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Employee Handbook

Revised 06/13/2023

OVI GENERAL CONTRACTING, LLC

1. INTRODUCTION​

1.1 Commitment to Excellence​

OVI General Contracting, LLC (Hereinafter referred to as OVI-GC) is committed to a standard of excellence in the services that it provides to its clients. Our employees participate in and are an integral part of our efforts to meet this commitment and to achieve a standard of excellence. The company and its employees are judged on their performance and results. It is important that both retain the ability to determine their own relationships with one another. Consequently, it is important to note that you and the company share the right to sever the employment relationship at will, at any time, with or without cause or advance notice.

While there is no simple rule that can guarantee success in any business, there are certain fundamental things that largely determine the company's performance. Most importantly is how well each individual does his or her job. A person who uses his/her working hours to the best advantage, pays attention to detail, can see a job through with minimal supervision, and is ready and willing to accept greater responsibilities as opportunities occur, is more likely to succeed. Such qualities as initiative, mental alertness, and ability to get along with people, a cooperative attitude and professional appearance are important.

We urge you to do your utmost to exhibit an interest in the company so that you will not only be a credit to its operation but will acquire the true sense of well-being and satisfaction that comes from knowledge of a job well done.

1.2 Goals​

The goal of OVI-GC is to achieve the highest excellence when providing our clients with project development, construction management, general contracting services, and facility services management. By implementing the requirements of ever-changing philosophies and techniques into an appropriately designed and coherently planned project, OVI-GC achieves the results of functional, aesthetically pleasing and quality-built facilities.

Over the years, the scope and complexity of our responsibilities have grown significantly. Our commitments continue to be the application of the highest standards of honesty and integrity in our dealings with clients, community, other members of the building industry, employees, and our stockholders and to conduct our business in the best interests of each.

It is the desire of OVI-GC that all employees cooperate in the effort to create and maintain the best possible image for the firm.

1.3 Introduction to Manual​

OVI-GC has prepared this manual to provide you with an overview of the company's policies, benefits, and rules. It is intended to familiarize you with important information about the company, as well as provide information regarding your own privileges and responsibilities. It is important that you read, understand, and follow the provisions of this manual. This manual and its contents are presented as a matter of information only and do not constitute a contract of employment (express or implied), guarantee, or expectation of continued employment.

It is obviously not possible to anticipate every situation that may arise in the workplace or to provide information that answers every possible question. In addition, circumstances will undoubtedly require that policies, practices, and benefits described in this manual change from time to time. Accordingly, the company must reserve the right to modify, supplement, suspend, or revise any provision of this manual, as it deems necessary or appropriate in its discretion. Company policies may only be modified in writing and signed or issued by the managing principals of the company. The Company will generally attempt to timely notify you of any changes that occur. Employees are urged to discuss any question with either the Human Resources Representative or the President. You will be provided with a copy of the manual, any revisions and will be required to acknowledge that you have received them. A current copy of the manual is available from the Human Resource Representative or can be retrieved from the employee portal.

Nothing in this handbook, in any individual policy, nor any other Company policy, document, or agreement is intended to, nor should it be construed to restrict your right to protest regarding or discuss your wages, benefits, or other terms and conditions of your employment with your coworkers, your current or potential bargaining representative, or an appropriate governmental agency.

1.4 At-Will Employment​

Your employment with OVI-GC is at-will. At-will employment means that either you or OVI-GC may, at any time, terminate the employment relationship, with or without cause. No person, other than one of the managing principals of OVI-GC, has the authority to enter into any agreement or make any representations or oral or written policies inconsistent with your at-will employment relationship, and those inconsistent arrangements must be in writing, signed by the President before they are effective. Nothing in his handbook is intended to nor should be construed to limit employees' at-will employment status.

1.5 Equal Employment Opportunity​

OVI-GC subscribes fully to a policy wherein applicants are considered only based on job-related qualifications. At no time will applicants be subject to unlawful discrimination. All OVI-GC personnel will be considered equally for salary increases, promotions, eligibility for benefits, termination due to reduction in staff, termination for cause, or any other personnel action based on such things as job-related performance, company need, and seniority. Any employment-related action will not be made based on unlawful discrimination.

OVI-GC will afford reasonable accommodation that does not cause undue hardship to qualified applicants and employees with a known disability or for an employee's religious beliefs. Personnel requesting any accommodation shall make the formal request to the human resource representative or one of the managing principals.

Every member of management will carry forward OVI-GC's policy of non-discrimination, equal employment opportunity and reasonable accommodation. All employees are expected to conduct themselves in a manner that is without discrimination.

In accordance with the Immigration Reform and Control Act of 1986, it is our firm's policy to hire only those individuals who are authorized to work in the United States. Pursuant to this law, all individuals who are offered employment will be required to submit documentary proof of their identity and employment authorization. Employees will also be required to complete and sign, under oath, Immigration and Naturalization Service Form I-9. Form I-9 requires that you attest that you are authorized to work in the job for which you are hired and that the documents that you submitted are genuine. If you are authorized to work in this country for a limited period of time, before the expiration of that period, you will be required to submit proof of your employment authorization and sign another I-9 in order to remain employed by the company.

Personnel have been assembled to enable the firm to meet its obligations to clients and to conduct itself as a professional business organization. Each applicant for employment will be evaluated based on educational training, professional or other employment experience, professional licensing (when appropriate), and apparent aptitude, ability, and potential to participate in the firm's activities.

The policy of evaluating individual performance and ability in relation to the requirements of the firm shall apply to all personnel actions and particularly to those affecting salary increases, promotions, and terminations (for any reason).

1.6 Harassment​

OVI-GC is committed to providing a work environment that is free from discrimination. In keeping with this commitment, OVI-GC maintains a strict policy prohibiting unlawful harassment, including harassment on the basis of race, color, citizenship, ancestry, national origin, age, religion, disability, veteran, current, or future military status, gender expression or identity, sex, sexual orientation, pregnancy, genetic information, marital status or other characteristic protected by state or federal law ("Protected Classes"). This policy prohibits harassment in any form including verbal, physical, and visual harassment, which may create a hostile, intimidating or otherwise offensive work environment.

