2016 Village of Gambier Mayor’s Report
Implementation of the Plunkett Report
Throughout the year the Mayor, the Village Administrator (“VA”), the Police and Personnel Committee and the Village Council implemented recommendations from the Village of Gambier Organizational Analysis prepared by Doug Plunkett of Circuit Rider Management Group, 7/27/15 (the “Report”). Police & Personnel revised the Employee Handbook and added a new grievance procedure. We adopted several of the Report’s employee administration suggestions including holding regular “all hands” staff meetings with the Mayor and the VA, (2) revising all of the Village job descriptions, (3) reviewing those descriptions with the VA and individually with each employee, and (4) using the Report’s recommended employee evaluation procedures. All of these changes have been positive.
The Report also suggested that Village employees take Council members on an annual “Tour of the Facilities” that the Village owns and operates. This year the staff held a “Tour of the Outdoor Facilities” 8/3/16 and a ”Tour of the Indoor Office Facilities” 8/10/16. Council members in attendance learned a lot about Village operations that can help them make decisions about Village expenditures and possible improvements.
In January Council also adopted the Report’s suggestion to engage an outside expert to review the operation of the Village’s Waste Water Treatment Plant (“WWTP”). The VA did a search and ultimately engaged CT Consultants to audit the WWTP 4/22/16. CT Consultants did a thorough job and prepared a useful long term plan for maintenance of the WWTP. Their report confirmed that the WWTP is in good condition.
The Report also recommended that Council implement a formal strategic planning process. We held a Strategic Planning Retreat 3/12/16 and we also continued our long time practice of making future plans for the Village during the budgeting process.
Kenyon College appeared before the Village Planning and Zoning Commission 3115/16 to request Village Zoning Code variances related to the construction of a new building for the Village Market to be located at 111 West Chase Ave and the construction of three new student residential buildings to be located at 100 East Brooklyn St. Many citizens attended the 3/15/16 Planning and Zoning meeting and there were strong vocal objections to all of the variance requests and to the granting of the associated demolition permit for the Old Bank Building at 111 West Chase Ave.
On April 4 the Village Council held their first public hearing regarding the variance requests for Kenyon’s proposed 2016 downtown construction.There were so many citizen attendees at this public hearing that it was held in the gymnasium in the Community Center. Village Council denied all of the variance requests but one, stating generally that the proposed new market building was too large and three buildings were too many at 100 East Brooklyn St.
At the April monthly meeting of the Planning and Zoning Commission, Kenyon presented revised plans for the new Village Market building that were responsive to citizen concerns that the originally proposed building was too large. The Planning and Zoning Commission recommended approval and at a public hearing on May 2 Village Council granted the necessary variances for Kenyon to build a smaller building that fits within the square footage parameters of the Village Zoning Code, is 6 feet shorter than the first building suggested and is farther back from the edge of Brooklyn St.
Kenyon also changed the plans for 100 East Brooklyn in response to citizen concerns by decreasing the number of buildings at the location. At the May Planning and Zoning meeting Kenyon requested the variances necessary to build two, not three, ADA compliant student residences. At the related public hearing held June 9 Village Council granted Kenyon’s requests.
The 2016 public hearings regarding Kenyon’s downtown construction projects were sometimes difficult. There were a lot of people present with very strong opinions. Village citizens can be satisfied that the prss outlined in the Village Zoning Code and the Village ordinance governing variance requests worked. Citizen voices were heard in person at the hearings and through Village Council’s votes and Kenyon’s original plans were modified accordingly.
Middle Path Changes
At the April monthly Planning and Zoning meeting Kenyon applied for and was granted a permit to renovate Middle Path between Wiggin St and Brooklyn St. Over strong objections by a minority of Council members, the Village Solicitor prepared documents to correct title defects that he found when he did a title search of the downtown area at the request of Village Council several years ago. The reconstruction of Middle Path and the recording of the correcting title documents were both complete by the end of the year.
The College Township Fire Department continues its work to address the problem of increasing costs to operate the fire department and decreasing revenue and volunteer manpower. Throughout the year I’ve attended many College Township Trustee meetings and other meetings to investigate and understand the current status of fire and EMS coverage for Village citizens. This coming year the College Township Trustees will decide whether to merge with the Mt Vernon Fire Department or continue to operate an independent fire department consisting of College and Monroe Townships. The Village may be asked to contribute funds to the operation of the CTFD whether it remains independent or merges. Whether a request for a monetary contribution is made or not, in 2017 Council members will most likely have to determine what level of EMS coverage Village citizens expect and whether the CTFD provides it.
New Program for 4th of July Celebration
Due to construction in the center of town the Library and Programming Committee redesigned the 4th of July celebration. The festivities began at 11am at the depot at the Kokosing Gap Trail with Courtney DeCosky singing the Star Spangled Banner. The Mayor’s remarks and the awarding of the Poet Laureate to Richie Hofmann and the Citizen of the Year to Professor Joan Slonczewski were held on the train flatcar. Parade entrants lined up along College Park starting at the corner of College Park and Duff St and marched from that corner down Meadow Lane to the Community Center driveway and into the park. Village staff members grilled hot dogs and hamburgers at the picnic shelter in the park and many people brought dishes to share. The picnic was larger than previous years and included music by the local band 6 Miles to Nellie, an inflatable and other entertainment for kids, and lots of refreshments provided by local merchants, AVI and the Village. There was also a drawing during the band’s set break to give away donations from local merchants. Thanks to the Committee for bringing the event in under budget! We will use the same plan for the 4th of July celebrations next year.
Electronics Equipment Recycling
In February Council agreed to host a new cooperative monthly electronics recycling program with Kenyon College, Knox County Litter Prevention and Recycling, and the Delaware, Knox, Marion and Morrow Joint Solid waste District. At no cost to the Village except preparation of the site on the side of one of the parking lots near the Community Center, DKMM and Kenyon installed a shipping container to hold the electronics donations. This recycling program is open to all Knox County residents 1Oam-2pm on the first Saturday of every month.The goal is to divert electronic waste from regional landfills and ensure that the recyclable parts of electronic devices get a second chance at service. All household electronics (except those listed below) are accepted free of charge except TVs ($20) and computer monitors ($5). The program cannot accept dehumidifiers, refrigerators, freezers, air conditioners and other equipment containing freon, CFL bulbs, light bulbs, chemicals, hazmat waste, leaking/damaged batteries, alkaline batteries, aerosol/pressure air containers, Polychlorinated Biphenyl (PCBs) and items containing PCBs.
Solar Energy Possibilities for the Village
Council became interested in possible solar energy use in the Village when Community Renewable Energy proposed a solar power project to provide energy to the WWTP. The Village received the CRE proposal 2/26/16 and the Streets & Utilities Committee discussed it at their 3/14/16 meeting. Streets & Utilities advised Council against proceeding with the CRE proposal but suggested that the Village continue to investigate a possible solar power roof installation at the Village Community Center. By the end of the year Council chose Third Sun Solar to install solar panels on the roof of the Village Community Center early in 2017. This project will pay for itself and supports Council members’ and Village citizens’ desire to respond locally to climate change when possible.
Village Community Center Upgrades
In 2016 we upgraded the telephone lines and Village phone service, including adding a voice mail answering system. The Village staff painted the central Village office, the Mayor’s office and the exterior of the Community Center. The Village also acquired two new computers, one for the part time utility clerk and one for the Mayor. In 2017 we will upgrade the speed and the security of the Village’s internet service.
Relationship With Knox County Village Mayors
Early in 2016 I introduced myself to Mayor Dave Beck of Centerburg. Both of our Villages contract with the Knox County Sheriff for public safety services so I was interested in learning about Centerburg’s arrangement. I also wanted first hand information and opinions about the Central Ohio Joint Fire District as part of my personal education about the delivery of fire and EMS services in Knox County. Later in the year Mayor Beck organized a meeting of all of the mayors of Villages in Knox County to discuss the Law Director’s request for a contract for legal services with each of the four Villages. We will continue to meet together in 2017 because we benefit from learning about the similarities and differences between the operations of our municipalities.
During 2016 I also attended conferences and programs on behalf of the Village including (1) the Ohio Mayor ‘s Association Annual Conference, (2) insight 2050 (a MidOhio Regional Planning program), (3) a seminar about municipal responses in Ohio college towns to student substance abuse, (4) the annual Tree City USA Ohio program and luncheon, (5) a presentation of survey results by the Knox Substance Abuse Action Task Force, (6) each of President Decatur’s quarterly Knox County Leaders’ events and (7) the kick off meetings for both the Knox County Wayfinding Project and the Knox Area Transit Coordinated Transportation Plan. I’ve also met with Kenyon student groups and local political action groups when asked. There is a lot of good work being done in our Village and in our county that Gambier will benefit from. I look forward to next year.
