2025_Company Handbook (1)

Employee Company Handbook 2025

Greetings, and thank you for being a part of this critical work to advance equitable e-mobility solutions! We believe open communication is one of the keys to a healthy and productive working environment, and it is also important for Employees to understand our organizations’ key administrative policies, the scope of your benefits, and our internal systems, especially given our hybrid / remote working set-up.

This Employee Handbook should help us to achieve those goals. The following pages walk through more about who we are, our team make-up and systems, Employees policies, and your employee benefits We encourage all Employees to take some time to review the handbook and keep an electronic copy easily accessible for future reference Once you’ve received the handbook, please confirm receipt by returning the Acknowledgement & Receipt Form to your Employees supervisor, the form is located on the last page of this document.

Finally, this handbook will be updated over time, as our policies and systems evolve to carry out our organizations’ missions and work toward realizing our vision After each update, a revised version of the handbook will be circulated to all Employees, with significant changes highlighted. If you have any questions about this handbook, and/or how your work connects to our vision and mission, please don’t hesitate to reach out to your Employees supervisor.

Thanks again for being part of this team!

Sincerely,

Mr. Terry Travis & Dr. Shelley Francis

TerrTravi&D. ShelleFranci

About This Handbook

This Handbook has been prepared to give employees information regarding Our organizations’ expectations, policies, and benefits It’s a guide to help employees understand our basic policy and guidelines

These policies cover all employees, regardless of their state of employment. Volunteers are not employees and must sign a standard of conduct acknowledgment as part of their organizational onboarding Consultants or independent contractors are also not employees for the purposes of this handbook and any provisions applying to consultants should be integrated into their Contracts

This employee manual is not intended to address all possible applications of or expectations of the general policies. For that reason, if employees have any questions concerning the eligibility of a policy or practice, they should address specific questions to their supervisor.

The Co-Executive Directors/Partners and the Senior leadership team are responsible for administering these policies Because it is impossible to anticipate every situation that may arise, EVHN/EVN reserves its right to address any situation in a manner different from that described in this Handbook

These policies do not supersede EVHN/EVN’s Financial Policies & Procedures or any applicable laws. Conditions or circumstances may require EVHN/EVN to change, amend, or delete specific policies or benefits The only policy that is not subject to change is the policy regarding employment-at-will That policy can be changed only by a written agreement signed by a Co-Executive Director and the affected employee

Employment with EVHN/EVN is on an "at-will" basis. This means employment may be terminated at any time, with or without notice, and with or without cause Likewise, employees may leave the organization at any time, with or without notice and with or without cause

These policies are not intended to and do not create a contract for employment, any contractual rights or obligations, or an agreement for employment for a definite time period. This handbook is not intended to alter an employee’s “at-will” status with EVHN/EVN.

Our History, Mission, Vision, & Values

Who We Are & What We Do

EVHybridNoire (EVHN) is a national e-mobility advocacy nonprofit organization (501c3) and the nation’s largest network of diverse EV drivers and enthusiasts with members (EV drivers, across the country). As the voice of diverse EV drivers and enthusiasts, we engage with communities often left out of e-mobility discussions, advocate for e-mobility solutions in underserved/underrepresented communities, and work to shift the narrative about e-mobility to be more inclusive of diverse populations Specifically, EVHN’s work involves a mix of grassroots engagement; advocacy and decision-maker education; media outreach; speaking engagements; and research That work spans many aspects of e-mobility and e-mobility equity, including climate justice, workforce and economic development, public health, data collection and analysis, multimodal mobility, and creative financing of e-mobility Solutions.

EVNoire (EVN) is an award-winning emobility consulting group, whose work centers on e-mobility best practices. EVNoire works to advance equitable, multimodal e-mobility solutions within electric, connected, shared, and autonomous vehicle technologies Our team is comprised of moblilty professionals, engineers, data scientists and researchers, urban planners, charging infrastructure specialists, marketing strategist and policy experts. We utilize our expertise, a human-centric approach, and data-driven frameworks to integrate and amplify e-mobility best practices and e-mobility diversity, equity, and inclusion in the transportation sector EVNoire works with partners ranging from auto manufacturers, transit authorities, utilities, and government agencies, to charging network companies, non-profits, community-based organizations, large fleets and rental, rideshare and delivery network companies. Our number one goal is to solve clients’ problems.

Our History

EVHybridNoire was founded by our co-founders, Terry Travis and Dr Shelley Francis Dr Francis came to the e-mobility issue via her public health background as a former medical school professor, and a chance Uber ride in a Nissan LEAF. After she purchased her own LEAF, she found herself at charging stations connecting with other people of color who had driven long distances because of the lack of chargers in their neighborhoods One of those encounters was with Terry Travis, who had been drawn to the technology and economic appeal of EVs, stemming from an executive fellowship in Europe where he saw firsthand that e-mobility could work, and made environmental and economic sense The two of them connected about how being people of color who drove EVs made them the “Elephant in the room.” That love of EVs combined with the isolation and lack of community drove them to create their own community, and EVHybridNoire was born

From there, the leadership team quickly realized that even after entities (state agencies, auto manufacturers, utilities, etc.) were convinced of the importance of advancing e-mobility and doing it equitably, those entities were often at a loss as to how to actually move forward with both multimodal e-mobility best practices and equitable e-mobility solutions As a result, Terry Travis and Dr Francis formed EVNoire, a consulting group, to help entities actually develop and implement their e-mobility solutions with both e-mobility best practices and DEI in mind And as compared to EVHybridNoire, EVNoire is often first advising these entities on e-mobility best practices alone (such as exploring innovative charging infrastructure options with a city), even before getting to diversity, equity and inclusion, as e-mobility is such a new space for so many people, companies, and organizations.

Since our groups’ founding, we have steadily expanded our work and our team, and we are in an especially exciting period of growth, quickly expanding our team size to meet the demand for our services and insights across the e-mobility ecosystem.

EVHybridNoire - Missions/Vision (501c3)

● EVHybridNoire’s mission is to advance electric vehicles and multimodal e-mobility solutions across the U.S., and ensure those solutions are inclusive and equitable.

● EVHybridNoire envisions a world where all communities are free of air pollution from cars and trucks, and everyone can reap the benefits of electric vehicles and multimodal e-mobility solutions

EVNoire - Missions/Vision Consultancy

● EVNoire's mission is to accelerate an equitable, cleaner, and greener e-mobility future for all

● EVNoire's vision is that e-mobility best practices and e-mobility diversity, equity & inclusion be centered in the transition to zero-emission vehicles

● As a consultancy our primary goal is to solve our customers complex problems

Our Values

At EVHybridNoire & EVNoire, our belief in the innate equality and dignity of every human being drives our work towards equitable e-mobility solutions. We believe that our work should be based on mutual respect and justice for all people and free from any form of discrimination or bias. The work of our organization should be aligned with community needs We envision a future in which no group of people bears a disproportionate share of the negative environmental, health, economic or societal consequences resulting from industrial, governmental, or commercial operations or policies The solutions for which we advocate are informed by data, authentic partnerships, and collaborative relationships both within our teams and with community members, and as such, we affirm the right of communities to participate as equal partners at every level of decision-making.

We believe that individual identities enhance our organizational culture and our work, such as socio-economic class; age or generation; able-bodiedness or accessibility needs; race, ethnicity or nationality; gender, gender identity, and expression; sexual orientation; religion and worship practices; education or matriculation status; veteran or military service status; family or caregiver responsibilities; and personal appearance We recognize the many unique ways that gender, class, sexuality, and other forms of oppression intersect with race Discrimination in any form is not tolerated

We believe deliberate and focused attention to the various manifestations of racism interpersonal, cultural, institutional, and structural is required to transform the policies, systems, and practices that produce unfair and unjust outcomes by race We critically analyze how the distribution of power and resources throughout history and the resulting systems create and reinforce racial inequities and injustices This analysis is necessary to shift power and transform systems in the pursuit of justice

Organizational Structure

Why We Have Two Organizations & What It Means for You

Similar to how many non-profit advocacy organizations have both a 501c3 and a 501c4 to allow their groups to facilitate different type of work than if they were only one organization, having both EVHybridNoire and EVNoire allows our organizations collectively to advance e-mobility best practices and e-mobility diversity, equity and inclusion in more ways That said, it does require our Employees most of whom work for both organizations to be aware of which ‘hat’ you’re wearing in different settings, including via sending emails from the different organizations’ email accounts. In general, most of our public outreach, advocacy, and communications work is done as EVHybridNoire, while most of our direct engagement with and consultation of the private sector including corporations, utilities, government agencies and others is done as EVNoire We use internal systems to clarify which projects are being done under which organization’s name, but you should always feel free to ask your supervisor or others on the team if they’re ever unsure.

EVHybridNoire

EVHybridNoire (EVHN) is a national e-mobility advocacy nonprofit organization (501c3) and the nation’s largest network of diverse EV drivers and enthusiasts. As the voice of diverse EV drivers and enthusiasts, we engage with communities often left out of e-mobility discussions, advocate for e-mobility solutions in underserved/underrepresented communities, and work to shift the narrative about e-mobility to be more inclusive of diverse populations Specifically, EVHN’s work involves a mix of grassroots engagement; advocacy and decision-maker education; media outreach; speaking engagements; and research That work spans many aspects of e-mobility and e-mobility equity, including climate justice, workforce and

economic development, public health, data collection and analysis, multimodal mobility, and creative financing of e-mobility Solutions.

EVHN is governed by a Board of Directors (Board), which is elected by members of the Board, according to EVHN’S Bylaws The Board is responsible for setting broad organizational policy, ensuring EVHN’s fiscal health, and overseeing the Co-Executive Directors. Board members do not have an operational role within the organization. The Co-Executive Directors are responsible for and empowered to lead EVHN’s operations This includes, but is not limited to the responsibility to

● determine the number of employees to be employed;

● hire, lay off, and terminate employment;

● determine the quality and quantity of work performed;

● assign and delegate work;

● schedule work and determine the number of hours to be worked;

● discipline or discharge employees;

● require observance of EVHN’s rules, regulations, retirement, and other policies;

● maintain and improve efficiency;

● determine the methods and the type of service to be provided; and

● enter into, change, or discontinue contracts for the furnishing and purchasing of supplies and services.

EVNoire

EVN is an LLC, which is owned by the co-founders. They may jointly or independently make decisions on behalf of EVN’s Employees, mission, budget, and operations

EVNoire is an emobility consultancy that works to advance equitable, multimodal e-mobility solutions within electric, connected, shared, and autonomous vehicle technologies. Our team is comprised of mobility professionals, engineers, data scientists and researchers, urban planners, charging infrastructure specialists, marketing strategists and policy experts. EVNoire works with partners ranging from auto manufacturers, transit authorities, utilities, and government agencies, to charging network companies, non-profits, community-based organizations, large fleets and rental, rideshare and delivery network companies

EVHybridNoire and EVNoire

Employees are responsible for performing the work assigned to them by their managers during work hours but may seek approval to engage in other activities or assist their coworkers. Employees should

respect the roles and responsibilities of each employee and seek permission or approval to engage in work that others lead.

In no circumstance, may an employee:

● Respond to or contact members of the media without approval from a Co-Executive Director or communications Employees

● Contact donors/funders without receiving permission from a Co-Executive Director.s.

● Contact elected officials on behalf of EVHN/EVN without receiving permission from a Co-Executive Director.

Work from Home Policy

Employees who work mostly remote from home are considered hybrid employees Employees should follow the standard working hours and must be online and responsive from 9:00 - 5:00 in their timezone responding to communications in no more than 30 mins. Employees should have a stable high speed internet connection during this time working in a quiet business environment.

Employees must exercise complete confidentiality to protect company documents and information This includes being on a secure network and not discussing any sensitive information or external meetings while in public

Employees who work from home will also be expected to attend company events, such as the in-person staff retreat, or events the company deems necessary as part of an employee's job Employees may also be asked to be present at the company's physical offices in Atlanta, Georgia, Washington D C and or other locations during their employment and may be asked to join their colleagues and / or senior leadership for in person meetings in their respective cities when staff are in town for project or client meetings or conferences. Employees who work or visit the state of Georgia may also be required to be in person during office hours at the company’s headquarters.

Introductory Language and Policies

At-Will Employment

EVHN/EVN is committed to building a diverse and inclusive organization including people from historically underrepresented and marginalized communities. Your employment with the organizations’ is on an "at-will" basis. This means your employment may be terminated at any time, with or without notice and with or without cause Likewise, we respect your right to leave the Company at any time, with or without notice and with or without cause

Nothing in this handbook or any other Company document should be understood as creating a contract, guaranteed or continued employment, a right to termination only "for cause," or any other guarantee of continued benefits or employment. Only the co-founders have the authority to make promises or negotiate with regard to guaranteed or continued employment, and any such promises are only effective if placed in writing and signed by the co-founders

Nothing in this handbook will be interpreted, applied, or enforced to interfere with, restrain, or coerce employees in the exercise of their rights under Section 7 of the National Labor Relations Act.

This policy may not be appropriate in its entirety for Employees working in Montana

Ethics Code

Our organizations’ will conduct business honestly and ethically wherever operations are maintained We strive to improve the quality of our services, products, and operations and will maintain a reputation for honesty, fairness, respect, responsibility, integrity, trust, and sound business judgment Our supervisors and employees are expected to adhere to high standards of business and personal integrity as a representation of our business practices, at all times consistent with their duty of loyalty to the Company.

We expect that officers, directors, and employees will not knowingly misrepresent the Company and will not speak on behalf of the Company unless specifically authorized The confidentiality of trade secrets, proprietary information, and similar confidential commercially sensitive information (i e financial or sales records/reports, marketing or business strategies/plans, product development, customer lists, patents, trademarks, employee salaries etc.) about the Company or operations, or that of our customers or partners, is to be treated with discretion and only disseminated on a need-to-know basis (see policies relating to privacy)

Violation of the Code of Ethics can result in discipline, up to and including termination of employment. The degree of discipline imposed may be influenced by the existence of voluntary disclosure of any ethical violation and whether or not the violator cooperated in any subsequent investigation.

Revisions to

Handbook

This handbook is our attempt to keep you informed of the terms and conditions of your employment, including EVHybridNoire and EVNoire’s policies and procedures The handbook is not a contract The Company reserves the right to revise, add, or delete from this handbook as we determine to be in our best interest, except the policy concerning at-will employment When changes are made to the policies and guidelines contained herein, we will endeavor to communicate them in a timely fashion, typically in a written supplement to the handbook or in a posting on company bulletin boards.

Employment Classifications

The Company designates all employees as either exempt or nonexempt in compliance with applicable federal, state, and local law:

● Exempt Employees: Federal and state laws govern whether minimum wage and overtime requirements apply to a particular employee or whether the employee is exempt from those requirements The law currently provides that exempt employees hold executive, managerial, high-level administrative, and professional jobs, are paid a fixed salary, and perform certain duties. In addition, certain commissioned sales employees and highly paid computer professionals qualify as exempt employees. Employees designated as exempt are paid a fixed salary and are not entitled to overtime pay

All employees who are classified as exempt are paid on a salary or fee basis Exempt employees' salaries or fees are established at the time of hire, or when the employee is classified as exempt. The Company cannot reduce an exempt employee's compensation because of variations in the quality or quantity of the employee's work. Subject to limited exceptions, an exempt salaried employee will receive their full salary for any workweek in which the employee performs any work, regardless of the number of days or hours worked

● Nonexempt Employee: All employees who do not satisfy the legal criteria for exempt status under federal and state law are entitled to be paid at least the minimum wage per hour and are eligible for pay for overtime hours worked, as required by applicable law. Some nonexempt employees may qualify for sick leave

The Company also assigns each employee to one of the following categories:

● Regular Full-Time Employee: Regular full-time employees are normally scheduled to work at least 40 hours per workweek, except for approved time off Full-time employees are eligible for most Company benefits

● Regular Part-Time Employees: Regular part-time employees are normally scheduled to work 25 to 30 hours or less per workweek. Part-time employees are NOT eligible for most Company benefits.

● Temporary/Seasonal Employees: Temporary employees are generally hired on a temporary or project-specific basis, with either full- or part-time hours Seasonal employees are hired on a temporary basis during a time of year when extra work is available Temporary/seasonal employees are not eligible for most Company benefits

You will be informed of your classification, status, and responsibilities at the time of hire and at any time your classification, status, or responsibilities change. If you have a question regarding this information, contact The HR department These classifications do not alter your employment-at-will status

Hiring and Orientation Policies

Conflicts of Interest

EVHybridNoire and EVNoire are concerned with conflicts of interest that create actual or potential job-related concerns, especially in the areas of confidentiality, customer relations, safety, security, and morale. If there is any actual or potential conflict of interest between you and a competitor, supplier, distributor, or contractor to the Company, you must disclose it to your Supervisor. If an actual or potential conflict of interest is determined to exist, the Company will take such steps as it deems necessary to reduce or eliminate this conflict

Job Applications

A Co-Executive Director may decide to open job applications only to preferred internal and/or external candidate(s), all internal candidates, or to publicize widely The candidate pool may be expanded at any time

Applicants for a job are considered confidential and will be treated privately. A file system will contain application information (including each applicant’s resume, cover letter, references, etc.) for posted jobs. Access to candidate files is limited to those supporting the process

Employment Authorization Verification

New hires will be required to complete Section 1 of federal Form I-9 within three days of paid employment and must present acceptable documents authorized by the U S Citizenship and Immigration Services proving identity and employment authorization no later than the third business day following the start of employment with EVHybridNoire and EVNoire. If you are currently employed and have not complied with this requirement or if your status has changed, inform your Supervisor

If you are authorized to work in this country for a limited period of time, you will be required to submit proof of renewed employment eligibility prior to the expiration of that period to remain employed by the Company.