In keeping with that policy, the firm prohibits harassment of its employees by other employees or outside parties. Prohibited harassment negatively affects morale, motivation, and job performance. It is inappropriate, offensive, illegal and will not be tolerated.

Harassment includes unwelcome verbal behavior such as comments, suggestions, jokes, or derogatory remarks based on Protected Classes. Sexual harassment may also include physical behavior (such as pats, squeezes, repeatedly brushing against someone's body, or impeding or blocking normal work or movement); visual harassment such as posting of sexually suggestive or derogatory pictures, cartoons or drawings, even at one's workstation; unwanted sexual advances, pressure for sexual favors or basing employment decisions (such as employee's performance evaluation, work assignments, or advancement) upon the employee's acquiescence to sexually harassing behavior in the work place.

Any employee who is aware of any instances of prohibited harassment shall report the alleged act immediately to his/her department manager. If the employee is uncomfortable in discussing the matter with his/her department manager or if the department manager is not available, the employee shall report the alleged act to the human resources representative or a managing principal. Department managers who receive a harassment complaint are to contact the human resources representative or a managing principal immediately.

All complaints will be investigated promptly, impartially, and as discreetly as possible. Upon completion of the investigation, the appropriate parties will be notified of the findings. Any employee who has been found to harass an employee will be subject to appropriate corrective action, ranging from a disciplinary warning to termination. No employee will suffer retaliation for reporting instances of prohibited harassment.

We trust that employees of OVI-GC will act responsibly to maintain a pleasant working environment, free from discrimination, allowing each employee to perform to his/her potential. OVI-GC encourages any employee to bring questions he or she may have regarding discrimination of this type to the human resources representative or a managing principal.

1.6.1 Sexual Harassment Training​

Sexual harassment is the most common type of workplace harassment. Due to its prevalence and damaging affects to an organization's productivity, morale and culture, OVI-GC requires training on an ongoing basis to actively prevent and eliminate sexual harassment in our workplace. As part of this effort, all new employees will be required to participate in an online training as part of their initial onboarding. Sexual harassment training will then take place within the company every other year or as determined by the human resources representative or managing principals.

2. EMPLOYMENT​

2.1 Definition of Employee Status​

  • Regular, Full-Time: Employees who are not in a temporary status and work a minimum of 30 hours per week as reflected on the timecard and maintain continuous employment status. Generally, these employees are eligible for the full-time benefits package and are subject to the terms, conditions, and limitations of each benefits program.
  • Regular, Part-Time: Employees who are not in a temporary status and who are regularly scheduled to work fewer than 30 hours weekly, but at least 20 hours weekly, and who maintain continuous employment status. Part-time employees are eligible for some of the benefits offered by the company and are subject to the terms, conditions, and limitations of each benefits program.
  • Temporary, Full-Time: Employees who are hired as interim replacements to temporarily supplement the workforce or to assist in the completion of a specific project and who are temporarily scheduled to work the company's full-time schedule for a limited duration. Employment beyond any initially stated period does not in any way imply a change in employment status. Temporary employees are not eligible for employer sponsored benefits.
  • Temporary, Part-Time: Employees who are hired as interim replacements to temporarily supplement the workforce or to assist in the completion of a specific project and who are temporarily scheduled to work fewer than 30 hours weekly for a limited duration. Employment beyond any initially stated period does not in any way imply a change in employment status. Temporary employees are not eligible for employer sponsored benefits.

2.2 Personnel Records​

A potential employee is required to submit a resume. They will be asked to fill out a work history form prior to the interview. Failure to provide complete and accurate information may result in your resume not being considered or in termination from any subsequent employment.

Each potential employee, at the time of the offer of employment, will be required to complete a background authorization form as a condition of employment. OVI-GC reserves the right to rescind the offer should the results of the background investigation be unsuccessful.

At the time of offer of employment, the potential employee will be required to read and sign a non-compete and non-solicitation agreement.

Each new employee is required to complete various forms for withholding federal and state income tax, other payroll deductions, and eligibility for the firm's insurance and other benefit programs.

Each new employee should carefully review the provisions in this Manual and the Benefits Folder for the various insurance programs to determine eligibility for coverage. Newly hired employees are urged to maintain or procure necessary insurance to protect themselves and their families until their coverage under the firm's group insurance takes effect (the first day of the month following date of hire).

Each employee is requested to complete a form indicating who to contact in case of an emergency. This information is voluntary and will be kept confidential and is requested only for the benefit of the person providing it.

Each employee is requested to notify the human resources representative of change of marital status, new dependents, address, or phone number so that records can be updated. A name change will not be processed until an updated, original Social Security card has been shown to the human resources representative.

Personnel records are the property of the company and are considered confidential. Personnel can request a copy of all personnel records of which they would have been given a copy in the course of their employment. Requests for such records must be made in writing and the human resources representative will provide a copy of the records in a reasonable time.

3. TIME AND PAY​

3.1 Office Hours​

Office hours are observed Monday through Friday from 8:00 AM to 5:00 PM. The normal workweek is 40 hours long. The lunch period can be flexed according to office needs and personal preference of the employee if it is not disruptive to the office and the department manager agrees.

All employees are to be prepared to begin work on time. It is expected that each employee will arrive at work at an appropriate time to meet this requirement. All employees must notify their department manager or the receptionist immediately if they will be unavoidably detained or absent. Since the work of the firm requires cooperation, it is essential that everyone observe the firm's working hours. This will also enable people conducting business with the firm to contact employees during normal office hours.

3.2 Overtime Work​

Although it is in everyone's best interest to complete work during regular office hours, the nature of the profession of construction sometimes makes this impossible. The firm expects every employee to be available for extended hours of work during critical rush periods. (Refer to sections 3.3 and 3.4 regarding overtime pay).

3.3 Exempt Personnel​

Certain personnel, under the law, will be exempt from overtime pay and will be notified of their exempt status. The extra efforts extended by these individuals will be carefully considered during salary and merit evaluations.

