Secondary Police Employment Request
Employee Name:
Secondary Employer’s Name and Business:
Secondary Employer’s Address: Secondary
Employer’s Phone Number: Date of
Request:
Description of Work:
Average # of Hours Worked Per Week:
When is Work Performed:
Uniform:
Yes
No
Employee Signature: Date: The undersigned acknowledges that they have read and understand the Village of Pinehurst “Secondary Police Employment Policy” pertaining to secondary police employment and agree to comply with the order or any other requirements of the Village of Pinehurst regarding secondary employment. You are advised to inquire with the secondary employer regarding liability for Workers’ Compensation and general liability insurance coverage of you as an employee.
Accept Deny Accept Deny Accept Deny Accept Deny
Supervisor Signature:
Date:
Department Head:
Date:
HR Signature:
Date:
Village Manager Signature:
Date:
Human Resources Department 395 Magnolia Rd. - Pinehurst, North Carolina 28374 (910) 295-1900 - Fax (910) 295-4434 - www.vopnc.org Page 1 of 1
Request for Outside Employment
The work of the Village will take precedence over other occupational interests of employees. All outside employment for salaried, wages, or commission and all self- employment must be reported to the employee’s Supervisor, who in turn will report to the Human Resources Director for approval by the Village Manager. Conflicting or unreported outside employment will be grounds for disciplinary action up to and including dismissal.
I,
request to work at
in the capacity or occupation of
Usual hours when outside employment is performed: Number of hours per week involved in this outside employment:
I understand that this additional job must not interfere with, nor take priority over my duties to the Village of Pinehurst. I further understand that I am responsible for reporting any change in the status of my outside employment that may occur PRIOR to the commencement of any outside employment
Employee Signature:
Date:
Recommend Not Recommend Recommend Not Recommend Recommend Not Recommend Recommend Not Recommend
Supervisor Signature:
Date:
Dept Director Signature:
Date:
HR Signature:
Date:
Village Manager Signature:
Date:
Human Resources Department 395 Magnolia Rd. - Pinehurst, North Carolina 28374 (910) 295-1900 - Fax (910) 295-4434 - www.v opnc .org Page 1 of 1
VILLAGE OF PINEHURST STANDARD PROCEDURE
External Communications Policy
SUBJECT:
Effective Date: 08/01/2020
Department: Administration Prepared by: Natalie Hawkins
Policy No.: ADM-103.1
Approved by: Policy Committee Chair, Angela Kantor
Revised: 07/15/2020
Approved by: Village Manager, Jeff Sanborn
# of Pages: 9
I. Purpose/Objective The purpose of this External Communications Policy is to provide Village employees and volunteers guidance in producing and disseminating information to the public. This policy applies to all departments within the Village of Pinehurst and all members of volunteer committees or boards. It covers written external communications that are distributed outside of the organization, media relations, public information requests, and informing employees of external communications. The policy is designed and intended to ensure Village employees and volunteers: • Communicate information in a consistent manner across all departments, • Communicate information in a timely manner, • Communicate information using consistent methods, • Create communications and materials in a manner that is consistent with the Village’s brand standards, • Have an efficient means to communicate information, • Are adequately and timely informed of information disseminated to the public, • Include direct methods of public feedback in all communications, and • Staff monitors public feedback received from communications and follows up if needed. The objective of this policy is to provide Village employees and volunteers with a systematic method of communicating information to achieve the Council’s strategic objectives and goals.