Onboarding & Orientation

New employees will be provided and will sign an Offer Letter to accept their job offer. New employees’ onboarding will begin within one week of starting employment. They will receive this Employee Handbook, computer logins and passwords, a 30-day work plan, and their job description. The new employee must have an opportunity to review and ask questions and sign the Acknowledgment Form at the end of this Handbook by the completion of the first week of employment It is the employee’s responsibility to understand the policies and to adhere to them

Employees shall be given appropriate job training in addition to pertinent project information (timelines, long-range plans, and financial status) by their supervisor. New hires will be directed to review and complete payroll and benefits onboarding via the Paychex platform within one week of starting employment The employee is responsible for logging into Paychex within 1 week of their first payroll to review all employee information (pay, hours, description, etc ) They must correct any errors they may make on their own (bank account information) and immediately notify a Co-Executive Director of any errors to be corrected by the organization.

Rehires who have been away from the organization for less than 12 months may be exempted from certain areas of the onboarding or orientation

Background Checks

Our organizations’ may conducts basic criminal background checks on job applicants and employees concerning references and prior employment, as well as educational, criminal, and credit history, to the extent permitted by federal, state, and local laws. The Company will determine the nature and scope of the background check. The background check will be consistent with the needs of the job applicant's or employee's position

The Company will ask job applicants or employees to sign a consent form authorizing the Company to conduct a background search If job applicants or employees refuse to sign the consent form, the Company may no longer consider job applicants as candidates for employment or employees may be subject to discipline, up to and including termination. If the Company discovers that job applicants or employees falsified or omitted information on consent forms, job applicants may be denied employment and employees may be subject to discipline, up to and including termination

An offer of employment made by the Company or continued employment may be contingent upon the successful completion of a background check.

90-Day Introductory Periods

All new/rehired employees work on an introductory basis for the first 90 days of employment. This period allows new employees to demonstrate their ability to achieve a satisfactory level of performance and to determine whether the new position meets their expectations During this time, your supervisor should be coaching, training, and talking with you regularly while introducing you to your job requirements

EVHN/EVN uses this period to evaluate employee capabilities, work habits, and overall performance If The organizations’ determines that the introductory period has not allowed sufficient time to thoroughly evaluate the employee’s performance, the introductory period may be extended.

An introductory period in no way negates or modifies our organizations’ employment-at-will policy, nor will there be any type of employment status other than employment-at-will, either during or after the introductory period Successful completion of the introductory period does not guarantee employment for any period of time thereafter

Hiring Interns

Interns can be a great addition to the team, and we use an intentional and coordinated approach to the recruitment and hiring of interns. Requests for intern support should be submitted to a Co-Executive Director. The request should include a brief proposal (e.g. 1-2 pages max) justifying the position,

proposed scope of work, proposed hourly rate vs unpaid course credit internship, and project timeline. The request will then be reviewed by senior leadership.

Employment Equity

EVHN/EVN is committed to building a diverse and inclusive organization including people from historically underrepresented and marginalized communities.

Equal Opportunity Employment

EVHN/EVN is committed to the principles of equal employment. We are committed to complying with the Americans with Disabilities Act (ADA) and all applicable federal, state, and local laws providing equal employment opportunities, and all other applicable employment laws and regulations We intend to maintain a work environment that is free of harassment, discrimination, or retaliation because of age, race, color, national origin, ancestry, religion, sex, sexual orientation (including transgender status, gender identity, or expression), pregnancy (including childbirth, lactation, and related medical conditions), disability (physical, mental, intellectual, or learning), genetic information (including testing and characteristics), marital or civil union status, veteran status, uniformed service member status, or any other status protected by applicable federal, state, or local laws EVHN/EVN is dedicated to the fulfillment of this policy regarding all aspects of employment

EVHN/EVN will conduct a prompt and thorough investigation of all allegations of discrimination, harassment, retaliation, or any violation of the Equal Employment Opportunity Policy in a confidential manner EVHN/EVN will take appropriate corrective action, if and where warranted EVHN/EVN prohibits retaliation against employees who provide information about, report, or assist in the investigation of any complaint of discrimination or violation of the Equal Employment Opportunity Policy

Pregnancy, Childbirth, and Lactation Accommodation

EVHN/EVN complies with the Pregnancy Discrimination Act, and all applicable state and local fair employment practices laws, and is committed to providing equal employment opportunities to qualified individuals, including those who are pregnant, recently given birth, or with related medical conditions, are lactating, or need to express milk for a nursing child Consistent with this commitment, EVHN/EVN will provide reasonable accommodation to otherwise qualified individuals where appropriate to allow the individual to perform the essential functions of the job unless doing so would create an undue hardship on the organization In accordance with the federal Pregnant Workers Fairness Act (PWFA)

Where an individual is suffering from a pregnancy-related disability or condition, reasonable accommodations may include, but are not limited to:

● More frequent or longer paid or unpaid breaks;

● Time off to attend to a pregnancy complication or recover from childbirth with or without pay;

● Temporary transfer to a less strenuous or hazardous position;

● Job restructuring; or a modified work schedule.

Accommodations for Pregnancy, Childbirth, and Related Medical Conditions

EVHybridNoire/EVNoire recognizes the importance of supporting team members experiencing limitations related to pregnancy, childbirth, or related medical conditions by providing reasonable accommodations. We are committed to complying with the federal Pregnant Workers Fairness Act (PWFA) and any applicable state or local laws offering additional protections

Examples of reasonable accommodations include:

● Additional break time for restroom use, meals, hydration, and rest.

● Seating options allowing for sitting or standing as needed.

● Schedule changes, part-time work, and paid and unpaid leave

● Flexible work hours to accommodate medical appointments and physical needs

● Telework (remote work)

● Closer parking spots to the workplace entrance

● Light duty.

● Making existing facilities accessible or modifying the work environment.

● Job restructuring

● Temporarily suspending one or more essential functions of your job

● Acquiring or modifying equipment, uniforms, or devices

● Adjusting or modifying examinations or policies

If you require an accommodation, notify your Supervisor. In instances where the need for a particular accommodation is not obvious, you may be asked to provide:

● The reason an accommodation is needed

● A description of the proposed accommodation

● Information on how the accommodation will effectively address your limitations.

Medical documentation will not be required in the following situations:

● When the limitation and need for an accommodation is obvious.

● If the Company is already aware of the limitation due to previous disclosures

● When requesting accommodations such as additional restroom breaks, fluid intake, food breaks, or seating arrangements, which are considered presumptively reasonable

● For any lactation accommodations.

● When a similar accommodation has been provided to other employees without requiring documentation.

The Company will engage in an interactive process with you to identify suitable accommodations While we strive to accommodate all requests, certain accommodations may not be provided if they would result in undue hardship to the Company. Factors considered include the nature and cost of the accommodation, the overall financial resources of the facility, and the impact on operations, including safety and efficiency.

The Company strictly prohibits retaliation against team members who request or utilize an accommodation under this policy

Accommodations for Nursing Mothers

EVHN/EVN is required by law to provide requesting employees who are nursing mothers with certain accommodations to express milk Accordingly, the Company will provide nursing mothers with:

● Reasonable break time to express milk for their infant child each time the mother has the need to express milk; and

● A private room or other location, other than a restroom, in close proximity to their work area that is shielded from view and free from intrusion, to express breast milk

Requesting Accommodation

If you have the need for accommodation, contact your Supervisor. If the Company cannot provide break time or a location that complies with the above, the Company will provide you with a written response.

Lactation Break

Regarding break times, Employees may use regular paid rest breaks or may take other reasonable break time when needed. If possible, the break time should run concurrently with a scheduled meal and rest breaks already provided to you. If the break time cannot run concurrently with meal and rest breaks

already provided or additional time is needed, break times will be unpaid except where federal or state law dictates otherwise.

If you require an accommodation, notify your Supervisor If the need for a particular accommodation is not obvious, you may be asked to include relevant information such as:

● The reason you need accommodation.

● A description of the proposed accommodation.

● How the accommodation will address limitations caused by pregnancy, childbirth, or related medical conditions

The Company will not require you to accept any accommodation without engaging in the interactive process to accurately understand your limitations and explore potential accommodations. The Company is not required to make your specific requested accommodation and is not required to provide any accommodation that would constitute an undue hardship on the Company.

The Company will comply with state or local laws that provide additional protections beyond the PWFA

The Company will not retaliate against employees who request or receive an accommodation under this policy.

Right to File Complaint

If you feel the Company is not providing you with adequate break time and/or a place to express milk as provided for in Labor Code § 1030, you may file a report/claim with the Labor Commissioner's Bureau of Field Enforcement (BOFE) at the BOFE office nearest your place of employment. The complaint must be filed within three years of the alleged unlawful action.

In addition, if you believe you have been a victim of retaliation for either asserting a right to lactation accommodation or for complaining to the Labor Commissioner about the failure of the Company to provide this accommodation, you may file a retaliation claim with the Labor Commissioner's Office pursuant to Labor Code § 98.7. This claim must be filed within six months of the alleged retaliation.

Under certain circumstances, the Company may be relieved of the duty to provide all or some of the above benefits if doing so would impose an undue hardship on the Company

Disability Accommodation

EVHN/EVN complies with the Americans with Disabilities Act (ADA), the Pregnancy Discrimination Act, and all applicable state and local fair employment practices laws, and is committed to providing equal employment opportunities to qualified individuals with disabilities, including disabilities related to pregnancy, childbirth, and related conditions. Consistent with this commitment, the Company will provide reasonable accommodation to otherwise qualified individuals where appropriate to allow the individual to perform the essential functions of the job, unless doing so would create an undue hardship on the business

If you require an accommodation because of your disability, it is your responsibility to notify your supervisor. You may be asked to include relevant information such as:

● The reason you need an accommodation

● A description of the proposed accommodation

● How the accommodation will help you perform the essential functions of your job

After receiving your request, the Company will engage in an interactive dialogue with you to determine the precise limitations of your disability and explore potential reasonable accommodations that could overcome those limitations Where appropriate, we may need your permission to obtain additional information from your medical provider All medical information received by the Company in connection with a request for accommodation will be treated as confidential

The Company encourages you to suggest specific reasonable accommodations that you believe would allow you to perform your job. However, the Company is not required to make the specific accommodation requested by you and may provide an alternative accommodation, to the extent any reasonable accommodation can be made without imposing an undue hardship on the Company

Where state or local law provides greater protections to employees than federal law, the Company will apply the law that provides the greatest benefit to Employees.

The Company will not discriminate or retaliate against employees for requesting an accommodation

Abuse Victim Accommodation

EVHN/EVN will provide reasonable safety accommodations to employees who are victims of domestic violence, sexual assault, or stalking, provided the accommodation would not pose an undue hardship on the organization

Reasonable safety accommodations may include, but are not limited to:

● transfer, reassignment, or modified schedule.

● A change in telephone number or workstation, or installed lock.

● Assistance in documenting domestic violence, sexual assault, stalking, or other crime that occurs in the workplace

● An implemented safety procedure or other adjustment to a job structure, workplace facility, or work requirement in response to domestic violence, sexual assault, stalking, or other crime.

● Referral to a victim assistance organization.

Confidentiality

The Company will maintain the confidentiality of anyone requesting time off or requesting an accommodation under this policy, except as required by federal or state law or as necessary to protect your safety in the workplace.

Retaliation

The Company will not retaliate against employees for their status as a victim of crime or abuse or for requesting or taking leave or a reasonable accommodation in accordance with this policy.

Religious Accommodation Policy

EVHN/EVN recognizes the diversity of religious beliefs and is committed to providing equal employment opportunities to all employees, regardless of their religious beliefs and practices or lack thereof. Consistent with this commitment, the employee complies with Title VII of the Civil Rights Act of 1964 and all applicable state and local laws that prohibit employment discrimination on the basis of religion The employee will reasonably accommodate the sincerely held religious beliefs of employees if the accommodations would resolve a conflict between the individual's religious belief or practice and a work requirement, unless doing so would create an undue hardship.

Requesting a Religious Accommodation

If you need an accommodation because of your religious beliefs or practices, make the request with your manager or through the human resources department You may be asked to include relevant information such as:

● A description of the proposed accommodation

● The reason you need the accommodation

● How the accommodation will help resolve the conflict between your religious beliefs or practices (or lack thereof) and your work requirements.

After receiving your request, the employee will engage in an interactive dialogue with you to explore potential accommodations that could resolve the conflict between your religious beliefs or practices and work requirements The employee encourages you to suggest specific reasonable accommodations However, the employee is not required to make the specific accommodation requested by you and may provide an alternative accommodation, to the extent any reasonable accommodation can be made without imposing an undue hardship on the employee.

The employee will not discriminate or retaliate against an employee who, in good faith, request a religious accommodation under this policy

Anti-Harassment & Discrimination Policy

EVHN/EVN has a strict policy against all types of workplace harassment, including sexual harassment and other forms of workplace harassment based upon an individual's age, race, color, national origin, ancestry, religion, sex, sexual orientation (including transgender status, gender identity or expression), pregnancy (including childbirth, lactation, and related medical conditions), disability (physical, mental, intellectual, or learning), genetic information (including testing and characteristics), marital or civil union status, veteran status, uniformed service member status, or any other status protected by applicable federal, state, or local laws All forms of harassment of, or by, employees, vendors, visitors, customers, and clients are strictly prohibited and will not be tolerated

Harassment is defined as any verbal or physical conduct designed to threaten, intimidate, or coerce an employee, co-worker, or any person working for or on behalf of EVHN/EVN Verbal taunting (including racial and ethnic slurs) that impairs an employee’s ability to perform their job is included in the definition of harassment

Discrimination is defined as the unjust or prejudicial treatment of different categories of people, especially based on the person’s membership in a protected class.

Non-Discrimination Act Policy

At EVHN/EVN, we value all employees and job candidates as unique individuals, and we welcome the variety of experiences they bring to our company. As such, we have a strict non-discrimination policy. We believe everyone should be treated equally regardless of race, sex, gender identification, sexual orientation, national origin, native language, religion, age, disability, marital status, citizenship, genetic information, pregnancy, or any other characteristic protected by law If you feel that you have been

discriminated against, please let your manager or Human Resources Department know as soon as possible. Every complaint will be appropriately investigated.

Policy Against Workplace Harassment

EVHybridNoire/EVNoire has a strict policy against all types of workplace harassment, including sexual harassment and other forms of workplace harassment based upon an individual's race (including, but not limited to, hair texture and protective hairstyles such as braids, locks, and twists), color, religion, religious creed (including religious dress and grooming practices), national origin, ancestry, citizenship, physical or mental disability, medical condition (including cancer and genetic characteristics), genetic information, marital status, reproductive health decision-making, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender (including gender identity and gender expression), age (40 years and over), sexual orientation, veteran and/or military status, protected medical leaves, domestic violence victim status, political affiliation, or any other status protected by federal, state, or local laws.

This policy protects all applicants and Employees (including managers and supervisors) from unlawful harassment and discrimination This includes harassment by employees, managers, supervisors, contractors, interns, volunteers, vendors, suppliers, and customers In addition, this policy extends to conduct connected with an individual's work, even when the conduct takes place away from the workplace, such as a business trip or business-related social function.

Harassment

Harassment means disrespectful or unprofessional conduct, including disrespectful or unprofessional conduct based on an individual's race (including, but not limited to, hair texture and protective hairstyles such as braids, locks, and twists), color, religion, religious creed (including religious dress and grooming practices), national origin, ancestry, citizenship, physical or mental disability, medical condition (including cancer and genetic characteristics), genetic information, marital status, reproductive health decision-making, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender (including gender identity and gender expression), age (40 years and over), sexual orientation, veteran and/or military status, protected medical leaves domestic violence victim status, political affiliation, or any other status protected by federal, state, or local laws

While it is not possible to list all the circumstances that may constitute other forms of workplace harassment, some examples of conduct that may constitute workplace harassment include:

● The use of disparaging or abusive words or phrases, slurs, negative stereotyping, or threatening, intimidating, or hostile acts that relate to the above-protected categories;

● Written or graphic material that insults, stereotypes, or shows aversion or hostility toward an individual or group because of one of the above-protected categories and that is placed on walls,

bulletin boards, or elsewhere on our premises, in emails, or voicemails, or otherwise circulated in the workplace; and

● A display of symbols, slogans, or items that are associated with hate or intolerance toward any select group

Sexual Harassment

Sexual harassment means harassment based on sex or conduct of a sexual nature and includes harassment based on sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender, gender identity, or gender expression It may include all of the actions described above as harassment, as well as other unwelcome sex-based conduct, such as unwelcome or unsolicited sexual advances, requests for sexual favors, conversations regarding sexual activities, or other verbal or physical conduct of a sexual nature Sexually harassing conduct need not be motivated by sexual desire and may include situations that began as reciprocal relationships, but that later cease to be reciprocal.

Sexual harassment is generally categorized into the following two types:

● Quid pro quo sexual harassment ("this for that"), which includes:

● Submission to sexual conduct when made explicitly or implicitly a term or condition of an individual's employment

● Submission to or rejection of the conduct by an employee when used as the basis for employment decisions affecting the employee.

● Hostile work environment sexual harassment is conduct of a sexual nature or on the basis of sex by any person in the workplace that unreasonably interferes with an employee's work performance and/or creates an intimidating, hostile, or otherwise offensive working environment

Examples include:

● Unwelcome sexual advances, flirtation, teasing, sexually suggestive or obscene letters, invitations, notes, emails, voicemails, or gifts.

● Sex, gender, or sexual orientation-related comments, slurs, jokes, remarks, or epithets

● Leering, obscene or vulgar gestures, or sexual gestures

● Displaying or distributing sexually suggestive or derogatory objects, pictures, cartoons, or posters or any such items

● Impeding or blocking movement, unwelcome touching, or assaulting others.

● Any sexual advances that are unwelcome as well as reprisals or threats after a negative response to sexual advances

● Conduct or comments consistently targeted at one gender, even if the content is not sexual

Retaliation

Retaliation means any adverse employment action taken against an employee because the employee engaged in activity protected under this policy Protected activities may include, but are not limited to, reporting or assisting in reporting suspected violations of this policy and/or cooperating in investigations or proceedings arising out of a violation of this policy

Adverse employment action is conduct or an action that materially affects the terms and conditions of the employee's employment status or is reasonably likely to deter the employee from engaging in protected activity Even actions that do not result in a direct loss of compensation may be regarded as an adverse employment action when considered in the totality of the circumstances

Examples of retaliation under this policy include, but are not limited to: demotion, suspension, reduction in pay, denial of a merit salary increase, failure to hire or consider for hire, refusing to promote or consider for promotion because of reporting a violation of this policy, harassing another employee for filing a complaint, denying employment opportunities because of making a complaint or cooperating in an investigation, changing someone's work assignments for identifying harassment or other forms of discrimination in the workplace, treating people differently such as denying an accommodation, not talking to an employee when otherwise required by job duties, or otherwise excluding the employee from job-related activities because of engagement in activities protected under this policy.

