COMPENSATION, BENEFITS, AND CONDITIONS OF WORK.pdf

BOCA RATON POLICE SERVICES DEPARTMENT Departmental Standards Directive 22.100 COMPENSATION, BENEFITS, AND CONDITIONS OF WORK Revised: October 5, 2021 I. PURPOSE: The purpose of this departmental standards directive is to provide guidance to employees of the Boca Raton Police Services Department s...

BOCA RATON POLICE SERVICES DEPARTMENT Departmental Standards Directive 22.100 COMPENSATION, BENEFITS, AND CONDITIONS OF WORK Revised: October 5, 2021 I. PURPOSE: The purpose of this departmental standards directive is to provide guidance to employees of the Boca Raton Police Services Department seeking information related to employment, compensation, benefits, and conditions of work. II. POLICY: It is the policy of the Department to provide employees with compensation and benefits consistent with collective bargaining agreements, the City's personnel policies and procedures, and all applicable state and federal statutes regarding pay and working conditions. III. DEFINITIONS: Administrative Leave: Leave granted by the City for special circumstances, which is not to be considered punitive in nature. Collective Bargaining: A process, by which working conditions, benefits and compensation are reviewed, maintained, posted, and agreed upon during good faith negotiations between management and labor. Continuous Service Assignment: An eight (8) hour overtime shift per month made available to eligible bargaining unit members as per the Agreement between the City of Boca Raton and the Fraternal Order of Police Lodge 35. Dual Employment: Includes employment which is performed for any employer other than the City of Boca Raton. Dual employment is not extra-duty employment. Employee Assistance Program: A program contracted by the City to provide City employees and their dependents with services for a variety of personal or professional reasons. Essential Employee: Any employee who provides a vital and necessary role in operations of the City of Boca Raton during a declared emergency, or who provides support and assistance in a particular area necessary to prove core support to the City residents or employees of the City of Boca Raton during a declared emergency. Grievance: A complaint arising out of the interpretation, application, or compliance with the provisions of the Agreement between the City of Boca Raton and the Fraternal Order of Police Lodge 35 and the City Personnel Rules and Regulations. Effective Date: January 1, 1989 Revised: October 5, 2021 Compensation, Benefits, and Conditions of Work Directive No. 22.100 Page 1 of 19 Qualified Fitness Personnel: Department employees who have been specifically designated and trained to provide physical fitness training for all employees. IV. PROCEDURE: A. GENERAL INFORMATION: 1. Employees desiring specific information regarding employment compensation, benefits, and conditions of work should refer to the following: a. The Agreement between the City of Boca Raton and the Fraternal Order of Police Lodge 35 for law enforcement officers who are not considered exempt employees. b. The City Personnel Rules and Regulations and related Personnel Policy and Procedure Memoranda if the employee is in the classified or unclassified service and not covered by the Agreement between the City of Boca Raton and the Fraternal Order of Police Lodge 35. 2. In addition to the information set forth in the above documents, this directive provides policy and guidance regarding benefits and working conditions. B. SALARY PROGRAM: 1. The City strives to maintain a salary program that is competitive to obtain the most qualified employees. 2. The City reviews the salary program, inclusive of salary levels and differentials, on a yearly basis at a time that coincides with the yearly budget preparation. The review takes into consideration each position and any anticipated changes in salary levels or differentials that may occur. C. INCENTIVE PAY BENEFIT FOR LEOS: 1. The Professional Standards Bureau shall verify that all applicants for the academic incentive pay have a completed CJSTC Form 63, have graduated from an accredited college, university, or community college as defined by FSS 943.22, and have submitted an academic transcript. D. BENEFITS: 1. Benefits offered by the City to its employees are described in the City's Personnel Rules and Regulations, the Agreement between the City of Boca Raton and the Fraternal Order of Police Lodge 35, and/or the Employee Handbook. 2. In accordance with applicable directives, the division commanders or his/her designee may schedule overtime hours to best meet the needs of the Department or to provide extra personnel for a special event or emergency. Effective Date: January 1, 1989 Revised: October 5, 2021 Compensation, Benefits, and Conditions of Work Directive No. 22.100 Page 2 of 19 E. TEMPORARY ASSIGNMENT TO A HIGHER CLASSIFICATION: 1. Whenever an employee performs temporary work in a higher classification the employee shall be compensated as specified in the Agreement between the City of Boca Raton and the Fraternal Order of Police Lodge 35 and/or the City Personnel Rules and Regulations. 