3.4 Non-Exempt Personnel​

All regular employees, who are not exempt from the overtime provisions of the federal Fair Labor Standards Act (FLSA) or any applicable state laws, are entitled to overtime pay for working over 40 hours per week as reflected on the timecard. All overtime is subject to prior written approval of the department manager or project manager. Working unauthorized overtime may result in discipline up to and including termination.

Compensation for authorized overtime in excess of 40 hours per week will be paid to hourly non-exempt employees at one and one-half times the basic hourly rate. All hours worked are to be included in the total hours worked per week to determine the basic hourly rate.

Compensation for authorized overtime in excess of 40 hours per week will be paid to salaried non-exempt employees at one-half times the basic hourly rate.

3.5 Work Week Defined​

Work occurring between Sunday at 12:00 A.M. through Saturday at 11:59 PM shall constitute a "work week". To accommodate work completion, it may be necessary to flex work hours within this time frame. Generally, all work will be completed during the normal "office hours" as defined above. However, for the computation of overtime hours, the "work week" defined herein will govern which days will be combined to determine whether overtime applies.

3.6 Time Records​

Time records are maintained by the firm as an official record and must be completed correctly. All time, including project administration and overhead, is to be accurately accounted for and charged to the proper code, as noted on the time record form, since this will constitute the basis for billing clients, compiling payrolls, and determining costs.

In order that clients are billed only for work directly chargeable to their projects, it is important that time be recorded accurately, including the proper allocation of time to the various projects and tasks codes. The minimum increment of time to be recorded is one-tenth of an hour.

Time records are to be kept by all office employees within the company's construction software program, Viewpoint. The time records are to be completed daily

, indicating regular and approved overtime hours (if non-exempt). For full-time employees, each day shall account for no fewer than eight hours and each week shall account for no fewer than 40 hours, including PTO and Holidays. The completed timecard should be "locked" by Friday of each week, so that the payroll department can access it.

Time records are to be kept by all job-site personnel on the standard timecard that is provided for that purpose and maintained electronically. The time records are to be completed daily, indicating regular and approved overtime hours (if non-exempt). For full-time employees, each day shall account for no fewer than eight hours and each week shall account for no fewer than 40 hours, including PTO and Holidays. The completed timecard should be emailed each Friday to: backoffice@ovi-gc.com.

All overtime worked must have prior written approval by the department manager or project manager. The project managers should assess whether the project has budget enough for overtime hours before approving.

3.7 Pay Periods and Paychecks​

The pay period for the firm is bi-weekly, and payday is the last working day of the week following each bi-weekly period. Each paycheck will include compensation for all regular and overtime hours reported on the time record submitted at the close of the pay period.

In accordance with the requirements of federal and state laws, deductions will be made automatically from each paycheck for federal withholding, state withholding and Federal Insurance Contribution Act (FICA). Advances in pay are discouraged.

3.8 Breaks​

There is no set time for breaks, but employees are expected not to abuse this policy by remaining away from their desk and work for extended periods of time. Violation will be cause for discipline up to and including termination of employment.

3.9 Performance Reviews​

The Company strives to review each employee's performance on a quarterly to six-month basis by the department manager or a managing principal. Salary increases are independent of the annual review.

An employee promoted to a more advanced position normally will receive a salary increase at the time of promotion. However, the company reserves the right to promote without an increase in compensation.

3.10 Salary Increases​

Cost-of-Living salary increases, and discretionary merit increases will usually happen in October of each year. Any discretionary bonus received in October should be considered as part of any potential Christmas gift. Performance, not longevity, is the key factor for any discretionary merit increase.

The goal of Cost-of-Living salary increases is two to three percent. This value is subject to change annually. The percentage is based on the annual national average consumer price index as established by the U.S. Bureau of Labor Statistics.

3.11 Promotions​

Employees are encouraged to prepare themselves for promotion and assumption of greater responsibilities since it is the policy of this firm to promote from within whenever possible, to fill vacant positions.

Promotions are based on merit, determined by performance on past and present assignments.

3.12 Paid Absences​

3.12.1 Self-Managed Personal Time Off (PTO) for Salaried Employees​

PTO as a Self-Managed policy is for salaried exempt and salaried non-exempt employees. OVI-GC trusts and empowers employees to be responsible for their time off without disrupting our effectiveness as a business or putting project delivery at risk. The policy rewards productive use of work hours and effective behaviors. The expectation is that if an employee's work is complete and it is approved by a supervisor, then time off can be taken. Taking work off when there are outstanding items or neglecting duties will result in disciplinary action up to and including termination.

All full-time, salaried employees who work at least 30 hours per week are eligible for paid PTO. There is no introductory period for new employees to begin using PTO. Temporary employees and those who work less than 30 hours per week are not eligible for paid PTO.

PTO must be approved first except for illness.

There are no limits on how much time an employee can take, but performance will be managed throughout the year to ensure that agreed-upon deliverables and work efforts are maintained in accordance with the employee's job description and duties.

There is no accrued PTO, no banked hours, and no rollover from year to year. No payout of unused time is available upon termination since there is no accrual. There is no "cash out" option. Vacation time is not "earned" until approved and as each day is taken, so there is no earned PTO upon termination.

A minimum of two weeks off per year, with one week being five continuous business days off is required.

If another employee has requested the same time off in the same department, it may be necessary to approve on a first come, first served basis or as the supervisor sees fit.

Work should be covered while an employee is gone. If necessary, it should be arranged with a co-worker to be on call for a project or a job site to be staffed by another OVI-GC employee.

Preparation and communication are essential, and responsibility is key for a Self-Managed PTO policy to work.

3.12.2 Personal Time Off (PTO) for Hourly Employees​

All full-time, hourly employees, who work at least 30 hours per week, are eligible for paid PTO. There is no introductory period for new employees to begin using PTO. Temporary employees and those who work less than 30 hours per week are not eligible for paid PTO.

Each full-time, hourly employee shall be allowed paid time off at an accrual rate of 3.08 hours per pay period, with 80 maximum PTO hours accrued per year.