Reporting Discrimination, Harassment, and/or Retaliation

Any employee who believes they have witnessed or experienced harassment or discrimination must report it to the Human Resources Department If a Co-Executive Director is involved in the allegations, the alleged harassment should be reported to the Human Resources Department. Employees who make a verbal report will be asked to follow up with complete written details using EVHN/EVN’s Harassment or Discrimination Complaint Form Note that complaints must be filed with the Equal Employment Opportunity Commission (EEOC) within 300 calendar days State agencies may have other deadlines

The Company prohibits retaliation against Employees who, based on a reasonable belief, provide information about, complain, or assist in the investigation of any complaint of harassment or discrimination.

We will promptly and thoroughly investigate any claim and take appropriate corrective and/or remedial action where we find a claim has merit If the Company begins an investigation, we will endeavor to conduct the investigation in a timely manner and will keep the investigation confidential to the extent possible. In the same way, anyone involved in an investigation of harassment has an obligation to keep all information about the investigation confidential. That is why the Company will only share information

about a complaint of harassment with those who need to know about it. Failure to keep information about an investigation confidential may result in disciplinary action. Investigations will be documented and tracked for timely resolution.

When the investigation has been completed, the Company will normally communicate the results of the investigation to the complaining individual, to the alleged harasser, and, if appropriate, to others who are directly involved. If our policy against harassment is found to have been violated, appropriate corrective action, up to and including termination, will be taken against the harasser so that further harassment will be prevented. Both the rights of the alleged harasser and the complainant will be considered in any investigation and subsequent action

Discipline for violation of this policy may include, but is not limited to, reprimand, suspension, demotion, transfer, and discharge. If the Company determines that harassment or discrimination occurred, corrective action will be taken to effectively end the harassment. As necessary, the Company may monitor any incident of harassment or discrimination to assure the inappropriate behavior has stopped. In all cases, the Company will follow up as necessary to ensure that no individual is retaliated against for making a complaint or cooperating with an investigation

In addition to our internal complaint procedure, Employees may also contact either the Equal Employment Opportunity Commission (EEOC) or the California Civil Rights Department (CRD) to report unlawful harassment. You must file a complaint with the CRD within three years of the alleged unlawful action. The EEOC and the CRD serve as neutral factfinders and will attempt to assist the parties to voluntarily resolve their disputes For more information, contact the Office of Human Resources or the nearest EEOC or CRD office

Filing of Complaints Outside Company

You may file formal complaints of discrimination, harassment, or retaliation with the agencies listed below Contact this agency directly for more information about filing processes You may also file a complaint to your state's U S Equal Employment Opportunity Commission You can locate your state office when filing a report on the EEOC website.

U.S. Equal Employment Opportunity Commission

450 Golden Gate Avenue 5 West PO Box 36025

San Francisco, CA 94102-3661

Phone: 800-669-4000

Fax: 415-522-3415

TTY: 800-669-6820

ASL Video Phone: 844-234-5122

https://www.eeoc.gov/field-office/sanfrancisco/location

Employees & Supervisor Expectations

General Policies

General Employees Responsibilities & Expectations

The ability of our organizations to achieve our goals and have the impact we want depends on Employees holding themselves accountable regarding their work performance. We have expectations lined up for Full-Time, Non-Exempt Employees to work a full-time schedule - singularly on EVN/EVHN work, meeting and taking accountability for project deadlines, turning out high-quality work products, and utilizing the operational systems provided to you like Slack, Google Drive, and Monday com

All Employees have access in their Google Drive to the "Shared Drive" which is typically located right beneath where it says "My Drive." In this folder, you will find a Policy Folder, 2022 Retreat Materials & Employees Resources folder In the Employees Resources folder, you will find more procedures, expectations, and important information pertaining to your job and the work culture at EVHN/EVN Employees should save all final project documents to their Google Drive

In addition to expectations outlined elsewhere in this handbook, all employees are expected to:

● Exercising transparency and honesty builds creditability and trust. Be honest and act in the best interests of EVHN/EVN

● Be committed to our shared mission and established values Employees should not act contrary to the interests of EVHN/EVN for personal gain

● Be able to clearly introduce yourself/communicate our work and initiatives to external partners/clients.Preserve the limited resources of EVHN/EVN (e.g. fiscal responsibility).

● Treat your fellow Employees with respect and understanding

● Conduct yourself professionally at all times, and especially when representing our organizations in outreach to external partners

● Employees are expected to exercise fiscal responsibility when using company or project funds, ensuring that all expenditures are necessary, justified, and align with the organization's financial policies.

● Be committed to meaningful participation and active communication during all meetings.

● Be a true team player, by supporting your fellow employees in their work, pitching in when needed to support team projects outside of your specific scope of work, and helping to maintain and improve our internal systems for communication and productivity

● In order to be present and operationally capable, it is critical to take care of yourself and your family.

● Adhere to team-wide decisions and guidance, especially regarding our positions on issues or policy questions, and regarding messaging guidance

● Communicate (e g call, slack or email) with your supervisor if there are changes in your schedule

● Always have a business development mindset to help the company grow and expand your professional skill set.

● Only work on EVHN/EVN work during the 9am-5pm work day

● Keep your work calendar up to date - being available and working 9a - 5p, your time zone, except during meal and rest breaks

● Ensure to manage time wisely and plan accordingly in preparation for upcoming meetings and work deliverables

● Treat others with respect.

● Lead and produce HIGH-QUALITY work free of grammatical errors

● Be on video for all external and internal calls

● Be active/responsive on slack, email, and phone during the entire work day 9am - 5pm (your time zones) with the exception of meal and rest breaks

● Employees are expected to answer questions that your supervisor or leadership requests (e g via Slack, Email within 2 hours during business hours or by the next business morning if after business hours.

● Employees are expected to take shareable Google notes for every internal and external meeting

● Employees are expected to be a e-mobility thought leader in your region area (expanding your knowledge in the mobility space (electric, connected, shared & autonomous tech) continuously

● Employees are expected to use external resources to improve their knowledge in the mobility space such as white papers, Car and Truck Clips, webinars etc.

● Employees are expected to send an agenda with meeting objectives before meetings that you lead and/or with your supervisor, or senior leadership and provide meeting minutes within 24 hours

● Work hard - as a mission-driven organization, this work is critically important Literally life and death for some communities

● Employees are expected to keep the internal working of EVHN/EVN confidential and not to be discussed with external partners, vendors etc.

● Most importantly, all Employees are expected to be the CEO of your role - taking ownership of your role means being fully accountable for any and all work in your role/sector This means to be self-motivated, agile and proactive It should not take your supervisor or leadership to tell you what to do each day or how to manage your workload/time Each Employee was hired to add your time and talents to the team - Managers do not want to nor have time to micromanage employees.

● Staff who are heading a major project may be required to hold onto company property for various events in the area.

Supervisor Responsibilities & Expectations

Employee supervisors are expected to prioritize supporting the professional development, productivity, and well-being of their Employees. To that end, employee supervisors will do the following for the Employees they oversee:

Draft and share initial 3-month work plans through Monday com within those employees’ first week

● Assist new employees in the creation of their job charter and CEO statement

● Ensure new employees are introduced to and understand our internal systems and policies, via sharing this handbook and through onboarding sessions.

● Conduct one-on-one weekly check-ins via phone, video conference, or in-person with each employee

● Provide ongoing constructive feedback to the Employees regarding their performance

● Introduce Employees to relevant external stakeholders, and/or connect them with other EVHybridNoire/EVNoire Employees who can make those introductions

● Conduct one-on-one employee evaluations annually.

● Provide feedback and approve work plans, including professional development goals.

● Act as the primary internal point of contact for the Employees, to ensure their questions are answered and they have what they need to perform their jobs well

● Be receptive to feedback from the Employees re: how you as their employee's manager can better support them and their work

● Assisting the employee with professional development.

● Ensure employees receive resources needed to be successful in job position and if in need otherwise.

Standards of Conduct

We want to create a work environment that promotes job satisfaction, respect, responsibility, integrity, and value for all our Employees, clients, customers, and other stakeholders We all share in the responsibility of improving the quality of our work environment By deciding to work here, you agree to follow our rules.

While it is impossible to list everything that could be considered misconduct in the workplace, what is outlined here is a list of common-sense infractions that could result in discipline, up to and including

immediate termination of employment. This policy is not intended to limit our right to discipline or discharge Employees for any reason permitted by law.

Examples of inappropriate conduct include:

● Violation of the policies and procedures set forth in this handbook

● Possessing, using, distributing, selling, or negotiating the sale of illegal drugs or other controlled substances.

● Being under the influence of alcohol during working hours on Company property (including in Company vehicles), or on Company business.

● Inaccurate reporting of the hours worked by you or any other Employees

● Providing knowingly inaccurate, incomplete, or misleading information when speaking on behalf of the Company or in the preparation of any employment-related documents including, but not limited to, job applications, personnel files, employment review documents, intra-company communications, or expense records.

● Taking or destroying Company property.

● Possession of potentially hazardous or dangerous property (where not permitted) such as firearms, weapons, chemicals, etc , without prior authorization

● Fighting with, or harassment of (as defined in our EEO policy), any fellow employee, vendor, or customer.

● Disclosure of Company trade secrets and proprietary and confidential commercially sensitive information (i.e. financial or sales records/reports, marketing or business strategies/plans, product development information, customer lists, patents, trademarks, etc ) of the Company or its customers, contractors, suppliers, or vendors

● Refusal or failure to follow directions or to perform a requested or required job task

● Refusal or failure to follow safety rules and procedures.

● Excessive tardiness or absences.

● Smoking in non-designated areas.

● Working unauthorized overtime

● Solicitation of fellow employees on Company premises during working hours

● Failure to dress according to Company policy

● Use of obscene or harassing (as defined by our EEO policy) language in the workplace.

● Engaging in outside employment that interferes with your ability to perform your job at this Company.

● Gambling on Company premises

● Lending keys or keycards to the Company property to unauthorized persons Nothing in this policy is intended to limit your rights under the National Labor Relations Act, or to modify the at-will employment status where at-will is not prohibited by state law.

Nonsolicitation/Nondistribution Policy

EVHybridNoire/EVNoire prioritizes a harmonious work environment that minimizes disruption to business operations and respects the focus of employees, visitors, and others. Our nonsolicitation/non-distribution policy aims to ensure a balanced approach to interactions within the workplace.

Solicitation

For the purposes of this policy, solicitation includes various activities such as selling items or services, seeking contributions, or seeking support for an organization. Solicitation, whether conducted verbally, in writing, or electronically, falls under this policy's scope.

During your assigned working hours, soliciting other employees is prohibited Working hours refers to periods when either you or the Employees you intend to solicit are expected to be actively engaged in work-related activities You are permitted to engage in solicitation during authorized nonworking times, such as breaks, provided that the recipients of the solicitation are also on nonworking time.

Distribution

To ensure cleanliness, organization, and safety, the distribution of nonwork-related literature or items within working areas is prohibited at all times Working areas do not include break/rest areas, lunchrooms, and parking lots Electronic distribution of materials during work hours is also not allowed Any literature that violates the Company's equal employment opportunity (EEO) and nonharassment policies, or knowingly spreads false information, is strictly prohibited. Nonemployees are not permitted to distribute materials on company premises under any circumstances.

Statutory Rights and Communication

This policy is not meant to curtail the statutory rights of employees, including their right to discuss terms and conditions of employment. Open communication remains a vital part of our workplace culture.

Reporting Violations

If you become aware of violations of this policy, report them to your Supervisor

We appreciate your cooperation in maintaining a respectful and focused work environment

Personal Data Changes

It is your obligation to provide EVHybridNoire/ EVNoire with your current contact information, including current mailing address and telephone number. You should also inform the Company of any changes to your tax withholding status Failure to do so may result in loss of benefits or delayed receipt of W-2 and

other mailings. To make changes to this information, contact Human Resources and update all information in BambooHR.

Relocation and Travel

All employees must reside in the contiguous United States and the geographical area in which you were hired. Any relocation requests must be approved by their manager and HR four weeks prior to relocation.

External and Media Policies

Social Media

EVHybridNoire/EVNoire acknowledges that social media has become an integral part of modern life that provides us with unique opportunities to communicate and share information with others EVHN/EVN will maintain one social media account per platform, which will be centrally managed EVHN/EVN social media sites assigned to an employee are the exclusive property of EVHN/EVN However, we also want to educate Employees that their social media use can:

● Pose risks to the Company's confidential and proprietary information, reputation, and brand;

● Expose the Company to discrimination, harassment, and other claims; and

● Jeopardize the Company's compliance with business rules and laws

To minimize legal risks, avoid loss of productivity and distraction, and ensure that the Company's IT resources and communications systems are used appropriately, all employees must abide by the following policy regarding social media use.

Social Media

For purposes of this policy, social media refers to any means of posting content on the internet, including personal websites, social networking sites, blogs, chat rooms, and other online platforms, whether affiliated with the Company or not.

Use Good Judgment

While the Company respects your right to personal expression, you should assume that anything you do on social media whether on a business or personal account could be viewed by a colleague, supervisor, partner, supplier, competitor, investor, customer, or potential customer. As such, any social media activity, even from your personal account, reflects on the Company as well as on yourself. It is important to remember that anyone can see what you post (or what you posted five years ago)

Guidelines for Posting on Social Media

When posting:

● Protect trade secrets, intellectual property, and confidential information related to the Company

● Do not make statements that are maliciously false or defamatory or would constitute unlawful harassment or discrimination

● Do not make express or implied threats of violence.

● Avoid linking personal accounts to the Company as an official source.

● Respect copyright, trademark, and third-party rights.

● Do not use the Company's email addresses to register on social media platforms for personal use

● If you identify yourself as an employee of EVHN/EVN on your personal account and are posting about the Company, make it clear that your views are your own and that you are not speaking on behalf of the Company.

EVHN/EVN employees who use personal social media accounts retain ownership of their accounts when they leave the organization. EVHN/EVN lays no claim to ownership of these personal accounts. An employee must never associate an EVHN/EVN email address with their social media accounts or take actions that could lead third parties to believe that the employee is speaking on EVHN/EVN’s behalf.

For example:

Acceptable statements:

● I endorse X candidate for office

● I care about disability rights

Unacceptable statements:

● I am an employee of EVHN/EVN and I endorse X candidate.

● EVHN/EVN’s position on disabilities is unjust.

Also, employees are bound by EVHN/EVN’s professional conduct, confidentiality, and nondisclosure policies at all times, including when engaging in social media. Employees may not publicly express opinions that are contrary to EVHN/EVN’s policies unless such opinions are protected by state or federal law including the National Labor Relations Act Employees are encouraged to use their social media and other personal and professional networks in support of EVHN/EVN’s mission.

In some cases, employees may use work time to develop social media networks or post on social media platforms That will be determined by the employee’s supervisor and will be based on job descriptions, work plans, and value to the organization

Using Social Media at Work

Do not use social media while on your work time, unless it is work-related as authorized by your Supervisor or consistent with policies that cover equipment owned by the Company

Media Contacts

If you are not authorized to speak on behalf of the Company, do not speak to the media on behalf of the Company Direct all media inquiries for official Company responses to Human Resources

Retaliation

Retaliation against those reporting policy violations or cooperating in investigations is prohibited. Retaliatory actions may lead to disciplinary measures.

Violations

Violations of this policy may result in discipline, up to and including termination

This policy does not limit employees rights to discuss wages, hours, or other terms and conditions of employment. All Employees have the right to engage in or refrain from such activities. Please see the Social Media Addendum for additional guidance

Media Requests

While we want to be responsive to media requests, and empower employees to act as spokespeople for our organizations, we also want to ensure we are coordinated in our media outreach, and conveying compelling and accurate information in that outreach. For that reason, all Employees must connect with and share media requests with the National Communications Manager and Senior leadership before responding to requests for information or quotes from the media This requirement may be modified over time at the discretion of Senior leadership on a case-by-case basis, based on a) the level of an individual employee's experience with media outreach, and b) the complexity and/or ‘newness’ of the topic in a particular request from the media.

Political Activity

EVHN/EVN is incorporated in the United States as a 501(c)(3) organization By law, none of its personnel time or resources can be used for partisan political purposes such as to support or oppose any candidate running for public office. This is a strict prohibition and any perceived violation could result in a costly

investigation by the public, media, or IRS, and possibly the loss of EVHN’s tax-exempt status. EVNoire is incorporated in the United States as an LLC. As such, it may legally engage in political activity, but it currently chooses not to.

Employees may spend personal, non-work time on political activity They may not represent themselves as EVHN/EVN employees including wearing any EVHN/EVN gear, distributing any EVHN/EVN material, or serving in any EVHN/EVN capacity. If an EVHN/EVN employee’s social media profile includes any statements about working for or with EVHN/EVN, the employee must also include a disclaimer that their tweets, messages, or posts are made on their own behalf only and that they are not speaking on the behalf of EVHN or its officers.

Examples of political activities to avoid include:

● Making statements or wearing campaign gear that favors or opposes candidates or political parties at EVHN/EVN events, on EVHN/EVN social media, or in a meeting, or any EVHN/EVN official publication, including the website.

● Giving any EVHN/EVN mailing lists to a candidate, political party, PAC, or any group working in a partisan political way

● Forwarding an email from a candidate, political party, PAC, or any partisan political group that came to EVHN/EVN email accounts. If employees inadvertently get a candidate or political emails at work, they must delete them and unsubscribe their email address from the email list.

