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GOLDEN EMPIRE COUNCIL PROFESSIONAL STAFF

EMPLOYEE HANDBOOK

September 2005

2005 Printing. Human Resources. Boy Scouts of America

This handbook contains the present personnel policies and practices of the Golden Empire Council and is provided for the guidance of its employees. These policies and practices may be changed without notice. None of the policies or practices described in this handbook constitutes or should be relied on as a contractual obligation of the Golden Empire Council to its employees or to any other persons. In addition, nothing in this handbook guarantees any specific term of employment or otherwise limits the right of the Golden Empire Councilor its employees to terminate their relationship at any time with or without reason.

PROFESSIONALISM

A dictionary defines professionalism as "the conduct, aims, or qualities that characterize or mark a profession or a professional person."

In any field, the characteristics which distinguish the professional are:

1. The manner of personal conduct

2. Dedication to motivation goals

3. The value placed on personal contributions

4. The respect held for the contributions of others

In Scouting, professionalism also requires a belief that every professional position is an integral part of a movement whose purpose is to provide an ever-increasing number of youth with a quality program for developing character, personal fitness, and qualities of good citizenship through chartered organizations.

Personal example, dedication to the common goal of the movement, and pride in being a part of its outreach marks a professional Scouter.

SECTION I -- EMPLOYMENT

Professional Employment Defined, Page 1-1

Equal Employment Opportunity, Pages 1-1

Unlawful Harassment Prevention, Pages 1-1, 1-2

Complaint Procedure, Page 1-2

Investigation of Complaints, Page 1-3

Disciplinary Action, Page 1-3

Open Door Policy, Page 1-3

Employment Letter, Page 1-4

Position Description and Critical Achievements, Pages 1-4

Position Classification, Page 1-4

Performance Reviews, Pages 1-4, 1-5

Promotions and Transfer of Professionals, Page 1-5

Training, Page 1-6

Uniforms, Page 1-6

Workweek, Page 1-6

Pay Periods, Page 1-6

Salary Adjustments, Page 1-7

Expense Reimbursement, Page 1-7

SECTION 2 -- COUNCIL REGULATIONS

Employment at Will, Page 2-1

Suspension of Employment, Page 2-1

Recommissioning of Former Commissioned Professional Employees, Pages 2-1,2-2

General Rules and Regulations, Pages 2-2, 2-3, 2-4

Personal Appearance, Page 2-4

Substance Abuse, Pages 2-4, 2-5

Selling, Soliciting, Distributing, Page 2-5

Confidential Information, Pages 2-5, 2-6

Conflicts of Interest, Page 2-6

Employment of Relatives (Favoritism), Pages 2-6, 2-7

Smoking, Page 2-7

Telephone Regulations, Page 2-7

Visitors, Page 2-7

Unauthorized Absences, Page 2-7

Attendance Records, Page 2-7

Changes in Personal Information, Page 2-8

Community Activity, Page 2-8

Tenure, Page 2-8

United Way Campaign, Page 2-8

Use of Council Resources and Property, Pages 2-8, 2-9

Copyright Policy, Page 2-9

SECTION 3 -- HOLIDAYS, V ACATrONS, LEA YES

Holiday Observance, Page 3-1

Bereavement Leave, Page 3-1

Jury Duty, Page 3-2

Marriage Leave, Page 3-2

Military Leave and Active Reserve or National Guard Service, Page 3-2

Sick Leave, Page 3-3

Reporting after an Illness Medical Condition or Injury, Page 3-3

Salary Continuation During Periods of Medical Conditions(lncluding Pregnancy), Pages 3-3,3-4

Inability to Work Because of Medical Condition (Including Pregnancy), Pages 3-4, 3-5

Reinstatement after Absences Caused by Illness, Medical Condition, Injury, or Suspension, Page 3-5

Vacations, Pages 3-5, 3-6

Volunteer BSA Service, Pages 3-6, 3-7

Volunteer Firefighter and Rescue Squad Members, Page 3-7

Voting Time, Page 3-7

SECTION 4 -- INSURANCE AND RETIREMENT PLANS

Insurances, Page 4-l

Retirement Options, Page 4-1

Employee Assistance Program (EAP), Page 4-1

EMPLOYMENT

This handbook is intended to inform employees of conditions of employment that presently are in force. It is not intended to create any contractual rights in favor of you or the Council. This council reserves the unilateral right to change, without notice, any of the provisions at any time and in any manner it believes to be in the Golden Empire Council's best interest.

Professional* Employment Defined

There are two categories of professional council employment. All policies contained in this handbook apply equally to both categories.

Professional Trainee. A registered, full-time, exempt* employee serving as a trainee in an approved entry-level professional position whose application for professional service has been approved by the Human Resources Administration Division and who has been assigned to a Professional Development Level-l class.

Professional. A registered, full-time, exempt* employee who is commissioned to serve in an approved professional position by having successfully completed formal training in a Professional Development Level-l class, National Executive Institute or a National Training School.

* Exempt employees - are not subject to the overtime requirements of the Fair Labor Standards Act.

Equal Employment Opportunity

The Golden Empire Council is an equal opportunity employer and maintains a policy of nondiscrimination with respect to all employees and applicants for employment. All personnel actions, such as recruitment, hiring, training, promotion, transfer, layoff, recall, compensation and benefits, discipline, tennination of employment, and educational, recreational, and social programs are administered without regard to race, color, sex, religion, national origin, age, or physical or mental disability of otherwise qualified individuals, or membership or application for membership in a uniformed service. Employment decisions, subject to the legitimate business requirements of the Council, are based solely on the individual's qualifications, merit, and perfonnance.