2. It shall be the responsibility of the employee’s supervisor to notify the police administrative specialist, by e-mail, the dates of the temporary reclassification. 3. The police administrative specialist will submit electronic status forms to the chief of police for approval. F. ON-CALL: 1. Scheduled on-call civilian employees shall be utilized to fill vacancies prior to utilizing mandatory overtime (MOT). 2. Employees called back to work shall be compensated according to the Agreement Between the City of Boca Raton and the Fraternal Order of Police Lodge 35 or the City’s Personnel Rules and Regulations as may be applicable. 3. Essential employees shall either be assigned a Department cell phone or provide the Department with an up-to-date phone number where the employee can be readily reached, and in which they can be contacted for callbacks and emergencies. 4. Employees must call their designated contact person by phone within thirty (30) minutes from being contacted. Following phone contact, the employee will be required to respond in person to the Department or actual site of the problem within thirty (30) minutes from said phone contact. G. EMPLOYEE CONTACT INFORMATION: 1. All Department employees shall ensure that up-to-date contact information to include home address, cellular telephone, and home telephone number (if applicable) is maintained in both the City’s Human Capital Management (HCM) system and the Department’s Records Management System. 2. Employees shall review his/her employee contact information for accuracy in the Records Management System by the end of January and June each year. 3. If an employee updates his/her contact information in the City’s self-service HCM system, he/she shall also complete a Change of Address form and forward it to the Professional Standards Bureau secretary. H. LIABILITY PROTECTION: 1. Liability protection and/or civil damage suits against employees of the organization are covered in Article 10 of the Agreement between the City of Boca Raton Effective Date: January 1, 1989 Revised: October 5, 2021 Compensation, Benefits, and Conditions of Work Directive No. 22.100 Page 3 of 19 and the Fraternal Order of Police Lodge 35, and City Personnel Rules and Regulations. Further guidance regarding civil actions against employees is provided in FSS 111.065 and 111.07. I. CLOTHING AND EQUIPMENT: 1. Provisions regarding clothing and equipment used by LEOs are covered in the Agreement between the City of Boca Raton and the Fraternal Order of Police Lodge 35. 2. Non-exempt civilian employees are paid a uniform maintenance allowance in April and October for the preceding six months. The allowance shall be prorated for employees who begin or end employment in each period. A steel toe shoe allowance, for applicable civilian employees, is not included in the bi-annual allowance and is paid yearly. 3. In March and September, the police administrative specialist will receive from a Human Resources Division representative, a copy of the previous uniform maintenance allowance, by division, and will verify eligibility from payroll sheets. Those employees who are no longer employed by the Department will be eliminated from the list. 4. The police administrative specialist shall have the list approved by the chief of police or his/her designee and submit it to Human Resources Division for processing. J. EDUCATIONAL BENEFITS: 1. Educational benefits provided to all employees include a tuition reimbursement program, the state salary incentive program for LEOs, and consideration of schedule adjustments to enable employees to attend courses. K. ADMINISTRATIVE LEAVE: 2.07 1. RELIEVED OF DUTY (ROD): a. A situation of a serious nature which may include, but is not limited to: i. Alleged criminal misconduct and/or arrest ii. Domestic violence investigations iii. Insubordination iv. Any potential threat to the safety of the employee or others v. Suspected drug or alcohol use while on duty vi. Any alleged conduct that may result in significant discipline, up to and including termination b. Effective Date: January 1, 1989 Revised: October 5, 2021 Process for relieved of duty status: Compensation, Benefits, and Conditions of Work Directive No. 22.100 Page 4 of 19 i. The memorandum shall be served by the Division Commander or his/her designee. ii. The employee shall be called to the office of the issuing authority to receive the “Relieved of Duty” memorandum. iii. The issuing authority shall review with the affected employee all stipulations and parameters of his/her relief from duty as enumerated in the memorandum. iv. The affected employee shall sign and date where specified, acknowledging he/she received the memorandum. v. During this meeting, the listed equipment shall be turned into