● Using EVHN/EVN-owned resources such as a printer, postage meter, or phone to support or oppose a candidate or political party

● Paying for or attending political events using EVHN/EVN resources that are hosted by political parties, campaigns, or other entities

Rallies & Public Demonstrations

EVHN/EVN supports vigorous, peaceful, and respectful dialogue Employees planning to attend or speak at a rally, march, public demonstration, or large public event on behalf of EVHN/EVN must have approval from Co-Executive Directors/Managing Partners and shall make contact ahead of time with a key event organizer to confirm that no violent or unlawful activities (such as trespassing or property damage) or disrespectful behavior (such as personal attacks or disruptive actions) are planned, expected, or likely. If any prohibited activity listed above does occur or appears likely to occur, EVHN/EVN employees cannot participate, promote, or facilitate any such activity on the behalf of EVHN/EVN and must promptly report the incident to a Co-Executive Director If an employee is participating in such an event as a private individual and not on behalf of EVHN/EVN, then they must not state or imply that they represent or speak for EVHN/EVN This includes the wearing of EVHN/EVN-branded gear or distributing EVHN/EVN materials.

Employees should accept no substantial personal gifts, awards, or gratuities without the express permission of a Co-Executive Director Employees should not provide gifts, meals, or like items to policy-makers/regulators under any circumstances to minimize allegations that EVHN/EVN has attempted to exert improper influence Under no circumstances should employees give gifts to elected officials.

Conflicts of Interest

Employees must disclose actual or potential conflicts of interest to a Co-Executive Director/Managing Partner including financial, professional, political, or personal conflicts affecting themselves or any member of the employee’s immediate family A conflict of interest is any financial, professional, political, or personal entanglement or belief that may be contrary to EVHN/EVN’s mission or activities. Employees with an actual or potential conflict may be asked to sign an agreement dictating how relationships or circumstances will be handled, or they may be required to recuse themselves from particular decisions or projects Any conflicts by an EVHN Co-Executive Director must be disclosed to the Board of Directors

Outside Employment & Board Service

Employment and board service outside of EVHN/EVN is subject to approval by a Co-Executive Director/Managing Partner. The Board of Directors approves outside employment for Co-Executive Directors Approval of outside work and board service may be contingent upon signing an agreement with EVHN/EVN to clarify boundaries and responsibilities

In no event shall any such work or board service interfere or conflict with the employee’s work for EVHN/EVN or use EVHN/EVN resources without permission from a Co-Executive Director. Employees who serve on boards shall do so as private individuals and not as representatives of EVHN/EVN unless the employee is serving in a professional capacity requested by a Co-Executive Director

Moonlighting

"Moonlighting" refers to any secondary employment, business venture, consulting work, or self-employment engaged in by an employee outside of their primary employment with EVHN/EVN.

Employees must promptly disclose any moonlighting activities to their immediate supervisor and the HR department Disclosure should include the nature of the moonlighting work, the number of hours devoted to it, and any potential conflicts of interest EVHN/EVN reserves the right to approve or deny moonlighting activities based on factors such as the nature of the work, the potential impact on job performance, and the presence of conflicts of interest. Employees must avoid engaging in moonlighting activities that could create a conflict of interest with their duties and responsibilities at EVHN/EVN. Employees must ensure

that moonlighting activities do not interfere with their regular job responsibilities, including attendance, punctuality, and job performance. Employees are expected to prioritize their duties at EVHN/EVN and ensure that moonlighting does not compromise their ability to meet their work commitments. Employees who engage in moonlighting activities are responsible for ensuring compliance with this policy Failure to disclose moonlighting activities, obtain necessary approvals, or manage conflicts of interest may result in disciplinary actions, up to and including termination of employment [Please review the Moonlighting Addendum for additional guidance].

Confidential Information

EVHN/EVN employees sometimes handle organizationally or personally sensitive information, such as donor lists and preferences, organizational finances, plans, and sensitive student information Per policy and in some cases state law, employees will not disclose such confidential information belonging to or obtained through their affiliation with EVHN/EVN to any person, including their relatives, friends, and business and professional associates, unless a Co-Executive Director has authorized the disclosure.

EVHN/EVN will not unnecessarily disclose personal information To respect the privacy of colleagues, employees are asked to refrain from discussing personnel matters unnecessarily Individual employees may disclose their personal information including their wages EVHN/EVN will not require, as a condition of employment, that employees refrain from inquiring about, discussing, or disclosing their wages or the wages of other employees. EVHN/EVN will not discharge or in any other manner retaliate against employees because they:

● Opposed any act or practice that conflicts with this policy;

● Made or indicated an intent to file a complaint or otherwise cause to be instituted any proceeding regarding their rights under this policy;

● Testified or are about to testify, assist, or participate in any manner in an investigation or proceeding regarding their rights under this policy; or

● Disclosed their wages or inquired about or discussed the wages of other employees

However, if employees have access to or knowledge of the compensation information of other employees as a part of their essential job functions, they may not disclose that information to individuals who do not otherwise have access to it without prior written consent from the individual whose information is sought or requested, unless the compensation information is a public record

This policy does not create an obligation for the organization to disclose wages Employees should refer to the Employment Termination section of this handbook for details about handling confidential information upon separation of employment.

Intellectual Property

All information that employees write, develop, receive, or compile, including but not limited to publications, articles, speeches, presentations, reports, manuals, etc , during the performance of job duties at EVHN/EVN is EVHN/EVN property Employees should refer to the Employment Termination section of this handbook for details about work product samples

Internal Policies

Flagging Issues Internally

When Employees have issues or complaints, we want to be able to address them as quickly and completely as possible To that end, Employees are encouraged to raise their concerns with their Supervisor If an employee's supervisor is the cause of your concerns, or Employees feel their supervisor is not adequately addressing your concerns or if the concern involves a Co-Executive Director, then they should raise their issue with the Human Resources Department.

Consensual Romantic or Sexual Relationships

Appropriate romantic relationships between employees are permissible as long as parties maintain professional conduct while working for EVHN/EVN and strive not to create an uncomfortable or hostile work environment for other employees at all times. Romantic relationships may not exist between supervisors and direct or indirect reports or with interns. All romantic relationships should be reported to a Co-Executive Director/Managing Partner and appropriately documented.

Dress Code

EVNoire/EVHybridNoire prides itself on the professional atmosphere it maintains and the positive image that employees present as representatives of our organizations and our brand. This image is affected by the manner of dress we use whether in the office, working remotely, in our clients’ offices, or in public when representing the organizations The dress code policy should be used to help employees present themselves in a professional way to customers, clients, and colleagues The success of any organization is reliant on the support and goodwill of its partners, supporters, and clients Our appearance reflects ourselves and EVHybridNoire / EVNoire For this reason, our Employees must maintain a professional image. As representatives of EVHybridNoire/EVNoire, employees must adhere to the dress code policy including the following:

● Employees are expected to be well-groomed, neatly dressed, and maintain appropriate hygiene

● Employees should dress professionally to match the needs of the meeting, event, or presentation Hoodies, athletic attire, baseball caps, and bandanas should not be for internal or external meetings.

● Virtual meetings should be conducted within a workspace free from distractions and mimic the in person work environment.

● All clothing should be clean, free of wrinkles, free of holes (even if part of the garment design), and in good condition

● Employees should cover tattoos for internal an external meetings and presentations when practical

● Clothes should be appropriate for the work you do.

● EVHN/EVN will not tolerate the wearing of clothing or items that create a hostile work environment for other employees.

EVHybridNoire/EVNoire follows a business casual dress code: Examples of business casual includes: button-ups, crew neck sweaters, collared polos with khakis, dress pants, dresses, skirts, slacks, or khakis, blazers, sports coats, blouses, or cardigans.

EVHybridNoire/EVNoire External Event Dress Code: All employees must wear business casual such as: company polo, or company/event t-shirt, collared polo, Blouse, Dress pants, slacks, khakis pants, or skirts

Shorts are not permitted at company or client events unless prior approval is granted by leadership. If an event takes place outdoors in extreme heat, the situation will be reviewed, and appropriate attire guidelines will be provided to staff in advance of the event.

EVHybridNoire/EVNoire supports the individual expression of cultures and identities and will not discriminate against or discourage employees from wearing traditional religious attire, hairstyles, or other cultural expressions.

Safety and Loss Prevention

EVHN/EVN strives to create and maintain a safe work environment in which all people are treated equitably with dignity, decency, and respect The environment of the organization should be characterized by mutual trust and the absence of intimidation, oppression, and exploitation. Employees should be able to work and learn in a safe, yet stimulating atmosphere. The accomplishment of this goal is essential to the mission of EVHN/EVN EVHN/EVN will not tolerate safety threats, discrimination, or harassment of any kind

General Safety

It is the responsibility of all EVHN/EVN employees to maintain a healthy and safe work environment, report any health or safety hazards, and follow the Company's health and safety rules. Failure to do so may result in disciplinary action, up to and including termination of employment. The Company also requires that all occupational illnesses or injuries be reported to your Supervisor as soon as reasonably possible and that an occupational illness or injury form be completed on each reported incident

Worksite Safety

Any person who makes threats, exhibits threatening behavior, or engages in violent acts on EVHN/EVN’s premises shall be removed as quickly as possible and shall remain off the organization’s premises until an investigation has been completed Employees should contact appropriate local authorities or 9-1-1 if they are in immediate danger from another employee or visitor In the event of immediate danger, employees should attempt to move to safety as quickly as possible and avoid dangerous situations or threatening people if possible instead of engaging with the threat

Employees should only call the police to report when a crime has been committed or if employees and/or visitors are in immediate physical danger Employees should be mindful that engaging law enforcement may pose an unwarranted threat to people of color and other marginalized groups

Employees are responsible for notifying their manager of any act that may be regarded as potentially threatening or violent or which could endanger the health or safety of an employee or visitor. Threats by a Co-Executive Director should be reported to the Human Resources Department. Using the Organization’s complaint process does not prohibit employees from filing a complaint or complying with an investigation with local, state, or federal government agencies in good faith EVHN/EVN will investigate all threats EVHN/EVN understands the sensitivity of the information requested and will do its utmost to maintain the confidentiality of such information to respect the privacy of the reporting employee while complying with local, state, and federal government regulations.

Workplace Violence

As the safety and security of our Employees, vendors, contractors, and the general public is in the best interests of EVHN/EVN we are committed to working with our Employees to provide a work environment free from violence, intimidation, and other disruptive behavior

Zero-Tolerance Policy

The Company has a zero-tolerance policy regarding workplace violence and will not tolerate acts or threats of violence, harassment, intimidation, and other disruptive behavior, either physical or verbal, that occurs in the workplace or other areas This applies to management, co-workers, employees, and non-employees such as contractors, customers, and visitors

Workplace violence can include oral or written statements, gestures, or expressions that communicate a direct or indirect threat of physical harm, damage to property, or any intentional behavior that may cause a person to feel threatened.

Prohibited Conduct

Prohibited conduct includes, but is not limited to:

● Physically injuring another person.

● Threatening to injure a person or damage property by any means, including verbal, written, direct, indirect, or electronic means.

● Taking any action to place a person in reasonable fear of imminent harm or offensive contact

● Possessing, brandishing, or using a firearm on Company property or while performing Company business except as permitted by state law

● Violating a restraining order, order of protection, injunction against harassment, or other court order.

Reporting Incidents of Violence

Report to your Supervisor or appropriate department, in accordance with this policy, any behavior that compromises our ability to maintain a safe work environment All reports will be investigated immediately and kept confidential, except where there is a legitimate need to know. You are expected to cooperate in any investigation of workplace violence.

Violations

Violating this policy may subject you to criminal charges as well as discipline up to and including immediate termination of employment

Retaliation

Victims and witnesses of workplace violence will not be retaliated against in any manner. In addition, you will not be subject to discipline for, based on a reasonable belief, reporting a threat or for cooperating in an investigation

If you initiate, participate, are involved in retaliation, or obstruct an investigation into conduct prohibited by this policy, you will be subject to discipline up to and including termination.

If you believe you have been wrongfully retaliated against, immediately report the matter to your Supervisor or appropriate department

Smoking & Vaping

Employees may not smoke or vape inside of or near exterior office ventilation of EVHN/EVN’s permanent or temporary premises, or when representing EVHN/EVN.

Drug and Alcohol Policy

EVHN/EVN is committed to providing a safe, healthy, and productive work environment Consistent with this commitment, it is the intent of the Company to maintain a drug and alcohol-free workplace Being under the influence of alcohol, illegal drugs (as classified under federal, state, or local laws), or other impairing substances while on the job may pose a serious health and safety risk to others, and will not be tolerated.

Prohibited Conduct

The Company expressly prohibits Employees from engaging in the following activities when they are on duty or conducting Company business or on Company premises (whether or not they are working):

● The use, abuse, or being under the influence of alcohol, illegal drugs, or other impairing substances.

● The possession, sale, purchase, transfer, or transit of any illegal or unauthorized drug, including prescription medication that is not prescribed to the individual, or drug-related paraphernalia

● The illegal use or abuse of prescription drugs

While the use of marijuana has been legalized under some state laws for medicinal and/or recreational uses, it remains an illegal drug under federal law. The Company does not discriminate against employees solely on the basis of their lawful off-duty use of marijuana. You may not consume or be under the influence of marijuana while on duty or at work If you have a valid prescription for medical marijuana, refer to the Company's Disability Accommodation Policy for additional information

Nothing in this policy is meant to prohibit your appropriate use of over-the-counter medication or other medication that can legally be prescribed under both federal and state law, if it does not impair your job performance or safety or the safety of others. If you take over-the-counter medication or other medication that can legally be prescribed under both federal and state law to treat a disability, inform your Supervisor

if you believe the medication may impair your job performance, safety, or the safety of others or if you believe you need a reasonable accommodation before reporting to work while under the influence of that medication.

Violations

Violation of this policy may result in disciplinary action, up to and including termination of employment

Heat Illness Prevention

EVHybridNoire/EVNoire is committed to complying with all applicable laws and ensuring that team members avoid heat illness while working outside Heat illness may begin with mild symptoms and progress quickly to signs of serious and life-threatening illness All team members who work outdoors and are reasonably anticipated to be exposed to the risk of heat illness will be provided detailed training before starting work involving a risk of heat illness.

This policy ensures that team members working outdoors understand they are allowed and encouraged to take preventative cool-down rest periods in provided shaded areas whenever they feel the need to protect themselves from overheating

You may also be asked to take a cool-down rest period if you are observed having any signs of heat illness. Access to shade is permitted at all times. Cool-down periods are not limited in frequency and are considered time worked

When taking a preventative cool-down rest period:

● You will be monitored and asked if you are experiencing any symptoms of heat illness

● You will be encouraged to remain in the shade.

● You will not be ordered back to work until any signs or symptoms of heat illness have abated, but in no event sooner than five minutes after accessing shade, excluding the time needed to access the shade

The Company provides fresh, pure, and suitably cool drinking water at no charge When the work environment is hot, you are encouraged to frequently drink small cups of water, with up to four cups (one quart or more) per hour recommended, to stay hydrated

The Company has in place effective emergency response procedures if you show signs or report symptoms of heat illness while taking a preventative cool-down rest period You must immediately report to your Supervisor if you experience any symptoms or signs of heat illness or see signs of heat illness in co-workers so that the Company can respond with medical attention, as appropriate

The Company will not discriminate or retaliate against team members who take preventative cool-down rest periods in accordance with this policy.

Internal Communications & Systems

Given our hybrid, remote working set-up, the importance of all Employees understanding and adhering to our internal systems and standards for communication cannot be understated. Please be sure to read through this section carefully, and flag any questions with your Employees supervisor.

Calendaring & Expectations: Work Hours

All employees are expected to use Google Calendar to ensure we know when we’re all available and not available for meetings and work Specifically:

● All Employees should keep your Google Calendars up-to-date, including any blocks during any individual work day when you will not be reachable due to personal or other reasons (fine to just mark such windows as “busy”)

● All Employees should update their Google Calendar with their approved PTO by blocking out 9am-5pm on your calendar noting you are “Out of the office.” Make sure you set you calendar to automatically decline meetings on approved PTO days

● Once your PTO is approved an additional step is to add your PTO days as an “ALL-DAY'' calendar invite and share with your supervisor This will ensure they remember you are out of the office Invite subject should be "Your Name, OOO, Leave type "

● Employees should have access to other Employees’s Google Calendars.

● Employees should sync calendars with your phone app, so you can get calendar updates while on the go

● Unless otherwise noted in your calendar, it is assumed meetings can be scheduled with you between 9am - 5pm based on your time zone If you are requesting a meeting with an employee outside of those hours, you should email or send that employee a Slack message to verify that the time will work for them.

○ If your calendar is not marked busy, then you are assumed to be available for internal or external meeting requests It is vitally important that you keep your calendar up to date

● Due to their many competing meetings, travel, and speaking engagements, meeting requests for the Co-Executive Directors/Managing Partners will be coordinated through their Executive Assistant

● Typical business hours are from 9am - 5pm; however, with all full-time, salaried employees there may be times when employees will work outside of those hours to complete a client deliverable, attend a work dinner or event, or participate in a professional development opportunity

Urgent Items, Expectations, Responsiveness & Communicating Missed Deadlines Unless otherwise noted in your Google Calendar (i.e. your calendar says you’re in meetings or otherwise busy), full-time Employees should strive to respond to any urgent questions from Employees via text or over Slack 9am5pm in your time zone within an hour of when you receive them To ensure this happens, all Employees (both full-time and part-time) should have Slack enabled on both your computers and on your smartphones via the Slack app. There is also a team-wide Slack “General Channel”, which can be used for very big and urgent items.). If Employees are unresponsive to email or Slack re: an urgent question or request, it is okay for you to text or call them (see here for a list of employees' phone numbers). Finally, the majority of your work will be collaborative and involve working with at least one other person on our team to accomplish project and organizational goals This means you will often be depending on other Employees for time-sensitive things, and they will be depending on you for time-sensitive things Given this, it is imperative that you communicate with your fellow Employees regarding your progress on projects. In particular, if you say that you will accomplish a task by a given day or time, it is your responsibility and critically important to communicate if/when you ever expect to be missing those deadlines Things will inevitably happen which will push back some work timelines, but not communicating with your Supervisor or colleagues about those shifting timelines is unacceptable

Standing Virtual Meetings

Our general standing virtual meetings include our All-Teams meetings and any other meetings you may have within your department, your manager, or regarding various projects

All Teams Meetings

All Teams meetings, which include contractors, and part-time and full-time employees, are held monthly. Attending these meetings is mandatory (barring urgent circumstances), as they provide administrative updates, program updates, professional development opportunities, opportunities to hear from and engage with senior leadership and also provide the opportunity to provide policy and communication updates This meeting is mandatory for full-time employees. External-facing meetings or client meetings should be scheduled at alternative times.