Unlawful Harassment Prevention

The Golden Empire Council does not tolerate harassment of any of our employees, members of the, public, vendors, or suppliers. Any fonn of harassment that violates federal, state or local law, including, but not limited to, harassment related to an individual's race, religion, color, sex,

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Unlawful Harassment Prevention (continued)

gender, national origin, ancestry, citizenship status, uniformed service member status, marital status, pregnancy, age, medical condition (cancer-related or HIV/AIDS related), or physical or emotional disabllity is a violation of this pollcy and will be treated as a disciplinary matter. For these purposes the term "harassment" includes slurs and any other offensi ve remarks, jokes, and other verbal, graphic, or physical conduct.

In addition, to the above listed conduct, "sexual harassment" can also include the following examples of unacceptable behavior:

'. '"Unwanted sexual advances

• Offering an employment benefit (such as a raise or promotion or assistance with one's career) in exchange for sexual favors, or threatening an employment detriment (such as termination, demotion, or disciplinary action) for an employee's failure to engage in sexual activity

• Visual conduct, such as leering, making sexual gestures, displaying of sexually suggestive objects or pictures, cartoons, or posters

• Verbal abuse of a sexual nature, graphic verbal commentaries about an individual's body, sexually degrading words used to describe an individual, suggestive or obscene letters, notes, or invitations

• Physical conduct, such as touching, assault, impeding, or blocking movements

Harassment of employees in connection with their work by non-employees may also be a violation of policy. Any employee who experiences harassment by a non-employee, or who observes harassment of an employee by a non-employee, should report such harassment to his or her supervisor, Scout executive, or council president.

Harassment of members of the public, including employees of vendors or suppliers, by our employees is also strictly prohibited. Such harassment includes sexual advances, verbal or physical conduct of a sexual nature, sexual comments, and insults related to gender, race, religion, color, national origin, ancestry, citizenship status, uniformed service membership, age, medical condition (including pregnancy), and emotional, physical, or medical disability. Any such harassment will subject an employee to disciplinary action, up to and including immediate discharge.

Complaint Procedure

If you feel that you are being harassed by another employee, you should immediately notify your supervisor. If an employee does not feel the matter can be discussed with his/her supervisor, s/he should contact either of the following:

• Scout executive

• Council president

Employee notification about the problem is essential. Therefore, it is every employee's responsibility to bring those kinds of problems to the attention of management so that necessary steps can be taken to correct the problem.

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Complaint Procedure (continued)

An employee who reports an alleged violation of this policy in an appropriate manner will not be subject to adverse employment action because of the complaint. However, false accusations of harassment or other unlawful behavior can be damaging to an accused employee and disruptive to the operations of the council. Thus, false accusations made knowingly may constitut.e misconduct for which disciplinary action may be imposed.

Invesqgation of Complaints

All complaints of harassment that are reported to management will be investigated promptly and thoroughly, and cOITective action will be taken where warranted. The council prohibits employees from hindering our own internal investigations and our internal complaint procedure. All reported complaints of harassment will be treated with as much confidentiality as possible, consistent with the need to conduct an adequate investigation.

Disciplinary Action

It is the responsibility of each employee to ensure adherence to the Unlawful Harassment Prevention Policy. Any employee found to have violated the policy will be subject to appropriate disciplinary action, up to and including termination of employment, depending on the severi ty of the offense.

In addition, harassers can be personally liable in a civil action for unlawful harassment of a coworker, supervisor, or a third party who was harassed while job duties were being performed.

All employees and volunteers should be required to complete the Golden Empire Council's Unlawful Harassment Prevention training program.

If you have any questions about what constitutes harassing behavior, contact the National Council director, Human Resources Administration; the National Council director, Employee Relations; or the National Council deputy legal counsel.

Open Door Policy

It is the policy of the Golden Empire Council to maintain an open door at all management levels to assure employees an avenue through which job-related problems may be heard and resolved.

Problems should be discussed first with the staff leader. If the employee believes that a complaint cannot be properly addressed by his or her staff leader for any reason, or if the staff leader does not solve the problem, s/he is strongly urged and encouraged to contact any of the following: Scout Executive; Council President; or Council Vice President.

As a commissioned professional, your employment is with the Golden Empire Council, however, if you feel it necessary, you can discuss problems regarding your commission with the area director, regional human resources director, or the director of Human Resources Administration at the national office.

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Employment Letter

To ensure mutual understanding of position title, beginning salary, starting date, staff leadership, and other pel1inent conditions of employment, four copies of a letter of employment will be prepared for a new employee and for subsequent changes in position.

Employment, promotion, or transfer will not become effective until the employee returns three signed copies to the designated individual.

PositioIil)escription and Critical Achievements

In order to maintain a personnel system which follows good management practices in logical and effective planning and which places accountability for setting and reaching objectives, the Boy Scouts of America and this council require that each commissioned professional position has a written position description and critical achievements, prepared by the employee and the staff leader and updated at least annually.

The Position Description describes the concept, objectives, and essential functions of the position and defines the specifics of responsibility and authority.

The Critical Achievements ensure a mutual understanding of priorities, expected results and tim:~>

frames, and provide the basis upon which achievement can be planned and evaluated.

Up-to-date copies should be provided to each employee.

Position Classification

Each professional position has been classified according to the influence and responsibility assumed, the difficulty of performing assignments, and the knowledge and skills required. A minimum and maximum salary has been established for each classification.

Performance Reviews

The Golden Empire Council requires that the following actions occur for all commissioned professional employees of the movement:

• Discussion of and communication of performance expectations (critical achievements) between the staff member and the staff leader at the beginning of the performance period.

