Borough of Closter, NJ
Bergen County
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Table of Contents
Table of Contents
[HISTORY: Adopted by the Mayor and Council of the Borough of Closter as indicated in article histories. Amendments noted where applicable.]
[Adopted 3-27-1974 by Ord. No. 1974:250 (Art. I of Ch. 65 of the 1967 Code)]
As used in this article, the following terms shall have the meanings indicated:
DEPARTMENT HEAD
Any person appointed to be the supervisor or administrative official appointed to supervise the members of a department of the Borough of Closter.
FULL-TIME EMPLOYEE
An employee appointed to a position within the Borough of Closter and who is required to work a full workweek or number of hours as provided from time to time by the Mayor and Council of the Borough of Closter or its properly designated officials.
PART-TIME EMPLOYEE
A person appointed to a position by the Mayor and Council of the Borough of Closter whose duties require less than a full workweek on behalf of the Borough.
PERMANENT EMPLOYEE
Includes all persons appointed by the Mayor and Council to salaried positions within the Borough of Closter, which positions have been authorized by ordinance and compensation for which has been provided in the Salary Ordinance adopted by the Mayor and Council.
[Added 8-10-1983 by Ord. No. 1983:456]
PROBATIONARY EMPLOYEE
An employee of the Borough of Closter whose qualifications for appointment to a permanent position have been determined and who will acquire permanent employee status upon completion of a probationary period by appointment to permanent status by the Mayor and Council of the Borough of Closter.
[Added 8-10-1983 by Ord. No. 1983:456]
SCHOOL CROSSING GUARD
An employee of the Borough of Closter, appointed annually by the Mayor and Council, who works certain hours as directed by the Chief of Police of the Borough of Closter and is compensated at hourly rates as established in the Salary Ordinance adopted by the Mayor and Council.
[Added 8-10-1983 by Ord. No. 1983:456]
TEMPORARY EMPLOYEE
Any person, appointed by the Mayor and Council of the Borough of Closter or its properly designated officials, whose appointment is less than permanent in nature or has less than a full term attached to the position and which appointment is for a limited time only.
A. 
Employment by the Borough of Closter shall be based solely on the applicant's qualifications without regard to race, creed, color, natural origin, sex or age.
B. 
Whenever a vacancy exists or a new position is created, recruitment to fill the same with a qualified person will be conducted by the Borough Administrator or other person designated by the Mayor and Council of the Borough of Closter.
C. 
The Mayor and Council shall determine the appropriate qualifications for the particular position to be filled, and the decision of the Mayor and Council in such matters shall be final.
D. 
Prior to the appointment of any applicant, the person may be asked to undergo a physical examination or examinations as requested by the Mayor and Council by physicians named by the Mayor and Council. The prospective appointee or employee shall also complete and file a prescribed questionnaire of physical condition and medical history with the Administrator of the Borough. Every newly hired employee must undergo an official background check.
[Amended 2-25-2009 by Ord. No. 2009-1026]
E. 
It is the policy of the Borough of Closter to offer employment and fair treatment to all its employees. The employee is expected to properly maintain his or her mental and physical well-being to the reasonable satisfaction of the department head and the Mayor and Council.
F. 
An application for employment may be rejected for the following reasons, among others:
(1) 
The applicant fails to qualify because he or she is unable to perform the duties of the position.
(2) 
The applicant is physically unfit to perform the duties of the position for which he or she has applied.
(3) 
The applicant is addicted to the habitual or excessive use of drugs or intoxicants.
(4) 
The applicant has been convicted of any crime or offense involving moral turpitude.
(5) 
The applicant has been dismissed from previous employment for delinquency, insubordination or misconduct.
(6) 
The applicant has practiced or attempted to practice any deception or fraud in his or her application or in furnishing other evidence of eligibility for appointment.
G. 
This article shall not affect or apply to members of the Police Department.
A. 
The Mayor and Council shall formally approve the creation of any new position and prior to any appointment to such position.
B. 
The Borough Administrator shall be responsible for maintaining all personnel policies of the Borough of Closter, including those established by this article.
A. 
Reporting accidents. An employee who is injured in the performance of his or her duties shall immediately report the accident to his or her supervisor, and the employee and the supervisor shall each submit at once a written report detailing the accident to the Borough Administrator.
B. 
Outside employment. The employee shall not accept outside employment or engage in outside business activities if there is any reasonable probability that such outside employment will interfere with an employee's performance or compromise an employee's position with the Borough. It shall be the responsibility of an employee to notify the Borough Administrator, in writing, of acceptance by the employee of any outside employment within 15 days of acceptance of such employment.
[Amended 8-10-1983 by Ord. No. 1983:456]
C. 
Personnel records. The Borough Administrator shall establish forms for maintaining personnel records for each employee in the Borough. The personnel records shall contain periodic personnel evaluation reports by the respective department head, which reports are hereby required of each department head. The records shall include dates of appointments, promotions, job titles, salaries, commendations, disciplinary actions, leaves of any type taken and accumulated, grievances and similar information. All such files and reports shall be confidential records and accessible only to the Borough Administrator and the Mayor and Council, to the department head of the employee for whom the record is maintained or to the employee. Such personnel records shall be maintained in a locked file.