Village of Pinehurst – External Communications Policy
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II. Policy The communication requirements under this policy vary based on the types of messages being delivered to external individuals and organizations. The Communications Specialist is responsible for communicating messages electronically that are prepared and submitted by Department Heads or their designee within 3 days of submission. This policy identifies the different types of communication messages, those messages that must be reviewed and approved by the Village Manager or Assistant Village Manager prior to delivery, the methods available for use when communicating information, and the desired timing of submission and delivery of communication messages. Volunteer committees and boards are required to forward any external committee communications to the Communications Specialist for review and distribution. A. Written External Communications All Village communications fall into one of two categories: routine or significant. Specific requirements for how and when communications occur vary based on the type of key messages that fall into one of these two categories. Routine and Significant Communications Routine communications involve general, non-controversial subject matter that is distributed in the normal course of business and is oftentimes distributed frequently. Significant communications involve existing or potential threats to public safety, welfare, or property; items that may affect the Village’s image; items that may affect citizen confidence in their government; or issues that have the potential to become controversial in some way. All significant communications require the approval of the Village Manager or an Assistant Village Manager. However, if the safety and welfare of the public are in imminent danger, prior approval is not required and public safety employees should notify the Village Manager, Assistant Village Managers, and the Communications Specialist of the communication as soon as possible. Communications Matrix The Communications Matrix identifies key messages as either routine or significant. It includes a list of key messages and the timeframe for which the messages should be distributed. The matrix also includes the key audiences for messages to help determine the most appropriate methods of distribution. All electronic communications, including press releases, which are distributed externally should be routed through the Communications Specialist for distribution. Department Heads and the Communications Specialist should strive to submit and distribute communication messages within the timeframe indicated in the Communications Matrix.
Village of Pinehurst – External Communications Policy
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The Communication Matrix below identifies Routine and Significant communications:
Communications Matrix ROUTINE
Distribution Timeframe
Key Messages
Examples
Key Audiences
Employee Awards New Employees
Press Residents Businesses Employees Press Residents Businesses Employees Press Residents
14 days of employee notification
Employee recognition
Promotions Retirements
Employment & volunteer opportunities
Job Openings Volunteer Vacancies
30 days of vacancy
Citizens Police Academy Hazardous Waste Event P&R Programs Public Works Week Code Reminders Community Watch Fire Prevention Safety Reminders Road Closure Notifications Board/Committee Meetings Council Meetings Special Meetings Public Info Meetings
Upcoming programs & community-wide events
At least 30 days prior to the event
Businesses Employees Collaborators/Partners
Press Residents
Public information or public education
Requested distribution date
Businesses Employees Collaborators/Partners
Press Residents Businesses Employees
At least 48 hours prior to the meeting
Public meeting notifications
SIGNIFICANT – Requires Manager Review & Approval
Distribution Timeframe
Key Messages
Examples
Key Audiences
Press Residents
One and Done Sale of Village property Village Green
Major Village initiatives
Requested date
Businesses Employees Collaborators/Partners
Press Residents Businesses Employees Press Residents Businesses Employees Press Residents Businesses Employees
Immediately – within 24 hours
Controlled Burns Hydrant Testing
Public or Emergency alerts
Life Safety Achievement Award Financial Awards Safest City Award Annual SOP Financial Statements Survey Results
State or national awards & recognition
7 days of award or recognition
Strategic Operating Plan; Performance & Financial Reports; Survey results; Committee reports
5 days of submission or completion
Village of Pinehurst – External Communications Policy
Page 3
Communication Tools Below is a list of some common tools available to communicate information to key audiences: • Blogs • Code Red Call/Text
• Engage Pinehurst • Press Releases • Print Ads
• Community Calendars • Council/Planning Board Agendas (NovusAgenda) • e-News • E-Mail • Intranet • Digital Ads • Downtown & Welcome Center Kiosks • Meeting Notices • Mobile App (MY VOP) • Newsletters
• Print Media/Mail • Public Meetings • Radio • Social Media (Facebook, Twitter, Instagram, LinkedIn, etc.) • Strategic Operating Plan
• Telephone • Television • VOP Calendars • Website • You Tube
Departments and volunteers may utilize a combination of these communication tools based on the type of communication. The Communications Specialist will determine, in conjunction with department and/or committee representatives, which communication tool is most appropriate based on the type of message . Recommended tools for most external communications include : • E-News • Press Releases • Social Media • Website Public Feedback Mechanisms All written communications distributed by the Village should provide a mechanism for public response whereby customers and others can contribute actionable feedback. Some alternative mechanisms for feedback that may be included in written external communications are listed below: • Staff contact name, phone number, and/or email address, • A physical address, • A website link, • A link to an electronic survey, • A link to the Village’s social media outlets, • A link to the Village’s civic portal, etc.