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Performance Reviews (continued)

• Coaching and development of the staff member's skills toward his or her ability to achieve the performance expectations of this period.

• Interim reviews, at least qualterly, conducted by the staff leader to discuss progress and coaching plans and to give perfom1ance feedback.

• An annual review by the staff leader of the staff member's performance against expectations. In most instances it is done at the end of the calendar year. It can be scheduled to coincide wLth the anniversary of the date the employee assumed his or her current assignment.

The purpose of the review system is to officially document the employee's performance, to recognize accomplishments related to critical achievements, and to set plans in motion to accomplish objectives for the following 12-month period.

Promotions and Transfers of Professionals

Promotion. A move upward in position classification of one or more classifications with a salary increase; or a move to a position that requires additional knowledge and skill, opens new opportunities for personal development, and includes a salary increase but does not include an upward move in classification. A change in title is not a promotion unless it meets the above criteria.

Promotion will be made on the basis of performance which has met or exceeded mInimum requirements of the position and the achievement of objectives in the professional's present assignment. The basis for evaluation will be the position description and the critical achievements, mutually agreed upon by the commissioned professional and his/her staff leader. Additional consideration to current performance will include the individual's past experience, overall professional competence, demonstrated ability, career record, and qualifications for the new position.

Length of time in the current position is also an important consideration. The commissioned professional should remain long enough in his/her assignment to realize the successes and to be identified and involved with the community and the volunteers.

Transfer. A lateral or downward move in position classification with no increase in salary.

Transfers may be instituted at the option of the employee or the organization and may be desirable for long-range development and personal growth of the individual or necessary because of organizational changes. Such a move does not necessarily preclude consideration for future promotion opportunities.

While most first promotions or transfers take place within the Council, subsequent moves may require the professional employee to relocate.

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Training

Professional employees are expected to accept opportunities to participate in scheduled Council training conferences, courses, and seminars, and subject to executive board approval, will be reimbursed for expenses.

Uniforms

It is required that each professional holding a commission from the Boy Scouts of America Purch;;ls.ean official uniform with the appropriate insignia(s). The uniform is to be worn at all omcial national, regional, and Council meetings, training and teaching sessions, and whenever appropriate or on special occasions as designated by the Scout executive or his authorized representati ve.

Pre-Professionals and supervisor-administrators who attend official meetings or training sessions or who have contact with groups of volunteers or who meet with people outside of the office where a uniform is appropriate or desirable are required to purchase and wear the official uniform.

Other employees are authorized and encouraged to purchase and wear an official uniform at appropriate times but are not required to do so.

Restrictions regarding alterations of, additions to, or use of official uniforms are found in the Charter and Bylaws and Rules and Regulations of the Boy Scouts of America.

Workweek

The minimum number of hours to be worked in a week is 40; however, employees are expected to work any additional time necessary to meet deadlines and complete assignments. Additional hours worked are not subject to overtime payor compensatory time off from work.

An employee who is not on an assignment elsewhere is expected to report to the office on time each workday and work the full day unless time off has been prearranged with the supervisor.

Time off to attend to personal matters should be arranged through the supervisor. Personal business that can be conducted in an hour or two during the business day would not, under most circumstances, require the entire day off from work.

An employee's failure to report to work for three consecutive days without notifying the supervisor will be considered job abandonment. Excessive absenteeism for any reason may result in disciplinary action, including termination of employment.

Pay Periods

Employees are paid on the 15th and the last day of each month, or the workday that falls immediately prior to those days, should those days fall on a weekend or holiday. The necessary deductions for taxes, insurance enrollments, etc., are taken from each paycheck.

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Salary Adjustments

Incident to the preparation of the annual budget, the executive board will recommend the salary schedule for the ensuing year.

These annual adjustments are made within the salary range of the classification of the current position and are based on the results of the Council's evaluation of the employee's perfonnance of the predetermined, agreed-upon standards and the Council's financial situation.

Salary adjustments cannot be made retroactive and will take effect only on the first of the month. If other than an annual adjustment occurs during the year, and it becomes necessary for an empIQy:ee. to assume new duties before the date of the salary change, it will be with the understanding that the change will not become effective until the first of the month.

Expense Reimbursement

Employees will be reimbursed for reasonable expenses incurred in the course of business, provided such activity is approved in advance. Staff leaders should be consulted on policies governing reasonable expenses and procedures on reporting for reimbursement.

Memberships. Memberships in community service or professional organizations which contribute directly to improved effectiveness in the employee's position will be reimbursed provided the membership is approved by the Scout executive and is a part of the employee's position description.

Examples of memberships which are not reimbursed include social, fraternal, or professional organizations in the personal interest of the employee rather than the Golden Empire Council, e.g., Red Carpet, Ambassador, or Admiral's Clipper Club, etc.

Credit Cards. Fees for credit cards or other charge accounts used also for the employee's personal benefit will not be reimbursed.

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GENERAL RULES AND REGULATIONS

Employment at Will

Although the Golden Empire Council always anticipates and expects a long and mutually satisfying relationship with each of its employees, all employees of the Golden Empire Council are employees at will and, as such, are free to resign at any time with or without reason on 30 days' advance notice. Similarly, the Golden Empire Council may terminate the employment of any employee with or without reason on 30 days' advance notice or payment in lieu thereof. This handbook is provided to employees of the Golden Empire Council only so that they may be informed of its current employment policies; it is not a contract or other legal guarantee that the Golden Empire Council will continue any policy or practice described in it.