When temporary employees transfer to regular full-time positions, they will be given credit for past hours worked when determining the date that they will begin accruing PTO.

PTO Request Forms must be filled out ahead of time (except in the case of illness) and submitted to the department manager for approval. It is expected that sufficient time will be given to the department manager in order to make arrangements to cover your time away.

PTO during regular office hours will be considered a paid absence.

PTO includes vacations, illnesses, funerals, hobby/club/sporting activities, personal errands, and all other activities except professional licensing, jury duty and approved professional development activities.

The use of PTO is at the discretion of each employee, except as required for holidays and subject to the needs of the firm. Any hourly employee will be permitted to carry over to the next year a maximum of 80 hours of their accrued PTO unless otherwise modified by the managing principals.

Maximum period of continuous absence by any employee shall be two calendar weeks unless a managing principal authorizes a longer period.

In the event that time needs to be taken that puts an employee's PTO balance in the negative, the department manager or a managing principal may approve this PTO if there is sufficient time until the end of the year that the accrued PTO will bring the balance back into a positive number. While unforeseen events happen that may cause an employee's balance to be negative at the end of the year, it is expected that no more than a negative 40 hours be carried over into the following year, if approved by a managing principal. Otherwise, any absence exceeding the employee's accrued PTO will not be paid. Paychecks will be reduced accordingly, and any unearned time off will be considered as an unpaid leave of absence if authorized in advance. Make-up time for unearned PTO must be accomplished within the same pay period and must be approved by a managing principal. Absenteeism in excess of accrued PTO may also be grounds for discipline up to and including termination.

At termination of employment, accrued PTO shall be paid in full upon a managing principal's approval as wages at the employee's current rate of pay.

3.12.3 Holiday Hours Paid by the Firm​

The following seven paid holidays are observed by the firm, during which the office is closed:

  1. Memorial Day
  2. Independence Day
  3. Labor Day
  4. Thanksgiving Day
  5. Friday after Thanksgiving
  6. Christmas Day
  7. New Year's Day

The above holidays falling on Saturday are observed on the proceeding Friday. Those falling on Sunday are observed on the following Monday. Work during a designated holiday must have prior approval of a Managing Principal.

3.13 Leave of Absence​

If you find it necessary to be absent from work for a prolonged period, you may request in writing a leave of absence for up to 30 days. If the leave is approved by a managing principal, the portion of medical insurance coverage that is paid by OVI General Contracting, LLC will be paid for a 30-day period. Should the leave be extended beyond the 30-day period, you may be allowed to continue your insurance coverage at your own expense. Please check with the human resource representative for details. Leaves of absence are not compensated, and no benefits accrue (i.e. PTO) during the course of such a leave. If a managing principal approves an extension of the leave beyond 30 days, please understand that because of fluctuating business needs, we cannot guarantee re-employment when you return from your leave. If your position or a comparable position is not available, your name will be placed on a hiring list and considered for future vacancies for which you may be qualified.

3.14 Parental Leave​

OVI-GC will provide up to two weeks concurrently of parental leave to employees following the birth of an employee's child or the placement of a child with an employee in connection with adoption or foster care. The purpose of parental leave is to enable the employee to care for and bond with a newborn or a newly adopted or newly placed child. For periods longer than two weeks, the time off must be approved by the employee's supervisor. Arrangements should be made for the employee's work to be handled by their supervisor or another employee (see section 3.13.1 Personal Time Off). For periods longer than four weeks, refer to section 3

.14 Leave of Absence.

3.15 Military Leave​

A leave of absence without pay will be granted to enable an employee to fulfill military obligations in the US Armed Forces in accordance with federal law. This includes both entering the Armed Forces for full-time active duty and performing active duty for training with the reserves. If an extended absence under this policy occurs, the employee will need to notify OVI-GC in a timely manner of his/her desire to return to his/her former or like position, as provided for by law.

3.15.1 Full-Time Active Duty​

Under the Uniform Service Employment and Reemployment Rights Act (USERRA), employees who enter the Armed Forces for full-time active duty are entitled to full reinstatement with the firm if certain conditions have been met. Reinstatement will be without loss of seniority and will be at the same or a higher position than the one held at the time of entering the Armed Forces. During this leave of absence, employees will be eligible for any benefits provided by the firm consistent with similar leaves provided by the Company.

3.15.2 Active Duty for Training​

An employee who is a member of a Reserve or National Guard unit may be granted leave-without-pay to attend the regular training programs. (The use of Self-Managed PTO for this time may be reviewed and approved by a managing principal, depending on the amount of time and how often). A written request for leave, along with a copy of the military orders, should be presented to your supervisor as soon as the Military advises you of your training schedule. The use of PTO for this time should be reviewed and approved by a managing principal.

3.16 Voting​

On Election Day, all employees eligible to vote are encouraged to do so. Up to one hour with pay may be taken in order to vote, but it is expected that each voter will be absent from the office no longer than actually necessary.

3.17 Jury Duty​

Employees must notify the department manager immediately when called for jury duty. Unless circumstances dictate that an employee should request to be excused from jury duty, he or she will be expected to perform their duty as a citizen in the community. Employees can use their self-managed PTO for time spent on jury duty. For prolonged periods of service, refer to section 3.14 Leave of Absence.

4. TRAVEL AND REIMBURSABLE EXPENSES​

Employees will be reimbursed for reasonable expenses incurred while traveling or otherwise performing services for the firm. Prior written authorization by a managing principal is required for reimbursement. Expenses to be reimbursed include travel, meals and tips, lodging, auto rental or personal auto mileage at the rate established by the company at the first of every year (as permitted under federal tax laws) and other similar direct expenses and must be reported and approved on the Expense Record Form.

Positions with company credit cards, see Section 4.5.

Prior to departing from the office, an itinerary, complete with phone numbers of contacts, is to be submitted to the receptionist so that the employee can be contacted without delay.

Entertainment expenses become reimbursable only when a client or prospective client is present with the objective being that of a public relations nature.