D. 
Borough policies.
(1) 
No part of the pay due an employee for work done shall be withheld from his or her check, except as required by law or as authorized, in writing, by the employee.
(2) 
Employees may not accept donations or other gratuities, contributions or anything of value in connection with the performance of their duties.
E. 
Political activity; certain political activities prohibited. Borough employees shall not engage in any political activities during working hours.
F. 
Full-time employees are those employees who are appointed to a position within the Borough and who are required to work a full workweek or number of hours as provided from time to time by the Mayor and Council or its property designated officials. At the present time, full time hours equal 35 hours per week.
[Added 2-25-2009 by Ord. No. 2009-1026; amended 4-9-2014 by Ord. No. 2014:1160]
A. 
All permanent employees of the Borough of Closter shall receive 13 holidays with compensation at the regular rate of daily compensation in each calendar year. Each department head, with the approval of the Borough Administrator, shall establish the holidays for his or her particular department no later than December 1 for the following year. All department holiday schedules shall include the following holidays:
[Amended 8-10-1983 by Ord. No. 1983-456; 4-9-2014 by Ord. No. 2014:1160]
New Year's Day
Martin Luther King’s Birthday (3rd Monday in January)
Presidents' Day (third Monday in February)
Memorial Day (last Monday in May)
Independence Day (July 4th)
Labor Day (first Monday in September)
Thanksgiving Day (fourth Thursday in November)
Christmas Day
In addition, the following generally will be included but are subject to change annually:
Good Friday (varies from year to year)
Columbus Day (second Monday in October)
Veterans Day (November 11th)
Day after Thanksgiving
Christmas Eve (December 24th)
B. 
When any of the above legal holidays falls on a Saturday or Sunday, said holiday shall be celebrated on the Friday before or the Monday after, at the discretion of the Borough Administrator.
C. 
In order to be entitled to the above paid holidays, the employee must work the regular workdays before and after the holiday, except that if a holiday falls within an employee's vacation, the employee will receive an additional day of vacation.
[Amended 8-10-1983 by Ord. No. 1983:456]
D. 
Where it is necessary to maintain service requiring an employee to work on an official holiday, that employee may be compensated by being permitted to take an equal amount of time off with pay on a regular working day at a time approved by the department head.
E. 
Should an official holiday occur when an employee is on sick leave, he or she shall not have that holiday charged against his or her sick leave.
A. 
Accurate and complete time and attendance records will be maintained by each department unit of the Borough. The head of the department will certify to the Borough Administrator as to the accuracy of the time and attendance records at the end of each month. Records shall be kept on forms prescribed by the Borough Administrator.
B. 
Being punctual is of the utmost importance; consequently, any lateness and the reason for it will be noted on the time record. Recurring or chronic lateness will be referred to the Borough Administrator for appropriate action and will be the basis for disciplinary action against the offending employee.
C. 
It is the responsibility of each employee to notify his or her department head without delay if he or she will be absent from or delayed in reaching his or her assigned post. If an employee is unable to promptly communicate with his or her department head, he or she shall notify the Borough Administrator. Failure to report when absent may lead to disciplinary action or dismissal. It is the responsibility of each department head to know at all times the whereabouts of every member of his or her group.
D. 
The regular workweek for Borough employees is five days, for not more than 40 hours. The schedule of hours shall be set by the department heads, subject to approval of the Mayor and Council.
A. 
Overtime work shall be kept to a minimum and, except in the case of an emergency, must be authorized in advance by the department head. Records will be kept of all overtime and be part of the Administrator's monthly report to the Mayor and Council.
B. 
All Borough employees, except those who hold elective office, the Borough Administrator, the Borough Clerk, the Superintendent of Public Works, the Chief of Police, the Borough Collector/Treasurer, the Borough Assessor and the Borough Construction Code Official and subcode officials, who work in excess of the regular workweek as described in § 48-6D will be paid overtime at the rate of time and one-half their base hourly rate, and said employees who shall work on Sundays and approved scheduled holidays will be paid at twice the base hourly rate. Employees of the Department of Public Works who work at the transfer station shall be treated as part-time employees as defined in § 48-1.
[Amended 8-10-1983 by Ord. No. 1983:456]
A. 
All probationary and permanent employees of the Borough of Closter shall be entitled to paid vacations as follows:
[Amended 8-10-1983 by Ord. No. 1983:456; 4-9-2014 by Ord. No. 2014:1160]
(1) 
Employees hired prior to December 31 in any calendar year will receive 0.83 paid vacation days for each full month worked.
[Amended 1-2-2018 by Ord. No. 2017:1235]
(2) 
After one year of continuous employment by the Borough: 70 hours.
(3) 
After five years of continuous employment by the Borough: 105 hours.
(4) 
After 10 years of continuous employment by the Borough: 140 hours.
(5) 
Employees hired prior to June 1, 2017, will be eligible after 15 years of continuous employment by the Borough to 175 hours. Employees hired on or after June 1, 2017, will receive a maximum vacation benefit of 140 hours after 10 years of continuous employment by the Borough, as set forth in Subsection A(4) above.
