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Request to Purchase - Human Resources
GRANT COUNTY COMMISSIONERS AGENDA MEETING REQUEST FORM (Must be submitted to the Clerk of the Board by 12:00pm on Thursday) REQUESTING DEPARTMENT: Human Resources DATE: 3/12/25 REQUEST SUBMITTED BY:Decorah Anderson -Cook PHONE: 49Og CONTACT PERSON ATTENDING ROUNDTABLE: Decorah Anderson -Cook CONFIDENTIAL INFORMATION: ❑YES ©NO 10 9 I Kill M, 1411 LU 4 M I a W.Al:j - ------UUM11:J0111111 ❑Agreement / Contract __ DAP Vouchers ❑Appointment / Reappointment ❑ARPA Related ❑ Bids / RFPs / Quotes Award ❑ Bid Opening Scheduled ❑ Boards / Committees ® Budget ❑ Computer Related ❑ County Code ❑ Emergency Purchase ❑ Employee Rel. ❑ Facilities Related ❑ Financial 0 Funds ❑ Hearing ❑ Invoices / Purchase Orders [-]Grants — Fed/State/County ❑ Leases ❑ MOA / MOU ❑Minutes ❑Ordinances ❑Out of State Travel El Petty Cash ❑ Policies ❑ Proclamations *Request for Purchase ❑ Resolution ❑Recommendation El Professional Serv/Consultant ❑Support Letter ❑Surplus Req. ❑Tax Levies ❑Thank You's ❑Tax Title Property ❑WSLC13 oft Wfi� T �. HR department is requesting to purchase Lexipol Local Gov Policies and Local Gov U. These programs will assist with updating and managing County policies and training. Please see attached for more information. If necessary, was this document reviewed by accounting? ❑ YES ❑ NO 0 N/A If necessary, was this document reviewed by legal? 0 YES ❑ NO ❑ N/A DATE OF ACTION: 311,5 2-r APPROVE: DENIED ABSTAIN D2: D3: DEFERRED OR CONTINUED TO: WITHDRAWN: 4/23/24 Business Case for Grant County, Washington to Purchase 1. Lexipol Local Government Policies with Full Implementation 2. Lexipol Local Government University (LGU) —Online Training Prepared for: Decorah Anderson -Cook, HR Director Grant County, Washington Prepared by: Karen James Lexipol Senior Account Executive March 6, 2025 1. Executive Summary Grant County seeks to enhance its policy framework by purchasing Lexipol Local Government Policies with Full Implementation. Lexipol offers a comprehensive, legally vetted, and continuously updated policy solution tailored to local government needs. Grant County also seeks to enhance the training and development of its county employees by purchasing Local Gov University (Local Gov U) Online Training. Local Gov U provides a comprehensive, on -demand, and legally vetted training platform tailored for local government operations. This business case outlines the necessity, benefits, costs, and implementation strategy for adopting Lexipol's solution. 2. Background and Need Local governments operate in a complex regulatory environment, requiring policies that align with federal, state, and local laws while also reflecting best practices. Additionally, effective governance requires continuous education and training to ensure county employees remain informed about best practices, regulatory compliance, and operational protocols. Currently, Grant County faces challenges such as: • Outdated policies lacking consistency across departments • Legal risks due to non-compliance with evolving regulations • Limited resources for developing and maintaining comprehensive policies • Inconsistent training and policy enforcement across departments • Limited access to consistent, high -quality training for employees across departments • A growing need for standardized training on policies, safety, compliance, and professional development • Logistical constraints and high costs associated with in -person training sessions • The need for flexible learning solutions to accommodate various employee schedules Lexipol provides a solution that addresses these challenges by offering expertly crafted policies, ongoing updates, and integrated training tools, along with an extensive library of online courses that employees can access at their convenience, ensuring continuous education and professional development. 3. Proposed Solution Lexipol's Local Government Policies with Full Implementation includes: • Customizable, legally vetted policy content • Continuous policy updates to ensure compliance with evolving federal laws and best practices Integrated training to reinforce policy adherence • Digital policy management tools for accessibility and efficiency • Expert support and consultation for successful implementation Lexipol's Local Gov University Online Training offers: • A vast catalog of training courses covering regulatory compliance, workplace safety, HR policies, leadership development, and operational best practices • On -demand, self -paced learning modules accessible from any device • Automated tracking and reporting for training compliance and accountability • Customizable training paths to meet the specific needs of different county departments • Expertly developed content that aligns with federal, state, and local regulations 4. Benefits of Lexipol Implementation • Legal and Regulatory Compliance: Reduces liability by ensuring policies align with federal laws. • Operational Efficiency: Streamlines policy management and implementation, reducing administrative burden. • Improved Risk Management: Mitigates potential litigation and liability exposure through proactive policy updates. • Consistency Across Departments: Promotes uniformity in policies and procedures among county agencies. • Enhanced Employee Training: Ensures staff understand policies through integrated training modules. • Improved Compliance and Risk Management: Ensures county employees receive up-to-date training on legal and regulatory requirements, reducing liability exposure. • Cost Efficiency: Minimizes expenses related to travel, venue rental, and in -person training facilitators. • Enhanced Employee Development: Provides continuous learning opportunities for skill -building and career advancement. • Accessibility and Flexibility: Employees can complete'training at their own pace, reducing workflow disruptions. • Standardized Training Across Departments: Promotes consistency in training delivery and knowledge retention among all county employees. 5. Cost Analysis and Budget Considerations The investment in Lexipol includes initial implementation fees, annual subscription costs, and potential training expenses. The financial commitment is offset by reduced legal fees, lower risk exposure, and improved operational efficiency. 6. Implementation Plan (Timelines are estimates only) Phase 1: Assessment & Procurement (Month 1-2) • Secure Grant County Coard of County Commissioners approval. • Finalize budget and funding sources. • Contract with Lexipol for policy development and implementation and online training. Phase 2: Policy Development &Customization — LGU Onboarding (Month 3-12) • Lexipol works with Grant County to customize policies. • Lexipol onboards agency with LGU Online Training. • Employees receive training on new policies and system navigation. • Employees receive access to LGU Online Training. Phase 3: Policy Deployment & Employee Training (Month 6-12) Roll out new policies department -wide. Conduct daily training bulletins and scenario -based exercises. Phase 4: Ongoing Monitoring &Updates (Continuous) • Lexipol provides continuous updates to policies. • Employees receive ongoing training and compliance tracking 7. Conclusion and Recommendation Investing in Lexipol Local Government Policies and Local Gov University Online Training will modernize Grant County's policy framework, enhance compliance, and mitigate legal risks, as well as increase employee compliance and workforce efficiency with high quality, continuous online training. The County should approve funding for this initiative to ensure an efficient, legally sound, and well -trained workforce. Approval of this business case will enable Grant County to take a proactive approach in governance, safeguarding both public trust and operational integrity. Agency's Name: Agency's Address: Agency's Sourcewell Member ID: Attention: Sales Rep: Lexipol's Address: Effective Date: MASTER SERVICE AGREEMENT Grant County 35 C Street NW, PO Box 37 Ephrata, Washington 98823 Decorah Anderson -Cook Karen James 2611 Internet Boulevard, Suite 100 Frisco, Texas 75034 (to be completed by Lexipol upon receipt of signed Agreement) This Master Service Agreement (the "Agreement") is entered into by and between Lexipol, LLC, a Delaware limited liability company ("Lexipol"), and the department, entity, or organization referenced above ("Agency"). This Agreement consists of. - (a) this Cover Sheet (b) Exhibit A -Selected Services and Associated Fees (c) Exhibit B -Terms and Conditions of Service This Agreement is entered into subject to the terms and conditions contained in Sourcewell Contract Number 011822-LXP (the Sourcewell Contract). In the event of any conflict between the terms and conditions of this Agreement and the terms and conditions set forth in the Sourcewell Contract, the terms and conditions of the Sourcewell Contract shall control. Each individual signing below represents and warrants that they have full and complete authority to bind the party on whose behalf they are signing to all terms and conditions contained in this Agreement. Grant