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VILLAGE OF MICHIANA MICHIGAN
HUMAN RESOURCE MANUAL

On the shores of Lake Michigan

Human Resource Committee

Ms. Kathleen Roberts, Chair Person
Mr. Richard Gossweiler
Ms. Sheila Stein, Council Liaison
Village of Michiana Trustees

Dr. John Luce President
Ms. Sheia Stein President-ProTemp
Ms. Patricia Carpenter
Mr. John Llewelyn
Mr. Bernie Spirgel

On_____________________the Village of Michiana Council Michigan met and made the
following resolution:

We adopt the Human Resource Manual as presented to us on
_____________________ by the Human Resources Committee .

AYES___________

NAYS___________

ABSTAIN________

Resolution Declared

Certified by the Clerk/ Treasurer of the Village of Michiana Mary Nallenweg.

Signature of Clerk/Treasurer______________________________________

Page 2
HUMAN RESOURCES MANUAL INDEX

Page 3
SECTION 1: INTRODUCTION AND OVERVIEW

PURPOSE OF THIS MANUAL

This manual is not a contract of employment, either expressed or implied. The general purpose of this
manual is to introduce employees to the policies and procedures that guide actions concerning personnel matters for
the Village of Michiana, Michigan. This manual is also intended to serve as a mechanism for promoting favorable
employee relations by providing information to employees regarding their employment with the Village of
Michiana.
As a Village of Michiana employee, you are responsible for becoming familiar with these policies and the
policies, procedures, processes and protocols specific to your operational area, and observing them at all times.
This manual is a general publication and, as such, it is possible that a conflict may arise between an item in
this manual and an item in a contract, insurance plan document or other legal document or statutory provision. If such
a discrepancy arises, the provisions contained herein do not replace or supersede the terms of any other legal document
or provision which may take precedence, in which case the applicable provision(s) of the subject agreement shall
govern.
These policies should be referred to as guidance in personnel policy matters. The policies contained herein
shall govern regardless of past practices or former policies. A conflict in one area does not nullify the other items in
this manual.

DISTRIBUTION AND UPDATES

The Village of Michiana expressly reserves the right to amend or modify any of the items contained in this
manual at any time in its sole discretion. Any changes in this policy will be communicated in writing to employees,
and the Village of Michiana will make reasonable effort to ensure employees are provided with notice of changes.
However, employees are ultimately responsible for remaining abreast of the Village of Michiana policies,
procedures and rules.
Each employee of the Village of Michiana will receive a copy of this manual, and will be required to
review it in its entirety and sign for its receipt. Employees are expected to insert written updates into their manual
document to ensure their manual remains up to date. The Manual should be kept in the workplace. If there are
questions regarding the manual or any other matter, please contact the Village of Michiana Clerks office.
After receiving this manual the employee must sign two required statements as a condition for employment
or to continue to be employed as a Village of Michiana employee.

 A statement that he/she has received a copy of, understood, and agrees to work within the guidelines
outlined in this manual. Appendix C
 An “Employment at Will” statement acknowledging that employment with the Village of Michiana is not
for a specified length of employment and that such employment is terminable at will of the Village of
Michiana Council, with or without cause. Appendix D

This manual is the property of the Village of Michiana and employee’s copy must be returned to the Village of
Michiana upon termination of employment.

VILLAGE OF MICHIANA FACILITIES

Village of Michiana facilities include:

 Village of Michiana Hall
 Clerk/Treasurer Office
 Department of Public Works Office

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 Water Plant
 Village of Michiana Parks & Beaches

VILLAGE OF MICHIANA –Human Resources Committee

The Human Resources Committee is a standing committee appointed by the Village of Michiana President
and Council consisting of one council member and two homeowners of the Village of Michiana with the purpose of
studying and making recommendations to the Village of Michiana Council pertaining to the employment practices
of the Village of Michiana. The administrative body of the Village of Michiana is the Village of Michiana
President, Village of Michiana Council or a person or persons authorized to conduct business for the Village of
Michiana .

Page 5
SECTION 2: SAFETY AND SECURITY

The safety and security policies, general work rules and standards of conduct for the workplace outlined
herein are vital to maintaining consistent operations and to ensuring a safe, healthy and productive workplace for all
employees.

SAFETY RULES AND REGULATIONS

The Village of Michiana is dedicated to providing a safe workplace as required by federal (OSHA) and
State law (MIOSHA), and is committed to proactively addressing safety issues and eliminating recognized hazards.
Further, the Village of Michiana recognizes employees’ individual responsibility for preventing accidents and
maintaining safe working conditions in compliance with MIOSHA rules and standards. No employee is required to
work under conditions they believe to be unsafe, or to work without appropriate safety equipment. If an employee is
unsure about the safety of a situation, they should immediately notify their supervisor.

ON THE JOB INJURY, PROPERTY DAMAGE AND THEFT

Employees are expected immediately to report every injury, theft and/or accident, no matter how small, to
his/her supervisor and to complete a written incident report. Forms are available in the Village of Michiana Office.
The Clerk/Treasurer will give them to the Village of Michiana Council.

RETURN TO WORK, LIGHT DUTY AND FITNESS FOR DUTY

The Village of Michiana intends for its employees to return to work expeditiously but safely, following any
extended absence due to illness or injury. To promote that, employees absent for more than three work days due to
illness or injury are required to provide verification of their fitness for duty, meaning their fitness to perform all
essential job functions with or without accommodation, in writing from a physician prior to resuming work. The
Village of Michiana may require a second opinion by an independent medical professional of its choice and will
cover the costs associated with such an exam.
The Village of Michiana also requires that employees return to work with light duty restrictions following a
disability, which are within the employee’s ability to perform, as certified by a qualified health care provider, and in
accordance with Michigan Worker’s Compensation Disability Act.
In some circumstances a professional medical or mental health professional’s opinion is needed to
determine an employee’s continued fitness for duty. In these situations, employees may be required to submit to a
medical examination or “fitness for duty” evaluation as a condition of their continued employment.
The Village of Michiana Council may require random physicals of any employee at the Village of
Michiana’s expense.

BUILDING, EQUIPMENT AND VEHICLE SECURITY

The Village of Michiana will make every effort to provide for the security of its residents, visitors,
employees and property. Building and vehicle doors and windows should be secured at all times, except those
buildings requiring open public access, in which case the building should be secured at the close of business hours.
Employees should observe “employee only areas” and report any suspicious activities to a supervisor or to the
appropriate authorities.
Any employee who believes that he/she is exposed to an immediate threat should call 911. Employees
should be aware of any departmental level emergency procedures and follow those.
Keys to buildings, facilities, vehicles and equipment may be issued to some employees. A log of keys
issued is maintained in the Village of Michiana Clerk’s office. Employees must secure keys issued into their care
and are never to lend or copy keys to anyone, including fellow employees. Nor are employees to provide access

Page 6
codes or other forms of entry to anyone. Employees should report lost or stolen keys or other security access issues
to their supervisor immediately. All employees leaving the employment of the Village of Michiana shall turn in all
assigned keys, security access codes and related items.

HARASSMENT AND VIOLENCE IN THE WORKPLACE

Harassment and/or violence in the workplace are strictly prohibited and proactively guarded against by the
Village of Michiana. See the detailed policy within the “Standards of Conduct” portion of this section.

PERSONAL ARTICLES IN THE WORKPLACE

Workplace lockers, desks, cabinets and other storage areas, are the property of the Village of Michiana and
may be opened and searched without notice or permission at any time. Employees should not have any expectation
of privacy with regard to workplace lockers or storage, even if a personal lock is used.
Employees may not bring controlled substances (unless properly prescribed and disclosed to the employer
if they could affect job performance), alcohol, pornography or other derogatory or sexually explicit materials,
firearms or other weapons, explosives or other toxic or caustic chemicals into the workplace.
All employees should be aware that they are in a public building/facility with open access to the public.
The Village of Michiana will not be responsible for lost, damaged or stolen personal property brought into the
workplace.
Employees are expected to park in the designated lots and obey posted signage regarding parking. If an
employee should see suspicious activity, automobiles, or other items in a Village of Michiana parking lot, they
should immediately notify their supervisor or contact the appropriate law enforcement or public safety authority.
The Village of Michiana assumes no liability for damage or theft of employee’s vehicles and personal
property.

EMERGENCY SITUATIONS

For medical and/or law enforcement emergencies dial 911 and inform the emergency dispatcher of the
emergent conditions. After dialing 911, immediately notify your supervisor of the emergency conditions.
No employee is required to work under conditions they believe to be unsafe. If an employee is unsure
about the safety of a situation, he/she should immediately evacuate themselves from the emergent conditions and
notify their supervisor.

URGENT/EMERGENCY COMMUNICATIONS,

To ensure consistency and accuracy in the release and handling of organizational information, all urgent or
emergency communications will be issued by the Village of Michiana President or the Village of Michiana
Clerk/Treasurer. Requests for information made by members of the news media, non-standard requests for
information from the public or other organizations or entities, or other formal external communications on behalf of
the Village of Michiana shall be channeled through the Village of Michiana Clerk/Treasurer. The Village of
Michiana Clerk/Treasurer shall provide appropriate referrals or formal statements and/or process requests made
under the Freedom of Information Act.(FOIA)

USE OF VILLAGE OF MICHIANA INFORMATION

Many employees have access to considerable amounts of information about the Village of Michiana and its
citizens, including confidential, private and sensitive information. Employees are expected to conduct themselves
with the utmost professionalism and exercise impeccable discretion with the information entrusted to them.
Information, even “public information,” is to be used for Village of Michiana business, by the Clerk and
Village of Michiana Council only. In some instances a Freedom of Information Request (FOIA) is required.
Employees may also have access to private internal information, such as other employees’ addresses, phone

Page 7
numbers, etc. This information is never to be used for personal reasons or released to anyone without proper
authorization.

BULLETIN BOARDS

Bulletin boards contain legal notices regarding your rights as an employee and are one method for
communicating general information of interest and importance to employees and Village of Michiana residents.
Employees should keep apprised of activities and other information by checking bulletin boards regularly.

TELEPHONE USE & USE OF COMMUNICATION DEVICES

Employees have access to telephones within the workplace and some employees will be issued a cellular
phone, two-way radio, pager and/or other devices. These devices are provided to enhance employees’ ability to
serve the public by improving efficiency and productivity. Therefore, their use is limited only to Village of
Michiana business purposes.
When using other types of communication devices, employees should observe Village of Michiana rules on
use and confidentiality. Unnecessary conversation, chatter, or other use not corresponding directly to Village of
Michiana business is prohibited.
Employees should guard against damage and loss of communication devices.
A minimum amount of personal use of the phone for local calls is considered reasonable.

USE OF VILLAGE OF MICHIANA EQUIPMENT, RESOURCES & WORKFORCE

Village of Michiana equipment, such as faxes, office supplies, machinery, equipment, etc. are to be used
exclusively for Village of Michiana business. This includes the use of the Village of Michiana’s workforce. In no
case shall any employee or official direct the workforce to complete work or utilize Village of Michiana resources
for personal gain or convenience. Under no circumstances shall Village of Michiana equipment or other resources
be taken to personal residences or be used for personal business.
No personal or outside peripheral equipment is to be installed on Village of Michiana property without
express permission of the Village of Michiana Council, with an accompanying signed waiver of responsibility from
the employee.