All reimbursable expenses must be supported by receipts stapled to the Expense Record Form or included as electronic attachments. Expense Record Forms must be completed within the pay period in which the expenses are incurred and submitted to the supervisor for approval prior to submitting to the accounting department for reimbursement.

Leasing of personal or private aircraft is not authorized for OVI-GC business without the prior written approval of the managing principals.

Employees are expected to observe traffic laws while operating an automobile on behalf of the firm. OVI-GC will not reimburse any expenses incurred because of a traffic law or parking violation.

4.1 Purchasing Policy​

Approved purchases for supplies, materials, books, and capital items less than $10 may be made from petty cash. A signed receipt for all cash purchases must be given to the office manager. All purchases of general office supplies are to be pre-approved in writing by the office manager. Any specialty office supplies must be pre-approved by the office manager or a managing principal, using the Requisition Form (must include job numbers and the appropriate task code, if applicable).

4.2 Company Credit Cards​

Credit cards will be issued to employees of certain positions for use in their jobs after 90 days of employment. Cards will have a monthly spending limit and the employee is responsible for all purchases on the card. All receipts must be turned in weekly to their PM or department manager for approval, along with the credit card expense log. Expenses include company travel, meals and tips, lodging, and auto rental (see Section 4 Travel and Reimbursable Expenses).

5. USE OF COMPANY CELL PHONES, OFFICE EQUIPMENT AND UTILITIES​

5.1 Company Cell Phones, Tablets and Computers​

Certain positions are assigned cell phones, tablets or desktop computers upon employment and remain the property of OVI-GC. The cell phone is an important tool in maintaining contact and efficiency with other OVI-GC personnel, vendors, suppliers, and clients. Employees are free to use the cell phone for personal use as a benefit, while respecting the unit, data use and certain restrictions contained in the cell phone policy. Upon assignment of any electronic equipment, employees will be required to read and sign the electronic equipment policy.

Care is to be taken of all assigned electronic equipment. Desktop computers are to remain at the office and used for business purposes only. (See section 6.3 concerning internet use).

5.2 Access to Office​

Each new office employee will be issued a numbered key and a unique alarm code. The first person entering the office each morning will need to turn the alarm off. The last person to leave at night is responsible for setting the alarm.

Office equipment and facilities may be used for personal matters during non-business hours only, and then, only with permission of a Managing Principal. No office equipment shall be taken for personal use outside the office.

5.3 Electrical​

Each employee, before leaving the office for the day is responsible for securing his/her own equipment. This includes turning off desk lights, portable heaters, fans, coffee warmers, music systems and anything else that should not be left on. If he/she is the last member leaving the office, his/her responsibility for these items broadens to checking the kitchen to make sure stove, oven and small appliances are off. He/she is additionally responsible for turning off all lights and TVs, checking that all doors are locked and setting the alarm.

5.4 Care of Work Area​

Each employee is assigned a desk in an office or cubicle and is expected to keep it in a neat and orderly manner. Books, reference material, active and inactive project documentation must be returned to its proper location when not being used, and care should be taken to maintain all company equipment in good working order. It is each employee's responsibility to immediately clean up anything he/she dropped or spilled on carpet, floor, or furniture.

5.5 Conference Room(s)​

Use of a conference room during normal business hours must be reserved in advance with the Receptionist or through Outlook Shared Calendar for the Conference Room. Use of a conference room during non-business hours must be reserved in advance in the same manner in order to avoid conflict with the firm's use of that room at the same time. Use of the main conference room shall be used with discretion as to the nature and situation of the intended meeting. Individuals using conference rooms shall be responsible for complete clean-up of the rooms after their use. The break room can also be used for larger meetings and must be reserved in the same manner.

5.6 General Office/Telephone Etiquette​

When you leave the office during work hours, always inform the receptionist of your anticipated time of return and whether you will be available by cell phone. If your absence will be prolonged, call the receptionist and notify him/her of your revised expected time of return.

Notify the department manager or the receptionist as early as possible if you are ill or if for any reason you will not be arriving at the office at your regularly scheduled time.

Please inform the receptionist when you notice that someone being paged is away from his/her work area or is otherwise unable to answer his/her page.

Inform the receptionist when you will be in conference and do not wish to be disturbed. Notify him/her when you are again accepting calls.

Abuse of office phones or excessive personal use of cell phones will be grounds for disciplinary action up to and including termination of employment.

In our open office plan, noise and lack of speech privacy can be a problem. In order to be respectful of each other, please maintain a reasonable noise level during person-to-person conversations and on the phone. Unless necessary, try not to use the speaker to converse with someone on the phone, which increases the noise level and is very distracting to others in the open cubicles. When it is necessary to put someone on speaker, try utilizing the small meeting room or using headphones if you need your hands free. When in your cubicle space, please keep your ringer turned down to a reasonable level.

5.7 Music​

To create a distraction-free working environment, all personal music devices must have earbuds or headphones so as not to interfere with co-workers.

5.8 Loss/Theft​

Any personal property left in the office is at the owner's risk. The firm does not maintain insurance for such property.

6. COMMUNICATIONS​

6.1 Questions and Suggestions​

If you have questions, which are not covered by this Personnel Manual, please feel free to discuss them with the human resource representative or a managing principal. Suggestions benefiting the firm are always welcome. OVI-GC's managing principals and the human resource representative are always ready to discuss with you any problems or questions that affect work performance. It is important that work concerns be brought to the attention of

a managing principal or human resource representative in a timely manner. Discussions between employees regarding these concerns are non-productive and are therefore, discouraged. As discussed above, this policy, the handbook in general, any other policy, and any other Company policy, document, or agreement is intended to nor should it be construed to restrict your right to protest regarding or discuss your wages, benefits, or other terms and conditions of your employment with your coworkers, your current or potential bargaining representative, or an appropriate governmental agency.

OVI-GC has grown and prospered because of the insights and competence of the founding members and many others who have joined the firm since then. We sincerely believe that OVI General Contracting, LLC will continue to offer a significant challenge to employees, provided everyone retains their dedication to the highest quality professional services and cooperative teamwork.