Village of Pinehurst – External Communications Policy
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The feedback mechanism selected will vary based on the desired level of public input for the message being communicated and the type of audience. Public participation can range from inform to empower as shown on the spectrum below:
Inform Consult
Involve Collaborate Empower
Brand Consistency All Village communications should be consistent with the Village’s brand. Any use of the Village logo in external communications should conform to the Village’s Logo Usage Guidelines . These guidelines indicate the appropriate use of the Village logo, the Village’s color palette that should be utilized when possible, and recommended fonts that are consistent with the brand. To ensure the Village presents a consistent image to the public, departments and committees should strive to reinforce its brand in all external communications when possible. In addition, the Village’s tagline, “History, Charm, and Southern Hospitality” should be used in Village communications when appropriate. Any departmental slogans, taglines, etc. that are developed should also be consistent with the Village brand. Departments and committees are encouraged to use standardized communication templates provided by Administration and located on the Village’s Intranet. However, if departments and committees prefer not to use the standardized templates, they are required to obtain approval from the Assistant Village Manager of Administration or the Communications Specialist for any written communications that include the Village’s logo. This is to ensure the logo usage guidelines are consistently followed throughout the organization, thereby ensuring the Village presents a consistent image of its brand. Social Media This policy is not meant to address one particular form of social media, rather, social media in general as advances in technology will occur and new tools will emerge. The goal of the Village’s social media use is to: • Create a two-way dialogue with the community. • Provide the Village with the ability to communicate easily and effectively with the public.
• Engage residents at their convenience. • Make it easy for residents to participate.
All Village social media sites or pages shall be approved by the Village Manager, the Assistant Village Manager of Administration, and the Communications Specialist. The Communications Specialist is responsible for the management of the Village’s social
Village of Pinehurst – External Communications Policy
Page 5
media pages, however, in some cases additional staff members may be approved to post on the Village’s social media pages. Employees posting information on official Village social media pages are responsible for complying with the provisions of the Village’s Electronic Communications Use Policy , which outlines the guidelines for professional use, and are encouraged to utilize the “Best Practices for Social Media” guide prepared by the Communications Specialist. Employees authorized to post content on Village social media sites are responsible for monitoring comments from users and periodically reporting them to Department Heads and/or Village Managers, as appropriate. All Village social media outlets must contain the Village logo and be controlled by a secure username and password. All current usernames and passwords should be kept on file with the Information Technology Department. Information posted on Village social media pages must be factual and cannot impair the public’s confidence in the operation of Village government or the performance of the individual employee. Like email, communication via Village related social media outlets is a public record. This means that both the post by the Village employee and feedback received will become part of the public record. Because others may not be aware of the public records law, the Village should include the following statement somewhere on all social media outlets: “The Village of Pinehurst uses social media to interact with residents, businesses, and visitors about public issues. Please note this is a moderated online discussion site and subject to North Carolina Public Records Laws, e-discovery laws, and policies. To help ensure this site is a safe and productive place, please take a moment to become familiar with our terms of use.” Employees authorized to post content on Village social media sites are responsible for monitoring comments from users that are submitted and periodically reporting them to the Department Head or Village Managers, as appropriate. B. Media Relations Media relations include written, verbal, and face to face interactions with members of the media (television, radio, newspaper, magazines, etc.). Most written communications occur in the form of an official press release and paid advertising. Verbal and face to face interactions are most often responses to requests for information or interviews. Press Releases Press releases are official Village communications to members of the press. Employees and committee members are required to prepare all press releases using the standard template provided and forward to the Communications Specialist for review and distribution. The Communications Specialist is responsible for maintaining an accurate list of media contacts to ensure all press releases reach their intended audience and are fairly distributed to all known representatives of the press. Departments and committees are not authorized to distribute press releases directly.