USE OF VILLAGE OF MICHIANA VEHICLES

Village of Michiana vehicles are to be used exclusively for Village of Michiana business. Passengers in
Village of Michiana vehicles are prohibited unless they are being transported on official Village of Michiana
business. Any employee utilizing a Village of Michiana vehicle is expected to observe all traffic laws and secure
the vehicle’s doors, windows and keys at all times. All Village of Michiana vehicles are to be kept in the Village of
Michiana garage when not in use unless the current Village of Michiana Council determines otherwise.
Village of Michiana driving privileges can be revoked at any time if an employee fails to comply with any
and all policies and procedures established by the Village of Michiana or if an employee’s driving record warrants
such revocation. In consideration of insurability and related costs, employees with excessive points on their driver’s
license or severe infractions may be prohibited from driving Village of Michiana vehicles or from operating any
vehicle, including their own, while on Village of Michiana business.

VALID DRIVER’S LICENSE

A valid driver’s license is mandatory for all employees who are expected to drive a vehicle as a function of
their job. These employees must also maintain a good driving record. To ensure the safety of its staff and the
general public, the Village of Michiana periodically reviews employees’ driving records through the State of
Michigan.
Employees who have had their legal right to drive limited, suspended or revoked must immediately notify

Page 8
the Village of Michiana Clerk. Depending on the circumstances, poor driving records or limitations on one’s legal
right to drive may result in the revocation of permission to drive a Village of Michiana vehicle or any vehicle as a
function of the job. Failure to report license limitations, suspensions or revocation will be considered an intentional
misrepresentation. Employees shall also show proof of insurance for their private vehicles.

_____________________________________________________________________________________________

Notes and/or Changes to Section:

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SECTION 3- GENERAL RULES OF CONDUCT

As a Village of Michiana employee, you are responsible for working within certain rules and guidelines
established in the best interest of both the employer and employees. Listed below are some rules intended for your
safety and well being. Many are addressed within more specific policy areas and are restated here to reinforce their
importance.
This list is not exhaustive, rather illustrative, of the expectations of the Village of Michiana with regard to
employee conduct. Individual departmental operating procedures and work rules may also apply and should be
carefully reviewed as well.

All employees are expected to observe the following rules of conduct:

1. Employees shall remain drug and alcohol free while on work time or conducting Village of Michiana
business.
2. Employee’s attending Village of Michiana sponsored functions represent the Village of Michiana.
Their behavior reflects directly on the Village of Michiana and they are expected to conduct
themselves in a professional manner.
3. Employees taking over-the-counter medication(s) or who are under the care of a physician prescribing
drug(s) that may cause drowsiness or other side effects that may interfere with job performance,
including the ability to operate vehicles, equipment or machinery, shall bring this to the attention
of their supervisor prior to the commencement of work.
4. Employee shall exercise care with Village of Michiana property, equipment and machines or the
property of any other employee or citizen.
5. Employee shall obtain permission from their supervisor or prior to altering their established work
schedule or leaving work areas during work hours.
6. Employees shall observe the Village of Michiana workplace violence policy and refrain from
horseplay, teasing or bullying.
7. Employees shall hall refrain from profane or abusive language. An employee shall obey the lawful
directions or orders of a supervisor.
8. Employees shall at all times observe safety rules and perform their work in accordance with accepted
safety practices, including wearing all safety equipment as required by law and departmental
safety rules.
9. Employee shall refrain from engaging in personal activity for profit or using or deliberately wasting
Village of Michiana property for personal benefit.
10. Employee shall immediately report any conflict of interest or potential conflict of interest to his/her
supervisor.
11. Employees shall work efficiently and shall proceed directly to and from work assignments without
making any non-work-related stops, unless during an appropriate break.
12. Employees shall report all violations of policy to the appropriate supervisor.
13. Employees shall not leave the Village of Michiana while on duty, except for Village of Michiana
related business.
14. Also prohibited:
 Theft.
 Gambling.
 Neglect of duty.
 Absence without leave or failure to report following authorized leave.
 Incompetence, inefficiency, or the inability to perform the essential functions of a position
with or without reasonable accommodation.
 Insubordination including abusive and insulting language, a wanton and willful disregard of
the interest of the Village of Michiana, refusal to perform duties, or derogatory statements.
 Dishonesty, including falsification of records.
 Disorderly or immoral conduct.
 Negligent use of, or willful damage to, public property.
 Possession of a weapon other than those required to perform normal job duties.
 Delivery of personal items by mail, or carrier to the Village of Michiana Hall Building.

Page 10
 Possession of Pornography on any Village of Michiana property.
CONFLICTS OF INTEREST

If at any time an employee believes there is a conflict of interest between the work they perform for the
Village of Michiana and an outside personal interest, they must immediately report the conflict to the Village of
Michiana Clerk. Even the appearance of impropriety is unacceptable, so all potential conflicts, no matter how
remote they may seem, should be reported.

GIFTS OR GRATUITIES

No employee of the Village of Michiana may, either individually or as a member of a group, directly or
indirectly ask for, accept, or receive any gift, favor, service, loan, or entertainment, which may influence the
performance of his/her official duties. Cash or cash equivalents are never acceptable.

POLITICAL ACTIVITIES, SOLICITATIONS & LITERATURE

In general, the workplace should remain free of pressures to participate in or contribute to other employees’
personal interests, including political activities. If any employee should encounter activities they find offensive;
he/she should report the matter to the Village of Michiana Clerk’s office.
While employees are encouraged to exercise their right to freely participate in local, state and national
political activities as a private citizen, as a public employee, Village of Michiana employees shall not use their
Village of Michiana titles or otherwise apply their position as an employee of the Village of Michiana to political
activities.
Further, employees are prohibited from engaging in political activities during work hours. This includes
attending meetings, making phone calls, distributing literature or campaign paraphernalia, producing ads or
preparing mailings.
Employees shall not wear or display political literature, posters, signs, buttons or related items during work
hours, or on a Village of Michiana uniform after work hours, nor shall they affix political literature, posters, signs,
buttons or related items to Village of Michiana-owned property, including vehicles and buildings.

HARRASSMENT IN THE WORKPLACE

It is the policy of the Village of Michiana that no individual shall be subjected to harassment on the basis of
race, color, sex, religion, national origin, age, disability, weight, marital status, or other protected classes. Personnel
at all levels of the Village of Michiana have the responsibility to avoid any act or actions, implied or explicit that
may suggest harassment. The Village of Michiana Council will investigate complaints or allegations of harassment,
or improper verbal or physical conduct, to determine if the conduct is interfering with the employee's work
performance or creating an intimidating, hostile or offensive work environment. If the complaints or allegations are
factual, appropriate corrective action will be taken.

Sexual Harassment” is defined as unwelcome sexual advances, requests for sexual favors or other verbal or
physical conduct or communication of a sexual nature which creates an intimidating, hostile or offensive working
environment or when submission is made a term or condition of employment either explicitly or implicitly.

This can include, but is not limited to, verbal, visual and physical activities, and is applicable whether an
employee is on or off Village of Michiana property. Further, this policy protects employees from all potential
sources of harassment including the public, vendors, contractors and other visitors to the workplace.

The Village of Michiana may provide periodic training to promote awareness of its policy and the
detrimental effects of discrimination and harassment in the workplace. Employees are expected to avail themselves
of the information and training provided, as they will be held responsible for any violations of this policy.

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In accordance with this policy, any person who recommends or authorize actions affecting other employees, will
not:

 Use their authority to harass employees;

 Take a personnel action as a reprisal against an employee for resisting or reporting any active harassment;

 Condone any harassment, either verbal or physical, of an employee, or employees, toward another
employee.

Any employee who believes he or she has been the subject of any harassment as defined herein, including,
but not limited to, sexual harassment, should report the alleged act immediately to the Village of Michiana Council
President.

INVESTIGATION AND RESOLUTION

Complaints of discrimination or harassment will be promptly and carefully investigated, including
interviews with the complainant, the accused and witnesses. The record will be kept as confidential as possible and
involved parties are expected to do the same.
Any person, who has been found, after appropriate investigation by the Village of Michiana, to have
harassed another employee, will be subject to appropriate discipline up to and including immediate discharge.
If no violation is found, or there is insufficient information to make a determination, immediate and
appropriate action will be taken to assure that all parties are familiar with the Village of Michiana’s policy and that
harassment or retaliation in the future is strictly prohibited.

NON-RETALIATION

The Village of Michiana not only prohibits harassment, but also strictly prohibits retaliation against any
employee who, in good faith, has registered a complaint under this procedure. Any supervisor, agent or employee of
the Village of Michiana, who, after investigation, has been determined to have retaliated against any employee for
utilizing the complaint procedure in this policy, will be subject to the appropriate discipline up to and including
immediate discharge. If an employee believes he or she has been retaliated against for exercising his or her rights
under this policy, the employee should use the complaint procedure as set forth in : THE WHISTLEBLOWERS'
PROTECTION ACT. State of Michigan 1980.
The Village of Michiana recognizes also that false allegations of harassment can have serious effects on
innocent men and women. Any employee who knowingly and intentionally brings false claims or complaints will
be subject to appropriate disciplinary action in accordance with this policy.

DRUG AND ALCOHOL FREE WORKPLACE

The Village of Michiana will not tolerate the illegal use of drugs and complies fully with the federal Drug-
Free Workplace Act of 1988.
All Village of Michiana premises, including work sites and vehicles are declared to be drug-free
workplaces. All employees are absolutely prohibited from unlawfully manufacturing, distributing, dispensing,
possessing, using or being under the influence of controlled substances and/or alcohol in the workplace.
Any employee convicted of violating a criminal drug statute in the workplace must inform the Village of
Michiana of such conviction within five (5) days of the conviction. Failure to so inform the Village of Michiana
subjects the employee to disciplinary action up to and including termination for the first offense. By law, in the
event the Village of Michiana is a federal grant recipient, it must notify the federal granting agency within ten (10)
days of receipt of notice of conviction.
The Village of Michiana reserves the right to offer employees convicted of violating a criminal drug statute
in the workplace participation in an approved rehabilitation or drug abuse assistance program as an alternative to
discipline and/or discharge. If such a program is offered and accepted by the employee, then the employee must

Page 12
satisfactorily participate in and complete the program as a condition of continued employment.

APPEARANCE & DRESS

Personal appearance and neatness are important because of daily contacts that are made in the course of
your work. Since you represent the Village of Michiana, it is essential that you look presentable at all times. Even
though the standard of dress and grooming will vary depending on your department, primary job functions and level
of contact with the public and co-workers, all employees are expected to wear clean and appropriate attire or an
approved uniform, and to dress in a business-like manner.
Employees wearing clothing with the Village of Michiana insignia or other representations which identify
the individual as a Village of Michiana employee should strictly guard their behavior. Wearing these items off duty
is prohibited.

SMOKING POLICY

This policy implements Berrien County Regulation No. 1, the Berrien County Clean Indoor Air Regulation, dated
March 1, 2007, with the intent “…to protect the public health and welfare by regulating smoking in public places
and places of employment and recreation.”