Kachen Kimmell, Mayor
Balance 1/1 – 547,720.51
Local Income Tax – 650,000.00
Lodging Tax – 200.00
Local Government – 18,754.87
Inheritance – 5,000.00
Cigarette – 35.00
Liquor – 2,500.00
Cemetery Lot Sales & Opening – 2,500.00
Refuse Collection – 0.00
Fines, Tickets, Court – 3,000.00
Permits – 7,500.00
Interest – 8,000.00
Rental, Vending, Other – 18,000.00
Reimburse – 5,000.00
Total Revenue – 725,489.87
Total Funds Available – 1,273,210.38
Law Enforcement – 175,000.00
Street Lights – 22,300.00
K. C. Emergency Management – 750.00
School Zone Lights – 1,000.00
Tornado & Fire Siren – 850.00
Oak Grove Cemetery – 86,500.00
K. C. Health Department – 700.00
Recreation Programs – 1,500.00
Park Programs – 46,000.00
Library Operations – 3,500.00
Planning & Zoning – 3,500.00
Refuse & Recycling – 55,000.00
Capital Fund – 15,000.00
Street Construction – 203,500.00
Street Maintenance – 13,000.00
Snow Removal – 16,000.00
Stormwater Management – 20,000.00
Street Signs – 3,000.00
Sidewalks – 60,000.00
Equipment Purchases – 15,000.00
Mayor’s Expenses – 6,500.00
Council Expenses – 6,000.00
Fiscal Officer Expense – 11,500.00
Lands & Buildings – 76,000.00
State Examiner Expense – 0.00
Solicitor Expense – 6,000.00
Income Tax Department – 16,500.00
Election Board Fee Expense – 500.00
Legal Ad – 750.00
Worker Compensation – 7,500.00
Administrator Expense – 11,500.00
Wage’s & Benefits – 375,000.00
Fund Contingency – 10,000.00
Total Expenditures – 1,269,850.00
General Fund Balance – 3,360.38
Balance 1/1 – 22,298.50
Revenue – 20,075.00
Expenditures – 31,700.00
Street Maintenance Balance – 10,673.5
State Highway Maintenance
Balance on 1/1 – 70.26
Revenue – 1,650.00
Expenditures – 1,700.00
State Highway Maint. Balance – 20.26
County $5.00 License Tax
Balance on 1/1 – 70.26
Revenue – 1,200.00
Expenditures – 2,500.00
County $5.00 License Tax Balance – 1,335.99
Balance on 1/1 – 35,454.46
Revenue – 47,500.00
Total Available – 82,954.46
Expenditures – 82,000.00
Stormwater System Balance – 954.46
Balance on 1/1 – 345,222.00
Revenue – 358,731.00
Total Funds Available – 703,953.00
Expenditures – 701,000.00
Water System Balance – 2,953.00
Balance on 1/1 – 115,697.72
Revenue – 438,159.71
Total Funds Available – 553,857.43
Expenditures – 550,000.00
Wastewater System Balance – 3,857.43
Water Loan Reserves
Balance on 1/1 – 74,379.29
Cemetery Trust Fund
Balance on 1/1 – 362.82
Revenue – 0.40
Cemetery Fund Balance – 363.22
Total Fund: Balances January 1st – 1,143,841.55
Total Fund: Revenue – 1,592,805.98
Total: Available Funds – 2,736,647.53
Total Fund: Expenditures – 2,638,750.00
Balance: For End of Year – 97,897.53
VILLAGE OF GAMBIER EMPLOYEE HANDBOOK
TABLE OF CONTENTS
Welcome from the Mayor . . . . . . . . . . . . . 3
Introduction/Overview. . . . . . . . . . . . . . . . . 4
Equal Employment Opportunity . . . . . . . . . . . 5
Sexual Harassment . . . . . . . . . . . . . . . 5
Policies . . . . . . . . . . . 6
Job Classifications . . . . . . . . . . . . . . . 6
Job Titles . . . . . . . . . . . . . . 6
Essential Personnel . . . . . . . . . . . . 7
Compensation Policies . . . . . . . . . . . . . . 8
Work Hours/ Payroll Procedures . . . . . . . . . . . . 8
Payroll Deductions . . . . . . . . . . . . . . 8
Overtime Definitions . . . . . . . . . . . . . . . . . .9
Calculating Overtime Compensation . . . . . . . . . . . 9
Regular Scheduled Overtime . . . . . . . . . . . 10
Compensation Time . . . . . . . . . . . . 10
Pay Increases . . . . . . . . . . . . . . . . 11
Unacceptable Performance/Disciplinary Action . . . 11
Introductory Period/New Employees . . . . . . . . 11
Employment of Relatives . . . . . . . . . 11
Cell Phone Use During Work Hours . . . . . . . . . 12
Absenteeism and Tardiness . . . . . . . . . . 12
Safety . . . . . . . . . . . . . . . . . . . . 12
Substance Abuse . . . . . . . . . . . . . . . 12
Consideration for Smokers/Nonsmokers . . . . . 13
Dress Code . . . . . . . . . . . . . . . . . . 13
Clothing Allowance . . . . . . . . . . . . . . . 13
Outside Employment . . . . . . . . . . . . . . . . 13
Terminations . . . . . . . . . . . . . . . . . . . 13
Personnel Files . . . . . . . . . . . . . . . . . 14
Bulletin Board . . . . . . . . . . . . . . . . . . 14
Calling off work . . . . . . . . . . . . . . 14
Vacations . . . . . . . . . . . . . . . . . . . . 14
Personal Days . . . . . . . . . . . . . . . . 15
Sick Leave . . . . . . . . . . . . . . . . . . . . 15
Holiday . . . . . . . . . . . . . . . . . . . 16
Leaves of Absence . . . . . . . . . . . . . . . . 17
Personal Leave of Absence . . . . . . . . . . 17
Maternity Leave of Absence . . . . . . . . . . 17
Military Leave of Absence . . . . . . . . . . 17
Jury Duty Leave of Absence . . . . . . . . . . 17
Family Medical Leave . . . . . . . . . . . . . . 18
Bereavement Leave of Absence . . . . . . . . . 18
Voting . . . . . . . . . . . . . . . . . . . . 18
Group Insurance . . . . . . . . . . . . . . . . . 18
Medical Insurance . . . . . . . . . . . . . . 18
Life Insurance . . . . . . . . . . . . . . . . 18
Aflac Insurance . . . . . . . . . . . . . . 19
Workers Compensation . . . . . . . . . . . . . . 19
Employee Development . . . . . . . . . . . . . . 19
Pension . . . . . . . . . . . . 20
Addendum . . . . . . . . . . . . . . . . . . . . 20
Job Descriptions . . . . . . . . . . . . . 21
Employee Evaluation Form . . . . . . . . . . . 33
Grievance Procedure . . . . . . . . . . 36
Grievance Form . . . . . . . . . . . 37
Signature Page (for Personnel File) . . . . . . . 38
WELCOME TO THE VILLAGE OF GAMBIER
Welcome to your new or continuing job for the Village of Gambier!
This Village has been home to many generations of Americans since the early 1800s and is also a destination for thousands of visitors yearly. Gambier is beloved by many of these people in large part due to the work done by the Village staff. The expert work of Village employees results in many benefits for these citizens and visitors alike: reliable, potable drinking water; efficient, safe waste and storm water management; curbside recycling; well-maintained roads and sidewalks traversable no matter what the weather is like; and beautiful parks used by sports teams, hikers, bicyclists, picnickers, community gardeners and, at the popular dog park, dogs and their friends.
Village employees provide a Gambier that is both fiscally and physically well managed. This Village of Gambier Employee Handbook provides important information to every employee regarding Village employment policies and procedures. This information will help you perform your job and answer most questions you have about the terms of your employment. If you have any additional questions please contact the Village Administrator.
Outstanding employees are, and always will be, the key to the Village’s success. Thank you for your work for the Village of Gambier.
Mayor, Village of Gambier
Our policies, practices and benefits are continuously reviewed for updating and we expect to change them from time to time. Therefore, you should always check with the Administrator or your supervisor for the most current ones. Village benefit plans are defined in legal documents such as insurance contracts, official plan texts and trust agreements. This means that if a question ever arises about the nature and extent of plan benefits or if there is conflicting language, the formal language of the plan documents govern, not the informal wording of this handbook. Plan documents are available for your inspection in the Village Administrator’s or Clerk-Treasurer’s office.
ETHICAL STANDARDS/CONFLICT OF INTEREST
The Village of Gambier has an excellent reputation for conducting its business activities with integrity, fairness, and in accordance with the highest ethical standards. As an employee you enjoy the benefits of that reputation and are obligated to uphold it in every business activity. If you are ever in doubt whether an activity meets our ethical standards or compromises the Village’s reputation, please discuss it with your supervisor or the Village Administrator.
