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Home My WebLink AboutReso 2019-2939 RESOLUTION NO. 2019 - 2121 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF SUNNY ISLES BEACH, FLORIDA, APPROVING AMENDMENTS THE CITY'S PERSONNEL POLICY MANUAL, ATTACHED HERETO AS EXHIBIT "A"; AUTHORIZING THE CITY MANAGER TO DO ALL THINGS NECESSARY TO EFFECTUATE THIS RESOLUTION; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City of Sunny Isles Beach Personnel Manual provides guidance on procedures, benefits, and general operation of the City; and WHEREAS, the Personnel Policy Manual is a living document that is subject to change on an as-needed basis; and WHEREAS, the City Commission now desires to amend the City's Personnel Policy Manual, attached hereto as Exhibit "A". NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF SUNNY ISLES BEACH, FLORIDA, AS FOLLOWS: Section 1. Approval of the Personnel Policy Manual. The City Commission hereby approves the updated policies of the Personnel Policy Manual, attached hereto as Exhibit"A". Section 2. Authorization of City Manager. The City Manager is hereby authorized to do all things necessary to effectuate this Resolution. Section 3. Effective Date. This Resolution will be become effective upon signature of the Mayor. PASSED AND ADOPTED this 16`h day of May 20 4 '�' George . Scholl, Mayor �A Ii • t y :.... r., r,r W� r `e IVlairitia B-tancur, CMC, City Clerk APPROVED AS TO FORM AND LEGAL SUFFICIENCY: &ia//Af(). Edward A. Dion, City Attorney Moved by: VIU r10 SVEtgi 4 1 Seconded by: COvV1441CSI OW ad(-U11444 Vote: Mayor Scholl `1 (Yes) (No) Vice Mayor Svechin -(Yes) (No) Commissioner Goldman V (Yes) (No) Commissioner Lama (Yes) (No) Commissioner Viscarra V (Yes) (No) sof,f f. O tOP ttr !u `;= City of Sunny Isles Beach ,' Personnel Policy and Procedure Policy Name VACATIONS-LEAVE Policy Number 504:1 Effective Date 10/1/04 Revision Date(s) 5/15/08; 5/21/15; Prepared By, Title Human Resources Director , / Approved By, Title City Manager ;�' , `s, , f(),) \ POLICY: ,\ It is the policy of the City to grant annual vacations with pay to eligibleull time and eligible part-time employees in accordance with the guidelines'established below:, �,., S. . ELIGIBILITY: i \3' All regular a ointment full time cla`ssifiedp position,employees and regular appointment 9 PP � � \ \ P N ..� part-time classified position•,,employees;. whooaccrue,.vacation pro rata. (note: Non- classified position employees may be eligible°as, prescribed by employment agreement or as directed by the City Commission or City�Manager.)' PROCEDURE:..,,, ----...., \\ ,..\\\::\/\ ..----'t---, ,,, °N 1) The established vacation,year is the-calendar year, January 1 through December 31 each\year. Vacations�are'�accrued or earned based on the employee's length of service'and on the time..actually worked. In addition, the City has a 'use it or lose it' policy which no more than three (3) years of unused vacation may be carried over to the next�year. Normally\vacation must be taken in the year in which it is accrued. a) A minimumofone (1) week accrued vacation must be taken each year for. employees in tfi `rst through tenth year of service with the City; b) A minimum of two (2) weeks accrued vacation must be taken each year for employees in their eleventh through nineteenth year of service; c) A minimum of three (3) weeks accrued vacation must be taken each year for employees in their twentieth year or more of service with the City. CODING: Words stricken are deletions,words underlined are additions. 504-1 Vacation Leave Page 1 of 5 2) Vacation accruals will be as follows: a) General full-time employees and Department Heads;hired prior to May 15, 2008, will accrue paid vacation according to the following schedule; eligible part-time employees accrue pro rata (annual totals should be rounded to the nearest whole day): SERVICE PERIOD PAID VACATION Date of Hire to through the 5 4th year ofse,rvice--1.539 hours per week (10 days/year) . `.� 5th to-10 through the 9th years-of se .� :hours 2.308 hours per week (15 days/year) 10th to 15 through the 14thyears. of service 3.077 hours per week (20 days/year) 15 + years of services-and over** 3.846 hours per week (25 days/year) *Note: Department Heads, whe,n`appointed as such, accrue at the 15 days/year.,rat;•at five (5).years, of�service anniversary, an additional three (3) Floating Holidays will b'e immediately a thorized. **Note:Accruals for t5+ years service will not be adjusted retroactively upon revision of‘this is,policy b) General full-time employees, hiredon, or after May 15, 2008, will accrue paid vacation according to the following schedule;eligible part-time employees accrue pro rata (annual totals should.be rounded to the nearest whole day): SERVICE PERIOD \ PAID VACATION } Date of Hire to through the 5 4th year of service 1.539 hours per week (10 days/year) ,/ 5th