Village of Pinehurst – External Communications Policy
Page 6
Press releases for routine communications are reviewed and distributed by the Communications Specialist. Press releases for significant communications require approval of the Village Manager or an Assistant Village Manager prior to release. Paid Advertising All Village paid print advertising should include the Village’s logo and be designed in accordance with the Village’s logo usage guidelines. To ensure brand consistency, the design of all paid advertising should be done in conjunction with the Communications Specialist and requires his/her approval prior to ad placement. Media Interactions Media interactions include responding to questions and inquiries from media outlets and participating in interviews. “Media” refers to all individuals and organizations who maintain print, broadcast, or digital communication vehicles for public consumption. This includes newspapers, magazines, television, blogs, digital news sites and other vehicles. All Village employees and volunteers should notify the Village Manager about routine and non-routine media inquiries immediately upon receiving the request. Even seemingly routine media requests may be used to contribute to a larger story that may be controversial. Therefore, it is extremely important for employees and volunteers to notify the Village Manager each time they are contacted by a media representative. Routine media inquiries – one that seeks basic factual information. Examples include: seeking general information about public events, programs or services, or information that is readily available and non-controversial. Routine media inquiries may be handled by the appropriate staff person without prior approval of the Village Manager or an Assistant Village Manager. The Department Head or his/her designee should handle all media requests for the department. If other employees within the department handle the media interaction, they should inform the Department Head as soon as possible. Routine media inquiries may be handled by the appropriate volunteer without prior approval of the Village Manager or an Assistant Village Manager. The volunteer should inform their committee’s staff liaison as soon as possible of the inquiry. Employees and volunteers are expected to respond to media requests as soon as possible for routine inquiries. Non-routine media inquiries – one that seeks the interpretation of a policy; requests employee records or other extensive public records; requests sensitive or controversial information that may affect the Village’s public image or citizen confidence; requests information related to legal claims or lawsuits; or requests information about emergency situations. Non-routine media inquiries should be handled directly by the Administration department when possible. If an employee or volunteer receives a non-routine media inquiry directly, the employee or volunteer should immediately consult with the Village Manager or an Assistant Village Manager prior to responding to the media inquiry. At
Village of Pinehurst – External Communications Policy
Page 7
that time, the Village Manager or Assistant Village Manager will determine if the Administration department will respond to the non-routine media inquiry or he/she may delegate the authority to an employee or volunteer to respond to the media request. The employee or volunteer who has been granted authority to respond to non-routine media inquiries is required to brief the Village Manager or Assistant Village Manager and their Department Head immediately after the response. In emergency situations where the safety and welfare of the public are in imminent danger, public safety employees are authorized to interact with the media in accordance with the Village’s Emergency Operations Plan and should notify the Administration Department of the interaction as soon as possible. Village employees and volunteers should only discuss topics with media representatives for which they have been given direct authority under the terms of this policy. When communicating with the media, employees and volunteers are reminded they are acting on behalf of the Village and should conduct themselves professionally. In addition, employees and volunteers should avoid editorializing as much as possible and present factual information. C. Public Information Requests Periodically, the Village receives formal requests for copies of documents related to a specific topic, subject or issue. With very few exceptions, all records, including emails, are a matter of public record as defined by NCGS 132-1 through 132-10. Public records include all documents, papers, letters, books, photographs, films, sound recordings, magnetic or other tapes, electronic records, artifacts, or other documentary material, regardless of form or characteristics, made or received pursuant in connection with the transaction of public business. All requests for public information should be submitted on the “Public Records Request Form”. No form is required for routine public safety incident related reports and intergovernmental requests. If the requestor is unable or unwilling to complete the required form, the employee receiving the request should make every effort to complete the form to the best of their ability. Public information requests may involve routine documents, non-routine documents, or documents deemed to be significant. Any public records requests for employee information should be referred to the Human Resources Director, who will respond to the request. Routine documents –These are typically documents that are normal to the operation of the department and may include copies in total, or in part, of any Village printed or published document, such as the budget, solid waste flyers, brochures, the PDO, public safety reports, Village or departmental policies. Routine documents may be distributed by the department without prior approval of the Village Manager or an Assistant Village Manager. Non-routine documents – These are typically related to sensitive or controversial issues or an issue that has the potential to become controversial. Examples include the accumulation of financial records, personnel records, etc. Non-routine documents may