Smoking is prohibited on any Village of Michiana property. This includes common work areas,
auditoriums, classrooms, conference and meeting rooms, private offices, elevators, hallways, medical facilities,
cafeterias, employee lounges, stairs, restrooms, employer owned or leased business vehicles, and all other enclosed
facilities.
Smoking is also prohibited within 25 (twenty-five) feet of entrances, windows, and ventilation systems to
any enclosed areas where smoking is prohibited.
All ashtrays and other smoking paraphernalia are prohibited from any area where smoking is prohibited.
The Village of Michiana shall inform all applicants for employment at the Village of Michiana of the
Smoking Policy prior to the applicant accepting an offer of employment at the Village of Michiana.
Pursuant to Section 1012(B) of the Berrien County Clean Indoor Air Regulation, all persons who violate
the Berrien County Regulation No. 1 may be deemed responsible for an infraction, punishable by either or both of
the following:
1. A warning citation.
2. A fine not exceeding one hundred dollars ($100).

Village of Michiana employees who are found in violation of the Village of Michiana Smoking Policy may be
subject to disciplinary action, up to and including termination.
_____________________________________________________________________________________________

Notes/and or/Changes to this section:

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SECTION 4: DEALING WITH THE PUBLIC

For the residents, vendors, the general public and others you will contact during your working day, or to the
people you meet during your hours away from work, you represent the Village of Michiana. As long as the
Village of Michiana employs you, you are working for the residents of the Village of Michiana, who should be
considered your valued customers.
Keep in mind: many residents have limited contact with Village of Michiana employees so their opinion
will be formed by those few contacts. By being courteous and efficient when dealing with the public, you will
reflect favorably on every Village of Michiana employee and the Village of Michiana as a whole.
Residents have the right to expect friendly, courteous, businesslike consideration at every Village of
Michiana work location. A neat, well-kept area, professional conduct and an attentive manner will create the
desired atmosphere.

GUIDELINES FOR DEALING WITH THE PUBLIC

1. All inquiries regarding employee’s information shall be directed to the Clerk/Treasurer’s office.
Employees are not to give out any information concerning fellow employees.
2. No employee shall be required to subject himself or herself to abusive or vulgar language. Employees
in this situation shall politely excuse themselves and seek assistance from a supervisor.
3. Never ignore any person and treat each person with dignity, respect and a genuine concern for their
satisfaction.
4. Residents may be unfamiliar with the Village of Michiana’s organization, processes, procedures and
paperwork. Provide direction patiently; never make a resident feel foolish that they are not familiar
with our requirements.
5. When serving a person who has difficulty communicating for any reason, be patient, enunciate but do
not raise your voice or shout, and avoid “jargon” or slang.
6. Listen courteously and attentively to what the person has to say whether in person or on the phone.
Clear, patient explanations will avoid confusion. Problems, which may seem routine to you, are new
and important to the person making the inquiry.
7. Be prompt in answering requests for service. When possible, respond to inquiries within one business
day.
8. Arguing with irate residents, vendors or other persons will not change their minds, but it may lose you
the respect of other people who are listening. Call Village of Michiana Clerk/Treasurer if you are
unable to resolve a problem or if a person becomes abusive or belligerent. He/she will refer the
problem to the correct source for resolution.
9. If you do not have the answer to a person’s problem, find out who does and make a proper referral.
10. Avoid personal activities, gossiping or reading for pleasure at public workstations.
11. People we serve on the telephone deserve the same high-quality service as those we encounter in
person. When answering the phone, greet the caller; identify yourself and your department.

COMPLAINTS FROM THE PUBLIC

Complaints should be resolved as quickly as possible. When employees cannot immediately resolve
complaints, they should contact the Village of Michiana Clerk, who shall determine what action is to be taken. The
complainant should have confidence that their issue or complaint is being heard and that they have received due
process.
In all cases, the primary goal is to resolve the issue and restore good will. As such, it is imperative that
employees avoid making promises they cannot keep or committing to timelines they cannot honor. Complaint
resolution is a primary, immediate priority and should be expedited to every extent possible. Further, the
complainant should be kept up to date on the progress and status of their complaint.
Employees are encouraged to treat complaints as an opportunity to learn and be proactive. If an employee
should find him/herself consistently unsuccessful in constructively handling customers he/she should speak with the
Village of Michiana Clerk and access the training and mentoring needed to develop the appropriate level of
customer service skill.

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SECTION 5 —COMPUTER, INTERNET AND E-MAIL POLICY

INFORMATION SYSTEMS POLICIES FOR THE VILLAGE OF MICHIANA

PURPOSE

To govern use of the Village of Michiana-owned computer system(s) and access to and usage of publicly
accessible computer networks such as the Internet. The procedures and principles presented in this Policy
apply to all Village of Michiana employees, elected officials, volunteers, and other affiliates who use Village of
Michiana provided, publicly accessible computer networks such as the Internet, regardless of the user's location, when
accessing the network.

INFORMATION SYSTEMS POLICIES

Many employees have access to a computer with an Internet connection and email system. These resources
are provided to enhance resident service, general operational efficiency and individual productivity and are to be
used for Village of Michiana business.
Internet activity and electronic mail, documents and other information created or distributed through the
Village of Michiana’s information system(s) is the property of the Village of Michiana and may be accessed,
monitored and reviewed. There is no guarantee of security or confidentiality with regard to any of the above.
The Village of Michiana prohibits employees from viewing, saving, distributing, transmitting, downloading
or accessing remarks, images, content or other items that are defamatory, offensive, disruptive, pornographic,
sexually explicit, racially or ethnically biased or harassing or offensive in any way, either graphic or in text, illegal
or pirated. Any use of the computer for selling or buying for personal use is considered to be operating a business
within the Village of Michiana. Dismissal will be immediate.
The use of Village of Michiana computer equipment is a privilege that may be suspended or revoked at any
time. Upon termination of employment, a user’s access to the system, account information and passwords will be
terminated.

GENERAL COMPUTER USE

1. Only those persons currently employed by the Village of Michiana (or given written administrative
permission) are permitted to use any computer resources owned, rented or leased by the Village of
Michiana.
2. Use of the Village of Michiana computer resources or Internet connections for gambling, obtaining
or distributing pornographic materials, all other illegal activity, and the playing of leisure -type
recreational games is strictly forbidden. The Village of Michiana actively monitors incoming and
outgoing Internet traffic for these types of usage.
3. Use of Village of Michiana equipment to purchase or sell personal items, or to run a business is prohibited.
4. Software or hardware may be installed on any Village of Michiana’s computer systems only
through the approval of the Village of Michiana President or designee of the Village of Michiana
President. The Village of Michiana President or designee of the Village of Michiana President may, at their
discretion, authorize staff to perform specific software or hardware installations. All other software or
hardware installations are strictly prohibited.
5. Where copyright laws apply, the Village of Michiana forbids unlawful copying of any software or
manuals.

NETWORK SECURITY

1. No employee shall use any data or other information on the Village of Michiana ‘s network file server
or any Village of Michiana personal computer for personal gain, nor for the advantage of any outside
third party, nor in any other way except in accordance with the policies of the Village of Michiana.
2. No employee shall permit any unauthorized person to gain access to the Village of Michiana 's computer
network system..

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3. No employee shall furnish any information to any unauthorized person about the hardware or the
software used by the Village of Michiana, nor the method of accessing the Village of Michiana's
computer network system.

INTERNET USE

1. Access to the Internet is for the exchange of information and research consistent with the vision, mission,
goals and activities of the Village of Michigan.
2. Employees are expected to use the Internet solely for job-related research and Village of Michiana
business communications during working hours.
3. Employees may not use the Internet on-site for personal research and communications outside of work
hours. Employees shall not use the Internet for private or commercial business use.
4. Employees shall not use the Internet for inappropriate or unlawful purposes, including, but not
limited to, placing or receiving unauthorized information, computer viruses, or harmful programs on or
through the computer system in either public or private files or messages, using obscene or otherwise
inappropriate language in communications and obtaining, viewing or downloading information that is
unlawful, obscene, indecent, vulgar, pornographic or otherwise objectionable.
5. Internet access records and records of downloaded files are not private and may be occasionally
monitored as the Village of Michiana President or designee of the Village of Michiana President deems
necessary.
6. Inappropriate or unlawful use of the Internet may result in the loss of access for the user and,
depending on the seriousness of the infraction, can result in disciplinary action as deemed appropriate,
including termination.

E-MAIL USE

1. The above rules for Internet use also apply to the use of electronic mail provided to Village of Michiana
employees. Electronic mail may constitute a public record under certain circumstances and may be
accessible or obtainable by individuals, agencies and others outside the Village of Michiana and
subject to state rules for retention/destruction.
2. All e-mail originating from or received by the Village of Michiana computer system(s) is Village of
Michiana property, and is not considered private information.
3. The Village of Michiana President, and/or designee of the Village of Michiana President may monitor
electronic mail.
4. Prohibited uses of the electronic mail system include, but are not limited to, the following:
a. Use of the system to send chain letters.
b. Use of the system to send copies of documents in violation of copyright laws.
c. Use of the system to compromise the integrity of the Village of Michiana and its business in any
way.
d. Use of the system for "moonlighting," job searches, or the advertisement of personal business.
e. Use of the system to send messages containing offensive, abusive, threatening, pornographic
and/or other language inappropriate for the Village of Michiana.
f. Use of the system to conduct non-Village of Michiana business.

The Village of Michiana expects all employees to comply fully with this policy. Any employee found to be
violating the Computer, Internet, or E-mail Policy will be subject to reprimand or termination on the same basis
which would apply to misuse or misappropriation of any other Village of Michi ana property or for violations
of other Village of Michiana policies.

_____________________________________________________________________________________________

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Changes and/or Additions to Section 5:

Page 17
SECTION 6: JOB DESCRIPTIONS AND COMPENSATION

JOB DESCRIPTIONS

Please see Appendix B for Job Descriptions

WORKWEEK & PAYDAY

For payroll purposes, the regular workweek commences on Thursday 12:01 a.m. and concludes Wednesday
at midnight. Employees are paid biweekly, no later than 3:00 p.m. on Thursdays, and in the case of a holiday or
other scheduled Village of Michiana closure, paychecks may be issued the day before or after the holiday,
depending on the day of the week on which the holiday falls. Contact the Clerk/Treasurer’s office for additional
detail.

POLICE DEPARTMENT

The standard workweek is 48 hours. Additional hours are discouraged as detrimental to the well -being of
both the police officer and the Village of Michiana . Should additional hours be absolutely necessary, police
officers will be paid overtime (at 1.5 hourly wage) for hours beyond 48. The Police Chief, as a salaried supervisor
will not be compensated for additional hours. All overtime must be approved by the Village of Michiana
Clerk/Treasurer, and reported to the Council President or President Pro-Temp.

PAY SCALE

Police Chief (Salaried):
Minimum: $44,928 (equivalent to $18.00 an hour for 48-hour workweek)
Maximum: $57,408 (equivalent to $23.00 an hour for 48-hour workweek)

Full-Time Police Officers:
Minimum: $31,200 for 48 hour work week (equivalent to $12.50 an hour for 48-hour workweek)
Maximum: $46,176 for 48 hour work week (equivalent to $18.50 an hour for 48-hour workweek)
_____________________________________________________________________________________________

PUBLIC WORKS DEPARTMENT

The standard workweek is 40 hours. Non-supervisory public works employees will be paid overtime (at
1.5 hourly wage) for hours beyond 40. The Public Works Superintendent, as a salaried supervisor, will not be
compensated for additional hours. All overtime must be approved by the Village of Michiana Clerk/Treasurer, and
reported to the Council President or President Pro-Temp

PAY SCALE

Superintendent (Salaried)

Minimum: $37, 440 (equivalent to $18.00 an hour for 40 hour work week)
Maximum: $52, 000 (equivalent to $25.00 an hour for 40 hour work week)

Public Works Employees

Minimum: $24, 960 for a 40-hour workweek (equivalent to $12.00 an hour for a 40-hour workweek)
Maximum: $37, 440 for a 40-hour workweek (equivalent to $18.00 an hour for a 40-hour workweek)

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VILLAGE OF MICHIANA ADMINISTRATION

The standard workweek for the Clerk/Treasurer is 40 hours. As a salaried supervisor, the Clerk/Treasurer
will not be compensated for additional hours. Part-time employees will be paid on an hourly basis, with no
overtime differential.

Clerk/Treasurer

Minimum: $37, 500
Maximum: $48, 500

Part-Time Employees

Minimum: $10.00 an hour
Maximum: $14.00 an hour

The starting wage of newly hired employees will be the appropriate level within the range commensurate
with the experience, education, and other qualifications of the individual
Employees who are receiving the maximum pay of the range for their positions will not be eligible for pay
increases
Pay-ranges shall be reviewed every two years, and if appropriate, revised to reflect cost of living changes.
Employees may receive bonus at the discretion of the Council. The Council must budget for all bonuses in the
yearly budget.

DEDUCTIONS

The Village of Michiana will make deductions for voluntary benefits and other reasons upon proper
authorization from the employee.

OVERTIME AND COMPENSATORY TIME

Overtime can be authorized or directed only when it is the most practical and economical way of meeting
workloads or deadlines and is permitted under budgetary constraints. All overtime or compensatory time must be
pre- approved by the department head, except in emergencies.
Employees will be required to work overtime when requested unless excused by supervisors.
Employees in designated nonexempt classifications will be paid overtime in accordance with provisions of
the Fair Labor Standards Act.
Medical leave, annual leave, bereavement leave, voting time, therapy or treatment for job injury, annual
military time, jury duty, holidays, vacation, and any other absence from work while on paid or unpaid status will not
be counted as time worked for overtime computations.
Compensatory time earned shall be documented and shall be used at the convenience of the employee
subject to the needs of the Village of Michiana as approved by the department head.
Salaried (exempt) personnel will be allowed, within reason, and upon prior approval from his/her
department head (or next higher superior) to take time off on a scheduled work day for personal needs without a
reduction in leave hours. The time taken will not be hour for hour of time worked over a normal work period.

PAID LEAVE TIME

Regular full-time regular employees earn vacation leave as follows:

SERVICE YEARS LEAVE EARNED PER YEAR
1 year 10 days
2 to 5 years 12 days
5 to 10 years 15 days
10 to 15 years 17 days

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15 to 20 years 19 days
Over 20 years 21 days

Regular Full-time employees earn medical leave as follows:

Accrue medical leave at the rate of one (1) day per calendar month worked for a total of twelve (12) per year,
prorated on a biweekly basis.
Holidays, which occur during the period selected by the employee for medical leave, shall be charged
against holiday leave and not to medical leave.
Medical leave will not be considered as time worked for overtime computation.
Employees may bank both vacation time and medical time for a serious illness for a total of thirty days.
Once banked, these days cannot be returned to the general pool. Upon resignation, dismissal, or retirement, the
employee may use these days as paid time off, or be compensated by the Village of Michiana , based upon their last
hourly wage.

EMERGENCY AND OTHER CLOSURES

In the unusual event that Village of Michiana offices or other operations must close due to emergency or
other reasons, employees who are scheduled, present and willing to work at the time of closure will be paid their
regular pay.

EXPENSE REIMBURSEMENTS

The Village of Michiana will reimburse reasonable expenses associated with travel, purchases or activities
directly related to Village of Michiana business. All expenses sought for reimbursement require the prior approval
of the Village of Michiana Clerk. Expenses of a personal nature are included in a charge against public funds.
Proper reimbursement request forms and receipts shall be required for all reimbursements except in extenuating
circumstances and with approval from the Village of Michiana President or his/her designee..

The following applies to travel expenses:

Guests:

The Village of Michiana will not reimburse any expense, including conference, meal, travel and other
related costs, for spouses, family members or guests to accompany an employee.

Travel:

Ride sharing and/or the use of Village of Michiana vehicles are required as available. Individuals using
their personal vehicles for Village of Michiana business shall be reimbursed at the approved Village of Michiana
rate for mileage. Reimbursement for air travel shall not exceed coach rates. Employees requiring air travel should
make travel arrangements with proper advance notice to obtain the most competitive fares.
Necessary parking, tolls and taxi/shuttle service or other related travel costs will also be reimbursed.

Lodging:

The costs for lodging during out-of-town travel shall be reimbursed for reasonable accommodations. The
Village of Michiana will not cover costs for suites or other special accommodations. Room sharing is encouraged
where appropriate. Many hotels/motels offer a government rate, which employees are encouraged to use.
Employees should always seek the most competitive rate for lodging.

Meals:

Reasonable meal expenses including tips and incidentals will be reimbursed up to a maximum of three (3)
meals per day. The Village of Michiana will not cover purchase of alcoholic beverages.

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Advance of Funds:

An individual may obtain an advance of funds for estimated expenses, with prior Village of Michiana
Council approval.

Miscellaneous:

Extra costs not related to Village of Michiana business such as personal telephone calls, movies, room
service, laundry service, pre- and post-conference side trips, etc. shall not be reimbursed.

Expense Report

In order to receive reimbursement, you must submit an expense report to your supervisor within two working days
of your return to work. Your report must include original receipts for the following:
 Registration/conference/workshop costs
 Lodging
 Meals
 Travel
o Personal vehicle mileage based on standard map mileage chart
o Coach rate air travel
o Parking
o Taxi/Shuttle

MILEAGE REIMBURSEMENT

An employee may be required to utilize his/her own transportation to perform the regularly assigned duties
of their position or to travel on Village of Michiana business. Employees who have been authorized to use their own
automobile in these cases will be reimbursed according to the current rate set by the IRS.
Any employee operating their own vehicle or any vehicle on Village of Michiana business must have and
continue to have a legal right to drive and abide by all applicable driving laws and safety precautions. In the event
he/she would lose the right to drive, the employee must inform the Village of Michiana Clerk immediately.

OTHER REIMBURSEMENTS OR PAYMENTS MADE ON EMPLOYEE’S BEHALF

The Village of Michiana may reimburse or pay on the employee’s behalf the cost of certain certifications or
special licenses that are a requirement of the job, the cost of employee memberships in job related professional and
trade associations and the cost of tuition for job-related educational programs.
_____________________________________________________________________________________________

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Changes and/or Additions to Section 6:

Page 22
SECTION 7- HEALTH, RETIREMENT, LEAVE TIME AND RELATED FRINGE BENEFITS

HEALTH CARE BENEFITS

There is, from time to time, an employee who voluntarily chooses not to be enrolled in the Village’s
medical and dental insurance programs because they and/or their family have other insurance protection. As a way
of providing some incentive to consider voluntary non-participation in the Village’s health insurance programs, the
following is offered:
 Forty (40) percent of the health insurance premium for the category that applies (i.e. single, couple, or
family) shall be paid to the employee. The employee must provide proof of other health insurance
coverage at the request of the Village President or his/her designee. The payment in lieu of health
insurance shall be paid weekly as an addition to the employee’s regular paycheck and shall be
applicable to similar taxation.
 In instances where an employee and his/her spouse are both employed by the Village, payment of
health insurance premiums or payments in lieu of health insurance will not be duplicated.

GROUP BENEFIT PLAN

Specific information regarding the employee benefit plan and the rules and procedures that govern the plan
is available from the Village of Michiana Clerk’s office, or by calling the Hoffman Benefit Group directly at (269)
469-0100.
As a full-time Village of Michiana employee, you will be eligible for health benefit coverage for yourself
and your dependents following 90 days of continuous employment. If you do not enroll at the time of your
eligibility, you must wait for the next annual open enrollment period. There are special HIPAA enrollment rules that
could allow enrollment mid-year, such as voluntary loss of other coverage, marriage, birth, etc. Examine all benefits
information provided, paper and electronic, in order to make informed healthcare decisions. Ask questions before
making a decision and review your elections before submitting and approving them. Once enrolled in the group
benefit plan, you then have certain responsibilities: to verify the accuracy of enrollment elections and the deductions
for these elections, to provide required supporting documents (e.g. birth or marriage certificates), to inform the
Village of Michiana Clerk of any changes, and, most importantly, to become familiar with the plan, as well as any
information regarding the state rules and procedures governing the plan. You are allowed to add a new spouse or
dependent child within 31 days of a qualifying event, such as marriage or birth. Such changes must be made through
the Village of Michiana Clerk’s office. When your spouse or dependent child is no longer eligible, you must make
the appropriate change through the Village of Michiana Clerk’s office within 31 days of the ineligibility date.

CONTINUATION OF HEALTH INSURANCE COVERAGE

You or your dependents may continue health coverage when it would otherwise terminate due to certain
“qualifying events.” These events include separation from employment or certain reductions in working hours. In
addition, your dependents may elect coverage under certain situations. You or your dependent must pay the full cost
of coverage.

MEDICARE COVERAGE

Most people become eligible for Medicare when they are 65 years old. If you are disabled or have End Stage
Renal Disease your eligibility may start earlier. You can enroll for Medicare during a seven-month initial enrollment
period from three months before your 65th birthday month through three months after your birthday month. For
example, if your birthday is July 29th, you can enroll from April 1st until October 30th of your 65th year. To avoid
delays in your coverage, it’s best to apply at the beginning of your initial enrollment period.

Medicare has two enrollment options:
 Hospital Insurance (Part A) is provided at no cost. The hospital insurance helps pay for inpatient hospital
care and certain follow-up care after you leave the hospital. Medical Insurance (Part B) helps pay for

Page 23
physicians’ services and other medical services and items. There is a monthly fee for the medical insurance
portion. The premium is adjusted annually.

 You must apply for Medicare through your local Social Security Administration office.
Medicare Secondary Payer (“MSP”) laws provides that, in certain circumstances, the group health plan is the
“primary” payer, and Medicare is the “secondary” payer. The primary payer pays claims first; any unpaid amount
may be paid by the secondary payer according to the coverage guidelines. Several factors affect MSP laws, such as
the number of employees, and the age of the employee subscriber and age of their spouse. To properly coordinate
benefits between your group health plan and Medicare coverage, additional information may be required.

RELATED RIGHTS AND OBLIGATIONS

HIPAA (Health Insurance Portability and Accountability Act of 1996)

This act is intended to enhance the portability and availability of health coverage for those with health
status issues or preexisting conditions. The act requires that covered group health plans and issuers of health
insurance furnish Certificates of Creditable Coverage for individuals when their group coverage concludes so they
may gain subsequent coverage elsewhere with reduced or no preexisting condition limitations. This act has been
recently expanded to also provide additional privacy protection and rights to employees with regard to protected
health information. See the Clerk/Treasurer’s office for additional detail.

(FMLA) Family Medical Leave Act( does not apply to employers with less than 20 full-time employees)

This act requires that an employer maintain an employee’s health coverage while they are on an approved
FMLA leave, paid or unpaid. If an employee should decide not to return, or be unable to return to work, the
employer may seek repayment for premiums made on the employee’s behalf while on unpaid FMLA leave. See the
Clerk/Treasurer’s office for additional detail.

WORKERS’ COMPENSATION

Employees incurring a job-related injury or illness are covered by workers’ compensation, which provides
for medical treatment and wage replacement. In some cases, the Village of Michiana will make up the difference
between an employee’s normal weekly earnings and Worker’s Compensation payments. The Clerk/Treasurer’s
office will provide additional detail.

RETIREMENT PLAN

SOCIAL SECURITY

Employees are required to participate in the federal Social Security and Medicare program. Both
employees and the Village of Michiana share in this cost. Deductions are taken automatically from your paycheck
and applied to your Social Security account. The amount of the deduction is determined by federal legislation.
All Social Security questions should be directed to a Social Security office.

IRA

Currently the Village of Michiana contributes to an IRA fund for its; employees. The contribution is
$2000.00 a year, equivalent to $500.00 a quarter.

TUITION/EDUCATION REIMBURSEMENT

The Village of Michiana strongly encourages employees to continue their education. In support of this, a
reimbursement program for job-related courses and curriculum is available to qualifying employees. See the

Page 24
Clerk/Treasurer’s office for detailed information.
In addition to tuition reimbursement, certain job-related training, workshops and seminars, such as
computer training is provided through the Village of Michiana at no expense to the employee. See the
Clerk/Treasurer for additional detail.

CERTIFICATIONS, LICENSES AND TRADE OR PROFESSIONAL ASSOCIATIONS

The Village of Michiana may reimburse or pay on the employee’s behalf the cost of training for certain
certifications or special licenses that are a requirement of the job and/or the cost of employee memberships in job
related professional and trade associations. These requests must be made and approved through the Village of
Michiana Clerk who will refer it to the Village of Michiana Council for consideration in the budget.

Changes and/or Additions to Section 7:

Page 25
SECTION 8: PAID TIME OFF

The Village of Michiana provides paid time off to full-time, employees according to the following
schedule:

HOLIDAYS

The following days and any other day, which the Village of Michiana Council may declare as holidays. They shall
be granted with pay to all eligible employees scheduled to work on such days.

 New Year's Day January 1
 Martin Luther King Day Third Monday in January
 Memorial Day Last Monday in May
 Independence Day July 4
 Labor Day First Monday in September
 Veteran’s Day November 11
 Thanksgiving Day Fourth Thursday in November
 Friday after Thanksgiving Fourth Friday in November
 Winter Holiday December 24 and December 25
 Floater (an individual employees choice for this day) Must notify the Village of Michiana Clerk/Treasurer

When a holiday falls on a Saturday, you will take the preceding Friday as the holiday. When a holiday falls
on a Sunday, you will take the following Monday as the holiday.
You are required to report to work, as scheduled, the day before and the day after the holiday to receive
holiday pay. You will be paid for the holiday if you take the day before or after the holiday as an approved paid
leave day. If you take a sick day before or after a holiday you may be required to present a doctor’s written
verification of illness upon returning to work in order to be paid for the holiday.

BEREAVEMENT LEAVE

The Village of Michiana provides full-time employees up to three paid funeral leave days per year (eight hours per
day) for each occurrence for employees who experience the loss of an immediate family member and need to miss
regularly scheduled work days to grieve, attend services, tend to family business or make related arrangements.
Immediate Family - Includes spouse, children, parent, grandmother, grandfather, grandchildren, brother, sister, in-
laws or adopted children (whether by birth or by law) of the employee and other live-in dependents (this definition is
for purposes of Funeral Leave only). .
An additional two paid days may be provided in the event that the employee is required to travel. Earned
vacation time or personal days may be used to extend bereavement leave, and employees may request unpaid leave
for more extended bereavement periods.
Employees may opt to utilize accrued vacation time or personal days, or unpaid leave with prior approval,
to attend funeral services or grieve the loss of someone not included within this policy.

JURY DUTY LEAVE

Employees called for jury duty will receive their regular pay, less any compensation received, excluding
expenses and travel allowances. Employees must notify the Village of Michiana Clerk when called to jury duty and
provide a copy of the order to appear.

MILITARY LEAVE

Employees who are members of a federally recognized reserve component of the armed forces may be
granted military leave in accordance with state and federal laws. The Village of Michiana abides by all federal laws
concerning the job rights of reservists called to active duty. Employees who are called up for active duty will be
treated as if on a leave of absence. Village of Michiana policies which apply to other employees who are on non-

Page 26
military leaves of absence also apply to the employee on active duty. If certain basic conditions of the federal and
state laws are met, the returning veteran or reservist will be reinstated to the prior position (or a position with the
same seniority, status and pay), with the same wage and benefit increases he or she would have earned if
employment had not been interrupted by military service.

VOTING TIME

Full-time employees are allowed 2 hours on dates of state and federal elections to vote.

REQUEST FOR LEAVE

 To receive compensation while absent on medical leave, the employee shall notify his/her immediate
supervisor or department head one-half (½) hour in advance of the scheduled reporting time. This provision
may be waived by the department head if the employee submits evidence that giving such notification was
not possible or practicable.
 Notification may be given in person, telephonically, by voice-mail or by means of e-mail (e-mail
notification may be used when other forms of notifications are not available and emails shall be sent not
only to box of immediate supervisor and department head, but to the Clerk/Treasurer of the Village of
Michiana
 The Village of Michiana Council may request, with cause, a physician's certificate to verify the illness of
any employee on medical leave.
 Medical leave may be used only as earned in accordance with this policy.
 Medical leave may be granted for the following purposes:

1. Personal injury (non-job related), pregnancy or illness of the employee.
2. Medical, dental, optical or chiropractic examination or treatment when arranging the appointment
for off-duty hours is not practical alternative for the employee.
3. Exposure to contagious disease, which would endanger others as determined by a physician.
4. Illness of a member of the employee's immediate family, which requires the personal care and
attention of the employee.
5. Falsification of medical leaves requests or abuse of the privilege is cause for disciplinary action
up to and including termination of employment.

__________________________________________________________________________________________

Change and/or Additions to Section 8:

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SECTION 9: UNPAID TIME OFF

LEAVES OF ABSENCE

Under certain circumstances and conditions, the Village of Michiana President with the approval of the
Village of Michiana Council may authorize leaves of absence without pay. Employees must submit a written
request for unpaid leave through the Village of Michiana Clerk.
Benefits may be suspended for the duration of an unpaid leave, including time off accruals.
Employees on unpaid leave who engage in other employment while on leave or fail to return on or before
their scheduled return date will be considered to have abandoned their position, or voluntarily quit.

UNAPPROVED LEAVES

Unapproved leaves of three or more days, or repeated instances of unapproved leave, will be considered
abandonment of position and a voluntary resignation.
When an employee takes leave time that was requested but not approved, the employee will be subject to
the following actions:
 the absence will be designated as unauthorized;
 the employee will not be paid for the time missed;
 because the employee has experienced Leave Without Pay, he or she will not accrue annual or
traditional sick leave for the pay period(s) when the absence occurred; and
 the Village of Michiana may also take disciplinary action

Changes and/or Additions to Section 9:

Page 28
SECTION 10: SEPARATIONS AND PROBATION

TYPES OF SEPARATIONS

Separations and/or terminations from Village of Michiana employment are designated as voluntary or
involuntary, temporary or permanent and may include:
 Resignation
 Retirement
 Health
 Death
 Abandonment of position
 Reduction in force (lay off)
 Dismissal or discharge
 Suspension

RESIGNATION

An employee voluntarily leaves the Village of Michiana service.
An employee wishing to resign in good standing shall file with the Village of Michiana a written
resignation, stating the date and reason for leaving. The notice must be given ten (10) working days prior to the date
of separation. Failure to comply with this provision shall be cause for denying the employee re-employment, and the
employee shall forfeit his/her unused earned leave.

RETIREMENT

Procedure whereby an employee is voluntarily separated from the Village of Michianas' service at a time
when the employee is eligible for retirement. Retirement regulations and benefits will conform to the provisions of
the retirement plan in effect in the Village of Michiana

HEALTH

When an applicant is appointed to a position before the final report of a health examination is received, and
the final report shows that the employee is not physically qualified to perform the duties of the position despite
reasonable accommodations creating an undue hardship on the Village of Michiana, the applicant will be separated.
The Village of Michiana may request that an employee be examined by the Village of Michiana
designated physician. If disability of any kind is discovered which impairs the effectiveness of an employee in
performing the work or makes continuance on the job a danger to the employee or others, the following action shall
be taken: If the disability is correctable, the employee will be allowed a specific time to take steps to have the
disability corrected. If the employee fails to take steps to have the disability corrected within the specified time, the
employee shall be subject to dismissal.
If, in the opinion of the examining physician, the disability cannot be corrected, the Village of Michiana
will attempt to place the employee in another position, which he/she can perform satisfactorily. I f that step cannot
be accomplished successfully, the employee shall be separated either through retirement or dismissal.

DEATH

For record keeping purposes, separation shall be effective as of the date of death. All compensation and
benefits due to the employee as of the effective date of separation shall be paid in accordance with the law.

ABANDONMENT OF POSITION

Unauthorized absence from work for a period of three (3) consecutive workdays will be considered a
resignation and or abandonment of position.

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REDUCTION IN FORCE (Lay-Off)

When it becomes necessary to reduce the number of employees because of lack of funds, shortage of work, the
abolition of a position, or other causes that do not reflect discredit on the service of the employees, employees shall
be laid off on the basis of the following factors, each weighed equally:

 Length of service in the class.
 Length of service in the Village of Michiana
 Performance evaluation for the past three (3) years or for the entire period of service where the length of
service with the Village of Michiana is less than three (3) years.
 No regular employee shall be laid-off while another person in the affected class is employed on a
provisional, part time, temporary or seasonal basis.
 Recall (when it is determined that the cause of the reduced force has been resolved and recall comports
with the best interests of the Village of Michiana ) will be offered to laid off employees provided they are
physically and otherwise qualified to perform the duties of the job.
 The Village of Michiana shall give the employee to be laid off at least a ten-(10) days written notice of the
action before the effective date of the layoff.
 The names of laid-off non-regular employees will be maintained in the applicant pool for a period of three
(3) months following layoff. The names of regular employees will be maintained in the applicant pool for a
period of one (1) year following layoff.
 A laid off employee shall be paid for all annual leave credits for which eligible. A regular employee who is
reinstated within one (1) year shall have unused medical leave credits restored.

DISMISSAL OR DISCHARGE

A dismissal or discharge is a permanent involuntary separation of an employee from the Village of
Michigan. Employees discharged for disciplinary reasons will not be eligible for rehire and shall lose all seniority
and reinstatement privileges.).
Reasons for dismissal or discharge may include, but shall not be limited to, the following:

 Failure to meet established standards of work, morality or ethics to an extent that the employee is
unsuitable for employment with the Village of Michiana in the position in which the employee was
serving.
 Theft, destruction, or gross neglect in the use of Village of Michiana property.
 Incompetence, inefficiency, or negligence in the performance of duty.
 Insubordination.
 Conviction of a criminal offense.
 Being under the influence of intoxicating liquor, drugs, or barbiturates (not prescribed by a doctor) while
on duty. Disgraceful personal conduct which negatively reflects upon the Village of Michiana
 Unauthorized absence, abuse of leaves privileges or habitual tardiness.
 Acceptance of any valuable consideration, which was given with the expectation of influencing the
employee in the performance of duties.
 Falsification of records or use of official position for personal advantage, including application, time sheets,
purchase orders, etc.
 Commission of any offense described in these Personnel Policies and Procedures.

SUSPENSION

The Village of Michiana Council may suspend an employee for disciplinary reasons or pending court proceedings
concerning actions that may result in dismissal. A suspension is a temporary involuntary separation of an employee
from the Village of Michigan.

 An employee may be suspended without pay for acts involving unsatisfactory performance or conduct
prejudicial to the public interest.

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 An employee may be suspended without pay indefinitely if the employee has been arrested for a felony or
for a misdemeanor involving moral turpitude. The suspension shall be terminated by restoration to the
position held or by dismissal upon the decision of the court unless the Village of Michiana determines that
the acts committed, not withstanding a finding of no criminal liability, evidence the fact that the employee
is unsatisfactory for continued employment by the Village of Michiana.
 If the suspended employee is restored to the Village of Michiana service, full pay for the entire period of
suspension will be paid, and eligibility for merit pay increase and accrual of leave credits shall not have
been interrupted by the suspension.
 An employee may be suspended with pay in circumstances where the Village of Michiana Council
determines that it is in the best interests of the Village of Michiana to do so.
 The employee shall receive written notice, stating the nature and reason for the action, and the duration and
rights of appeal .

VILLAGE OF MICHIANA PROPERTY

At the time of separation, and prior to receiving final monies due the employee, all Village of Michiana
records, books, assets, uniforms, keys, tools, and other items, in the employee’s custody, must be returned to the
Village of Michiana. The department head accepting the employee’s resignation must make certification to this
effect and forward to the Clerk/Treasurers Office to be placed in the employee’s official personnel file. Any monies
due the Village may be collected through appropriate payroll action.

PAY ON TERMINATION

 Employees discharged for cause are not eligible to receive payment of any accrued benefits such as annual
and medical leave.
 Employees who are terminated or terminate employment during the initial probationary period forfeit rights
to any accrued benefits, including annual and medical leave.
 Employees who fail to give the proper ten (10) working day notice for voluntary resignation forfeit his/her
rights to any accrued benefits, including annual and medical leave.

PROBATION FOR NEW EMPLOYEES

The probationary or "working test" period is utilized to observe the new, including demoted, promoted or transferred
employee's work, to secure the most effective adjustment of the new employee to the position, to reject any
employee whose performance does not meet the required work standards.

 The employment of a person shall not be deemed complete for a period of six (6) months or one (1) year
for Police Officers.
 The Village of Michiana Council. may discharge any employee within the probationary period, at any
time, without cause. Written notice shall be furnished to the employee that the employee does not have the
right of administrative appeal.
 If an employee is not discharged before completion of his/her probationary period, the employee shall be
confirmed in his/her position and shall be a regular employee of the Village of Michiana. Regular
employees, however, do not have a vested right in his/her employment because of this, but become eligible
for approved fringe benefits.
 Where the completion of minimal educational requirements or other conditions or qualifications are
required upon the initial employment of an employee, the probationary period may be extended until all of
the educational requirements, conditions or other qualifications for the position have been met. Extensions
will not be less than thirty (30) days or more than ninety (90) days and be approved, in writing, by Village
of Michiana Council
 During the probationary period, the employee's supervisor will notify the employee if performance is not
satisfactory and that the test period requirements are not being met.

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 When an employee successfully completes the probationary period and becomes a regular status employee,
he/she becomes eligible for vacation and other appropriate leaves accrued.
 Leaves (paid or unpaid) will not count toward probationary time served. The probationary period will be
extended by an amount of time equal to the leave taken.
 Insurance will be given to the employee upon hire. He/she shall participate in all benefits offered by the
Village of Michiana .

Changes and/or Additions to Section 10:

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SECTION 11: EMPLOYEE RELATIONS AND DISCIPLINARY PROCEDURES

All Village of Michiana are non-union and at-will employees and serve at the pleasure of the Village of
Michiana Council and may be dismissed , with or without cause, at any time by the Village of Michiana Council.
Although the Village of Michiana does not guarantee continuous employment to any individual, the Village
of Michiana will make every effort to retain experienced employees who have performed satisfactorily.
Temporary employees or employees in their “orientation period” may be disciplined or terminated without
recourse to the disciplinary procedure provided in this policy.
Grounds and procedures for discipline and termination of regular full-time employees are as outlined in this
policy.
Department rules and regulations shall supplement and be in addition to the provisions of this article.

WORK RULES

Employees who fail to follow the necessary rules and regulations governing their conduct not only hurt
themselves, but reflect an undesirable image of the other Village of Michiana employees. In such cases, the Village
of Michiana Council is expected to take action to insure that the efforts of the majority of the employees are not
jeopardized. Applying the Village of Michiana’s Policies and Procedures for employees accomplishes this goal.
In recognition of the fact that each instance differs in many respects from somewhat similar situations, the
Village of Michiana retains the right to treat each occurrence upon its individual merits and without creating a
precedent for the treatment of any other case, which may arise in the future. The Village of Michiana retains the
right to suspend the operation of any disciplinary action that it may take, during good behavior for a specified term,
in its exclusive discretion. Examples given in any rule do not limit the generality of the rule. These rules and
regulations are not to be construed as a limitation upon the retained rights of the Village of Michiana, but merely as
a guide.
This section of the rules and regulations applies to specific offenses. This means that a more severe penalty
may be issued than that prescribed in the standard procedure, if it is felt necessary.
All offenses, regardless of the group, will be put into a written report to record the offense and disciplinary
action taken. A copy of the written report must be forwarded to both the employee and the Village of Michiana
President. Offenses are detailed according to their group.
Consideration will be given to the severity of the offense, the cost involved, the time interval between
offenses, the length and quality of service record and the ability of the employee concerned. In each case where the
recommended penalty deviates from the standard penalty, the reasons for such deviations will be submitted in
written form to the Village of Michiana Council for approval.

NON-RETALIATION

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DISCIPLINARY SYSTEM FOR GROUP I OFFENSES

First Violation: Written warning: copy of offense goes into the personnel file.
Second Violation: Written warning and one-week suspension without pay. Copy to personnel file.

GROUP 1 OFFENSES

 Absence from duty, without prior permission from the supervisor, except for cause beyond the control of
the employee which prevents obtaining prior approval. When advance notice cannot be given, employees
are expected to notify the Village of Michiana Clerk (prior to his/her shift start, if possible), of the reason(s)
for his/her absence and the expected time of his/her return.
 Leaving the working area at any time without permission from the supervisor.
 Neglect or carelessness in observance of MIOSHA and official safety or departmental rules or disregard of
common safety practices.
 Malicious mischief, horseplay, wrestling, distracting of other employees or similar undesirable conduct.
 Disregarding job duties by neglect of work in reading for pleasure during working hours.
 Tardiness.
 Failure to commence work at the beginning of the duty period and leaving work prior to the end of the duty
period. All employees are expected to work, excluding authorized breaks, from the beginning to the end of
the duty period and neither arrives late, nor leave early, without notice to the Village of Michiana Clerk.
The Village of Michiana Clerk shall call the Village of Michiana President or President Pro-Temp if he/she
must leave early, or be arriving late.
 Creating or contributing to unsanitary or unsafe working conditions. Examples are: Throwing refuse or
objects on the floor or work area or placing or failure to remove hazardous objects from the assigned work
area. (These examples do not limit the generality of the rule.)
 Use or possession of another employee’s personal working equipment without the employee’s consent; or
in the event that the equipment is Village of Michiana-owned and the equipment is assigned to another
employee, the Village of Michiana President’s consent is required. Failure, neglect or carelessness in
properly completing a required time or production report for a department or for the Village of Michiana
Council.
 Stopping work or making preparation to leave work without specific authorization before the lunch period,
or for any authorized break in work, or before the specified quitting time..
 Where the operations are continuous, an employee shall remain on the job through the end of his scheduled
shift, until relieved by the supervisor or the relieving employee of the succeeding shift.
 Failure to report any personal injury, accident or equipment damage to the supervisor.
 Unsatisfactory work and/or failure to maintain required standards of performance.
 Reporting for work or attempting to work while unfit for duty.
 Use of abusive or threatening language toward a subordinate, fellow employee, member of the supervisory
force, or the general public during working hours.
 Unauthorized posting of notices.
 Sale of tickets for pools bookmaking or gambling of a similar serious nature.
 Feeding or caring for any animal, pet, or stray, on Village of Michiana property.
 Failure to follow proper communications procedure when issuing a complaint against any Board or Village
of Michiana employee

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GROUP II

First Offense: Written Instruction and two-day suspension, without pay.
Second Offense: Discharge

 Sleeping during working hours.
 Being in possession of alcoholic beverages on the job.
 Refusing to give testimony when the proper authorities are investigating an accident.
 Unauthorized use of Village of Michiana property for private work or performing private work on Village
of Michiana time.
 Unauthorized removal of notices or signs from bulletin boards on Village of Michiana property.
 Threatening, intimidating or coercing subordinate or fellow employees or supervisor at any time.
 The making or publishing of false, vicious or malicious statements to the general public concerning any
employee, supervisor, the Village of Michiana or its operations when on duty
 Failure to report for overtime or weekend duty work without good reason after being scheduled to work
according to the overtime policy.

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GROUP III
First offense: Written Instruction and five-day suspension, without pay.
Second offense: Discharge

 Wanton or willful neglect in the performance of assigned duties, care, use or custody of any Village of
Michiana property. Abuse or deliberate destruction in any manner of Village of Michiana property, tools,
equipment or the property of other employees.
 Falsifying any employee’s time sheet or time card.
 Falsifying testimony when accidents are being investigated or falsifying or assisting in falsifying personnel
or other records including protection or work performance reports or giving false information or
withholding pertinent information called for in making application for employment except as modified
under the application section.
 Making false claims or misrepresentations in an attempt to obtain sickness or accident benefits, Workmen’s
Compensation or unemployment compensation payments.
 Stealing or similar conduct, including destroying or concealment of any property of the Village of
Michiana or of other employees or facilitation in any such action..
 The consumption of any drugs or narcotics, except by prescription and/or the utilization or possession of
illegal drugs or narcotics during working hours and/or on Village of Michiana property, including Village
of Michiana owned vehicles.
 Reporting for work while under the influence of alcohol or narcotics.
 Fighting with or intending injury to another employee, resident, general public, or Village of Michiana
Council member.
 Knowingly harboring a communicable disease, such as, but not limited to tuberculosis, which may
endanger the health of other employees, excluding the common cold and flu.
 Misuse or removal of any confidential Village of Michiana records or information of any nature or
revealing such information without proper written authority from the Village of Michiana Council.
 Insubordination by the refusal to perform work assigned or to comply with written or verbal instructions of
the supervisor which the employee may reasonably be expected to perform. Department heads may
promulgate departmental rules and regulations to supplement this section to meet the needs of the
department. The Village of Michiana Council before implementation must approve a copy of such rules.

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GRIEVANCE PROCEDURE FOR GROUP I, II, AND III

Grievances of disciplinary actions shall be subject to the following procedure:

1. All employees having a grievance shall present the grievance in writing to the Village of Michiana Clerk
within seven (7) calendar days after disciplinary action takes place. In reducing the grievance to
writing, the following information shall be stated with reasonable clarity.

 The exact nature of the grievance;
 The act or acts complained of and when they occurred;
 The identity of the employee who claims to be aggrieved;
 The provisions, if any, of these personnel policies or any law or ordinance that the employee
claims have been violated and pertains to his grievance;
 The remedy that the employee seeks.

2. The Department head or his/her designated representative shall answer the grievance, in writing, within
three-(3) working day and submit it to the Village of Michiana Clerk .

3. If the decision of the Department Head is unsatisfactory to the employee, the employee must appeal the
decision, in writing, to the Village of Michiana Council within five (5) working days.

4. The Village of Michiana Council, will schedule a meeting between the all parties within seven (7)
working days of receipt of the employee’s appeal to attempt to resolve the matter through discussion,
pursuant to the requirements of the Open Meetings Act.

5. The Village of Michiana Council will make a decision on the appeal and provide the employee with a
written statement of the decision within three (3) working days of the meeting mentioned in Step 4
above. (The decisions of the Village of Michiana Council are final.)

6. If the disciplinary action being grieved is a discharge or termination, the employee shall remain in a non-
working, unpaid status, throughout the grievance procedure. All terminations will have an automatic
review by the Village of Michiana Council in accordance with the Open Meetings Act. If the council
utilizes the services of an attorney at this review, the employee may also do so at his or her own
expense.

Village of Michiana of employees will be evaluated on a yearly basis by the Council of the Village of
Michiana . This evaluation will be in whatever form the Council determines is best for this purpose.

Changes and/or Additions to Section 11:

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APPENDIX A: AMERICANS WITH DISABILITIES ACT
GENERAL INFORMATION

DEFINITIONS

According to the Americans with Disabilities Act (ADA), “disability” includes the following with respect
to an individual:

 A physical or mental impairment that substantially limits one or more of the major life activities of an
individual.
 A record of such impairment; or
 Being regarded as having such impairment.

A disability can include a physical or mental impairment such as physiological disorder or condition,
cosmetic disfigurement or anatomical loss affecting the neurological, musculoskeletal, sensory or respiratory,
cardiovascular, reproductive, digestive, genitourinary, hemic and lymphatic, skin or endocrine systems, or mental
retardation, organic brain syndrome, emotional or mental illness, which substantially limits the individual’s major
life activities such as caring for one’s self, performing manual tasks, walking, seeing, hearing, speaking, breathing,
learning and working.

The ADA expressly recognizes the following to constitute a disability:

 Contagious & non-contagious diseases
 Orthopedic, visual, speech & hearing impairments
 Cerebral palsy
 Muscular dystrophy
 Multiple sclerosis
 Cancer
 Heart disease
 Diabetes
 Mental retardation
 Emotional illness
 Specific learning disabilities
 HIV disease (symptomatic & asymptomatic)
 Tuberculosis
 Drug addiction and alcoholism (only while individual is actively engaged in a recovery program.)

It expressly excludes transvestism, transsexualism, pedophilia, exhibitionism, voyeurism, gender identity
disorders not resulting from physical impairments or other sexual behavior disorders, compulsive gambling,
kleptomania, pyromania or psychoactive substance use disorders resulting from current illegal use of drugs.

ALL EMPLOYEES SHOULD BE PREPARED TO DO THE FOLLOWING:

 Provide a copy of a public document to a person who is visually impaired;
 Respond to a letter from a person who is hearing impaired stating they wished to participate in a public
meeting .
 Include a person using a wheelchair in an activity your department offers, even when the activity is
scheduled to be held in the basement of your building where no elevator is available.

The ADA requires that Village of Michiana employees be capable of responding to the examples listed
above. Employees are expected to remain informed and be responsive and resourceful in promoting access and
top quality service for all. The following steps are suggested to assist employees in responding to requests:

 Ask the person requesting the service how you can accommodate them.

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 Be resourceful. For example:
 Offer to dictate a public document onto a cassette for a person who is visually impaired;
 Arrange a sign language interpreter for a person who is hearing impaired;
 Provide the program or service on the first floor of your building rather than the basement to
accommodate the person who uses a wheelchair.
 If you and the person requesting accommodation cannot come up with solution, immediately contact the
Clerk/Treasurer’s office.

TIPS FOR COMMUNICATION WITH PERSON WITH DISABILITIES
(Taken from the National Center for Access Unlimited)

1. When talking with a person with a disability, speak directly to that person, rather than through a companion
or sign language interpreter who may be present.

2. When introduced to a person with a disability, it is appropriate to offer to shake hands. People with limited
hand use or who wear an artificial limb can usually shake hands. (Shaking hands with the left hand is an
acceptable greeting.)

3. When meeting a person with a visual impairment, always identify yourself and others who may be with
you. When conversing in a group, remember to identify the person to whom you are speaking.

4. If you offer assistance, wait until the offer is accepted. Then listen or ask for instructions.

5. Treat adults as adults. Address people who have disabilities by the first names only when extending the
same familiarity to all others. (Never patronize people who use wheelchairs by patting them on the head or
shoulder.)

6. Leaning or hanging on a person’s wheelchair is similar to leaning or hanging on a person and is generally
considered inappropriate. The chair is part of the personal body space of the person who is using it.

7. Listen attentively when talking with a person who has difficulty speaking. Be patient and wait for the
person to finish, rather than correcting or speaking for the person. If necessary, ask short questions that
require short answers, a nod or a shake of the head. Never pretend to understand if you are having
difficulty doing so. Instead, repeat what you have understood and allow the person to respond. The
response will confirm or correct your understanding.

8. When speaking with a person using a wheelchair or crutches, place yourself at eye level in front of the
person to facilitate conversation.

9. To get the attention of a person who has a hearing impairment, tap the person on the shoulder or wave your
hand. Look directly at the person and speak clearly, slowly and expressively to establish if a person can
read your lips. Not all people with hearing impairments can lip-read. For those who do, be sensitive to
their needs by placing yourself in the light source and keeping hands or food away from your mouth when
speaking.

10. Relax. Don’t be embarrassed if you happen to use accepted, common expressions such as “See you later!”
or “Did you hear about this?” that seem to relate to the person’s disability.

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GRIEVANCE PROCEDURE FOR AMERICANS WITH DISABILITIES ACT COMPLAINTS

The Village of Michiana will use this internal grievance procedure to provide for prompt and equitable
resolution of complaints alleging violations of U.S. Department of Justice regulation (45 C.F.R., Part 35)
implementing the Americans With Disabilities Act of 1990 as amended (42 U.S.C. 12131).

The Act states in part that, “no qualified individual with a disability shall be excluded from participation
in or be denied the benefits of the services, programs, or activities of a public entity, or be subjected to
discrimination by any public entity.” The law and regulations are available in their entirety by contacting:

Clerk/Treasurer
4000 Cherokee
Michiana Michigan 49117
SECTION I: DEFINITIONS

A. “Qualified individuals with a disability” means any person who has a physical or mental impairment or
perceived impairment as defined in the Federal Register, Vol. 46, No.144 dated July 26, 1991.

B. A “grievance” shall mean a complaint by a qualified individual who believes that they have been
denied a service or participation in activities or programs, which are offered to the general public by
the Village of Michiana, or have not been provided reasonable accommodation to obtain a service or
participation.

C. An employment grievance may be initiated by contacting the Village of Michiana

Alternative grievance procedures apply for matters involving employment. Complaints alleging fraud or any
criminal activity should be reported to the appropriate law enforcement entity.

The following outlines the grievance process to be applied in cases of dissatisfaction with accommodation requests
or access issues.

STEP 1:
Grievances must be filed within one (1) year of the alleged occurrence and should be structured as follows:

 Direct the grievance to the Clerk/Treasurer.

 The grievance should be in writing. (Assistance is available if needed.)

 Include the name and address of the person filing the complaint.

 Provide a brief description of the actions, circumstances, and etc.-giving rise to the complaint.

 Specify an acceptable resolution.

STEP 2:
The grievance will be referred to the department head of the subject area, who shall attempt to settle the grievance
promptly and satisfactorily on an informal basis. If no resolution is reached, the grievance will be elevated to Step 3.

STEP 3:
The Village of Michiana Clerk shall investigate the grievance, attempt to rectify the situation with the appropriate
department and maintain a record of the outcome. If no resolution is reached, the grievance will be elevated to Step
4.

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STEP 4:
The Village of Michiana Council shall review the facts concerning the grievance and the decision made by the
Village of Michiana Clerk. The Village of Michigan Council shall either uphold the decision or offer the
complainant a resolution.

STEP 5:
If the grievance remains unresolved after Step 4, the complainant has the right of appeal to the U. S. Department of
Justice or any other appropriate State or Federal Department.

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APPENDIX B: JOB DESCRIPTIONS FOR THE VILLAGE OF MICHIANA OF MICHIANA

Superintendent
Supervised by: President of the Council
Supervises: Maintenance personnel

Position Summary:
Under the general supervision of the President of the Council, oversee maintenance of Village property, roads and
beaches and oversee physical operations of the Water Authority.

Essential Job Functions:
An employee in this position may be called upon to do any or all of the following essential functions. These
examples do not include all of the duties which the employee may be expected to perform. To perform this job
successfully, an individual must be able to perform each essential function satisfactorily.

Be available day or night --or designate an employee when unavailable—for:
 Snow plowing, salting or sanding
 Removal of fallen trees and large branches
 Emergency water situations
.

Village of Michiana Halls and Grounds

 Maintains the Village Hall and Grounds including but not limited to the following:
 Cleans all bathrooms, windows, fans, walls, floors, and the kitchen.
 Paints hall or grounds when needed or requested by the Council.
 Maintains all electrical equipment and replaces any fixtures or lights that are broken.
 Maintains furnace and air conditioners, and plumbing for the buildings.
 Keeps all grounds clean and litter free.
 Maintains the grass and flowers by watering and planting as needed and keeps the grass mowed.
 Keeps all areas shoveled and salted in winter and plow as necessary

Village of Michiana Parks and Beaches

 Installs, maintains and repairs all park equipment.
 Keeps all areas litter free, raked, mowed and plowed.
 Maintains all beaches and approaches to beaches.
 Maintains visibility of Village signs.

Village of Michiana Major and Minor Roads

 Maintains, repairs, and cleans all roadways in the Village.
 Keeps the Village right-of-ways mowed and mailbox areas cleared; trims’ hanging branches and brush on
roads.
 Maintains, installs and repairs all dry well related needs.
 Maintains, installs and repairs the drainpipe from Lake Shore Drive to the Lake.
 Reports to the Village Council on the conditions of all roads in the Village and makes suggestions for
paving and maintenance of those roads .

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Water Distribution System

 Monthly Water Samples from Indiana and Michigan system
 Periodic copper and lead check of the water as needed
 Repair leaks in Water Mains and Valves
 Install, Repair or Replace Water Meters
 Read Water Meters monthly
 Flush Water Hydrants two times a year
 Install and Disinfect new Water Mains
 Install new Water Taps
 Connect replaced Service Lines to existing Water Taps
 Turn Water on and off as needed for repairs in individual houses
 Locate and mark Water Mains and Service Connections for utility companies and contractors for
excavation purposes
 Respond to Water Quality complaints
 Check Cross Connections in homes
 Assist Home Owners with any Water related problems
 Assist Engineers with new Water Installation
 Update Water Distribution System Map as needed
 Attend Water Meetings
 Send in all reports to the State of Michigan and the State of Indiana as required such as Cross
Connection Reports
 Order all supplies and equipment
 Maintain the following
1. Fire Hydrants
2. Vales and Boxes
3. Meters
4. Meter Pits
5. Service Valves
6. Service Boxes

Water Booster Pump & Storage Tank

 Daily inspections of the Booster Station and Booster Pump Operation and Storage Tank- 365 days a
year
 Check that Storage Tank is full or filling and that the pumps are maintaining 60 pounds of pressure
 Daily meter and chlorine residual readings
 Monthly water samples from the tank
 Maintain and regulate system flows and pressures
 Maintain and lubricate equipment
 Clean and adjust Pump seals and Packing Glands
 Clean and Disinfect Storage Tank as needed
 Maintain the Pump House and Grounds
 Keep accurate records and prepare all reports as needed
 Submit monthly reports to Indiana Department of Environmental Management
 Submit yearly reports to Michigan Department of Environmental Quality

Desirable Knowledge, Skills, Abilities and Minimum Qualifications:

Education: high school diploma or above.
General knowledge of construction and the mechanical arts.
Ability to operate and service a wide range of machinery.

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Ability to set and maintain schedules and to act independently.
Ability to prepare reports.
Ability to hire and supervise personnel.
Willingness to obtain a Michigan System and Distribution Certificate or to require an employee to do so.

The Superintendent shall be at all Council Meetings or send a representative to report on all activity of the
Department of Public Works every month.

VILLAGE TREASURER
Supervised by: President of the Council
Supervises: No supervisor responsibility unless delegated such by the Village of Michiana Council

Position Summary:
Collect Village taxes and processes tax payments. Maintains accurate records and accounts.

General Office Duties:
 Sorts, verifies and mails tax billings and collects all monies due to the Village. Distributes tax money
to appropriate accounts.
 Responds to taxpayer inquiries in person or by phone, and processes and resolves complaints. Explains
taxation issues and the tax assessment and collection process. Responds to requests for information
from Village officials and financial institutions.
 Prepares, processes and maintains all standard and special tax records and documents. Assists Village
Council in annual tax setting process.
 Processes and balances daily receipts. Prepares bank deposits, maintains accounts receivable records

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and performs monthly reconciliation activities. Performs related bookkeeping functions
 Prepares financial reports for submission to the Village Council, State and Federal regulatory agencies
and other financial institutions as required.
 Issues payroll checks and maintains records of accrued time-off for Village employees.
 Accumulate, deposit and record water bill receipts.
 Keeps abreast of developments in municipal finance, technological advances, and current issues
through continued education and professional growth. Attends conferences, workshops, and seminars
as appropriate.
 Performs related work as required.

Water Department Duties:
 Sends monthly water bills to client villages and quarterly bills to Michiana residents and other
customers.
 Collects and deposits all payments into the water fund and records them in the computer.
 Sends past due notices on delinquent water bills.
 Maintains a listing of all Water Authority accounts.
 Issues water tap permits, depositing permit fees into the water fund.
 Maintains the Meter Book, entering quarterly meter readings for each account.

Desirable Knowledge, Skills, Abilities and Minimum Qualifications:
The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications
necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable
individuals with disabilities to perform the job.
 Education requirements include a high school diploma or equivalent, and one or more of specialized
training in accounting, finance or business management.
 Experience requirements include one or more years in the finance or accounting field.
 Thorough knowledge of the laws, ordinances and related legislation pertaining to the management of
municipal funds, the collection of taxes and the administration of municipal finances.
 Considerable knowledge of accounting and bookkeeping principles and practices.
 Considerable knowledge of cash handling procedures involving large sums of money.
 Basic knowledge of payroll procedures, laws and regulations.
 Skill in operating a calculator, typewriter, copier and other standard office equipment, including a
computer and related financial software.
 Skill in maintaining accurate records, preparing comprehensive financial reports, and performing
mathematical computations quickly and accurately.
 Ability to maintain attention to detail and reconcile financial accounts.
 Ability to establish effective working relationships and use good judgement, initiative and
resourcefulness when dealing with citizens, Village officials, employees, other governmental agencies
and municipal professionals.
 Ability to effectively communicate and present ideas and concepts orally and in writing.

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VILLAGE CLERK
Supervised by: President of the Council

Essential Job Functions:

An employee in this position may be called upon to do any or all of the following essential functions. These
examples do not include all of the duties which the employee may be expected to perform. To perform this job
successfully, an individual must be able to perform each essential function satisfactorily.

General Village of Michiana Office Duties
 Serves as official custodian for the safekeeping and management of all Village records including all
actions of the Village Council, the Corporate Seal, ordinances, resolutions, and oaths. Administers
oaths of office and signs official documents.
 Assembles materials for Council agenda items, compiles Council packets and maintains records of
Village Council meetings and other Boards, Commissions and committee meetings. Publishes all legal
notices as required by law.
 Attends all meetings of the Village Council and records, keeps and publishes in a timely manner all
minutes of these meetings.
 Develops and maintains a record keeping system for all official Village documents. Researches and
implements new methods for information management and responds to information requests.
 Responds to citizen inquiries regarding Council meeting issues and administrative policies and
processes Freedom of Information requests.
 Transmits requests for building permits and certificates to building and zoning inspectors and issues
such permits and certificates when approved.
 Posts and has published notices for all Council and committee meetings and zoning variation requests.
 Maintains contact with elected officials and provides them in a timely manner with all significant
correspondence.
 Keeps abreast of developments in the public administration field, particularly elections and records
management, and new administrative techniques, technological advances, and current issues through
continued education and professional growth. Attends conferences, workshops, and seminars as
appropriate.
 Performs related work as required.

Water Authority Duties
 Sends monthly water samples to the State of Michigan and sends results of tests as well as a monthly
water treatment plant report to the State of Indiana.
 Mails an annual water quality report to authority customers, clients and state and county officials.
 Attends all Water Authority meetings and keeps and publishes in a timely manner all minutes of these
meetings.
 Responds to inquiries about Water Authority activities and works with professionals engaged by the
Water Authority.
 Assists Water Authority Commissioner in preparation of the annual water fund budget.

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 Skill in establishing and managing complex record keeping systems.
 Skill in using standard office equipment, including computers and related software.
 Ability to establish effective working relationships and use good judgement, initiative and
resourcefulness when dealing with citizens, elected officials, employees, other governmental agencies
and municipal professionals.
 Ability to conduct research and prepare comprehensive reports.
 Ability to effectively communicate and present ideas and concepts orally and in writing.
 Ability to work effectively under stress and changes in work priorities.
 Ability to train and supervise the work of election volunteers.

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Building Inspector/Zoning Administrator

Position Summary: Inspects new construction and remodeling as it
relates to Building and Zoning Codes to ensure compliance with local, State and
other codes, regulations and standards.
Reports to: Village Council of Michiana

ESSENTIAL JOB FUNCTIONS:
Performs the following essential functions, plus others that may arise from time to time.
 Reviews and processes building permit applications, plans and specifications.
 Issues final permits or certificates of occupancy.
 Inspects new and existing residential structures for compliance with applicable
 state and local codes, ordinances and governing regulations relating to area of expertise.
 Coordinates inspection schedules and permit activities with the Planning
 and Zoning Committee (P&Z) and appropriate Village Staff.
 Investigates complaints and violations relating to building construction and
 remodeling, initiating correction and enforcement activities. Issues correction
 notices, requests for warrants, court appearance orders, condemnation and
 demolition notices, and other official documents. Builds case files and testifies in
 court as necessary.
 Explains, interprets and provides guidance regarding codes,
 ordinances, regulations and other related areas to the Village Council, permit
 applicants and others.
 Prepares correspondence and submits reports related to Building and Zoning
 issues that are to come before the Village Council, the Zoning Board of Appeals (ZBA),
 and the P&Z.
 Establishes and maintains comprehensive records and documentation
 of Building Inspector activities, and oversees the entry of this information into
 the Village computer system.
 Provides assistance to other departments within area of expertise as
 requested.
 Reviews current trends and developments in applicable field of
 expertise. Prepares recommendations on related policy, codes, ordinances and
 local regulations as requested.
 Receives applications, schedules inspections, monitors project status,
 and completes related tasks in the processing and issuing of building permits.
 Puts a hold on any construction not conforming to building/zoning requirements
 until standards are met. Conducts final inspection and issues certificates of occupancy.
 Works closely with the Village Council to identify and abate blight
 issues.
 Attends meetings of the Village Council, the ZBA, and the P&Z as
 necessary, providing professional and technical expertise.
 Is responsible for the administration and enforcement
 of the provisions of the State Construction Act (Act 230 of the PA 1972,
 compiled Laws 1948, Section125.1501 et. seq. as amended) and other relevant State,
 Local, and Village Laws and Regulations related to Construction, siting,
 environment, and zoning.
 Prepares and delivers to the Village Council, a monthly status report of all building construction and
remodeling in the Village.

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APPENDIX C

ACKNOWLEDGEMENT OF RECEIPT OF MANUAL

I _________________________________________________, acknowledge receipt and understand and accept the
terms of employment as set forth in the Human Resources Manual.

Signature of Employee______________________________________________

Date____________________________________________________________

Notarized by___________________________________on___________________________

Signature of Village of Michiana Council President.____________________________________

This is considered the original copy and will be removed and put into your personnel file. You will receive a copy
to insert into your manual.

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APPENDIX D:

EMPLOYMENT AT WILL

I___________________________________________understand that employment with the Village of Michiana
Michigan is voluntarily entered into. I am free to resign at will at any time, with or without cause. Similarly, the
Village of Michiana may terminate the employment relationship at will at any time, with or without cause or notice.

Signature of Employee______________________________________________

Date____________________________________________________________

Notarized by___________________________________on___________________________

Signature of Village of Michiana Council President.____________________________________

This is considered the original copy and will be removed and put into your personnel file. You will receive a copy
to insert into your manual

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APPENDIX E: LABOR LAWS

Federal Laws
 Title VII of the Civil Rights Act of 1964 bans discrimination on the basis of race, color, religion,
sex or national origin, applying to employers with 15 or more employees.

 The Americans with Disabilities Act bans discrimination for persons with a disability, applying to
employers with 15 or more employees.

 The Age Discrimination in Employment Act prohibits discrimination against employees who are
40 years old or more, applying to employers with 20 or more employees.

State Laws (Michigan)
 Michigan’s Elliott Larsen Civil Rights Act prohibits discrimination based on race, color, religion,
sex, national origin, age (any age), height, weight, or marital status.

 Michigan’s Persons with Disabilities Civil Rights Act bans discrimination based on a person’s
disability. Michigan’s laws apply to ALL employers, regardless of the number of employees.
.

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