County Lexipol, LLC Signature:Signature: r" Print Name: Rob Jones, Print Name: Title: Chair Title: Date Signed: 3- Date Signed: SELECTED SERVICES AND ASSOCIATED FEES Agency is purchasing the following: Lexipol Local Gov Policy Annual Subscription + One -Time Full Implementation QTY DESCRIPTION UNIT PRICE SOURCEWELL DISC AIVIT EXTENDED DISC I Annual Local Government Administration USD 23,794.00 10% USD 2,379.40 USD 21 #414.60 Policy Manual & Daily Training Bulletins w/Supplemental Publication Service (12 Months) Subscription Line Items Total USD 2,379.40 USD 211414.60< 1 Local Government Administration Full USD 42,365.00 10% USD 4,236.50 USD 38,128.50 Implementation 0 n e. - T I nn, e L 1, §vr iel I t e m s To, t a I USD 4,236.50 USU 38Y1 28.50 USD 6,615.90 USD 59,543.10 Lexipol Local Gov Policy Annual Subscription + One -Time Full Implementation Sourcewell Discount: USD 6,615.90 Lexipol Local Gov Policy Annual Subscription + One -Time Full Implementation TOTAL: USD 59,543.10 1 Lexipol Local Gov University Online Training Annual Subscription 550 LocalGovU Full Library Per User (12 USD 32.00 10% USD 1,760.00 USD 150840.00 Months) Subscription Line Items Total USD 1,760.00 USD 15,840.00 USD 1,760.00 USD 15,840.00 Lexipol Local Gov University Online Training Annual Subscription Sourcewell Discount: USD 1)760.00 Lexipol Local Gov University Online Training Annual Subscription TOTAL: USD 150840.00 Discount Notes 10% Bundle Discount for Subscriptions and Full Implementation with Concurrent Purchase of Policy and Local Gov U Subscription AND signed Agreement received on or before 6/20-2025 Notes Sourcewell Member #3986 Exhibit B Terms and Conditions of Service These Terms and Conditions of Service (the "Terms") govern the rights and obligations of Lexipol and Agency under this Agreement. Lexipol and Agency may each be referred to herein as a "Party" and collectively as the "Parties." 1. Definitions. Each of the following capitalized terms will have the meaning included in this Section. Other capitalized terms are defined within their respective sections, below. 1.1 "Agency" means the department, agency, office, organization, company, or other entity purchasing and/or subscribing to Lexipol Services, as may be further denoted on the cover sheet to which these Terms are attached. 1.2 "Agency Data" means all data, information, and content owned by Agency prior to the Effective Date of this Agreement, or which Agency provides during the Term of this Agreement for purposes of identifying authorized users, confirming departmental information, or which are ancillary to receipt of Lexipol Services. 1.3 "Agreement" means the combination of the cover sheet (signature page); Exhibit A ("Selected Services and Associated Fees"); this Exhibit B; and any other documents attached hereto and expressly incorporated herein by reference. 1.4 "Custom Agreement Terms" refers to an optional section within Exhibit A which allows the Parties to modify this Agreement and/or incorporate additional exhibits or addenda by reference. 1.5 "Effective Date" means the date specified on the cover sheet (signature page), or as otherwise expressly set forth and agreed upon by Lexipol and Agency in writing and defined as the "Effective Date." 1.6 "Initial Term" means the period commencing on the Effective Date and continuing for the length of time indicated on Exhibit A. If not so indicated, the default Initial Term is one (1) year from the Effective Date. 1.7 "Lexipol Content" means all content in any format including but not limited to written content, images, videos, data, information, and software multimedia provided by Lexipol and/or its licensors via the Services. 1.8 "Services" means all products and services, including but not limited to all online services, software subscriptions, content licensing, professional services, and ancillary support services as may be offered by Lexipol and/or its affiliates. 2. Term; Renewal. This Agreement becomes enforceable upon signature by Agency's authorized representative, with an Effective Date as indicated on the cover page. This Agreement shall renew in successive one-year periods (each, a "Renewal Term") on the anniversary of the Effective Date unless terminated as set forth herein. The Initial Term and all Renewal Terms collectively comprise the "Term" of this Agreement. 3. Termination. 3.1 For Convenience; Non -Appropriation. This Agreement may be terminated by Agency at any time for convenience (including due to lack of appropriation of funds) by providing written notice to Lexipol.1 3.2 For Cause. This Agreement may be terminated by either party, effective immediately, (a) in the event the other party fails to discharge any obligation, including payment obligations, or remedy any default hereunder for a period of more than thirty (30) calendar days after it has been provided written notice of such failure or default; or (b) in the event that the other party makes an assignment for the benefit of creditors or commences or has commenced against it any proceeding in bankruptcy, insolvency or reorganization pursuant to the bankruptcy laws of any applicable jurisdiction. 3.3 Effect of Expiration or Termination. Upon the expiration or termination of this Agreement for any reason, Agency's access to the Services ordered pursuant to Exhibit A herein shall cease unless Lexipol has, in its sole discretion, provided for their limited continuation. Termination or expiration of this Agreement shall not, however, relieve either party from any obligation or liability that has accrued under this Agreement prior to the date of such termination or expiration, including payment obligations. 1 Note: Online Services fees are not eligible for refund, proration, or offset in the event of Agency's termination for convenience as they are delivered in full as of the Effective Date. Fees pre -paid for Professional Services may be eligible -For offset to the extent such Services have not been delivered. Copyright © Lexipol, LLC 1995-2024 Rev. 9.1.2024 4. Fees; Invoicing. Lexipol will invoice Agency at the commencement of the Initial Term and thirty (30) days prior to the commencement of each Renewal Term, if applicable. Agency agrees to remit payment within thirty (30) calendar days of receipt of Lexipol's invoice. Payments may be made electronically through Lexipol's online customer portal or by mailing a check to Lexipol, LLC at PO Box 676232 Dallas, TX 75267-6232 (Attn: Accounts Receivable). Agency is responsible for all third -party fees (e.g., wire fees, bank fees, credit card processing fees) incurred when paying electronically, and such fees are in addition to those listed on Exhibit A. Lexipol reserves the right to increase fees for Renewal Terms following notice to Agency. All fee amounts stated in Exhibit A are exclusive of taxes. Unless otherwise exempt, Agency is responsible for and will pay in full all taxes related to receipt of Lexipol's Services. If Agency is exempt, it must send its exemption certificate(s) to taxes@lexipol.com. 5. Terms of Service. The following provisions govern access to and use of specific Lexipol's Services: 5.1 Online Services. Lexipol's Online Services include all online services offered by Lexipol and its partners, affiliates, and licensors. Online Services include, without limitation, Lexipol's Policy Knowledge Management System ("KMS"), Learning Management System ("LMS")2, Cordico wellness application(s), GrantFinder, Virtual Instructor -Led Training, and the LEFTA Systems suite of solutions (collectively, the "Online Services"). 5.2 Professional Services. Lexipol's Professional Services include those Services that are not part of Lexipol's Online Services and which require the direct, hands-on professional expertise of Lexipol personnel and/or contractors, including implementation support for policy manuals and software, technical support for online learning, accreditation consulting, grant writing3, and projects requiring regular input from Lexipol's subject matter experts (collectively, "Professional Services"). Professional Services may also be referred to as "One -Time" Services on Exhibit A and may also include the provision of supplemental documentation from Lexipol's Professional Services team, either with this Agreement or during the provision of Service. 5.3 Account Security. Access to Lexipol's Services is personal and unique to Agency. Agency shall not assign, transfer, or provide access to Lexipol Services to any third party without Lexipol's prior written consent. Agency is responsible for maintaining the security and confidentiality of Agency's usernames and passwords and the security of Agency's accounts. Agency will immediately notify Lexipol if Agency becomes aware that any person or entity other than authorized Agency personnel has used Agency's account or Agency's usernames and/or passwords. 