[Amended 1-2-2018 by Ord. No. 2017:1235]
B. 
All vacations must be scheduled by the department head and approved by the Borough Administrator. It is his or her responsibility to schedule individual vacations so that activities of the Borough will be carried on with minimum interruption and inconvenience.
C. 
Temporary employees and school crossing guards are not eligible for vacation benefits. Part-time employees will receive vacation benefits as provided in Subsection A of this section on a pro-rata basis as more fully set forth in the Borough’s Personnel Manual.
[Amended 8-10-1983 by Ord. No. 1983:456; 1-2-2018 by Ord. No. 2017:1235]
D. 
This section does not apply to employees hired on or after January 1, 2009. Employees hired before January 1, 2009, will accrue two extra days paid vacation for each completed year of their employment up through 15 years of such employment and three extra days for each completed year in excess of 15 years. Such accrued vacation will be granted only upon termination of employment with the Borough. No employee who has been discharged from the employ of the Borough of Closter shall be eligible for any of the benefits as described in this Subsection D.
[Amended 2-25-2009 by Ord. No. 2009:1026; 7-8-2009 by Ord. No. 2009:1046; 11-9-2009 by Ord. No. 2009:1058]
E. 
Unless specifically authorized by the Mayor and Council in advance, extra compensation will not be allowed in lieu of unused vacation as it is desired that each employee take advantage of the authorized annual vacation period for health, rest, relaxation and pleasure.
F. 
Except as specified in Subsection D, vacation time cannot be accrued.
G. 
Computation of time of employment for purposes of this section shall be from January 1 of the initial year of employment after completion of the first full year of continuous employment.
[Added 8-10-83 by Ord. No. 1983:456]
H. 
At the discretion of the Borough Administrator, with the approval of the Mayor and Council, vacation leave, with compensation, may be granted to a permanent employee, notwithstanding any requirements of this Chapter 48. Said granted vacation time shall be charged against the employee's subsequent year's vacation leave.
[Added 8-10-1983 by Ord. No. 1983:456]
I. 
Notwithstanding the above provisions, contract employees shall receive vacation benefits in accordance with the terms of the applicable contract.
[Added 7-8-2009 by Ord. No. 2009:1046]
A. 
Sick leave may be granted to probationary and permanent employees who are unable, through sickness or injury, to perform the duties of their positions.
[Amended 8-10-1983 by Ord. No. 1983:456]
B. 
Only full-time and permanent part-time employees shall be entitled to sick leave with pay for seven hours of sick time for every month of service during the first calendar year of service following appointment and 105 hours in every calendar year thereafter. Employees who work less than 35 hours per week, who are considered either full-time or part-time and are eligible for benefits, will be eligible, on a pro-rata basis, for vacation and sick time.
[Amended 8-10-1983 by Ord. No. 1983:456; 11-9-2009 by Ord. No. 2009:1058; 4-9-2014 by Ord. No. 2014:1160]
C. 
For full-time employees, in order to qualify for sick leave of three consecutive days or more, the absence of an employee must be properly certified by a medical professional or hospital. For part-time employees, the "consecutive days" shall be in accordance with their normal work schedule.
[Amended 4-9-2014 by Ord. No. 2014:1160]
D. 
All absences due to illness or disability shall be reported immediately by or for the employee to his or her department head or the Borough Administrator.
E. 
In all cases of reported illness or disability, the Borough shall have the right to send a visiting nurse or the Borough medical officer to investigate the report and to have any employee reported or reporting as ill or sick to be examined by a physician designated by the Borough. Any employee who has been absent from duty for a continuous period longer than 70 hours shall furnish the Borough with his or her physician's medical report certifying that the employee is physically fit and able to resume his or her duties. The Borough shall also have the right to have such employee examined physically by a physician of its own choice to determine whether or not such employee is able to resume his or her duties and employment.
[Amended 4-9-2014 by Ord. No. 2014:1160]
F. 
Sick leave may be used for medical appointments for the employee.
[Amended 4-9-2014 by Ord. No. 2014:1160]
G. 
An employee suffering a disability as a result of his or her employment shall not have any such absence resulting therefrom charged against his or her sick leave time.
H. 
Except as provided in Subsection B of this section with reference to employees in the first year of service, unused sick leave shall accumulate at a rate of not more than 105 hours of sick leave annually as to all employees; provided, however, that not more than 1,260 hours may be accumulated by any employee during the course of employment.
[Amended 5-10-1978 by Ord. No. 1978:338; 2-26-1986 by Ord. No. 1988:522; 4-9-2014 by Ord. No. 2014:1160]
I. 
Upon an employee's normal retirement or upon a disability retirement, the employee shall be compensated for accumulated sick leave by receiving 50% of such accumulated sick leave days multiplied by an amount computed on a daily rate basis with reference to annual salary at the time of retirement.
[Amended 5-10-1978 by Ord. No. 1976:338]
J. 
When a full-time Borough employee is injured in the line of duty, the Borough Council may, pursuant to N.J.S.A. 40A:9-7, pass a resolution giving the employee up to one year's leave of absence with pay. The total benefits received as salary or for loss therefor by such employee, other than privately paid insurance plans, shall not exceed such employee's regular salary.
