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Staylakenorman Employee Handbook

A Guide For Our Employees

  Acknowledgement of Receipt of StayLakeNorman Employee Handbook 

I understand that I am responsible for reading and abiding by all policies and procedures in this Handbook, as well as all other policies and procedures of StayLakeNorman. I also understand that the purpose of this Handbook is to inform me of StayLakeNorman’s policies and procedures, and the Handbook is not a contract of employment. Nothing in this Handbook  provides any entitlement to me or to any StayLakeNorman employee, nor is it intended to create  contractual obligations of any kind. I understand that StayLakeNorman has the right to change any provision of this Handbook at any time and that I will be bound by any such changes. 

I expressly agree to the provisions Dispute Resolution of the Handbook, in which I have agreed  to use alternative dispute resolution, in lieu of litigation, as the sole means of resolving any  dispute that may arise between StayLakeNorman and me, subject to StayLakeNorman’s right to  seek injunctive relief. I agree to first seek to mediate any dispute with StayLakeNorman with a  mediator from the American Arbitration Association or similar organization trained and  experienced in employment disputes. If mediation is not successful, I agree to submit the dispute  to arbitration. I understand that by agreeing to arbitration I waive any right I may have to sue or  seek a jury trial. The decision of the arbitrator will be final and binding. 

__________________________________ 

Signature Date 

__________________________________ 

Full Name (please print) 

Please sign and date one copy of this acknowledgement and return it to your hiring manager. Retain a second copy for your reference.

Table of Contents 

SECTION ONE – WELCOME

1.1 Introduction

1.2 StayLakeNorman’s Mission and Culture Statement

1.3 VRMA Core Values 

SECTION TWO – EMPLOYMENT BASICS 

2.1 Equal Opportunity Employer

2.2 Employment Classifications and Employment At-Will Policy

2.3 Americans with Disability Act

2.4 Immigration Law Applicable to all Employees

SECTION THREE – STANDARDS OF CONDUCT AND EMPLOYEE PERFORMANCE

3.1 Non-Discrimination Policy

3.2 Workplace Harassment and Sexual Harassment

3.3 Individuals and Conduct Covered

3.4 Non-Discrimination and Anti-Harassment Complaint Procedure

3.5 Retaliation

3.6 Probationary Period for New Hires

3.7 Performance Reviews and Salary Reviews

3.8 Supervisors’ Responsibilities  

SECTION FOUR – WORK CULTURE

4.1 Hours of Work 

4.2 Overtime

4.3 Attendance and Punctuality

4.4 Meal Periods and Breaks

4.5 On-Call Shifts

4.6 Remote Work Policy

4.7 Inclement Weather

4.8 Workspace

4.9 Office Equipment

4.10 Attire and Grooming Policy

4.11 Personal Records

4.12 Payroll Practices

SECTION FIVE – TECHNOLOGY AND SOCIAL MEDIA POLICIES

5.1 Internet Access

5.2 Company Email and Confidentiality of Electronic Mail

5.3 Company Telephone

5.4 Social Media

5.5 Right to Monitor

5.6 Responsibilities and Obligations

5.7 Violation of these Policies (or “Violation of Technology and Social Media Policies”)

SECTION SIX – COMPANY ASSETS, RECORDS AND INFORMATION

6.1 Protection of Property and Business Records

6.2 Confidentiality 

6.3 Result of Improper Disclosure of Proprietary and Confidential Information

SECTION SEVEN – HEALTH AND SAFETY

7.1 Safety and Accident Rules

7.2 Workplace Violence and Prevention

7.3 Workplace Incident Report

7.4 Drug and Alcohol Policy

SECTION EIGHT – COMPANY VEHICLES AND USE OF PERSONAL VEHICLES FOR BUSINESS

8.1 Company Vehicles

8.2 Use of Personal Vehicles for Business

8.3 Company Vehicle Safety Compliance

8.4 Post-Accident Policy

SECTION NINE – EMPLOYEE BENEFITS AND LEAVE

9.1 Personal Time Off for Full-Time Salaried and Part-Time and Seasonal Employees

9.2 Paid Holidays

9.3 FMLA

9.4 Jury Duty

9.5 Appearance as a Witness

9.6 Voting

SECTION TEN – SEPARATION OF EMPLOYMENT

10.1 Leaving StayLakeNorman

WELCOME

It is our privilege to welcome you to StayLakeNorman. We wish you every success in your new  job, and we hope that you quickly feel at home. This Handbook was developed to describe some  of the expectations we have for all of our employees and what you can expect from us.  

Each employee of StayLakeNorman is expected to be representative of StayLakeNorman’s  core values of: 

• Passion for the StayLakeNorman brand 

• Commitment, loyalty, positive attitude and accountability for StayLakeNorman

responsibilities 

• Expertise and knowledge in their job area  

As a Real Estate firm and an association member of VRMA, employees are also expected to  follow their core values and abide by the laws and Code of Ethics of the North Carolina Real  Estate Commission. 

We hope that your experience here will be challenging, enjoyable, and rewarding. Again,  welcome! 

Lawrie and Fran Lawrence 

Owners

1.1 Introduction 

The Employee Handbook (“Handbook”) is a compilation of personnel policies, practices and  procedures currently in effect at StayLakeNorman (“StayLakeNorman”). 

The Handbook is designed to introduce you to StayLakeNorman, familiarize you with  StayLakeNorman policies, provide general guidelines on StayLakeNorman work rules, benefits and other issues related to your employment, and help answer many of the questions that may arise in connection with your employment. 

StayLakeNorman’s Employee Handbook is not a contract of employment, and does not create a contract of employment. Like most American companies, StayLakeNorman generally does not offer individual employees formal employment contracts with StayLakeNorman. This Handbook does not create a contract, express or implied, guaranteeing you any specific term of employment, nor does it obligate you to continue your employment for a specific period of time. The purpose of the Handbook is simply to provide you with a convenient explanation of present policies and practices at StayLakeNorman. The Handbook is an overview or a guideline. It cannot cover every matter that might arise in the workplace. For this reason, specific questions regarding the applicability of a particular policy or practice should be addressed to your department supervisor. 

StayLakeNorman reserves the right to modify any of our policies and procedures, including  those covered in this Handbook, at any time. We will seek to notify you of such changes by  email and other appropriate means. However, such a notice is not required for changes to be  effective.

1.2 StayLakeNorman’s Mission & Culture Statement

It is StayLakeNorman’s mission to provide superior property management for our homeowners and to provide outstanding vacation experiences for our guests. To manage homes of a high quality and constantly raise the standard in order to be able to generate maximum income for our homeowners; to continuously develop and offer additional services which enhance the guests’ vacation experiences; to be profitable; to always work as a team players with fellow co-workers; and to create a work atmosphere where our employees can achieve the personal and professional goals.  

Service Levels & Standards 

• Treat guests better than they are treated at home 

• Provide personalized service, increased attention and helpful advice and suggestions

• Focus on displaying hospitality 

• Always listen carefully and respond with direct, personal messages 

• Quickly read and respond to the situational needs of guests  

• Focus on details and the StayLakeNorman Luxury Brand

1.3 VRMA CORE VALUES  

Collaboration and Inclusion 

We bring the professionally-managed vacation rental industry together to listen, learn, and  innovate so that members can grow their business and enhance the guest and homeowner  experience. We set an example for our members to abide by a code of ethics and standards to  deliver exceptional service and quality. 

Integrity 

We help our members do the right thing, always. 

Passion 

We go the extra mile to support our members and the professionally-managed vacation rental  industry worldwide. 

Trust 

We work to earn the trust of our members and the communities that we serve by delivering on  our promises. 

Happiness 

We’re always on vacation because we love what we do! Our members are happy because we  deliver measurable results for their businesses that, in turn, increase the happiness of the guests  and homeowners they serve. 

