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The Lauren, A Condominium On-Site Employee Personnel & Policies Manual The following personnel policies and procedures are intended as guidelines for the on-site Lauren Condominium employees and as such supersede any personnel policies previously issued. It should be understood that the following policies are approved by the Board of Directors and may be changed from time to time by the Board of Directors. These guidelines are to be used in conjunction with position descriptions and contractual agreements as applicable. 1. Definitions Full-time employees are those employees regularly scheduled to work at least 40 hours per week. Part-time employees are those employees regularly scheduled to work less than 40 hours per week. 2. Work Records No payments will be made for work rendered unless a time sheet is filled out by the employee, approved by the Property Manager, and forwarded to the Financial Management Agent. Hourly staff who leave the property must state nature of business, destination and time involved on the time sheet. Overtime hours for the purpose of in-unit services must be detailed on the time sheet to assist in proper billing back to the resident/owner involved. 3. Pay All employees will be paid on a biweekly basis. 4. Hours of Work A workday will consist of 8 hours, unless alternate arrangements have been approved by the Property Manager. Full-time employees’ work week will consist of 5 days on and 2 days off each week. Hours and days may be staggered according to need, with time allotted for meals each day as respecting the specific position description for the employee. The Property Manager will prepare, for both full- and part-time employees, a routine work schedule. Changes in specific hours and/or days will be reviewed and approved by the Property Manager after discussion with the individual so affected. 5. Overtime Pay For any hours worked over 80 hours during a two-week pay period, each employee will be compensated at the rate of 11/2 times their regular hourly rate of pay (with any portion of an hour worked as overtime considered in 15 minute increments). The Property Manager must approve all overtime in advance. The only exceptions are for emergencies, as determined by management, or when overtime will be reimbursed to the Lauren (e.g. in-unit repairs that are an individual owner’s responsibility). 6. Performance and Wage Review All employees will receive a written annual review between June 1st and July 1st. The purpose of this review is to document accomplishments and areas for growth or improvement. Copies of the reviews will be placed in employees’ personnel files. The Board President will conduct the review for the Property Manager and the Property Manager will conduct the review for all other employees. The Board President will also initial all of the performance reviews. The only formal ratings that will be part of the annual review will be a designation of "satisfactory" or "unsatisfactory." All employees whose performance is satisfactory will be eligible for end-of-year cost-of-living adjustments. Employees who receive a rating of unsatisfactory will receive counseling about how to improve their performance and will also be eligible for an end-of-year cost-of-living adjustment if performance improves to a satisfactory level in the judgment of the Property Manager. Increases in the rate of compensation for an employee will be approved by the Board of Directors, upon recommendation by the Property Manager. Annual association budgetary procedures will allocate funding for said increases taking into account both cost-of -living-adjustments and the performance review described above. Annual increases in rate of compensation will take effect January lst to coincide with the Lauren’s budget year. Except for probationary employees, The Board of Directors will approve only one increase in the rate of compensation for any employee during any given calendar year, excepting true promotions. 7. Bonuses The Board of Directors may award bonuses for outstanding performance as part of its end-of-the-year review of performance and compensation. The Property Manager and Board members may propose such bonuses for approval by the full Board. The Board of Directors may also award spot bonuses of $25 to $100 to recognize specific instances of outstanding performance. The Property Manager and Board members may propose such bonuses for approval by the full Board. Both the annual bonuses for outstanding performance and spot bonuses are to be used sparingly to ensure that the awards are meaningful. 8. Probationary Period for New Employees The Property Manager shall hire new employees at a lower wage rate than the standard or average wage for such an employee. After a three-month period, the Property Manager will then raise the employee to the standard or average wage level provided performance is satisfactory and shall give the employee feedback about his or her performance at the end of that three-month period. If the performance of the new employee is not satisfactory, the Property Manager will advise the employee how to do his or her job better. If performance improves at a later date, the Property Manager can raise the employee’s wage to the standard or average wage. The Property Manager will have the discretion to determine wages for new or probationary employees as well as the standard wage to be offered at the end of the three-month period. The Property Manager will also have the authority to hire a new employee at the standard or average wage if the probationary wage is not bringing in job applicants of sufficient quality. 