No supervisor, manager, or employee of the Golden Empire Council, other than the Scout executive, is authorized to promise or agree on behalf of the Golden Empire Council to any limitation on any employee's right to resign or the Golden Empire Council's right to terminate employment at any time with or without reason or advance notice.

If any employee believes for whatever reason that s/he cannot freely resign from employment with the Golden Empire Council, or that the Golden Empire Council may not, because of some written or oral statement, representation, or promise made to the employee, terminate his/her employment without reason or advance notice, s/he should immediately inform the Scout executive. The failure to do so constitutes the employee's acknowledgement of and conditions stated in this policy.

Suspension of Employment

The Golden Empire Council may suspend, rather than discharge, an employee if it concludes, in its discretion, that investigation of an alleged infraction of work rules is necessary before taking final action. If the Golden Empire Council concludes that suspension is warranted, salary may be suspended immediately and all other benefits will be suspended on the last day of the month that salary is suspended.

Recommissioning of Former Commissioned Professional Employees

The policy of the Boy Scouts of America is to consider applications for recommissIOning (subject to availability of position) for former commissioned professional employees who have amicably severed one professional relationship with the organization and who wish to return. Previous employment will be considered in calculation of tenure for all benefits which are based on tenure.

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Recommissioning of Former Commissioned Professional Employees (continued)

An application for recommission from a former commissioned professional employee who resigns twice or who is discharged for cause will normally not be considered.

General Rules and Regulations

Employees are expected to conduct themselves according to the basic principles of the Boy Scouts of America as set forth in the Scout Oath and Law, and to comply with specific regulati.ons established for the benefit, protection, and fair treatment of all employees.

Rule violations listed below may result in immediate suspension of employment and termination following verification of charges. Violations can also result in disciplinary letters (written warnings), or discharge depending on the nature and repetition of infractions. The following listings are representative but not inclusive of all violations:

Violation of drug-free workplace or substance abuse policies.

Violation of alcohol abuse policy.

Theft, misappropriation, or unauthorized removal of the Golden Empire Council's or another employee's property.

Willful misuse, damage, or destruction of the Golden Empire Council's or another employee's property.

Physical violence, threats of violence, or provocation of violence, including assault or battery, or insulting, abusive, obscene, or intimidating language.

Defrauding or attempting to defraud the Golden Empire Council, including falsification of any Golden Empire Council records or reports.

Falsification of employment applications or documents submitted III connection with applications.

Immoral or indecent conduct.

Failure to cooperate with or glVlllg false or misleading information III an official investigation.

Possession of firearms (that are not job-related), weapons, or explosives on the Golden Empire Council premises or time.

Willfully creating a safety or health hazard.

Violation of the equal employment opportunitylharassment policies.

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Violation of the contlicts of interest/confidential information policies.

Insubordination.

Behavior that is disruptive and interferes with the smooth functioning of a department.

Failure to submit doctor's statement after absence of 7 consecutive calendar days or more due to illness or injury.

Leaving work area of the Golden Empire Council's premises without permission during . "working hours.

Habitual or excessive absenteeism or tardiness.

Unauthorized or unexcused absence.

Loafing or sleeping on the job.

Violation of personal appearance and hygiene policy.

Violation of solicitation and distribution policy.

Violation of the e-mail/intemet or bulletin boards/posting notices policies.

Violation of the visitor policy.

Failure to observe time limits for breaks and lunch periods.

Violation of the no smoking policy.

Personal use of telephones without supervisory approval; failure to pay for personal calls.

Use of the Golden Empire Council's stationary and postage for personal mail; use of the Golden Empire Council's address for receipt of personal mail and packages.

Use of company time for personal business.

Making false, vicious, disparaging, or malicious statements concerning ailother employee, supervisors, or the Golden Empire Council.

Abuse of any leave policy.

Gambling on the Golden Empire Council's premises or time.

Horseplay or practical jokes that could cause personal injury or damage to the Golden Empire Council or personal property, or disruption of Golden Empire Council business.

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: Failure to adhere to the rules of operation and conduct established by the Golden Empire Council, including, but

not limited to, those employment policies that may be established from time to time.

Violation of motor vehicle records policy.

Any other conduct that may be inconsistent with the best interests of the council or its employees.

Personal Appearance

Our employees are the most vital and visible pal1 of our business activities. Their professional conduct and appearance reflect the quality image of the organization. Accordingly, employee attire, during working hours, is expected to reflect a businesslike, personal image.

On days that have been designated as business casual, employees must wear attire that continues to present a professional image. Examples of acceptable business casual attire include slacks, golf shirts, sport shirts, skirts, blouses, dresses, and socks/stockings. Examples of unacceptable attire include jeans, tennis/athletic shoes, shorts, Sk0l1S, flip-flops, thong sandals, tank tops, strapless dresses, low-cut dresses, spaghetti-strap tops/dresses, miniskirts, spandex clothing, leggings, stirrup pants, athletic attire (e.g. sweats and jogging suits), and logos/symbols other than those of the Golden Empire Council.

Although these examples are not intended to comprise an all-inclusive list, they are intended to provide insight. When in doubt, employees are expected to use common sense and good professional judgment. Any employee dressed inappropriately will be required to return home to change into attire that complies with Golden Empire Council guidelines.

Substance Abuse

The unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance or illegal inhalant is prohibited in the Golden Empire Council's workplace. The council also prohibits reporting to work or performing services for the council while impaired by the use of a controlled substance. Employees who violate this policy are subject to imrriediate discharge.

As a condition of employment each employee will

• Abide by the terms of this policy.