EMPLOYMENT POLICIES

2.1 Equal Employment Opportunity 

StayLakeNorman is an equal opportunity employer. We extend equal opportunity to all  individuals without regard to race, religion, color, sex (including pregnancy, sexual orientation and gender identity), national origin, disability, age, genetic information, or any other status  protected under applicable federal, state, or local laws. Our policy reflects and affirms  StayLakeNorman’s commitment to the principles of fair employment and the elimination of all  discriminatory practices.  

2.2 Employment Classifications and Employment At-Will Policy

The following terms will be used to describe employment classifications and their employment status: 

Exempt employees are not subject to the overtime pay provisions of the federal Fair Labor Standards Act (FLSA). An exempt employee is one whose specific job duties and salary meet all of the requirements of the U.S. Department of Labor’s regulations. In general, an exempt employee is one who is not paid hourly and is paid on a salary basis at not less than $684 per week who holds an administrative, professional, or management position. StayLakeNorman’s exempt employees are based on a 45-hour work week due to the nature of the vacation rental industry. 

Non-Exempt Employees are salaried employees who are not administrative, professional, or managerial employees (as defined by the U.S. Department of Labor) and many hourly employees are generally not exempt from the FLSA’s overtime provisions. 

Full-Time Employees are those who are regularly scheduled to work at least 40 hours per week that are not hired on a temporary basis. 

Part-time employees are those who are regularly scheduled to work fewer than 30 hours per week that are not hired on a temporary basis.  

Temporary/Seasonal Employees are hired for an interim period of time, usually to fill in for vacations, leaves of absence, or projects of a limited duration. Temporary employees are not eligible for StayLakeNorman paid benefits, except as required by law. 

Employment-At-Will

Employment with StayLakeNorman is on an at-will basis, unless otherwise specified in a written employment agreement. You are free to resign at any time, for any reason, with or without notice. Similarly, StayLakeNorman is free to conclude the employment relationship at any time for any lawful reason, with or without cause, and with or without notice. 

Nothing in the Handbook will limit the right of either party to terminate an at-will employment. No section of the Handbook is meant to be construed, nor should be construed, as establishing anything other than an employment-at-will relationship. The Handbook does not limit management’s discretion to make personnel decisions such as reassignment, change of wages and benefits, demotion, etc. No person other than StayLakeNorman’s Owner(s) has the authority to enter into an agreement for employment other than at-will terms. Only the Owner(s) of StayLakeNorman has the authority to make any such agreement, which is only binding if it is in writing and signed by StayLakeNorman’s Owner(s).

2.3 Americans with Disabilities Act

The federal Americans with Disabilities Act (ADA) prohibits discrimination against qualified  individuals with disabilities in job application procedures, hiring, firing, advancement,  compensation, fringe benefits, job training, and other terms, conditions and privileges of  employment. The ADA does not alter StayLakeNorman’s right to hire the best-qualified  applicant, but it does prohibit discrimination against a qualified applicant or employee because of  their disability, or because of a perceived disability. As a matter of StayLakeNorman policy,  StayLakeNorman prohibits discrimination of any kind against people with disabilities.  

Disabled Defined 

An applicant or employee is considered disabled if the employee (1) has a physical or mental  impairment that substantially limits one or more major life activities; (2) has a record or past  history of such an impairment; or (3) is regarded or perceived (correctly or incorrectly) as having  such impairment. 

A qualified employee or applicant with a disability is an individual who satisfies the requisite  skill, experience, education and other job-related requirements of the position held or desired, and who, with or without reasonable accommodation, can perform the essential functions of that position. 

Reasonable Accommodation 

A reasonable accommodation is any change in the work environment (or in the way things are  usually done) to help a person with a disability apply for a job, perform the duties of a job, or  enjoy the benefits and privileges of employment.  

Qualified applicants or employees who are disabled should request reasonable accommodation  from StayLakeNorman in order to allow them to perform a particular job. If you are disabled and  you desire such reasonable accommodation, contact your immediate supervisor or Operations. On receipt of your request we will meet with you to discuss your disability. We may ask for information from your health care provider(s) regarding the nature of your disability and the nature of your limitations, or take other steps necessary to help us determine viable options for reasonable accommodation. We will then work with you to determine whether your disability can be reasonably accommodated, and if it can be accommodated, we will explore alternatives with you and endeavor to implement a mutually agreeable accommodation.  

Reasonable accommodation may take many forms and it will vary from one employee to  another. Please note that according to the ADA, StayLakeNorman does not have to provide the  exact accommodation you want, and if more than one accommodation works, we may choose  which one to provide. Furthermore, StayLakeNorman does not have to provide an  accommodation if doing so would cause undue hardship to StayLakeNorman.

2.4 Immigration Law Applicable to All Employees 

StayLakeNorman complies with the Immigration Reform and Control Act of 1986 by employing  only U.S. citizens and non-citizens who are authorized to work in the United States. All  employees are asked on their first day of work to provide original documents verifying the right  to work in the United States and to sign a verification form required by federal law (Form I-9). If  you cannot verify your right to work in the United States within three (3) days of hire, StayLakeNorman is required by law to terminate your employment.

STANDARDS OF CONDUCT AND EMPLOYEE PERFORMANCE

3.1 Non-discrimination Policy

Discrimination Is Prohibited 

StayLakeNorman is an equal opportunity employer and makes all employment decisions without  regard to race, religion, color, sex (including pregnancy, sexual orientation and gender identity),  national origin, disability, age, genetic information, or any other status protected under  applicable federal, state, or local laws. This policy applies to all terms and conditions of  employment, including but not limited to, hiring, placement, promotion, termination, layoff,  recall, transfer, leaves of absence, benefits, compensation and training. We seek to comply with  all applicable federal, state and local laws related to discrimination and will not tolerate the  interference with the ability of any of StayLakeNorman’s employees to perform their job duties.  

StayLakeNorman makes decisions concerning employment based strictly on an individual’s  qualifications and ability to perform the job under consideration, the comparative qualifications  and abilities of other applicants or employees, and the individual’s past performance within the  organization.  

If you believe that an employment decision has been made that does not conform with  management’s commitment to equal opportunity, you should promptly bring the matter to the  attention of your immediate supervisor or Operations Management. Your complaint will be promptly, thoroughly and impartially investigated. There will be no retaliation against any employee who files a complaint in good faith, even if the result of the investigation produces insufficient evidence to support the complaint. 

3.2 Workplace Harassment and Sexual Harassment

Workplace Harassment 

StayLakeNorman is committed to providing a work environment that provides employees  equality, respect and dignity. In keeping with this commitment, StayLakeNorman has adopted a  policy of “zero tolerance” with regard to employee harassment. Harassment is defined under  federal law as unwelcomed conduct that is based on race, color, religion, sex (including  pregnancy, sexual orientation and gender identity), national origin, age (40 or older), disability or  genetic information. Harassment becomes unlawful where: (1) enduring the offensive conduct  becomes a condition of continued employment; or (2) the conduct is severe or pervasive enough  to create a work environment that a reasonable person would consider intimidating, hostile, or  abusive.  

This policy applies to all aspects of your employment. Harassment of any other person, including, without limitation, fellow employees, contractors, visitors, clients or customers, whether at work or outside of work, is grounds for immediate termination. StayLakeNorman will make every reasonable effort to ensure that its entire community is familiar with this policy and that all  employees are aware that every complaint received will be promptly, thoroughly and impartially investigated, and resolved appropriately. StayLakeNorman will not tolerate retaliation against  anyone who complains of harassment or who participates in an investigation.

Sexual Harassment 

Sexual harassment is prohibited by federal, state and local laws, and applies equally to men and  women. Federal law defines sexual harassment as unwelcomed sexual advances, requests for  sexual favors, and other verbal or physical conduct of a sexual nature, when the conduct: (1)  explicitly or implicitly affects a term or condition of an employee’s employment; (2) is used as  the basis for employment decisions affecting the employee; or (3) unreasonably interferes with  an employee’s work performance or creates an intimidating, hostile or offensive working  environment.  