Email Communication

Email may provide a window for security breaches. Phishing and more specifically spear phishing emails have increased and are common cyberattacks on businesses of all sizes. Phishing refers to emails that appear to come from a legitimate source but are scams designed to steal private, sensitive information In 2015, 43 percent of phishing campaigns were targeted at small businesses (Symantec) An estimated 91% of cyberattacks start with phishing (PhishMe) Therefore, it is important for Employees to be aware

of security threats through training and for our company to enforce smart email protocols as part of a company’s policies. Some simple rules include:

● Be suspicious of unknown links or requests sent through email or text message.

● Do not open email attachments from unknown sources, and only open attachments from known sources after confirming the sender

● Never click on links in emails

● Do not respond to requests for personal or sensitive information via email, even if the request appears to be from a trusted source.

● Do not respond to requests to purchase gift cards, wire money or any inquiry requesting monetary payment

● Verify the authenticity of requests from companies or individuals by contacting them directly

● Any proprietary or sensitive information sent via email should be encrypted

● At no point will you ever receive an email from the company or leadership, requesting financial assistance. This is a common phishing tactic, If you receive this type of phishing email please disregard and alert hr and leadership immediately.

Email Response Time

Generally, exempt employees should aim to respond to all external facing emails the same day or within a 24-hour timeframe (not to exceed 48 hours) Employees should aim to respond to internal facing emails within 2 hour during business hours (9am - 5pm) or by 10AM the following morning if sent after business hours EVHN/EVN is a hybrid, remote organization, therefore a sense of urgency is necessary, especially for all external communication. Internal communication is just as important, but if an immediate response is needed consider flagging the email for your supervisor via Slack or with a phone call.

Non-Exempt employees should respond to emails within a timely manner during their scheduled work hours Any emails sent outside of these working hours will be compensated as overtime pay Any overtime work must be approved in advance by the employees manager

Internal Systems

We use several online platforms to help us to be as coordinated and efficient a virtual work team as possible. That said, these systems continue to evolve, and we welcome feedback from Employees regarding how they can continue to be improved to better support you and your work.

Virtual Meeting Platforms:

● Zoom: Zoom is our default online meeting platform for externally facing meetings and larger internal meetings (3 or more people) We have several organizational Zoom accounts These

accounts are set up to be used according to the region and use. You will be able to access the necessary account (see below) and will be given logins according to your role on the team.

○ Speak with your manager about which Zoom account you will gain access to:

■ Executive Account

■ Western States Zoom Account

■ Midwestern States Zoom Account

■ Southeast Zoom Account

■ Mid-Atlantic/Northeast Zoom Account

■ Program/Research Zoom Account

○ When scheduling a meeting on these accounts, be sure to check the “Meetings” tab for that account to ensure the meeting you’re scheduling doesn’t conflict with a previously scheduled meeting

○ We encourage employees to set up and use free personal Zoom accounts for one-on-one internal and external meetings.

● Zoom or Slack Call: This is the best option for 1-1 peer/team internal meetings

● Teams: While we don’t set up virtual meetings using Microsoft Teams, many of our partners do, so you should be prepared to use it as needed One tip is to download the Teams app on your computer, as it is much easier to use Teams that way than in the web browser format

Urgent Communication Platforms:

● Slack: All Employees should have this on both their email homepage and on their phones via the Slack app There is also a team-wide

● Slack can be used for very big and urgent items (otherwise, see below for team Google groups)

● Text/Phone: This is fine for urgent and important things when other channels aren’t working, and you can see here for a list of employees' phone numbers.

● Note that it is appropriate to call a partner for a more prompt response as opposed to email.

Less-Urgent Team-Wide Communication:

● All-team Google Group: evhnevn-team@evhybridnoire com is the email address for this, and all Employees can reach the entire team by emailing that email address, and all Employees will receive any emails sent to that address.

Shared Folder System:

● Google Drive: The team uses Google Drive to create, edit, and share documents and information collaboratively All substantive information about projects and content should be housed in Google Drive

○ “Team Drive” houses the individual project folders. Employees have access to the folders for the projects they are working on. Leads for each project are responsible for

maintaining that project’s shared folder. If you have questions about access to folders in the team drive or are having trouble navigating this drive, please reach out to Human Resources.

■ “Running notes” documents in each project folder are where project leads and supporters should enter information about the goings-on of that particular project/work with a particular partner You should use this as a running record of communications on that project.

■ The team drive also houses shared team files, such as the “2021 Organizational Priorities” or “EVHN/EVN Press Clips.”

■ The “Tracking our Work” spreadsheets, which are in the team drive, keep track of work in each region of the U S These spreadsheets include specific projects’ leads, deliverables, overviews, timelines, and progress Project leads should keep their projects updated in the Tracking our Work spreadsheet.

■ Access to project deliverables should be kept to those working on the project. However individuals on a need to know basis may gain access to relevant project deliverables

Project Management System:

● Monday.com

○ We utilize monday.com for all of our project management and project tracking. Please familiarize yourself with monday.com if you have not utilized it before.

○ In Monday com, you will be responsible for managing and updating your own to-do list that your manager will be able to view in real-time This allows visibility for the priority projects you are working on

○ Certain project timelines and tracking also are housed in monday.com.

HR/Employee File/Time Off Management System:

● Our team utilizes BambooHR to store employee information, profiles, and time off accruals and requests You will utilize the system to request time off, see the team’s time off calendar, welcome new Employees, and update your personal information Details on how to request time off is provided in Benefits under Paid Time Off - page 61 It is important that you keep your personal information up to date in that system.

○ Please familiarize yourself with BambooHR upon orientation.

Work Travel

As we emerge from COVID-19-related travel restrictions, some work travel will eventually be a part of all Employees’ routines We want to ensure that our organizations cover the costs of that travel, while also setting some guidelines to ensure we stay within our budget

Travel & Reimbursements

We want to ensure you can get to where you need to be for work, while also staying within our project budgets. To that end, you should make reservations as far in advance as possible for work travel. When booking any sort of travel accommodations such as flights and hotels, employees shoud ensure all accommodations can be refundable This ensures that any changes in plans can easily be adjusted and as cost effectively as possible Use the following process to seek repayment for travel expenses

1. Inform your supervisor in your scheduled meetings of potential travel and get approval of any expenses above $50 before booking.

2. Email your supervisor a a brief description of the work and project for which the travel is proposed (EVHN vs EVN), and b the price of the travel that you have identified through the above process

3. Work with the Administrative Coordinator (AC) to book and purchase your travel. Work wtih th AC to compare between different travel options to help find the most affordable option that still meets your work travel needs reasonably (i.e. just because a red-eye flight is the cheapest doesn’t mean you have to take it, based on that making it difficult to do your work after you land due to fatigue)

4 Once your supervisor has approved the travel expense, you can either a. pay for the expense yourself, or if the expense is for a larger sum of money you can b. request that EVHN/EVN pay the travel costs upfront by submitting a travel itinerary for approval beforehand with your supervisor.. Work with the Administrative Coordinator to book travel (e g hotel, airfare, rental car if needed) Regardless of whether you pay for the travel expense yourself or EVHN/EVN pays, you must secure all receipts for the expenses and submit it accordingly

Email the receipt(s) and an invoice within 14 days of incurring the expense to your supervisor and finance@evhybridnoire.com or finance@evnoire.com (depending on which project/organization the expense was for) for processing approval and you will be reimbursed from there

Overnight Travel

When traveling for work, allowances will be made according to the U S General Services Administration Per Diem Rates (these rates are adjusted annually and by area) Please refer to the GSA website for allowances based on the location of your travel for both lodging and food/incidental charges

Occassionally in some markets (e.g. New York City, Boston) if employees are unable to identify safe and suitable lodgings at the per diem rate, they should follow up with their supervisors for approval to reserve lodgings at the current market rate Employees are reimbursed for up to the locality per diem rate for meal purchases You will receive half the per diem rate if you arrive at the location after 12PM EVHN/EVN will not pay for the purchase of alcoholic beverages as part of the per diem

EVHN/EVN will not pay or reimburse any costs incurred by the traveler’s failure to cancel travel or hotel reservations in a timely fashion or for forgotten personal items.

EVHN/EVN has the right to request to be reimbursed for travel and lodging expenses if employees are unable to attend a scheduled event, with the following exceptions:

● serious injury, serious illness, or death of the employee or a relative;

● natural disaster, vandalism, or burglary;

● failure of public transportation, airlines, or car transportation; and other unforeseeable circumstances

Employee Vehicle Use Agreement

Employees must complete a Driving Responsibility Form to be eligible to drive on behalf of EVHN/EVN Employees must have active personal car insurance as required by law to drive a personal vehicle for EVHN/EVN They must maintain a valid driver’s license and carry it on their person when operating a vehicle on behalf of EVHN/EVN. They must maintain a clean driving record with no more than 2 moving violations per year. Employees may not drive for EVHN/EVN if they have any citations for reckless driving or driving under the influence of drugs/alcohol If employees think they are ineligible to drive, then they should notify their supervisor

Employees should drive personal cars for local travel and should carpool when possible Employees may use services such as Uber, Lyft, or taxis to reach a destination when it’s more economical than driving a personal vehicle and parking. Tipping (at 15-18%) is appropriate and reasonable for good service and will be reimbursed Employees should rent a vehicle for out-of-town travel when it is cost-effective Employees who prefer to drive a personal car when it’s more expensive may do so but will only be entitled to reimbursement at the cost of a rental car

Employees who drive for EVHN/EVN must always ensure safety for themselves and their passengers. If the driver feels unsafe driving due to the length of the drive, the time of day, weather, or other factors, then they must take a break until they feel they can safely resume driving. In some cases, employees may need to stay in a hotel room instead of continuing to drive late into the night Employees are prohibited from using a cell phone or digital device while driving, except when using hands-free features They also may not use video, earbuds, or other accessories that may pose a safety risk

Personal Vehicles

For reimbursement of use of a personal vehicle for work travel, we use the rate set by the IRS which is $0 67 per mile for 2024 Employees should keep a distance log for all work-related trips using their personal vehicles. The owner/driver of the vehicle is responsible for any costs associated with using the vehicle including gas, wear and tear, insurance, and any parking or moving violation fine unless caused by the employer

Rental Vehicles and Vehicle Services

EVHN/EVN will pay for train and bus tickets provided the cost does not exceed the cost of more efficient forms of travel.

Employees needing to rent a vehicle should compare prices to our corporate rental car accounts:

Enterprise/National

CDP Account # OSMB53A Hertz

CDP Account # 2125614

When an employee needs to rent a vehicle on behalf of EVHN/EVN, the person is to reach out to the Administrative Coordinator to book using direct billing That way, the Hertz or Enterprise rental will be billed to the EVHN/EVN Corporate account If you book another way, you will be responsible for payment at pick-up and will have to request reimbursement. List both the staff member’s name who will drive it and EVHybridNoire as the renter. We recommend that you obtain Physical Damage Coverage for the Rental Car, as it also includes Loss of Use and Physical Damage.

An economy-mid size-standard vehicle (or a vehicle of equivalent cost) should be rented when 1-2 people are traveling together Larger vehicles may be rented for 3 or more passengers Employees should refill gas to the required level with regular-grade gas, or restore the EV’s charge, and should not use rental car refill services or prepay for a full tank of gas or re-charge. Additional insurance should be purchased for rental vehicles to cover work-related trips in rental vehicles.

Cars should be rented in 24-hour blocks, even if it is needed for less time. This is because car rental agencies charge late fees if renters return vehicles after their scheduled time, even if it’s less than a day. They will charge for an extra day if the car comes back after 24 hours, so employees should plan accordingly If additional expenses are incurred that do not support the business, such as a cleaning fee for smoking, failing to refill the gas tank, or returning a late rental car, the employee is expected to reimburse EVHN/EVN for these expenses

Reimbursement or pre-payment for a rental car is authorized only if the rental vehicle is more economical than any other type of publicly available transportation, or if the destination is not otherwise accessible.

EVHN/EVN’s vehicle insurance includes Injury to Third Parties, Property Damage to Third Party Vehicles, and Property Damage for rented vehicles Injury to an EVHN/EVN employee is covered by Worker's Comp insurance. Employees are covered for rental vehicles via EVHN/EVN’s insurance regardless of which driver is on the policy, as long as it was being used for EVHN/EVN business. Additional coverage is likely provided by the credit card used to book the vehicle.

If an employee is involved in an accident, they should give the following insurance policy information to the responding officer for the report They should also take pictures and notes to document all information about the accident including vehicle damage, drivers, and reporting officers. Then immediately notify their Supervisor, the Co-Director who will notify our General Counsel of the incident, who will handle the claim with the insurance company. Employees should keep all copies of incident reports, car rental receipts, photos of the incident, and any other documentation from the accident

Insurance Provider: Chubb

Policy number: D98228986

Volunteers, interns, and contractors are never permitted to drive an EVHN/EVN rented or owned vehicle and are not covered by EVHN/EVN’s insurance

Flights

Flights may be booked in economy class or main cabin (or the equivalent thereof) unless a free upgrade is available or special needs require consideration of other options Employees are permitted to earn personal frequent flyer miles and may benefit from free upgrades for their patronage

EVHN/EVN will only pay for seat selection fees, or early boarding in cases of open seating when multiple employees are traveling together and would like to sit together. EVHN/EVN will pay for a checked bag when a free carry-on is not available or is not practical

Lodging

Employees should attempt to minimize lodging expenses when traveling overnight and should plan accordingly Similar to airline travel, employees may earn personal rewards points, complimentary checked bags and wifi, and may benefit from free room upgrades for patronage

Employees should book the most cost-effective option within the following guidelines:

● Overnight lodging (room rate and tax) should only be booked if the authorized travel is 45 miles or more from the traveler’s home or primary worksite

● Employees will be booked with single occupancy rooms

● Employees should be booked within a 15-20-minute commute of the meeting location utilizing public transportation, cars, and walking. Preference may be given to the hotel hosting the meeting

● Employees should stay in safe and clean lodging that meets basic professional accommodations such as wifi and a restaurant that meets Expedia’s 3 to 4-star rating Employees are encouraged to check travel review sites such as TripAdvisor to ensure safety and cleanliness before booking A higher lodging standard may be possible in cases where a third party is providing housing or is reimbursing EVHN/EVN for the cost.

● Lodging costs should not exceed $250 per night in Washington, D C , New York, San Francisco, Los Angeles, and Boston or $200 per night in other cities unless otherwise approved by a Co-Executive Director/Managing Partner

Lodging should always be booked with an option to cancel within 48 hours or less with a full refund. Please check with the hotel directly to see if they can meet or beat the rate found on discount travel sites. Hotels generally have a 24-hour cancellation policy that is much more clear than those found on discount sites

Employees who wish to utilize Airbnb or similar lodging service may do so but must pay for it on their own and seek reimbursement. To qualify for reimbursement, they must get a hotel quote for their stay as soon as the travel needs are known. That quote will determine the maximum reimbursement.

Pay, Timesheets & Non-Travel Reimbursements

Attendance

If you know ahead of time that you will be absent or late, provide reasonable advance notice to your Supervisor You may be required to provide documentation of any medical or other excuse for being

absent or late where permitted by applicable law.

EVHN/EVN reserves the right to apply unused vacation, sick time, or other paid time off to unauthorized absences where permitted by applicable law Absences resulting from approved leave, vacation, or legal requirements are exceptions to the policy

If you fail to show up for work or fail to call in with an acceptable reason for the absence for a period of three consecutive days, you will be considered to have abandoned your job and voluntarily resigned from EVHN/EVN.

Direct Deposit

EVHN/EVN encourages all Employees to enroll in direct deposit. If you would like to take advantage of direct deposit, ask the Finance and HR Department for an application form Typically, the bank will begin the direct deposit of your payroll within 30 calendar days after you submit your completed application

If you have selected the direct deposit payroll service, a written explanation of your deductions will be provided to you on paydays in lieu of a check.

Paycheck Deductions

EVHN/EVN is required by law to make certain deductions from your pay each pay period, including deductions for federal income tax, Social Security and Medicare (FICA) taxes, and any other deductions required under law or by court order for wage garnishments. The amount of your tax deductions will depend on your earnings and the information you list on your federal Form W-4 and applicable state withholding form Permissible deductions for exempt Employees may also include, but are not limited to, deductions for full-day absences for reasons other than sickness or disability and certain disciplinary suspensions. You may also authorize certain voluntary deductions from your paycheck where permissible under state law. Your deductions will be reflected in your wage statement. If you have any questions about deductions from your pay, contact your Supervisor.

The Company will not make deductions to your pay that are prohibited by federal, state, or local law Review your paycheck for errors each pay period and immediately report any discrepancies to your Supervisor.

You will be reimbursed in full for any isolated, inadvertent, or improper deductions, as defined by law. If an error is found, you will receive an immediate adjustment, which will be paid no later than your next regular payday

The Company will not retaliate against employees who report erroneous deductions in accordance with this policy.

Unless prohibited by state or local law, the Company may reduce an exempt employee's salary: (1) If the exempt employee is absent from work for one or more full days for personal reasons other than sickness or disability; (2) If the employee is absent for one or more full days due to sickness or disability and the deduction is made in accordance with the Company's bona fide plan, policy, or practice of providing compensation for salary lost due to sickness or disability; (3) To offset jury fees, witness fees, or military pay; (4) penalties imposed in good faith for infractions of safety rules of major significance; (5) For unpaid disciplinary suspensions of one or more full days imposed in good faith for workplace conduct rule infractions; (6) In the first or last week of employment (to reflect time actually worked

Timekeeping and Off-the-Clock Policy

Employees who are non-exempt should clock in at the start and clock out at the end of each shift/ They may not clock in or out a few minutes before or after their shift without manager approval Employees should also enter accurate information into their timesheets.