the issuing authority. The returned equipment will include, but will not be limited to the following: a) All Department issued weapons and firearms b) Take home vehicle and all equipment assigned to the vehicle c) Laptop computer, tablet, cell phone, etc. d) Identification card and access card e) Badges f) Keys g) Portable radio h) Ballistic vest vi. A copy of the memorandum shall be given to the employee and the original shall be forwarded to the Chief’s Office for distribution. vii. A representative from the Chief’s Office shall be responsible for notifying the IT public safety manager and the intelligence led policing manager of the employee’s ROD status to ensure that access to all user accounts that access law enforcement data are temporarily suspended. c. Restrictions and requirements: i. An employee who is placed on ROD leave is not authorized admittance to City facilities, unless he/she is assigned to an escort, which shall be the employee’s supervisor or his/her designee. The same restricted admittance applies to the secured parking areas. Effective Date: January 1, 1989 Revised: October 5, 2021 Compensation, Benefits, and Conditions of Work Directive No. 22.100 Page 5 of 19 ii. The employee must remain at home between the hours of 0900 to 1700, Monday through Friday, with weekends and City approved holidays off. iii. Each Monday through Friday, the employee must report by telephone to the reporting supervisor as delineated in the memorandum. iv. If the employee must leave his/her residence for personal reasons (medical appointments included), the employee must call the reporting supervisor prior to departure and again upon return to his/her residence. The employee will use his/her accrued time (vacation, compensatory, holiday, sick, etc.) if he/she must leave his/her residence for personal reasons. v. The employee must honor all subpoenas and other court related requests. The employee shall notify the reporting supervisor prior to departure for the Department to pick up subpoenas and then again upon return to his/her residence. vi. The employee shall be required to attend any assigned Department business in plainclothes, and shall not be permitted to wear a uniform, carry a weapon, or display any Department identification while relieved of duty. vii. 2. Extra duty police employment shall be suspended. CRITICAL INCIDENT LEAVE: 2.07, 15.15 a. Leave granted in special circumstances, including but not limited to, when an employee is involved in incidents resulting in death or serious injury to another. b. Critical incident leave gives the employee time to allow the normal stress reaction to take its course without having the employee handle his/her usual workload at the same time. c. A longer period of leave may be mandatory at the discretion of the chief of police or his/her designee. d. In cases when an employee is involved in incidents resulting in death or serious injury to another, he/she will be referred to a contract psychologist or mental health counselor. Attendance at scheduled sessions is mandatory. e. The counseling/treatment shall not be related to any Department investigation of the incident and nothing discussed in the session shall be reported to the Department. The session, as well as any chaplain involved counseling sessions, shall remain protected by the psychotherapist/patient privilege to the extent allowed under Sections 90.503 and 90.505, Florida Statutes. Effective Date: January 1, 1989 Revised: October 5, 2021 Compensation, Benefits, and Conditions of Work Directive No. 22.100 Page 6 of 19 f. In cases where an employee is involved in incidents resulting in death or serious injury to another, the involved employee and his/her family will have available the services of the Department’s chaplain. g. The services of the Department’s Peer Support Team will be made available to the involved employee and his/her family. See Standard Operating Procedure 46.15 Peer Support Team for the legal and confidentiality obligations provided under FSS 111.09.) h. Process for critical incident leave: i. The employee will receive a memorandum from the Division Commander or his/her designee. ii. The issuing authority shall review with the affected employee all stipulations and parameters of his/her critical incident leave as enumerated in the memorandum. iii. The affected employee shall sign and date where specified, acknowledging he/she received the memorandum. iv. A copy of the memorandum shall be given to the employee and the original shall be forwarded to the Chief’s Office for distribution. i. Restrictions and requirements: i. The employee must remain at home between the hours of 0900 to 1700, Monday through Friday, with weekends and City approved holidays off. ii. Each Monday through Friday, the employee must report by telephone to the reporting supervisor as delineated in the memorandum. iii. If the employee must leave his/her residence for personal reasons medical appointments