9. Annual Leave All full-time employees will earn one week (40 hours) of paid annual leave during each of their first two years of employment. Annual leave will be accrued at the rate of 1.54 hours per pay period during employees’ first two years of employment. After two full years of full-time employment, employees will be entitled to two weeks (80 hours) of annual leave each year, which will be accrued at the rate of 3.08 hours per pay period. After 10 full years of full-time employment, employees will be entitled to three weeks (120 hours) of annual leave each year, which will be accrued at the rate of 4.62 hours per pay period. All employees will be advised by January lst of the total number of annual leave hours for which they will be eligible during the upcoming calendar year. Part time employees will earn 16 hours of annual leave per year, with 8 hours being credited to their account on June 30th and 8 hours being credited to their account on December 31st. All annual leave may not be allowed to accumulate past the end of the calendar year. If employees do not use all of their annual leave by the end of the calendar year, the unused leave will not carry over. Employees will not be allowed to sell back their unused leave. Application for annual leave, except in emergencies, must be made at least 4 weeks in advance and must be expressly authorized by the Property Manager. The Property Manager reserves the right to arrange the schedules for taking annual leave by building employees in order to provide for the execution of essential services and maintenance functions. 10. Sick Leave After 30 days of continuous employment, The Lauren will provide salary and wage payments for employees taking sick leave subject to the following provisions. Each full-time employee of The Lauren will earn 1.54 hours of sick leave for each full pay period worked (40 hours per week). Sick leave in excess of an employee’s accumulated sick leave will be deducted from an individual’s paid vacation account. Should both sick leave and annual leave account balances be exhausted, absences due to illness will result in leave without pay. Part time employees will earn 16 hours of sick leave annually with 8 hours to be credited to their account on June 30th and 8 hours credited to their account on December 31st. Sick leave may be carried over from year to year. Upon termination of employment, no payment will be made for unused sick leave. Each employee must contact the Property Manager at the beginning of the day for which sick leave is used. Failure to contact the Property Manager will result in leave without pay and counseling. Sick leave may not be substituted for annual leave. 11. Holidays All employees working on the below listed holidays will be paid double time for a regular shift (8 hours). Full-time employees not scheduled to work on the below listed holidays will be paid 8 hours at their regular rate. Part-time employees not scheduled to work on the below listed holidays will not receive any additional compensation. The holidays included under this policy include: New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day and Christmas Day. In addition, full-time employees only will have the option of selecting 2 of the following days as holidays: Martin Luther King Day, President’s Day, Columbus Day and Veteran’s Day). The Property Manager must be advised 1 month in advance if this option is to be exercised. The date of the holiday is to be considered that day upon which it is formally observed. The 3 shifts eligible for holiday pay will begin with the 11:00 p.m.-7:00 a.m. shift of the night before the observance and the subsequent 2 shifts. The lobby desk personnel in particular need to advise the Property Manager of any problems with working on a regularly scheduled day that is also a holiday. With regard to maintenance staff, the Property Manager has the option to schedule less than the full staff and rotate holiday absences. 12. Leave Without Pay All employees must have prior approval from the Building Manager for a leave of absence without pay. 13. Medical Insurance Benefits The Lauren Condominium will pay the premium in a medical insurance program approved by the Board of Directors for each full-time employee of The Lauren. Part-time employees are not eligible to enroll in this program. Payment of premiums by The Lauren will not commence until the 31st day after an employee began full-time duties at The Lauren. If the coverage option exists, The Lauren will pay the premiums for dependents of all full-time employees. However, should a dependent of a full-time employee already possess primary medical coverage from a different carrier this benefit option may not be exercised by the affected employee. 14. Emergency Coverage In the event of an emergency at The Lauren, the employees should be prepared to assist on an emergency call basis, except when on authorized leave or when specific arrangements have been made to assign these responsibilities to other employees. 15. Disciplinary Action Non-performance and/or unsatisfactory performance of daily routine, in the opinion of the Property Manager, are grounds for counseling or suspension. Further occurrences will lead to termination. The Property Manager should inform the Board of Directors of intended disciplinary actions, including terminations, except in a case of emergency. Unlawful actions on the part of an employee either while on duty or related to association property constitute grounds for immediate termination by the Property Manager. The Property Manager may suspend employees without notifying the Board, but should inform the Board members in a timely fashion. 16. Jury Duty The Lauren will compensate all employees for up to two weeks of jury duty at their regular rate of pay. Employees must provide documentation of their jury service. Revised 4/24/96 |