6.2 In-House Communication​

To promote inter-firm communications on specific subjects, OVI-GC encourages participation in regularly scheduled staff meetings.

Also, "Lunch and Learn" programs may be presented by a OVI-GC member, a guest speaker or manufacturer's representative and are open to all employees of OVI-GC. The programs are intended to be informative and to promote professional growth. Such programs will normally be held at noon in the Break Room or Conference Room. Attendance is optional, however, and will not be counted as hours worked.

6.3 E-Mail Services​

OVI-GC provides e-mail services to its employees as a tool to assist them in performing their assigned job duties.

Personal use of the e-mail system and internet access is permitted but is to be limited to use during non-business hours.

Absolutely no sexually explicit material is to be accessed using the OVI-GC account. This includes e-mail and the internet. Remember: e-mail may get accidentally routed and computers retain messages and sites long after they may have been erased. Please use common sense and do not assume that any messages are confidential. Since the e-mail system is company property, all its components and the messages on it are company property and may be accessed at any time.

E-mail is a legal document and is treated in legal terms the same as a printed letter. A contract developed via e-mail is enforceable.

Please treat e-mail as a formal document and use proper rules of English.

No personal purchases are to be made via the internet unless previously approved by a managing principal. Foul, inappropriate, or offensive messages are prohibited. Employees may face disciplinary action up to and including termination of employment for abuse of the e-mail system.

6.4 Outside Communications​

No employee, other than the managing principals and department managers may make communications which are binding on the company unless pre-authorized in writing by a Managing Principal. No employee, other than its principals and department managers should purport to speak for the company. This includes all forms of communication – even email exchanges can constitute legally binding contracts.

7. COMPLAINT PROCEDURE​

OVI-GC endeavors to ensure a pleasant working environment for its employees, but realizes questions, problems and concerns do arise. The following procedure should be used for finding solutions to questions, problems, or concerns.

If you have questions or problems relating to safety within your work environment, you are required to bring them to the attention of your department manager. If you have any questions, problems, concerns, or suggestions (e.g., policies, procedures, benefits, etc.) you are also encouraged to bring them to the attention of your department manager. If you are unable to satisfactorily resolve these questions or problems after the discussion, or if you are uncomfortable discussing them with him or her, contact the human resources representative or a managing principal. The human resources representative or a managing principal will listen to your concerns, conduct an investigation where appropriate and provide you with a response as soon as reasonably possible.

An effort will be made to provide you with an opportunity to raise questions or problems in confidence and without fear of reprisal or discrimination. OVI-GC will make every effort to resolve your concerns or problems on a reasonable and equitable basis. Any questions or problems of a legal nature will be handled within the requirements of the applicable law.

8. PROFESSIONAL ETIQUETTE​

8.1 Visitors​

To prevent unauthorized persons from entering the office and to facilitate meetings with visitors with a minimum amount of disruption to normal office activity, the following policies should be adhered to: All visitors to the office should report to the receptionist, who will notify the employee being called upon. Meetings with visitors are to be held in one of the conference rooms or private offices and not in the reception area.

When possible, reserve the conference room in advance with the receptionist for anticipated meetings. Reservations will take precedence over unscheduled conference room usage.

All employees are to respect the confidences placed in or disclosed to the firm by its clients. The professional relationship between each client and the firm demands that there be no disclosure of any information about projects without proper authorization. This includes responses to inquiries about projects or potential projects from the press, manufacturers' representative, plan exchanges, contractors, other professionals, or the public. Similar respect should be given to our relationships with professional consultants.

8.2 Office Stationery​

Office stationery with the OVI-GC letterhead is to be used for all official business of the firm (unless it is in email form). Emails should have the OVI-GC logo and address under the signature.

8.3 Outgoing Mail​

An important aspect of OVI-GC's image is projected by the quality of its correspondence. It is important that all letters are well written, grammatically correct, direct and to the point and on the letterhead. All letters should include the date and a subject line with the topic of the letter.

8.4 Incoming Mail​

All incoming mail will be opened (unless addressed to a managing principal or personal in nature) and routed by the receptionist. In the absence of the addressee, such mail shall be routed to the office manager for review and further routing. Letters requiring response should be answered within two working days of the receipt.

8.5 Personal Mail​

Incoming personal mail that is clearly identified as such shall not be opened prior to routing directly to the addressee.

8.6 Product Literature​

Product literature will be reviewed by the estimating department, to determine what is to be retained in the office library. Employees are requested not to accumulate product literature at their desks. Immediately after their use, all product literature and catalogs are to be returned to their appropriate location in an orderly manner.

8.7 Shop Drawings​

Shop drawings shall be processed in accordance with OVI-GC's Office Manual.

8.8 Prints, Specification, and Samples​

All material being sent out of the office (prints, specification, samples, etc.) shall be dated and accompanied by a Letter of Transmittal Form, prepared as authorized with a copy to the Originator/Project Manager.

8.9 Document Distribution​

The Project Controls Department shall be responsible for keeping accurate records of the issuing and returning of all construction documents (drawing, specifications, and Addenda). Specific information relating to distribution shall come from the Project Manager.

8.10 Dress Code​

At OVI-GC, we encourage our employees to dress comfortably in casual attire. Employees should use their best judgment to dress with casual professionalism and when deciding whether the attire they wear to work is appropriate.

9. PROFESSIONAL AND DEVELOPMENTAL​

9.1 Professional Recognition​

It is OVI-GC's policy to give appropriate public recognition to employees in responsible project roles and who exhibit leadership and make exceptional contributions to the success of the firm. This recognition may involve individual mention in publicity and publications about projects, representing the firm with clients, and any other appropriate means to indicate the responsible role played by the employee.

9.2 Civic Activities​

Active participation in the affairs of the community is a responsibility of every citizen. Participation by employees benefits both the public and the profession since this brings increased professional attention to the activities of the community and results in greater public awareness of the capabilities of employees.

OVI-GC encourages employees to be active in community affairs. Although it is expected that these activities will occupy non-business hours, the firm will allow occasional paid absence time to fulfill civic obligations during business hours, on request, when approved in writing by the President.