[Amended 1-3-1994 by Ord. No. 1993:663]
K. 
Sick leave accumulation bank.
[Added 10-12-1977 by Ord. No. 1977:317]
(1) 
Said 15 working days of sick leave shall accumulate from year to year if they are not used or such unused portion shall accumulate in a sick leave bank. The sick leave accumulation bank shall not exceed the total of 180 working days.
[Amended 2-26-1986 by Ord. No. 1986:522]
(2) 
Upon an employee's normal retirement or upon a disability retirement, the employee shall be entitled to compensation representing 50% of all remaining accumulated sick days (accumulated as of the time of his or her retirement in a sick leave time bank), which compensation shall be at the employee's daily rate at the time of his or her retirement.
L. 
Sick leave may be granted to each school crossing guard who is unable because of sickness or injury to perform the duties of his or her position, limited to the following terms and conditions:
[Added 8-10-1983 by Ord. No. 1983:456]
(1) 
Each guard may be granted a maximum of three paid sick days during the period from September 1 to June 30.
(2) 
Sick day pay shall be taken as the normal daily pay for said school crossing guard during the immediately preceding workweek.
(3) 
Only those who have completed 10 months' employment as a school crossing guard for the Borough of Closter shall be eligible to receive sick pay.
(4) 
Section 48-9A, B, C, E, H, I, J and K shall not apply to school crossing guards.
[Added 10-26-1994 by Ord. No. 1994:688; amended 4-9-2014 by Ord. No. 2014:1160]
A. 
The Borough will endeavor to bring employees with temporary disabilities back on the job as soon as possible and may assign transitional and/or light duty to employees who temporarily cannot perform the essential functions of their positions because of injury or illness. Transitional duty and/or light duty is not guaranteed and will not exceed 45 workdays unless extended by the Mayor and Council upon the recommendation of the Borough Administrator.
B. 
An employee requesting transitional and/or light duty or the Workers Compensation Physician shall notify the Borough Administrator as soon as the temporarily disabled employee is able to return to work with restrictions. Transitional and/or light duty will only be assigned if the employee will probably be able to perform the essential functions of the position after the transitional and/or light duty period. The Borough Administrator will consult with the department head to determine if there is any meaningful work that can be performed consistent with the restrictions. Transitional and/or light duty assignments may be in any department and not just the employee's normal department. The Borough Administrator will decide if it is in the best interest of the Borough to approve a transitional and/or light duty request and will notify the employee of the decision. The Borough reserves the right to terminate the transitional and/or light duty assignment at any time without cause.
C. 
Employees may not refuse transitional and/or light duty assignments that are recommended by the Workers Compensation Physician. In such cases, failure to report to work as directed shall constitute immediate grounds for dismissal. If the employee believes that the transitional and/or light duty assignment is beyond the employee's abilities, the employee may request a meeting with the Borough Administrator who will render a written response within 24 hours.
D. 
Employees on transitional and/or light duty will receive their regular salaries and are prohibited from engaging in any outside employment of any kind unless they receive prior written approval from the Borough Administrator. If transitional and/or light duty is approved, the employee or Workers Compensation Physician must keep the Borough Administrator informed of the medical progress. (Employees assigned to transitional and/or light duty will be allotted time off to attend medical or physical therapy appointments but must request leave time for any other reason.) If at the end of the transitional and/or light duty period the employee is not able to return to work without restrictions, the Borough reserves the right, at its sole discretion, to extend the transitional and/or light duty or place the employee back on workers' compensation or disability. This policy does not affect an employee's rights under the Americans with Disabilities Act,[1] the Family and Medical Leave Act,[2] the Fair Labor Standards Act,[3] the contagious or life-threatening illnesses policy or other federal or state law.
[1]
Editor's Note: See 42 U.S.C. § 12101 et seq.
[2]
Editor's Note: See 29 U.S.C. § 2601 et seq.
[3]
Editor's Note: See 29 U.S.C. 201 et seq.
A. 
Maternity. Maternity leave may be granted without pay for up to one year, provided that the request is approved by the department head and by the Mayor and Council.
B. 
Military. Any full-time employee who is a member of the National Guard or reserve components of the military or naval service of the United States and is required to perform active duty for training periods shall be granted a leave of absence with pay for the period of such training. The amount of such paid leave, unless the employee elects to use his or her annual vacation leave, shall be the difference between the employee's salary for the leave period and the amount of money received from the state or federal government for such service. When an employee has been called to active duty or inducted into the military or naval forces of the United States, he or she shall automatically be granted an indefinite leave of absence without pay for the duration of such active service. However, in order that the employee may be reinstated without loss of privileges or seniority, he or she must report for duty with the Borough within 60 days following his or her honorable discharge from the military service.
C. 
Service in court. A full-time employee who is subpoenaed as a witness in a civil or criminal case, not involving him or her in his or her capacity as a Borough employee, or an employee who is called and serves on a jury may be granted paid leave for the period of time in which he or she is officially involved with the court in such capacity.
D. 