Such conduct may include, but is not limited to: subtle or overt pressure for sexual favors;  inappropriate touching; lewd, sexually oriented comments or jokes; foul or obscene language;  posting of suggestive or sexually explicit posters, calendars, photographs, graffiti, or cartoons;  and repeated requests for dates. StayLakeNorman’s policy further prohibits harassment and  discrimination based on sex stereotyping (Sex stereotyping occurs when one person perceives a man to be unduly effeminate or a woman to be unduly masculine and harasses or discriminates against that person because they do not fit the stereotype of being male or female). StayLakeNorman encourages reporting of all perceived incidents of sexual harassment, regardless of who the offender may be. Every employee is encouraged to raise any questions or concerns with their immediate supervisor, designated manager.

3.3 Individuals and Conduct Covered

These policies apply to all applicants and employees, whether related to conduct engaged in by fellow employees or by someone not directly connected to StayLakeNorman (e.g., an outside vendor, consultant or customer).

Conduct prohibited by these policies is unacceptable in the workplace and in any work-related setting outside the workplace, such as during business trips, business meetings and business-related social events.

3.4 Non-Discrimination and Anti-Harassment Complaint Procedure

StayLakeNorman is committed to a work environment in which all individuals are treated with respect and dignity. Each individual has the right to work in a professional atmosphere that promotes equal employment opportunities and prohibits unlawful discriminatory practices, including harassment. Therefore, StayLakeNorman expects that all relationships among persons in the office will be business-like and free of explicit bias, prejudice and harassment.

Individuals who believe they have been the victim of conduct prohibited by this policy or believe they have witnessed such conduct should file a StayLakeNorman Human Resources Complaint Form through SmartSheet or discuss their concerns with their immediate supervisor or the Director of Operations.

StayLakeNorman encourages the prompt reporting of complaints or concerns so that rapid and constructive action can be taken before relationships become irreparably strained. Therefore, while no fixed reporting period has been established, early reporting and intervention have proven to be the most effective method of resolving actual or perceived incidents of harassment.

Any reported allegations of harassment, discrimination or retaliation will be investigated promptly. The investigation may include individual interviews with the parties involved and, where necessary, with individuals who may have observed the alleged conduct or may have other relevant knowledge.

StayLakeNorman will maintain confidentiality throughout the investigatory process to the extent consistent with adequate investigation and appropriate corrective action.

Misconduct constituting harassment, discrimination or retaliation will be dealt with appropriately. Responsive action may include, for example, training, referral to counseling or disciplinary action such as a warning, reprimand, withholding of a promotion or pay increase, reassignment, temporary suspension without pay, or termination, as StayLakeNorman believes appropriate under the circumstances.

If a party to a complaint does not agree with its resolution, that party may appeal to StayLakeNorman’s owner or operations manager.

False and malicious complaints of harassment, discrimination or retaliation (as opposed to complaints that, even if erroneous, are made in good faith) may be the subject of appropriate disciplinary action.

3.5 Retaliation

StayLakeNorman encourages reporting of all perceived incidents of discrimination or harassment. It is the policy of StayLakeNorman to promptly and thoroughly investigate such reports. StayLakeNorman prohibits retaliation against any individual who reports discrimination or harassment or participates in an investigation of such reports. Retaliation against an individual for reporting harassment or discrimination or for participating in an investigation of a claim of harassment or discrimination is a serious violation of this policy and, like harassment or discrimination itself, will be subject to disciplinary action. Acts of retaliation should be reported immediately and will be promptly investigated and addressed.

3.6 Probationary Period for New Hires

StayLakeNorman will make an effort to ensure that its hiring procedures serve the purpose of recruiting the best employees for each open position. However, we acknowledge that they are inevitably not always accurate in predicting performance or determining appropriate cultural fit. The probation period for new employees gives both employee and employer enough time to find out if their employment relation will eventually work out to the benefit of both.

New Hires

The probationary period definition for new employees is the time between signing an employment contract and being granted permanent employment status. It is a “trial period” during which the employee is being evaluated as a suitable fit to the position and StayLakeNorman. The new employee’s direct supervisor, hiring manager or Operations will determine the length of said probationary period, it will be determined on a case-by-case basis. The new employee will be given consistent feedback and coaching to have the chance to learn their new job and improve during the probationary period. At the end of the probation period (or possibly before that), the supervisor will determine if the employee should be retained in the organization. This decision will be made by appraising the following criteria:

  • The skills, competencies and knowledge of the employee on the job
  • The employee’s progress on given assignments
  • Their reliability, trustworthiness and other relevant personality characteristics of the employee
  • The employee’s relations and collaboration with subordinates, supervisors and peers

The above mentioned criteria will be assessed with quantitative measures if applicable. Their progress will be documented whenever possible, and the decision to retain them will be at the supervisor’s discretion.

3.7 Performance Review and Salary Reviews

You will have periodic performance reviews throughout your employment with  StayLakeNorman, as well as on or about your anniversary date. All performance reviews will be  completed in writing by your supervisor or manager on the form designated by  StayLakeNorman, and reviewed during a conference with you. Factors considered in your review  include the quality of your job performance, your attendance, meeting the requirements of your  job description, dependability, attitude, cooperation, compliance with StayLakeNorman employment policies, any disciplinary actions, and year-to-year improvement in overall  performance. Compensation increases are given by StayLakeNorman at its discretion in  consideration of various factors, including your performance review.

3.8 Supervisors’ Responsibilities  

All supervisors are expected to ensure that the work environment is free from sexual and other  harassment. They are responsible for the application and communication of this policy within  their work areas. Supervisors should: 

• Encourage employees to report any violations of this policy before the harassment  becomes severe or pervasive. 

• Make sure the Operations Management Team is aware of any inappropriate  behavior in the workplace.  

• Create a work environment where sexual and other harassment is not permitted.  

WORK CULTURE

4.1 Hours of Work 

The work week is generally from Monday through Friday, with normal operating hours between  8:00 am to 6:00 pm with one hour for lunch. Depending on your position your hours may vary, as well as required weekend and evening work from time-to-time based on the nature of our business.  

Scheduled hours for Nonexempt employees

All nonexempt employees are expected to work their full scheduled hours. These hours have been determined by the department supervisor or Operations Management Team.

Scheduled hours for Exempt employees

All exempt employees are expected to work their full scheduled hours unless the workload dictates otherwise.

4.2 Overtime 

Because of the nature of our business, your job may periodically require you to work on the  weekend. If StayLakeNorman requires that you work weekends, we will give you as much  advance notice as possible and adjust your Monday through Friday hours accordingly to avoid  overtime hours. You should not work overtime hours without prior approval by your immediate  supervisor or the designated manager. 

4.3 Attendance and Punctuality 

It is important for you to report to work on time and to avoid unnecessary absences.  StayLakeNorman recognizes that illness or other circumstances beyond your control may cause  you to be absent from work from time to time. However, frequent absenteeism or tardiness may  result in disciplinary action, up to and including discharge. Excessive absenteeism or frequent  tardiness puts an unnecessary strain on your co-workers and can have a negative impact on the  success of StayLakeNorman. 

You are expected to report to work when scheduled. Whenever you know in advance that you  are going to be absent, you should notify your immediate supervisor. If your absence is unexpected, you should attempt to reach your immediate supervisor as soon as possible, but in no event later than one hour before you are due at work. In the event your immediate supervisor is unavailable, you must speak with a manager. If you leave a voicemail, you must provide a number where your supervisor may reach you if needed.  

You are expected to be at your workstation at the beginning of each business day. If you are  delayed, you must call your immediate supervisor to state the reason for the delay. As with  absences, you must make every effort to speak directly with a manager. Regular delays in  reporting to work will result in disciplinary action up to and including discharge. 

4.4 Meal Periods and Breaks

All rest and meal periods will be in accordance with North Carolina state law. 