included), the employee must call the reporting supervisor prior to departure and again upon return to his/her residence. The employees will use his/her accrued time (vacation, compensatory, Holiday Options, sick, etc.) if he/she must leave his/her residence for personal reasons. iv. The employee must honor all subpoenas and other court related requests. v. The employee shall be required to attend any assigned Department business. vi. Effective Date: January 1, 1989 Revised: October 5, 2021 Extra duty police employment shall be suspended. Compensation, Benefits, and Conditions of Work Directive No. 22.100 Page 7 of 19 L. MILITARY LEAVE AND MILITARY SERVICE REINTEGRATION: 1. For details on military leave and military service reintegration, see Departmental Standards Directive 22.105 Military Service. M. CHAPLAIN PROGRAM: 1. The Department maintains a Chaplain Program that provides services to all employees and their family members for counseling and ministerial services, as well as for critical incident situations. See Departmental Standards Directive 22.910 Police Chaplain Program. N. EMPLOYEE ASSISTANCE PROGRAM (EAP): 1. The City has an Employee Assistance Program to provide City employees with free sessions of counseling for a variety of personal or professional reasons including drug and alcohol dependency, marital or family problems, financial difficulties, and work-related problems. Employees and their dependents are eligible to participate in the EAP. 2. All new employees of the Department will attend a City orientation where services of the EAP are discussed. For more information on EAP services, see the Human Resources section on the City Intranet. 3. Employees are assured that if personal problems are the cause of unsatisfactory job performance, he/she will be offered appropriate assistance. An employee’s referral to EAP may either be voluntary, in which the employee elects to participate in the program, or it may be a mandatory referral. a. Time off may be granted for treatment or rehabilitation consistent with the City’s leave benefits. b. The Human Resources Division shall be the point of contact with supervisors for mandatory referrals. c. When appropriate, the supervisor shall review performance and/or attendance problems with the employee’s bureau commander and provide updates as needed. 4. Appropriate measures shall be taken to ensure confidentiality of records for employees admitted to the program, according to established agency directives, personnel guidelines, and state and federal regulations. 5. Upon appointment to a supervisory role, the employee shall receive training on the EAP program that includes information about the supervisor’s role and responsibility, identifying employee behaviors that would indicate the existence of employee concerns, and problems and issues that will prevent an employee from functioning effectively in the workplace. This training will be documented in the Supervisor Training Manual. Effective Date: January 1, 1989 Revised: October 5, 2021 Compensation, Benefits, and Conditions of Work Directive No. 22.100 Page 8 of 19 O. POST TRAUMATIC STRESS AND MENTAL HEALTH AWARENESS: 1. Employees shall receive in-service training related to mental health awareness, prevention, mitigation, and treatment to include Post-Traumatic Stress Disorder. 10.16 P. CITY EMPLOYMENT PHYSICAL FITNESS GUIDELINES: 1. All applicants for positions in the City shall undergo a pre-employment medical examination. 2. All bargaining unit members shall undergo a physical examination once a year, which is at the employee’s time and expense. The employee shall provide a copy of the results to the Training Unit sergeant, via the employee’s chain of command, within thirty days of the examination. 3. All bargaining unit members shall be required to pass an annual physical abilities test as provided for in the Agreement between the City of Boca Raton and the Fraternal Order of Police Lodge 35. 4. Employees who fail to achieve the passing standard will comply with the retake provisions as specified in the Agreement between the City of Boca Raton and the Fraternal Order of Police Lodge 35. Q. EMPLOYEE WELLNESS PROGRAM: 1. The Department subscribes to an employee wellness philosophy and fosters an attitude for well-being. For information on the Employee Wellness Program, see Standard Operating Procedure 22.04 Employee Wellness Program. R. VOLUNTARY ANNUAL FITNESS TESTING: 1. The Training Unit provides voluntary fitness testing for all LEOs. See Appendix C for the fitness test standards. 2. LEOs achieving a score of “Exceeds” on his/her voluntary fitness test will earn a total of eight (8) hours of administrative leave after submitting a request for leave and verification from the Training Unit. The eight (8) hours of administrative leave must be used within twelve months of the achievement. 