Death in immediate family. Each full-time employee may be granted, upon approval of said employee's department head, time off with pay, not to exceed three days, in the event of a death in his or her immediate family. However, upon recommendation of the department head, a reasonable extension time beyond three days may be allowed where circumstances justify such action. The term “immediate family” includes father or mother, spouse or civil union partner, brother or sister, son or daughter, mother-in-law or father-in-law of the employee.
[Amended 2-25-2009 by Ord. No. 2009:1026]
E. 
Training. Full-time employees may be granted skill or professional improvement leave with or without pay for specific courses of study relating to the work of the Borough in which he or she is employed or leave to attend conferences of professional and similar associations. Such leave may be granted upon recommendation of the employee's department head and approval by the Borough Administrator and the Mayor and Council.
F. 
A leave of absence without pay may be requested by an employee of the Borough by submitting the reasons for the requested leave, in writing, to the department head. Such requests will require the approval of the Mayor and Council.
G. 
Domestic violence leave.
[Added 4-9-2014 by Ord. No. 2014:1160]
(1) 
The New Jersey Security and Financial Entitlement Act,[1] also known as the "NJ SAFE Act," provides protection for employees and their family members who have been the victims of domestic violence or sexual assault. Employees are entitled to 20 days of unpaid protected leave from work to:
(a) 
Seek medical attention for physical or psychological injuries;
(b) 
Obtain services from a victim services organization, pursue psychological or other counseling;
(c) 
Participate in safety planning for temporary or permanent relocation;
(d) 
Seek legal assistance to ensure health and safety of the employee or the employee's relative; or
(e) 
Attend, participate in, or prepare for a criminal or civil court proceeding relating to an incident of domestic or sexual violence.
[1]
Editor's Note: See N.J.S.A. 34:11C-1 et seq.
(2) 
To be eligible for the leave, an employee must meet the following criteria:
(a) 
The employee or his/her child, parent, spouse or domestic partner must be a victim of domestic violence or a sexually violent offense;
(b) 
The employee must have worked for the employer for at least 12 months and for at least 1,000 hours during the twelve-month period immediately preceding the requested leave; and
(c) 
The twenty-day leave must be taken within one year of the qualifying event.
(3) 
Employees may take leave on an intermittent basis, but such leave cannot be shorter than one full day. To the extent the leave is foreseeable, employees must provide advance notice. In addition, employees seeking leave must provide proof that they qualify for the leave. Such proof may include a restraining order, letter from a prosecutor, proof of conviction, medical documentation or a certification from an agency or professional involved in assisting the employee.
(4) 
In certain circumstances, the basis for the leave may also qualify under the federal Family and Medical Leave Act[2] and/or the New Jersey Family Leave Act.[3] If so, the Borough will treat the leave concurrently with the leave under those statutes. Employees may be required to use accrued paid vacation leave, personal time or sick leave concurrently.
[2]
Editor's Note: See 29 U.S.C. § 2601 et seq.
[3]
Editor's Note: See N.J.S.A. 34:11B-1 et seq.
(5) 
The Borough shall protect the privacy of employees who seek leave by holding the request for leave, the leave itself or the failure to return to work in the strictest confidence.
(6) 
The Borough shall not retaliate, harass or discriminate against any employee exercising his/her right to take the leave provided by this policy.
A. 
The pay of Borough employees shall be on the basis of appropriate schedules of annual or hourly rates as prescribed in the Salary Ordinance.[1]
[1]
Editor's Note: The Salary Ordinance is on file in the office of the Borough Clerk.
B. 
All wages for full-time and part-time employees and officials on an annual salary basis shall be paid twice monthly. Salary and wages shall be paid by one check. Only nonsalary items, such as clothing allowance, gas stipend, insurance refunds, etc., shall be paid by separate check. Outside employment shall be paid by one separate check.
[Amended 2-25-2009 by Ord. No. 2009:1026]
C. 
Salaries for department heads and their deputies and all positions other than secretarial, clerical and Department of Public Works' employees are fixed according to annual rates and not based on a fixed number of hours of work per week and shall not be adjusted with variation in the work schedule.
D. 
The rates of pay for different classes of positions which are prescribed in the Salary Ordinance shall be changed only by the Mayor and Council by amendment to the Salary Ordinance.[2] Such changes shall be made annually to become effective on the first day of each year and shall be retroactive to that day.
[2]
Editor's Note: The Salary Ordinance is on file in the office of the Borough Clerk.
E. 
For employees hired on or after January 1, 2009, this benefit is capped after four years. For employees hired before January 1, 2009, there shall be paid to each such full-time employee of the Borough a longevity pay of 1% of each such employee's current year's base salary for each three years of completed service to the Borough. After completion of the first three-year period of service, the employee shall in addition receive as longevity pay one-third of 1/3 of 1% of the current year's base salary for each additional year of completed service. Payments under this section shall be made at the time of regular salary payments. Computation of time of employment, for purposes of this section, shall be from January 1 of the initial year of employment.
[Amended 5-10-1978 by Ord. No. 1978:333; 2-25-2009 by Ord. No. 2009:1026; 7-8-2009 by Ord. No. 2009:1046]
F. 
For those hired on or after January 1, 2013, there shall be no longevity payments.