To the extent North Carolina state law does not require rest and meal breaks, nonexempt employees will be provided a 10-minute rest break for every four hour period of work. This time is counted and paid as time worked. Nonexempt employees scheduled to work more than a five hour period will be provided a 30-minute unpaid meal period.

We encourage all staff members to take their state required breaks and assigned time allotments for lunch breaks.

4.5 On-Call Shifts

On-Call shifts are required for certain department roles. These shifts are determined by and can be adjusted by the department supervisor or Operations Management Team. On-Call shifts do not require the staff member to physically be in the office; however, adequate response times should be taken if a situation arises.

4.6 Remote Work Policy

From time to time, situations arise that may require or allow a salaried employee to work remotely. If working remotely is granted by the department supervisor or Operations Management Team, a detailed report of which items or tasks were accomplished and time frames in which the work was performed is expected.

4.7 Inclement Weather

StayLakeNorman is open for business unless there is a government-declared state of emergency or unless you are advised otherwise by your supervisor. There may be times when we will delay opening, and on rare occasions, we may have to close. Use common sense and your best judgment when traveling to work in inclement weather.  

In the event that StayLakeNorman’s facilities are closed by StayLakeNorman or the government,  employees will be paid for the day. If StayLakeNorman’s facilities are open and you are delayed  getting to work or cannot get to work at all because of inclement weather, the absence will be 

charged to (1) personal/sick time, (2) vacation time, or (3) unpaid time off, in that order. You  should always use your judgment about your own safety in getting to work.  

When severe weather develops or is anticipated to develop during the day and a decision is made  by StayLakeNorman to close before 4:00 PM, you will be compensated as if you had worked to  the end of your regularly scheduled hours for that day. If you elect to leave prior to the time  StayLakeNorman closes, you will be required to use personal/sick time or vacation time in an  amount equal to the number of hours between the time you left and the time the office closed.

4.8 Workspace 

Employees are responsible for maintaining the workspace assigned to them. A clean, orderly  workspace provides an environment conducive to working efficiently. Employees should keep in  mind that their workspace is part of a professional environment that portrays StayLakeNorman’s  overall dedication to providing quality service to its clients. Therefore, your workspace should be  clean, organized and free of items that are not required to perform your job. 

4.9 Office Equipment 

Certain equipment is assigned to staff depending on the needs of the job, such as a calculator,  personal computer, printer and access to our central computers and servers. This equipment is the  property of StayLakeNorman and cannot be removed from the office without prior approval from  your supervisor. StayLakeNorman expects that you will treat this equipment with care and report  any malfunctions immediately to staff members equipped to diagnose the problem and take  corrective action. Employees may not download anything that may be interpreted as illegal  activity on all company-issued devices.  

4.10 Attire and Grooming Policy

StayLakeNorman strives to maintain a workplace environment that functions well and is free from unnecessary distractions and annoyances. As part of that effort, the company requires employees to maintain a neat and clean appearance that is appropriate for the workplace setting and for the work being performed. To that end, StayLakeNorman department heads may determine and enforce guidelines for workplace-appropriate attire and grooming for their areas; guidelines may limit natural or artificial scents that could be distracting or annoying to others.

Procedures

All StayLakeNorman staff members are expected to present a professional, businesslike image to clients, visitors, customers and the public. Acceptable personal appearance, like proper maintenance of work areas, is an ongoing requirement of employment with StayLakeNorman.

Supervisors should communicate any department-specific workplace attire and grooming guidelines to staff members during new-hire orientation and evaluation periods. Any questions about the department’s guidelines for attire should be discussed with the immediate supervisor.

Any staff member who does not meet the attire or grooming standards will be subject to corrective action and may be asked to leave the premises to change clothing. Hourly paid staff members will not be compensated for any work time missed because of failure to comply with designated workplace attire and grooming standards.

Specific requirements

Certain staff members may be required to meet special dress, grooming and hygiene standards, such as wearing uniforms or protective clothing, depending on the nature of their job. Uniforms and protective clothing may be required for certain positions and will be provided to employees by StayLakeNorman.

At the discretion of the department head, in special circumstances, such as during unusually hot or cold weather or during special occasions, staff members may be permitted to dress in a more casual fashion than is normally required. On these occasions, staff members are still expected to present a neat appearance and are not permitted to wear ripped, frayed or disheveled clothing or athletic wear. Likewise, tight, revealing or otherwise workplace-inappropriate dress is not permitted.

Reasonable accommodation of religious beliefs

StayLakeNorman recognizes the importance of individually held religious beliefs to persons within its workforce. StayLakeNorman will reasonably accommodate a staff member’s religious beliefs in terms of workplace attire unless the accommodation creates an undue hardship. Accommodation of religious beliefs in terms of attire may be difficult in light of safety issues for staff members. Those requesting a workplace attire accommodation based on religious beliefs should be referred to the human resources department.

Addressing workplace attire and hygiene problems

Violations of the policy can range from inappropriate clothing items to offensive perfumes and body odor. If a staff member comes to work in an inappropriate dress, he or she will be required to go home, change into conforming attire or properly groom, and return to work.

If a staff member’s poor hygiene or use of too much perfume/cologne is an issue, the supervisor should discuss the problem with the staff member in private and should point out the specific areas to be corrected. If the problem persists, supervisors should follow the normal corrective action process.

4.11 Personnel Records 

It is important that StayLakeNorman maintain accurate personnel records at all times. You are  responsible for notifying your immediate supervisor and Shari Thompson of any change in name,  home address, telephone number, immigration status, or any other pertinent information. By  promptly notifying StayLakeNorman of such changes, you will avoid compromise of your  benefit eligibility, the return of W-2 forms, or similar inconvenience.

4.12 Payroll practices

Employees are paid weekly with the work week beginning on Monday and ending on the  following Sunday. Payroll is processed on Monday and will attempt to deposit paychecks via  ACH midnight Monday. If Monday falls on a banking holiday, StayLakeNorman will attempt to deposit paychecks via ACH midnight Tuesday. 

Salary Deductions and Withholding 

StayLakeNorman will withhold the following from your paycheck:  

  • Federal, state and local taxes, as required by law, as well as the required FICA (Social Security and Medicare) payments. 

INTERNET ACCESS, EMAIL, TELEPHONE, SOCIAL MEDIA, RIGHT TO MONITOR, RESPONSIBILITIES AND OBLIGATIONS, VIOLATIONS TO THESE POLICIES

5.1 Internet Access 

Access to the Internet is given principally for work-related activities or approved  educational/training activities. Incidental and occasional personal use and study use is permitted as long as it cannot be interpreted as illegal activity. This privilege should not be abused and must not affect the employee’s performance of employment-related activities. 

5.2 Company Email and Confidentiality of Electronic Mail 

The email system is the property of StayLakeNorman. All emails are archived on the server in  accordance with our records retention policy, and all emails are subject to review by  StayLakeNorman. You may make limited use of our email system for matters involving your  own personal business, so long as such use is kept to a minimum and does not interfere with your work. 

StayLakeNorman email system is the StayLakeNorman property, and as such, is subject to  monitoring. System monitoring is done for your protection and the protection of the rights or  property of the provider of these services. Please consider this when conducting personal  business using StayLakeNorman hardware and software. 

Electronic mail is like any other form of StayLakeNorman communication, and may not be used  for harassment or other unlawful purposes. Your email account is a StayLakeNorman-provided  privilege, and is StayLakeNorman property. Remember that when you send email from the StayLakeNorman domain, you represent StayLakeNorman whether your message is business related or personal. 

Confidentiality of Electronic Mail 

As noted above, electronic mail is subject at all times to monitoring, and the release of specific  information is subject to applicable laws and StayLakeNorman rules, policies and procedures on  confidentiality. Existing rules, policies and procedures governing the sharing of confidential  information also apply to the sharing of information via commercial software. 

