Canyon Landscaping Employee Handbook



Canyon Landscaping Employee Handbook

Canyon Landscaping is excited to welcome you to our team. We provide you this handbook so you will know exactly what this opportunity entails and what you will be held accountable to. There are five sections discussed below that you will be expected to adhere to.

I. Work Policies –

“Everyone is always accountable.”

1. Honesty and Respect: A man’s character is best judged by the way he acts when others are not looking. We like to empower our employees at Canyon Landscaping which requires a high level of honesty and respect each day you are on the job.

• Don’t ever lie or mislead in any sort of way.

▪ This is grounds for immediate dismissal from the company.

• Be completely fair in your time card reporting.

▪ Sign your card to ensure your honesty in its hours.

▪ Time cards and clocks are double checked and you will be questioned about inappropriate entries.

• Only use company accounts, money, or equipment for work business.

▪ Any vehicles, equipment, or tools needed for personal use must be approved through a manager or an owner. This should be rare instances.

• Respect the company equipment and tools.

▪ All vehicles, trailers, tools, etc. should be treated as if it was your own.

▪ Remember that the condition of company equipment effects how well you can do your job.

▪ All tool loss and/or damage due to irresponsibility or abuse will be paid for by the employee or employees responsible.

▪ Keep trailers, skid steers, and trucks clean. You will be held accountable to these measures.

• Respect your co-workers and the different roles in the company.

▪ Whatever your role, you are expected to work together as a team.

▪ Your success as an employee will be largely determined by the success of your crew members, so get to know who you work with.

2. Work Ethics: Working hard is the only way to truly feel satisfied at the end of a day of work. By working hard you will feel honest in your performance and gratified by being able too see the physical change of the project. Canyon Landscaping views these work ethics as minimum expectations for a qualified worker in our environment. These work ethics are taken seriously and are to be a standard day in and day out.

• Work Hard:

▪ It is expected that you will work hard at whatever your role is in the company.

▪ It is expected that you come to work prepared and with a mind set to work hard.

▪ When you are on the job it is expected that you are on task, focused, and giving your full effort.

▪ A hard worker always stays busy. If there is dead time at the shop or on a job, don’t sit around. There is always something to do.

▪ If you don’t know what’s next then find out.

• Work Smart: Canyon Landscaping wants each detail of the company to be as efficient as possible. In order for this to happen;

▪ We expect employees to use common sense thinking.

▪ If you see something that needs to be done, do it.

▪ A smart worker does not need to be told constantly what to do.

▪ A smart worker is also willing to make suggestions and give input that could help a project.

▪ Some examples of working smart would be;

1. following the training guide to increase efficiency and ensure safety,

2. double checking trailer connections and hitches,

3. making sure all tools are in the truck before leaving the shop, or

4. not dropping a pile of dirt where it will create a slow down in the project.

• Work Fast: Certain time expectations (standards) will be given for each task.

▪ Expectations are that these standards will be a minimum and that an efficient worker can go even faster.

▪ A lot of working fast means simply getting things done without being easily distracted.

▪ A fast worker will see something that needs to be done and just do it.

▪ A lot of times people work hard physically when working, but then take too much time for breaks or talking because they are working so physically hard. Pace yourself. Remember this job consists of long days in hot weather.

▪ A fast worker will learn to get the most out of the workday.

• Work Quality: Many people think that if you work fast then you should forget quality.

▪ Canyon Landscaping expects that all work is done with quality considered first.

▪ No corners should ever be cut. Cutting corners diminishes quality.

▪ Just because you may be working on something that is not immediately seen, it should still be done well.

• Work Detailed: It is expected that employees are detail oriented in every way. Details prevent disaster and turn a good job into a great job.

▪ From filling in time cards to finishing every last aspect of a project, details must be observed by employees.

▪ If you see something that has been missed, point it out or solve the situation yourself if possible.

