BOARD OF COUNTY COMMISSIONERS SARPY COUNTY, NEBRASKA RESOLUTION APPROVING AND ADOPTING AMENDMENTS TO THE PERSONNEL POLICY MANUAL (TOBACCO-FREE POLICY)

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1 BOARD OF COUNTY COMMISSIONERS SARPY COUNTY, NEBRASKA RESOLUTION APPROVING AND ADOPTING AMENDMENTS TO THE PERSONNEL POLICY MANUAL (TOBACCO-FREE POLICY) WHEREAS, pursuant to Neb. Rev. Stat , the County has the power to do all acts in relation to the concerns of the County necessary to the exercise of its corporate powers; WHEREAS, pursuant to Neb. Rev. Stat , the powers of the County as a body are exercised by the County Board; WHEREAS, the County Board approved and adopted a Personnel Policy Bulletin entitled Tobacco-Free Environment via Resolution (said Bulletin is attached hereto as Exhibit A ); WHEREAS, the County Board desires to replace the Personnel Policy Manual s Policy entitled No Smoking Policy with the Bulletin described above; and WHEREAS, a red-lined version of the proposed amendments to the Personnel Policy Manual is attached hereto as Exhibit B. NOW, THEREFORE, BE IT RESOLVED BY THE SARPY COUNTY BOARD OF COMMISSIONERS THAT this Board hereby approves and adopts the proposed amendments to the Personnel Policy Manual and said amended Personnel Policy Manual is attached hereto as Exhibit C the effective date of which shall be July 1, BE IT FURTHER RESOLVED that this Resolution is intended to be a complete revision of the existing Personnel Policy Manual and all previous resolutions or parts of resolutions of the Sarpy County Board of Commissioners on said subjects or in conflict with the provisions of this Resolution are hereby repealed. The above Resolution was approved by a vote of the Sarpy County Board of Commissioners at a public meeting duly held in accordance with applicable law on the day of, Chair, Sarpy County Board Attest: SEAL County Clerk

2 Sarpy County Human Resources MEMORANDUM To: County Commissioners From: Karen Buche, Human Resources Director Date: March 25, 2015 Subject: Tobacco-Free Environment Policy Bulletin On March 25, 2014, McKinsey Mulroy, Coordinator of TobaccoFree Sarpy (TFS), provided a presentation to the Board outlining the benefits of a Tobacco-Free workplace, requested the Sarpy County create a policy of support, and offered assistance in the County s efforts in achieving this policy. Materials McKinsey provided during her presentation state that: 70% of smokers say they want to quit Tobacco-Free policies increase the rate at which they attempt to quit They decrease second-hand smoke exposure to employees and visitors They reduce absenteeism, as smokers are absent 2-3 more days per year than nonsmokers At the conclusion of the presentation the Board requested that Human Resources (HR) work with McKinsey to bring a Policy enacting a Tobacco-Free campus before the Board. After discussions with Administration and McKinsey, it was decided to wait until the County s Wellness Program was launched in order to provide assistance should a policy be adopted by the Board. The County s Wellness Program has cooperatively launched by Administration, Human Resources, and Mike Williams. A Wellness Committee was formed, and the Committee held its first meeting November 5, The Committee began implementing various wellness initiatives this January. In speaking with the Wellness Committee, they have indicated they will assist in supporting employees efforts to stop using Tobacco. With this foundation in place, the timing is now appropriate to proceed in presenting the Policy Bulletin to the Board. It has been presented to the Human Resources Committee, and they have requested that I proceed in presenting it to the full Board. Using tobacco is a part of many employees lives, and as such it will be challenging to cease or even reduce use. There are several resources that provide cessation support, and the Wellness Committee s assistance in communicating these resources to employees will be important to their success.

3 McKinsey shared information regarding the Nebraska Tobacco Quitline (QuitNow.ne.gov). It is a free, confidential telephone-based counselling service available to Nebraska residents. In researching, we also found a number of cessation programs available through local hospitals and clinics with costs ranging from $15 per session upwards depending upon on the type of program. Andrea Batten, our BCBS representative, indicated that our health plan will cover FDA approved prescriptions or OTC cessation medications. However, it will not cover hypnotism or other cessation programs. As the Policy Bulletin states, the Policy is intended to create a safe and healthy workplace and the success of the Policy will depend upon the thoughtfulness, consideration, and cooperation of both tobacco users and persons who do not use tobacco. As requested, this Policy Bulletin is being presented for your action. Also, a revision is being made to the Personnel Policy Manual to refer to the Personnel Policy Bulletin as it would apply both to classified and unclassified employees. Please contact me with any questions. Thank you.