5.3 Company Telephones 

Access to StayLakeNorman telephone systems or mobile telephone devices is given principally  for work-related activities or approved educational/training activities. Incidental and occasional  personal use is permitted. This privilege should not be abused and must not affect the employee’s  performance of employment-related activities. Telephone usage should be based upon cost effective practices that support StayLakeNorman’s mission and should comply with applicable  rules and regulations. 

You should use common sense and your best judgment when making or receiving personal  cellular phone calls at work. To the extent possible, employees should make personal cell phone  calls during their breaks or lunch times. The use of cameras on cell phones during work hours is  prohibited to protect the privacy of StayLakeNorman as well as of fellow employees. However,  this restriction will not apply to any recordings made in the exercise of any rights granted to an  employee by federal law. 

The StayLakeNorman telephone system is at all times the property of StayLakeNorman. By accessing the telephone system through facilities provided by StayLakeNorman, you acknowledge that StayLakeNorman has the right to monitor its telephone system from time to  time to ensure that employees are using the system for its intended purposes.  

StayLakeNorman prohibits the use of hand-held cellular devices while driving. Employees are  strongly encouraged to use a hands-free cellular device while driving, should the use become a  necessity in the course of employment. Sending and/or receiving text messages is expressly  prohibited while operating any vehicle. 

5.4 Social Media 

The term “social media” includes all means of communicating or posting information or content of any sort on the Internet, including to your own or someone else’s web log or blog, journal or diary, personal website, social networking or affinity website, web bulletin board, or a chat room, whether or not associated or affiliated with StayLakeNorman, as well as any other form of electronic communication. The same principles and guidelines found in StayLakeNorman rules, policies and procedures apply to an employee’s social media activities online. 

Any conduct that adversely affects an employee’s job performance or the performance of fellow employees, or otherwise adversely affects StayLakeNorman’s legitimate business interests, may result in disciplinary action, up to and including termination. Similarly, inappropriate postings, including but not limited to discriminatory remarks, harassment and threats of violence or similar inappropriate or unlawful conduct will not be tolerated and may result in disciplinary action, up to and including termination. However, this restriction will not apply to any postings made in the exercise of any rights granted to an employee by federal law.

5.5 Right to Monitor 

StayLakeNorman email and Internet system is at all times the property of StayLakeNorman. By  accessing the Internet, Intranet and electronic mail services through facilities provided by  StayLakeNorman, you acknowledge that StayLakeNorman (by itself or through its Internet  Service Provider) may from time to time monitor, log and gather statistics on employee Internet  activity and may examine all individual connections and communications. Please note that  StayLakeNorman uses email filters to block spam and computer viruses. These filters may from  time to time block legitimate email messages. 

5.6 Responsibilities and Obligations 

Employees may not access, download or distribute material that is illegal, or which others may  find offensive or objectionable, such as material that is pornographic, discriminatory, harassing, or an incitement to violence.  

You must respect and comply with copyright, trademark and similar laws, and use such protected information in compliance with applicable legal standards. When using web-based sources, you must provide appropriate attribution and citation of information to the websites. Software must not be downloaded from the Internet without the prior approval of qualified persons within StayLakeNorman. 

5.7 Violation of these Policies  

In all circumstances, use of Internet access and email systems must be consistent with the law  and StayLakeNorman policies. Violation of this policy is a serious offense and, subject to the  requirements of the law, may result in a range of sanctions, from restriction of access to electronic communication facilities to disciplinary action, up to and including termination.

COMPANY ASSETS, RECORDS, AND INFORMATION

6.1 Protection of Property and Business Records

All employees must protect and safeguard StayLakeNorman property and the property of investors, clients and business partners. This applies to property assets of all kinds, including equipment, supplies and real estate as well as proprietary business information. Protection of non-public StayLakeNorman information is especially important. Unauthorized use or release of information regarding plans, strategies, costs or prices, pending contracts or unannounced products or services could jeopardize the StayLakeNormans’s competitive position.

Company Property

Use StayLakeNorman property – including desks, storage areas, work areas, file cabinets, computer systems, office telephones, cellular telephones, tablets modems, facsimile machines, duplicating machines, copying machines, inventory supplies, tools and vehicles – must be used properly and maintained in good working order. Employees who lose, steal, or misuse StayLakeNorman property may be personally liable for replacing or repairing the item. 

Investor Properties

Investors of StayLakeNorman have entrusted us with caring for their property. It is our job to live up to that trust by doing the best we can to protect and uphold the property, interior and exterior, to the highest standard possible. Investor properties are contractually obliged to StayLakeNorman and by extension of the contract fall under the umbrella of all StayLakeNorman policies.

Company Credit Cards

Employees may be issued a company credit card that can be used for business-related expenses.  This card can be used for fuel, company vehicle maintenance, expenses associated with  StayLakeNorman’s properties, education materials approved by your manager, minor per diem  expenses approved by your manager, and accommodations during work-related travel. All  expenses must be documented according to StayLakeNorman’s policies within Streamline and  not used for any personal or unauthorized expenses. If such expenses are incurred, employees  must pay StayLakeNorman back for these expenses. If an employee consistently abuses the use of  the company credit card for personal expenses, the employee will face disciplinary action that could result in the loss of the card as well and termination of employment. If an employee fails to submit an expense in a timely manner, the employee may be subject to pay for the expense themselves. 

Obligations of employees

To the extent that the obligation is relevant to the type of StayLakeNorman property being used, each employee must:

  • use StayLakeNorman’s property only for the purpose for which it was designed;
  • take good care of StayLakeNorman’s property and ensure it is properly maintained and serviced as directed;
  • ensure that StayLakeNorman’s property is used in accordance with any relevant operating instructions or procedures;
  • refrain from modifying StayLakeNorman’s property without prior written approval from StayLakeNorman;
  • obtain prior written permission from StayLakeNorman if the employee wishes to use StayLakeNorman’s property for non-work purposes (eg personal use);
  • not remove employer property from StayLakeNorman’s premises or designated storage places without the prior permission of the relevant manager or supervisor;
  • not deliberately damage StayLakeNorman’s property; and
  • not place StayLakeNormans’s property in circumstances where it could be stolen or damaged.

6.2 Confidentiality

In the course of your work, you may have access to confidential information regarding StayLakeNorman and its employees, its investors, its partners and its guests. It is the responsibility of all employees to safeguard sensitive company information obtained during employment. Sensitive company information is defined as trade secrets or confidential information relating to products, work processes, know-how, customer or vendor lists, designs, formulas, marketing data, accounting, pricing or salary information, business plans and strategies, negotiations and contracts.

If, in your job duties, you are given access to or come upon non-public Personally Identifiable Information (PII) including but not limited to social security numbers, national identification numbers, driver’s license numbers, credit card and debit card numbers, date and place of birth, mother’s maiden name, and zip codes, outside of any job functions that require disclosure to deliver the products and services we offer our investors and guests, you must never intentionally disclose or discuss any PII that you become privy to regarding investors, guests, fellow employees, etc. You agree to maintain physical, electronic and procedural safeguards of this information as outlined.

If you are given access to or come upon PII, as defined above, or sensitive information (including but not limited to accounting or payroll information, human resources contracts, legal documentation, checks, receipts, etc.), never leave this information where it is viewable or accessible to others, even during short breaks.

Unless specifically directed by a warrant or subpoena, the following information should not be released to any personnel outside of StayLakeNorman.

Payment Information Including:

  • Account Numbers
  • Debit and Credit Card Numbers
  • Names on Accounts
  • IP Addresses
  • Check Numbers
  • Customer’s Banking Information (Including copies of checks with account numbers)

If you are questioned by someone outside the company and you are concerned about the appropriateness of giving them certain information, you are not required to answer. Instead, refer the request to your direct supervisor or StayLakeNorman Operations Management.

6.3 Result of Improper Disclosure of Proprietary and Confidential Information

Violations of the above policy in any way will result in a prompt investigation and appropriate corrective or disciplinary action, up to and including termination.