▪ It is expected that things in which you become aware of, you deal with if it pertains to your responsibility or that you contact your supervisor/project manager. Examples of this are:

1. If a truck is acting funny then let a manager know before it breaks.

2. If the air pressure on a tire is low then fill it up. One of the most over looked detail is clean-up. It is expected that you will always leave the job clean and pick up all tools.

• Work Safe: Safety is a priority. A safe environment is expected at all times. (Also refer to #4 below.)

▪ Always wear boots. Wear glasses and use ear plugs as needed.

▪ Workers are required to provide individual safety basics (boots, safety glasses, ear plugs). Ear plugs are stocked in trailers as a convenience, but workers should allow for their own ear plugs if concerned.

▪ Water jugs are encouraged. Drinking lots of water is important to keep your energy up for the day. Stay hydrated.

▪ Hard hats and vests can be checked out if available for commercial projects.

▪ Let management know if a safety concern becomes known.

▪ Heavy equipment can be dangerous.

1. Do not operate in a situation you are not comfortable.

2. Don’t risk safety or equipment on steep side hills without proper precautions. Consult with management as required.

3. Appropriately hook-up trailers to trucks.

▪ Safe driving is mandatory.

3. Customer Service: Simply put, “Customer is King.” At Canyon Landscaping, this is stressed at the highest level. If you do not value the importance of customer satisfaction, then this is not the spot for you. However, if you like the feeling of pleasing customers with a quality product, then this promises to be a great opportunity to meet new and exciting people while providing them with a quality service.

• Expectations:

▪ Customer satisfaction is #1.

▪ Follow the six work principles in order to achieve customer service.

▪ Be polite, courteous, and mannerly.

▪ Do not ever talk back or be rude. Even if the customer is the jerk, bite your tongue.

▪ Follow job training outlines to ensure quality work.

• If a problem arises:

1. Apologize.

2. Express concern and desire to fix problem.

3. Solve the problem or explain that you will have a manager get a hold of him/her.

• Never:

▪ Commit something to a customer that you are not in control of.

▪ Give an opinion outside of your role or jurisdiction.

▪ Talk too much to a customer.

▪ Bad mouth the company or your co-workers in any way to a customer.

4. Safety: Safety is very important to your success as a landscaper and light installer. We do have worker’s compensation insurance, but hope to never have a claim. We are confident that you will be safer and happier as you follow our safety policies. Please remember that these are policies and are taken very serious.

• Dress and Appearance:

▪ Clothing: All employees will wear Canyon Landscaping t-shirts. These shirts will cost each employee $3/shirt. Five shirts will need to be initially purchased and will be taken out of your first paycheck. This is by far less than what it would cost to get a used t-shirt in order to work in. All employees are required to wear long pants.

▪ Boots: All employees need to wear some sort of boot. Gym shoes and obviously sandals are hazardous and will not prevent you from slipping or against other job site hazards. Steel toe boots are not required, but many employees prefer them.

▪ Appearance: You must look presentable to customers at all times. Hats are allowed. Facial hair must be well kept and not messy. Hair must be appropriately cut and groomed or a hat will need to be worn. All clothes must not be excessively holy, grungy, or dirty.

▪ Gloves, ear plugs, and safety glasses: Are not required for general landscaping, but recommended for different work scopes, such as boulders and hardscapes.

▪ Wet Gear

o Goulashes are recommended for the spring season and to have on hand for some irrigation work scopes.

o Rain coats and appropriate gear are expected to be worn during spring and fall months to allow for maintenance work in rain and cool weather.

• Equipment Safety: Caution should be used at all times, particularly when using trucks, skid steers/trenchers, when pulling trailers, and when using power tools.

▪ Follow specific safety guidelines for each specified equipment sheet found later in the training.

▪ It is important to remember that when lifting and shoveling to use your legs.

• Blue Stakes: Blue stake marks locate any buried utility lines.

▪ Whenever digging or excavating with a machine of any type blue stakes need to have been marked.

▪ Any digging or excavating within two feet of either side of blue stake marks must be done by hand.

▪ Hand digging should then be done with caution.

▪ Do not ever start a project without blue stakes being marked if they are needed.

▪ All tasks should be blue staked except for sod, mulch, weed barrier, edging, small planting, and most landscape lighting jobs.

▪ Each utility is marked by colors of spray paint. They are marked as follows:

o Red: Power Lines

o Orange: Communication (Cable and/or Phone)

o Yellow: Gas

o Green: Sewer

o Blue: Water

o Purple: Secondary Water

II. Accountability, Discipline, and General Rules

1. Time Tracking and Breaks:

• A half hour lunch is available everyday.

• Clock in when arriving to the job site in your personal vehicle.

• Clock in when driving company vehicles to a job site.

• Clock out for lunch on the time clock in the trailer and back in when you return to the jobsite.

• Water jugs are encouraged. Drinking lots of water is important to keep your energy up for the day.

• There are no other formal breaks through the day. Use good judgment when needing a rest. You should pace yourself so that when talking over a situation or traveling you can get rested.

• Job sites and cost code break downs through the day are required for check release.

2. Schedule and Attendance:

• Schedule: Monday to Friday 7:30 am – 5:30 pm with a half hour lunch. We will typically work an 8-10 hour day, so quitting time may be anywhere from 4 pm to 5:30 pm. Saturday work will be required occasionally throughout the year. When a Saturday is scheduled advance notice will be given (7-10 days). Once scheduled the Saturday is mandatory and will be treated as a normal workday.

• Weekly Team Meeting: A mandatory company meeting is held every Monday morning at 7:30 A.M. The week’s goals will be discussed along with crew of the week from the previous week and also any concerns can be brought up at this time. New employee packets will be handed out to each new employee at this meeting. Quizzes for new employees after reading their packet will be administered.

• Tardiness: Don’t be. You are tardy if the morning meeting has started or if crews have already started loading trucks.

• Time Off (non paid) :

▪ Holidays taken: The following holidays will be observed and work will be off. Memorial Day, July 4th, July 24th, Labor Day, and Thanksgiving weekend. Longer work days will exist on these weeks to still reach regular hours for week. The Fourth of July typically also includes an additional day off depending on how the week lays out.

• 3 Garbage Days: These are days that you give no notice for (sick day) or event days (wedding/family day, etc.). These should not be used as play days. Remember that this is part of being honest.

• Vacation Days: Vacation days are also unpaid and will be given on an individual basis. Little leeway is given to vacation time before July 4th so plan vacations accordingly. Vacation days must be scheduled two weeks in advance and approved by management. If a vacation day is not scheduled in advance it will be counted as a garbage day.

3. Rules:

• Always be on time.

• Always call if you can’t come in or if you are late

• Be Safe at all times. Driving, using equipment, and while working.

• Fill time cards and job sheets out appropriately. Be detailed and specific.

• Follow 4 main policies at all times.

• Work Hard

• No drugs, alcohol, or tobacco in any way is allowed on job sites, in trucks, or at shop. When at work you must be 100% clean. No smoke breaks allowed.

• Be honest always

• No foul language or crude behavior. Always act with high standards and moral character.

• Radio is allowed at appropriate volumes and in appropriate settings. No extremely hard rock or potentially offensive music is allowed.

• No personal cell phones allowed during work hours. Employees will either turn off personal cells or leave them in the work truck when working. You may check messages and make calls during your lunch break. Emergency calls can be made using the foreman’s work cell.

• You are expected to complete tasks as instructed by your foreman and managers. Employees who try to “set their own terms” do not last long.

4. Disciplinary actions and pay docks: Employees will be paid a base rate determined by the following compensation section of this document. Disciplinary action will be taken when Canyon Policies are not adhered to. One of these actions will be a deduction in pay for the time period in which the infraction occurred as follows:

• Tardy (one or more time during pay period): $0.10/hr

• Partial Absence (more than 15 minutes late): $0.25/hr

• No show/ No call or walk-off job: $1.00/hr

• More than 3 garbage days: $0.25/hr

• Moving violation in company vehicle or driving complaint: $0.50/hr

• Customer complaint against employee: $0.50/hr

• Misuse or abuse of equipment: $0.50/hr

• Appearance violation: $0.10/hr

• Careless or non-safe behavior: $0.50/hr

• Violation of personal cell phone policy: $0.50/hr

• Insufficient or inaccurate paper work (time card not punched): $0.25/hr

• Employee Dismissal

The following infractions may result in employee dismissal.

• Excessive poor performance/quality reviews

• Work ethic reprimands

• Employee setting their own terms/Insubordination

• Multiple pay deductions due to any of the previous pay scale infractions

The following infractions of company policies will result in immediate dismissal:

• Dishonesty in any way

• Violation of company drug policy

WHAT MUST I DO TO ENSURE I GET PAID WITHOUT ANY HANG-UPS?

III. Compensation and Bonus programs

1. Starting Wage and Raises:

• Inexperienced new crew member: $8/hr.- Employees will receive a $.50 cent raise after 2 or 3 full pay periods at which time management feels that adequate training and performance has been met. An initial trial period will consist of two weeks at which there is no obligation for either party to continue employment if they do not desire.

• Experienced new crew member: Starting pay will be based on type and duration of previous experience starting wage will range from $8.50 - $9.00/hr. Initial $.50 raise usually does not apply. A raise may be given if the employee shows through their expertise that it is merited.

• Returning crew member: Base pay of $8.50/hr will be offered, or their previous rate whichever is higher. Crew member pay maxes out at $9.00/hr.

• Lead man: If employee qualifies for a lead man position (takes initiative to help lead on job, go-to guy for foreman) a pay raise will be offered based on previous performance. This employee needs to be willing to accept responsibility for job quality and efficiencies along with the Foreman. Rate for pay raise will be between $9.50- $10.50/hr.

• New Foreman (no experience as Canyon Foreman): Starting wage will be between $10 - $10.50/hr. Must have extensive experience to be considered for position and prove competency in basic foreman tasks and leadership. New foreman are expected to complete foremen training within first month to become eligible for pay increase and foreman bonus. Pay increase will be to $11/hr and foreman bonus as outlined ($150/ month possible).

• Returning Foreman: Base of $11/hr with bonus program will be offered to all returning foreman. Other raises and/or incentives (such as winter pay program) will be discussed and offered on an individual basis.

• Performance raises – Raises will be given based on performance and at the discretion of the management team. Amount and time frame will depend solely on performance of employee (individual consideration per employee).

2. Incentive Programs

• Foreman: All foreman upon completing and passing a trial and training period, which consists of two full pay periods, are then eligible for the following month’s bonus.

$150 per month –

▪ $50 Professionalism – Tools, Equipment, Paperwork

▪ $50 Production/Efficiency

▪ $50 Quality

• Crew of the Week: Each crew is eligible based on performance to receive a lunch to the job each week. The lunch will be arranged by the foreman with the manager at the weekly meeting when announced.

• Reliability Bonus: Reliability bonus will be paid each quarter to crew members who have: 1) been employed for the entire quarter, 2) no more than 2 pay deductions due to disciplinary action in given quarter.

▪ $50 for each qualifying employee

• End of year bonus: End of year bonus will not be performance based, but is an appreciation bonus for reliable employees and reward for a profitable (hopefully!) year.

IV. Positions and Training Program

1. Positions

• Crew member: A crew member is expected to perform all labor tasks associated with position under the direction of their Foreman. They are not expected to be directly responsible for the overall direction of the project but are expected to be responsible for the quality of their own work as well as taking care of equipment they use to complete their jobs.

• Lead Man: A lead man has experience with Canyon Landscaping procedures and policies. The lead man position is not a leadership position but is a high responsibility position. The lead man is expected to accept responsibility for the direction of the job (including quality of work and overall goals of project) along with the Foreman.

• Foreman: A foreman has extensive landscape experience and is able to lead a 3-4 man crew. The foreman is responsible for the direction and quality of their job. They are responsible for filling out daily job sheets and setting daily goals with management.

• Swingman: The swingman responsibilities include: warranty issues, one-man jobs, transportation of equipment (i.e. skid steers), maintenance of equipment, working with management on whatever is needed to improve production.

2. Training Program

• Foreman: Each foreman will be required to read the entire Canyon training manual, in the office, while taking notes in daily one hour sessions until completed. These one hour sessions will be completed at the end of each work day during the first week of employment. After completion of reading manual 3-4 on-site training sessions with management will occur during the first two weeks of employment. During these training sessions normal work will occur on the job site and the Foreman will receive hands on help with leadership and Canyon procedures (quality of work and following procedures outlined in manual). The Foreman is expected to ask questions based on their study of the training manual during this time. During the training period the Foreman is expected to show competence to manage their job as expected before raise and bonus program is initiated.

• Returning Foremen are expected to read the training manual in full in the same manner as a new Foreman (i.e. read in the office while taking notes). After completion of the reading each Foreman is required to attend an all day training session with management. Foremen are expected to contribute to training sessions with new ideas for increasing efficiencies and collaborate with other Foremen to improve all areas of their job positions.

• Crew Member: Each new crew member will receive a training packet with the new employee documents. The training packet is a short summary of the most pertinent training items included in the Canyon training manual. The training packet will be handed to the new employee on the first Monday of their employment during the Team Meeting. Each employee will be required to read the training packet by the following Monday where they will receive a series of tests to prove their understanding of the training material. If the employee does not pass the test (determined by management) the employee must reread the training material and attempt to pass the test in the following Team Meeting. Additional one-on-one training will occur on the job through daily Foreman training sessions and occasional one-on-one training sessions with management.

V. Equipment Safety

1. Trucks and Trailers:

• As an employee of Canyon Landscaping you will be driving trucks and at times pulling large trailers. Each employee needs to understand the policies regarding the trucks and trailers not only for their own safety but for the safety of others. By understanding these policies we hope to extend the life of trucks and trailers we use at Canyon Landscaping.

• Pulling Trailers: It is the Foreman’s responsibility to drive and to pull trailers but everyone should be aware of the policies and ensure that they are followed at all times. First, when hooking up the trailer makes sure you are using the correct ball. Also make sure the connections are tight and the trailer brakes and lights are working. Drivers are ultimately responsible for these connections and should check them personally before climbing behind the wheel. Also check tire pressure often. The tire pressure should be near the maximum rating for the tire.

▪ When loading trailers, consideration needs to be taken in regards to weight distribution. The weight should be mostly centered over the axle of the trailer with a slight weight advantage towards the bumper of the truck. You should also make sure the weight is fairly centered from side to side.

▪ When pulling a trailer the top speed for the truck is 45 miles per hour except when on interstates. In Cache Valley that means you should never go over 45 when pulling a trailer. Make wide turns and use your mirrors to watch the trailer. When backing the trailers always use a spotter. Pay particular attention to how the brakes feel when driving. You should be able to feel the trailer brakes engage and start to hold the truck back. If the trailer is pushing the truck as you come to a stop you need to turn up the trailer brakes. If that doesn’t work get out and check the connections again. If the trailer pulls back too hard (feels like the bumper is going to be ripped off) turn the trailer brakes down. No one setting will work for every trailer so you need to always be aware of the brake level. Never, ever pull a trailer when the truck is in overdrive. Always pull in drive and when necessary use the gears. For example, when pulling down a hill you may need to shift down to 2nd or even 1st gear in order to slow down and not ruin the brakes. If you can smell your brakes then you are riding them way to hard, shift down and let the engine do the work. You can also use the gears when climbing hills to get more torque. If you are trying to pull up a hill and the automatic transmission is shifting up and down and revving the engine frequently, shift down and power up the hill before putting it back into drive. Don’t shift down going to fast however, this will ruin transmission.