Exempt employees will need to accurately enter in the number of hours works per day that should equal around 8 hours Exempt employees need to assign a project code to any hours worked within the week

Disciplinary action

Employees who do not company with the timekeeping policies will be issued a verbal warning for the first violation. If the employee contiunes to fail to comply they will be issued a written warning followed by a final warning that may lead to suspension or termination

Timesheets

EVHN/EVN is required by applicable federal, state, and local laws to keep accurate records of hours worked by certain employees We also want to ensure that we're spending our time on the projects that we've identified as priorities, and that Employees being paid by both EVHybridNoire and EVNoire are paid according to the correct percentage split Therefore all Employees must track their work using BambooHR.

BambooHR provides categories to separately record hours worked, paid time off, and any other time used. No employee is permitted to perform any of their job duties on a volunteer basis

Hourly employees must accurately record all of their time to ensure they are paid for all hours worked, and must follow established Company procedures for recording their hours worked. Time must be recorded as follows:

● Immediately before starting your shift

● Immediately after finishing work, before your meal period

● Immediately before resuming work, after your meal period

● Immediately after finishing work.

● Immediately before and after any other time away from work.

Salaried employees must record the number of hours worked on each project they are currently working on each week

All timesheets must be completed and submitted for supervisors to review the Friday before payroll is to be run per our pay schedule. If you are required to clock in, you should clock in no more than five minutes before the time you actually start working and clock out no later than five minutes after you actually stop working

Notify your Supervisor of any unrecorded or misrecorded work hours, or any involuntarily missed meal or break periods.

Falsifying time entries is strictly prohibited. Falsifying time entries includes working "off the clock." If you falsify your own time records, or the time records of co-workers, or if you work off the clock, you will be subject to discipline up to and including termination Immediately report to the HR Department of any employee, supervisor, or manager who falsifies your time entries or encourages or requires you to falsify your time entries or work off the clock.

Wages

Wages for EVHN’s Co-Executive Directors are established by the Board of Directors. All other wages are established by the Co-Executive Directors with consultation from the Human Resources Specialist based on a review of market rates EVHN/EVN considers compensation information to be confidential and will treat it as Such

EVHN/EVN will consider data from multiple sources of recent economic and market data when setting the salaries for new hires. Individual salaries will be based on the new hire’s education, certifications, expertise and experience, relationships with important stakeholders or partner organizations, fundraising responsibilities, and EVHN/EVN priority DEI considerations

EVHN/EVN will not:

● Require employees to disclose their current or former wages;

● Require, as a condition of employment, that they not disclose their wages; or

● Require employees to sign a waiver or other document that prevents them from disclosing their wages

Additionally, EVHN/EVN will not discriminate or in any other manner retaliate against employees for:

● Inquiring about, disclosing, comparing, or otherwise discussing their wages or the wages of other employees;

● Asking EVHN/EVN to provide a reason for their wages or lack of opportunity for advancement; or

● Aiding or encouraging other employees to exercise their rights under this policy

Pay Schedule & Process

The work week for EVHN/EVN is Saturday through Friday Employees are paid every two weeks Employees must enter all timesheets and payroll changes such as bank accounts into Paychex at least 4 full business days before payroll is received. Employees can expect to receive payment the following week.

Employees are responsible for ensuring that all financial matters relating to their employment are accurate including taxes, IRA benefits, salary, and reimbursements, and stipends Employees are required to keep tax status, home address, wage garnishments, or hours reporting up to date in Paychex Flex where possible. Any information they may not update in Paychex Flex on their own should be sent to a Co-Executive Director and the Finance Manager. Employees notify a Co-Executive Director and the Finance Manager within 30 calendar days of any errors or changes that affect payroll that they are unable to update in Paychex Flex Employees may be held responsible for any errors or costs associated with corrections such as government fees and penalties

EVHN/EVN is required by law to make certain deductions from employees’ pay each pay period, including deductions for federal income tax, state income tax (where applicable), municipal or school district tax (where applicable), Social Security and Medicare (FICA) taxes, and any other deductions required under law or by court order for wage garnishments The amount tax deducted will depend on earnings and the information provided by the employee to Paychex Flex or on IRS Form W-4 and applicable state withholding forms Employees may also authorize voluntary deductions from their paycheck, including contributions for insurance premiums, retirement plans, spending accounts, or other services. Deductions will be reflected in their wage statement.

EVHN/EVN will not make deductions to pay that are prohibited by federal, state, or local law. Employees should immediately notify their supervisors of any errors, which will be corrected no later than their next regular payday.

Employees can review pay stubs or tax information, and change their banking information via Paychex Flex

Time Worked

Most full-time employees are expected to work a minimum of 40 hours each week Time worked is expected to be productive advancing goals and initiatives. Employees may take brief breaks as needed during the workday to ensure productivity. Time for extended breaks is flexible but is not considered time worked Non-exempt employees who are scheduled to work three or more hours, employees will be paid for at least three hours of work each day they report to work on time but are given no work or less than three hours of work

The work of EVHN/EVN will require various amounts of travel for all employees, including occasional overnight travel. Employees shall do their best to maximize their time while traveling. When practical, employees should work in transit Co-workers should consider traveling employees as working normal business hours and will be responsive to messages unless otherwise stated, such as recorded on their calendar, slack communications, and email Autoresponder

Travel time is defined as time spent traveling for work during normal work hours, excluding commuting from home to an assigned office. Employees are responsible for accurately tracking, calculating, and reporting their travel time Employees should consider time in transit, attending meetings, networking, and other similar activities as time worked Purely recreational time, extended breaks, sleeping time, and other non-productive time is not considered time worked Approved time spent at EVHN/EVN social or team building events is considered time worked

The work of EVHN/EVN may require time outside of normal business hours (9am - 5pm). In these cases, employees and managers should reasonably accommodate work schedules to meet those needs In many situations, an employee may need to work normal business hours plus non-business hours to complete work deliverables, attend or support client or work related events e g National EMDEI Conference, National Drive Electric Week and Drive Electric Earth Month events In some cases, an adjusted schedule may be appropriate. Supervisors may grant paid time off without the use of PTO banks when excessive hours have been worked over a sustained time period.

Employees may attend to limited and necessary personal matters during business hours as long as work obligations are met and the manager is informed of the short absence. In most cases, keeping shared calendars up to date with availability will suffice. Non-exempt employees are not expected to monitor communication channels during off-hours unless requested for a specific short-term purpose In which case, the employee will be compensated for this activity as time worked

Overtime

Exempt employees, which includes all salaried employees, are not eligible for comp time, overtime, or other similar provisions based on the number of hours they have worked during any given week.

Non-exempt employees will be paid one and a half times the employee’s regular rate of pay for all hours worked over 40 in a week PTO or holiday hours logged within the workweek are not hours worked and will not count toward calculating overtime compensation Non-exempt employees who work on a holiday will be paid for both the holiday hours plus hours worked Overtime for non-exempt employees must be pre-approved in writing via email by their supervisor While highly unlikely, EVHN/EVN may require employees to work overtime. EVHN/EVN will give as much notice as possible for required overtime. All overtime worked will be paid on the normal payroll schedule for the pay period.

Meal and Rest Breaks

EVHN/EVN strives to provide a safe and healthy work environment and comply with all federal and state regulations regarding meal and rest periods Check with your Supervisor regarding procedures and schedules for meal and rest periods “It is the EVHN/EVN’s policy to accurately compensate employees in compliance with all applicable federal, state, and/or local laws

The Company requests that Employees observe and accurately record meal periods in time and attendance records If you know in advance that you may not be able to take an uninterrupted scheduled meal or rest period, let your Supervisor know; in addition, notify your Supervisor as soon as possible if you were unable to take or were prohibited from taking an uninterrupted scheduled meal or rest period

Meal and rest periods are intended to provide Employees with an opportunity to be away from work, and Employees are not permitted to perform any work during meal and rest periods.

Meal Periods Policy

If you are non-exempt and work more than five hours in a workday, you will be provided an unpaid, uninterrupted 30-minute meal period no later than the end of your fifth hour of work and will be required to

"clock out" from the timekeeping system. If you work fewer than six hours in a work day, you may mutually agree with your Supervisor to waive the meal period.

If you are non-exempt and work more than 10 hours in a workday, you will be provided a second unpaid, uninterrupted 30-minute meal period no later than the end of your tenth hour of work Depending on your occupation, if you work no more than 12 hours in a workday and have taken the first meal period, you may mutually agree with your Supervisor to waive the second meal period.

See your Supervisor for procedures related to requesting to waive a meal period in the above circumstances

If you are a Exempt employee and work for more than five hours in a workday, you may take an uninterrupted unpaid 30-minute meal period no later than the end of your fifth hour of work. Employees are required to document their lunch via the “Lunch” project code in BambooHR.

Rest Periods Policy

If you are non-exempt, you will also be provided paid, 10-minute rest periods based on total hours worked daily and you are not required to "clock out" from the timekeeping system. You will receive 10 minutes of uninterrupted rest time for every four hours of work, or major portion of each four hours worked Accordingly, if you work:

● Less than three and a half hours, you are not entitled to a rest period

● Three and a half to six hours, you are entitled to a 10-minute rest period.

● Six to 10 hours, you are entitled to two 10-minute rest periods.

● Ten to 14 hours, you are entitled to three 10-minute rest periods

Rest periods are to be taken in the middle of the four-hour work period when possible Rest periods should not be combined or added to meal periods or used to start work later or end work early

Absences

Employees who are late or missing work for any reason should contact their supervisor and any other affected employees immediately. They must keep their schedules up to date on their calendar on an ongoing basis including time off, and non-work commitments during normal business hours by either doing it themselves or asking their supervisor for assistance if they are unable to do so Excessive absences (whether excused or unexcused), tardiness, or leaving early is unacceptable

An employee who fails to notify management before or during an absence of 3 or more business days is subject to termination for the abandonment of their job If an employee fails to communicate, due to extenuating circumstances beyond their control, it shall not be considered job abandonment

Reimbursements for Work-Related Expenses (aside from Travel, covered above)

We want to ensure that all employees are reimbursed for work-related expenses you incur, in a way that ensures we are tracking such expenses against our organizational budget To that end, you should follow this process:

● Before spending any money on an expense, you should send an email to your supervisor, outlining the purpose and amount of the expense, and await approval before acting. You should also look into options for saving us money when considering expenses (e.g. asking a venue if they have a non-profit discount, confirming that the conference offers a non-profit registration fee or looking at multiple (e g 3) vendors to compare prices)

● Once your supervisor has approved the expense, you can either a) pay for the expense yourself, or especially if the expense is for a larger sum of money you can b) work with the Administrative Coordinator to use the company credit card. If the charge/s are put on the EVHN/EVN credit card, we are of course trusting you to only use EVHN/EVN credit card for that expense Contact the Administrative Coordinator for support with processing charges

● Regardless of whether you pay for the expense yourself or you use EVHN/EVN credit card, you should always secure a receipt for the expense

● If you are issued a company credit card, you must fill out the credit card responsibility form as well as adhering to the other guidelines listed here.

● Email the receipt(s) and an invoice to your supervisor and finance@evhybridnoire.com or finance@evnoire com (depending on which project/organization the expense was for), and you will be reimbursed from there

Benefits

Paid Time Off

The purpose of Paid Time Off (PTO) is to provide employees with flexible paid time off from work that can be used for vacation, personal or family illness, medical appointments, school, volunteerism, court appointments, and other activities of the employee's choice Employees will accrue PTO leave throughout the year

EVN/EVHN will not unreasonably deny a request for PTO. Denial may occur when key employees are needed to perform critical and timely work when multiple key employees request time off during the same period if there is an established work performance problem, days off or requested during blackout dates, or other situations In rare, extenuating circumstances management may require that the employee requesting time off reschedule it to accommodate the needs of the organization

Any requests for leave should be communicated to your supervisor as soon as possible. We ask that employees who need to take extended time off should communicate that request at least 30 days in advance unless it is an emergency If any time off requests are not submitted prior to the 30 days, they are subject to being denied

To request leave (e.g. vacation or leave on your birthday), employees should follow this Procedure:

Step 1: Inform and discuss the leave request with your Supervisor.

Step 2: Request the days off and the type of leave requested in the company’s HRIS systeam (BambooHR) time off system Submitting the request via the website or BambooHR app will immediately send a request to your direct supervisor to review and approve or deny the time off request.

Step 3: Await a response through the BambooHR system of approval or denial. You can view the status of these requests by navigating to your time off tab on your profile Please message your supervisor directly if you have not heard a response on your request in 5 business days

Step 4: Review your schedule and deadlines. Make sure all project deadlines are completed and sent to the appropriate channels prior to any time off if it falls on the day of absence. Please adjust any meetings that will be missed or assign a new lead to the meeting with notes.

Your time off accruals and subtractions will be automatically calculated in your BambooHR account. You can cancel or change leave requests, which will prompt your supervisor to confirm or deny the changes.

Paid Holidays

EVHybridNoire/EVNoire observes the following holidays each calendar year:

Paid Holiday

New Years Day

Dr Martin Luther King Jr Day

President’s Day

Easter Monday

Memorial Day

Juneteenth Day

Independence Day

Labor Day

Indigenous People’s Day

Veterans Day

Thanksgiving Day and the day after

Winter Holiday

Month / Date - 2024

Wednesday, January 1, 2025

Monday, January 20, 2025

Monday, February 17, 2025

Monday, April 21, 2025

Monday, May 26, 2025

Thursday, June 19, 2025

Friday, July 4, 2025

Monday, September 1, 2025

Monday, October 13, 2025

Tuesday, November 11, 2025

Thursday, November 27, 2025 and Friday, November 28, 2025

Wednesday, December 24, 2025 through January 1st, 2026

Observed - 2024

Wednesday, January 1, 2025

Monday, January 20, 2025

Monday, February 17, 2025

Monday, April 21, 2025

Monday, May 26, 2025

Thursday, June 19, 2025

Friday, July 4, 2025

Monday, September 1, 2025

Monday, October 13, 2025

Tuesday, November 11, 2025

Thursday, November 27, 2025 and Friday, November 28, 2025

Wednesday, December 24, 2025 through January 1st, 2026

Your Birthday Each employees’ birthday or the closest Friday or Monday, if their birthday falls on a weekend (Employees should inform their immediate supervisor when they are requesting leave)

Full-time employees are eligible for paid holidays on their first day of employment. Part-time hourly employees are ineligible for holiday pay, but may enjoy the day off.

In some cases, employees may be required to work during a holiday Holidays are fixed dates and can’t be rescheduled or used on another day Nonexempt employees will be paid the holiday hours plus hours worked Holiday hours do not contribute to overtime calculations

Blackout Dates

Full-time employees will be unable to request off during the blackout dates noted below These dates will be required for all Employees to remain available for retreats, company events, conferences, etc

Employee Retreats

Earth Day

ALC - Washington DC

Roadmap Conference

National Drive Electric Week

National E-Mobility Conference

● Will be announced 2-3 months in advance to the event

● Generally happens during the 1st quarter of the year

● In 2024 the Employee retreat will take place in Quarter 3

● Three business days before Earth Day(April 22nd)

● Earth Day (April 22nd)

● Two business days after Earth Day (April 22nd)

● Fall 2025

● Fall 2025

● Annual event held over a 10 day period Usually the last week of September or first week of October *event dates are available online

● Generally occurs in the Fall 2024

● Black out period two weeks prior to the conference and one week after the conference

Sick Leave

Sick time may be used for the following purposes:

● illness, injury, or pregnancy-related condition of the employee;

● examination of the employee, including medical, psychological, dental, or optical examination by an appropriate practitioner;

● death of a member of the employee’s immediate family; illness, injury, or pregnancy-related condition of a member of the employee’s immediate family where the employee’s presence is reasonably necessary for the health and welfare of the family member; and

● or optical examination of a member of the employee’s immediate family by an appropriate practitioner where the employee’s presence is reasonably necessary.

Employees will start the new year with 2 sick days and accrue 5 sick days throughout the year for a total of 7 sick days New employees will accrue sick leave throughout the year to total 7 sick days Unused sick days do not roll over to the next year and they are not paid out to departing employees

If an employee leaves with a negative sick leave balance then no action will be taken. Employee’s will not need to pay the company back for any sick leave balance that contains a negative balance by the date of their departure from the company

Employees may take up to 2 days off work at a time without a medical excuse Employees needing to be absent for more than 2 days must produce a doctor’s note. The doctor’s note does not need to identify the medical condition but must state that a treating physician or authorized medical practitioner has been consulted, the employee or their dependent is temporarily unable to work or attend school, and a timeline for resolution

Employees may not return to a shared work environment or attend in-person meetings until they are free from highly communicable diseases and are fever-free for 24 hours If Employees had planned a personal or vacation day and ended up being sick, then they may use sick time.

Employees are expected to adhere to policies related to absences when sick, except in cases where Employees are unable to do so, such as extreme illness Employees should let their supervisor know as soon as possible if they need to take sick leave

When employees need to use their sick time, they should follow this process:

Notify their supervisor as soon as possible through email or by phone

1. Inform their supervisor how long they will be absent (if possible)

2. Upon return to the office, complete a sick leave request in BambooHR

All sick leave requests will be treated confidentially

Employees are expected to return to work as soon as they are able In some cases that will be for less than a full day of work. Exempt employees are paid on a daily basis and are not required to use sick time if they have a doctor’s appointment under 2.5 hours. Exempt and non-exempt employees may adjust their normal workday or workweek to avoid using sick time if they prefer.

Mental Wellness Leave

Mental Wellness Leave may be used for the following purposes:

● Need a personal day to reset / “reboot ”

● Experiencing a condition that affects work such as high anxiety, depression, etc

Employees will accrue 5 mental wellness days during each calendar year. New employees who start mid-year will begin to accrue leave on their start date. Unused mental wellness days do not roll over to the next year and they are not paid out to departing employees

Employees should let their supervisor know as soon as possible if they need to take a mental wellness day

When employees need to use their mental wellness time, they should follow this process:

Notify their supervisor as soon as possible through email or by phone

1 Inform their supervisor how long they will be absent (if possible)

2. Upon return to the office, complete a mental wellness leave request in BambooHR

All mental wellness leave requests will be treated confidentially

Bereavement Leave

EVHN/EVN provides up to Three (3) paid days a year of bereavement leave to eligible full time Employees To be eligible for bereavement leave, you may be employed by the Company for at least 30 days prior to the start of leave and a full time employee Part-time employees may take unpaid bereavement leave

Eligible Employees may take bereavement leave for the death of a family member. Please notify your supervisor and the human resources department if you require this leave policy. If your need for leave is foreseeable, provide as much advance notice as possible. If unforeseeable, provide notice as soon as practical

The three (3) days of bereavement leave do not have to be taken consecutively Bereavement leave must be completed within three months of the date of the family member's death.