OPEN DOOR POLICY
Employees are encouraged to share their concerns, seek information, provide input, and resolve problems/issues through their immediate management, and as appropriate,
consult with any member of Village Administration toward those ends. The Administrator and supervisors are expected to listen to employee concerns, to encourage their input, and to seek resolution to their problems/issues.
If you have any suggestions or ideas that you feel would benefit The Village, we would encourage you to tell us about them. We are always looking for suggestions that
improve methods, procedures and working conditions, reduce costs or errors, and benefit the Village of Gambier, its employees and Village residents.
EQUAL EMPLOYMENT OPPORTUNITY
The Village of Gambier maintains a strong policy of equal employment opportunity. We take affirmative action to ensure equal employment opportunity for all employees and applicants for employment. We hire, train, promote, and compensate employees
on the basis of personal competence and potential for advancement without regard for race, color, religion, sex, sexual orientation, national origin, age, or physical impairments.
Our equal employment opportunity philosophy applies to all aspects of employment with the Village including recruiting, hiring, training, transfer, promotion, job benefits, educational assistance, and social and recreational activities.
Any sexual, racial, or other forms of harassment are prohibited by the Village of Gambier as well as by State and Federal law. Any person making unwelcome sexual advances, requests for sexual favors, and other such verbal or physical conduct creating an intimidating, hostile, or offensive working environment by such conduct may be terminated immediately.
Any employee who feels that he/she is being subjected to a form of harassment prohibited by this policy should notify his/her supervisor or the Village Administrator immediately.
The Village of Gambier places employees into one of two classifications, based on grade level and position.
Exempt employees hold elected, administrative, and professional positions. Exempt elected and professional employees are not eligible for overtime pay unless otherwise noted.
Nonexempt employees hold non-supervisory positions. Nonexempt employees are eligible for overtime pay.
VILLAGE ADMINISTRATOR: The Village Administrator shall perform all duties of the daily operations of the Village of Gambier provided by law. Manage the operations of the Water and Wastewater Systems. Manage the operations of all streets, ditches, culverts, etc… Supervise all personnel. Manage all construction within the Village. The Village Administrator shall be the Zoning Inspector.
FISCAL OFFICER/INCOME TAX ADMINISTRATOR: The Village Fiscal Officer shall perform the duties provided by law for the Village Clerk and Treasurer and any other duties consistent with the nature of the office that is provided for by municipal ordinance. The Village Fiscal Officer shall keep the books of the village, exhibit accurate statements of all moneys received and expended, of all property owned by the village and the income derived therefrom, and of all taxes and assessments.
CREW LEADER: This person will direct the daily activities of the Gambier Maintenance Department. This person will make necessary changes to the work load and work responsibilities. This employee is key in coordinating work and in communicating to other employees and the public.
WASTEWATER TREATMENT PLANT OPERATOR: This person is directly responsible for the efficient operation of the Wastewater Treatment Plant. They must have a Class II Operator’s license for the wastewater treatment plant. The operator will make adjustments to treatment to insure compliance with the Ohio EPA regulations, will make recommendations for repair and replacement to the facilities and equipment, will be in charge of the Sludge Management Program. The Operator will also be responsible for filling in on the Maintenance Dept. when necessary.
MAINTENANCE MECHANIC: This person must have mechanical aptitude and be proficient in the operation of the Village equipment. This person is responsible for scheduling preventative maintenance for all equipment and vehicles. This employee will also be responsible for regular maintenance work assigned by the Village Administrator.
GENERAL MAINTENANCE WORKER: These employees will be responsible for work assigned by the Village Administrator. These employees are also encouraged to participate in training in various areas and learn the different tasks associated with the work load in the Village of Gambier, including operating all the Village equipment.
UTILITY CLERK: This person shall be responsible for all aspects of the Village water/wastewater billing process. This person shall tack all parking tickets issued for payment. This person shall also be responsible for all office/clerical duties assigned by the Village Administrator
ESSENTIAL EMPLOYEES: Crew Leader, Wastewater Plant Operator, Maintenance Mechanic, General Maintenance Worker and Fiscal Officer are all essential employees.
Support operations directly involved with maintaining the health, safety and needs of Village residents are considered essential services. These support operations include insuring safe travel on village roads and paths, maintaining or helping to maintain utility and water service to the Village. Because of the high demand for services and the need to operate continually during severe weather, such work is considered essential operations. Village employees who are directly involved with providing such services are considered essential employees and may be asked to report for work when non-essential employees are excused from work. Essential employees may be asked to come in to work outside of usual work hours when essential services are demanded. Overtime compensation will be paid for all essential services performed outside of the standard work day or in excess of the standard work week.
Work Hours, Payroll Procedures,
The standard work week for Village of Gambier employees is an eight hour day, five days a week. While some employees may be scheduled for different hours, the standard work hours are from 8:00 a.m. to 4:30 p.m., Monday through Friday, which includes an unpaid 1/2 hour lunch period. The work week commences on Monday morning at 12:01 A.M. and ends the following Sunday evening at 12 midnight. The regular lunch period for all hourly employees is 12:00 p.m. to 12:30 p.m.
For all exempt and non-exempt employees the standard pay period is biweekly. Pay checks will be issued after the end of the two week pay period. When a pay day falls on a bank holiday, paychecks will be processed and electronically issued by the day prior to the holiday. Payroll time cards and time sheets must be turned into the Fiscal Officer’s office on the Monday following the last day of the pay period. Pay stubs will be electronically issued to employees when payroll processing is completed. All paychecks are issued by direct deposit. Paycheck stubs are electronically issued to employees after payroll processing. Any questions about your paycheck should be directed to the Fiscal Officer at the time the paycheck stub is received.
Salaried compensation as well as all payroll deductions are recorded on every paystub for that period of salaried compensation.
Deductions required or requested are as follows:
Required by Federal, State & Local Government
Federal Income Tax
State Income Tax
Village Income Tax
Social Security Tax (F.I.C.A.)
Public Employees Retirement Plan
Overtime Definitions, Policies, Compensation
All non-exempt employees are eligible for overtime compensation. Overtime hours will be tracked for each employee within a calendar year and cannot be held over to the next calendar year, i.e. at the beginning of each year, all overtime hours will start at zero (0). Employees must receive advance authorization from their immediate supervisor, and, if the supervisor is absent, from the Village Administrator, or in the V A’s absence, from the Mayor, in order to qualify for overtime compensation.
Overtime is mandatory for all essential employees and the Village will compensate overtime in accordance with Federal and State law. An attempt will be made whenever possible to take into consideration employee requests and work schedules when demanding overtime work. Seniority will be taken into consideration when asking or offering overtime work, but all essential workers should expect to be asked for overtime work within a yearly pay period.
Calculating Overtime Compensation
Overtime compensation shall be paid to any non-exempt employee working more than eight (8) hours in any 24 hour period. Also overtime compensation shall be paid to any non-exempt employee asked to work additional hours (hours past the standard 40 hour week) on days when the Village offices are usually closed. If an employee’s total hours in a standard work week (Sunday at 12:01a.m. to Sunday at 12 midnight) do not exceed 40 hours worked, no overtime compensation will apply, unless approved by the Village Administrator.
Standard compensation for overtime is time-and-a-half. No overtime will be paid for less than 6 minutes worked in excess of 8 hours per day. If an employee works more than 6 minutes in excess of the 8 hours in a given day, he/she will be paid for all overtime (including the first 6 minutes) in 1/10 hour increments. When working ‘call-out overtime’, i.e. overtime demanded by the VA or immediate supervisor, in order to restore essential village services, employees must punch-in time cards upon arrival and punch-out time cards when work is completed. Employees will be paid for a minimum of 2 hours for all ‘call-out overtime’; if ‘call-out overtime’ requires more than 2 hours of clocked time, the Village Administrator, or in the VA’s absence, the Mayor, must approve the additional compensation.
Essential employee’s who are asked to report to work outside of standard work hours, will be paid standard overtime compensation of time-and-a-half. . If the V.A and the Mayor determine that unusual effort was asked of essential workers during emergency circumstances, they may decide that the worker(s) will be paid at twice the worker’s standard pay rate. The V.A and the Mayor must notify the Police and Personnel Committee of such a decision before the next Council and/or Committee meeting.
Policy for Scheduled non-standard work week compensation:
Regular Scheduled Weekend compensation
All essential employees will be scheduled for essential services which will include regularly scheduled weekend duties for water testing. Weekend overtime for water testing on Saturday and Sunday mornings is assigned on a rotating schedule. Overtime compensation does not apply until an employee has exceeded the standard 40 hour workweek, not including sick days. Standard compensation for weekend work will begin to accrue once the expectation for a 40 hour work week has been met.