3. LEOs achieving a score of “Outstanding” on his/her voluntary fitness test will earn a total of twelve (12) hours of administrative leave and a fitness award to be worn on the uniform. The 12 hours of administrative leave must be used within twelve months of the achievement. 4. Voluntary fitness testing is offered throughout the year. Administrative leave can only be earned once per calendar year and not within the last six months. Effective Date: January 1, 1989 Revised: October 5, 2021 Compensation, Benefits, and Conditions of Work Directive No. 22.100 Page 9 of 19 S. EXERCISE FACILITIES: 1. All employees may utilize the exercise facilities located at the Police Department, and the 6500 Building, after receiving instruction on the use of the equipment and signing a liability waiver. 2. LEOs will be permitted to exercise on duty in accordance with the following guidelines: a. LEOs working a 12-hour, or 10-hour shift may exercise on duty during his/her meal period, only with his/her supervisor’s approval and as operational commitments allow. b. LEOs working an eight-hour shift may exercise on duty, only with his/her supervisor’s approval and as operational commitments allow, for a maximum of three hours each workweek. There shall be no more than one exercise session per shift and no session shall exceed one hour in duration. c. LEOs may workout at the Department’s exercise rooms or any licensed physical fitness facility located within the jurisdictional boundaries of the City of Boca Raton. d. LEOs may jog outside of the Police Department or 6500 Building only under the following conditions: i. The LEO shall only jog on the approved routes included in Appendix B Run Routes. ii. The LEO shall notify dispatch by radio of his/her specific route number and it shall be documented in the CAD system. e. LEOs shall be immediately available for recall to duty via radio or telephone at all times while exercising. f. LEOs shall advise Communications of his/her location upon arrival at the exercise sites. g. LEOs shall be required to lock his/her firearms and Taser inside the trunk of his/her vehicles or keep this equipment on his/her person. LEOs shall not leave his/her firearms or Taser locked inside a locker unless he/she is exercising at the Department exercise rooms. 3. Employees on light duty shall follow the guidelines in Departmental Standards Directive 12.900 Light Duty regarding exercise. 4. Exercising on duty is a privilege that can be revoked at any time. 5. LEOs will be allowed to wear appropriate gym attire during his/her exercise periods. Effective Date: January 1, 1989 Revised: October 5, 2021 Compensation, Benefits, and Conditions of Work Directive No. 22.100 Page 10 of 19 6. Civilian employees shall adhere to the City's policies for gym usage as found in the Policies and Procedures Memoranda. T. MEALS AND BREAKS: 1. Employees shall not take meal periods or breaks during the first or last hour of duty without supervisory approval. 2. There shall be no more than one meal period and one break during a shift. 3. LEOs working a 12-hour or 10-hour shift shall adhere to the following guidelines: a. The compensated meal period shall be no more than 75 minutes, which includes travel time. b. 4. The break shall be no more than 20 minutes. LEOs working an eight-hour shift shall adhere to the following guidelines: a. The compensated meal period shall be no more than 45 minutes, which includes travel time. b. The break shall be no more than 15 minutes. 5. The bureau commander or his/her designee will determine meal periods for major events or other assignments of significant duration. 6. Civilian employees shall adhere to the following guidelines: a. Community service officers and supervisors, crime scene technicians and supervisors, evidence custodians and supervisors, latent fingerprint examiner, BPL technicians and supervisor, crime analysts, real time command center technicians and records clerks and supervisors will have a 30-minute uncompensated meal period. b. Public safety dispatchers, public safety call-takers, and supervisors who work 12-hour days will have a one-hour compensated meal period. Public safety call takers who work 8-hour days will have a 30-minute compensated meal period. c. All other civilian employees will have a one-hour uncompensated meal period. d. Any other individual meal period adjustments must be approved by the division commander or his/her designee. e. There shall be no more than one compensated 15-minute break during a shift. While on breaks, civilian employees shall keep his/her radios turned on and shall be subject to calls. Effective Date: January 1, 1989 Revised: October 5, 2021 Compensation, Benefits, and Conditions of Work Directive No. 22.100 Page 11 of 19 7. Meal periods are assigned by the public safety dispatcher on a first come, first served basis. 8. LEOs shall remain in assigned zones until cleared for a meal period. 9. While on meal periods or breaks, LEOs shall keep his/her radios turned on and shall be subject to call. 10. There shall be no allotted travel time for breaks. Uniformed first responders (patrol officers, community service officers, tactical patrol officers, motor officers, traffic officers, K-9 officers, and marine officers) will request to “Clear 10-10” and give his/her exact location at the time he/she are cleared by Communications. 11. LEOs shall take breaks in his/her assigned zone or an adjacent zone. 12. There shall be no more than four uniformed employees in the same business at the same time for meal periods and/or breaks. 13. There shall be no more than two marked vehicles in a parking area adjacent to a business while the employees are at meal periods and/or breaks. 14. Uniformed first responders (patrol officers, community service officers, tactical patrol officers, motor officers, traffic officers, K-9 officers, and marine officers) shall advise Communications by radio of exact locations upon his/her arrival at the meal period or 15-minute break sites. 15. If an employee takes a meal period or break at the Department, food shall be consumed in the lunchroom or other areas not in public view. 16. Employees are responsible for cleaning up the area after his/her meal periods or breaks. U. DUAL EMPLOYMENT: 2.10 1. Employees of the Department may engage in dual employment provided they adhere to the following guidelines: a. Dual employment outside City government during those hours in which the employee is required to work by and for the City is prohibited. b. Dual employment may be performed at times other than the employee's working hours provided it does not interfere with the ability or availability of the employee to perform assigned duties. c. Dual employment may be performed at times other than the employee's working hours, provided that such employment shall not involve an activity that could result in a conflict of interest that would compromise an employee's ability to provide police service to the community. Effective Date: January 1, 1989 Revised: October 5, 2021 Compensation, Benefits, and Conditions of Work Directive No. 22.100 Page 12 of 19 d. Employees shall complete a Dual Employment Request for Authorization Form to be submitted to the chief of police through the chain of command for review and approval by the City Manager or his/her designee. The employee shall provide information on the dual employment situation including the employer, a description of the work, the hours, and duration of the employment when completing the form. After the form is submitted, the employee shall wait for approval before commencing work or accepting employment. 2. Reserve military duty shall be exempt from this policy and shall not be considered as dual employment. 3. Employees of the Department shall not engage in any of the following types of dual employment: a. Any employment where the sale of liquor is the principal business b. Any employment that requires the service of civil process c. Any employment by any other municipality or political subdivision of this State, except with the express permission of the City d. Employment as bill collectors e. Employment involving the repossession of merchandise f. Any employment as a private investigator g. Any employment in association with the services of bail bondsman h. Any employment that may necessitate access to police information, records files, or correspondence i. Any employment involving private or personal security j. Any employment that reflects adversely on the City of Boca Raton 4. No employee, while working for a private employer, shall rent, lease or sell any goods or services to the City of Boca Raton per FSS 112.313, unless exempted by FSS 112.313(12). 5. Employees shall not accept employment or engage in any business or professional activity that might reasonably be expected to require or induce disclosure of confidential information acquired by him/her as a result of his/her official position. 6. Employees shall not accept employment or engage in any business or professional activity that might impair his/her independence or judgment otherwise interfere with the full and faithful performance of his/her public duties. Effective Date: January 1, 1989 Revised: October 5, 2021 Compensation, Benefits, and Conditions of Work Directive No. 22.100 Page 13 of 19 7. Employees shall not engage in any outside employment prohibited by Florida State Statutes, federal law, City ordinance, or Department directive. V. EXTRA-DUTY DETAILS: 1. For information on extra-duty details, see Standard Operating Procedure 22.01 Extra-Duty Details. W. CONTINUOUS SERVICE ASSIGNMENT (18+): 1. Continuous service assignments shall be governed by the appropriate article in the Agreement between the City of Boca Raton and the Fraternal Order of Police Lodge 35. 2. LEOs must meet all of the provisions of the appropriate article of the Agreement between the City of Boca Raton and the Fraternal Order of Police Lodge 35 to be eligible for an assignment. 3. LEOs who choose to work a continuous service assignment (18+), must request an assignment from his/her bureau/district commander in an email, copying his/her chain of command no later than the 20th day of the preceding month. 4. Bureau/district commanders shall assign the requesting LEO (1) eight-hour shift that meets the needs of the Department. 5. The assignment cannot be modified or cancelled without permission from the assigning bureau/district commander. X. PROVISION FOR NON-PATROL 84 HOUR SCHEDULE. 1. LEOs must meet all of the provisions of the appropriate article in the Agreement between the City of Boca Raton and the Fraternal Order of Police Lodge 35 to be eligible to work an 84-hour, two-week pay schedule. Eligibility is based on being within three years of qualifying for normal retirement. 2. Eligible LEO’s must request to work an 84-hour, two-week pay scheduled via memorandum to the Chief of Police or his /her designee through the chain of command. The work schedule will be determined by the bureau or district commander. 3. Once approved, the 84-hour pay period will remain in effect until the LEO enters the DROP or ends employment. The LEO must notify the Chief of Police or his/her designee via memorandum through the chain of command once the DROP period begins. 4. Prior to approval, the Division Commander shall ensure LEO eligibility with the pension administration. Effective Date: January 1, 1989 Revised: October 5, 2021 Compensation, Benefits, and Conditions of Work Directive No. 22.100 Page 14 of 19 Y. CRASH FREE BONUS: 1. A bi-annual crash-free bonus is awarded to all eligible LEOs as required by the Agreement between the City of Boca Raton and the Fraternal Order of Police Lodge 35. a. Eligible LEOs must not have had a preventable crash to receive the crashfree bonus. b. The police administrative specialist will be responsible for processing biannual payment of the crash-free bonus. c. The police administrative specialist will obtain a current list of LEOs and be responsible for the following: i. Obtain a list of crashes by division ii. Indicate any LEOs who are not eligible on the current list iii. Have the eligibility list approved by the chief of police or his/her designee iv. Z. Submit the list to payroll for processing SICK LEAVE: 1. GENERAL: a. The City provides the benefit of sick leave to the employee to be used for personal illness, injury, legal quarantine or sickness or injury within the immediate family. Employees claiming sick leave except for the reasons stated above or claiming sick leave to the extent that the amount of the absence becomes an abuse of the sick leave benefit shall be subject to disciplinary action. b. If an employee shows up for work sick, his/her supervisor will send him/her home and the employee’s sick leave will be used. 2. EMPLOYEE RESPONSIBILITY: a. Any employee who is unable to report for scheduled duty shall personally notify his/her supervisor or the on-duty watch commander, stating the reason and the expected date and time of return. b. Notification shall be accomplished as early as practicable. c. An employee shall not feign illness or injury. d. If injured or ill, the employee shall remain at his/her residence during his/her normal duty hours, except to consult a physician, attend a medical facility, or obtain prescriptions. Effective Date: January 1, 1989 Revised: October 5, 2021 Compensation, Benefits, and Conditions of Work Directive No. 22.100 Page 15 of 19 e. If convalescence is to be at a location other than his/her residence, the employee shall notify his/her supervisor. f. 3. No employee shall be absent when leave has not been granted. SUPERVISOR’S RESPONSIBILITIES: a. It is the responsibility of the employee's supervisor to exercise concern over the well-being of his/her employees and ensure that employees are not abusing sick leave. b. An employee shall submit a satisfactory medical certification to his/her supervisor from a physician within timeframes established by the Agreement between the City of Boca Raton and the Fraternal Order of Police Lodge 35 and/or the City’s Personnel Rules and Regulations before any additional use of sick leave can be authorized. c. The medical documentation shall state the status of the employee, including the following: i. Employee has recovered enough to return to work. ii. Employee is still too ill to return to duty. iii. Employee may return to work in a light duty status, provided the procedures in Departmental Standards Directive 12.900 Light Duty Assignment are followed. d. Employees may expect a personal visit by a supervisor during the tour of duty for which they call in sick. i. Personal visits may occur on the following day tour if employee calls in for the midnight shift. ii. The supervisor may, after visiting the sick employee, submit a memorandum that documents his or her observations to the division commander. 4. LEAVE BANKS: a. An employee may request a leave bank once all his/her leave has been exhausted. b. An employee may request a leave bank once per fiscal year. c. The request for a leave bank will be a memo to the chief of police via the chain of command. d. Leave banks are granted at the discretion of the chief of police. e. Once granted, leave donations will be accepted for a period of 30 days. Effective Date: January 1, 1989 Revised: October 5, 2021 Compensation, Benefits, and Conditions of Work Directive No. 22.100 Page 16 of 19 5. MEDICAL APPOINTMENTS: a. Up to a maximum of eight hours of sick leave may be authorized in a fiscal year for personal appointments with doctors, dentists, or other recognized practitioners when it is not possible to schedule the appointments during off-duty hours. b. Pre-scheduled medical and dental appointments under the eight-hour threshold, with at least one-weeks’ notice, will not be cause to lower the employee’s performance evaluation rating in the category of Attendance and Punctuality. AA. REQUESTS FOR LEAVE: 1. All requests for leave shall be entered into the City’s or Department’s (see Standard Operating Procedure 22.03 Employee Scheduling System) applicable scheduling and leave software system. 2. The supervisor, who is responsible for the time covered in the leave request, shall approve or deny the request for leave. All approvals will be completed in the City’s or Department’s applicable scheduling and leave software system. All requests will continue up the requester’s chain of command for approval or denial to the appropriate level as determined by the City’s or Department’s applicable scheduling and leave software system. 3. If applicable, requests for leave shall be considered as outlined in the Agreement between the City of Boca Raton and the Fraternal Order of Police Lodge 35. 4. If the employee is not able to enter a request into the City’s or Department’s applicable scheduling and leave software system due to uncontrollable circumstances, it is the supervisor’s responsibility to enter the request on a daily basis or for the duration of the absence, if known. 5. Requests for leave requiring an exchange of time will be conducted as outlined in the Agreement between the City of Boca Raton and the Fraternal Order of Police Lodge 35. 6. Exchanges of time will be entered into the Department’s applicable scheduling and leave software system BB. OVERTIME: 1. If applicable, overtime submittals shall be considered as outlined in the Agreement between the City of Boca Raton and the Fraternal Order of Police Lodge 35. 2. All overtime submittals shall be submitted into the City’s or Department’s applicable scheduling and leave software system. Effective Date: January 1, 1989 Revised: October 5, 2021 Compensation, Benefits, and Conditions of Work Directive No. 22.100 Page 17 of 19 3. All overtime submittals shall be made immediately after the end of the overtime period unless a delay is approved by a supervisor. CC. COLLECTIVE BARGAINING: 1. Collective bargaining shall be outlined in the Agreement between the City of Boca Raton and the Fraternal Order of Police Lodge 35. DD. GRIEVANCES: 1. PROCEDURES: a. Bargaining employees shall follow the grievance procedures outlined in the Agreement between the City of Boca Raton and the Fraternal Order of Police Lodge 35. 6.01 b. Non-bargaining employees shall follow the grievance procedures outlined in Article 15 of the City's Personal Rules and Regulations for nonbargaining employees. The following information, at a minimum, shall be provided when filing a grievance: 6.01 i. A statement of the grievance, including date of occurrence, and the details and facts upon which the grievance is based. ii. The action, remedy, or solution requested. c. Supervisors responding to grievances shall acknowledge receipt of grievances by noting the time, date, and person receiving the grievance. 6.01 2. APPEAL OF DECISION: a. Appeal of the decision is guided by the procedures set forth in the City’s Personnel Rules and Regulations for non-bargaining unit employees or the Agreement between the City of Boca Raton and the FOP for bargaining unit employees. 6.03 3. GRIEVANCE RECORDS AND ANALYSIS: a. The Professional Standards Bureau (PSB) commander is responsible for coordination of the grievance procedures with the Human Resources Division. 6.02 b. The PSB commander shall maintain and control all grievance records in a secure area. Access to grievance records shall be limited and in accordance with applicable laws. 6.02 Effective Date: January 1, 1989 Revised: October 5, 2021 Compensation, Benefits, and Conditions of Work Directive No. 22.100 Page 18 of 19 c. The PSB commander or his/her designee shall be responsible for completing an annual analysis of all grievances as well as supporting policies and practices to be submitted to the chief of police. Approved: Michele Miuccio Chief of Police Effective Date: January 1, 1989 Revised: October 5, 2021 Date: Compensation, Benefits, and Conditions of Work Directive No. 22.100 Page 19 of 19