These policies cover nonunion employees. They also cover union employees to the extent that their collective bargaining agreements do not cover these issues.
A. 
Salary ranges are established by ordinance, and the salary must fall within the minimum and maximum ranges for the employee's title. Employees are paid every week. Employees who are going on vacation and would like their checks in advance must make a written request at least two weeks in advance of the vacation.
B. 
The Borough will not accept responsibility for any employee's personal finances. The Borough of Kenilworth will acknowledge judgments against an employee's pay but will not act as a mediator between the employee and creditors.
A. 
Department heads may authorize overtime, subject to the following:
(1) 
Total salary costs must be kept within the department's current budget.
(2) 
Use of overtime is only for emergencies and for situations where there are unusual and/or compelling circumstances.
B. 
Notwithstanding the foregoing, the governing body may, by resolution, authorize the use of overtime at any time. For the purposes of this provision, "emergency" is defined as a disaster, civil disturbance, severe storm or other similar occurrence creating conditions which, if unchecked, would endanger lives or property or interrupt essential services.
C. 
Under the Federal Fair Labor Standards Act, certain employees in managerial, supervisory, administrative or professional positions are exempt from the provisions of the Act. The Administrative Officer shall notify all exempt employees of their status under the Act. Exempt employees are not eligible to receive overtime compensation and are required to work the normal workweek and any additional hours needed to fulfill their responsibilities. Time off consideration for large amounts of additional hours may be provided with the governing body's prior approval and at the sole discretion of the governing body.
[Amended 9-7-2022 by Ord. No. 2022-12]
D. 
All other employees are classified as nonexempt and are subject to the provisions of the Act. Depending on work needs, nonexempt employees may be required to work overtime. Nonexempt employees are not permitted to work overtime unless the overtime is budgeted and approved by the department head and the Administrative Officer. Nonexempt employees working overtime without prior approval will be subject to disciplinary action.
[Amended 9-7-2022 by Ord. No. 2022-12]
E. 
Nonexempt employees will receive overtime compensation for hours worked in excess of 40 in a weekly period. Employees may choose overtime compensation in the form of overtime pay at their regular hourly salary or compensating time off. The maximum number of hours that an employee may accrue for future compensating time off 80. Once this maximum has been accumulated, all additional hours will be compensated by overtime pay. Accrued and taken overtime compensating hours must be noted on the employee's time sheet.
F. 
Nonexempt employees will receive 1 1/2 hours of overtime compensation for each hour worked in excess of 40 hours in a weekly period. For purposes of overtime compensation, hours worked are computed to the nearest 1/2 hour per day. Previously scheduled vacation time and holiday time are considered time worked for purposes of determining overtime compensation, but sick time and personal time are not.
G. 
Employees must make a request to their supervisor at least two days in advance when they want to take compensating time off. The supervisor will approve the request if the absence does not cause undue hardship to the department.
A. 
Employees and their immediate family members are provided health insurance in the same manner and to the same extent as provided under the collective bargaining agreement between the Borough and the union representing the Kenilworth Police Department.
B. 
The complete benefit plan is on file in the Borough Clerk's office, and a summary plan description will be provided to all employees. Benefit levels for nonunionized employees are subject to change at the discretion of the Borough.
C. 
Health insurance coverage for employees on a leave of absence or who cease Borough employment will terminate at the end of the month in which the leave begins or employment is terminated, except coverage will continue for up to 12 weeks for employees on leave pursuant to the Family and Medical Leave Act and up to 30 weeks for employees on military leave. Upon termination of coverage, employees may extend health insurance coverage for themselves or their dependents by taking advantage of the COBRA provision for a period of up to 18 months. For more information, consult the Administrative Officer.
[Amended 9-7-2022 by Ord. No. 2022-12]
D. 
Health insurance upon retirement.
[Amended 3-12-2014 by Ord. No. 2014-02; 9-7-2022 by Ord. No. 2022-12]
(1) 
All employees of the Borough who are hired in a full-time capacity after March 15, 2014, and who retire under the provisions of an applicable retirement plan for the employees of the Borough with 25 years of continuous service credited under such retirement plan and continued in full-time service at the Borough of Kenilworth for 15 or more years when they retire, may continue to receive paid health insurance coverage. Employees receiving retiree health benefits must notify the Administrative Officer in writing, with satisfactory proof of enrollment and years in the plan, when they become eligible for Medicare Parts A and B.