5.4 Agency Data. Lexipol's use of Agency Data is limited to providing and improving the Services, retaining records in the regular course of business, and complying with applicable legal obligations. Lexipol will use commercially reasonable efforts to ensure the security of all Agency Data, including technical and organizational measures to protect Agency Data against unauthorized or unlawful processing and against accidental loss, destruction, damage, theft, alteration or disclosure, including through measures specified by the National Institute of Standards and Technology (NIST). Lexipol's Services use the Secure Socket Layer (SSL) protocol, which encrypts information as it travels between Lexipol and Agency. However, data transmission on the internet is not always 100% secure and Lexipol cannot and does not warrant that information Agency transmits is 100% secure. 6. Intellectual Property. Lexipol's Services, and all Lexipol Content 'underlying such Services, are proprietary and, where applicable, protected under U.S. copyright, trademark, patent, and/or other applicable laws. By subscribing to Lexipol's Online Services, Agency and its personnel receive a personal, limited, non-sublicensable and non -assignable license to access and use such Services in conformity with these Terms. Nothing contained in this Agreement, and no course of dealing, shall be construed as conferring any right of ownership to Lexipol's Services or Lexipol Content. Lexipol's policy Content may be incorporated into Agency's final policies', including beyond the expiration or termination of this Agreement, but Agency may not create other Derivative Works, share Lexipol Content with third parties, or commercialize Lexipol Content in any way. As used herein, other "Derivative Works" include any work product based on or which incorporates Lexipol Content, including any revision, modification, abridgement, condensation, expansion, compilation, or any other form in which Lexipol Content, or any portion thereof, is recast, transformed, or adapted. Agency acknowledges and agrees that Lexipol shall have no responsibility to update the Lexipol Content used by Agency beyond the Term of this Agreement and that Lexipol shall have no liability for Agency's creation or use of Derivative Works. 2 LMS Services include, but are not limited to: PoliceOne Academy, FireRescuel Academy, EMS1 Academy, Correctionsl Academy, and LocalGovU. 3 Agency is responsible for submitting all information reasonably required by Lexipol's grant writing team in a timely manner and always at least five (5) days prior to each grant application submission date. Agency is responsible submissions of final grant applications by grant deadlines. Failure to timely submit required materials to Lexipol's grant writing team will result in rollover of project fees to next grant application cycle, not a refund of fees. Requests for cancellation of grant writing services which have already begun will result in a 50°% fee of the total value of the service. 4 NOTE: AGENCY ACKNOWLEDGES AND AGREES THAT, PRIOR TO USE OR FINAL PUBLICATION BY AGENCY, ALL AGENCY POLICIES AND DAILY TRAINING BULLETINS (DTBs) HAVE BEEN INDIVIDUALLY REVIEWED AND ADOPTED BY AGENCY. AGENCY ACKNOWLEDGES AND AGREES THAT IT, AND NOT LEXIPOL, WILL BE CONSIDERED THE "POLICY MAKER" WITH REGARD TO EACH AND EVERY SUCH POLICY AND DTB. Copyright © Lexipol, LLC 1995-2024 Rev. 9.1.2024 7. Confidentiality. Each Party may disclose information to the other Party that would be reasonably considered confidential, including Agency Data (collectively, "Confidential Information"). Upon receiving such Confidential Information, each Party will: (a) limit disclosure of such Confidential Information to authorized representatives only; (b) advise its personnel and agents of the confidential nature of such Confidential Information and of the obligations set forth in this Agreement; and (c) not disclose any Confidential Information to any third party unless expressly authorized by the disclosing Party. Notwithstanding the foregoing, this section shall not operate to limit Agency's disclosure authority pursuant to a valid governmental, judicial, or administrative order, subpoena, regulatory request, Freedom of Information Act request, Public Records Act request, or equivalent, provided that Agency notifies Lexipol of such disclosure, to the extent practicable, such that Lexipol may seek to make such disclosure subject to a protective order or other appropriate remedy to preserve the confidentiality of Lexipol's Confidential Information and trade secrets. 8. Warranty. LEXIPOL WARRANTS THAT IT SHALL NOT KNOWINGLY INFRINGE THE INTELLECTUAL PROPERTY RIGHTS OF OTHERS; THAT ITS SERVICES ARE PROVIDED IN A PROFESSIONAL AND WORKMANLIKE MANNER IN ACCORDANCE WITH PREVAILING INDUSTRY STANDARDS; AND THAT THEY SHALL BE FIT FOR THE SPECIFIC PURPOSES SET FORTH HEREIN. BEYOND THE FOREGOING, LEXIPOL'S SERVICES ARE PROVIDED "AS -IS" AND LEXIPOL DISCLAIMS ALL OTHER WARRANTIES, EXPRESS, IMPLIED, OR OTHERWISE. 9. Indemnification; Limitation of Liability. Lexipol will indemnify, defend, and hold harmless Agency from and against any and all loss, liability, damage, claim, cost, charge, demand, fine, penalty, or expense arising directly and solely out of Lexipol's acts or omissions in providing the Services. Each Party's cumulative liability resulting from any claims, demands, or actions arising out of or relating to this Agreement shall not exceed the aggregate amount of fees paid by Agency to Lexipol during the twelve-month period immediately prior to the assertion of such claim, demand, or action. In no event shall either Party be liable for indirect, incidental, consequential, special, exemplary damages, or lost profits. 10. General Terms. 10.1 Entire Agreement. This Agreement embodies the entire agreement between the Parties and supersedes all prior agreements with respect to the subject matter hereof. No representation, promise, or statement of intention has been made by either party that is not embodied herein. Terms and conditions set forth in any purchase order or other document that are inconsistent with or in addition to the terms and conditions set forth in this Agreement are rejected in their entirety and void, regardless of when received, without further action. No amendment, modification, or supplement to this Agreement shall be binding unless it is made in writing and signed by both parties. 10.2 General Interpretation. The terms of this Agreement have been chosen by the parties hereto to express their mutual intent. This Agreement shall be construed equally against each party without regard to any presumption or rule requiring construction against the party who drafted this Agreement or any portion thereof. 10.3 Invalidity of Provisions. Each provision contained in this Agreement is distinct and severable. A declaration of invalidity or unenforceability of any provision or portion thereof shall not affect the validity or enforceability of any other provision. Should any provision or portion thereof be held to be invalid or unenforceable, the parties agree that the reviewing authority should endeavor to give effect to the parties' intention as reflected in such provision to the maximum extent possible. 10.4 Governing Law. Each party shall maintain compliance with all applicable laws, rules, regulations, and orders relating to its obligations pursuant to this Agreement. This Agreement shall be construed in accordance with, and governed by, the laws of the state in which Agency is located, without giving effect to any choice of law doctrine that would cause the law of any other jurisdiction to apply. 10.5 Assignment. This Agreement may not be assigned by either party without the prior written consent of the other. Notwithstanding the foregoing, this Agreement may be assumed by a party's successor in interest through merger, acquisition, or consolidation without additional notice or consent. 10.6 Waiver. Either party's failure to exercise, or delay in exercising, any right or remedy under any provision of this Agreement shall not constitute a waiver of such right or remedy. 