[Added 4-9-2014 by Ord. No. 2014:1160]
G. 
As of January 1, 2014, all full-time and permanent part-time employees of the Borough shall receive their paychecks via direct bank deposit.
[Added 4-9-2014 by Ord. No. 2014:1160]
A. 
Any employee who wishes to resign from the Borough service shall give his or her office or department head at least two weeks' prior written notice of his or her resignation, unless the Borough Administrator requires a longer service or agrees to a shorter notice. Any employee so resigning shall not take his or her earned annual vacation time during said two-week notice period.
B. 
Any employee failing to give at least two weeks' notice shall forfeit his or her accrued vacation time or any type of compensation in lieu of vacation.
C. 
The office or department head shall indicate his or her approval or disapproval of the employee's resignation notification and forward it to the Borough Administrator who may reject or accept the terms of the resignation. No resignation shall become effective until it is recommended for approval by the employee's office or department head and approved by the Borough Administrator.
D. 
Any employee who does not submit his or her resignation in compliance with the provisions in this section or whose resignation is not approved or who is absent from work for a period of three or more days without notifying his or her office or department head of the reasons for his or her absence and of his or her intention to return to work may be considered as having resigned without notice.
E. 
Any employee who fails to return to his or her duties within three days after the expiration date of an authorized leave period without notifying his or her office or department head shall be considered as having resigned without notice, provided that the failure to give notice was not caused by unavoidable circumstances.
F. 
A doctor’s note is required for any and all sick time taken after an employee submits his or her resignation.
[Added 2-25-2009 by Ord. No. 2009:1026]
A. 
All Borough employees enrolled in the Public Employees' Retirement System of New Jersey are subject to the requirements and provisions of the plan.
B. 
All information regarding the retirement plan may be obtained from the office of the certifying agent of the Public Employees' Retirement System of New Jersey.
A. 
When a department head has reasonable grounds to believe that an employee is not conforming to Borough policies and rules or to specific instructions given him or her, the department head should first privately discuss the matter with such employee. The department head should, if possible, then obtain assurance that there will not be a repetition of the incident.
B. 
If the matter is not serious and the department head is satisfied, the matter may be dropped.
C. 
Should the department head consider such conduct sufficiently violative of the aforesaid policies, rules or instructions to warrant further consideration by the Borough Administrator, the employee should be so advised and a meeting of those interested arranged at the earliest possible date. All facts should be presented at this meeting, which should, if possible, be conclusive. A written report of the meeting and of the action taken should be placed in the employee's personnel history file.
D. 
In the event that it appears desirable to do so, the matter may be referred by the Borough Administrator to the Mayor and Council for review and/or such action as is warranted by the facts.
E. 
Disciplinary actions against employees may include the following:
(1) 
Informal private verbal reproof by the department head.
(2) 
Written memorandum of censure from the department head or his or her superior.
(3) 
Letter of admonition from the Borough Administrator or as directed by the Mayor and Council.
(4) 
Suspension from duty without pay, not to exceed five working days.
(5) 
Transfer or demotion of employee.
(6) 
Separation from the service of the Borough.
F. 
Suspension from duty of any employee may be ordered by the Mayor and Council for any of the reasons as specified in Subsection J hereinafter. If and when such summary action is considered necessary, suspension may also be ordered by the Borough Administrator until the Mayor and Council are able to take action thereon. If the Mayor and Council do not concur with the action of the Borough Administrator, such employee shall have restored to him or her any pay and privileges withheld by the action of the Borough Administrator.
G. 
A fair and complete investigation of the case will be made in no more than 30 days by the Borough Administrator to accumulate all of the facts and to interview the interested parties. If requested by the suspended employee, a hearing will be held and a written record of such hearing will be made. After the conclusion of the investigation and hearing, if one is held, the finding and recommendations, supported by all available data, will be reported to the Mayor and Council.
[Amended 2-25-2009 by Ord. No. 2009:1026]
H. 
All papers in connection with a disciplinary action will be placed in the employee's personnel file.
I. 
Any employee may appeal a disciplinary action, except suspension from duty, by means of the procedure set forth for handling grievances.
J. 
An employee may be suspended, demoted or otherwise disciplined for cause. Among the causes sufficient for such action shall be:
(1) 
Neglect of duty.
(2) 
Absence without leave or failure to report after authorized leave has expired or after such leave has been disapproved or revoked.
(3) 
Incompetency, inefficiency or incapacity due to mental or physical disability.
(4) 
Insubordination.
(5) 
Serious breach of discipline.
(6) 
Intoxication while on duty.
(7) 
Commission of a criminal act.
(8) 
Participating in any political activity prohibited by this article.
(9) 
Disobedience of departmental rules and regulations.
(10) 
Conduct unbecoming a public employee.
A. 
It is the policy of the Borough of Closter that every employee at all times be treated fairly, courteously and with respect. Conversely, each employee is expected to accord the same treatment to his or her associates and department head and to the public.
B. 
Whenever an employee has a grievance, he or she should first present it verbally to his or her department head. It is the responsibility of the department head to arrange a mutually satisfactory settlement of the grievance as quickly as possible if it can and, in his or her opinion, should be made within the discretion permitted him. The department head must either conclude a mutually satisfactory solution to the grievance within 48 hours of the time presented to him or, failing in that, must within that time advise the employee and the Borough Administrator of his or her inability to do so.
C. 
When an employee is informed by his or her department head that he or she is unable within the discretion permitted him or her to arrange a mutually satisfactory solution to the grievance, the employee must, if he or she wishes to present the grievance to the Borough Administrator, do so in writing.
D. 
The employee will prepare the grievance in writing, in duplicate. The grievance should be stated as completely and as clearly as possible in order to permit prompt handling. One copy of the grievance shall be delivered to the Borough Administrator, who will, without delay, forward it to the Mayor and Council in order to advise the Mayor and Council of the filing of the grievance.
E. 
The other copy of the grievance shall be presented by the employee to his or her immediate department head, to whom the grievance will be made verbally. The department head will report the facts and events which led to its presentation, in writing, and include in his or her written report any verbal answer he or she may have previously given to the employee concerning this grievance. Within 24 hours after receipt of the written grievance, the department head must present it, with the information required from him, to the Borough Administrator.
F. 
The Borough Administrator will attempt to find a mutually satisfactory solution to the grievance promptly, or failing in that, the complaint will be referred to the Mayor and Council.
G. 
Since it is intended that most, if not all, grievances can and should be settled without the necessity of reference to the Mayor and Council, no grievance will be heard or considered by the Mayor and Council until it has passed through all of the above-described steps.
H. 
All papers and documents relating to a grievance and its disposition will be placed in the employee's personnel file.
The following procedure shall be followed with respect to necessary expenses for conventions, seminars and business or travel of employees of the Borough while on Borough business or attending job improvement training:
A. 
No employee shall incur any expense on behalf of the Borough for conventions, seminars and business or travel expenses without first receiving the prior written approval of the Borough Administrator.
[Amended 2-25-2009 by Ord. No. 2009:1026]
B. 
Upon returning from any convention, seminar or business trip, the employee shall make a full oral report and, if required by the department head, a written report thereof to the appropriate board or department or the Mayor and Council.
C. 
All employees shall submit an itemized voucher for all expenses incurred on any duly authorized trip to a convention, seminar or on any other valid Borough business and shall thereupon be reimbursed.
D. 
In the event that an employee's personal vehicle is used for the conduct of Borough business, the employee may be eligible for mileage reimbursement through the regular expense voucher process at the IRS rate in effect at that time. In any case, when an appropriate Borough vehicle is available, the Borough vehicle shall be used rather than the employee's personal vehicle.
[Added 8-10-1983 by Ord. No. 1983:456; amended 2-25-2009 by Ord. No. 2009:1026; 4-9-2014 by Ord. No. 2014:1160]
Day-to-day inquiries with respect to the provisions of this article shall be directed to the Borough Administrator for response.
[Added 8-10-1983 by Ord. No. 1983:456; amended 2-25-2009 by Ord. No. 2009:1026]
This article shall not apply to employees where they are covered by a separate contractual agreement and/or a rules and regulations manual.
[Adopted 9-13-1978 by Ord. No. 1978:338 (Art. II of Ch. 65 of the 1967 Code)]
[Amended 8-14-1996 by Ord. No. 1996:723]
A. 
Equal opportunity employment. It shall be the policy of this Borough that equal opportunity of employment and advancement in employment shall be based on merit and ability to perform without regard to race, color, national origin, religion, sex, political affiliation or age. No arbitrary, unreasonable or artificial barrier shall impede the employment or promotion of any person for any position.
B. 
The Borough, in compliance with the Americans with Disabilities Act, does not discriminate against a person with a disability in hiring if the person is otherwise qualified for the job.
C. 
Antisexual Harassment Policy. The Borough will not tolerate any form of harassment and has adopted an Antisexual Harassment Policy, Ordinance No. 1996:721.[1]
[1]
Editor's Note: See Ch. 58, Sexual Harassment.
D. 
Drug-free work environment; smoking.
(1) 
It is the policy of the Borough to maintain a drug-free workplace in accordance with the Omnibus Transportation Employee Testing Act of 1991. The Borough will not tolerate the use of alcohol, intoxicants or illegal drugs at work. An employee found in possession of illegal drugs, using illegal drugs and/or alcohol at work or under the influence of illegal drugs and/or alcohol at work may be subject to immediate termination, The Borough may require an employee to submit to a drug test if it has reason to suspect alcohol or drug use on the job. The Borough may require an employee who is addicted to alcohol or illegal drugs to attend a drug or alcohol rehabilitation program as a condition of continued employment. Failure to stay in such a program shall serve as immediate grounds for termination of employment.
(2) 
Smoking is not permitted anywhere in the Municipal Building or in any Borough-owned vehicle or equipment.
[Amended 4-9-2014 by Ord. No. 2014:1160]
E. 
Whistle-Blower Policy. No person shall be subject to discipline in retaliation for having reported, in good faith, wrongdoing by another. This policy shall be administered in accordance with the New Jersey Whistle-Blower's Law, i.e., the New Jersey Conscientious Employee Protection Act, N.J.S.A. 34:19-1 et seq.
