage 13. Voice Mail Policy 14. Written Requests 15. Office Supplies & Postage 16. Use of Property and Equipment 17. Work Areas and Noise 18. Office Keys 19. Internet Usage and Electronic E-Mail 20. Equipment and Software Policy 21. Cell Phone Policy SECTION IIICOMPENSATION, PERFORMANCE APPRAISALS AND BENEFITS1. Performance Appraisal and Compensation Review 2. Fringe Benefit 3. Government Mandated Salary Deductions 4. Payday 5. Vacation 6. Personal Days 7. Sick Days 8. Holidays 9. Paid Medical Leave of Absence 10. Personal Leave of Absence 11. Medical Leave Policy 12. Workers Compensation Insurance 13. Bereavement Leave 14. Military Leave 15. Jury Duty 16. Personnel Information Disclosure to External Parties 17. Mileage SECTION IV EMPLOYEE SUGGESTIONS, PROBLEMS AND CONFLICT RESOLUTION1. Employee Suggestions 2. Complaint and Problem Solving Procedures SECTION V TERMINATION1. Involuntary Termination 2. Voluntary Termination 3. Reference Requests SECTION VI INTEGRITY OF THE ORGANIZATION1. Confidentiality of Membership Information 2. Business Ethics and Conduct 3. Membership Recommendations and Referrals 4. Endorsements 5. Solicitations 6. Controversial Issues SECTION VII WORKPLACE VIOLENCE AND DANGEROUS SITUATIONS1. Workplace Violence Prevention Policy 2. Dangerous/Emergency Situations Employee Acknowledgement WELCOME Welcome to the Madison Area Chamber of Commerce. On behalf of the Board of Directors, we are glad to have you on our team. We believe that the employees of the organization are one of our most valuable assets. We hope that during the time of your employment with the Chamber, you will become a productive and successful member of our team. This employee handbook describes, in summary form, the personnel policies and procedures that govern the employment relationship between The Madison Area Chamber of Commerce and its employees. The policies stated in this handbook are subject to change at any time at the sole discretion and approval of the Board of Directors. This handbook supersedes any prior handbooks or written policies of the Chamber that are inconsistent with its provisions. You may receive updated information concerning changes in policy from time to time, and those updates should be kept with your copy of the handbook. If you have any questions about any of the provisions in the handbook, please ask the Executive Director of the Chamber or a member of the executive committee of the Board of Directors. This handbook does not create a contract of employment between the Chamber and its employees. Although we hope that your employment relationship with the Chamber will be long-term, either you or the Chamber may terminate this relationship at any time, for any reason, with or without cause or notice. Our relationship remains at-will, notwithstanding any provision in this handbook to the contrary. No representative of the Chamber has the authority to enter into an agreement with you regarding the terms of your employment that changes our at-will relationship or deviates from the provisions in this handbook. An employment agreement with an employee, of the Chamber, may only be entered into with the approval of the Board of Directors.
___________________________________ APPROVAL BY THE BOARD OF DIRECTORS The Executive Director and President of the Board of Directors shall review the employee handbook annually. Any revision or revisions shall be discussed with the Executive Committee of the Board of Directors. The Employee Handbook will then be presented annually to the Board of Directors for passage. The Board of Directors of the Madison Area Chamber of Commerce hereby approves this Employee Handbook on this ___ day of __________, 200__. HISTORY AND MISSION OFTHE MADISON AREA CHAMBER OF COMMERCEThe Madison Area Chamber of Commerce (“the Chamber”) traces its history through a number of similar organizations, the first of which was the Merchants and Manufacturers Club, organized in 1883. This organization later developed into the Madison Athletic and Cycle Club. The Commercial Club of Madison took over the Madison Athletic and Cycle Club and most of the functions of the earlier organizations until March 12, 1924, when the Chamber of Commerce was chartered to carry on the work of promoting the industrial, business and civic life within Jefferson County. The Chamber of Commerce officially changed its name in 1976 to The Madison Area Chamber of Commerce. In 1988, the Chamber established the Convention and Visitors Bureau and officially opened the Southeastern Indiana Small Business Development Center; and, in 1995, broke ground for a new business incubator, the Venture Out Business Center and officially formed the Madison Area Chamber of Commerce Foundation, Inc., to oversee all aspects of the business incubator. The Chamber currently represents over 300 member businesses and organizations throughout the county. The mission of the Madison Area Chamber of Commerce is to actively serve as: “THE VOICE OF BUSINESS” in Madison, Hanover and Jefferson CountyBy representing, promoting and supporting area member businesses through the benefits of community networking, business referrals, educational opportunities, legislative issues, and by the overall support of business and community involvement. The Chamber is also organized for the purpose of advancing the economic, industrial, professional, cultural, education and civic welfare of Madison, Hanover and Jefferson County; and to encourage the growth of existing businesses and industry while providing assistance to new businesses seeking to start up or locate in our area. The Madison Area Chamber of Commerce is a Not-for-Profit Organization. THE PHILOSOPHY OFTHE MADISON AREA CHAMBER OF COMMERCEThe philosophy of The Madison Area Chamber of Commerce pertains to the following three broad areas of commitment: 1. Commitment to our Membership 2. Commitment to our Employees. 