10.7 Notices. Any notice required hereunder shall be in writing and shall be made by certified mail (postage prepaid) to known, authorized recipients at such address as each party may indicate from time to time. In addition, electronic mail (email) to established and authorized recipients is acceptable when acknowledged by the receiving party. Copyright O Lexipol, LLC 1995-2024 Rev. 9.1.2024 MOOMMMMUMN 1111[L XIPOL I :j 'Ili JIM #:7 kj:j1' M Grant county HR Director Decorah Anderson -Cook (509) 754-2011 PREPARED BY: Karen James kjames@lexipol.com +17048264066 2611 Internet Blvd, Ste 100 Frisco, Texas 75034 (844) 312-9500 www.lexipol.com Public safety agencies and local government organizations today face challenges of keeping personnel safe and healthy, reducing risk and maintaining a positive reputation. Add to that the dynamically changing legislative landscape and evolving best practices, and even the most progressive, forward -thinking departments can struggle to keep up. Lexipol's solutions are designed to save you time and money while protecting your personnel and your community. our team consists of professionals with expertise in public safety law, policy, state and federal accreditation, training, mental and physical wellness and grants. We continually monitor changes and trends in legislation, case law and best practices and use this knowledge to create policies, training, wellness resources and funding services that minimize risk and help you effectively serve your community. THE LEMPOL ADVANTAGE Lexipol was founded by public safety experts who saw a need for a better, safer way to run a public safety agency. Since the company launch in 2003, Lexipol has grown to form an entire risk management solution for public safety and local government. Today, we serve more than 101000 agencies and municipalities and 2 million public safety and government professionals with a range of informational and technological solutions to meet the challenges facing these dynamic industries. In addition to providing policy management, accreditation, online training, wellness resources, and grant assistance, we provide 24/7 industry news and analysis through the digital communities Police1, FireRescue1, Corrections1, EMS1 and Gov1. Our customers choose Lexipol to make an investment in the safety and security of their personnel, their agencies and their communities. We help agencies address issues that create substantial risk, including: • Inconsistent and outdated polices • Lack of technology to easily update and issue policies and training electronically • Unchecked mental health needs of staff • Difficulty keeping up with new and changing legislation and practices • Inability to produce policy acknowledgment and training documentation • Unfamiliarity of city legal resources with the intricacies of public safety law • The need to secure grant funding for critical equipment, infrastructure and personnel Lexipol is backed by the expertise of 440 employees with more than 2,075 years of combined experience in constitutional law, civil rights, ADA and discrimination, mental health, psychology, labor negotiations, Internal Affairs, use of force, hazmat, instructional design, federal and state grants and a whole lot more. That means no more trying to figure out policy, achieve accreditation, develop training or wellness content, or secure funding on your own. You can draw on the experience of our dedicated team members who have researched, taught and lived these issues. We look forward to working with Grant County to address your unique challenges. Page 2 of 7 Local Government Administration Policy Manual Constitutionally Sound, up-to-date policies are the foundation for consistent, safe local government functions and are key to lowering liability and risk. Lexipol's comprehensive policy manual covers key aspects of your organization's general operations, facilities, and equipment, records, and personnel policy needs. • Approximately 50 policies researched and written by public safety attorneys and subject matter experts • Policies based on federal laws and regulations as well as nationwide best practices • Ability to customize content to reflect your organization's unique terminology and structure Daily Training Bulletins (DTBs) Even the best policy manual lacks effectiveness if it's not backed by training. Lexipol's Daily Training Bulletins are designed to help your personnel learn and apply your agency's policy content through 2- minute training exercises. • Scenario -based training ties policy to real -world applications • Understanding and retention of policy content is improved via a singular focus on one distinct aspect of the policy • Each Daily Training Bulletin concludes with a question that confirms the user understood the training objective • Daily Training Bulletins can be completed via computers or from smartphones, tablets or other mobile devices • Reports show completion of Daily Training Bulletins by agency member and topic Policy Updates Lexipol's legal and content development teams continuously review laws and regulations, court decisions and evolving best practices. When needed, we create new and updated policies and provide them to your agency, making it simple and efficient to keep your policy content up to date. • Updates delivered to you through Lexipol's web -based content delivery platform • Changes presented in side -by -side comparison against existing policy so you can easily identify modifications/improvements • Your agency can accept, reject or customize each update Web -Based Delivery Platform and Mobile App (Knowledge Management System) Lexipol's online content delivery platform, called KMS, provides secure storage and easy access to all your policy and training content, and our KMS mobile app facilitates staff use of policies and training completion. • Ability to edit and customize content to reflect your agency's mission and philosophy • Efficient distribution of policies, updates and training to staff • Archival and easy retrieval of all versions of your agency's policy manual • Mobile app provides in -the -field access to policy and training materials Reports Lexipol's Knowledge Management System provides intuitive reporting capabilities and easy -to -read reports that enhance command staff meetings and strategic planning. • Track and report when your personnel have acknowledged policies and policy updates • Produce reports showing completion of Daily Training Bulletins • Sort reports by agency member, topic and other subgroups (e.g., shift, assignment) Page 3 of 7 Reduce the time your supervisors spend verifying policy acknowledgement and training completion Supplemental Publication Service Lexipol's Supplemental Publication Service (SPS) streamlines the storage of your agency's content, giving you one place to access procedures, guidelines, general orders, training guides or secondary policy manuals. • Electronically links department -specific procedural or supplemental content to your policy manual • Provides electronic issuance and tracking for your agency's procedural or supplemental content • Allows you to create Daily Training Bulletins against your procedural content • Designed for standard operating guidelines, procedures, general orders or field guides Full Implementation Lexipol's Full Implementation Service is for agencies who want start -to -finish, comprehensive policy adoption assistance. This service provides agencies with guided support to work through configuring all the policies that Lexipol offers to match your agency's needs. The Professional Services Specialist will be your guide to teach the Lexipol platform, policy editing best practices, and will drive a workflow cadence to keep you on track to review and edit your full manual in under a year. LeXipol Professional Services scope includes: • Account and Admin account setup of the KIVIS Platform. • Training and demonstration on adding users to KIVIS with an explanation of the user permissions process. • Basic configuration of the manual with general text entities populated based on your agency's input into the General Information Questionnaire (GIQ) and a discovery document. • Review of the Lexipol policy content; how to read, and how to use guide sheets and Lexipol style guide in reviewing and editing your agency's policy. • Training on how to edit content to fit your agency, how to add agency specific content, and how to publish finished policies. • Training in policy acknowledgement and reporting. • Training in processing Lexipol policy updates. • Walk through with an expert to edit all policies.* Your Professional Services Specialist will help create a plan to identify any existing policy content you want to retain in your new policy or procedures manual (if purchased). Lexipol will only compare existing electronic Agency content to Lexipol policy -no other information sources or multiple cross document reviews will be supported. • If you want assistance to pull content over to your policy or procedures manual, that service can be added to this implementation option with the additional purchase of the Content Extraction Service Expectations of the Aaencv.- • Provide a dedicated & consistent resource to work with to review and make decisions on policy changes to fit your agency's needs. • Resources within the agency who have time to devote to editing the agency's policy on the platform. • Resources within the agency with general technology experience to learn how to use the platform. Page 4 of 7 • Provide an escalation contact if the project is off track of planned pace to help get the Agency side back to a productive cadence. • 3 hours per week (minimum) for fifty weeks to meet with the Professional Services Specialist to complete training and edit policies. • Read and prepare outside of meetings approximately 3-5 policies per week. • Meeting preparation to complete homework assigned in earlier meetings. • Management of any stakeholder groups who need to review your agency's policies prior to publication Full Implementation Timeline: Finish within 365 days from contract start date. Page 5 of 7 Prepared By: Karen James Phone:+17048264066 Email: kjames@lexipol.com Proposal Quote #: Q-100134-1 Date: 2/28/2025 Valid Through: 5/29/2025 Lexipol empowers first responders and public servants to best meet the needs of their residents safely and responsibly. We are the experts in policy, training and wellness support, committed to improving the quality of life for all community members. Our solutions include state -specific policies, online learning, behavioral health resources, funding assistance, and industry news and information offered through the websites Police1, FireRescue1, EMS1 and Corrections1. Lexipol serves more than 2 million public safety and government professionals in over 10,000 agencies and municipalities. The services proposed below are designed to meet your agency's specific goals and needs. Lexipol Local Gov Policy Annual Subscription + One -Time Full Implementation QTY I DESCRIPTIONPRICEUNIT DISC , 1 Annual Local Government Administration USD 230794.00 10% USD 2,379.40 USD 21,414.60 Policy Manual & Daily Training Bulletins w/Supplemental Publication Service (12 Months) n� ,,,%-% i. bsc i � iio € 9l a� ; , lad d >r all %,USD a � , �k Ss -- v }E: xy,: 21 4a T 0 1 Local Government Administration Full USD 42,365.00 10% USD 4,236.50 USD 38,128.50 Implementation Onean-Time Line Items Total USD 4,236.50 USD 381128. 