HEALTH AND SAFETY

7.1 Safety and Accident Rules

Safety is a joint venture at StayLakeNorman. We strive to provide a clean, hazard-free, healthy,  safe environment in which to work, and we make every effort to comply with all relevant federal,  state and local occupational health and safety laws, including the federal Occupational Safety  and Health Act. As an employee, you have a duty to comply with the safety rules of  StayLakeNorman, and you are expected to take an active part in maintaining this hazard-free  environment. You must observe all posted safety rules, adhere to all safety instructions provided  by your supervisor, and use safety equipment where required. Your workspace should be kept  neat, clean and orderly. You are required to report any accidents or injuries – including any  breaches of safety – and to promptly report any unsafe equipment, working condition, process or  procedure to a supervisor. In addition, if you become ill or get injured while at work, you must  notify your manager immediately. Failure to do so may result in a loss of benefits under the state  workers’ compensation law. 

Failure to abide by StayLakeNorman’s safety and accident rules may result in disciplinary  action, up to and including termination.

7.2 Workplace Violence and Prevention

As stated above, StayLakeNorman is committed to the safety and security of our employees.  Workplace violence presents a serious occupational safety hazard to our organization, staff, and  clients. 

Workplace violence includes any physical assault or act of aggressive behavior occurring where  an employee performs any work-related duty in the course of his or her employment, including  but not limited to an attempt or threat, whether verbal or physical, to inflict physical injury upon  

an employee; any intentional display of force which would give an employee reason to fear or  expect bodily harm; intentional and wrongful physical contact with a person without his or her  consent that entails some injury; or stalking an employee with the intent of causing fear of  material harm to the physical safety and health of such employee when such stalking has arisen  through and in the course of employment. 

Acts of violence by or against any of our employees where any work-related duty is performed  will be thoroughly investigated and appropriate action will be taken, including involving law  enforcement authorities when warranted. All employees are responsible for helping to create an  environment of mutual respect for each other as well as clients and visitors, following all  policies, procedures and practices, and for assisting in maintaining a safe and secure work  environment. 

7.3 Workplace Incident Reporting Policy

It is important that all workplace injuries and illnesses are reported to your direct supervisor or Operations management as soon as reasonably possible after they occur. Prompt reporting allows for prompt identification and correction of hazards and prompt medical attention for injuries. In some instances an employee may not immediately realize that they have been injured or made ill.  In such circumstances, the employee must report the injury or illness as soon as reasonably possible after becoming aware of the injury or illness. 

7.4 Drug and Alcohol Policy

In compliance with the Drug-Free Workplace Act of 1988, StayLakeNorman has a longstanding commitment to provide a safe, quality-oriented and productive work environment. Alcohol and drug abuse poses a threat to the health and safety of StayLakeNorman employees and to the security of the company’s equipment and facilities. For these reasons, StayLakeNorman is committed to the elimination of drug and alcohol use and abuse in the workplace.

Scope

This policy applies to all employees and all applicants for employment of StayLakeNorman. The StayLakeNorman Operations Management team is responsible for policy administration.

Employee Assistance 

StayLakeNorman will assist and support employees who voluntarily seek help for drug or alcohol problems before becoming subject to discipline or termination under this or other StayLakeNorman policies. Such employees will be allowed to use accrued paid time off, placed on leaves of absence, referred to treatment providers and otherwise accommodated as required by law. Employees may be required to document that they are successfully following prescribed treatment and to take and pass follow-up tests if they hold jobs that are safety-sensitive or require driving, or if they have violated this policy previously. Once a drug test has been initiated under this policy, unless otherwise required by the Family and Medical Leave Act or the Americans with Disabilities Act, the employee will have forfeited the opportunity to be granted a leave of absence for treatment, and will face possible discipline, up to and including discharge.

Employees should report to work fit for duty and free of any adverse effects of illegal drugs or alcohol. This policy does not prohibit employees from the lawful use and possession of prescribed medications. Employees must, however, consult with their doctors about the medications’ effect on their fitness for duty and ability to work safely, and they must promptly disclose any work restrictions to their supervisor. 

Work Rules

  1. Whenever employees are working, are operating any StayLakeNorman vehicle, are present on StayLakeNorman premises or are conducting company-related work offsite, they are prohibited from: 
  1. Using, possessing, buying, selling, manufacturing or dispensing an illegal drug (to include possession of drug paraphernalia).
  2. Being under the influence of alcohol or an illegal drug as defined in this policy.
  3. Possessing or consuming alcohol when not approved by the company.
  1. The presence of any detectable amount of any illegal drug, illegal controlled substance or alcohol (if not approved by company) in an employee’s body system, while performing company business or while in a company facility, is prohibited.
  2. StayLakeNorman will also not allow employees to perform their duties while taking prescribed drugs that are adversely affecting their ability to safely and effectively perform their job duties. Employees taking a prescribed medication must carry it in a container labeled by a licensed pharmacist or be prepared to produce the container if asked.
  3. Any illegal drugs or drug paraphernalia will be turned over to an appropriate law enforcement agency and may result in criminal prosecution.
  4. On occasions the company may sponsor an event/meeting/gather/etc. during work hours on/off company property where alcohol is served. Only during sponsored events will the consumption of alcohol be allowed.

Required Testing

Reasonable suspicion

Employees are subject to testing based on (but not limited to) observations by at least two members of management of apparent workplace use, possession or impairment. Operations Management should be consulted before sending an employee for testing. Management must use the Reasonable Suspicion Observation Checklist to document specific observations and behaviors that create a reasonable suspicion that an employee is under the influence of illegal drugs or alcohol. Examples include:

  • Odors (smell of alcohol, body odor or urine)
  • Movements (unsteady, fidgety, dizzy)
  • Eyes (dilated, constricted or watery eyes, or involuntary eye movements)
  • Face (flushed, sweating, confused or blank look)
  • Speech (slurred, slow, distracted mid-thought, inability to verbalize thoughts)
  • Emotions (argumentative, agitated, irritable, drowsy)
  • Actions (yawning, twitching)
  • Inactions (sleeping, unconscious, no reaction to questions)

When reasonable suspicion testing is warranted, both the employees direct supervisor and Operations Management Team will meet with the employee to explain the observations and the requirement to undergo a drug and/or alcohol test within two hours. Refusal by an employee will be treated as a positive drug test result and will result in immediate termination of employment

Under no circumstances will the employee be allowed to drive themself to the testing facility. A member of management must transport the employee or arrange for a ride and arrange for the employee to be transported home.

Post-accident

Employees are subject to testing when they cause or contribute to accidents that seriously damage a StayLakeNorman vehicle, machinery, equipment or property or that result in an injury to themselves or another employee requiring offsite medical attention. A circumstance that constitutes probable belief will be presumed to arise in any instance involving a work-related accident or injury in which an employee who was operating a motorized vehicle (including a StayLakeNorman forklift, pickup truck, overhead crane or aerial/man-lift) is found to be responsible for causing the accident. In any of these instances, the investigation and subsequent testing must take place within two hours following the accident, if not sooner. Refusal by an employee will be treated as a positive drug test result and will result in immediate termination of employment.

Under no circumstances will the employee be allowed to drive themself to the testing facility. A member of management must transport the employee or arrange for a ride and arrange for the employee to be transported home.

Collection and Testing Procedures

Employees subject to alcohol testing will be transported to a StayLakeNorman-designated facility and directed to provide breath specimens. Breath specimens will be tested by trained technicians using federally approved breath alcohol testing devices capable of producing printed results that identify the employee. If an employee’s breath alcohol concentration is .04 or more, a second breath specimen will be tested approximately 20 minutes later. The results of the second test will be determinative. Alcohol tests may, however, be a breath, blood or saliva test, at the company’s discretion. For purposes of this policy, test results generated by law enforcement or medical providers may be considered by the company as work rule violations.