You may elect to use any accrued vacation time or personal time that you are eligible to take during the otherwise unpaid bereavement leave You may also use your paid time off for non-eligiable members, upon manager approval

Bereavement leave will run concurrently with other federal/state laws where permitted by law.

Eligible family members:

● Family member means your child, parent, grandparent, grandchild, sibling, spouse, or domestic partner

● Child means a biological, adopted, or foster child; a stepchild; a legal ward; a child of a domestic partner; or a person to whom you stand in loco parentis.

● Parent means a biological, foster, or adoptive parent; a parent-in-law; a stepparent; a legal guardian; or other person who stood in loco parentis to you when you were a child.

● Sibling means a person related to another person by blood, adoption, or affinity through a common legal or biological parent

● Reproductive loss event such as the day or, for a multiple-day event, the final day of a failed adoption, failed surrogacy, miscarriage, stillbirth, or an unsuccessful assisted reproduction. The days do not need to be taken consecutively, but must be completed within three months of the family member's death or reproductive loss event.

You may be required to provide reasonable documentation of your need for leave This may include a death certificate, a published obituary, or written verification of death, burial, or memorial services from a mortuary, funeral home, burial society, crematorium, religious institution, or government agency. This documentation must be provided within 30 days of your first day of leave.

All information received by the Company regarding your request for bereavement leave will be treated as confidential and will not be disclosed except to internal personnel or counsel, as necessary, or as required by law

Personal Leave

Each employee shall receive 2 paid personal days of personal time per calendar year Requests to use personal leave should be submitted via Bamboo HR Advance notice to EVHN/EVN is not required to use personal time. EVHN/EVN has the discretion to deny a request in critical circumstances or if Employees request to use more than 1 personal day in the same week. Personal time may not be carried over into the next calendar year

Vacation Leave

Vacation time may be used for vacation, personal matters, loss of child care, and any other purpose. If an employee’s sick time bank is exhausted, they may use the vacation bank for such matters. Usage of vacation shall be encouraged and must not be unreasonably denied Vacation time shall be taken at a time that is mutually agreeable to EVHN/EVN and the employee In rare, extenuating circumstances that would require a minimum level of employment, seniority shall be used in the selection of vacation periods

All full-time employees accrue vacation according to the following schedule:

Employees may carry over 40 hours of vacation leave at the end of each calendar year into the next calendar year

Paid vacation must be taken as either full or half days (i.e. an employee wanting to take a few hours of vacation and work the remaining 5 hours of the day will still be “charged” for taking one-half day of vacation).

To request vacation leave, Employees should 1) discuss the leave request with their Supervisor during the weekly check in or via email at least 30 days in advance of the first targeted vacation day, when possible, and 2) Submit the leave request using the BambooHR portal. The employee's supervisor will then ensure that the requested vacation days don’t conflict with days on which the employee personal attendance

will be especially important, and the employee’s supervisor will notify the employee either way re: their vacation leave request within 5 business days of the request being submitted.

Part-time hourly employees are ineligible for paid vacation leave but are encouraged to take the time off necessary to stay healthy and maintain a positive work-life balance

Parental Leave

Employees who are pregnant, employees with partners who have recently given birth, employees who have adopted a child, or employees who have entered into a long-term new foster care arrangement may take leave for medical reasons related to pregnancy and birth and for the care of the child Employees may only take leave for the adoption of a child if the child is new to the home. Adoption of a spouse's child or children is a non-qualifying event.

Employees are eligible for another term of parental leave 12 months after the completion of the current leave

Employees should give at least 30 days’ notice of leave including the expected departure date when possible. Notice should be submitted in writing to management using the Parental Leave Notice Form

The employee may take up to 12 weeks off in the 12 months following the beginning of the leave Leave can be taken intermittently, as needed Additional time off may be granted if the employee’s medical provider verifies that it is medically necessary. The medical provider’s verification must state the anticipated length of the additional leave. After 6 months of absence, the employee may be administratively terminated, which will be a no-fault dismissal

Pay During Parental Leave

EVHN/EVN will provide up to 2 weeks of paid parental leave time to the new parent. After exhausting paid parental leave, Employees shall use all accumulated PTO [e g vacation and sick time] before using unpaid time off for the remainder of the 12 weeks off granted under this section Employees may also take advantage of Short Term Disability (STD) benefits provided by EVHN/EVN after PTO banks have been exhausted Leave can be taken intermittently, as needed and as approved by a Co-Executive Director/Managing Partner. Additional time off may be requested per the Unpaid Time Off provision in this Handbook.

Benefits During Parental Leave

EVHN/EVN will continue to provide health insurance benefits, and employees will continue to accumulate PTO and seniority during parental leave while in paid status. Those benefits will be given at the same levels of coverage and the same rate of employee premium contribution as if the employee were not on leave Employees granted unpaid parental leave per above will be responsible for paying for their continued insurance coverage and may not accumulate other benefits such as PTO Technology stipends and other similar stipends are not given during leave.

Return to work

After returning from leave, the employee will return to the same or a position of like status and Pay

Nursing parents

In the cases of nursing parents where there may be an EVHN/EVN-hosted or sponsored space, EVHN/EVN shall attempt to make available a functional place, which is not a bathroom, and reasonable break time for an employee to express breast milk (pumping) every time they need to for their nursing child.

The break-time space for pumping may be dedicated to the nursing parent’s use or temporarily converted or made available for her use as needed The space to be used by the employee for pumping shall be shielded from view and free from intrusion from coworkers and the public The frequency and length of time for pumping breaks will vary depending on the needs of the nursing mother

Breaks used exclusively for pumping or other personal matters are not considered time worked. Time spent working while pumping is considered time worked.

Unemployment Compensation Insurance

Unemployment compensation insurance is paid for by EVHybridNoire/EVNoire and provides temporary income for Employees who have lost their job under certain circumstances Your eligibility for unemployment compensation will, in part, be determined by the reasons for your separation from the Company.

Workers' Compensation Insurance

Workers' compensation is a no-fault system designed to provide benefits to all Employees for work-related injuries Workers' compensation insurance coverage is paid for by employers and governed by state law The workers' compensation system provides for coverage of medical treatment and expenses, occupational disability leave, and rehabilitation services, as well as payment for lost wages due to work-related injuries If you are injured on the job while working at EVHN/EVN, no matter how slightly, you are to report the incident immediately to your Supervisor. Consistent with applicable state law, failure to report an injury within a reasonable period of time could jeopardize your claim for benefits.

To receive workers' compensation benefits, notify your Supervisor immediately of your claim If your injury is the result of an on-the-job accident, you must fill out an accident report You will be required to submit a medical release before you can return to work

Military Leave

EVHN/EVN complies with applicable federal and state law regarding military leave and re-employment rights A military leave of absence will be granted to members of the uniformed services in accordance with the Uniformed Services Employment and Reemployment Rights Act of 1994 (USERRA, with amendments) and all applicable state law. You must submit documentation of the need for leave to the Human Resources Department. When returning from military leave of absence, you will be reinstated to your previous position or a similar position, in accordance with state and federal law. You must notify your Supervisor of your intent to return to employment based on requirements of the law For more information regarding status, compensation, benefits, and reinstatement upon return from military leave, contact Human Resources Department

EVHN/EVN will provide employees who are the spouse of a military member up to 15 business days of leave from work for each deployment when the military spouse is deployed or called up to active duty. The leave may be used before the deployment, or during the period when the military spouse is on leave during the deployment

As used in this policy:

● “Spouses” means spouses and state-registered domestic partners.

● “Military member” means a member of the U.S. Armed Forces, National Guard, or Reserves.

To be eligible for such leave, employees must work 20 or more hours per week

To take military family leave, employees must provide notice of intention to take leave within five business days of receiving official notice of an impending call or order to active duty or leave from deployment. The leave provided under this policy is unpaid; however, employees may substitute any available paid leave They may split the 15-day leave between different time periods (pre-deployment or while the military member is on leave during deployment) The total number of days of leave, however, cannot exceed 15 business days per deployment.

Upon return from leave, they will be restored to their prior position.

School Visitation

If you are the parent, guardian, or person standing in loco parentis of a school-aged child, EVHN/EVN will provide you up to seven hours of time off per year to attend or otherwise be involved at the child's school

You and your Supervisor must mutually agree to the scheduling of leave You may be required to provide documentation from the child's school verifying that you were involved at the school during the leave time. Employees may use vacation time, or borrow vacation time or request unpaid leave if all vacation time is exhausted.

Court, Crime, and Jury Duty Leave

EVHybridNoire/EVNoire realizes that employees may be subpoenaed or ordered by a court to attend judicial proceedings In such cases, notify a Co-Executive Director and HR as soon as possible to make scheduling arrangements While attending the judicial proceeding, you will receive your regular compensation This does not apply if you are attending a judicial proceeding because you have been charged with a crime. EVHN reserves the right to require employees to provide proof of the need for leave to the extent authorized by law.

EVHybridNoire/EVNoire will permit eligible employees to take time off from work to participate at the prosecuting attorney's request in preparation for or attendance at a criminal justice proceeding Employees may use vacation time, or borrow vacation time or request unpaid leave if all vacation time is exhausted. Employees are not eligible for leave if you are accountable for the crime at issue in the proceedings. Employees are eligible for this leave if they are:

● the victim of the crime at issue in the proceedings

● the victim's spouse, guardian or custodian, parent, child by birth or adoption, stepchild, parent, stepparent, or sibling

● a person who has been designated to act in place of a victim of assault while the victim is physically or emotionally disabled.

EVHN/EVN encourages employees to fulfill their civic duties related to jury duty and will count up to 10 business days on jury duty as time worked Exempt employees will not incur any reduction in pay for a partial week's absence due to jury duty Employees may use vacation time or personal time off for remaining jury duty service.

Voting Policy

An employee who is eligible to vote in any primary, general, or special election, or an election on ballot measures, may request up to 2 hours of paid leave to vote if the employee does not have enough time outside of working hours to vote in that election An employee may take voting leave at either the beginning or the end of his or her shift, at the company's discretion An employee must request voting leave at least two working days in advance

Election Officer Leave

Employees are entitled to leave to serve as an election officer Employees should request leave as soon as possible after receiving notice of their service as an election official

Leave under this policy will be unpaid for non-exempt employees. Exempt employees who work any portion of a workweek in which they also take leave to serve as an election officer will receive their full salary for that workweek

The Company will not suspend, discharge, or otherwise discriminate against an employee who is absent from work to serve as an election officer

Unpaid Time Off

At the discretion of the EVHN/EVN, an employee may be granted leave without pay for a period not to exceed 6 months At the discretion of EVHN/EVN, such leave of absence may be extended for up to an additional 6 months EVHN/EVN will comply with all state-specific laws regarding unpaid leave

Some examples of situations that may necessitate unpaid leave include extended illness, caring for a family member with an extended illness, court appointments, domestic violence support, or recovering from a violent crime.

Needs may include:

● Seeking medical attention for, or recovering from, physical or psychological injuries caused by domestic or sexual violence against you or your family or household member.

● Obtaining victim services for you or your family or household member

● Obtaining psychological or other counseling for you or your family or household member

● Participating in safety planning, including temporary or permanent relocation or other actions to increase your or your household or family member's safety from future domestic or sexual violence.

● Seeking legal assistance to ensure the health and safety of you or your household or family member, including participating in court proceedings related to the violence

Employees are required to submit a written request for such leaves of absence without pay to a supervisor as soon as practicable before the start of such leave. An employee’s written request shall state with particularity the reason the employee is requesting a leave of absence without pay and the length of leave requested.

PTO banks must be depleted before taking unpaid time off Employees will accrue vacation and receive benefits supplied by EVHN/EVN during the first 30 days of unpaid leave These benefits will be given at the same levels of coverage and the same rate of employee premium contribution as if the employee were not on leave. Employees taking parental leave will receive benefits supplied by EVHN/EVN during their entire parental leave. After that period they will not accrue vacation time and they may pay for their own benefits or suspend benefits

The employee’s seniority will be maintained during unpaid leave

After 6 months of absence, the employee may be administratively terminated, which will be a no-fault dismissal.

EVHN/EVN will comply with all state and federal laws requiring the grant of unpaid time off when applicable

Healthcare

The health and well-being of our team is a top priority for EVHN/EVN, and we encourage employees to take advantage of the healthcare benefits the organization makes available

Full-time employees are eligible to enroll in the following benefits within 30 days of beginning employment, within 30 days of a Qualifying Life Event, and during policy open enrollment periods The policies include major medical insurance, dental insurance, and vision insurance at the employer’s cost

Employees may add dependents at the employee’s cost. Full-time employees may also elect to enroll in voluntary employee-paid ancillary benefits offered through Colonial Life (hospital indemnity insurance, disability insurance, accident insurance, and specified critical illness insurance). Full-time employees may also choose to enroll in a Flexible Savings Account (FSA) and Dependent Care Account (DCA)

A full-time employee working 40 hours per week that is eligible and does participate in EVHybridNoire’s group Medical Plan is automatically enrolled in the Health Reimbursement Arrangement (HRA) Plan. Employees are eligible to participate in the group Medical Plan on their first date of employment. HRA enrollment forms will be provided upon enrollment into the Medical Plan. Eligible employees must return the enrollment forms to the HR Specialist / Lead

The Health Reimbursement Arrangement Plan will reimburse the employee for payment of the first $1,000 of the Anthem Blue Cross Blue Shield medical plan deductible per year [e.g. the annual medical deductible is either $1,500 or $2,000 dependent on selected plan. Employees may submit a reimbursement request along with an EOB and/or provide a detailed receipt showing payment of the deductible.

Part-time employees working less than an average of 30 hours per week are ineligible to enroll in healthcare benefits

Please refer to the chart below for plan details and the proportion of costs covered by EVHybridNoire/EVNoire for eligible employees for the current terms. Insurance plans, employee premium costs, and dependent premium costs may change with each plan term

Short Term Disability

● 26 Weeks $2,000 Benefit

Long Term Disability

● 180 Days $5,000 Benefit

● Basic Term Life and Accidental Death & Personal Loss

Benefits Support “Balance Care” Paychex Program which offers

● Claims Assistance

● Benefit Coverage Verification

● ID Cards

● Prescription Drug Coverage Questions

● Appeals

● HSA/FSA Questions

● Health Benefit Education

● Provider Research

If you live in the Atlanta, GA area, you will utilize Anthem’s Point of Service (POS) network to receive in-network healthcare benefits To search for in-network POS providers, you will search within the Blue Open Access POS network

If you live outside of Atlanta, your plan will default to Anthem/Blue Cross Blue Shield’s national PPO network. To search for in-network PPO providers, you will search within the National PPO (Bluecard PPO) network.

For more detailed information on how to search providers, use this guide

Retirement

EVHybridNoire/EVNoire wants employees to be able to plan for their retirement Therefore, EVHybridNoire offers a 401k retirement plan

EVHN offers participation in the "PAYCHEX POOLED EMPLOYER 401(k) PLAN". Employees are eligible to participate in the plan at age 21 and upon satisfying the 1 year service requirement (1,000 Hours of Service in the applicable 12-consecutive-month eligibility computation period, beginning on hire date)

Paychex will mail an enrollment package to employees as they are approaching eligibility with instructions on how to enroll in the plan via the Paychex Flex system Employees who do not wish to participate in the plan must complete an opt-out form in BambooHR.

The Plan provides for two types of 401(k) elective contributions, pre-tax 401(k) contributions and Roth 401(k) contributions You may elect to make pre-tax 401(k) contributions and/or Roth 401(k) contributions to the Plan from your pay each Plan Year Employee compensation will be reduced for elective contributions each pay period and remitted to the plan Elective contribution limits are set by the IRS and typically change annually. Employees may contribute up to 92% of their salary for a maximum of $23,000 in 2024. Participants over 50 years old may contribute an additional $7,500 in catch-up contributions in 2024

EVHN may make discretionary elective profit sharing or matching contributions on an annual basis

Employees should refer to the PAYCHEX POOLED EMPLOYER 401(k) Plan Summary Plan Description ("SPD") for complete plan details

Worker’s Compensation

EVHN/EVN employees are covered by worker’s compensation as required by law If an employee is injured or becomes ill on the job, then notify a Co-Executive Director/Managing Partner and HR within 24 hours so that an injury or illness report can be completed as necessary

Employee Performance

EVHN/EVN is committed to providing employees with regular feedback on the quality of their work, their success at meeting and exceeding goals, and areas for improvement Regular supervision meetings shall be held between supervisors and employees at least once per month

Annual Feedback

EVHN/EVN is committed to providing employees with regular feedback on the quality of their work, their success at meeting and exceeding goals, and areas for improvement. In Summer 2024, we will begin utilizing software to help streamline the employee-supervisor check ins and facilitate a more efficient feedback process

Employees will receive a formal performance evaluation every 12-18 months reflecting the employee's success and effectiveness at meeting the duties in their job The formal performance evaluation will include a written self-evaluation by the employee, a written evaluation by the supervisor, and a meeting between the supervisor and employee to review and discuss the feedback. Supervisors will ask colleagues for feedback on their direct report’s performance and integrate the findings into their written evaluation

Each new, regular, full-time employee will receive a mid-year performance review if they have been an Employees for more than 4 months and did not participate in the previous annual process, and will not be part of the next annual process for more than 8 months after starting employment.

The self-evaluation and manager evaluation will be placed in the employee’s file Positive performance reviews are one factor influencing compensation, but are not a guarantee of a raise

The Co-Executive Directors should be evaluated annually by the Board of Directors. The evaluation may include feedback from employees, board members, and potentially select individuals outside EVHN/EVN.