(2) 
Those full-time employees who were continuously employed by the Borough prior to March 15, 2014, and who retire under the provisions of the applicable retirement plan for the employees of the Borough with 25 years of continuous service credited under such retirement plan may continue to receive paid health insurance coverage. Employees receiving retiree health benefits must notify the Borough Clerk in writing, with proof of enrollment, when they become eligible for Medicare Parts A and B. For more information, consult the Administrative Officer.
A. 
Employees and their immediate family members are provided drug prescription insurance in the same manner and to the same extent as provided under the collective bargaining agreement between the Borough and the union representing the Kenilworth Police Department.
B. 
The complete benefit plan is on file in the Borough Clerk's office, and a summary plan description will be provided to all employees. Benefit levels for nonunionized employees are subject to change at the discretion of the Borough.
A. 
Employees and their immediate family members are provided dental benefits in the same manner and to the same extent as provided under the collective bargaining agreement between the Borough and the union representing the Kenilworth Police Department.
B. 
The complete benefit plan is on file in the Borough Clerk's office, and a summary plan description will be provided to all employees. Benefit levels for nonunionized employees are subject to change at the discretion of the Borough.
A. 
Employees and their immediate family members are provided prescription eyeglasses benefits in the same manner and to the same extent as provided under the collective bargaining agreement between the Borough and the union representing the Kenilworth Police Department.
B. 
The complete benefit plan is on file in the Borough Clerk's office, and a summary plan description will be provided to all employees. Benefit levels for nonunionized employees are subject to change at the discretion of the Borough.
[Amended 9-7-2022 by Ord. No. 2022-12]
Under state law, all employees must enroll in the New Jersey Public Employee Retirement System or the Police and Firefighters Retirement System as applicable. The employee's contribution to the plan will be deducted from the employee's pay. An employee who has completed the required number of years and who has reached the required age under the Plan may retire by notifying the department head in writing. The state retirement plans request six months' advance notice to process the application. After giving notice of retirement, employees are expected to assist their supervisor and co-employees by providing information concerning their current projects and help in the training of a replacement. The department head will prepare an employee action form showing any pay or other money owed the employee. The Administrative Officer will conduct a confidential exit interview to discuss benefits, including COBRA options, appropriate retirement issues and pay due. A COBRA notification letter will be sent to the employee's home address. The exit interview will also include an open discussion with the employee. On the last day of work, and prior to receiving the final paycheck, the employee must return the employee identification card, all keys and equipment. At this time, the employee will sign the termination memo designating all money owed, and this memo will be retained in the official personnel file.
Employees who suffer job-related injuries and illnesses may be entitled to medical expenses, lost income and other compensation under the New Jersey Workers' Compensation Act.[1] The Borough covers workers' compensation benefits through its membership in a joint insurance fund. Any occupational injury or illness must be immediately reported to the supervisor or department head. All required medical treatment must be performed by a workers' compensation physician appointed by the joint insurance fund, and payment for unauthorized medical treatment may not be covered pursuant to the Act.
[1]
Editor's Note: See N.J.S.A. 34:15-1 et seq.
A. 
Goal of policy. The goal of this policy is to balance the Borough's respect for individuals with the need to maintain a safe, productive and alcohol/drug-free environment. The intent of this policy is to offer a helping hand to those who need it, while sending a clear message that the improper consumption of alcohol or illegal use of drugs is incompatible with employment with the Borough.
B. 
Objective. The Borough recognizes the health implications of alcohol abuse and drug use on its employees and considers it a treatable illness. As with other illnesses, the Borough's primary objective is to assist in the employee's rehabilitation. The Borough designed this policy to encourage employees to voluntarily seek help for any alcohol or substance abuse problem.
C. 
Rehabilitation program. An employee may voluntarily admit to the Borough that he or she has an alcohol or substance abuse problem without fear of discipline or discharge. Upon admission of an alcohol or substance abuse problem, the employee shall immediately enroll himself or herself in a rehabilitation program at the employee's sole cost and expense. The Borough will not take disciplinary action against an employee who voluntarily admits having an alcohol or substance abuse problem unless that employee refuses to enroll in and complete a rehabilitation program. Upon return to work after satisfactorily completing a rehabilitation program, the employee must agree to submit to the random follow-up testing. Employees who test positive in a subsequent drug and/or alcohol test or who voluntarily enter rehabilitation on more than one occasion shall be subject to disciplinary action, up to and including discharge. Nothing in the foregoing shall preclude the employee from obtaining coverage and/or reimbursement for payments made for rehabilitation services from any applicable insurance coverage.