te-1-0 through the 9th years-of service 2.308 hours per week (15 days/year) 10th to 15 through the 14th years of service 2.770 hours per week (18 days/year) 11 years service 2.462 hours per week (16 days/year) CODING:Words stricken are deletions,words underlined are additions. • 504-1 Vacation Leave Page 2 of 5 12 years service 2.616 hours per week (17 days/year) 13 years service 2.770 hours per week (18 days/year} 14 years service 2.923 hours per week (19 days/year) 15y ears service 3.077 hours per week (20 days/year) 15th through the 19th year of service 3.07.7 hours per week (20 days/year) ///1 20 + years of service and over 3 846 hours per week (25 days/year) c) Sworn police personnel will accrue.paid vacation according to the following schedule: „n SERVICE PERIOD PAID VACATION ,, '`. f ‘ `, ,° Date of Hire to through1the`5,4th yearr'of service*1.539 hours per week (10 days/year) � � \ ``` ''''"'••,,:::".N,,,.. �'” ``' * 2.308 hours per week (15 5th to-48rfhFrough the Stn ye sof service�,� ,� days/year) ` 10th to'15 through° the 14th years of service 3.077 hours per week (20 days/year) ' N,,,/; , , C .‹.--15 + years,of service and overZ)3.846 hours per week (25 days/year) ---" (Command Staff Members;,refer to policy 504:2,Vacation Leave for Command Staff) d) Department Hadeemployees, hired on or after May 15, 2008, will accrue paid vacation accordgto the following schedule: SERVICE PERIOD PAID VACATION Date of Hire to through the 5 9th year of service= 2.308 hours per week (15 days/year) 10th to 15 through the 14th years of service 3.077 hours per week (20 days/year) CODING: Words stricken are deletions,words underlined are additions. 504-1 Vacation Leave Page 3 of 5 15 + years of service and over 3.846 hours per week (25 days/year) *Note: Department Heads, when appointed as such, accrue at the 15 days/year rate; at five (5) years of service anniversary, an additional three (3) Floating Holidays will be immediately authorized. 3) Regular appointment Part-time.classified position employees who work at least 20 • hours per week (1,040 hrs per year) are entitled to vacation on a pro rata basis. The amount of annual accrued vacation will be determined pro rata on the same schedule as that for full-time employees (see above)`,but the pay will be based on the employee's average number of part-time'hours'per week during the vacation accrual year. Part-time employees working.less'than.20.hours per week, temporary employees, and intermittent employees.•do not receive``paid vacation. 7 ~- 4 Employees may not take paid vacation until they have actuallearned the vacation. New employees accrue paid vacation upon initial employment'but.may not take any vacation until they have completed their int oductory,:period or s\authorized by the department head and approved-by the City Manager. 5) During each vacation accrual'year,.employees must actually work at least ninety percent of their normally scheduled time.,each pay period, not including time off for paid short-term absences, vacations, or holidays;in or'derr for the pay period to count for vacation accrual purposes. \y 6) Employees who-feel that there is a discrepancy in the calculation of their vacation payor eligibility may requestr`eviewof'that calculation by the Finance Department. 7) Vacation pay for,eligible'full-time and-eligible part-time employees will consist of the employees regular,rate of-pay for the vacation period and generally will be paid on the regularly scheduled`payday. Ernployees who want to receive vacation pay before their vacation (advance . pay)`must submit a written request memo to their DepartmenDirector for approval. Once approved, the memo should be forwarded to the Finance\Department at least two weeks, but not more than 30 days, before the vacation s'sch duled.to begin. 8) Generally, employe°es'should submit vacation plans to their supervisor at least four weeks in advance of the requested vacation date (Police Department employees, follow that department's SOP.) Management reserves the right to designate when some or all vacations must be taken. Supervisors are responsible for ensuring adequate staffing levels and should attempt, when feasible, to resolve vacation scheduling conflicts based on length of service. However, employees who want to change their plans after the vacation schedule has been set lose their seniority consideration. CODING:Words stricken are deletions,words underlined are additions. 504-1 Vacation Leave Page 4 of 5 9) Employees on a leave of absence, other than a military leave of absence, are required to use accrued vacation and sick leave as part of the leave, as specified in Leaves of Absence, policy 704:1. In addition; employees on an authorized leave of absence who have no accrued time available will not accrue any new vacation time during the leave. 