10. BENEFITS​

10.1 Group Insurance​

The following coverages are provided by OVI General Contracting, LLC:

  • Workers Compensation: In accordance with the statutory requirements in Idaho, OVI-GC carries worker's compensation Insurance to protect all employees from injuries and illnesses sustained during, arising out of, or because of employment. An employee injured in the course of work must immediately notify the human resources representative, who will assist in determining eligibility for benefits under the worker's compensation Law. This law requires proof that an employee injured away from the office was working for the firm at the time of injury. It is, therefore, important that the employee working out of the office keep the receptionist advised of his/her location.
  • Major Medical (including Vision and Dental): are available for full-time employee on the first of the month following hire (this is in compliance with the Patient Protection and Affordable Care Act or PPACA). OVI-GC pays the cost for the employee coverage. The employee will be responsible for coverage for any dependents. The current cost for each coverage is posted or is available from the human resources representative. If an employee does not desire coverage, the employee must sign a waiver of coverage. Details of these programs are included in a separate employee booklet from the human resource department.

10.2 SIMPLE IRA​

OVI-GC is planning to offer an IRA program to full-time, salaried employees. More information will be available soon.

10.3 Educational Programs​

All employees are encouraged to continue their professional development through formal educational courses.

This includes credit and non-credit courses offered through a university or college and continuing education courses, seminars and workshops offered through other professional societies. If approved in writing by a managing principal, there could be an opportunity for tuition being paid by the firm. Information about available educational programs will be circulated throughout the office periodically.

10.4 Outside Professional Employment​

Employees are not encouraged to perform professional service outside the requirements of this firm. However, the use of one's time outside of the office is a personal matter, and it is permissible to undertake work that does not create a conflict of interest or interfere with employment by the firm or involve such effort that it will affect one's alertness during office hours. Performing work that competes with the Company's business is specifically considered to be a conflict of interest and will be cause for dismissal. When performing outside professional services, the following must be observed:

  • Outside professional services are not to be performed on and/or off OVI-GC premises, with OVI-GC facilities, software, or equipment, either during or after regular office hours. This restriction also applies to the use of the office telephone for calls relating to outside employment.
  • There is to be no conflict with the employment requirements of OVI-GC, including any requirement for extended hours of work.
  • Personal clients and other interested parties must be clearly informed that outside professional services are being performed without any supervision or connection with regular employment by OVI-GC.
  • Materials bearing OVI-GC's logo or name shall not be used in any way in the performance of outside services.

Employees performing outside professional services are encouraged to procure professional liability insurance to protect themselves from claims, which might arise out of such services. The liability insurance carried by OVI-GC does not cover members providing outside services.

Outside employment will not be allowed to interfere with employee efficiency or safety on the job. Generally, we believe that work in excess of a normal workweek should be avoided to afford the individual with adequate rest and relaxation.

10.5 Employee Misconduct, Resignation, and Termination​

10.5.1 Alcohol and Drug Abuse​

Drug and alcohol use is highly detrimental to the workplace and to the efficiency and productivity the company desires to promote. The use, possession, distribution, manufacture or sale of drugs, drug paraphernalia, or alcohol is strictly prohibited while on duty either on or off company premises or while operating a motor vehicle on company business. Any employee who is suspected of being under the influence of drugs or alcohol may be required to submit to drug or alcohol testing at a facility designated by the company. Violation of this policy will result in disciplinary action up to and including termination of employment.

10.5.2 Resignation​

Employees who resign are requested to give advance written notice to the firm as follows:

  • During introductory period – two (2) working days' notice
  • After introductory period – ten (10) working days' notice

Such notice shall include the following:

  • Date
  • Title of current position
  • Verbiage indicating that the letter is a resignation
  • The last day the employee will work

10.5.3 Termination (Lay-off)​

When termination of employment by the firm is for reasons other than cause, the firm will provide the following:

  • Final paychecks will be processed on the next payday or within 10 business days (whichever is sooner) and will be mailed or available for pick up. If a written request for earlier payment is provided, then final paychecks will be available within 48 hours (excluding weekends and holidays).
  • There is no payout of PTO, since no time accrues under OVI-GC's Self-Managed PTO Policy.
  • Health and dental coverage, if applicable, end on the last day of the month in which the employee is terminated. Upon termination of coverage, COBRA notification will be forwarded.

10.5.4 Termination for Cause​

When termination of employment by the firm is for cause, the firm's obligation shall be payment for services already performed.

10.5.5 Exit Interview​

Upon notification of termination, whether voluntary or involuntary, an exit interview will be set up by the human resources department prior to or on the last day of work.

The purpose of this interview is to arrange for return of company property, to provide the departing worker with details about pay or benefit eligibility, and to obtain the employee's opinions about policies or practices of the organization.

10.5.6 Separation from Employment​

The relationship between you and the company is for an unspecified term and is considered employment at will. No one other than a managing principal of OVI-GC has the right or the authority to enter into any written or verbal agreement for different terms of employment. Consequently, the employment relationship with you can be terminated at will, either by you or OVI-GC, with or without cause or advance notice except as otherwise herein provided or required by law.

10.5.7 Rehired Employees​

If you are rehired, you will be given credit for service completed before your separation from the company for purposes of computing your length of service for employer sponsored benefits.

11. WEAPONS POLICY​

11.1 Purpose​

To ensure that OVI-GC maintains a workplace safe and free of violence for all employees, the company prohibits the possession or use of dangerous weapons (see definition below) on company property or in any location in which the employee represents the company for business purposes.

11.2 Persons Covered​

All OVI-GC personnel are subject to this provision, including contract and temporary employees. A license to carry the weapon on company property does not supersede company policy. Any employee in violation of this policy will be subject to disciplinary action up to and including termination of employment.

11.3 Definitions​

"Company Property" – defined as all company-owned or leased buildings and surrounding areas such as parking lots, sidewalks, walkways, and hallways. This policy also applies to all company-owned or leased vehicles. Weapons can be stored in an employee's personal vehicle.