4 PERSONNEL POLICY BULLETIN Tobacco Free Environment Exhibit "A" POLICY STATEMENT Sarpy County is dedicated to the health and wellness of its employees. A tobacco-free environment helps create a safe and healthy workplace. Sarpy County s recognizes the hazards caused by tobacco use and exposure to secondhand tobacco smoke. Our Policy to provide a tobacco-free environment by all employees, visitors, contractors, and tenants is established for the purpose of creating a safe and healthy workplace environment. Sarpy County recognizes that the success of the Policy will depend upon the thoughtfulness, consideration, and cooperation of both tobacco users and persons who do not use tobacco. The Policy Bulletin is effective July 1, This provides advance notice to tobacco users and provides time to adapt to its restrictions and to facilitate a smooth transition to a tobacco-free environment. DEFINITIONS Tobacco for the purposes of this Policy means all products used in the form of cigarettes, pipes, cigars; smokeless tobacco also known as spit tobacco, chewing tobacco, dip, chew, or snuff; and any other non-combustible tobacco product in any form. PROVISIONS Use of tobacco is not permitted within the facilities or on the property of Sarpy County at any time including, but not limited to: Lawns, sidewalks, and all parking lots; County leased property; County vehicles; and In personal vehicles, when transporting persons on authorized business. COMPLIANCE AND ENFORCEMENT It is the responsibility of every Sarpy County employee to encourage compliance with this Policy Bulletin and to do so in a way that is positive and responsive to the County s expressed desire to be a role model in the community.

5 PERSONNEL POLICY BULLETIN Tobacco Free Environment Similarly, it is the responsibility of each Elected Official and Department Head to enthusiastically ensure that there is consistent adherence to the Policy Bulletin. Employee Compliance Personal compliance is the obligation of each employee. Violation of this Policy Bulletin may result in disciplinary action, up to and including, termination. Sarpy County will assist employees who wish to quit smoking by helping them access smoking cessation programs and materials available through the Sarpy Strong Wellness Program. Visitor/Guest Compliance Visitors will be informed of the County s Tobacco-free Environment Policy by their hosts via the meeting invite, correspondence, and signs posted throughout the properties owned and operated by Sarpy County. Employees observing visitors/guests smoking should inform/remind them of this Policy. If use of tobacco is not then extinguished, an Elected Official/Department Head may then be contacted for enforcement. The visitor/guest will again be informed that smoking is prohibited on Sarpy County property. The nature of any additional steps will be left to the professional judgment and discretion of the Elected Official/Department Head. Contractor/Tenant Compliance Contractors will be informed of this Policy and their required compliance through a clause in their contracts. Sarpy County tenants will be informed of this Policy, and they will adhere to its provisions or face potential eviction from County property. Questions regarding the interpretation of this Policy Bulletin should be referred to an Elected Official/Department Head, County Administration, and/or Human Resources.

6 Exhibit B NO SMOKING POLICYTOBACCO-FREE ENVIRONMENT Please refer to the Personnel Policy Bulletin regarding Tobacco-Free Environment. In an effort to consider the needs and concerns of smokers and nonsmokers alike and to provide a healthful smoke-free working environment, Sarpy County will institute the following smoking policy pursuant to the Nebraska Clean Indoor Air Act. Smoking is prohibited throughout all County facilities and vehicles. All employees, customers and visitors are expected to comply with the no smoking regulations. ASmoking Prohibited@ signs will be posted at all building entrances. Ashtrays will be placed in all Asmoking permitted@ areas outside of the courthouse facility. Employees are not allowed to leave their designated work stations in order to take smoking breaks. Employees are permitted to smoke during their lunch and break periods in the designated smoking areas. CONDUCTING PERSONAL BUSINESS ON COUNTY TIME Selling Merchandise Sarpy County prohibits employees from soliciting subscriptions, selling books, Avon, Girl Scout cookies, merchandise, or other things; or collecting or receiving money or other items of value for any purpose during normal working hours. Information such as gift catalogs and order forms shall be kept in the employee break room and away from the employees workstations. Employees may utilize their lunch, break periods or time before or after work hours to review catalogs, place orders and/or to conduct personal business. Conducting Personal Business During Working Hours Employees are prohibited from conducting personal business during hours in which they are scheduled to work. Employees may utilize paid leave, lunch or break periods or time before or after work hours to conduct personal business such as payment of taxes, vehicle registration, marriage licenses, etc. Sarpy County Policies & Procedures 50

7 Office of the County Attorney Hall of Justice 1210 Golden Gate Drive Suite 3147 Papillion, NE (402) FAX: (402) L. Kenneth Polikov Sarpy County Attorney MEMORANDUM To: Sarpy County Board of Commissioners Sarpy County Clerk From: Bonnie Moore RE: Proposed Text Amendments to the Personnel Policy Manual Date: March 25, 2015 On Tuesday you will be asked to consider proposed text amendments to the Sarpy County Personnel Policy Manual. The resolution for the text amendments references an Exhibit C. Should the County Board approve any text amendments to the Sarpy County Personnel Policy Manual, Exhibit C shall be the Sarpy County Personnel Policy Manual as amended. Thus Exhibit C is not currently attached to the Resolution, but will be the complete Sarpy County Personnel Policy Manual with any and all amendments made by the County Board at the March 31, 2015 meeting. Please contact me with questions.