Village of Pinehurst – External Communications Policy
Page 8
be distributed by the department but only after approval from the Village Manager or Assistant Village Manager. Departments are required to retain a copy of the non-routine documents disbursed under the public information request. When an employee is unsure if the public information request is routine or non-routine, the employee should treat the request as if it is non-routine. Significant documents – These are related to an issue that is either currently being litigated, has been litigated, or is expected to be litigated in the future. Any request for copies of internal communications (e.g. email, memos, etc.) are considered to be significant documents. Employees should take the following steps when they receive a public information request for significant documents: 1) Immediately notify the Village Manager of the request. The Village Manager or his/her designee is solely responsible for authorizing the staff to gather the information or make it available for inspection or review by the requesting party. Depending on the nature of individual requests the Village Manager or his/her designee may notify the Village Attorney of the request. 2) Employees should turn over all materials requested to the Village Clerk for cataloging of what is included and to be reviewed by the Village Manager. A copy of the information shall be made, kept intact and retained prior to being reviewed by the requesting party or released. 3) The Village Manager or his/her designee will review the gathered information and authorize the Village Clerk to release the records. Employees are required to charge the applicable fees allowed for public records requests, per NCGS 132-6.2, as indicated in the Village’s Fees and Charges Schedule. Routine public safety incident related reports and intergovernmental requests are fee exempt. If employees receive an extensive public records request and overtime is needed to fulfill the request, the Village Manager must approve the overtime in advance and the employee is required to notify the public records requestor of the estimated cost to produce the records requested prior to accumulating the records and incurring any overtime. D. Informing Employees of External Communications The Communications Specialist is responsible for routinely communicating the external communications distributed under this policy to Village employees. This will be accomplished via the employee intranet, employee emails, and/or CodeRed calls, as appropriate. This will ensure all Village employees are adequately informed in a timely manner to better serve the Village’s customers.
Village of Pinehurst – External Communications Policy
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VILLAGE OF PINEHURST
Tuition Assistance Application
Instructions prior to enrollment: 1. Complete Section I – Application. 2. Discuss proposed course with Department Director to be certain that it is eligible for reimbursement. 3. Courses must be taken on your own time, unless it is not available after working hours and time off work is approved by you Department Director and HR. 4. Complete Section I of this application and submit for approval prior to the start of the course . A copy will be returned to you after approval. KEEP THIS COPY WHEN RETURNED. After completion of the course complete Section III on the reverse side: 1. Attach receipt of payment, itemized bill detailing tuition cost, and official grade or verification of satisfactory completion to approved application. Forward your copy of the original tuition assistance application and attached documents to Human Resources for approval and reimbursement. 2. Reimbursements must be requested within sixty (60) days of course completion or else the tuition assistance commitment from the Village to you is voided.
Section I – Application
Employee Section
Name ____________________________________________________
Social Security Number ____________________
Position Title ______________________________________________
Date of Hire _____________________________
School to be Attended _______________________________________
Semester ________________________________
Course Title _______________________________________________
Days of Week/Time _______________________
Estimated Tuition for Course(s) _______________________________
Other Financial Aid Being Received:
Amount _________________ Provider _________________________________ Does Other Financial Have to be Repaid? YES NO
Course Information:
AS Degree BS/BA MA/MS
NON-Degree Course Challenge exam/CLEP
Other ___________________________
Describe specifically how this course contributes to maintaining/improving your current job skills (use back if needed)
I certify that the above is true to the best of my knowledge. I understand that tuition assistance is not an absolute right and is subject to supervisory and HR approval and the reimbursement is conditional upon satisfactory course completion, availability of funds, and that reimbursement may be subject to withholding and FICA taxes. I also understand and agree to the following: Termination of employment prior to the completion of a course voids reimbursement. This application will be processed according to the guidelines in the Tuition Assistance and Employee Training Policy. Voluntary termination prior to two years after the completion of a course requires a pro-rated repayment of tuition assistance from the date of separation in accordance with the provisions of the Tuition Assistance and Employee Training Policy.. Payroll deductions for the total tuition assistance paid to me will be made if I should terminate within a two-year period following completion of a course.
Employee Signature __________________________________________________________ Date ____________________
Section II – Course Approval
Employer Section
The proposed course is considered to be directly related to the employee’s work assignme nt or is part of a degree program that relates to a position here at the Village and is expected to be beneficial to job performance.