Applicants and employees subject to drug testing will be transported to a StayLakeNorman-designated testing facility and directed to provide urine specimens. Applicants and employees may provide specimens in private unless they appear to be submitting altered, adulterated or substitute specimens. Collected specimens will be sent to a federally certified laboratory and tested for evidence of marijuana, cocaine, opiates, amphetamines, PCP, benzodiazepines, methadone, methaqualone and propoxyphene use. (Where indicated, specimens may be tested for other illegal drugs.) The laboratory will screen all specimens and confirm all positive screens. There must be a chain of custody from the time specimens are collected through testing and storage.

The laboratory will transmit all positive drug test results to a medical review officer (MRO) retained by StayLakeNorman, who will offer individuals with positive results a reasonable opportunity to rebut or explain the results. Individuals with positive test results may also ask the MRO to have their split specimen sent to another federally certified laboratory to be tested at the applicant’s or employee’s own expense. Such requests must be made within 72 hours of notice of test results. If the second facility fails to find any evidence of drug use in the split specimen, the employee or applicant will be treated as passing the test. In no event should a positive test result be communicated to StayLakeNorman until such time that the MRO has confirmed the test to be positive.

Consequences

Applicants who refuse to cooperate in a drug test or who test positive will not be allowed to reapply/retest in the future.

Employees who refuse to cooperate in required tests or who use, possess, buy, sell, manufacture or dispense an illegal drug in violation of this policy will be terminated. If the employee refuses to be tested, yet the company believes he or she is impaired, under no circumstances will the employee be allowed to drive himself or herself home.

Employees who test positive, or otherwise violate this policy, will be subject to discipline, up to and including termination. Depending on the circumstances, the employee’s work history/record and any state law requirements, StayLakeNorman may offer an employee who violates this policy or tests positive the opportunity to return to work on a last-chance basis pursuant to mutually agreeable terms, which could include follow-up drug testing at times and frequencies determined by StayLakeNorman for a minimum of one year but not more than two years as well as a waiver of the right to contest any termination resulting from a subsequent positive test. If the employee either does not complete the rehabilitation program or tests positive after completing the rehabilitation program, the employee will be immediately discharged from employment.

Employees will be paid for time spent in alcohol or drug testing and then suspended pending the results of the drug or alcohol test. After the results of the test are received, a date and time will be scheduled to discuss the results of the test; this meeting will include a member of the Operations Management team. Should the results prove to be negative, the employee will receive back pay for the times/days of suspension.

Confidentiality

Information and records relating to positive test results, drug and alcohol dependencies, and legitimate medical explanations provided to the MRO will be kept confidential to the extent required by law and maintained in secure files separate from normal personnel files. Such records and information may be disclosed among managers and supervisors on a need-to-know basis and may also be disclosed when relevant to a grievance, charge, claim or other legal proceeding initiated by or on behalf of an employee or applicant.

Inspections

StayLakeNorman reserves the right to inspect all portions of its premises for drugs, alcohol or other contraband; affected employees may have union representation involved in this process. All employees, contract employees and visitors may be asked to cooperate in inspections of their persons, work areas and property that might conceal a drug, alcohol or other contraband. Employees who possess such contraband or refuse to cooperate in such inspections are subject to appropriate discipline, up to and including discharge.

Crimes Involving Drugs

StayLakeNorman prohibits all employees, including employees performing work under government contracts, from manufacturing, distributing, dispensing, possessing or using an illegal drug in or on company premises or while conducting company business. StayLakeNorman employees are also prohibited from misusing legally prescribed or over-the-counter (OTC) drugs. Law enforcement personnel may be notified, as appropriate, when criminal activity is suspected.

StayLakeNorman does not desire to intrude into the private lives of its employees but recognizes that employees’ off-the-job involvement with drugs and alcohol may have an impact on the workplace. Therefore, StayLakeNorman reserves the right to take appropriate disciplinary action for drug use, sale or distribution while off company premises. All employees who are convicted of, plead guilty to or are sentenced for a crime involving an illegal drug are required to report the conviction, plea or sentence to the Operations Management team within five days. Failure to comply will result in automatic discharge. Cooperation in complying may result in suspension without pay to allow management to review the nature of the charges and the employee’s past record with StayLakeNorman.

Definitions

“Company premises” includes all buildings, offices, facilities, grounds, parking lots, lockers, places and vehicles owned, leased or managed by StayLakeNorman or any site on which the company is conducting business.

“Illegal drug” means a substance whose use or possession is controlled by federal law but that is not being used or possessed under the supervision of a licensed healthcare professional. (Controlled substances are listed in Schedules I-V of 21 C.F.R. Part 1308.)

“Refuse to cooperate” means to obstruct the collection or testing process; to submit an altered, adulterated or substituted sample; to fail to show up for a scheduled test; to refuse to complete the requested drug testing forms; or to fail to promptly provide specimen(s) for testing when directed to do so, without a valid medical basis for the failure. Employees who leave the scene of an accident without justifiable explanation prior to submission to drug and alcohol testing will also be considered to have refused to cooperate and will automatically be subject to discharge.

“Under the influence of alcohol” means an alcohol concentration equal to or greater than .04, or actions, appearance, speech or bodily odors that reasonably cause a supervisor to conclude that an employee is impaired because of alcohol use.

“Under the influence of drugs” means a confirmed positive test result for illegal drug use per this policy. In addition, it means the misuse of legal drugs (prescription and possibly OTC) when there is not a valid prescription from a physician for the lawful use of a drug in the course of medical treatment (containers must include the patient’s name, the name of the substance, quantity/amount to be taken and the period of authorization).

Enforcement

The Operations Management team is responsible for policy interpretation, administration and enforcement.

COMPANY VEHICLES AND USE OF PERSONAL VEHICLES FOR BUSINESS

8.1 Company Vehicles

StayLakeNorman may allow employees to use a company vehicle to use during the course of  performing company-designated business as long as the employee meets legal and safe driving  standards according to the NCDMV. The use of company vehicles is restricted to employees of  the company only. Employees are required to wear a seat belt at any time the vehicle is driven.  Employees who drive a vehicle on company business must exercise due diligence to drive safely  and to maintain the security of the vehicle and its contents. Employees are responsible for any  driving infractions or fines as a result of their driving.  

Employees are not permitted, under any circumstances, to operate a company vehicle or a  personal vehicle for business when any physical or mental impairment causes the employee to be  unable to drive safely.  

Employees are aware that StayLakeNorman may use a GPS tracking system on all company vehicles.

8.2 Use of Personal Vehicles for Business 

Employees who use their personal vehicles for approved business purposes will receive a  mileage allowance equal to the IRS optional mileage allowance for such usage. Employees who operate personal vehicles for company business should obtain auto liability coverage for bodily injury and property damage with a special endorsement for business use, when necessary as determined by their personal insurance agent.

8.3 Company Vehicle Safety Compliance

We expect employees who drive company vehicles to follow rules. Employees should:

  • Obey all state and local traffic laws.
  • Respect fellow drivers.
  • Report any damages or problems with their assigned cars to their direct supervisor as soon as possible.
  • Avoid double-parking, blocking entrances and engaging in other traffic violations that may result in fines.
  • If employees have their driver’s licenses suspended or revoked, they must inform StayLakeNorman’s Operation team immediately. 
  • Drivers are responsible for the security of company vehicles assigned to them. The vehicle engine must be shut off, ignition keys removed, and vehicle doors locked whenever the vehicle is left unattended. 
  • No driver shall operate a company vehicle when his/her ability to do so safely has been impaired by illness, fatigue, injury, or prescription medication. 
  • Cell phone use while driving should be kept to a minimum. Drivers need to be aware when cell phone use is creating a distraction from safe driving and adjust their usage accordingly, including pulling off the road to continue/finish the conversation if needed. Whenever possible, Drivers should complete calls while the vehicle is parked and/or use the phone in a “hands free” mode via a headset or speaker. While driving, attention to the road and safety should always take precedence over conducting business over the phone. 
  • The use of a company vehicle while under the influence of intoxicants and other drugs (which could impair driving ability) is forbidden and is sufficient cause for discipline, up to and including termination of employment. 

8.4 Company Vehicle Accident Policy

Employees must report any accident, theft or malicious damage involving a company vehicle to their direct supervisor and Operations, regardless of the extent of damage or lack of injuries.  Such reports must be made as soon as possible after the incident. Employees are expected to cooperate fully with authorities in the event of an accident. However, employees should make no voluntary statement other than in reply to questions of investigating officers. Seek medical aid if necessary. 

Provide a copy of the accident report and submit a StayLakeNorman Incident Report form to Operations. There will be a formal accident review conducted on each accident to determine cause and how the accident could have been prevented. Employees involved in any accident while in a company vehicle may not resume driving a company vehicle until a formal accident review is complete and when applicable, a drug and alcohol test is complete.

EMPLOYEE BENEFITS, PERSONAL TIME OFF AND LEAVES OF ABSENCE 

Aside from those benefits required by state and federal regulations, StayLakeNorman also offers additional benefits for its full-time employees. The content in these descriptions do not constitute a contract or a contract offer. From time to time, benefits may be added or deleted from the benefits package. StayLakeNorman reserves the right to make such changes.

This Handbook does not contain the complete terms and/or conditions of any of StayLakeNorman’s current benefit plans. It is intended only to provide general explanations. For information regarding employee benefits and services, employees should contact Operations.

9.1 Personal Time Off (PTO) Policy: Full-Time Salaried and Part-Time/Seasonal Employees

StayLakeNorman recognizes that a proper work-life balance is an integral part of employee satisfaction and retention. All Full-Time Salary employees are eligible for non-capped personal time off (PTO). Non-capped PTO means there is no cap on how many PTO days an employee can take, provided their work is completed and the non-capped PTO policy is not abused. 

Non-Capped PTO Policy Guidelines

  • All days requested off must be approved by your immediate or department supervisor
  • A minimum of seven days notice is required for vacation and 24-hours notice for sick/personal days must be given for approval. StayLakeNorman understands that sickness and life events are unpredictable and may arise outside of a 24-hour period and will access those on an individual basis
  • If vacation is requested and approved, an employee’s scheduled workload must be completed or outlined and delegated to a supervisor prior to vacation
  • StayLakeNorman works in an industry that is busy during holidays. Professional consideration must be adhered to when requesting vacation days during these times
  • All PTO time and reason for PTO will be tracked in Homebase Payroll app.

All Part-Time and Seasonal employees are eligible for 5 days/40 hours of prorated PTO after a 30-day probationary period. These hours/days can be used for vacation, sick leave or personal reasons. All PTO is to be fully used in the current issued year. There is no carry over or buyback program.

Part-Time and Seasonal employees PTO request procedure is as follows:

  • The employee must put the request for PTO in writing or the designated scheduling app no less than two weeks prior to the first day of requested PTO
  • The requested PTO should be requested directly to the employee’s immediate supervisor
  • Department supervisor will approve or deny the request for any reason

Notification Procedures 

When you are absent from work and your absence has not been previously scheduled, you must personally notify your immediate supervisor or manager as soon as you are aware that you will  be late or unable to report to work. Leaving a voicemail or message with another staff member  does not qualify as notifying your supervisor. 

When absence is due to illness, StayLakeNorman reserves the right to require appropriate  medical documentation. Such documentation includes the employee’s name, the date and time  the employee was seen, and if applicable, a specific instruction regarding the employee’s  incapacity to perform his or her job. Excessive absenteeism or tardiness can result in discipline, 

up to and including discharge. (Also see the section on Family & Medical Leave for extended  leave situations.) 

9.2 Paid Holidays

StayLakeNorman recognizes the importance of vacation time in providing rest, recreation and  personal enrichment. Vacations are established on a calendar-year basis. 

All Full-Time employees are eligible for Paid Holidays. The following Paid Holidays are: 

  • New Year’s Day
  • Easter Friday or Monday
  • Memorial Day
  • Independence Day
  • Labor Day
  • Thanksgiving Day
  • Christmas Day
  • Every StayLakeNorman employee will be paid up to 8 hours holiday pay on listed holidays
  • If an hourly employee works on a holiday, they will be paid double pay for up to 8 hours of work
  • If an employee requests PTO for the pay period including a holiday, this employee will not be paid for the 8 hours of holiday pay
  • Holiday pay will not be added to payroll to exceed 40 hours/pay period (for instance, if an employee works 35 hours during the week in which is a paid holiday, the employee will only receive 5 hours of holiday pay to make them full to 40 hours for the week)
  • If an employee starts work in the same pay period but after the holiday, this employee will not be paid holiday pay

To be eligible for the Paid Holiday, the Full-Time employee must not miss a scheduled day of work within that week that the holiday falls on unless it has been approved by the department manager as part of requested time off.

9.3 Family Medical and Leave Act

Because of StayLakeNorman’s small size, we are not required to comply with the federal Family and Medical Leave Act (“FMLA”). However, we recognize that our employees may occasionally need to take unpaid leave to care for a new child, to care for a seriously ill family member, to handle an employee’s own medical issues, or to handle issues relating to a family member’s military service, possibly including caring for a family member who is injured while serving in the military. 

If you anticipate that you might need time off to deal with family and medical issues, please speak with your direct supervisor. We will seriously consider every request on a case-by-case basis.

9.4 Jury Duty 

StayLakeNorman encourages employees to fulfill their civic duties. To that end, employees will  be allowed leave to serve on a jury, if summoned. We request that you give us a copy of your  summons notice as soon as you receive it, so that we may keep it on file. If you are called during  a particularly busy period, we may ask you to request a postponement. StayLakeNorman will  provide additional documentation in this regard, if necessary, to obtain such postponement. 

Jury duty can last from a portion of a single day to several months or more. During this time you  will be considered on a leave of absence and will be entitled to continue to participate in other benefits as if you were working. While serving on jury duty, you are expected to call in to your supervisor periodically to keep them apprised of your status.  

StayLakeNorman will compensate full-time employees for the difference between jury duty  compensation and your current daily pay for the first five (5) days of jury service (or in  accordance with applicable law, if different). If additional time is required, it will be granted, but  without pay. 

9.5 Appearance as a Witness 

An employee called to appear as a witness will be permitted time off to appear, but without pay.  Employees will be permitted to use accrued vacation time when appearing as witnesses. 

9.6 Voting 

StayLakeNorman encourages all employees to vote. Most polling facilities for elections for  public office have hours that are scheduled to accommodate working voters. StayLakeNorman,  therefore, requests that employees schedule their voting for before or after their work shifts. An  employee who expects a conflict, however, should notify his or her supervisor, in advance, so  that schedules can be adjusted if necessary. 

SEPARATION OF EMPLOYMENT POLICY

10.1 Leaving StayLakeNorman 

If you wish to resign your employment with StayLakeNorman, we request that you notify your  manager of your anticipated departure date at least two (2) weeks in advance. This notice should  be in the form of a written note or letter. You will not be paid for unused vacation time.  

StayLakeNorman asks all employees to participate in an exit interview with their immediate  supervisor prior to leaving StayLakeNorman. This provides an opportunity to return parking  passes, keys and other property and to tie up any loose ends. You will receive preliminary 

information at that time regarding continuation coverage and any other continuation of benefits for which you may be eligible. 

If you leave StayLakeNorman in good standing, you may be considered for reemployment at a  later date. However, in the case of rehiring, StayLakeNorman may consider you to be a new  employee with respect to vacation time, benefits and seniority. 

Any confidential information or knowledge of StayLakeNorman’s best practices, employees,  owners, guests, etc. learned during your employment at StayLakeNorman remains the  intellectual property of StayLakeNorman and cannot be shared outside of StayLakeNorman.

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