SOLICITATIONS AND DISTRIBUTION OF LITERATURE POLICY (A1512) 2023-06-28 REDLINED.PDF
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MARICOPA COUNTY INTERNAL POLICY Policy Title: SOLICITATION AND DISTRIBUTION OF LITERATURE Policy Number: A1512 Current Adoption Date: 0610-2810-201823 Current Implementation Date: 0610-2810-201823 Approved by: BOARD OF SUPERVISORS Board Agenda Number: C-31-19-007-6- 001 Original Adoption Date: 07-25-2007 I. PURPOSE To outline requirements and prohibitions regarding solicitation, posting of notices, and the distribution of Lliterature in order to prevent conflicts of interest and interference with work. II. AUTHORITY This pPolicy is authorized by the Board of Supervisors pursuant to A.R.S. § 11-251. III. APPLICATION This pPolicy applies to all employees of Maricopa County appointed departments, as well the Flood Control District of Maricopa County, and the Maricopa County Library District, and the Maricopa County Stadium District (Special Districts). The Board of Supervisors is authorized to jointly adopt policies applying to the Special Districts under the Intergovernmental Agreement, C-06-18-393-6-00, approved on April 11, 2018. An elected office may follow this Policy for its employees when it does not have a similar policy.This policy shall apply to employees of County elected offices unless the County elected official has implemented a similar policy specific to his or her respective office. IV. DEFINITIONS A. Appointing Authority: An elected official, the single administrative or executive head of a dDepartment/Special District, or the designated representative authorized to act in this capacity. B. Employee: A person paid a wage, salary, or stipend in accordance with official County payroll entries. For purposes of this Policy, employee includes all classified, unclassified, temporary, and contract employees as well as volunteers. C. Literature: Materials such as signs, posters, pamphlets, and letters including, but not limited to, electronic or printed material and other promotional things. D. Solicit: To request time or resources for the benefit of an individual or group. Soliciting may involve Eemployees, non-employees, or groups engaging in direct sales, recruitment, placing Lliterature, and other activities to benefit an individual or group. These benefits may include tangible (e.g., buying, selling, or exchanging goods or services) and/or intangible benefits (e.g., joining organizations, agreeing with opinions or beliefs, or changing behavior). E. Work Areas: Areas where Eemployees perform their work tasks; excludes lobbies, employee break rooms, and restrooms, unless an employee is specifically assigned to perform work at that location. F. Work Time: Time when an employee is scheduled and expected to be engaged in performing work tasks. Work Time does not include periods when the employee is relieved of all duties for meal periods or supervisor-approved break times. V. POLICY A. Allowable Solicitations: Dissemination of Lliterature and oral information regarding the following Policy Title: SOLICITATION AND DISTRIBUTION OF LITERATURE Policy Number: A1512 Current Adoption Date: 0610-2810- 201823 Page 2 of 3 organizations, programs, or activities is permissible and subject to the oversight of Appointing Authorities: 1. Required Literature: All programs and postings required by local, state, or federal law. 2. Programs that are developed and approved by the Maricopa County Board of Supervisors or its designee, Special Districts, or a Maricopa County elected official or designee (e.g., the Combined Charitable Campaign, E.A.S.E program, Library District community boards and community programsSummer Reading Program, Volunteer 13K, employee benefit and wellness programs, and the 457(b) Savings Plan). 3. Employee Discounts: Offered from organizations with a contract or written agreement with the County or State of Arizona to provide goods, services, or discounts. 4. County Blood Drive Information 5. Training Programs: Approved by an Appointing Authority relating to an Employee’s job duties or to maintain an Employee’s work required professional license. 6. Non-Work Time: Employees who are not on Wwork Ttime, may Ssolicit and distribute Literature literature in public places such as sidewalks, open or public parking lots, or other facilities that are traditionally available for public use. 7. Constitutionally Protected Speech: WPermitted within a reasonable parameters of time, place, and mannertime, place, and manner parameters. 8. Non-Work Areas: Employees may place Lliterature in County break rooms that are located in non- Wwork aAreas subject to the following restrictions: a) Appointing Authorities must grant permission before placing Literature literature in break rooms and shall grant approvalapprove the to placement Literature unless the content is contrary to law, County Merit Rules, or County policy. The Appointing Authority shall promptly notify the County Attorney’s Office Civil Services Division of any concerns before denying permissionBefore denying permission, the Appointing Authority shall promptly notify the County Attorney’s Office Civil Services Division of any concerns. b) Employees must place their name, the start date, and the length of time the Literature literature will be placed in the break room on the Literatureliterature. c) Employees may display Literature literature for a maximum of two (2) weeks unless their Appointing Authority grants an extension. This is to avoid break room clutter, to ensure the Literature literature is current, and to allow for a variety of Literatureliterature. Employees are responsible for removing Literature literature on or before the deadline. Failure to timely remove Literature remove literature timely may result in the Eemployee losing privileges under this policyPolicy. d) The Literature literature cannot obstruct official County Lliterature, or any Lliterature already posted. e) By permitting Eemployees to place Literature literature in break rooms, the County has not confirmed the accuracy of the information and does not endorse or accept responsibility or liability for the views, opinions, or information stated in the Literatureliterature. Employees assume full complete and sole responsibility for any action taken based on information read or found in the Literatureliterature. Policy Title: SOLICITATION AND DISTRIBUTION OF LITERATURE Policy Number: A1512 Current Adoption Date: 0610-2810- 201823 Page 3 of 3 B. Prohibited Solicitations: Unless stated above: 1. Employees are prohibited from soliciting: a) During their Wwork Ttime or the Wwork Ttime of the Eemployees to whom such activity is directed. b) In Wwork Aareas, hallways, lobbies, secured employee parking lots, or via any County owned or controlled technology resources. 2. Non-employees are prohibited from soliciting in the following areas: a) Not open to the public including, but not limited to, employee break rooms, employee restrooms, secured employee parking lots, employee Wwork Aareas, the County paycheck distribution system, the County’s internal mailing system, and County owned or controlled technology resources. b) Open to public for a limited or designated purpose including, but not limited to, lobbies and hallways. If a non-employee is engaged in prohibited unauthorized solicitation as prohibited by this Policy or law, it is the responsibility of management personnel tomanagement personnel must advise the non- employee to either terminate the activity or leave the County premises where such activity is prohibited. If the non-employee continues the prohibited conduct, security should be notified. Revision History Version Revision Date Description of Revision 1 07/25/2007 Initial version (C-31-08-001-6-00) 2 09/26/2012 Clarified what constitutes an authorized solicitation, removed access to County resources, and outlined approved solicitation in break rooms (C-49-13-020-6-00) 3 12/12/2012 Added Library District Community boards and programs (C-49-13-042-6-00) 4 10/10/2018 Updated and simplified language (C-31-19-007-6-00) 5 06/28/2023 Updated program examples and simplified language (C-31-19-007-6-01)