• Trucks: Again, it is the Foreman’s responsibility to drive but everyone is held accountable for how the trucks are used and maintained. You may be assigned at times by the Foreman to check the tire pressure and fluids on the trucks. You need to act like these trucks are yours. If you sense there is a problem the Project Manager needs to know about it immediately. You also need to keep the trucks clean. If you bring lunch to work or if you buy lunch always clean up after yourself. Do not just throw your trash in the bed of the truck. These are work vehicles not dumpsters. When you drive keep the speed limit, be careful and aware of the truck at all times. When you back with a trailer always make sure the tail gate is up. Use a spotter to back if there is any doubt about hitting sheds, houses, poles or falling into ditches or holes. When backing the dump truck, a spotter is required always, even in a parking lot. Bottom line--respect all company trucks and equipment. You must always wear seat belt and obey all traffic laws. In order to drive you must have a good record, and be approved first.

2. Skid Steer Use: To operate the skid steer you will have to complete a training certification program, and meet basic requirements of control. This training will be done on your own time and will include learning skills such as: grading, scooping, loading trucks, excavation, driving on and off trailers, and general control. Other skills such as trenching will be trained on the job site after you are certified. There are some skid steer tasks that will be reserved only for the foreman, like using the backhoe and trenching in tight spaces. Even if you are not certified you need to know the basic policies regarding the skid steer and you are responsible for seeing that the policies are followed at all times.

• The skid steer needs to be maintained on a daily basis. Every time the skid steer is used the pre-cleaner needs to be cleaned, the joints need to be greased, the tire pressure needs to be checked, and the fluids need to be checked. The user needs to continue to check these things throughout the day. Sometimes the pre-cleaner needs to be cleaned several times on a long day. The tire pressure can go down quickly if the user isn’t paying attention and fluids can be lost fast if a hose comes loose. As part of maintenance you need to realize that the skid steer operates on a diesel engine and needs to be warm to operate properly. Sometimes this means plugging it in at night and letting it warm up for a few minutes in the morning.

• The skid steer can be hard to control if you are not familiar with it. If you don’t have a smooth motion when using the controls you can go for a very wild ride. If it starts to buck or wheelie lay off the controls and try again. You need to be particularly careful on slopes. The skid steer is fairly stable in most circumstances but it can tip over backwards if you are not careful. When in doubt, back up slopes with the bucket down to increase stability. You can be more unstable at times if the bucket is fully extended so be extra careful if the bucket gets above you head. One thing you’ll notice when using the skid steer is that it is very hard to see what’s going on around you. There are no mirrors to help you so be very careful when backing and pulling onto streets. If the customer is home while you are working tell them to keep an extra close eye on their children, in fact it’s best if they can stay inside while you are working. When working in tight areas keep a close eye on fences, buildings, trampolines or anything else you could damage. Back over curbs or come off them at an angle. The back of the skid steer will crash down and damage the curb if you are not careful. Always use a spotter when getting on and off the trailer and never get on or off the trailer while parked on a slope.

• Because of the way the skid steer turns the tires leave black marks wherever it goes. Stay off driveways as much as possible and existing landscaping (especially lawns). If going across the lawn is necessary, using a sheet of plywood can help distribute the weight and reduce rutting. This is only to done with the customer’s permission. Never ever go onto a property without permission from the homeowner.

• The skid steer can be a dangerous machine if proper precautions are not taken. Always wear the seat belt and ear protection. Never climb out of the skid steer while the bucket is up, the hydraulics can give out at any time. Again be careful on slopes, tipping is a real danger. Always be extra careful if co-workers or children are around. It’s easy not to see the skid steer if you’re preoccupied so you need to be aware for them.

In conclusion, we believe this employment opportunity can be an exciting and great experience for you. By following the guidelines which have been outlined you can be confident in your own decisions and in the actions of Canyon Landscaping. Please remember that these policies are followed and high expectations come with them. You were hired because we are confident in your ability to perform. We also want to do all that we can too help you succeed. We know that through hard work and great effort we can take landscaping in Northern Utah to a new level.

B.J. Smith Trevor Davis

Owner Design Manager

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