F. 
Catastrophic Illness Policy.
[Amended 2-25-2009 by Ord. No. 2009:1026]
(1) 
The Borough is committed to providing and maintaining a healthy and safe work environment which allows all employees to perform their jobs in a safe and productive manner. The Borough respects the dignity and worth of every employee through its Equal Opportunity Employment statement, which explains its policy and practice with respect to prohibiting discrimination in every phase of employment.
(2) 
The Borough provides support for individual employees who may be facing the trauma of a life-threatening or catastrophic illness. The purpose of this policy is to support the physical and emotional health of all employees, minimize disruptions or productivity and morale caused by the presence of a worker with a life-threatening illness and demonstrate the Borough's continued commitment to its affirmative action goals related to physically disabled employees.
(3) 
Employees with such conditions, who are able to meet appropriate performance standards and whose continued employment does not pose a threat to their own health and safety or that of others, are assured equal employment opportunities and reasonable accommodation in their employment. This has been and continues to be the policy of the Borough.
(4) 
If an employee is able to work, he or she is expected to be productive. If the individual cannot work, then he or she may be eligible for health and disability benefits.
(5) 
Consistent with the concern for employees with life-threatening illnesses, the Borough offers the following range of resources available through the Personnel Manager:
(a) 
Employee education and information on terminal illnesses and specific life-threatening illnesses.
(b) 
Referral, to agencies and organizations which offer supportive services for life-threatening illnesses.
(c) 
Provide consultation in assisting employees in efficiently managing health, leave and other benefits.
G. 
Workforce Reduction/Layoff Policy. Employment may be terminated as a result of reduction in force. Terminations through reductions in force will be determined on recommendation of the Council Committee in charge of each department affected and final approval of the governing body.
H. 
Notification of job openings. Every effort is made to hire the best qualified people for municipal employment. Job openings for permanent full-time employees and permanent part-time employees shall be posted on the bulletin board of the Municipal Building and are advertised in local newspapers. Preference is given to hiring and promoting from within the system. All applicants for positions of municipal employment are required to fill out a job application form.
I. 
Job description. As far as possible every job shall have a job description. Such descriptions should include the following: the name or title of the job or position; a description of the duties to be performed; hours and work schedule; date on which appointment is effective; name or title of the person to whom the appointee reports; starting wage and salary; and requirements for the position in terms of education, training and experience.
J. 
Amendments and ratification. This personnel policy may be amended from time to time, by the Borough Council through the passage of an appropriate resolution. Each year these rules and regulations shall be ratified during the reorganization meeting of the Mayor and Council.
K. 
Disclaimer. Nothing contained in this section shall be interpreted to mean that employees will only be terminated for just cause or that a particular job shall remain available. This section is a guide not a bargain for contract, and any employee should be aware that it can be changed at any time without notice.
A. 
No criteria or standard for employment or promotion in employment shall be established unless such criteria or standard shall specifically relate to the job or position to be filled either by employment or promotion thereto.
B. 
Criteria may be established requiring a minimum educational or job experience attainment for certain jobs or positions where such criteria are job-related or position-related.
C. 
Any application, test, examination or demonstration of ability for a particular position or job, whether in writing or oral, shall specifically relate to the position or job to be filled.
A. 
Marital status or condition of pregnancy shall not be cause to deny employment or promotion or to discharge from employment. A pregnant employee who desires a leave of absence and then a return to work shall be offered comparable employment at comparable pay on a first-available basis.
B. 
The arrest record of an employee or applicant shall not be a bar to employment or continued employment. Conviction of an applicant or employee may be a bar to employment or continued employment if the act or conduct resulting in conviction relates to the specific position or job.
C. 
Physical requirements that relate to the position or job may be adopted, but such requirements shall not be applied to the requirement of any position or job to which they do not relate.
A. 
There shall be no discrimination between employees on the basis of sex as to rates of pay or promotional opportunity where equal work requires equal skill, effort and responsibility for work performed under similar working conditions.
B. 
There shall be no discrimination because of the age of any applicant for employment or any employee as to rate of pay, promotional opportunities or working conditions, and no limitation shall be placed upon any person because of age.
C. 
No person shall be deprived of employment or refused promotion or be discriminated against in any manner in his or her employment or employment opportunity by reason of race, color, religion, sex, marital status, age, political affiliation, sexual orientation, gender identity or for any reason. Ability to perform and merit shall be the sole criteria for employment or advancement in employment.
[Amended 2-25-2009 by Ord. No. 2009:1026]
A. 
To comply with the requirements of the several laws concerning affirmative action in connection with federal and state grants, the administration of an equal employment opportunity program shall be directed by the Borough Administrator.
B. 
The Borough Administrator shall have the responsibility and authority to assure that no discrimination concerning the provisions of any federal or state act shall occur in any program undertaken by the Borough of Closter and funded in any manner by the United States or the State of New Jersey or any political subdivision thereof.
C. 
The Administrator shall require, when necessary under the terms of this article or of any pertinent law or regulation or executive order, the filing of an affirmative action program by the Borough or by any contractor or subcontractor doing any work for which governmental funds are received.