"Dangerous weapons" – includes but not limited to guns, knives, or swords with blades over four inches in length, explosives, and any other weapons or chemical whose purpose is to cause harm to another person. Employees are responsible for making sure that any item possessed by the employee is not prohibited by this policy.

11.4 Enforcement​

This policy is administered and enforced by the managing principals and the human resources department and any questions or concerns specific to this policy should be directed to them.

12. INFECTIOUS DISEASE CONTROL POLICY​

12.1 Purpose​

Construction is considered an essential business. Because of this, OVI-GC will take proactive steps to protect the workplace in the event of an infectious disease outbreak. It is the goal of OVI-GC during any such time to strive to operate effectively and ensure that all essential services are continuously provided and that employees are safe within the workplace.

OVI-GC is committed to providing authoritative information about the nature and spread of infectious diseases, including symptoms and signs to watch for, as well as required steps to be taken in the event of an illness or outbreak.

12.2 Prevention​

In the event of an infectious disease outbreak, OVI-GC will ensure a clean workplace, including the regular cleaning of objects and areas that are frequently used, such as bathrooms, breakrooms, conference rooms, printer work area, door handles and railings. A committee will be designated to monitor and coordinate events around an infectious disease outbreak, as well as to create work rules that could be implemented to promote safety through infection control.

Unless otherwise notified, our normal attendance and leave policies will remain in place. Individuals who believe they may face challenges reporting to work during an infectious disease outbreak should take steps to develop any necessary contingency plans with a managing principal.

12.3 Travel​

All nonessential travel should be avoided until further notice. Employees who travel as an essential part of their job should consult with management on appropriate actions.

12.4 Working from Home​

OVI-GC is considered an "essential business" and every effort should be made to continue to work from the office for our collaboration to be most effective. In the event of illness of family member or the need to stay home with children in the event of school/day care closures during a pandemic, speak to the department manager and a managing principal.

12.5 Exposure​

Many times, with the best of intentions, employees report to work even though they feel ill. We provide paid sick time and other benefits to compensate employees who are unable to work due to illness [See section 3.13.1 Personal Time OFF (PTO)].

  • If you know that you have been exposed to an infectious disease, get tested immediately. CDC guidelines state that essential workers can return to work while waiting on test results, if they remain asymptomatic (without symptoms) and prioritize wearing a mask, social distancing, washing hands, using hand sanitizer, and disinfecting shared surfaces.
  • If the person who exposed you tests positive, continue to work if you remain asymptomatic.
  • If you are exhibiting symptoms, get tested and stay home until you receive results – if you are negative, you can return to work once your symptoms are gone. If you are positive, stay home until your physician releases you.
  • If you have mild symptoms and you feel like it is only a cold or allergies, if you do not have a fever (99.6 degrees or higher), you can continue working. Wear a mask and heighten hygiene protocols. Get tested if symptoms get worse.

12.6 Jobsites​

Follow Emergency Preparedness procedures on site (see your department manager or project manager) and utilize safety measures i.e., social distancing, using hand-wash stations often, wearing masks and sanitizing shared surfaces.

12.7 Medical Information​

If you are out sick or show symptoms of being ill, it may become necessary to request information from you and /or your health care provider. In general, we would request medical information to confirm your need to be absent, to show whether and how an absence relates to the infection, and to know that it is appropriate for you to return to work. As always, we expect and appreciate your cooperation when medical information is sought.

Our policy is to treat any medical information as a confidential medical record. In furtherance of this policy, any disclosure of medical information is in limited circumstances with supervisors, managers, first aid and safety personnel and government officials as required by law.

This infectious disease policy is susceptible to changes with the introduction of additional governmental guidelines and/or best practices.

13. EMPLOYEE MANUAL ACKNOWLEDGMENT​

This Acknowledgment must be completed in full, signed and returned to the OVI-GC office prior to starting work or when employee is notified of updates or revisions.

I have received a copy of or have been informed as to where to find an electronic version of the Employee Manual and understand that it contains important information regarding OVI General Contracting, LLC's general personnel policies regarding or relating to my privileges and obligations as an employee. I acknowledge that I am expected to read, understand, and adhere to the manual. I have been provided with an opportunity to ask any questions I might have had. I understand that I must abide by the terms and conditions and the contents of the manual and that the company may change, rescind, or add to any policies, benefits or practices described in the manual from time to time in its sole and absolute discretion with or without prior notice, provided such action is taken or approved or made by the President. I understand that the Company does not guarantee me specific benefits because Company benefits, policies, and procedures may change from time to time without my consent.

I UNDERSTAND AND AGREE THAT THIS EMPLOYEE MANUAL DOES NOT CONSTITUTE A CONTRACT OF EMPLOYMENT, EXPRESS OR IMPLIED, OR GUARANTEE OF CONTINUED EMPLOYMENT AND THAT MY EMPLOYMENT IS AND SHALL REMAIN AT-WILL. AT-WILL EMPLOYMENT MEANS THAT EITHER OVI GENERAL CONTRACTING, LLC OR I CAN TERMINATE MY EMPLOYMENT WITH OVI GENERAL CONTRACTING, LLC AT ANY TIME WITH OR WITHOUT CAUSE. I FURTHER UNDERSTAND THAT NO EMPLOYEE OR REPRESENTATIVE OF THE COMPANY, OTHER THAN THE PRESIDENT, HAS ANY AUTHORITY TO ENTER INTO ANY AGREEMENT INCONSISTENT WITH THIS MANUAL AND THAT THIS EDITION OF THE MANUAL SUPERSEDES ANY PREVIOUS POLICIES, MANUAL OR REPRESENTATIONS, ORAL OR WRITTEN WHICH ARE INCONSISTENT WITH IT. ADDITIONALLY, IF ANY PORTION OF THIS MANUAL IS INCONSISTENT WITH IDAHO OR FEDERAL LAW, THAT PORTION WILL DEFER TO THE CORRESPONDING LAW AND THE REMAINDER OF THE MANUAL WILL REMAIN IN FORCE.

The original signed Acknowledgment will be placed and maintained in my personnel file.





Signature of Employee: Date:



Printed Name of Employee: