Personnel & Compensation Policy

Originally Adopted by MVRMA Board: 12/12/94

Purpose

The Miami Valley Risk Management Association believes that a policy regarding the administration of personnel and compensation within the MVRMA organization is desirable.

This policy has been established to provide for personnel classification, rates of pay, and fringe benefits for regular employees of the Miami Valley Risk Management Association. It also sets forth guidelines for the administration of MVRMA's compensation and performance evaluation systems.

The Board shall deal independently of this policy in establishing rates of pay and fringe benefits for the Executive Director.

Policy Statement

It is the policy of MVRMA to provide its regular employees with competitive salaries and fringe benefits, consistent with market rates for comparable positions. This will ensure that qualified candidates will be attracted to fill staff vacancies and that staff will be compensated sufficiently to retain their continued service and high level of performance.

In order to ensure that this policy is adhered to by staff and periodically reviewed by the Board, a Personnel & Compensation Committee shall be established. It shall be comprised of not less than three (3) Board members, appointed in accordance with the MVRMA bylaws. The Committee shall meet not less than annually to review rates of compensation, fringe benefits, and general compensation and performance evaluation systems as administered by the Executive Director. Neither the Committee, nor the Board, however, will involve itself in the day-to-day administration of these activities, since this is the responsibility of the Executive Director.

The Committee shall periodically review survey data on a national, regional, or local basis considering comparable data from both the public and private sectors.

Definitions

Full-time Employee: An employee who works more than 35 hours during a standard one week period on a regular basis.
Part-time Employee: An employee who works 35 hours or less during a standard one week period on a regular basis.

1. Compensation Rates

Each full-time employee shall always be compensated within the approved salary range for his/her position. Salary ranges shall be adjusted annually in December to reflect changes in the 12-month CPIU for Cincinnati. The adjusted range will be in effect January 1 of the following year. Not withstanding these salary range adjustments, an employee's rate of compensation shall be unaffected, unless his/her rate of pay falls below the new salary range minimum. If that is the case, the pay will be increased to the minimum effective January 1. Changes to the salary ranges shall be approved by the Board in conjunction with the adoption of the annual budget.

Part-time employees shall be compensated at rates determined by the MVRMA Board and administered by the Executive Director. Such rates, to the extent feasible, shall be based in relation to the rates established by this policy for similar or like work.

2. Overtime

All full-time and part-time employees, except those on salary, shall receive overtime pay at the rate of time and one-half for all hours worked, or in an active pay status, in excess of (40) hours straight time per week, or as otherwise required by Federal or State law.

3. Personal Days--Time Off

Each full-time employee shall be paid for fifteen (15) Personal Days for the first year of his/her employment with MVRMA, to be used for any time-off purpose. In addition, six paid Holidays shall be provided for the following approved national holidays, when MVRMA offices are closed:

1. New Year's Day
2. Memorial Day
3. 4th of July
4. Labor Day
5. Thanksgiving
6. Christmas

Personal Days may be used as sick days, vacation days, holidays, etc., at the employee's discretion. Personal Days may not be carried over from year to year without the consent of the Executive Director and the MVRMA Board.

Personal Days may be used in increments of half-days or full-days.

After the first year of continuous employment, a new allotment of twenty-five (25) Personal Days shall be provided for the following year. In subsequent years, one additional Personal Day shall be added to the previous year's allotment up to a maximum of thirty-five (35) Personal Days in a single year.

After the first year of continuous employment, each part-time employee who works more than twenty(20) hours during a standard one-week period on a regular basis shall be paid annually for twenty(20) personal days and six (6) holidays. The personal days may be used for any time-off purpose in half-day or full-day increments. Each personal day and or holiday shall be paid on the basis of the average number of hours worked during the previous eight (8) week period.

For all employees,  upon separation from MVRMA, a pro-rata calculation of the current-year allotment of Personal Days shall be computed. If fewer days off have been taken than the pro-rata allotment would allow, then MVRMA will pay the employee the cash equivalent for this time in his/her final paycheck. If more days off have been taken than the pro-rata allotment, then the cash equivalent of this time shall be deducted from the employee's final paycheck.

4. Comprehensive Major Medical/Health Insurance

MVRMA shall furnish comprehensive major medical insurance coverage to all full-time employees. Eligibility for said benefits shall be determined in accordance with the terms of said group policy. MVRMA reserves the right to choose the company and type of plan to be offered. MVRMA shall pay 100% of the cost of the premium necessary to provide this coverage to the employee. If an employee elects family coverage, MVRMA shall pay 90% of the cost of the premium for this coverage, with the remaining premium due from the employee by payment or payroll deduction at MVRMA's discretion. In order for the deduction to be withheld on a pre-tax basis, the employee may elect to have his/her pay reduced by the amount of the required contribution in accordance with the provisions of the MVRMA Section 125 Premium Only Plan.

5. Dental/Vision Reimbursement Plan

MVRMA shall establish a Health Benefits Dental/Vision Reimbursement Plan to provide dental/vision coverage of $75 per month for each full-time employee. The Plan will reimburse the employee for paid dental and/or vision bills submitted for the employee or any household member. No employee shall be reimbursed for more than $900 per calendar year.

6. Group Life Insurance

MVRMA shall furnish a term life insurance policy to each full-time employee in an amount equal to one year's salary, but not greater than $50,000. MVRMA reserves the right to choose the company and type of insurance to be offered. Eligibility for said benefits is to be determined in accordance with the terms of said group policy.

7. Short-Term Disability Plan

MVRMA shall establish a short-term disability plan to cover the time period prior to qualifying for benefits under the long-term disability insurance program. The plan will provide paid time-off due to illness or a non-job related injury where the employee is disabled and unable to work after an initial qualifying period of 15 workdays.

Each full-time employee shall be eligible to receive short-term disability coverage after the first year of employment as follows:

Short-term disability is equivalent to the employee's regular rate of pay. If the illness or injury occurs during the last quarter of the year and the employee does not have sufficient personal days remaining to cover the initial qualifying period, the Executive Director may advance a portion of the next year's allotment of personal days needed to fulfill the qualifying period.

8. Disability Insurance

MVRMA shall furnish disability insurance coverage to each regular employee. Eligibility for said benefits is to be determined in accordance with the terms of said group policy. MVRMA reserves the right to choose the company and type of plan to be offered. This coverage shall be coordinated with disability coverage through PERS.

9. Ohio PERS

MVRMA, as permitted by law, agrees to participate in the Public Employee Retirement System of Ohio. MVRMA will pay the employer contribution for both full-time and part-time employees and agrees to abide by the rules of OPERS. The statutorily required employee contribution shall be "picked up" (assumed and paid to OPERS) by MVRMA using the salary reduction method in order to obtain Federal and State tax deferments.

10. Medicare

MVRMA, as required by law, agrees to participate in Medicare. MVRMA will pay the employer contribution and agrees to abide by Medicare rules and Federal law.

11. Car Allowance

A car allowance is authorized for the full-time Claims Manager and Loss Control Manager for the use of his/her personal vehicle in conducting MVRMA business within the MVRMA service area.  With the approval of the Personnel & Compensation Committee, the Executive Director shall set the amount.  In addition to the car allowance, the full-time Claims Manager and Loss Control Manager will receive mileage reimbursement at the per mile rate allowed by IRS for travel outside the MVRMA service area.

12. Injury Pay

Any full-time employee who suffers an injury which qualifies for Workers' Compensation, shall be paid the difference between the amount of Worker's Compensation and disability benefits received by the employee, and his/her regular pay. The difference paid by MVRMA shall be called "Injury Pay." Injury pay shall continue only as long as Workers' Compensation benefits are paid and in no case shall extend beyond twenty-six calendar weeks after the injury.

13. Jury Duty Pay

A full-time employee required to serve on a jury before a Court empowered by law to require such service, shall be excused from work for the time required for such service and shall be paid his/her regular rate of pay less any jury pay, provided he notifies the Executive Director at least three (3) days prior to the jury service date.

14. Funeral Leave - Time Off

Any full-time employee is eligible to receive up to three (3) days of paid leave to attend the funeral and make the necessary arrangements associated with the death of a current immediate family member.  The following relationships are considered "immediate family" for the purposes of this section: spouse, child/stepchild, sibling/stepsibling/ parent/stepparent, parent-in-law/stepparent-in-law, grandparent/grandparent-in-law, grandchild or other relatives/persons currently living in the employee's household or who act in the role of those named as "immediate family."

15. Pay Period/Work Week

The pay period shall be from Sunday through Saturday for all full-time and part-time employees. Paychecks shall be furnished on a biweekly basis on alternating Wednesdays. All full-time employees are expected to work a forty (40) hour workweek with core hours between 8:30 a.m. and 4:30 p.m.

The Executive Director is free to establish the actual office hours of the MVRMA offices and may split schedules or use flexible schedules in order to maximize MVRMA's service capability to its members.

16. Tuition Reimbursement

Each full-time employee may receive tuition reimbursement and reimbursement for the cost of books and materials for job-related course work provided he/she receives a passing grade of at least a "C" or 2.0 and the approval of the Executive Director prior to enrolling in the course. The Executive Director shall review the nature of the course work with the employee and shall not authorize reimbursement, if funds have not been budgeted for this purpose.

An employee who voluntarily leaves the employment of MVRMA after completing a course(s) under the Tuition Reimbursement Program, shall refund to MVRMA 100% of all money received for courses taken during the previous twelve (12) calendar months and 50% of all money received for courses taken during the previous twenty-four (24) calendar months. The amount to be refunded may be withheld from any compensation due such employee at the time of separation. Employees whose services are terminated by MVRMA will not be required to make such refunds.

MVRMA will not reimburse fees for a program of study for which the employee has received a scholarship, grant, or subsidy to the extent of such aid.

17. Performance Evaluation

Each full-time and part-time employee shall be formally reviewed not less than annually by the Executive Director. The evaluation shall include a face-to-face interview with the Executive Director as well as a written review of the employee's strengths and weaknesses, a review of progress made since the last review period, and establishment of goals for the next review period. When merited, the performance evaluation may serve as the basis for an increase in base pay or the payment of a one-time bonus payment, as determined by the Executive Director, based upon the nature of the review and within budgetary constraints.

18. Employment Status/Termination

All full-time and part-time employees covered by this policy are "at-will" employees, who serve at the pleasure of the MVRMA Executive Director. Employees may be discharged or may terminate their employment at any time for any reason or for no reason at all.