Employees working scheduled weekend overtime duty must clock in between 7:00 a.m. and 8:00 a.m. unless scheduled events in the Village require you to come in earlier or later. Weekend duties are paid in 2 (two) hours for Saturday and 2 (two) hours for Sunday. An employee can take both hours in overtime pay even if less than two hours were clocked i.e. actually worked. If the employee wishes to receive comp time for regularly scheduled weekend work, comp time will only be applied to actual clocked hours in half hour increments, any fragments of time less than thirty minutes in length will be applied to overtime pay.
If there is a problem and more than two (2) hours is required for regularly scheduled weekend work, the Village Administrator must approve the hours.
Compensatory Time Policies
Employees may request to take overtime pay as comp time. Employees may accumulate up to a maximum of forty (40) hours of comp time in place of overtime pay. Employees will receive one and one-half (1 1/2) hours of comp time for every hour clocked. Hours worked less than .5 will be counted and paid as overtime, not comp time. No more than two (2) consecutive days of comp time may be taken at any time. Comp time cannot be taken immediately before or after holidays, vacation, sick or personal time. Requests for comp time must be submitted to the V.A., in writing, five (5) working days in advance.
Comp time may not be used if such requests result in overtime compensation. Comp time hours will be granted in half-day (4 hours) or full-day (8 hours) increments, and in no more than sixteen (16) consecutive hours . The Village Administrator has the final say in granting approval of requested comp time.
Employees will only receive comp time for the actual hours worked. For example: if an employee works one hour on a Saturday, the employee is paid two (2) overtime hours for the duty. Employee can take both hours in overtime pay, or can take the one overtime hour worked and receive 1 ½ hours of comp time, and then get overtime pay for the second overtime hour; comp time may only be applied to actual clocked hours.
All pay increases will be based upon the annual wage review by the Village of Gambier Council and will take effect at the beginning of the pay period on the 1st Day of April.
UNACCEPTABLE JOB PERFORMANCE/DISCIPLINARY ACTION
The Village Administrator will first advise an employee verbally if he/she is not performing to the acceptable standards. The verbal warning will be noted and placed in employee’s personnel file after the employee signs it.
If satisfactory improvements are not exhibited after a verbal warning, and within a maximum period of 30 days, a written warning will be given the employee for review and action. A signed copy of the written warning will be placed in employee’s personnel file.
If the employee’s performance does not improve to an acceptable level after a written
warning, three (3) days off without pay will be given. A signed copy of the disciplinary leave notice will be placed in the employee’s personnel file.
If the employee’s performance does not improve after the three (3) days off without pay, further action will be taken, which may include termination. An action taken will be noted and placed in the employee’s personnel file.
INTRODUCTORY PERIOD/NEW EMPLOYEES
All employees newly hired are subject to a 30 days and a six months evaluation or introductory period to verify skills, capabilities and suitability to their particular position. Likewise, this gives new employees the opportunity to evaluate the Village of Gambier as a place to work.
The designation of this time frame does not constitute an obligation on the part of the Village to retain the employee until the end of the period specified. During this time,
either the Village Administration or the employee may terminate the working relationship without cause and without advance notice. At the end of 90 days, the Administrator may extend the period for another 90 days at his or her discretion.
Full-time permanent employees are eligible for all benefits, excluding medical insurance for the first 30 days, during the introductory period.
EMPLOYMENT OF RELATIVES
The Village of Gambier has no prohibition against hiring relatives. However, the nepotism restriction of the Ohio Ethics Commission must be followed.
While we accept and consider applications for employment from relatives, close family members such as parents, children, spouses or in-laws will not be hired into or transferred into positions where they directly or indirectly supervise or are supervised by another close family member.
CELL PHONE USE DURING WORK HOURS
Certain employees and officials of the Village of Gambier are assigned cell phones for use on Village business. Cell phones are to be used mostly for business related purposes. It is recognized it may be necessary to use the Village cell phones occasionally for local personal use, but this should be the exception rather than the rule. Any use of a Village cell phone causing costs of the cell phone plan to exceed that approved by the Village shall be paid by the employee. All employees with personal cell phones should limit personal calls during work hours.
ABSENTEEISM AND TARDINESS
The Village of Gambier expects employees to be at work on time and to work a full 8 hours. An employee who will be absent from work for any reason must call the Village office within 30 minutes of the start time of that day. You may leave a message on the answering machine if you call before office hours. Failure to call will result in an unexcused absence. Repeated absenteeism and/or tardiness will be cause for disciplinary action up to and including termination. A signed copy of the disciplinary action will also be noted and placed in the employee’s personnel file.
The Village of Gambier expects its employees to conduct themselves in a safe manner. Please use good judgment and common sense in matters of safety, and observe any safety rules posted in various areas.
The Village of Gambier will not tolerate any substance abuse on its premises. Any employee reporting for work under the influence of alcohol or nonprescription drugs will be asked to leave immediately. Under these circumstances, assistance will be provided to ensure that the employee arrives home safely. Any Employee maybe subject to random urine screens. Any employee involved in an accident in a Village vehicle will be subject to a urine screen immediately following the accident. Any employee who repeatedly reports to work under the influence of alcohol or drugs will have his/her employment terminated immediately. Prescribed drugs that may affect the employee’s ability to operate machines or drive Village vehicles must be reported to the Village Administrator. Restrictions on the employee’s activities maybe placed by the Village Administrator, for the employee’s safety, the safety of other employee’s and community’s safety.
NON-SMOKING WORK AREA
Employees are requested to confine smoking to the area outside of the Maintenance Barn. There is to be no smoking in any Village of Gambier owned building, vehicle or at a work site within the Village area. Smokers are further requested to have consideration for their nonsmoking co-workers.
Employees are expected to wear appropriate clothing. Employees should refrain from wearing slogans that might be offensive to co-workers or to residents of the Village of Gambier. The Village of Gambier will issue each employee a clothing allowance once a year. All purchase receipts must be turned into the Fiscal Officer’s office. Work boots must be worn at all times, by all employees, other than office staff. No clothing with holes is permitted.
Each Maintenance Employee will be allowed after the 1st of April each year to go out and purchase the items needed for work at the Village of Gambier.
The items the employee is allowed to purchase are:
1. Work boots (the boots must be work boots, no low tops)
2. If you do not need work boots you may purchase the muck boots for winter or rubber boots for water leaks.
4. Shorts (jeans, black, blue, or khaki) No cut offs are allowed
5. Carharts (when needed) which the Village will purchase at TSC
6. Gloves – The Village will buy each employee one pair of summer gloves and one pair of winter gloves per year. If employee needs more gloves than that the employee needs to buy them with the clothing allowance.
7. Hooded sweatshirts, sweatshirts (solid colors) No team logo.
If the employee does not spend the whole $250.00 the employee will not be given the extra cash.
The employee will get a one time reimbursement on the paycheck following the clothing allowance purchase. Please only have items on the receipts that are being reimbursed for.
The Village of Gambier does not limit an employee’s activities during nonworking hours unless those activities interfere with or are in conflict with the performance of his/her job.
It is our policy to make a reasonable effort to retain good employees. However, employment with the Village of Gambier is for no specified time, regardless of length of service. Just as you are free to leave for any reason, we reserve the same right to end our relationship with any employee at any time, with or without notice, for any reason not prohibited by law.
When an employee wishes to resign because of illness or for personal reasons, the possibility of a leave of absence should be explored if the employee has a good work record and has sufficient length of service.
The employee is expected to give at least two weeks notice before terminating employment.
Employees leaving without notice will be considered as voluntary terminations.
The Village of Gambier maintains up-to-date personnel files on all employees. If employee wishes to review his/her file please contact the Fiscal Officer. Additionally, please notify the Fiscal Officer concerning any changes in your name, address, phone number, or emergency notification so that your file will remain current.
Please be aware that the Village of Gambier uses bulletin boards to communicate important information such as safety rules and management memos. Each employee has the responsibility to read the information that is posted. The Village Administrator can give you the location of the bulletin board nearest your work location.
CALLING OFF WORK
If the employee is unable to work on a scheduled work day, the employee must call in to the office and leave a message or call the Administrator on the Village cell phone. Failure to do so will be an unexcused absence.
After service of one (1) year with the Village of Gambier, the following vacation schedule is followed for full-time employees.
1-7 years is entitled to 2 weeks (80 hrs) vacation a year
8-14 years is entitled to 3 weeks (120 hrs) vacation a year
15-24 years is entitled to 4 weeks (160 hrs) vacation a year
25 or more is entitled to 5 weeks (200 hrs) vacation a year
Part-time employees shall be eligible for vacation after service of one (1) year with the Village of Gambier. The ratio between the hours worked and the vacation hours awarded to a part-time employee shall be the same as the ratio between hours worked and vacation hours earned by a full-time employee.