• Notify the Scout executive in writing of any criminal drug statute conviction no later than five days after such a conviction. A "criminal drug statute" means a federal or nonfederal criminal statute involving the manufacture, distribution, dispensation, use, or possession of any controlled substance. A "conviction" means a finding of guilt, including a plea of nolo contendere, or imposition of sentence, or both, by any judicial body charged with the responsibility to determine violations of federal, state or local criminal drug statutes.

The Golden Empire Council will within 30 days of receiving such notice take either or both of the following actions:

• Require such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a federal, state, or local health, law enforcement, or other appropriate agency.

• Take appropriate personnel action against such employee, up to and including discharge.

Golden Empire Council employees who desire assistance with addictions and who are enrolled in the BSA Medical Plan can take advantage of BSA's Employee Assistance Program (EAP). Benefits may also be available from the BSA Medical Plan.

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Alcohol Abuse

The Golden Empire Council prohibits consuming alcohol or being impaired by the use of alcohol

• while on company premises;

• when reporting to work; or

• when perfonning services for the BSA.

As a condition of employment each employee is expected to abide by the terms of this policy. App;·opriate personnel action, including discharge, will be applied to employees who violate this

.-policy.

Golden Empire Council employees who desire assistance with addictions to alcohol and who are enrolled in the BSA Medical Plan can take advantage of the Employee Assistance Program (EAP.) Beneflts may also be available from the BSA Medical Plan.

Selling, Soliciting, Distributing

Employees are prohibited from taking time during the working hours (which does not include non-working meal breaks and does not include other breaks, if any) for the purpose of selling to other employees such items as chances, candy, cosmetics, cards, cookies, etc.; for collecting or soliciting funds on behalf of any organization; or for any other non-council purpose. Council sponsored United Way and Golden Empire Council sustaining membership enrollment campaigns are the sole exceptions to this rule.

Confidential Information

In the course of performing their job duties, Golden Empire Council employees may have access to highly sensitive and confidential or proprietary business information. All employees must pledge their best efforts and diligence to protect such information.

It is expected that at no time will an employee disclose, directly or indirectly, confidential or proprietary information of the Golden Empire Council, including, but not limited to, business and personnel policies, compensation and benefits data, financial information, employee mailing lists, local council listings, telephone directories, or rosters or other biographical employee information, to an outside party or to another employee who has no need for the information. It is further expected that Golden Empire Council employees, who may have access to information that the Golden Empire Council is legally required to publicly disclose, but whose responsibilities do not include the disclosure of such information, shall not disclose such information to an outside party or to another employee who has no need for the information.

Publications prepared by an employee for any purpose other than in connection with his or her official duties for the Golden Empire Council shall not include data obtained through his or her Council employment without the advance review and written approval of his/her director. Materials prepared in the course of performing official duties for the Golden Empire Council remain the property of the Golden Empire Council at all times. Such materials shall not under any circumstances be used for personal financial gain and may not be disclosed to any outside parties without the express prior written approval of his/her director.

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Confidential Information (continued)

An employee who terminates his or her employment with the Golden Empire Council may not copy or subsequently use or disclose, directly or indirectly, any confidential or proprietary information acquired during his or her employment with the Golden Empire Council. All documents and other materials relating, directly or indirectly, to any confidential or proprietary information that is used, prepared, or learned by employees during their employment with the Golden Empire Council are, and shall remaLD, the sole and exclusive property of the Golden Empire Council, and must be returned (together with any copies that may have been made) at the termination of employment.

If an employee has any questions regarding the confidential nature of any information, the employee must discuss the matter with his or her supervisor or the Scout executive before releasing such information. An employee must consult with the Scout executive before accepting employment or undertaking any outside activity that may entail the use or disclosure of information that may be deemed confidential.

Subpoenas or other formal requests for information about the business or activities of the Golden Empire Council must immediately be directed to the Scout executive. Except as otherwise provided by law, employees may not respond to any such subpoenas or requests without the express written authorization of the Scout executive.

An employee who discloses confidential and proprietary information in violation of the policy will be subject to disciplinary action, up to and including tern1ination of employment, even if the employee does not actually benefit from the disclosed information.

Conflicts of Interest

The Golden Empire Council's policy on conflicts of interest dictates employees must always \ deal with others doing, or seeking to do, business with the Golden Empire Council in a

manner that excludes all consideration of personal advantage. This includes seeking or accepting gifts, payments, fees, services, privileges, or favors and conducting Council business with any concern in which an employee or member of the immediate family has an indirect or direct interest. Any requests for goods and services from major corporations or notable individuals for events must be cleared by the office of the Scout executive. This includes disclosing confidential information to anyone who is not an employee or to an employee who has no need for it.

Employment of Relatives (Favoritism)

To avoid community criticism and accusation, or discrimination because of favoritism, or suspected favoritism and to prevent the creation of an atmosphere of employee discomfort and/or pressure because of family relationships, management will adhere to the following guidelines:

• There should be no involvement in the act of employment of one member of a family by another member of that family.

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Employment of Relatives (Favoritism) (continued)

• There should be no direct line management relationship between two or more members of the same family.

Smoking

The Council Service Center and fleld offices are non-smoking buildings. Smoking is limited to designated smoking areas outside of the offices.

Telephone Regulations

A policy of the Golden Empire Council requires that, when in the office, employees answer their own telephones. Compliance will avoid unnecessary delays and provide more prompt service to callers.

Personal calls may not be charged to the council.

Visitors

Office visits by friends or former employees, while pleasant, can be time-consuming and disruptive not only to the individuals being visited, but also to others. Such visits should be discouraged.

Unauthorized Absences

Unauthorized or unexplained absences are inconsistent with the standards of the Golden Empire Council.

Employees are expected to keep staff leaders informed on assignments and schedules. Unavoidable deviations should be reported.

Any employee whose whereabouts are unknown to the staff leader for 3 consecutive work days will be deemed to have quit his or her position voluntarily and without notice.

Attendance Records

To comply with government regulations, to provide information for required reports, and to protect the rights of employees, certain attendance records must be maintained.

Absences because of illness or injury, vacations, reserve training, jury duty, and volunteer Scouting services must be reported.

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Changes in Personal Information

Changes in personal infonnation affecting employment records, income taxes, or Insurance coverages must be reported to the benefits specialist.

• Changes of name • Change of address (permanent or temporary) or home telephone number • Designation or change of person to be notified in case of emergency • Changes affecting state or federal withholding taxes • Changes in family composition • Changes in beneficiary • . Dependent children who become age 25, marry, enlist in the armed forces, or work full-

time

Community Activity

The Golden Empire Council is a volunteer organization which is dependent upon the goodwill of the community and recognizes its responsibility to provide human resources and leadership to those endeavors that serve community needs.

Employees are encouraged to support and actively patticipate in service clubs, charitable and religious organizations, educational and similar institutions.

Tenure

Tenure for calculations of benefits which are based on tenure is detennined by the total number of years an individual has been employed by a local council and by the NationalCouncil.

Use of Council Resources and Property, Including Internet Access, E-Mail, and Voice Mail

The Council's infonnation systems and other technical resources (including the telephone system, voice-mail system, facsimile machines, duplicating machines, computer network, modems, electronic mail system, and Internet Access) are to be used exclusively for the Council's business operations, except as defmed in the last paragraph. All materials, created, stored, transmitted, or received using the Council's technical resources are business records of the Council. The Council reserves the right, at all times, and without notice, to review and

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Use of Council Resources (continued)

monitor all such materials whenever, in the Council's discretion, there is a business need to do so. You should not create, store, or transmit personal or non-Council business infom1ation, messages, or images using the Council's technical resources, and you have no right of privacy as to any information, messages, or images created, stored, transmitted, or received via the Council's technical resources.

Downloading, distributing, or sending obscene materials is strictly prohibited and wlll result It!

disciplinary action, up to and including termination. Policies regarding courtesy, solicitation, and har?ssment all apply to use of e-mail and voice mail. Any communication via e-mail or voice mad that may constitute verbal abuse, slander, or defamation or may be considered offensive, harassing, vulgar, obscene, or threatening is strictly prohibited.

Similarly, all other property of the Council (including work areas, desks and other office furnishings, file cabinets, storage facilities, lockers, and vehicles) is to be used exclusively for the Council's business operations, except as provided in the next paragraph. The Council reserves the right, at all times, and without notice, to inspect and search any of its property whenever, in the Council's discretion, there is a business need to do so. You have no right of privacy as to any information, files, or other materials found to be in or on the Council's property.

You are permitted to use the Council's technical resources and other property for occasional nOk Council business purposes with pennission from your direct supervisor. However, as stated in the foregoing paragraphs, you have no right of privacy as to (1) any information, messages, or images created, stored, transmitted, or received via the Council's technical resources, or (2) any infonnation, files, or other materials found to be in or on any other property of the Council.

Copyright Policy

This document sets forth the policies of this council and the Boy Scouts of America regarding the copying of documents, music, and materials in electronic fonn.

It is the policy of this council and the Boy Scouts of America to respect the copyrights of others. With very few exceptions, all written material, music, and sound recordings, and electronically created material is protected by federal copyright. This includes, for example, books, magazines, newsletters, music, computer software, and materials displayed on the Internet. Employees should not copy software programs, download material from the Internet, or copy non-BSA materials even for internal circulation. Under existing federal copyright law, material may be protected by copyright even if it does not have a copyright notice.

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HOLIDAYS, VACATIONS, LEAVES

Holiday Observance

Annually, the Council provides employees with a paid holiday to observe:

New Year's Day Labor Day Martin Luther King's Bilthday Thanksgiving Day President's Day Day After Thanksgiving Day Good Friday Christmas Eve

. Memorial Day Christmas Independence Day

If a holiday should fall on a weekend, the day the office is officially closed will be at the discretion of the Scout executive and announced in advance.

Each employee will also be granted a tloating holiday to be taken as a full day for the observance of a religiolls event or a special day not covered by the official holiday schedule.

An employee required to work on a designated holiday or whose schedule requires travel over a holiday may later take a full day to compensate for the loss of the specific holiday. The alternate day requires staff leader approval.

Bereavement Leave

Time off with pay may be granted* to an employee if a death occurs in the family.

• If the death is in the immediate family and the employee is responsible for funeral arrangements and/or requires long-distance travel time, he or she may be granted* up to 5 days off with pay; up to 3 days off if neither conditions exists.

• Those considered to be immediate family members are: spouse, mother, father, stepmother, stepfather, child, stepchild, grandchild, brother, sister, mother-in-law, father-in-law, son-in­law, daughter-in-law, grandparent, great grandparent, sister-in-law, and brother-in-law.

* The Scout executive or the Director of Field Service, will determine the actual time needed in this bereavement period. Maximum time allowance is not automatic.

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Jury Duty

The Golden Empire Council expects its employees to fulfill an obligation of citizenship by serving on jury duty when called. The period required for this service is considered an excused absence and employees will receive full salary for each working day served.

If court is not in session or if the employee lS excused from reporting on any day during the period of service, he or she is expected to work on Golden Empire Council assignments. At the end of the period, the employee must request and the coul1 will issue a ce11ification of service, which must be submitted to the staff leader.

Marriage Leave

Any employee who has completed 1 full year of employment and is planning to be married may be granted 2 days off with pay if employment is to continue after the marriage and the time off is taken during the week prior to or following the wedding.

Military Leave and Active Reserve or National Guard Service

Employees who are members of a National Guard or active Reserve organization may fulfill their weekly and/or annual training obligations without being required to use vacation time. The council will pay full salary for the period, but may deduct those earnings derived from the duty or training days for which the employee has been granted time off and for which he/she has received pay from the Golden Empire Council.

An employee who must report for a physical examination for induction into a branch of the regular armed forces of the United States or a reserve component will be given the day off with pay and, if ordered into active duty, will be granted a military leave of absence without pay. Upon a general or honorable discharge, the employee will be guaranteed ~einstatement with the Golden Empire Council provided the conditions of eligibility are met; he or she was an employee in good standing. To be eligible, the employee must serve no more than 4 years in a branch of the regular armed forces (a I-year extension will be permitted if requested by the government) and apply for reemployment within 90 days after discharge; or must serve at least 3 months active duty in a reserve component and apply for reemployment within 31 days following release from active duty.

For tenure purposes, military leaves will be considered continuous employment, provided application for reemployment is made within the eligibility period.

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Sick Leave

Commissioned professional employees are not limited to a prescribed number of annual paid sick time; however, the Council management reserves the right to:

• Investigate absences reported as due to illness. • Request a physical examination by a doctor of the Council's choosing. • Take disciplinary action in the event the privilege is abused.

Reporting after an Illness, Medical Condition or Injury

To substantiate possible insurance claims and to assure the organization that an employee who has suffered an illness, injury, or other medical condition is able to work, an employee returning to work after an absence of 7 consecutive calendar days or more must provide a doctor's statement indicating that s/he is able to perform the essential duties of the job. The statement is to be forwarded to the Scout executive.

Salary Continuation During Periods of Medical Conditions (Including Pregnancy)*

lob-Related: An employee who becomes unable to work because of a job-related illness or injury will, following acceptance of the claim by the workers' compensation insurance carrier, be paid the difference between the salary in effect on the first day the employee is unable to work and the benefits received from worker's compensation and any other insurance or statutory benefits for a period not to exceed six months, unless covered by a workers' compensation early-release program.

Other Than lob-Related: An employee who becomes unable to work because of an illness, injury, or other medical condition that is not job-related will be paid Golden Empire Council salary, based on tenure and salary in effect on the first day he is unable to work, as follows:

• Less than 5 years of employment -- 100 percent for the first 30 calendar days, then 60 percent of that salary for the next 90 calendar days.

• 5 years but less than 10 years of employment -- 100 percent for the first 60 calendar days, then 60 percent of that salary for the next 60 calendar days.

• 10 years but less than 15 years of employment -- 100 percent for the first 90 calendar days, and 60 percent of that salary for the next 30 calendar days.

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Salary Continuation During Periods of Medical Conditions (Including Pregnancy)* continued

• 15 years or more of employment -- 100 percent for 120 calendar days.

If approved, long-term disability insurance benefits at 60 percent of the salary in effect on the first day the employee is unable to work begin on the 121 51 calendar day for eligible employees.

In states where Short-Term Disability Insurance (STDI) is mandated, the Council will coordinate benefits between the Salary Continuation program and STD benefits by paying any difference between STD benefits and the amounts due under the Salary Continuation program. In no event, shall an employee received more from the Council than the amount allowed under the Salary Contin\lation program, less the amounts payable by STD insurance. Employees eligible for STD benefits shall timely complete and file all applications and reports necessary to receive STD benefits.

* NOTE: If written notice of termination has been given (whether for resignation, retirement, or just-cause dismissal) prior to the disability, the salary continuation program ends on the stated termination date. If a disability occurs following an agreed upon transfer, the Council will provide salary continuation until the date of transfer. The new council then maintains salary continuation payments for the balance of the period specified in the policy.

Inability to Work Because of Medical Condition (Including Pregnancy)*

During a period in which an employee is unable to work because of an illness, injury, or other medical condition, the employee will be entitled to salary continuation as described in this handbook. If the employee is enrolled in the BSA Long-Term Disability Plan (LTD), s/he may request a claim form and file for benefits. If approved, benefits are payable after 120 consecutive calendar days of disability.

While the employee remains unable to work, council-paid insurance coverage will continue. Employee-paid benefits will remain in effect, with employee contributions automatically deducted, until the employee has exhausted all paid time off (salary continuation, vacation, and floating holiday.) Further continuation of council-paid and/or employee-paid coverage may be subject to Federal or state law relating to disability or Workers' Compensation.

If the employee is no longer receiving any compensation from the council, is not enrolled in the Boy Scouts of America's Long-Term Disability Plan or has not filed a claim for LTD benefits, or is not on an approved leave under the Family and Medical Leave Act, all coverage will terminate. Any medical, dental, or vision coverage may be continued through COBRA. Please refer to your Employee Benefits Handbook for more information.

If the employee is no longer receiving any compensation from the council and has filed a claim for LTD benefits, the employee will be billed directly for any benefit premiums or contributions. The premium for the employee's coverage under the BSA Medical Plan, if enrolled, will be paid during the time a claim is pending and/or the employee is receiving benefits from the Long-Term Disability Plan.

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Inability to Work Because of Medical Condition* continued

The employee's retirement account will be placed in suspension and further contributions will not be made until the employee returns to work. The period of time in which the employee is unable to work, however, will be counted as credited service in calculating the monthly benefit at retirement.