3. Commitment to Teamwork. Commitment to our Membership: The Board of Directors of the Madison Area Chamber of Commerce is committed to quality, cost-effective, creative, professional and technical excellence in serving the needs of our members as the “Voice of Business” in Madison, Hanover and Jefferson County. Commitment to our Employees: We believe that each employee can provide valuable contributions to the mission of our organization, through their unique skills and talents. Employees are expected to treat each other with consideration, trust, and respect and to work together as a team. Commitment to Teamwork: The Madison Area Chamber of Commerce believes teamwork can and should produce more than the sum of individual efforts. Staff members must be reliable and committed to the team as well as to the organization and its membership. Staff decisions are expected to be reached in a participative manner whenever possible. Open and honest communication by employees is essential in building trust, respect and in producing success. AT-WILL EMPLOYMENT STATEMENTYour employment with the Madison Area Chamber of Commerce is a voluntary one and is subject to termination by you or the Chamber at will, with or without cause, and with or without notice, at any time. Nothing in these policies shall be interpreted to be in conflict with or to eliminate or modify in any way the employment-at-will status of The Madison Area Chamber of Commerce. This policy of employment-at-will may not be modified by any officer or employee of the Chamber and shall not be modified in any publication or document. The only exception to this policy is a written employment agreement approved at the discretion and approval of the Board of Directors. These personnel policies are not intended to be a contract of employment or a legal document. Dated: _________________________
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_____________________________ SECTION I NON-DISCRIMINATION POLICIES I. 1. Equal Employment Opportunity The Madison Area Chamber of Commerce is committed to non-discrimination in the consideration of employment and the employment terms and conditions of all Chamber applicants and employees. No applicant or employee will be discriminated against or treated unfavorably because of race, color, religion, national origin, sex, age, or disability. All Chamber policies and procedures will be regularly reviewed to assure their full adherence to our equal employment opportunity objectives. Any person who is aware of any alleged violation of this policy should report such concerns to a member of the Executive Committee of the Board of Directors of the Chamber as soon as possible. All such complaints will be thoroughly investigated and promptly resolved in strict compliance with all applicable laws. Any employee violating this policy or retaliating in any way against complainants under the policy will be subject to discipline, up to and including termination of employment. I. 2. Sexual Harassment Policy It is the policy of the Madison Area Chamber of Commerce to provide an environment free from sexual and sex-based harassment. It is against the policy of the Chamber for any employee, director or member to sexually harass an employee. Sexual harassment or sex-based harassment occurs when unwelcome conduct of a sexual nature becomes a condition of an employee's continued employment, affects other employment decisions regarding the employee, or creates an intimidating, hostile, or offensive working environment. Sexual and sex-based harassment may include: 1. Requests for sexual favors 2. Unwanted physical contact, including touching, pinching, or brushing the body 3. Verbal harassment, such as sexual innuendoes, suggestive comments, jokes of a sexual nature, sexual propositions, and threats 4. Non-verbal conduct, such as display of sexually suggestive objects or pictures, leering, whistling, or obscene gestures 5. Acts of physical aggression, intimidation, hostility, threats, or unequal treatment based on sex (even if not sexual in nature) Any employee who believes he or she has been sexually harassed should report the conduct immediately to a member of the Executive Committee of the Board of Directors. A thorough and impartial investigation of all complaints will be conducted in as timely and confidential a manner as possible. Any employee of the Chamber who has been found, after appropriate investigation, to have sexually harassed another employee will be subject to disciplinary action up to and including discharge. The Madison Area Chamber of Commerce will not retaliate against any person or persons who have brought about a sexual harassment complaint or any person or persons who are involved in the investigative process as a result of a sexual harassment complaint. I. 3. Harassment Based on Race, Color, Religion, Gender, National Origin, Age or Disability In providing a productive working environment, the Madison Area Chamber of Commerce believes that its employees should be able to enjoy a workplace free from all forms of discrimination, including harassment on the basis of race, color, religion, gender, national origin, age, and disability. It is the Chamber's policy to provide an environment free from such harassment. It is against the policy of the Chamber for any employee to harass another employee. Prohibited harassment occurs when verbal or physical conduct defames or shows hostility toward an individual because of his or her race, color, religion, gender, national origin, age, or disability, or that of the individual's relatives, friends, or associates; creates or is intended to create an intimidating, hostile, or offensive working environment; interferes or is intended to interfere with an individual's work performance; or otherwise adversely affects an individual's employment opportunities. Harassing conduct includes, but is not limited to: 1. Epithets, slurs, negative stereotyping, or threatening, intimidating or hostile acts, which relate to race, color, religion, gender, national origin, age or disability. 2. Written or graphic material that defames or shows hostility or aversion toward an individual or group because of race, color, religion, gender, national origin, age, or disability and that is placed on walls, bulletin boards, or elsewhere on the Chamber's premises, or that is circulated in the workplace. Any employee who believes he or she has been harassed in violation of this policy should report the conduct immediately to a member of the Executive Committee of the Board of Directors. A thorough and impartial investigation of all complaints will be conducted in as timely and confidential a manner as possible. Any employee of the Chamber who has been found, after appropriate investigation, to have harassed another employee in violation of this policy will be subject to disciplinary action up to and including discharge. The Madison Area Chamber of Commerce will not retaliate against any person or persons who have brought about a harassment complaint or retaliate against any person or persons who are involved in the investigative process as a result of a harassment complaint made under this policy. SECTION II CHAMBER RULES, REGULATIONS AND PROCEDURES All employees, regardless of employment status, are subject to all Chamber rules, regulations and procedures. The Madison Area Chamber of Commerce is the official “host” of the Southeastern Indiana Small Business Development Center (SBDC); therefore, all employees of the SBDC, regardless of employment status, are subject to all Chamber rules, regulations and procedures. II.1. Employment Status The Madison Area Chamber of Commerce maintains standard definitions of employment and classifies employees in accordance with these definitions: 1. Full-time: Employment in an established position requiring 37.50 hours or more of work per week. Full-time employees are eligible for full participation in the benefit program. 2. Part-time: Employment in an established position requiring less than 37.50 hours of work per week. Normally a part-time schedule, such as portions of days or weeks, will be established. Participation in benefits programs for part-time employees is limited to: a. Participation in paid Chamber-observed official holidays b. Eligibility for worker's compensation benefits 3. Temporary: Employment in a job established for a specific purpose, for a specific period of time, or for the duration of a specific project or group of assignments. Participation in benefits programs for temporary employees is limited to eligibility for worker's compensation. Additionally, all employees are classified as either: 1. Exempt: Those employees who are employed in an executive, administrative, or professional capacity and who are not covered by the federal minimum wage and maximum hours laws; or
2. Non-Exempt: Those employees who are not employed in an executive, administrative, or professional capacity and who are covered by the federal minimum wage and maximum hours laws. Exempt employees are paid a salary for performance of their jobs and are not generally eligible for compensatory time off or overtime pay for time worked in excess of their standard workweeks. Additional hours required due to events or critical project demands are taken into consideration when salaries are determined. Exceptions may be made for compensatory time, only with approval of the Executive Committee of the Board of Directors, for exempt employees who work extraordinarily longer hours for a short period of time. The standard workweek at the Chamber is 37.5 hours. Non-exempt employees, who, at the request of their supervisors, work longer than 37.50 hours, but not more than 40 hours in a workweek, receive compensatory time off equal to the amount of time above 37.50 and below 40. Hours worked in excess of 40 in a standard workweek will be paid at the rate of time and a half.
All employees of the Madison Area Chamber of Commerce are employed on an orientation basis until they have completed the first 90 days of their employment. These 90 days are a trial period designed to determine whether the employee is suited to the job and capable of satisfactorily performing the work assigned. Each employee that has been employed for 90 days will be evaluated and informed of his or her rating by the Executive Director of the Chamber. The Executive Committee of the Board of Directors will evaluate the Executive Director of the Chamber. A satisfactory rating for an employee upon completion of the 90-day orientation period will qualify him or her as a regular employee. An unsatisfactory rating at any time during the orientation period may result in termination of employment either immediately or at the end of the orientation period. II. 3. Job Duties and Responsibilities During the orientation period, each employee will receive an explanation of his or her job responsibilities and the performance standards expected during employment. Each employee will also receive a job description for the position setting forth the essential functions and responsibilities of the position. Please be aware, however, that all job responsibilities may change at any time during employment with the Chamber and employees may be asked from time to time to work on special projects, events, or to assist with other responsibilities that may be necessary or important to the operations of the Chamber. Your cooperation and assistance in performing such additional work is expected. The Chamber reserves the right, at any time, with or without notice, to alter or change job responsibilities, reassign or transfer job positions, or assign additional job responsibilities. II. 4. Supervision The Executive Committee of the Board of Directors of the Madison Area Chamber of Commerce maintains final supervisory authority over the Executive Director. The Executive Director maintains day-to-day supervisory authority over all other employees of the Chamber. The Board of Directors of the Madison Area Chamber of Commerce maintains final management authority over the Executive Director and all other employees of the Chamber.
The Chamber’s policy with respect to the imposition of discipline for inappropriate behavior, performance shortcomings, or attendance problems is generally progressive. That is, minor offenses or performance issues will generally be handled through the following progressive steps: oral warning, written warning, suspension without pay, all of which will be documented and placed in the employee’s personnel file, and then termination of employment. However, depending on the seriousness of the offense, one or more of the progressive steps may be bypassed in any particular situation. Indeed, certain violations of our policies or protocol may be so serious or severe as to compel termination of employment for the first offense. II. 6. No-Fault Attendance Punctuality and regular attendance are essential functions of each employee's job at the Chamber. Employees are expected to report to work as scheduled, on time and prepared to start work. Employees also are expected to remain at work for their entire work schedule, except for when required to leave on authorized Chamber business. Late arrival, early departure, or other unauthorized absences from scheduled hours are disruptive and must be avoided. In all cases of absence or tardiness, employees must provide a valid reason or explanation. Documentation of the reason may be required. Employees must inform the Executive Director of the expected duration of any absence over one workday. The Executive Director must inform the President of the Chamber Board of Directors of the expected duration of any absence over one workday. Other than for extenuating circumstances, an employee must call within ½ hour after his or her regular starting time on any day on which the employee is scheduled to work and will not report to work. Excessive absenteeism may be grounds for discipline up to and including termination of employment. Each situation of excessive absenteeism or tardiness will be evaluated on a case-by-case basis. II. 7. Substance Abuse Policy The Madison Area Chamber of Commerce is committed to providing a safe and drug free environment. The Chamber is committed to assuring its continued representation as a quality membership organization. To achieve these goals, the Chamber must take a firm and positive stand against drug and alcohol abuse. This policy is intended to ensure a drug-free and alcohol-free work environment. The use, possession, sale or transfer of an illegal drug by any employee on the office premises of the Chamber, during the performance of Chamber business, or at Chamber events is strictly prohibited. The unauthorized use of alcohol on Chamber premises or at Chamber sponsored functions or events are strictly prohibited. II. 8. Smoking Policy Smoking is prohibited at Chamber sponsored functions, events, and meetings. Smoking is also prohibited at the downtown office building and throughout the Venture Out Business Center except in specifically designated areas. II. 9. Personal Conduct The Madison Area Chamber of Commerce respects the privacy interests of its employees and recognizes their right to conduct their personal lives free from interference from the organization. Nonetheless, employees should keep in mind that, even while they are not at work, they represent the Chamber to the public and should strive, at all times, to preserve the Chamber’s reputation. II. 10. Business Hours The Chamber offices are open for business between the hours of 8:30 a.m. and 5:00 p.m., Monday through Friday. These are the standard working hours, which may be modified only upon approval by the Board of Directors. Each employee is entitled to a one-hour unpaid lunch period each day. The timing of the lunch break for each employee will be coordinated and scheduled so that the offices do not close during regular business hours. II. 11. Employee Apparel We always are concerned with the impression we make on others as representatives of the Chamber. In accordance with this concern, employees should strive at all times to ensure that their clothing and appearance are business-like and contribute to a pleasant office environment for other coworkers, members and visitors. Exceptions may be made when specific working conditions or events hinder a professional dress code. Fridays are “casual days”; however, discretion should be used when dressing for “casual” Fridays. II. 12. Telephone Conduct & Usage Courtesy and thoughtfulness in using the telephone are not only key elements in good public relations with the membership, and the public, but serve as indicators of an employee's attitude and competence. Remember that you are representing the Chamber each and every time you use the telephone. Convey a caring and professional attitude. Remember - the caller is not interrupting you - it is your job to talk with him or her. The Chamber has implemented automated voice mail to enhance the professionalism of the organization’s telephone etiquette. Therefore, all employees should answer their telephone calls promptly within the first or second ring. If voice mail messages are left while an employee is out of the office or on another call, those calls should be returned promptly rather than to keep the caller waiting for an indefinite period of time. All personal telephone calls should be limited to those that are necessary and should be brief. Employees are not permitted to make personal long-distance telephone calls using the Chamber's telephones or credit card, except in emergencies. Employees may place personal long-distance calls if they use their personal calling card or call collect. II. 13. Voice Mail All employees are requested to record a greeting on their individual phone system so callers will know that they have reached the correct person and can leave a message. Whenever an employee is scheduled to be out of the office for an extended period of time, he/she needs to change the greeting to inform callers of the absence and expected date and time of return. II. 14. Written Requests All written requests for information about the Chamber or assistance from the Chamber should be answered within two working days. II. 15. Office Supplies & Postage All office supplies are for business use only and should not be removed from the office for non-business use. Postage is to be used for business use only. Personal items are not to be mailed using Chamber postage. Noncompliance with any aspect of this policy will result in disciplinary action in accordance with Chamber policy. II. 16. Use of Property and Equipment When using any equipment or property belonging to the organization, employees are expected to exercise reasonable care and follow all operating instructions, safety standards and guidelines. II. 17. Work Areas and Noise Offices and work areas should be kept neat, clean and organized. Due to the closely confined office area, each type of noise adds to disruption and decreased work productivity. Employees are expected to avoid loud and excessive talking. II.18. Office Keys The Executive Director and the Executive Assistant/Office Manager are the only employees with key access to all offices of the Venture Out Business Center. Each employee will be given keys to admit him or her to the offices of the Chamber. Keys should not be given out to anyone without the authorization of the Executive Director. II. 19. Internet Usage and Electronic E-mail The Madison Area Chamber of Commerce encourages the use of electronic mail, or e-mail, as a tool to help accomplish the Chamber’s membership objectives. E-mail can greatly enhance the quality and efficiency of communication among directors, membership, employees, prospective members, current and prospective customers, and anyone involved in our organization. However, e-mail also may be misused, with potentially serious consequences for both the Chamber and the e-mail user. This policy is intended to define the parameters of appropriate e-mail usage by Chamber employees. As a general rule, it is expected that all employees will use common sense and sound judgment when utilizing the e-mail system. In addition, employees are expressly prohibited from sending any messages or materials containing obscene, profane, lewd, derogatory, or otherwise potentially offensive language or images. The use of material containing racial, sexual, or similar comments or jokes is forbidden. Users should respect the rights and sensitivities of recipients and potential recipients or viewers, and should ensure that all e-mail messages reflect the professional image that the Chamber wishes to portray. Users should be aware that e-mail messages are not considered to be private. Employees should not send any e-mail messages they would not want to have seen by persons other than the intended recipients. Violators of this policy will be subject to appropriate disciplinary action up to and including termination of employment. II. 20. Equipment and Software All computers, equipment, services and technologies provided to employees as part of the Chamber’s computer system are the exclusive property of the Madison Area Chamber of Commerce. To prevent computer viruses from being transmitted through the Chamber’s computer system and possible copyright violations, employees are prohibited from installing or downloading any software without the prior authorization from the Executive Director. All software installed or downloaded must be registered to the Chamber. II. 21. Cell Phone Usage The Chamber is fully aware of the risks inherent in utilizing a cell phone while operating a motor vehicle. Distracted drivers pose a significantly greater risk on the road than do drivers who are concentrating solely on their driving. Accordingly, cell phones provided by the Chamber may not be used for personal calls, except during an emergency, while the employee is operating a moving vehicle. If you must use a cell phone for business purposes while driving your car, the Chamber requires that the following precautions be taken: 1. Employees must limit the use of cell phones while driving to no more than three minutes per call.
2. No telephone numbers should be dialed while driving.
3. If it is necessary to hold a longer conversation while driving, the employee should either pull over when and where it is safe to do so and continue the call or tell the caller that the driver will call back at a more convenient time. Violations of this policy will subject the employee to discipline, up to and including termination of employment. SECTION III COMPENSATION, PERFORMANCE APPRAISALS AND BENEFITS III. 1. Performance Appraisal and Compensation Review All employees of the Madison Area Chamber of Commerce will receive performance and compensation reviews. The Executive Committee of the Board of Directors will conduct the performance and compensation review of the Executive Director. The Executive Director of the Chamber will conduct all other staff reviews. Your first performance evaluation will be after completion of your orientation period. Thereafter, performance evaluations will be conducted annually, at the end of each calendar year. Your performance evaluation will include factors such as the quality and quantity of your work, your attendance record, your knowledge of the job, your initiative, your work attitude, and your attitude and interaction with the membership, directors, other staff and the general public. The performance evaluation should help you to become aware of your progress, areas of needed improvement, and objectives or goals for future work performance. Performance evaluations do not guarantee increases or decreases in compensation. Your compensation review will immediately follow your annual performance appraisal. The Executive Director will present recommended salaries to the Executive Committee of the Board of Directors for final approval. All final decisions related to individual salaries are the responsibility of the Executive Committee of the Board of Directors. Any increase in salary, as a result of your compensation review, will become effective as of January 1 of each year. III. 2. Fringe Benefit All full-time employees of the Chamber are provided a fringe benefit of 8% of his or her gross salary in lieu of paid health insurance or a Chamber-sponsored retirement or pension plan. The additional fringe benefit may be used for the employee to purchase an individual health insurance policy or to invest in an individual retirement plan, if the employee so chooses. III. 3. Government Mandated Salary Deductions The Madison Area Chamber of Commerce complies with both federal and state government mandated tax deductions, including Federal Income Tax, Social Security Tax, Medicare Tax and State Income Tax, which are withheld from employee’s gross salary. III. 4. Payday The Chamber pays its employees every Thursday. Each paycheck represents wages earned by the employee during the one-week period ending on the previous Friday. Direct Deposit or paychecks will be made available to the employee by noon on the following Thursday. A lost check should be reported immediately so that payment may be stopped at the bank and another check can be issued. III. 5. Vacation It is the policy of the Chamber to provide each full-time employee with vacation time on a periodic basis. The amount of vacation to which an employee becomes entitled is determined by the employee's length of service as of his or her employment anniversary date. For full-time employees, vacation accrues as follows: 1. At the end of the first year of service, and the next three years thereafter, two weeks, or 75 hours, of vacation. 2. After completion of five years of service, three weeks, or 112.50 hours, of vacation per year. The amount of vacation in which regular part-time employees, including the SBDC Job Share, becomes entitled is also determined by the employee’s length of service as of his or her employment anniversary date. The total amount of hours worked for the previous year is divided by 52 weeks to determine the number of hours, rounded up or down to the nearest full hour that is accrued for vacation time. Vacation does not accrue between employment anniversary dates and may not be taken until it is earned. Vacation time must be used in the anniversary year after which it is earned and may not be carried over past the employee's next anniversary date, unless there are extenuating circumstances that hinder the employee from taking the vacation time. Any request to carry over vacation time must be approved by the Executive Committee of the Chamber. Earned vacation must be taken. Employees are not entitled to pay in lieu of taking time off for vacation, except that terminating employees are entitled to be paid for all earned, unused vacation. Requests for vacation time will be approved during any time of the year; however, requests must be submitted in a timely manner, to avoid conflict with vacation schedules of other staff members. No more than two Chamber employees may be on vacation at the same time. III. 6. Personal Days In addition to paid time off for vacation and designated holidays, each full-time employee is credited with three days of paid personal time per calendar year beginning with January 1 of the first calendar year after the employee's hire date. During the calendar year in which the employee is hired, personal days accrue at the rate of one personal day for each four months of full-time employment. This time is to be used for personal business. Personal days may be used as they are earned, following approval by the employee's supervisor or manager. Personal days may not be carried over from one calendar year to the next. Employees are not entitled to be paid under any circumstances for earned but unused personal days. III. 7. Sick Days The Chamber provides paid sick days to all full-time employees. The sick days are provided only for the employee's own illness or injury. Eligible employees accrue sick days at the rate of one day per month to a maximum of twelve days per calendar year. Unused sick days may be accumulated to a maximum of 18 days. Sick days may be used as they are earned, following the Chamber's regular call-in policy. Any more than three consecutive days of absence due to illness must be supported by a doctor's statement. Employees are not entitled to be paid under any circumstances for earned but unused sick days. III. 8. Holidays The Chamber recognizes ten holidays each year. All full-time employees will receive their regular straight-time compensation for each holiday. Regular part-time employees receive pay for each designated holiday in the proportion that their normally scheduled number of hours bears to 40 hours per week. The holidays celebrated are: § New Year’s Day § Memorial Day § Independence Day § Labor Day § Thanksgiving Day § Day After Thanksgiving § Christmas Eve § Christmas Day § New Year’s Eve § Employee’s Birthday A holiday that falls on a Saturday will be observed on the preceding Friday and a holiday that falls on Sunday will be observed on the following Monday. For non-exempt employees to be eligible for holiday pay, he or she must have worked his or her regularly scheduled hours the workday before and the workday after the holiday or have been on an approved vacation day or any other excused and paid day off under Chamber policy. If an employee is on vacation when a holiday is observed, the employee will be paid for the holiday and will be granted an alternate day of vacation at a later date. Good Friday is not a holiday for which the offices will be closed; however, all employees of the Chamber will be granted time off during the day so that they may attend the religious service of their choice. III. 9. Paid Medical Leave If an employee expects to be absent from work for more than three consecutive days as a result of illness, injury, or other disability, he or she must submit a written notification to the Executive Director prior to the anticipated commencement of leave. If the Executive Director expects to be absent from work for more than five consecutive days as a result of illness, injury, or other disability, he or she must submit a written notification to the President of the Board of Directors prior to the anticipated commencement of leave. In all situations, the employee's request for medical leave must be supported by a physician's certification of the medical need for leave. If circumstances require an extension of the leave for any reason, the employee must provide a physician's statement attesting to the employee's continued medical condition and inability to work. As well, an employee returning from medical leave must submit a doctor's statement indicating that the employee has been released to return to work, along with any restrictions. As a general matter, an employee on paid medical leave may possibly have accrued up to 18 paid sick days, pursuant to Section III. 7. III. 10. Personal Leave of Absence A full-time employee who has completed at least one year of service with the Chamber may request an unpaid personal leave of absence for a period of up to 30 days. A personal leave must be requested in writing at least 30 days in advance, unless necessitated by an emergency, in which case oral notification should be followed by prompt written application for the leave. Personal leave may be granted at the discretion of the Executive Committee of the Board of Directors for any justifiable reason, provided the leave does not seriously disrupt the Chamber's daily operations. All unused, accrued vacation and personal days must be used before a personal leave will be granted. III. 11. Personal and Family Medical Leave The Madison Area Chamber of Commerce complies with all applicable federal and state labor and employment laws. Even though employees of the Chamber are not eligible for benefits under the Family and Medical Leave Act of 1993 (FMLA), it is the desire of the Board of Directors that the Chamber voluntarily recognize that it may be necessary for an employee to take unpaid leave for certain personal or family medical reasons. The Executive Committee of the Board of Directors may approve up to 12 weeks of unpaid medical leave per calendar year, upon written request by the employee. The Executive Committee may elect for the employee to take any accrued paid vacation or accrued paid sick days in lieu of taking unpaid leave. If the employee is unable to return to his or her position at the end of the unpaid 12-week leave, the position will remain open only upon approval by the Chamber Board of Directors. III. 12. Workers' Compensation Insurance All employees are covered by workers' compensation insurance, which compensates an employee for lost time, medical expenses, and loss of life or dismemberment from an injury arising out of or in the course of work. Employees must report any accident or injury immediately to his or her supervisor or manager so that the necessary paperwork may be completed and the injury reported to the Chamber’s insurance company. III. 13. Bereavement Leave Bereavement leave will be granted to full-time employees in the event of absence necessitated by the death of a family member. In the event of the death of an employee's spouse, child, parent, brother or sister, the employee will be granted three days off work with pay. In the event of the death of an employee's grandparent, father-in-law, or mother-in-law, or son-in-law or daughter-in-law, the employee will be granted two days off work with pay. Unused personal time or earned vacation may be used if additional time off is needed. III. 14. Military Leave The Chamber provides compensation for two weeks during annual reserve and National Guard military training for regular full-time employees who have completed at least one year of employment with the Chamber. Regular part-time and temporary employees do not qualify for military leave compensation. The amount of the military leave compensation paid is the difference between military pay and regular pay based on a 40-hour workweek. Time spent on military leave will not be counted as vacation time used. Military reservist employees and those volunteering for or called to active military duty are entitled to reemployment with the Chamber upon their return from duty in full compliance with all applicable federal and state laws. In addition, besides the military leave benefits discussed above, employees who request a military leave of absence may elect to use any accrued vacation pay in lieu of unpaid leave. III. 15. Jury Duty The Chamber will grant employees time off for mandatory jury duty. A copy of the court notice must be submitted to the employee’s supervisor or manager to verify the need for such leave. The employee will receive the difference between jury duty pay and his or her normal salary or wage for each day of jury duty up to a maximum of five days per year in addition to any other paid leave. The employee is expected to report for work when doing so does not conflict with court obligations. It is the employee's responsibility to keep his or her supervisor or manager informed about the amount of time required for jury duty and to provide documentation regarding the amount of jury duty pay received in order to receive the Chamber-provided compensation supplement. III. 16. Personnel Information Disclosure to External Parties Prospective employers, financial or lending institutions, and residential property managers routinely contact employers requesting information on a current employee's work history and salary. All such requests of this type shall be referred to and completed by the Executive Director. For written requests, information will be provided on the form provided only when it is accompanied by an employee's signed authorization to release information form. The written form will be returned directly to the requesting party. Telephone requests will be limited to confirming information stated by the external party. III. 17. Mileage Employees that are required to drive his or her vehicle for errands or out of county travel on behalf of the organization will be reimbursed at the current federal mileage rate. The employee’s supervisor or manager must approve all requests for mileage reimbursement. SECTION IV EMPLOYEE SUGGESTIONS, PROBLEMS AND CONFLICT RESOLUTION IV. 1. Employee Suggestions We welcome your ideas and suggestions, no matter how unimportant they may seem to you. Sometimes the most unusual or even the simplest suggestions are excellent cost saving or productive, innovative ideas. Anything that will help to do the job better or more productively, improve working conditions, provide better public relations, eliminate unnecessary expenses, or enhance our membership benefits will receive thorough consideration. Please give any suggestions you might have to the Executive Director. Although not all ideas can be adopted, every effort will be made to adopt and utilize any practical suggestion. You will be given recognition if your suggestion(s) is utilized or adopted. IV. 2. Complaint and Problem Solving Procedures Problems, misunderstandings and frustrations may arise in the workplace. It is the Board of Directors intent to be responsive to Chamber employees and their concerns. We are concerned with any situation that may affect the employment relationship. The Chamber is committed to correcting any condition or situation that may cause unfairness or misunderstanding. It is inevitable that problems and misunderstandings may occur. Therefore, the Chamber has provided an orderly manner for an employee to voice an opinion or discuss a problem without prejudice or fear of retaliation. If an employee has a problem or complaint, the employee should discuss it with his or her supervisor or manager as soon as possible. The supervisor or manager should respond to the employee, with a resolution, within five working days. If the problem is still not satisfactorily resolved after discussion with the supervisor or manager; or the problem is with the employee’s supervisor or manager, the employee has the right to request a meeting with the President of the Board of Directors to discuss the issue or problem. The President of the Board of Directors will discuss the issue or problem with the Executive Committee for a final resolution. Not all complaints can be resolved to everyone's satisfaction. However, in each case, a resolution will be reached and the reason for the decision will be clearly explained to the employee. SECTION V TERMINATION V. 1. Involuntary Termination The Madison Area Chamber of Commerce reserves the right under employment-at-will to terminate any employee at any time when it considers the termination to be in the best interests of the organization. When feasible, employees will be given warning that they are in jeopardy of losing their jobs. Involuntary terminations may occur as a result of lack of work, organizational restructuring, or for unacceptable performance and personal conduct. V. 2. Voluntary Termination Although we hope that your employment with the Chamber will be a mutually rewarding experience and we hope you will be with us for a long time, we understand that varying circumstances do cause employees to voluntarily resign employment. Should you choose to terminate your employment, it is anticipated that you will give your supervisor or manager as much notice as possible—preferably a minimum of two weeks to facilitate a smooth transition out of the organization. When giving your two weeks' notice, vacation, personal, or sick days should not be used in lieu of notice. If the employee's decision to terminate is based on a situation that could be corrected, the employee is encouraged to discuss it with his or her supervisor or manager before making a final decision. Resigning employees will be scheduled for an exit interview to ensure that all Chamber property, including keys, cell phones, notebook computers and manuals are returned; and to provide an opportunity to discuss any questions or concerns that the employee may have related to employment with the Chamber. V. 3. Reference Requests All requests for an employment reference must be directed to the Executive Director or if a former Executive Director requests the reference, the request must be directed to the President of the Board of Directors. No manager, supervisor, or other employee is permitted to provide a reference for a current or former employee. The Chamber’s general policy regarding references for employees who have left the Chamber is to disclose only the dates of employment and the title or description of the last position held. If the employee provides written authorization, the Chamber may also provide a prospective employer with information regarding the amount of salary or wage last earned. No further information will be disclosed to third parties without an executed release holding the Chamber and the third party harmless for such disclosure and its use. The Chamber reserves the right, in its discretion, not to respond to a request for additional information. SECTION VI INTEGRITY OF THE ORGANIZATION VI. 1. Confidentiality of Membership Information Since the Chamber of Commerce is a membership organization, each employee must keep any information obtained about its members in strict confidence. It is the responsibility of all Chamber employees to safeguard sensitive membership information. The nature of our organization and the overall success and well being of the Chamber and its membership is dependent upon protecting and maintaining proprietary information. Each employee must keep any information in strictest confidence that is obtained as to matters being handled by the Chamber. Continued employment is contingent upon compliance with this policy. VI. 2. Business Ethics and Conduct The Chamber’s success and reputation is built upon the principles of the organization and ethical conduct of our staff. Our reputation for integrity and excellence requires careful observance of all rules and regulations, as well as a conscientious regard for the highest standards of conduct and personal integrity. Thus, Chamber employees should always conduct themselves in a manner that will merit trust and confidence to the membership and the general public. To protect and enhance our reputation, the Chamber requires its employees to fully comply with all applicable laws, rules and regulations and to refrain from any appearance of having engaged in any illegal, dishonest or unethical conduct. The Chamber further requires that all employees be guided by the highest standard of conduct in their contacts and relationships with the members of the organization. In general, common sense and good judgment will guide you with respect to lines of acceptable conduct. However, if a situation arises in which it is difficult to determine the proper course of action, the matter should be discussed openly with your immediate supervisor or manager for advice and consultation. VI. 3. Membership Recommendations or Referrals Since the Madison Area Chamber of Commerce is a membership organization that is supported financially by its members, many of which are in direct competition with each other, it is the policy of the Chamber to refer only businesses that are Chamber members and to make equal referrals of all members. VI. 4. Endorsements The Chamber will not give letters of endorsement for any private product, project, Chamber or agency where such endorsement is obviously for the benefit of the person requesting such, rather than for the benefit of the membership and the community. VI. 5. Solicitations The Chamber does not purchase program advertising or tickets for any social events other than Chamber sponsored events. Any such solicitations should be referred to the Executive Director. VI. 6. Controversial Issues Any contact regarding controversial membership issues or any media contact regarding controversial community issues must be referred to the Executive Director. In the event that the Executive Director is unavailable, all contacts should be referred to the highest board member of the Executive Committee that has the authority to speak on behalf of the Chamber. Controversial issues will be identified at staff meetings as deemed necessary. The Executive Director is the only staff member that shall have the authority to speak to media representatives regarding controversial issues of any kind. Should any staff member, other than the Executive Director, speak to the media regarding controversial membership or community issues and fail to comply with this standard, the staff member will face disciplinary action up to and including possible termination of employment. SECTION VII WORKPLACE VIOLENCE AND DANGEROUS SITUATIONS VII. 1. Workplace Violence Prevention The Madison Area Chamber of Commerce is committed to preventing violence in the workplace and maintaining a safe work environment. Given the increasing violence in society, the Chamber has adopted the following guidelines to deal with intimidation, harassment or other threats of violence that may occur on its premises. The Chamber will not tolerate any conduct that threatens, intimidates or coerces an employee or anyone associated with the organization, at any time. Additionally, firearms, weapons, and other dangerous or hazardous devices or substances are strictly prohibited from the premises of the Chamber without proper authorization. Threats, threatening conduct, or any other acts of aggression or violence in the workplace will not be tolerated; and, will be reported to the proper authorities. Any suspicious individuals or activities, including actual or threats of violence, both direct and indirect, should be reported immediately to the Executive Director. Employees should not attempt to intercede or otherwise become involved with any actual or potentially intimidating, harassing or violent situation. VII. 2. Dangerous/Emergency Situations Employees who confront or encounter an armed or dangerous person should not attempt to challenge or disarm the individual. Employees should remain calm, make constant eye contact and talk to the individual. If the proper authorities can be safely notified of the need for assistance without endangering the safety of the employee or others, such notice should be given. Otherwise, cooperate and follow the instructions given. ACKNOWLEDGEMENT This is to certify that I have read this employee handbook and am familiar with its contents. I understand that it is not a binding contract with the Madison Area Chamber of Commerce, but a set of guidelines for the implementation of personnel policies. I understand that the Chamber may modify any of the provisions of this handbook at any time, with or without notice, and may deviate from any provision of this handbook in its sole discretion. I also understand that, notwithstanding any of the provisions of this handbook, I am employed on an at-will basis. My employment may be terminated at any time, either by me or by the Chamber, with or without cause. I understand that no representative of the Chamber has any authority to enter into any agreement for employment for any specified period of time, or to make any agreement contrary to the foregoing, without final approval by the Board of Directors. I acknowledge that I do not in any way rely upon the provisions of this employee handbook in accepting or continuing my employment with Chamber. ________________________________ _________________________________ _________________________________
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