Department Head Signature __________________________________________________ Date _____________________
Human Resources Signature ___________________________________________________ Date _____________________
Section III – Reimbursement Request After Course Completion
Employee Section
Attached are grade report or verification of satisfactory completion and an itemized receipt of payment (cancelled checks are not acceptable) for the course approved above. REMINDER: Tuition assistance is only for the cost of tuition and associated lab fees and does not include books, or other miscellaneous educational expense.
I request reimbursement in the amount of $ ________________________________________
Employee Signature __________________________________________________________ Date _____________________
Se Section IV – Reimbursement Approval
Employer Section
The documents supporting the request for reimbursement are correct and comply with the approved policy.
Human Resources Signature ________________________________________________________Date_________________
Account Number for Reimbursement _________________________________________________
Employee Name __________________________________________________________________ Approval Amt_________ E
NOTE:
PLEASE KEEP THIS FORM TO RE-SUBMIT WITH YOUR GRADE AND PAYMENT DOCUMENTS ORDER TO RECEIVE YOUR REIMBURSEMENT.
G:HR/Policies/Tuition Assistance Application
7/15
Direct Deposit Authorization Form
I hereby authorize the Village of Pinehurst and the financial institution(s) shown to deposit my pay directly to my account each payday. If funds to which I am not entitled are deposited into my account, I authorize the Village of Pinehurst to direct the bank to return said funds. This authority will remain in effect until I file a new Authorization form.
Check One:
New
Change
Employee Name: Social Security Number: Account #1
Checking
Savings
Bank Name: Bank Location: Account Number: Routing Number: Deposit Amount
$ or %
Account #2 (Optional)
Checking
Savings
Bank Name: Bank Location:
Account Number: Routing Number: Deposit Amount
$ or %
IMPORTANT: Attach a voided check or deposit slip if this is a checking account.
Employee Signature:
Date:
HR/FS Verification:
Date:
Test Date (employee may receive a check): First Actual Direct Deposit Date:
Human Resources Department 395 Magnolia Rd., Pinehurst, North Carolina 28374 (910) 295-1900 - Fax (910) 295-4434 - www.vopnc.org
Candidate Referral Form Form Must Be Received by Human Resources Prior to Interview to be Eligible
(Please print) Date______________________
Name of Employee Making the Referral____________________________________________________
Position Held_____________________________Department__________________________________
Name of the Candidate Referral__________________________________________________________
Position Candidate is Applying For________________________________________________________
Relationship______________________________How Long Have You Known?_____________________
Comments____________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________
I certify that I am not otherwise involved with the recruitment, rating, or selection of the referred candidate and that I am not related by blood or affinity whose close association with the candidate is the equivalent of a family relationship.
Signature of Employee Making the Referral/Date
I understand and agree that I have been referred for employment at the Village of Pinehurst. I further understand and agree that this does not constitute a promise that I will be hired.
Signature of Candidate Referral/Date
Human Resources Use Only Date Received in HR_______________________Date of Hire_________________ ___________ Information Verified During Interview ___Yes___No __________________________________ HR Signature _____________________ Amount Payable $___________________
VILLAGE OF PINEHURST APPLICATION TO RECEIVE SHARED LEAVE
Please complete all of the information below and submit to your Department Director. Employee Name _________________________________________________ Department _____________________________________________________ Total Number of Leave Hours Requested ______________________ Employee Statement: This is to request participation in the Village of Pinehurst’s shared leave program. I have experienced an extreme personal emergency or catastrophic event that requires my absence from work. I am not receiving Workers’ Compensation benefits nor do I plan to seek subrogation from a third party for the leave time. All of my sick, vacation and compensatory leave have been exhausted and I am requesting donated shared vacation leave hours as specified above. I authorize the Human Resources Director to release a request to Village of Pinehurst employees for donated leave based on my current situation.
____________________________________ Requesting Employee’s Signature/Date
Department Director Comments: ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ____________________________________ Department Director Signature/Date
Review Committee Approval and Date: _______________________________________________________
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