Reinstatement after Absences Caused by Illness, Medical Condition, Injury, or Suspension-k

Unless medical evidence indicates that the employee is unable to perform the essential functions of the job with or without reasonable accommodation, an employee who is absent once during a 24­month period, will be offered his or her same, or substantially the same, job or a job at substantially the same rate of pay provided that his or her total absence due to the medical condition does not exceed a specified number of days. For the purpose of this policy, an absence is considered only if it lasts three consecutive days or longer. The number of days a job must be held applicable to a particular employee is determined by the length of the employee's continuous employment with this council and the BSA as follows:

• Less than 1 year -- no job guarantee • 1 year but less than 5 years -- same job held for 30 calendar days • 5 years but less than 10 years -- same job held for 60 calendar days • Over 10 years -- same job held for 120 calendar days

While the employee is eligible for salary continuation, Council-paid insurance coverages will continue at no cost to the employee. Contributions for additional employee-paid benefits and retirement will be deducted on the usual basis.

Vacations

The council vacation period is on a calendar-year basis. A new employee will be eligible for one vacation day for each completed month of employment during the first calendar year. (The first month may be counted only if the employee begins working by the 15th of the month.) Vacation must be scheduled and taken on or before December 31.

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Vacations (continued)

Since an employee may be permitted use of vacation before it is earned, each employee will be expected to reimburse the value of unearned vacation when leaving the employ of the council whether by termination, transfer, or retirement. Vacation allowances are based on employee tenure as of December 31st

•

• - Less than 5 years of employment -- 12 working days • 5 full years but less than 10 years -- 15 working days • 10 years or more -- 22 working days

Vacation schedules are subject to staff leader approval, may not be carried over from one vacation period to another, and are not compensated for in lieu of the time off. *

An announced holiday within an employee's scheduled vacation will not be charged against the vacation allowance.

If a payday should fall within the vacation time scheduled, the paycheck may be requested for the last day at work by advising the accounting specialist by the first of the month preceding the month in which the vacation is to be taken.

Vacation time does not accrue while an employee is in an inactive status, other than illnesslinjury leave (or Family and Medical Leave, if applicable.)

Upon reemployment, previous tenure with the BSA will be considered for vacation allowance but only after I full year of employment following reemployment.

* In some states "use it" or "lose it" vacation policies are not legal. In those states you may want to go to a "no additional accrual policy" when an employee reaches hislher maximum vacation for hislher tenure. Example: Employee "A" has been employed for 6 years. Therefore, hislher maximum annual vacation allowance is 15 days. Employees earn vacation at the rate of 1I12th per completed month. Employee "A" had to carry-over 12 vacation days into a new year. Since he/she earns 1.25 vacation days per month (15 divided by 12 = 1.25), "A" would not accrue any additional vacation after March, or until he/she uses a sufficient number of vacation days to ensure that the new year's maximum allowance does not exceed 15 days.

Volunteer BSA Service

Any employee who is registered with the Boy Scouts of America as a unit Scouter (unit leader, assistant, committeeman, etc.) may have up to 1 week to attend Scout camp in a leadership capacity without loss of payor vacation time, provided such time does not interfere with the function of the Council.

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Volunteer BSA Service (continued)

Any employee who wishes to volunteer his or her services and whose services are acceptable for a National Jamboree may serve in that capacity for the time required to perfonn the service without loss of payor vacation time.

In all lnstances, the time must be requested and approved in advance; the employee must follow the nonnal application process required of all other volunteers for the event; must pay the volunteer fee; and provide all hls or her own personal equipment and required unlforms.

Al~such time must be repolied for attendance records.

Volunteer Firefighter and Rescue Squad Members

An employee who is a volunteer firefighter or member of a volunteer rescue squad and who has registered this community participation with the Scout executive may be excused during working hours, without loss of pay, to respond to an emergency if the request is made to the staff leader by the fire chief or the captain of the rescue squad.

An individual who is on such active duty for more than 2 hours between I a.m. and 8:30 a.m. may be excused from work the next day without loss of pay.

Voting Time

The Golden Empire Council encourages all eligible employees to vote in all local and national elections. Since advance balloting is available in most locations and because polls are open before and after nonnal working hours on election days,. time off work for voting is generally unnecessary. If you believe that you will not have sufficient time to vote either before or after nonnal working hours, notify your supervisor in advance of the election date. Since election laws vary, you are encouraged to review the law in your state to see if time off work is mandated.

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INSURANCE AND RETIREMENT PLANS

Insurances

Refer to the Employee Benefits Handbook.

Retirement Options

Refer to the Employee Benefits Handbook.

Employee Assistance Program (EAP)

If enrolled in the BSA Medical Plan, you and your enrolled family members can receive confidential help for a wide range of personal-and work-related concerns through your Employee Assistance Program (EAP). Each eligible person may have up to six visits per calendar year without a co-payment. Depending on the nature of the concern, visits could be covered under the BSA Medical Plan. You must call United Behavioral Health to have all visits precertified (preapprovcd). Your EAP can help you deal with any of the following concerns, or with other problems that may be troubling you or a covered family member:

Stress Physical Abuse

Single Parenting Alcohol and other Drug Problems

Depression Compulsive Gambling

Maintaining a Balanced Life Child and Elder Care

Anxiety Death and Dying

Parent-Child Conflict Marital and Relationship Problems

Job Burnout Sexual Problems

Work-Related Problems Retirement Concerns

Financial or Legal Concerns Eating Disorders

For assistance call (800) 788-5614 or (800) 842-9489 (TDD). This number is answered 24 hours per day, 7 days per week.

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