Request for vacation time must be submitted, in writing, five (5) working days in advance and is subject to approval by the Village Administrator. You may take up to two (2) consecutive weeks of vacation at a time. Vacations for longer than two (2) weeks at one time must have the approval of the Village Administrator. You must take no less than half the vacation hours you earn in one calendar year. You may carry over up to three (3) years of vacation time.
Each full-time hourly employee, after service for one (1) year of employment, will have the option of twenty-four (24) Personal Hours. Guidelines governing Personal Hours are established as follows: at the beginning of each calendar year, January 1, eligible employees will be given the option of using twenty-four (24) hours of sick time as personal time to use at their discretion. Request for Personal Hours should be submitted, in writing, five (5) working days in advance but, the employee can call in and take a personal day without prior approval; Personal Hours will be granted in half-day (4 hour) or full-day (8 hour) increments; Personal Days cannot be used consecutively; Personal Hours cannot be used in conjunction with Sick Leave, Vacation Days, or Holidays; to be credited with Personal Hours you must work the full, regularly scheduled day prior to and immediately after use of Personal Hours. If, at the end of the calendar year. December 3 l, you have Personal Hours remaining on the record, they will be converted to Sick Hours, combined with your total Sick Hours, and rolled-over to the next year according to and in compliance with the Village’s Sick Time policy. You must have accumulated a minimum of twenty-four (24) hours of Sick Time as of January 1st of each year to be eligible for the optional twenty-four (24) hour of Personal Hours. If twenty-four (24) hours of sick time is not available, the option of Personal Time will not be available until the following calendar year. The Village Administrator has the final say in granting approval of requested Personal Hours.
Each hourly employee shall be entitled for each completed eighty hours of service to sick leave of four and six-tenths hours with pay. Employees scheduled for hours other than eighty, biweekly, shall receive sick leave on a prorated schedule.
You may also use sick time to care for immediate family members. An immediate family member is defined as your spouse, parents, step-parents, children, step-children, mother-in-laws, father-in-laws, grandparents and grandchildren.
You must have a Doctor’s excuse when returning to work if you have been off for three (3) consecutive days. This applies also if your absence was due to the care of an immediate family member. You can not use sick time in conjunction with vacation time unless you have no accumulated sick time. You can not use sick time in conjunction with personal time at any time.
Each hourly employee shall be entitled to four and six-tenths hours of sick leave for each eighty hours of service completed. Employees scheduled for hours other than eighty, biweekly, shall receive sick leave on a prorated schedule.
Full-time employees can earn up to a maximum of eight-hundred hours (800) of sick leave. At the time of a full-time employee’s retirement, the Village of Gambier will pay out 50% or 240 hours of sick pay, whichever is the lesser.
Part-time employees can earn up to a maximum of two-hundred and forty hours of sick leave. At the time of a part-time employee’s retirement, the Village of Gambier will pay out 50% or 72 hours of sick pay, whichever is lesser. Full time employees can earn a maximum of 800 hours of sick time. Part time employees can earn a maximum of two-hundred and forty (240) hours of sick time.
In addition to Vacation Leave, a full time employee is entitled to eight hours of Holiday Pay for New Year’s Day, Martin Luther King Day. Washington-Lincoln Day, Memorial Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving Day (plus the day after in lieu of Columbus Day), and Christmas Day of each year.
Part-time employees shall receive Holiday Pay prorated by the number of hours they
would normally have been scheduled for that day or the ratio of hours based on full time employment.
Employees may not elect financial compensation in lieu of taking time off for a holiday. If a nonexempt employee is requested to work on a holiday, he/she will be paid at the overtime rate.
Employees who opt not to work on the day prior to, or the day immediately following the holiday without prior approval, will not be paid for the holiday. If sick time is used the day before or the day after a holiday, a Doctor’s excuse must be provided on the first day the employee returns to work in order for the holiday to be paid.
If a holiday falls on a weekend, the holiday will be observed on the closest Friday or Monday, or on the customary day.
LEAVES OF ABSENCE
A leave of absence is an extended period of time absent from work without loss of employment. Leave of absence is without pay. During the first 30 days of a leave of absence the company continues to pay company-paid benefits for the employee only; the employee must pay premiums for dependent coverage in advance to the company. After 30 days, the employer portion of company-paid benefits will be picked-up by the employee, with the exception of tax withholdings).
PERSONAL LEAVE OF ABSENCE
The Village of Gambier has a policy of granting personal leaves of absence in a few well
defined cases. A personal leave of absence may be granted by The Village of Gambier up
to a maximum of 30 days. An extension beyond 30 days will be considered in the event
of serious or extenuating circumstances.
MATERNITY LEAVE OF ABSENCE
The Village of Gambier will grant a leave of absence without pay for medical disabilities associated with pregnancy. During this period the employee must use any sick time accumulated and accrued vacation time if needed. Maximum leave is 120 days, starting with the last day the employee worked prior to the delivery.
A written request for a leave of absence, providing full explanation of the circumstances, must be presented to the employee’s immediate supervisor (Mayor, Village Administrator, or Fiscal Officer) at least two weeks before the start date of the leave of absence. Failure to report to work on the first day after the expiration of the leave of absence will be considered a voluntary termination of employment.
MILITARY LEAVE OF ABSENCE
An employee who is drafted for service in the armed forces is eligible for military leave of absence. If military service is longer than 30 days, employment will be terminated; however, upon return from service, the employee will be eligible for re-employment.
An employee who is a member of the Armed Forces Reserve or the National Guard and who is required to attend annual active duty for training or other short-term reserve or
Guard duty (i.e. forest fire fighting, police duty for natural disaster, etc.) is eligible for a military leave of absence. Such time off will not be considered vacation time. If the employee’s military pay for the training is less than his/her average company earnings for a like period The Village of Gambier will pay the difference to the employee.
JURY DUTY LEAVE OF ABSENCE
Company policy is to encourage employees to serve on jury panels. An employee should inquire about the duration of the jury trial in advance of accepting such service. If the
anticipated duration causes a serious conflict at work or at home, the employee should request to be excused from jury duty.
The Village of Gambier will pay the difference between your regular earnings and the fee you receive for jury service. Please contact the Village Administrator promptly after receiving notification to appear.
FAMILY MEDICAL LEAVE
The Village of Gambier does not have Family Medical Leave because we do not have enough employees. If the employee has a family medical situation the employee may use his/her Sick Time until it is used up and then move on to his/her Vacation Time. Once the employee has used all their time the Village Administrator will set down with the employee and try to come to a solution.
BEREAVEMENT LEAVE OF ABSENCE
In the event of a death in your immediate family, you may have time needed up to three working days, using sick time or vacation time if sick time is not available, to handle immediate family affairs and attend the funeral. “Immediate family” is defined as: father, mother, sister, brother, spouse, child, mother-in-law, father-in-law, grandparents, and grandchildren. You will be entitled to one (1) day, using sick time or vacation time if sick time is not available for all other family members. You may request time for bereavement leave to attend services for a non-family member at the rate of one (1) day. Pay for this day will be from vacation time or personal time providing the guidelines for their usage are met. You may not use sick time for pay on leave for non-family members.
The Village of Gambier policy is to encourage its employees to participate in the election of government leaders. Therefore, adequate time off is allowed from the beginning or end of the workday to exercise this right. Please be sure to schedule this time off with your supervisor to ensure proper coverage of your work station.
MEDICAL AND LIFE INSURANCE
After 30 days of employment Full Time employees shall receive Single or Family Coverage Hospitalization Insurance, whichever is applicable, with $25,000 Life and Accidental Death Benefit Insurance Coverage on hourly employees and $50,000 Life and Accidental Death Benefit Coverage on Village Administrator and Fiscal Officer.
The employee will participate in a co-pay partnership with the Village as follows:
Employee only, the employee will pay 10% (ten percent) of insurance premium; Employee plus spouse and/or children, the employee will pay 10% (ten percent) of the cost of their premium, 20% (twenty percent) of the premium for children and 30% (thirty percent) of the premium for spouse.
The Village Council shall determine the carrier and coverage of the policy. Paid Rate shall be the rate in effect on the date of passage of this Ordinance. Any policy rate increases must be approved by Village Council as to the liability for such additional payment.
You may obtain a policy for short-term disability, accidents, cancer or heart through payroll deductions. You will pay the complete premium for this insurance. Your coverage approval will come from Aflac guidelines. This is not a fringe benefit of the Village of Gambier. They are only allowing the participation premium to be deducted from your pay.
All injuries incurred on the job must be reported to the supervisor IMMEDIATELY.
An employee injured on the job will be paid through the end of the workday in which the injury took place. An injured employee who is hospitalized on the day of the injury
receives no further wages, but may receive benefits through workers compensation.
After two (2) full years of service the employee, maybe eligible to obtain a Water or Wastewater certificate if the Village has a need for the employee to do so. The Village of Gambier will pay the tuition for any course needed to obtain a certification in water or wastewater if the Village Administrator feels it is necessary education. All testing fees will be paid by the employee. Employee must attend whatever classes he/she is signed up for and pass all tests and class requirements for your tuition benefit to remain in effect. Any courses or classes not attended or passed, including tests will be reimbursed to the Village of Gambier by the employee. If this becomes necessary, arrangements may be made for paycheck deductions. If a class reimbursement is owed to the Village of Gambier upon your termination, whether it is your choice or the Village of Gambier, the total amount still owed will be deducted from your last pay.
Any employee attending any course paid for by the Village of Gambier is required to keep the Village Administrator advised of his progress. The Village Administrator may at any time ask for progress reports or contact any of the instructors for a progress report.
As there is a large monetary commitment associated with obtaining a certification, upon certification of the employee a two (2) year employment commitment will be required of the employee.
The above policy will apply to any and all continuing education and work related seminars that any employee may be asked to attend. Any course or seminar not directly related to an employee’s position will not be paid for by the Village of Gambier.
All courses and seminars must be approved by the Village Administrator.
Ohio Water and Wastewater Licenses as follows:
For the first Ohio Water and Wastewater Certification the employee shall receive:
$1.00 per hour for passing the state exam in Water Distribution I, Wastewater Collections I, or Wastewater Operator Class I.
And $1.00 per hour for receiving an Ohio State Certification, in Water Distribution I, Wastewater Collections I, or Wastewater Operator Class I.
Any State certification obtained after the first one, the employee shall receive $1.00 per hour per license.
Full Time employees shall be covered under the Ohio Public Employees Retirement System (OPERS).
The current employee rate of participation is 10% of wages paid. The current Village of Gambier’s contribution to the Ohio Public Employees Retirement System will be 14.0% per the Ohio Revised Code.
Temporary and Part Time Employees shall be covered under the Ohio Public Employees Retirement System. The current employee rate of participation is 10% of gross wages paid. The current Village of Gambier’s contribution to the Ohio Public Employees Retirement System will be 14.0% per the Ohio Revised Code.
The Village of Gambier Employee Handbook is intended to give you a general overview of the company and information regarding policies and benefits. Because we operate in a dynamic industry, some policies and benefit programs currently in effect may be revised, suspended, or eliminated by The Village of Gambier in response to business needs or changing legal requirements.
Job Description for
This position of Village Administrator is an exempt, salaried position, and the Village Administrator is classified as an essential employee. For budgetary efficiency, in order to apportion the VA’s salary among appropriate budget lines, a normal work week is assumed to be a forty hour week, with normal work hours Monday through Friday 7:30 AM to 4:30 PM. To apportion the VA salary, the yearly salary will be divided by 40hrs/wk in order to create a facsimile of hourly costs to be appropriated to any necessary line in the annual budget. The Village Administrator, when not ill or on vacation, may be asked to respond to situation outside of normal work hours, i.e. the VA is always on-call, 24/7. Any work outside of fifty hours a week would be considered an emergency situation and comp-time may apply.
The Village Administrator is appointed by the Mayor with agreement from Gambier Village Council. The VA’s immediate supervisor is the Mayor of Gambier.
The Village Administrator must maintain a valid Ohio Driver’s license, an Ohio EPA Water Distribution System Class I, a minimum Ohio EPA Wastewater Operator, Class I and a Backflow Prevention Certification at all times.
The VA supervises the everyday operation of the Village. Essential duties and responsibilities include the following but, not limited to.
The VA is the direct supervisor of all Maintenance Employees, the Wastewater Operator and the Utility Clerk.
As such the VA will assign job duties to the different departments on a daily and/or weekly basis. Reviews employees work assignments and schedules, the status of on-going projects i.e. daily, weekly, or yearly maintenance work assignments, as well as, the progress or any new and/or one-time village projects. The VA is responsible for planning and implementing large, unit wide or unit specific projects and will assign staff accordingly and usually in consultation with the staff and Mayor, if appropriate.
The VA is the primary member of Village Government and staff charged with the review and creation of procedures in order to provide a safe working environment for personnel and the community. Though the VA is primary, all staff are held accountable for ensuring a safe working environment.
Plans and conducts, or arranges for outside, training of personnel. Hires in consultation with the Mayor, job applicants for the positions of Maintenance Staff, Utility Clerk and Wastewater Operator.
The VA is responsible for keeping the Village’s procedures and policies up to date and putting new procedures and policies in place as issues arise.
The VA is responsible for conducting yearly evaluations for employees in the Maintenance, Wastewater Operator and Utility Clerk.
The VA is responsible for establishing procedures and policies for emergencies and implementing those procedures which will include the training of all employees in the emergency procedures. The VA should consult with or inform the Mayor when considering or implementing new safety or emergency procedures.
The VA consults with and informs Village Council, during Council’s monthly meeting, about on-going projects, and planning for new Village projects. The VA also meets with and assists any sub-committees of Council. The VA is expected to be at any and all meetings of Council or its committees, as well as the monthly meetings of the Village Zoning Commission.
To assist the elected officials of Gambier’s government structure, the VA is charged with the preparation of the Council Packets for the monthly meeting and the preparation of monthly committee meeting agendas. The VA is charged with creating the written version of all Ordinances, Resolutions, with help from the Village Solicitor when needed, and with presenting a printed copy to Council for to be voted on for approval. The VA is charged with keeping up the binders of all Village ordinances and resolutions, a working copy of the Staff Handbook, and also maintaining a history of all Council meetings and business. These records should be kept in paper (and also in electronic versions whenever possible,) and always available for public view.
The VA works closely with the Village’s Fiscal Officer, which will include assisting with the creation of the annual budget, as well as budgetary planning for short and long term projects and purchases. Guided by and in consultation with the Chief Fiscal Officer, the VA supervises the operating budgets for purchasing procedures for all the Village departments.
Administrative Office Duties –
The VA is frequently and usually the primary link between the Village and the Gambier community and must deal with citizen complaints and concerns in a professional manner. The VA should be a known presence in the Village, working easily with villagers so that residents of the community feel they are being heard and have their concerns acted upon appropriately. VA’s the position charged with primary communication with Village residents, the VA is responsible for coordinating the writing of the Village Newsletter, and all posting of all written or electronic information meant for the Village. The VA must handle emergency situations in a calm and direct way, always working to ensure the health and safety of the community. The VA is charged with maintaining emergency communication with the Village which includes any and all use of the Auto-dialer system to notify residents of emergencies in the community.
The VA prepares monthly/yearly water reports, collects monthly/yearly samples and tri-annual lead and copper testing.
Monitors water usage and quarterly loss.
Schedules yearly and quarterly meter replacement as needed.
Supervises the Utility Clerk in monthly/quarterly billing.
Supervises all water repairs and installations made by Village employees or outside contractors.
Maintain the yearly Backflow Program which includes tracking backflow devices for yearly inspection and replacement.
Plans for short term and long term improvements to the water system.
The VA is the Supervisor of the Gambier Wastewater Treatment Plant Operator and is also the backup for the Operator when necessary.
The VA reports yearly to the EPA regarding plant processes, and is responsible for meeting deadlines for reporting.
In consultation with staff, the VA is responsible for planning the short term and long term
replacement of equipment necessary for the maintenance and improvement of the treatment process. This improvement may include the maintenance, cleaning, and repair of the main sewer line for the Village. Working with Village staff, the VA is asked to anticipate and report short-term and long-range plans for plant improvement, keeping both Council, it committees when relevant, and the Mayor, informed of all budgetary implications. Working with Council and the Mayor, the VA is charged with maintaining a safe and reliable waste water system in order to ensure the health and safety of the community.
The VA serves as the Zoning Inspector for the Village of Gambier and has the power to inspect at all times any construction site within the Village.
The VA assists residents with zoning applications, prepares paperwork for monthly meetings, approves applications per the Zoning code, prepares Zoning Permits, collects fees for applications, inspects jobs during construction, monitors all building projects for the Village.
The VA is the go between the residents and the Zoning Commission.
The VA as Zoning Inspector has the power to shut down any construction site deemed unsafe or not following the Zoning Code.
The VA is in charge of the oversight of the Oak Grove Cemetery which includes keeping up the Rules and Regulations for the Cemetery. The VA is also responsible for keeping up-to-date records of plot purchases and burials as both a written and electronic document, maintaining the current Cemetery Record binder, assisting residents with the purchasing of plots, the preparing of all deeds, as well as, planning for the laying out of a grave and the procedures for opening and closing of graves. The VA is responsible for dealing with funeral homes regarding burial arrangements. The VA is responsible for overseeing the maintenance of the cemetery, both the daily upkeep of the grounds as well as helping for long-terms plans and upkeep. The VA also deals with any complaints or concerns that may arise from family members of the deceased or general public concerns. The Village Administrator also works with the Kokosing Nature Preserve Natural Cemetery and Quarry Chapel Cemetery for the opening and closing of plots using Village personnel.
Gambier Village Construction Projects:
The VA reviews plans for any Village construction, working closely with engineering firms on Village mandated projects. The Administrator negotiates contracts with outside contractors. Therefore the VA must be able to read maps and plans in order to supervise all areas of construction projects in the Village. The VA, under guidance from the Village Council, plans for future projects to improve the quality of life in the Village of Gambier.
Job Description for
Income Tax Administrator
The Village Fiscal Officer shall perform the duties provided by law for the Village Clerk and Treasurer and any other duties consistent with the nature of the office that is provided for by municipal ordinance. The Village Fiscal Officer is appointed by the Mayor and is an essential employee and shall keep the books of the village, exhibit accurate statements of all moneys received and expended, of all property owned by the village and the income derived therefrom, and of all taxes and assessments. Other duties and responsibilities include but not limited to, the following:
Purchase Orders (aka P.O.) for the Village Maintenance Department:
Creates requisitions slips for parts and materials required for on-going work in that department, or to restock supplies. The Fiscal Officer assigns requisitions numbers, Purchase Order numbers, and approves requisitions slips that apply to Pos that are open on a blanket basis. Also prepares P.O. for requisition slips that do not have an open blanket status.
For requisition slips that are filled in town, notify the Maintenance Department when approval is done, if the requisition slip is for standard ordered parts, and the Village Administrator is not available, order the parts or requested materials when needed.
The Fiscal Officer maintains records of all requisition slips issued, used and paid, as well as maintains a record, keeps track of, all ordered items to make sure that parts ordered are delivered and correct.
Works with the vehicle Mechanic to maintain a system of duplicate requisition slips and invoices so that part numbers, etc. are easily accessible the next time similar parts are needed. Sets up on-going accounts for the Village with vendors to expedite payments so that supplies and parts can be gotten in a timely manner.
The Fiscal Officer implements and processes accounts payable procedures for the Village.
The Fiscal Officer collects and maintains a record of all bills that come to the Village for payment. Such procedures include writing P.O. blankets for payments that are paid on a monthly basis. Example – phone, gas, writing POs for items that are not on-going and will be used upon payment.
Assign vendor number, account number and cost breakdown on each P.O., also maintains a file for all vendors used by the Village.
Match bills to purchase orders for payment.
Enter all Pos invoices, both direct and indirect, into Budget program in computer, print reports, verify correctness, and run check batch.
Fiscal Officer signs checks, prepares invoices and checks for mailing. Copies of checks are put with copies of Pos and invoices. Checks are then filed for permanent record.
Maintain computer records to be used in month end procedures.
Maintain numbered purchase order system.
Use computer records and checks to supply information to any one asking in regards to payments made, dates paid, etc…
Month End Procedures:
Assign account numbers to all deposits made and enter into Budget program.
Prepare bank reconciliation sheets.
Run end of month reports in budget program and match information to the bank reconciliation sheet.
Close out the current month in the budget program.
File cancelled checks, all monthly reports, and bank statements.
Prepare payroll for all Village employees and elected officials.
Do breakdown of hours worked for pay period from the time cards. Make sure that requests (sick leave, vacation time) forms are included with time sheets.
Enter hours worked information into payroll program and check for correctness of the payroll register.
Print payroll checks:
Enter all payroll information into budget program.
Track all taxes withheld from payroll, prepare withholding forms and submit timely payments.
Prepare monthly OPERS report for employee contributions and submit timely payments.
Prepare new employee hiring forms and submit reports where needed.
Close out payroll on a monthly basis and do monthly payroll reports.
Close out payroll on a quarterly basis, print reports needed for submitting reports.
Maintain vacation and sick time accrued, and used, for each employee.
Update payroll data when raises are due, address changes, etc..
File updated information in employee’s files.
Do employment verifications.
Do wage garnishments and child support payments when necessary.
Fiscal Officer verifies correctness of payroll and prepare W-2’s.
Help prepare all year end payroll reports.
Do interview rejection letters and supply information for employee’s no longer working.
Maintain overtime hours worked.
Install payroll updates.
Maintain employee’s personnel files.
Work with issues involving Village health insurance.
Other Job Duties:
Errand runs and mail pick up when needed.
Answer phone, answer questions or directing calls to appropriate person.
Notify OUPS for locations when needed.
Work as go between during emergency situations between Maintenance Department and vendors, Emergency Management or who ever contact is needed with.
Village representative at special events as needed.
Handle duties the Maintenance Department may need done in order to do job.
Do basic office procedures: copying, filing, etc…
Help residents, students, vendors, when they come into the Office.
Work with vendors for special event items: dumpster day etc. as needed.
Covering Part-Time Utility Clerk Duties:
Cover phones, questions, utility bill payments, ticket payments, etc. during Utility Clerk absence.
Additional note: due to length of service and past issues, current employee can do all duties at the Utility Clerk desk.
Other duties may be assigned.
Records Commission (Maintain from Fiscal Office)
Village Records Commission Master of Public Records:
Maintain Village records schedules
Update and submit Village records disposal schedules
Maintain Village filing system
Ensure schedules are followed as submitted
Training representative Elected Officials
Maintain Public Records requests
Set meeting dates with Records Commission as needed
Continuously update the efficiency of the Records system
Work with Host Company on design of site
Update current information continuously
Develop new areas of information to site as needed
Record all postings to site per Open Records
Income Tax Administrator:
Handle all phases of Income Tax collection.
Maintain data base for all income tax payers per individual, company, and/or payroll accounts.
Collect payments for withholding, final returns, and declaration accounts.
Deposit and account for all monies collected for tax payments.
Maintain Income Tax software program.
Confirm all print-outs are correct and monies collected balance.
Prepare, print, and mail withholding and Employers Reconciliation forms to employers.
Prepare, print and mail declarations form to payers on a quarterly basis.
Mail final returns to tax payers.
Verify correctness of all tax returns filed with the Village.
Correct tax returns with errors, notify tax payer of error, corrections made, and the results of corrections.
Work with accounting firms to advise of our procedures and tax rate.
Fill out questionnaires pertaining to our procedures for other municipalities.
Set up new withholding accounts for work being done in the Village.
Send questionnaires to new residents for tax registration.
Maintain Contractor forms from building permits for payroll withholding and final return tax liabilities.
Verify correctness of all Employers Reconciliations.
On going search of events in the Village to make sure that all taxes due the Village are paid to the Village.
Set up declaration accounts so that income tax is collected in a timely manner.
Work with non-filers and those with delinquent payment accounts to collect all income tax payments owed.
Collect extensions on tax return filing and make sure returns are filed after the extension is terminated.
Work with residents, employees and employers on questions in regards to our tax procedures and requirements.
Maintain high level of confidentiality on all income tax accounts.
Maintain filing system per tax payer account.
Maintain Tax Appeal Board.
Job Description for
Wastewater Operator works a minimum of 40 hours per week Monday through Friday with a rotating weekend duty. The Wastewater Operator is classified an essential employee. Employee must maintain a valid Ohio driver’s license and a valid Class II Wastewater Operator’s Certificate at all times. Employee must have a good working ability of maintenance and mechanical operations at the wastewater plant. Must have the ability to operate and maintain small trucks and other equipment such as plows, mowers, tractors, backhoe, air compressors, weed eaters and small hand tools.
Employee is responsible for all areas of Wastewater Treatment and of Municipal Maintenance in the Village including the following but not limited to:
The Wastewater Operator is charged with operating and maintaining all areas of the Gambier Wastewater Treatment Plant.
Wastewater Treatment Plant Duties:
Regulate flows, remove sludge, operate all “wet” and “dry” processes to conform to the Ohio EPA NPDES Permit Specs.
Preventive/Repair maintenance on the plant pumps, blowers, air lines, tanks, and chlorination/de-chlorination systems, etc.
Maintain wastewater records
Run weekly, monthly and yearly lab tests
Do all monthly and yearly Ohio EPA reporting
Do all daily, weekly, monthly and yearly sampling required by the Ohio EPA.
Inventory and re-stock all wastewater lab supplies and parts for plant.
Inspect and repair all Village and resident lift stations.
Maintain and operate sludge system.
Capable of reading and understanding plans and maps
Capable of maintaining files and records at the wastewater plant
Locate and mark sewer lines when needed.
Operator needs to be available in emergency situations a majority of the time, 24 hours a day, 365 days a year.
Maintain Treatment Plant grounds
The Wastewater Operator is also responsible for all job duties assigned by the Village Administrator when necessary.
Job Description for
Maintenance Employees work a minimum 40 hours per week Monday through Friday with a rotating weekend duty. All Maintenance employee are classified as essential employees. Employee must maintain a valid Ohio driver’s license at all times. Must have the ability to operate and maintain small trucks and other equipment such as plows, mowers, tractors, backhoe, air compressors, weed eaters and small hand tools. Maintenance employees must be able to work with other employees and also individually. Employees must be able to think for themselves, must be motivated and take ownership of their job and job duties. Employees are responsible for all areas of Municipal Maintenance in the Village including the following but not limited to:
General Maintenance of all Public Property
Gambier Community Center and Park:
Weed eating and mowing of all grounds at the Gambier Community Center and Park (Community Center, Playgrounds, Baseball fields, Soccer field, Dog Park, Community Gardens). Planting of trees, yearly trimming and maintenance of all trees on the grounds. Yearly inspection and repair of all playground equipment. Maintain parking lots at the Gambier Community Center and Park. Yearly mulching and weed control at Community Center and Park.
Gambier South Park:
Weed eating and mowing of all grounds at the Gambier South Park Property. Maintain trails in the lower level of park. Maintain fence around park. Mulch and weed control and general grounds maintenance for the Village sculpture “Understorms”.
Gambier Cemetery (Oak Grove):
All areas of cemetery work including general grounds maintenance such as weed eating and mowing; Tree maintenance including planting, trimming and removal when necessary. Creation and maintenance of graves including the laying out and digging of graves, opening and closing of graves and assisting with funerals, maintaining new and existing grave stones and their grave lawns, as well as care of Veteran Markers. Plowing in the winter months, and grading, of all driveways. General maintenance to the cemetery building as needed.
Maintenance of all Village Buildings
Gambier Community Center:
Weekly cleaning of the building, general maintenance to plumbing, lighting, roof, gutters, windows and doors. Moving and/or setting up of furniture in the building for events. General improvements to the building, including painting the exterior and interior.
Gambier Community Park Concession Stand, Picnic Shelters:
Weekly cleaning of restrooms in concession stand. General maintenance of plumbing, lighting, roof and doors of concession stand. Picnic Shelter roof repairs and/or replacement, as well as bi-yearly waterproofing of shelter structures including tables and benches.
Gambier Maintenance Building (Barn):
Keep all areas of the Maintenance Barn clean and a safe working environment. General maintenance to the building including plumbing, lighting, roof, gutters and doors. Weed eating and mowing of all grounds at the building.
Gambier Ward Street Lift Pump House:
Any and all repairs/replacements to the structure of the lift station pump house including roof, door and windows
Gambier Wastewater Plant Buildings:
Supervised by the Operator, general maintenance of all buildings at the Wastewater Treatment Plant.
Maintenance of Village Streets
All areas of street maintenance including cleaning (sweeping of streets), asphalt patching, removal or trimming of trees and bushes, sign replacement and installation, plowing and/or salting streets and sidewalks to clear them of snow and ice. Gambier Maintenance is responsible for cleaning up any tree debris in the roadway and in the Village right-of-way due to storms or other emergencies. Employees are responsible for painting of all road parking/non parking areas in the Village.
Recycling Pick Up
Weekly recycling pick up and disposal. Picking up and returning the recycling trailer from Mount Vernon.
All areas of the Gambier water system including reading, repairing and replacing meters, Maintenance on all parts of the water distribution system which would include the water tower, fire hydrants, valves, main lines, and the Village side of residential service lines and pit meters. Locating of all water lines in the Village. Regular inventory of all water parts, including a list what needs to be restocked. Daily water testing, and daily reading of the master meter.
All areas of the Gambier wastewater system including inspection, repairing and cleaning of sewer lines and manholes. Locating of all sewer lines in the Village. Daily wastewater tests which includes testing that requires weekend duty. Inventory of all sewer parts in stock, including a list what needs to be restocked. Help WWTP operator at the plant with any and all duties as needed.
Storm Water System
All areas of the Gambier storm water system including inspection, cleaning, repairing and installing of storm water pipes and catch basins.
Routine maintenance of all Village vehicles. All Village equipment should be kept in good working order.
Job Description for
Part-time Utility Clerk
This position is for 12 hours per week, days and hours to be determined, but currently listed as Wednesday, Thursday and Friday 1:00-4:30 p.m. The Utility Clerk must have basic knowledge of computers and office procedures have the ability to work with the public and to deal with emergency situations as they arise. This position is responsible for all areas of office procedures including the following but not limited to:
Water and Wastewater:
The Utility Clerk is responsible for creating and mailing the quarterly bills to Village accounts for water and wastewater usage, collecting and recording of payment deposits, billing and recording of refuse charges, and the payment and recording of final and monthly bills to the Village accounts. This position is also charged with preparing ongoing documents and/or creating documents necessary for the work of the Water and Wastewater Operators.
The Utility Clerk is responsible for maintaining the Village’s parking tickets. This work will include entering parking tickets into the system, accepting and recording payments, tracking unpaid tickets, sending overdue notices, preparing and maintaining the boot list and maintaining a data base of villagers, including student residents, in violation of parking regulations. Monthly Deputy Activity Sheets.
Employee is responsible for answering phones, messages, filing, general record keeping which includes water and wastewater billing and usage; parking tickets, paid and outstanding; zoning applications; maintaining a record of employee time sheets; posting of public meeting notices; maintaining a data base of Gambier residents; the scheduling of all reservations for the Gambier Community Center and Park recreation areas; and assisting other departments as needed.
Work with Host Company on design of site
Update current information continuously
Develop new areas of information to site as needed
Record all postings to site per Open Records
Complaint Resolution Policy and Grievance Procedure
Dissatisfaction with alleged discrimination, unfair treatment, work schedules and assignments, Village of Gambier policies and procedures, or working conditions should be brought to the attention of the employee’s supervisor. Employees can raise concerns without fear of reprisal. No staff member shall be subjected to adverse treatment for participating in any part of this problem resolution process. Informal resolution of disputes is encouraged. However if a matter is deemed important, the following steps may be taken.
Step One: To encourage informal resolution, within one week after the occurrence of the event, an employee should discuss the dispute with the individual(s) involved or with the immediate supervisor in an attempt to resolve the matter informally at that level. Parties involved will discuss the matter and agree upon a plan to resolve it. A description of the plan decided upon for resolution should be made by the employee initiating the discussion and signed by all parties involved in the resolution. The description should be given to the immediate supervisor who will insure that a copy of the resolution plan is kept in a Grievance resolution file and also in the files of any parties involved in the resolution agreement.
Step Two: If informal resolution is not successful or if the dispute is with the employee’s supervisor, a written statement of the dispute using the Grievance Form shall be submitted to the employee’s supervisor. That supervisor will meet with the employees involved in the dispute and they will agree upon a plan to resolve it. This step should be initiated no more than two weeks after the occurrence of the event. When a plan for resolution is in place, a written statement to that effect and description of the plan should be created and signed by all parties. That statement should be given to the immediate supervisor who will insure that a copy of the resolution is kept in a grievance resolution file and also in the files of any parties involved in the resolution agreement.
Step Three: If the employee is still not satisfied, the employee may appeal the decision in writing using the Grievance Form, to the Village of Gambier Personnel Committee for consideration at their next regularly scheduled meeting. The Grievance Form must be received by the Committee at least one week prior to the next regularly scheduled meeting of the Gambier Village Council. A hearing before the committee in which all parties involved will be heard, will be scheduled for the next meeting of the Personnel Committee, usually for the week following the Village Council meeting. Within two weeks following the hearing, the Personnel Committee shall communicate its decision in writing to the employees involved, including the employee’s supervisor. A copy of that decision will be kept in a grievance resolution file and also in the files of any parties involved in the decision.
Grievance Form (as if 11/9/15)
Employee Submitting Form___________________________ Date________
Title __________________________ Department_____________________
Specify the matter at issue or dispute with a clear and concise statement of the nature of the grievance including when the incident or situation leading to the grievance occurred:
Please indicate your desired remedy or solution to the grievance.
Please indicate the approximate dates and results of prior discussions and/or meetings relative to the grievance.
Employee Signature Page
Employee Name (Please Print) __________________________________________
Employee Signature ___________________________________________________
This sheet acknowledges that the employee has received the updated handbook.
This signed sheet will be placed in the employee’s file.
Contact the Village
The Gambier Community Center
115 Meadow Lane,
Gambier, Ohio 43022
Monday – Tuesday, 8:00 a.m. to 4:30 p.m.
Wednesday – Friday, 8:00 a.m. to 5:00 p.m.
Office Telephone: 740-427-2671
After Hours Emergency: 740-501-4311