0 USD 6P615.90 USD 59,543.10 Lexipol Local Gov Policy Annual Subscription + one -Time Full Implementation Discount: USD 6,615.90 Lexipol Local Gov Policy Annual Subscription + one -Time Full Implementation TOTAL: USD 590543.10 Lexipol Local Gov University Online Training Annual Subscription 550 I LocalGovU Full Library Per User (12 I USD 32.00 I 10%I USD 1,760.00 I USD 15,840.00 Months) Subscription Line Items Total USD 1,760.00 USD 15,840.00 USD 11760.00 USD 15,840.00 Lexipol Local Gov University Online Training Annual Subscription Discount: USD 1,760.00 Lexipol Local Gov University Online Training Annual Subscription TOTAL: I USD 150840.00 Page 6 of 7 Discount Notes 10% Bundle Discount for Subscriptions and Full Implementation with Concurrent Purchase of Policy and Local Gov U Subscription AND signed Agreement received onorbefore 8/2O-2O25 Notes Page 7 of 7 LOCAL GOVERNMENT ADMINISTRATION POLICY TRAINING 111I�LEXIPOL LeApol Local Government Manual Table of Contents Preface Title . . . . . . . . , , , , , , ~ , , ,~ , . , ~ , ~ ° Chapter i~Role and Authority, ^ ~ ^ ^~ ^ ^ ^ ' ~ ^~ ^ ^ ~ ~ ~ 4 1OO-Policy Manual . . . . . . . . . . . . . . . . . . . . . . 5 101 - Standards ofConduct for Elected Officials . . . . . . . . . . . . . 7 1O2-Standards ofConduct for All Emmplovaeo. . . . . . . . . . . . . 10 Chapter 2~Organization and Admc.n.mt~ation. . . . .~~^^^~ ^ ~ 16 2OO-Electronic Mail . . . . . . . . . . . . . . . . . . . . . 17 2D1-Information Technology Use . . . . . . . . . . . . . . . . . 18 2O2-Local Government Use ofSocial Media . . . . . . . . . . . . . 21 2O3-Subpoenas and Court Appearances . . . . . . . . . . . . . . 24 204 - Limited English Proficiency Services . . . . . . . . . . . . . . 26 205-AOA Compliance . . . . . . . . . . . . . . . . . . . . 32 2O8-Emergency ManagementPkan . . . . . . . . . . . . . . . . 42 2U7-Volunteers . . . . . . . . . . . . . . . . . . . . . . . 43 Chapter - Fac.Oities. .. . . ~ ~~^^ ^ ~ ~ ~~~ ^ ~ ~ ~ ~ ~ 50 300-Key and Electronic Access Device Controle. . . . . . . . . . . . 51 301-Public Safety Video Surveillance System. . . . . . . . . . . . . 53 3O2-Use ofPublic Facilities . . . . . . . . . . . . . . . . ' . . 57 3O3-Holiday Displays . . . . . . . . . . . . . . . . . . . . . GO 304—Mernormls onPublic Property . . . . . . . . . . . . . . . . 62 3O5-Flags . . . . . . . . . . . . . . . . . . . . . . . . 88 Chapter - Equipment and Technology,,~ ~ , ~ , ~ ~~ ,, ~ , , 68 4OO-Local Govern rnont-Ovvnedand Personal Propert«. . . . . . . . . . 88 4O1-Personal Communication Devices . . . . . . . . . . . . . . . 71 4O2-Vehicle Maintenance . . . . . . . . . . . . . . . . . . . 75 4O3-Vehicle Use . . . . . . . . . . . . . . . . . . . . . . 77 4O4-Vehicle Safety Restraints/Safety Belts. . . . . . . . . . . . . . 81 4O5-Personal Protective Equipment . . . . . . . . . .. . . . . . 83 406- Physical Asset Management . . . . . . . . . . . . . . . . . 85 407 - Generative Artificial Intelligence Use 88 Chapter 5~Records and Documents ,~~ , , ,, , . ~ ,,~ , , 92 500 -Recorda Maintenance and Release . . . . . . . . . . . . . . . 03 5O1-Protected Information . . . . . . . . . . . . . . . . . . . 97 Chapter 6~Personnel , , , ~ , ,,, , , , ,, ,,, ,~ , ~ , 102 8OO-Recruitment and Selection . . . . . . . . . . . . . . . . . 103 Copyright Le,*ol,uoo02w1omoAll Rights Reserved. LeApol Local Government Manual 8O2-Discriminatory Harassment . . . . . . . . . . . . . . . . . 110 6O3-Grievances . . . . . . . . . . . . . . . . . . . . . . 115 GO4-Anti -Rmteiation. . . . . . . . . . . . . . . . . . ' . . 117 6O5-Drug-and Alcohol- Free Workplace . . . . . . . . . . . . . . 120 8O6-Communicable Diseases . . . . . . . . . . . . . . . . . . 123 8O7-Smoking and Tobacco Use . . . . . . . . . . . . . . . . . 127 8O8-Meal Periods and Breaks . . . . . . . . . . . . . . . . . 128 8O8-Lactation Breaks . . . . . . . . . . . . . . . . . . . . 129 61D-Payroll Records . . . . . . . . . . . . . . . . . . . . 131 G11-Overtime Compensation . . . . . . . . . . . . . . . . . . 132 612-Work-Related Illness and Injury Reporting. . . . . . . . . . . . 134 813-Temporary Modified -Duty Assignments 136 614-Speech, Expression, and Social Networking ............140 G15-Illness and Injury Prevention . . . . . . . . . . . . . . . . 143 618- WorkplaceVkolenoe. . . . . . . . . . . . . . . . . . . 148 817-Outside Employment . . . . . . . . ' . . . . . . . . . . 151 818-Personal Appearance Standards . . . . . . . . . . . . . ' . 155 81Q-Dress Code . . . . . . . . . . . . . . . . . . . . . . 157 82O-Family and Medical Leave . . . . . . . . . . . . . . . . . 158 621-Sick Leave . . . . . . . . . . . . . . . . . . . . . . 166 822-Travel Reimbursement Policy 168 623-Petty Cash Manegement. . . . . . . . . . . . . . . . . . 171 G24-Conflict ofInterest . . . . . . . . . . . . . . . . . . . . 174 825- Fitness and Wellness . . . . . . . . . . . . . . . . . . . 178 828 -Peroonal Firearms . . . . . . . . . . . . . . . . . . . . 177 Copyright Lexipo uoo024/1omoAll Rights Reserved. Lexipol Local Government Administration Policy Manual 305.1 PURPOSE AND SCOPE The purpose of this policy is to provide guidelines for the proper display of flags at city facilities. 305.2 POLICY It is the policy of the City to display flags in compliance with federal and state laws and local ordinances. 305.3 DISPLAY OF FLAGS Flags flown at city facilities will be displayed in the following order of prominence: (a) The United States flag (b) Flags of foreign governments recognized by the United States when flown with the � United States flag (c) The state flag (d) The city flag (e) The department flag (f) Any commemorative flags 305.4 DISPLAYING THE FLAG OF THE UNITED STATES Federal law providing for the use and the display of the United States flag is contained in Title 4 Chapter 1 of the United States Code, commonly referred to as the "Flag Code." The City will display the flag of the United States in accordance with the provisions of 4 USC § 1 through 4 USC § 10. 305.4.1 DISPLAY OF THE UNITED STATES FLAG IN DAILY OPERATIONS Employees should consult the Flag Code for guidance whenever the flag of the United States is to be displayed in any manner. This is to ensure that the display is presented in accordance with the Flag Code and as follows: (a) The United States flag should be conspicuously posted on all city facilities during hours of operation. (b) It is the universal custom to display the flag only from sunrise to sunset on buildings and on a stationary flagstaff in the open. However, the flag may be displayed 24 hours a day if it is properly illuminated during the hours of darkness (4 USC § 6). (c) The flag should not be displayed on days when the weather is inclement, except when an all-weather flag is displayed (4 USC § 6). (d) The United States flag may only be flown at half-staff by Presidential or Gubernatorial decree, and on Memorial Day until noon (4 USC § 7). Copyright Lexipol, LLC 2023/04/12, www.lexipol.com/local-government All Rights Reserved. 3 Published with permission by Lexipol Lexipol Local Government Administration Policy Manual Flags Whenever the United States flag is displayed in conjunction with other flags or symbols it should occupy the "Place of Honor" (4 USC § 7). 305.5 DISPLAY OF THE STATE FLAG The City will display the state flag prominently and in the proper position of honor in accordance with the United States Flag Code. 305.5.1 DISPLAY OF THE STATE FLAG IN DAILY OPERATIONS Employees should review state law for guidance whenever the flag is to be displayed in any manner to ensure that the display is presented appropriately. Displays of the flag should be consistent with the following protocol: (a) The flag should be conspicuously posted on all city facilities during hours of operation. (b) Generally, the flag should be displayed only from sunrise to sunset on buildings and on a stationary flagstaff in the open. However, the flag may be displayed 24 hours a day if it is properly illuminated during the hours of darkness. (c) The flag should not be displayed on days when the weather is inclement, except when an all-weather flag is displayed. (d) The flag shall be flown at half-staff whenever the flag of the United States is flown at half-staff, and may only be flown at half-staff at other times by order of the Governor. (e) Whenever the flag is displayed in conjunction with the United States flag, the United States flag shall occupy the position of first honor (4 USC § 7). When the flag is displayed in conjunction with other flags or symbols, it should occupy the position of honor. 305.6 DISPLAY OF COMMEMORATIVE OR UNOFFICIAL FLAGS City flag displays, including but not limited to flagstaffs, are not intended to serve as a forum for free expression by the public. Commemorative flags or flags not identified in this policy, including flags of a government not recognized by the United States, should not be displayed by the City without prior approval from the City Manager. Copyright Lexipol, LLC 2023/04/12, www.lexipol.com/local-government All Rights Reserved. Published with permission by Lexipol 4 LeApol Local Government Administration Policy Manual Anti -Retaliation 604.1 PURPOSE AND SCOPE This policy prohibits retaliation against employees who identify workplace issues, such as fraud, waste, abuse of authority, gross mismanagement, or any inappropriate conduct or practices, including violations that may pose a threat to the health, safety, or well-being of employees. This policy does not prohibit actions taken for nondiscriminatory or non -retaliatory reasons, such as discipline for cause. These guidelines are intended to supplement and not limit employees' access to other applicable remedies. Nothing in this policy shall diminish the rights or remedies of an employee pursuant to any applicable federal law, provision of the U.S. Constitution, state and local law, ordinance, or current employment agreement. 604.2 POLICY The City has a zero tolerance for retaliation and is committed to taking reasonable steps to protect from retaliation employees who, in good faith, engage in permitted behavior or who report or participate in the reporting or investigation of workplace issues. All complaints of retaliation will be taken seriously and will be promptly and appropriately investigated. 604.3 RETALIATION PROHIBITED No employee may retaliate against any person for engaging in lawful or otherwise permitted behavior; for opposing a practice believed to be unlawful, unethical, discriminatory, or retaliatory; for reporting or making a complaint under this policy; or for participating in any investigation related to a complaint under this or any other policy. Retaliation includes any adverse action or conduct, including but not limited to: • Refusing to hire or denying a promotion. • Extending the probationary period. • Unjustified reassignment of duties or change of work schedule. i Real or implied threats or other forms of intimidation to dissuade the reporting of wrongdoing or filing of a complaint, or as a consequence of having reported or participated in protected activity. • Taking unwarranted disciplinary action. • Spreading rumors about the person filing the complaint or about the alleged wrongdoing. • Shunning or unreasonably avoiding a person because the person has engaged in protected activity. Copyright Lexipol, LLC 2023/04/12, www.lexipol.com/local-government All Rights Reserved. Published with permission by Lexipol 5 Lexipol Local Government Administration Policy Manual 604.4 COMPLAINTS OF RETALIATION Any employee who feels retaliated against in violation of this policy should promptly report the matter to any supervisor, or the City Manager or the authorized designee. Employees shall act in good faith, not engage in unwarranted reporting of trivial or minor deviations or transgressions, and make reasonable efforts to verify facts before making any complaint in order to avoid baseless allegations. Employees shall not report or state an intention to report information or an allegation knowing it to be false or with willful or reckless disregard for the truth or falsity of the information, or otherwise act in bad faith. Investigations are generally more effective when the identity of the reporting employee is known, thereby allowing investigators to obtain additional information from the reporting employee. However, complaints may be made anonymously. All reasonable efforts shall be made to protect the reporting employee's identity. However, confidential information may be disclosed to the extent required by law or to the degree necessary to conduct an adequate investigation and make a determination regarding a complaint. In some situations, the investigative process may not be complete unless the source of the information and a statement by the employee are part of the investigative process. 604.5 SUPERVISOR RESPONSIBILITIES The responsibilities of supervisors include but are not limited to: (a) Ensuring complaints of retaliation are investigated. (b) Receiving all complaints in a fair and impartial manner. (c) Documenting the complaint and any steps taken to resolve the problem. (d) Acknowledging receipt of the complaint, notifying the City Manager or the authorized designee, and explaining to the employee how the complaint will be handled. (e) Taking appropriate and reasonable steps to mitigate any further violations of this policy. (f) Monitoring the work environment to ensure that any employee making a complaint is not subjected to further retaliation. (g) Periodic follow-up with the complainant to ensure that retaliation is not continuing. (h) Not interfering with or denying the right of an employee to make any complaint. (i) Taking reasonable steps to accommodate requests for assignment or schedule changes made by an employee who may be the target of retaliation if it would likely mitigate the potential for further violations of this policy. 604.6 COMPLAINT PROCESS The City Manager should communicate to all supervisors the prohibition against retaliation. Supervisors shall treat all complaints as serious matters and shall ensure that prompt actions take place, including but not limited to: Copyright Lexipol, LLC 2023/04/12, www.lexipol.com/local-government All Rights Reserved. 6 Published with permission by Lexipol Lexipol Local Government Administration Policy Manual (a) Communicating to all employees the prohibition against retaliation. (b) The timely review of complaint investigations. (c) Remediation of any inappropriate conduct or condition and instituting measures to eliminate or minimize the likelihood of recurrence. (d) The timely communication of the outcome to the complainant. 604.7 WHISTLE -BLOWING Employees who believe they have been the subject of retaliation for engaging in protected behaviors should promptly report it to a supervisor. Supervisors should refer the complaint to the City Manager or the authorized designee for investigation. 604.8 RECORDS RETENTION AND RELEASE The Custodian of Records shall ensure that documentation of investigations is maintained in accordance with the established records retention schedules. 604.9 TRAINING This policy should be reviewed with each new employee. All employees should receive periodic refresher training on the requirements of this policy. Copyright Lexipol, LLC 2023/04/12, www.lexipoi.com/local-government All Rights Reserved. 7 Published with permission by Lexipol Lexipol Local Government Administration Policy Manual f mt- Better Policy Understanding in Just Minutes a Day Even the best policy manual isn't effective if it's not backed by ongoing training. Yet too often, public safety agencies merely ask personnel to acknowledge policies; they don't train on them. This creates risk for personnel and vulnerability for the agency. Lexipol's Daily Training Bulletins use a proven system of solid, realistic, ongoing and verifiable training to help personnel learn to apply policies and improve their ability to make well - reasoned decisions. These brief, scenario -based lessons provide a convenient way to enhance your members' policy understanding. Each Daily Training Bulletin takes just a few minutes to complete and includes a test question to measure comprehension. Training Designed to Protect Lexipol's Daily Training Bulletins cover many aspects of your policy manual, with a focus on high -risk, low -frequency events - the incidents that pose the most risk to your personnel. Daily Training Bulletins are written by public safety experts and use news stories, industry reports, and court cases as inspiration to create realistic, relatable scenarios. Each month, you'll receive a package of Daily Training Bulletins to review and issue to your members. Using Lexipol's online platform, you can: • Customize and edit the training bulletins to reflect agency -specific practices • Determine when you want your personnel to complete training and how many training bulletins you want to issue • Tailor training so specific groups are assigned to complete only the bulletins applicable to them • Generate reports that track completion of training • Create custom training bulletins, or group bulletins into special -focus training packages Anatomy of a Daily Training Bulletin A succinct question Brief discussion and A straight -forward related to the scenario analysis shows how question confirms A short, realistic story focuses the user on a single learning Current content from engages personnel. objective. the agency's policy Scenarios are drawn manual allows from past incidents and personnel to review a experiences, court specific part of a policy cases and media relevant to the scenario reports. and issue question. the policy applies to the reader grasped the facts of the A concise the learning scenario, and may statement answers objective and include the purpose, the issue question. completed the implications, or other training. policy discussion. Copyright Lexipol, LLC 2023/04/12, www.lexipol.com/law-enforcement All Rights Reserved. Published with permission by Lexipol Lexipol Local Government Administration Policy Manual Discriminatory Harassment -Responsibilities Topic: Personnel DTB Date: SCENARIO: Our longtime records department employee, Gina Alexander, recently quit her job. Ms. Alexander was well -liked for her enthusiasm, good humor, and outgoing personality. Many were sad to hear she was leaving to be a full-time caregiver for her children. Ms. Alexander's replacement, Annie Huff, is a much older woman with a quieter disposition. Though polite and good at her job, coworker Kenrick Barrie has noticed that city employee Anthony Haskell has been loudly and frequently complaining about Ms. Huff. Many of his complaints are about her being "past retirement age" and "stealing a job from a young person who needs it." These comments are made mostly to other employees and generally out of Ms. Huffs earshot. Mr. Barrie has asked Mr. Haskell to "knock it off' and to "pipe down about it" several times. However, today Mr. Barrie is in the records department and overhears Mr. Haskell say, "C'mon old lady, I need those records today. If Gina was still working here, this would have been done yesterday, and I wouldn't have to look at your sourpuss face." Mr. Barrie intervenes and suggests Mr. Haskell leave the room. After Mr. Haskell leaves, Mr. Barrie apologizes to Ms. Huff for his coworker's behavior and asks if she is all right. Near tears, Ms. Huff indicates that she is "fine" and asks Mr. Barrie not to say anything about the incident. Ms. Huff adds that she needs this job, and she doesn't want to jeopardize it by causing any problems. ISSUE: Should Mr. Barrie report his observations to a supervisor? - 602.3.1 DISCRIMINATION The City prohibits all forms of discrimination, including any employment -related action by an employee that adversely affects an applicant or employee and is based on the actual or perceived race, ethnicity, national origin, religion, sex, sexual orientation, gender identity or expression, age, disability, pregnancy, genetic information, veteran status, marital status, and any other classification or status protected by law. Discriminatory harassment, including sexual harassment, is verbal or physical conduct that demeans or shows hostility or aversion toward an individual based upon that individual's protected class. It has the effect of interfering with an individual's work performance or creating a hostile or abusive work environment. Conduct that may, under certain circumstances, constitute discriminatory harassment can include making derogatory comments, crude and offensive statements or remarks; making slurs or off-color jokes; stereotyping; engaging in threatening acts; making indecent gestures, pictures, cartoons, posters, or material; making inappropriate physical contact; or using written material or city equipment and/or systems to transmit or receive offensive material, statements, Copyright Lexipol, LLC 2023/04/12, www.lexipol.com/local-government All Rights Reserved. Published with permission by Lexipol Lexipol Local Government Administration Policy Manual or pictures. Such conduct is contrary to city policy and to a work environment that is free of discrimination. 602.4 RESPONSIBILITIES This policy applies to all city employees, who shall follow the intent of these guidelines in a manner that reflects city policy, professional standards, and the best interest of the City and its mission. Employees are encouraged to promptly report any discriminatory, retaliatory, or harassing conduct or known violations of this policy to a supervisor. Any employee who is not comfortable with reporting violations of this policy to an immediate supervisor may make the report to a higher -ranking supervisor or manager. Complaints may also be filed with the City Manager. Any employees who believe, in good faith, that they have been discriminated against, harassed, or subjected to retaliation, or who have observed harassment, discrimination, or retaliation, are encouraged to promptly report such conduct in accordance with the procedures set forth in this policy. Supervisors and managers receiving information regarding alleged violations of this policy shall determine if there is any basis for the allegation and shall proceed with a resolution as stated below. ANALYSIS: Mr. Haskell's inappropriate and derogatory comments about Ms. Huff, both in and out of her presence, appear to be focused on Ms. Huffs age. His comments appear to be of a harassing nature based on a classification protected by law. They are demeaning and hostile toward Ms. Huff and based on her age. The fact that Ms. Huff was near tears when Mr. Barrie spoke to her indicates that Mr. Haskell's conduct may be creating a hostile or abusive work environment for Ms. Huff. Ms. Huff is reluctant to report Mr. Haskell's discriminatory harassment. However, the City is committed to maintaining a work environment that is free of all forms of discriminatory harassment, and Mr. Barrie reporting his observations would alert the City to Mr. Haskell's behavior so that it can be appropriately addressed. CONCLUSION: Mr. Barrie should promptly report Mr. Haskell's treatment of Ms. Huff to a supervisor. QUESTION: If you observe discriminatory harassment, you should only report your observations if the victim consents. ANSWERS: (a) True (b) False Correct Answer: (b) False Copyright Lexipol, LLC 2023/04/12, www.lexipol.com/local-government All Rights Reserved. 10 Published with permission by Lexipol Lexipol Local Government Administration Policy Manual Retaliation Prohibited Topic: Personnel DTB Date: SCENARIO: David Sanderson recently discovered that the City was not meeting a certain training mandate, and he brought this to the attention of his manager. As a result of the information Mr. Sanderson provided, the City Manager ordered an audit, which uncovered several areas where the department was failing to provide training as required. Additional sessions of training have been scheduled, and many employees are unhappy about it. Supervisors William House and Bryan Tolson are talking among themselves about Mr. Sanderson's report. "So, from what I hear, it sounds like the reason that all of the employees have to complete more training is because Dave took it upon himself to file a complaint about us not meeting all of the training mandates. My source is pretty sure it was Dave," Supervisor House says. "We should make sure everyone knows this is his fault. Maybe a little peer pressure will keep him, and others, from giving us more work than we already have," he continues. ISSUE: Should Supervisor House tell other employees that the additional training is related to a complaint made by Mr. Sanderson? REFER: 604.1 PURPOSE AND SCOPE This policy prohibits retaliation against employees who identify workplace issues, such as fraud, waste, abuse of authority, gross mismanagement, or any inappropriate conduct or practices, including violations that may pose a threat to the health, safety, or well-being of employees. This policy does not prohibit actions taken for nondiscriminatory or non -retaliatory reasons, such as discipline for cause. These guidelines are intended to supplement and not limit employees' access to other applicable remedies. Nothing in this policy shall diminish the rights or remedies of an employee pursuant to any applicable federal law, provision of the U.S. Constitution, state and local law, ordinance, or current employment agreement. 604.3 Retaliation Prohibited Th employee may retaliate against any person for engaging in lawful or otherwise permitted behavior; for opposing a practice believed to be unlawful, unethical, discriminatory, or retaliatory; for reporting or making a complaint under this policy; or for participating in any investigation related to a complaint under this or any other policy. Copyright Lexipol, LLC 2023/04/12, www.lexipol.com/local-government 11 All Rights Reserved. Published with permission by Lexipol Lexipol Local Government Administration Policy Manual Retaliation includes any adverse action or conduct, including but not limited to: • Refusing to hire or denying a promotion. • Extending the probationary period. • Unjustified reassignment of duties or change of work schedule. • Real or implied threats or other forms of intimidation to dissuade the reporting of wrongdoing or filing of a complaint, or as a consequence of having reported or participated in protected activity. • Taking unwarranted disciplinary action. • Spreading rumors about the person filing the complaint or about the alleged wrongdoing. • Shunning or unreasonably avoiding a person because the person has engaged in protected activity. ANALYSIS: Mr. Sanderson reported a workplace issue to his manager relating to a training deficit. Supervisor House has learned that Mr. Sanderson reported the violation and is considering ways to intimidate Mr. Sanderson and other employees so that similar complaints are not made in the future. Supervisor House's proposed actions would amount to retaliation against Mr. Sanderson. CONCLUSION: Supervisor House should not tell other employees that the additional training is related to a complaint made by Mr. Sanderson. QUESTION: Retaliation includes any adverse action or conduct and can include real or implied threats to dissuade the reporting of wrongdoing or the filing of a complaint. ANSWERS: (a) True (b) False Correct Answer: (a) True Copyright Lexipol, LLC 2023/04/12, www.lexipol.com/local-government 2 All Rights Reserved. Published with permission by Lexipol 1111[LEXI OL Lexipol's|mplementation Policy Tiers provide @proven, systematic approach to implementing policies. Each tier represents half Ofthe manual and includes ODe-oD-oMe collaborative assistance 10help you review, customize and adopt the policies efficiently and effectively. Choose one tier 1o`Unlpst@rtyour new manual Or combine both for maximum efficiency. TIER 1 - HIGH -RISK POLICIES Foundational policies necessary to provide structure and authority to your policy manual, as well @Spolicies addressing high-rioklow-frequency and high-riakhigh-frequency incidents. ^ Preface ^ Mission Statement ~ Code ofEthics ^ Policy Manual ^ Standards ofConduct for Elected Officials ~ Standards ofConduct for All Employees ^ Use ofSocial Media ^ Limited English Proficiency Services ^ ADAConnp|ienoe ^ Communications with Persons with Disabilities ^ Service Animals ~ Emergency Management Plan ^ Recruitment and Selection ^ Performance Evaluations ~ Discriminatory Harassment ~ Grievances ^ Anti -Retaliation ^ Drug-ondAJoohol-FreeVVorkoeoe ^ Lactation Breaks ^ Overtime Compensation ^ Work -Related Illness and Injury Reporting ^ Temporary Modified{}utyAnsignrnento ^ Speech, Expression and Social Networking ^ Workplace Violence ^ Outside Employment ^ Family and Medical Leave ^ Sick Leave ill POL TIER 2 - HIGH -LIABILITY POLICIES Policies that relate to day-to-day operations. • Electronic Mail • Information Technology Use • Subpoenas and Court Appearances • Volunteers and Student Interns • Key and Electronic Access Device Control • Public Safety Video Surveillance System • Use of City Facilities • Religious Displays on City/County/Municipal Property • Monuments on Public Property • First Amendment Assemblies on City/County/ Municipal Property • Flags • City -Owned and Personal Property PLEME T - POLICY TIERS __0 ' 1 • Personal Communication Devices • Vehicle Maintenance • Vehicle Use • Seat/Safety Belts • Personal Protective Equipment • Equipment Inventory and Supplies • Communicable Diseases • Smoking and Tobacco Use • Meal Periods and Breaks • Payroll Records • Illness and Injury Prevention • Personal Appearance Standards • Uniforms and Civilian Attire e w: r { 30, - .1'•-:•� n� 'ti ,'.:• - R .• � ;' -� � .. -� .� �y' 1. � . l - lI 1L LOCAL GOVERNMENT Are Your Policies Putting You at Risk? The strength of local government lies in its diversity —but managing the various functions and departments creates inherent challenges. Without the right tools, inconsistencies in employee policies and training can develop, exposing your municipality to significant risks. Constitutionally sound, up-to-date policies provide a foundation for consistent, safe operations. But many local governments struggle to keep policies updated and distributed consistently to all employees. Achieve Peace of Mind With Lexipol Lexipol's Local Government Administration Policy Manual and Management Platform provides: * Policies developed by attorneys and subject matter experts, based on federal laws and regulations as well as nationwide best practices * Scenario -based training bulletins to bring policy to life Document management tools A »---------_- optimized for policy management • Electronic policy issuance and acknowledgment tracking to - ------------------ enhance accountability UIL Experience the Benefits of Lexipol's Local Government Services AKeep your personnel safe 0 Save time and money Easy -to -understand policies focused Policy management tools allow you to 990� on high -risk personnel areas create the 0efficiently distribute policy content and foundation for safe operations automate revision controls Reduce risk Policies based on federal laws and best practices promote consistent, legal operations across departments and divisions Enhance compliance Built-in reports make it easy to track Pei and document employee policy acknowledgment Policies Designed to Protect P VA_ Improve access to policy content Your policy content is available anytime, anywhere through an online platform and mobile app 4& Improve policy understanding Intuitive features allow for the creation of training materials to help employees apply your policies 50+ policies covering high -risk personnel and operations areas, including.. • Standards of conduct for elected 9 Use of public facilities officials * Holiday displays • Standards of conduct for all employees 9 Communicable diseases 9 1 1100aw- • Speech, expression and social networking Trusted by more than 10,000 public safety agencies and municipalities nationwide "Lexipol has been great in helping our city with a complete policy solution with local government -specific policies. This relieves me and my staff from policy administrative tasks and allows us to focus more on serving our constituents." John Orzech, Assistant City Manager Sandusky, OH "Policy updates and administration have aiI ways been a nightmare for us. Lexipol"s policies are legally Sound and we are H E RW M AN confident they place the City on solid i ground for risk management. Lexipol was flexible in incorporating our specific City policies and creating an easy transition," Travis Dunn, HR Manager Merriman, UT �I `REDUCE RISK AND INCREASE PRODU(�TIVITY...... ...... ..... WITH TRUSTED ONLINE TRAINING KEY FEATURES 0 0=_ Manage personnel credential 93- renewal by level, state and I category requirement r Upload and build your own content, including tests and quizzes to assign to personnel n Track activity status of course —, and skills development nnn assignments and capture digital signatures F.EQuickly and efficiently communicate citywide training mandates 'I r LEXIPOL www.localgovu.com info@localgovu.com 844-312-9500 LocalGov �; Training Across The Local Government Sector And All Facets Of Public Safety LocalGovU features an extensive, diverse online library for local government and public entities, with courses and videos used to strengthen existing skill sets and drive successful professional develo pment. Choose from f training relevant to all members of local government —such as management skills, safety and compliance, and customer service —or select courses from our specialized academies: POLICEONE A C A 41 F KA V Accredited or approved for re-training and re-certification in nearly 40 states, Police0ne Academy offers 400 courses and more than I 00 videos on topics such as active shooter, communication skills, officer survival, subject, control and more. COBBECiIONSONE ACADEMY With 550 courses and videos covering 20 mission -critical topics, Corrections one Academy provides high -quality training on contraband control, defensive tactics, leadership skills, mental health in jails, riot response and more. FireRescue{2 ACADEMY > Offering a comprehensive suite of more than 1,000 fire and EMS courses and videos, FireRescuel Academy helps firefighters build tactical knowledge and develop incident command skills. EMSij�( A leading authority in the EMS industry for more than a decade, EMS1 Academy provides more than 500 courses and videos totaling over 440 continuing education hours accredited by the Commission on Accreditation for Pre -Hospital Continuing Education (C, PCE). Serving More Than 200,000 Personnel Nationwide % ANACORTES AAASHINc'rON co "LocalGovU provides us an excellent ability to complete training that is necessary, but not always readily available in person. The sexual harassment training has been particularly effective to be able to offer immediately to new employees. I appreciate that there is a simple test following the training to ensure focus during the training session." Emily Schuh Administrative Services Director City of Anacortes, WA "We focus on risk management topics that could prevent claims and lawsuits. However, our staff simply could not visit every member, even once each year. Online training allows us to offer training to every member," Pam Spinks Director of Professional Development Oklahoma Municipal Assurance Group