10) Vacations of less than half of a full work day (4 hours on an 8 hour schedule) reviewed on a case-by-case basis bythe neral) will not be granted and will be Y generally Department Head and the City Manager for final approval. Vacations of more than two consecutive weeks require the approval of theCity'Manager. 11) Employees generally may not receive vacation pay'in lieu of time off. In addition, employees will not be paid for any unused vacation remaining at the end of the vacation year. Up to three (3)years of accrued unused vacation may be carried over; any remaining unused vacation time"will/be forfeited. (Deviation from this policy requires approval of the City Manager.) , 12) When employment is terminated, employees;:will,receive vacation payGfor up to three (3) years of unused vacation,;provided termination is not for disciplinary reasons. Vacation payment for accrualsRof`'more than\one (1) year will be calculated by averaging the employee's rate ofipayfor-the last three..years of service (provided the amount of accrued vacation time to be paid is two or th'"ree years worth.) 13) If a City paid holiday y falls`within an employee's vacation period, an additional day of vacation will be graThis addition'aj day may be taken at the beginning or end of th9_employee's'wacation ,period or attanother time during the vacation year, s bject,.to_th,a supervisor's°a p oval. (See\Holidays, policy 505:1) No allowance will be made for sickness or�;o. ther type of..absence, except for bereavement, occurring during a pre-approved/scheduled vacation. 14) Employees have until January 4tpeach year to use vacation that might otherwise be lost as wellas to use the4minimum vacation time as indicated: one to nine years service requies,that one week be taken; ten to nineteen years service requires that two weeks be'take,n; twenty years service and over requires that three weeks be taken. �. 15) Employees wishing to cash out on accrued vacation time needed due to an emergency circumstance must meet the following requirements; a). Maintain minimum of 80 hours of vacation leave b). Submit documentation and receipts substantiating the need c). Must not have any disciplinary actions within prior year d). May only request a cash out once in any calendar year. CODING:Words stricken are deletions,words underlined are additions. 504-1 Vacation Leave Page 5 of 5 • O� `on ( _ . City of Sunny Isles Beach r, ": ,;, Personnel Policy and Procedure Policy Name VACATION LEAVE—COMMAND STAFF Policy Number 504:2 Effective Date 5118117 Revision Date(s) Prepared By, Title Human Resources Director C,,, Approved By, Title City Manager `\,\ 4/>. \\ POLICY: S. " Itis the policy of the City to grant annual vacatibgs,vxitlypayito eligible full--time and eligible part-time employees in accordance with the guidelines.etablished below-) ELIGIBILITY: \\-7 .,,„,,,,,:‘,4,,,,,, 5. ' •N'''::‘:'„,:>.,,, v . ;. All regular appointment'fuII'time Sworn,Command Staff Members not covered under the Collective Bargaining Agreement and holding,the position,of Police Chief, Police Captain, or Police Lieutenant(NoteAdditional"positi ns ma"y-..be eligible as prescribed by employment agreement°or as directed by the 'City Commission or City Manager.) PROCEDURE "`: 1) T,� N. 4 `established vacation y anis the calendar year, January 1 through December 31 each year. Vacations 'are accrued or earned based on the employee's length of service and on the time actuaI1y. orked. In addition, the City has a 'use it or lose it' policy inNwhich no more `eight hundred (800) hours of unused vacation may be carried over•..t,the nexta'year. Normally vacation must be taken in the year in which it is accrued. \,`�>�' ' X • A minimum of..on'e (1) week accrued vacation must be taken each year for a) employees in their first through tenth year of service with the City; b) A minimum of two (2) weeks accrued vacation must be taken each year for employees in their eleventh through nineteenth year of service; c) A minimum of three (3) weeks accrued vacation must be taken each year for employees in their twentieth year or more of service with the City. CODING:Words stricken are deletions,words underlined are additions. 504-2 Vacation Leave for Command Staff Page 1 of 4 2) Vacation accruals will be as follows: a) Sworn police personnel will accrue paid vacation according to the following schedule: / . E/ < \ SERVICE PERIOD PAID'VACATION \�\ Date of Hire to through the 5 4th year of service 1%539 hours per week (10 days/year) \\\::\ 5th te-1-0 through the 9th ,,years ofservice*2.308,hours per week'(15 days/year) ''� . 10th to 15 through the„ 14th,years of service 3.077 hours per week (20 days/year) `N-,...,:"-,.,„ `� ti ‘,_ 15 + years of.seriice and over* 2 3.848 hours per week (25 days/year) <\\\ �F \ ,, b) Department Head employeesMwill accrue paid vacation according to the following schedule `''�,� `” ` t�'` ,-',.,::'`, , �- SERVICE E IOD �`\ PAID VACATION Date,of Hire te`through the 5 9th year of service* 2.308 hours per week (15 days/year):; .) I 10th to 15`thro qh the 14th years of service 3.077 hours per week (20 days/year) \-,J' 15 + years of service 3.846 hours per week (25 days/year) *Note: Department Heads, when appointed as such, accrue at the 15 days/year rate; at five (5) years of service anniversary, an additional three (3) Floating Holidays will be immediately authorized. CODING: Words stricken are deletions,words underlined are additions. • 504-2 Vacation Leave for Command Staff Page 2 of 4 3) Regular appointment Part-time classified position employees who work at least 20 hours per week (1,040 hrs per year) are entitled to vacation on a pro-rata basis. The amount of annual accrued vacation will be determined pro rata on the same schedule as that for full-time employees (see above), but the pay will be based on the employee's average number of part-time hours per week during the vacation accrual year. Part-time employees working less than 20 hours per week, temporary rY employees, and intermittent employees do not receive paid vacation. 4) Employees may not take paid vacation until they ha actually earned the vacation. New employees accrue paid vacation upon initial^employment but may not take any vacation until they have completed their introductory period or as authorized by the department head and approved by the City Manager..``\s, fes `' . . k at least ninety 5) During each vacation accrual year,,employees must actually,wor normally scheduled time each payperiod, note including time off for percent of their o y � paid short-term absences, vacations, or,holidays, in-o.rder for the pay period to count for vacation accrual purposes. 6) Employees who feel that there i a-djscrepa cye in,the calculation of their vacation pay or eligibility may request a�review oftthat calculation by the Finance Department. 7) Vacation pay for;eligible4full-time and eligible part;time`employees will consist of the employee's regular`rate\of,pay for;the,wacatien,periode and generally will be paid on the regularly scheduled payday. Employees who wantto receive vacation pay before �•iri�4on ron��oc4 memo to their their vacation `(advance pay) must submit a ..� .. ....,...._- Department Director for approval.. Once approved, the memo should be forwarded to the Finance-Department afleast two weeks, but not more than 30 days, before the vac tions-sche uled to begin. 8) Generally, employees shouldksubmit vacation plans to their supervisor at least four weeke``in'"advance of`the‘requested.vacation date (Police Department employees, follow that department s SOP.) Management reserves the right to designate when some or all\vacations ;must be taken. Supervisors are responsible for ensuring adequate staffing..levels/and should attempt, when feasible, to resolve vacation scheduling conflicts'based on length of service. However, employees who want to change their plane`-after the vacation schedule has been set lose their seniority consideration. 9) Employees on a leave of absence, other than a military leave of absence, are required to use accrued vacation and sick leave as part of the leave, as specified in Leaves of Absence, policy 704:1. In addition, employees on an authorized leave of absence who have no accrued time available will not accrue any new vacation time during the leave. CODING:Words stricken are deletions,words underlined are additions. 504-2 Vacation Leave for Command Staff Page 3 of 4 • 10) Vacations of less than half of a full work day (4 hours on an 8 hour schedule) generallygranted and will be reviewed on a case-by-case basis by the will not be Department Head and the City Manager for final approval. Vacations of more than two consecutive weeks require the approval of the City Manager. 11) Employees generally may not receive vacation pay in lieu of time off. In addition, employees will not be paid for any unused vacation remaining at the end of the vacation year. Up to three (3)years of accrued unusedvacation may be carried over; any remaining unused vacation time will be forfeited. (Deviation from this policy requires approval of the City Manager.) /\ `� /7"\:',7" ✓ \ 12) When employment is terminated, em to ees}will receive vacation pay for up to three (3) years of unused vacation or eight hundred (800) hourrs;'(whichever is greater) provided termination is not for disciplinary reasons. Vacation payment for accruals of more than one (1) year will be calculated\by averaging the employee's rate of pay for the last three years of service (provided thtamount of accrued va ation time to be paid is two or three years worth.) \-\ ,/) `: • \< 13) If a City paid holiday falls within an employees vacation period, an additional day of vacation will be granted. This additional day may betaken at the beginning or end of the employee's av cation period.or at another time during the vacation year, subject to the. supervisor' approval(See Holidays policy 505:1) No allowance will be made for sickness or other type of absence, except for bereavement, occurring during a pre-appro`yed/scheduled vacation. /J "--,. \ \ h 14) Employe ave4until�anuary 4t ach year to use vacation that might otherwise be lost as well alto use the minimum vacation time as indicated: one to nine years service requires thatone week be taken;ten to nineteen years service requires that two weeks be takeni twentyyears service and over requires that three weeks be taken. 15) Employees wishing to cash out on accrued vacation time needed due to an emergency dircumstance1 must meet the following requirements; a). Maintain minimum of 80``hours of vacation leave b). Submit documentation and receipts substantiating the need c). Must not have any disciplinary actions within prior year d). May only request a cash out once in any calendar year. CODING:Words stricken are deletions,words underlined are additions. 504-2 Vacation Leave for Command Staff Page 4 of 4 . �1JNrr♦itl� City of Sunny Isles Beach •r; o •; Personnel Policy and Procedure Y GI'{Y Policy Name : USE OF SOCIAL MEDIA Policy Number 805:3 (NEW) Effective Date 1/18/2018 Revision Date(s) Prepared By (Title) Human Resources Director / Approved By (Title) City Manager PURPOSE: Social Media is a fast, easy, and effective way to share life'-events, opinions, images, video and other information with family, friends, co-workers, and associates and over the. world. However, the use of social media al o`presents certain risks and therefore, carries with it certain responsibilities. To assist employees.in making responsibledecisions about their personal use of social media"we have establ shed>-this policy forappropriate use of social media. DEFINITIONS: •. •� 1) "Social Media includes\all means of communicating or posting information or content of any sort on the Internet, including to'an.employee's own or someone else's webpage or site, blog, online journal, online bulletin board, or chat room, whether or not associated`or affiliated with the City, as well as any other form of electronic communication: "Examples of social media platforms include, but are not'limited-to.\ Twitter; Tumblr;.,Facebook, Snapchat, Linkedln, Instagram, \Pinterest, YouTube, Flickr and Google+. The absence of, or lack of explicit reference to a specific onlineor mobile platform does not limit the extent of application of this policy. POLICY: r A) Using Social Media at Work: 1) Unless specifically authorized by the City to do so as part of an employee's assigned duties or position, employees are not permitted to post, blog or use other forms of social media during those periods of the day that they are required to perform their work duties. In the most simple of terms, employees are not permitted to post to social media during their assigned work hours. Employees are prohibited from using a City e-mail address on their personal blogs, websites, or in social media posts, or on any other personal online account (such as accounts for on-line news, retail, Policy 805:3—Use of Social Media Page 1 of 5 entertainment or sports) unless directed to for official city-related business by their department director or City Manager. 2) Unless specifically authorized by the City, employees are not permitted to blog, post and/or engage in social media using any City computers or City- supplied electronic resources or other devices (including City-issued cell/smart phones). In addition, employees may not use the City's facilities to develop, design or maintain their personal blogs or social media platforms or page. Employees are also prohibited from adding a link to their personal blog, website, or social media to any of,the City's official social media platforms or webpage. , ` 3) Employees blo in and social media,use-is subject to the City's"Computer blogging ,� -. , Networkingand Electronic Mail/ Internet Policy (Ordinance No. 2001-120), the City's "Equal Employment,Opportunity Policy (policy 201:1), the City's "Sexual and Other Harassment Policy" (Policy;809:1) and the City's "Behavior of Employees Policy\ (Policy 801:1) an*d.any other applicable policies in the City's Personnel Policies and Procedures Manual. Inappropriate postings to online `sites,and,social media''platforms include, for example, discriminafo and dispar\aging remarks, harassment based on a protected class, `thry eats oof violence or, other similar inappropriate or unlawful conduct. \ \ ° B) Ownership: �, • `'�.,, ., 1) All socialtimedia communications messages composed, sent or received on the City''s.,equipm'ent or used,in official City business or representing the ,r� Cityare the,,property..of`the City hof\Sunny Isles Beach and are subject to _ Public Record LAn aw. y*wriitten or.digital communication on a City device, email account, social media platform,etc., is considered discoverable under Florida Statue 119;pending certain exemptions as provided by law. C) EmployeeResponsibilities when using City Social Media Accounts: 1) No Ci y'employee)may establish any social media accounts in the name of or on behalf of the City or any City Department, unless the City Manager (or designee),and{the user's department director have approved the account and all information to be posted on the account is approved in writing. This requirement applies regardless of whether the account is established, accessed, or used by means of the City Communications Information Systems or by means of the employee's or other individual's information systems and regardless of whether the account is established, accessed or used on City or non-City premises. 2) Social media accounts established by the City or a City department are to be used only for official City related purposes. Use of such platforms for Policy 805:3—Use of Social Media Page 2 of 5 communications and postings that are not directly related to official City or department business is prohibited. 3) Employees are expected to be attentive and careful in their use of social media. Employees should be aware that their use of social media may be perceived as representing the City and City Government and should tailor their use accordingly. 4) Employees are prohibited from engaging in inappropriate use of social media accounts established by the City`or a City department. It is unacceptable for social media to be used-'in a°manner that does not comply with federal, state, and local laws and,regul"aions and City and department policies. Employees are expected to abidelby-the following guidelines: a) Respect copyright, trademark>or other intellectual property rights of any person or entity or otherwise violates their legal ownership interests. b) Refrain from the use of ethnic slurs, profanity,threats of violence, material that is/h'arassing, defamatory,, fraudulent, or discriminatory or other materialhat violate the City's Personnel Policies or any other federal, state or'local•-law'prohibiting,`mployment discrimination. N c) Refrain from the use\of sexually,explicit` images, cartoons, jokes, messages,�or\other distasteful material.that`violates the City's "Sexual a:dcother Harassment Policy"(PoliCy‘809:1) and the City's "Behavior of Employees Policy" (Polcy, 801:1) and any other applicable policies 7 min the\City s,,Personnel Policies and Procedures Manual; or any other :federal, state or local law prohibiting sexual harassment. d) Refrain''from p ting mater al which contains confidential information that compromises the security of City networks or information systems. Such confidential information includes, but is not limited to, information \that is protected under the Health Insurance Portability and Accountability Act (HIPAA) or other federal, state or local laws and regulations as well as social security numbers and other personally identifiable information. e) Refrain from violating the terms of use governing a social media account. 5) Employee Responsibilities when using Personal Social Media Accounts: a) This policy is not intended to govern an employee's establishment or use of personal social media accounts for personal purposes, outside of the workplace and using non-City information systems and networks. Policy 805:3—Use of Social Media Page 3 of 5 The City respects the free speech rights of all employees. However, employees are advised to be mindful of the information they post on social media accounts which can be viewed, forwarded, and shared by co-workers, supervisors and/or members of the public. b) Personal uses of social media may represent or have the appearance of representing City policy or to be on behalf of the City. For these reasons, City employees are expected to comply with all City and departmental policies as well as the following standards, when using personal social media accounts: i. Postings and user profiles/on'personal social media accounts must not state;imply that, the views, conclusions, statements or othrsocial media content are an official policy, statement, position, or communication.f. the City of Sunny Isles Beach or represent the''views of the`City or any City ✓ �:, ''� official �-- .,' °t. ii. Any employee'suser profile; biography or posting on a �� personal'social med'a,ccoun"t\tat identifies that person as a City employee must include�,,.a qualifying statement ^substantially 'the..follo ng form.)"The views I express on this sitespre my owneand do not reflect any official view or position <,,,,, of the City of Sunny Isles Beach." This includes professional . � •..social media platforms like Linkedin. 7 ....„„,',.,,,,,:N iiii ` Any ondu t that adversely affects an employee's job performance, the performance of fellow employees, or otherwisedversely affects the members of the public, people who\work for or on behalf of the City or the City's legitimate business interests may result in disciplinary action, up to and including termination. 6 iv. Use of the City's logo, seal, slogans or trademarks on personal blogs, social media postings, or as part of social media usernames or handles are strictly prohibited. v. Disclosure of confidential information regarding on-going law enforcement investigations or any information exempt from . Policy 805:3—Use of Social Media Page 4 of 5 disclosure under Florida's public records law are strictly prohibited. 6) Violation of this policy or other inappropriate or unlawful conduct will not be to disciplinary action upto and tolerated and maysubject the employee p rY including termination from employment. e/(:;\''' /1"\- \ : ., 7\''''' \\ -‘ \'\\\\\\\z, ey '. r � ,,NN \ \I 3,.‘) \,. r • "d 1 Policy 805:3—Use of Social Media Page 5 of 5 soo"1 r City of Sunny Isles Beach Personnel Policy•,, and Procedure GI'IG' f Policy Name MEDIA RELATIONS Policy Number 903:2 (NEW) Effective Date Revision Date(s) Prepared By (Title) Human Resources Director / Approved By (Title) City Manager PURPOSE: • To establish a policy regarding mediarelations', including all1nteraction with the media and response to media requests for information. Keeping in mindrthat.�communicating with the media is the same as communicate g with members of the .public. Media, both traditional (radio/TV/print) and social (online nd,smobile platforms),area filter through which the public received information concerning the City'. Media Relations is defined as communication with or informatioprbvided to all`'media, traditional and social, in any form, especially information that has the potential to generate numerous inquiries or � i . . " ongoing interest from the media or POLICY: 1) It is the policyy'of the City of Sunny Isles Beach to respond to news media questions or inquiries effectively, accurately and in a reasonable manner to share factual public informationrof`in.terest and importance to our residents, businesses, andevise ors. ti 2) Thee Office of City Manageris4rresponsible for the City's media relations, with the exception of public safety issues and concerns under the command of the Sunny Isles Beach Police Department. 3) The Office of City Manager will serve as the sole liaison with the media, either by responding to°r‘quieys for information or facilitating contact with the appropriate department managers, city personnel, or city contractors for response. Specific guidelines for responding to media requests will be as follows: Unless otherwise authorized, the City's spokespersons are: • City Manager, Deputy and Assistant City Managers; • Chief of Police or designated Public Information Officers (Police has specific media policies that govern their procedures); Policy 903:2—Media Relations Page 1 of 3 • The City Manager has sole authority to issue exceptions regarding spokespersons. 4) Except for media inquiries related to public safety issues involving the Sunny Isles Beach Police Department, all City employees must notify the Office of City Manager and the employee's Department Director about all TV, radio, newspaper, blog, or social media inquiries they receive. The City Clerk will notify the Office of the City Manager of any Public Records Requests initiatives by news organizations or known journalists. Detailed information about the media outlet or reporter's request must be provided, including Fttie,name, phone number, and email (if possible), nature of the injury, deadline, and any other relevant that will assist the Office of the City Manager in determining the appropriate and proper response. If a City employee is approached on the'street for a media interview or media request for information, they should,politely refer the requestor to the Office of City Manager, giving them the„phone number and email of the designated media relations contact within the Ofs a of the City Manager.:City employee may not provide information, interviews,\' or materials to the media without first 1 obtaining approval from the City Manager.or his'`designate. hal beinitiatedonly byhe Office of the City Manager's 5) Contact with the medias , _ designate or the City's Communications Manager. This includes outreach to traditional and social media for�in erviews, new releases, meetings with editors or editorial boards—Opinion/Editorial lettersetc. Departments seeking publicity through traditional-media or social'mediaa channels for official City events, should contact theCity's Communications s'early as possible, providing ample advance notice'to coordinate a strategy for release of public information. 6) City employees `o( 'Depart a ts, with the exception of Police as specifically foutlined"`in-their departmental policies regarding media relations, shall not initiate o tacts with\t ditional'or social-.news media contacts, or arrange news cconferences and\other mediia,/public events, without prior approval from the City Manager. 7) It is recognized that all employees have the right to their personal points of view regarding any issue, However, personal points of view may conflict with the City's official polic IN[hetefore, City employees who write letters to the editor of any media organization;``opinion content or commentary posts to official or social media platforms, may not use official City stationary, or their official city email accounts. If an employee chooses to identify as a City employee in a personal letter or email to the editor or any other media, he or she must include language which states that they do not speak for the City and the views expressed do not represent the City, but rather, are the employee's personally held opinions. Similar disclaimers must be given if an employee addresses a public meeting, participates in a media talk show or streaming online event, or is interviewed by the traditional or social media, unless the employee is officially representing the City at the City Manager's direction. Employees who represent the City in any of • Policy 903:2—Media Relations Page 2 of 3 the above forums must identify themselves as an official City spokesperson after obtaining prior approval from the City Manager. 8) Because the Police Department operates during off-business hours and weekends and their work generates a high number of media inquiries, that department has designated sworn personnel as media spokespersons and follow specific guidelines when releasing information concerning public safety and police matters. Any media inquiries to other City employees regarding police matters should be referred immediately to the Police Department's public Information Officer or Chief, or the Office of the City Manager, as appropriate. All information released to the media by the Police Department sh;.ould be provided immediately fi to the City Manager's Office and the Communications Manager. In the event of a major incident, the Office of the City Manager,;the,Communications Manager, and the Police Department's Public Information fficer'should be contacted as quickly as possible. ,, a 9) During a crisis or a major emergency (i.e. severe weather, event), the City Manager will determine whether and when to'activate the\City's Emergency Operations Center (EOC)- ..Thereafter,``the,,City's'Communication"Manager, will coordinate with the City'svvar'ous PIO S to coordinate the release of factual, public information to traditional and"social�.media outlets, including the City's own social media and public information'communication platforms. In the event additional resources are needed to han'dlecommunicating factual public information during a crisis, the Office..of tthe City Manager will initiate.contact with other municipalities, governmenl organizations, or con:tractors'willing�tosprovide these resources. \' \ ( ,....., 7:777'-'7" .\\,,,.\\::\\:- t7"-'''''',. ''',,, \\:\:.<, \ \\", ''''., \\/. i 1 1 • Policy 903:2—Media Relations Page 3 of 3 s''""4,4', City of Sunny isles Beach- 18070 Collins Avenue Sunny Isles Beach, Florida 33160 * Ai''CA9J SFL9�kOp5'.t. (305)947-0606 City Hall `Tr of Ns 0% (305)949-3113 Fax MEMORANDUM TO: The Honorable Mayor and City Commission VIA' Christopher J. Russo, City Manager FROM: Yael Londono, HR & Risk Management Director DATE: 5/16/2019 RE: Update Personnel Policies RECOMMENDATION: The attached policies have been updated or created as part of our ongoing review of the Personnel Policy Manual and are included for ratification. REASONS: We are in the process of doing a comprehensive review of the Personnel Policy Manual. Many of the personnel policies that are currently in place need to be updated in order to reflect the currently established practices of Human Resources as well as changes to State and Federal Laws, and new ones that need to be added. In the future, additional policies will be brought to the Commission for ratification on a periodic basis. ADDITIONAL INFORMATION: O -£ �.y r�.f,,r h al�..x �YTM�.aex# MPJ. � H.�y, +'ate t tk `)<iAtiT. a P itr 1'•\`[im 4.STS nr y S.tdt N l ets f4 r as} �7� s w Y 3„iYk; :.,.�_...da<.'»� :u�......s_�i..'�-,-ar_rr_...:�..� ....a.��,.r�.i � Clarifying date language;adding 1 504:1 Vacation Leave Revision language on pg 5 to be consistent with current practices. Clarifying date language;adding 2 504:2 Vacation Leave- Command Staff Revision language on pg 5 to be consistent with current practices. 51 3 805:3 Use of Social Media New New Policy-Establishing policy for use of Social Media New Policy-Establishing policy for 4 903:2 Media Relations New Media Relations ATTACHMENTS: Description Resolution 504:1 Vacations 504:2 Vacation Leave-Command Staff 805:3 - Use of Social Media 903:2, Media Relations Item Number: 10.C. : • . . - • 52