D. 
Screening tests. The governing body shall be responsible for the selection of a qualified laboratory to perform the appropriate drug and/or alcohol screening tests and shall also be responsible for selecting physicians to conduct physical examinations and drug and/or alcohol screening tests where appropriate.
A. 
Subject to sufficient funds in the budget and upon approval of the department head, employees may apply for reimbursement of tuition expenses incurred for training or college courses directly related to the employee's work. The Administrative Officer will be the sole judge of whether a particular course or program is "directly related" to the employee's work, and such course or program must be preapproved by the Administrative Officer to qualify for reimbursement.
[Amended 9-7-2022 by Ord. No. 2022-12]
B. 
Employees may receive reimbursement for up to $500 per year towards the tuition cost for training or college courses that they take on their own initiative. The reimbursement must be repaid if the employee leaves Borough employment within 24 months of receipt. When enrollment for short training courses or seminars is requested by the Borough, employees will receive full reimbursement.
[Amended 9-7-2022 by Ord. No. 2022-12]
Requests to attend a conference or seminar must be approved by the department head and the Administrative Officer. Requests shall be made sufficiently in advance to take advantage of discounts for early registration and must be submitted to the department head at least 30 days before the event. Requests must be in writing, including the conference schedule, registration information and estimated costs. The department head is responsible to detail all training requests during the budget formulation process. Approval of any conference or seminar request is conditioned upon the availability of funds.
A. 
All full-time permanent employees hired on or before December 31, 1995, who retire with less than 25 years of service with the Borough and who qualify for a pension under state law by reason of length of service or service-connected disability shall be entitled to terminal leave in the amount of 1 1/2 days for every year of full-time service.
[Amended 9-7-2022 by Ord. No. 2022-12]
B. 
All full-time permanent employees hired on or before December 31, 1995, who retire with 25 years of service or more with the Borough and who qualify for a pension under state law by reason of length of service or service-connected disability shall be entitled to terminal leave in the amount of two days for every year of full-time service.
A. 
Eligibility. All full-time employees hired on or before December 31, 1995, shall be entitled to longevity compensation in accordance with this section. Any employee hired on or after January 1, 1996, shall not be eligible for longevity compensation. An employee must work an average of at least 35 hours per week in any year of service to be eligible.
B. 
Calculation of amount. In addition to the salaries payable, all eligible employees shall receive a longevity payment calculated with reference to the employee's base salary in effect on the December 31 of the calendar year preceding the date of payment. The amount of the longevity payment shall be calculated in accordance with the following schedule:
Years of Service
Additional Compensation per Annum
(percentage of salary)
5
2%
10
4%
15
6%
20
8%
25
10%
C. 
Calculating years of service. All periods of employment shall be computed from January 1 of the year of taking office, appointment or employment, unless said date was subsequent to June 30, in which case the calculation shall be computed from January 1 of the year following. Additional compensation of any nature, including overtime, shall not be considered in computing longevity compensation. Eligible employees shall be credited with all time served with the Borough, whether consecutive or nonconsecutive, and whether served on a full-time or a part-time basis, as defined above. Any interruption of service due to a cause beyond the control of the employee, such as military service, injury in the line of duty or illness, shall be considered as service for the purpose of determining the length of service. Leaves of absence granted at the request of the employee shall not be considered in determining length of service.
A. 
All employees traveling on preapproved Borough business or using personal assets for Borough purchases shall be compensated for expenses according to the following schedule:
(1) 
Lodging and meals: all reasonable, preapproved expenses.
(2) 
Purchases: all verified, preapproved expenses.
(3) 
Automobile expenses: in accordance with the Internal Revenue Service standard mileage rates for employees, self-employed individuals, or other taxpayers to use in computing the deductible costs of operating an automobile for business, charitable, medical, or moving expense purposes.
B. 
All travel expenses must be itemized and accompanied with receipts. The appropriate department head must approve the expenses prior to reimbursement, except that any expense or expenses in excess of $150 must be approved by the governing body.