Disagreements & Disputes

Prompt and fair resolution of problems or misunderstandings which arise at work is important to EVHN/EVN Per the conflict section of this handbook, employees are encouraged to discuss their problems with their fellow employee(s) and/or their supervisor and seek resolution in the best interests of the employees and the organization. If there is a serious grievance with a Co-Executive Director, then the employee shall present the issue to the Board of Directors who shall then discuss the grievance with the rest of the executive committee and decide a procedure for addressing the situation

Progressive Discipline

Most performance issues and workplace conflicts should be resolved on an ongoing basis with normal supervisory oversight Supervisors should proactively work with employees to strengthen performance, retain valuable employees, and address issues. Likewise, employees should bring any problems, concerns, or grievances to the attention of their supervisor.

Corrective action may be taken whenever the employee’s work performance or misconduct warrants it Action will be taken progressively except in the event of severe misconduct where an employee may be dismissed immediately Corrective action will be taken by supervisors with the approval of a Co-Executive Director. Supervisors will make every reasonable effort possible to allow employees to respond to any disciplinary action taken. The Executive Committee of the Board has exclusive authority to take formal disciplinary action against a Co-Executive Director

Following are the options for corrective action:

● Coaching: The supervisor identifies the concern and informs the employee The supervisor determines a course of action to address problem areas on an ongoing basis.

● Verbal Warning: Should the concern persist after coaching, the supervisor may issue a verbal warning The conversation should be documented for management purposes but will not be placed in the employee’s personnel file

● Written Warning: Should the concern persist after a verbal warning(s) or be serious, then the supervisor may issue a written warning, which will be placed in the employee’s personnel file The written warning will include a description of the performance deficiency with examples, a description of what needs to be done to correct the problem, and a time frame for improvement.

● Suspensions (with or without pay) and/or Demotion: The supervisor may remove or change the employee’s job duties as needed

● Termination: Termination may occur when the employee’s actions have not been corrected or separation is in the best interest of the organization

Disciplinary Process

Violation of EVHN/EVN policies or procedures may result in disciplinary action, including demotion, transfer, leave without pay, or termination of employment The Company encourages a system of progressive discipline depending on the type of prohibited conduct. However, the Company is not required to engage in progressive discipline and may discipline or terminate Employees who violate the rules of conduct, or where the quality or value of their work fails to meet expectations at any time Again, any attempt at progressive discipline does not imply that your employment is anything other than on an "at-will" basis consistent with applicable law Note that the specific terms of your employment relationship, including termination procedures, are governed by the laws of the state in which you are employed.

In appropriate circumstances, management will first provide you with a verbal warning, then with one or more written warnings, and if the conduct is not sufficiently altered, eventual demotion, transfer, forced leave, or termination of employment Your Supervisor will make every effort possible to allow you to respond to any disciplinary action taken Understand that while the Company is concerned with consistent enforcement of our policies, we are not obligated to follow any disciplinary or grievance procedure and, depending on the circumstances, you may be disciplined or terminated without any prior warning or procedure

Open Door/Conflict Resolution Process

EVHN/EVN strives to provide a comfortable, productive, legal, and ethical work environment To this end, we want you to bring any problems, concerns, or grievances you have about the workplace to the attention of your Supervisor and, if necessary, to Human Resources or upper-level management To help manage conflict resolution we have instituted the following problem-solving procedure:

If you believe there is inappropriate conduct or activity on the part of the Company, management, its Employees, vendors, customers, or any other persons or entities related to the Company, bring your concerns to the attention of your Supervisor at a time and place that will allow the person to properly listen to your concern Most problems can be resolved informally through dialogue between you and your immediate Supervisor If you have already brought this matter to the attention of your Supervisor before and do not believe you have received a sufficient response, or if you believe that person is the source of the problem, present your concerns to Human Resources or upper-level management. Describe the problem, those persons involved in the problem, efforts you have made to resolve the problem, and any suggested solution you may have

Conflict and Crisis Management

Minor Conflicts

For minor conflicts, employees should attempt to resolve the situation themselves If an agreement cannot be reached, then employees should involve their managers. If the managers cannot reach an agreement, then a Co-Executive Director should resolve the conflict.

Major Conflicts & Crises

EVHN/EVN seeks to keep employees and program participants safe and to quickly resolve conflicts

Crises and conflict may happen in any of the following areas:

1. Safety includes in an EVHN/EVN permanent or temporary premises, at an EVHN/EVN event, or with EVHN/EVN employees and contractors

2 Personnel including harassment, discrimination, conflicts between employees, conflicts between an employee and the organization, and external conduct

3 Organizational including financial, legal, or fraudulent activities

4. Reputational including partners, funders, VIPs, and media.

Employees should follow the following crisis management steps:

1 Stop the current danger, if safe and possible to do so Ensure everyone is safe and the current threat is abated

2 Stop future imminent dangers Ensure that the problem isn’t compounded with additional threats that may readily occur.

3. Inform the direct manager or a Co-Executive Director immediately (once secure).

4 Work with management on the action plan

Conflicts regarding harassment and discrimination must follow the established policy in this Handbook

Employment Termination

EVHN/EVN hopes that employment with the organization will be mutually rewarding However, management acknowledges that varying circumstances cause employees to resign from employment including professional opportunities, moves, and personal circumstances. EVHN/EVN wishes the best for its employees when they leave employment. EVHN/EVN professionally handles resignations with minimal disruption to the workplace and requests that departing employees do, as well. A minimum of 2 weeks’ notice is requested for most employees A minimum of 4 weeks’ notice is requested for supervisors/managers and those in leadership positions

Exit Procedure

When an employee is preparing to leave the organization, then it needs to be clear to both the employee and the organization what the agreed-upon termination date will be

Once an employee gives notice, the supervisor must decide if any specific expectations must be met during their remaining time on Employees. It may be that the employees should focus on getting certain projects to a particular status and they should transition other work to colleagues. Any such expectations should be made in writing. For example, Jessie plans to complete employment on Friday, December 31. For the remainder of their time on Employees, they will complete Project A, they will write a plan for Project B, and they will draft a detailed transition plan to hand off all other work to their manager

The supervisor should closely monitor the work product of the employee to ensure that the needs of the organization are being met during the transition.

The supervisor should inform the Human Resources department when an employee has provided a termination letter Once HR receives the letter they will schedule an exit meeting with the departing employee to complete the Exit Checklist HR will provide any state-specific separation documentation needed for the employee. Departing employees may be asked to participate in an exit interview. The purpose of the exit interview is to provide EVHN/EVN’s management with greater insight into the employee’s decision to leave employment, identify any trends requiring attention or opportunities for improvement, and assist EVHN/EVN in developing effective recruitment and retention strategies

The HR department will share a termination document with the departing employee during the scheduled meeting. The exit meeting may occur any time during the employee’s last week of work.

The employee’s email and file access password must be changed at the time of their departure. EVHN/EVN should set up an autoresponder, and determine if incoming messages should automatically be forwarded to another employee, if someone should log in to monitor the account, or if the account should be temporarily suspended The employee should unsubscribe from email lists to cut down on the volume of messages that must be managed.

Employees being dismissed without cause may be eligible for state unemployment benefits. EVHN/EVN will need to determine if it will or will not contest the unemployment application

Returning Property

Employees must return all confidential material and all EVHN/EVN-furnished equipment and materials, including keys, computers, and credit cards, immediately or before their last day of employment. Upon

termination, the former employee is forbidden from representing themselves as a current employee. This includes identifying themselves as an employee on resumes and social media, using EVHN/EVN-owned physical property, or using intellectual property such as passwords. References given by former employees are to be considered personal, not organizational references Departing employees may only retain copies of work product samples with the permission of the supervisor Unreturned work equipment value (e g computers) may be deducted from final paycheck EVHN/EVN is the owner of all documents created as part of internal and external project and initiatives.

Upon termination of employment, all accounts will be turned over to the employee’s supervisor to ensure historical information is available and relationships are maintained

Payroll & Reimbursements

Final pay and reimbursement will be provided on the regular payroll schedule unless the employee’s state law mandates another schedule. Pay will include payment for earned and unused vacation days, all submitted and approved reimbursements, and pro-rated payment for any enrolled benefits Payroll deductions will be completed including expenses for elected coverage and any borrowed and unearned vacation time

Continuation of Insurance Coverage

Insurance for departing employees will terminate at the end of the month While EVHN/EVN has less than 20 employees, then employees whose employment is involuntarily terminated will be given a Continuation of Coverage Letter to continue participation in EVHN/EVN’s medical insurance plan at their cost Enrollment must be completed during the legal window in the notice and premiums will be paid by the former employee.

EVHN/EVN will always comply with applicable local and state Continuation of Coverage laws and regulations Once EVHN/EVN has more than 20 employees, then COBRA rules will apply

References & Employment Verification

Requests for employment verification for current and former employees may be for purposes including loan applications, program applications, job references, and background checks EVHN/EVN will verify a current or former employee’s employment dates, title, and supervisor upon request unless the employee has asked EVHN/EVN not to do so No other information will be divulged without the employee's written permission.

While EVHN/EVN understands the need to receive substantive references for new jobs and school applications, EVHN/EVN must also protect itself from lawsuits stemming from the provision of such references. Accordingly, EVHN/EVN will provide substantive references only if the employee has signed a Reference Requests Waiver of Liability Form

After a current or former employee signs a Waiver, they should inform anyone requesting a reference that they must do so in writing. No references will be given if the request was initiated by a phone call. Only someone in the employee’s supervisory chain can respond to a reference request.

Financial Policies

Complete financial policies and procedures are held in the Financial Policies and Procedures Manual The following policies are intended to be complementary. Employees are expected to be excellent stewards of the funds donated to the organization. They should minimize unnecessary expenses to the organization and use resources wisely Employees are required to report any financial impropriety to a Co-Executive Director Employees must provide all needed documentation for financial accountability EVHN/EVN expenses are strictly for business use, and under no circumstances should be incurred for personal reasons

Expenses over $100 must be reviewed by a supervisor/manager and pre-approved by a Co-Executive Director

Credit Card Usage

Some regular employees may be issued an individual credit card in their name and the Company’s name, with an individualized credit limit. Temporary and finance employees will not be issued a card. Employees who receive a credit card are required to complete a Credit Usage Responsibility Form to acknowledge their responsibilities in carrying and using an organizational credit card

Credit limits will be based on necessity and will mostly range from $500 to $2,000 per month Employees may request Sr. leadership consider a temporary or permanent adjustment if different spending is expected.

All expenses charged to a company credit card must be accompanied by a receipt

All receipts must be submitted to their supervisor and the Finance Manager

Company card statements must be approved by the cardholder each month within three weeks of the statement period end date.

Each employee must immediately notify their supervisor and the Finance Manager of any problems with the credit card such as unknown charges or a lost card so EVHN/EVN may take the necessary security precautions Employees are not permitted to use their EVHN/EVN credit cards for personal charges If they inadvertently use an EVHN/EVN card for personal use, then the employee must immediately notify their supervisor and reimburse the organization. Note that reimbursements do not constitute a tax-deductible donation.

Employees who regularly misuse their EVHN/EVN credit card, including losing receipts, being delinquent in turning in their documentation, or repeatedly charging personal expenses to the card, will lose access to it. In this situation, the employee will be required to either pay for expenses via organizational check or personally pre-pay for expenses and be reimbursed when proper documentation is submitted.

Reimbursements

All reimbursement requests must be accompanied by proof of purchase and any other required Documents

Email the receipt(s) and an invoice within 7 days of incurring the expense to your supervisor and finance@evhybridnoire com or finance@evnoire com (depending on which project/organization the expense was for) for processing approval and you will be reimbursed from there.

Failure to follow these reimbursement policies or incurring excessive or unnecessary costs may result in an expense not being reimbursed

Technology & Equipment

Document Storage, Retention, & Destruction

Personnel Records

EVHN/EVN maintains a personnel file for each employee Employee files include documents related to an individual’s employment with EVHN/EVN Unsolicited documents may be entered or removed from an employee’s file at the discretion of management

Applicable documents include:

● Resume and cover letter from the job application;

● Background check authorization and report;

● Job descriptions;

● Signed employment agreement;

● Signed protective agreement;

● Performance evaluations including self-evaluations and management evaluations;

● Signed acknowledgment of employee handbook;

● Contracts, written agreements, receipts, or acknowledgments between employee and EVHN/EVN;

● Written warnings of disciplinary actions including any necessary supporting documentation; and

● Documents relating to the worker’s departure (such as reasons why the employee left or was fired, unemployment documents, insurance continuation forms, etc)

Unnecessary documents will not be kept in personnel files.

All information contained in an employee’s personnel file is considered confidential and will be disclosed only on a need-to-know basis, at the discretion of the management Any record that is subpoenaed by a court will be released under the instructions on the subpoena

An employee may review their personnel file during normal office hours by contacting their supervisor. Employees may request copies of any item in their files.

EVHN/EVN also maintains payroll, benefits enrollment, and other employee information in separate files

The following should be kept separate from personnel files and maintained in a manner to remain confidential and access restricted to only those with a need to know:

● Documents that include medical or disability information;

● Social Security numbers; Protected class information such as age, race, gender, national origin, disability, marital status, and religious beliefs; and

● I-9 immigration forms

Other employees’ access to such information is limited to what is necessary to support the acquisition of health care benefits or for the payment of claims for health care benefits. No unnecessary private information will be kept in personnel files Storage

All files are the property of the organization and must be accessible as needed. All EVHN/EVN files must be saved in Google Drive, Dropbox, or another EVHN/EVN-approved service. Files may be transferred via email or other means necessary for temporary collaboration, remote access, or other purposes.

Only one version of a file should be maintained whenever possible Employees should use track changes, comments, or other tools for collaboration within a document Files should be titled clearly in the cases where draft documents need to be retained (I.E. in a folder titled “drafts”).

Documents must be stored in a safe, secure, and accessible manner. Documents and financial files that are essential to keeping EVHN/EVN operating in an emergency will be duplicated or backed up at least weekly and maintained offsite

Retention

Any substantive documents which relate to an item that must be retained on the schedule below should be considered part of that schedule For example, receipts related to an audit should be kept on the same schedule as the audit Assigned employees are responsible for destroying, deleting, or otherwise purging old files based on this schedule on an annual basis If an employee demonstrates a sufficient and compelling reason to keep a document beyond this schedule, the document may be saved All schedules are based on the latest applicable date for the item, such as completion of a grant, completion of an audit, or close of a fiscal year. These policies apply to paper and electronic documents and may be used interchangeably

Audit reports

Cash receipts, deposit slips, and supporting documentation

Checks (for important payments and purchases) Permanently

Checks/wires and supporting documentation

Depreciation schedules Permanently

Duplicate deposit slips

Expense analysis/expense distribution schedules

Internal audit reports

Inventories of retail products, materials, and supplies 7 years

Invoices (to customers, from vendors) 7 years

I-9 Immigration forms 3 years after hire date, or 1 year after employment ends, whichever is later

Payroll records and summaries

7 years

Retirement and pension records Permanently

Tax returns and worksheets Permanently

Timesheets 7 years

Timesheets for contractors 3 years

Withholding tax statements 7 years

Year-end financial statements Permanently

Legal Documents

Board meeting minutes, bylaws, and charter

Contracts, mortgages, notes, and leases

Retention Schedule

Permanently

7 years after expiration

Correspondence (legal) Permanently

Deeds, mortgages, and bills of sale Permanently

Insurance policies 3 years after expiration

Insurance records, current accident reports, claims, policies, etc Permanently

Patents and related papers

Permanently

Permits Permit duration

Trademark registrations and copyrights Permanently

Personnel Documents

Employment applications of rejected candidates 1 year

Personnel policies Permanently

Retention Schedule

Personnel files 7 years after termination

Fundraising Documents

Donor records (maintained in a database) Permanently

Donor pledge forms, appeal letters, and associated appeal codes 4 years

Retention Schedule

Grant proposals, reports, and other supporting documents 5 years after completion

Programmatic Documents

Programmatic materials, memos, and any other organizational records 5 years

Destruction

Retention Schedule

EVHN/EVN’s document retention policies primarily affect financial, legal, and personnel files. All other documents not expressly described in this policy should be destroyed regularly. Electronic copies must be deleted and the “trash” or “recycling bin” emptied for destruction to be complete Records should not be searchable after being deleted Paper files containing sensitive information are to be destroyed by shredding

Retired devices must be wiped clean before disposal. Document destruction will be suspended immediately, upon any indication of an official investigation, or when a lawsuit is filed or appears imminent The Sarbanes-Oxley Act, while not largely applicable to non-profit organizations, makes it a crime to alter, cover up, falsify, or destroy any document with the intent of impeding or obstructing an official proceeding The destruction will be reinstated upon the conclusion of the investigation

File Management

EVHN/EVN uses Google Drive for digital file storage Duplicates should be avoided

File names should be created using the following format:

File Name Last Updated Date

I.e. ACCC Running Notes 11.2.21

Passwords

EVHN/EVN uses passwords and other security measures to protect confidential and sensitive information. Employees are required to respect these security systems.

Employees must keep confidential any sensitive account passwords except in cases where necessary for administration or management Any devices used to transmit organizational information, such as

computers, mobile phones, and tablets must be appropriately password-protected. Employees must report any breached passwords or loss of any equipment to administrative employees and must immediately change associated passwords. Passwords used to access external sites or services must be saved in a central location if they need to be accessed by others at the organization and can’t be reset by a link Exceptions can be made if confidentiality is an issue Employees should notify their supervisor for resolution if a password is not working

Devices

Computers, devices, networks, digital services, and data supplied to, stored by, and used by employees are the property of EVHN/EVN and are subject to review by management Those who use the system should not expect any information placed on the system will be private Anyone wishing to add software or substantial amounts of data to the system must receive advance approval from an operations employee.

All devices and computers used for business must have a current operating system and virus protection software All such software must be regularly updated All EVHN/EVN portable electronic devices must have tracking software such as TrackMy Employees must immediately report any lost devices to administrative employees who will use the tracking software to find the device. Management will only use such software if the device is reported lost or if there is a legitimate concern for the employee or device’s safety Employees shall use, obtain, or download media such as computer programs, music, works of artistic expression, screens, toolbars, and other items only in a manner consistent with the trademark, copyright, patent, or other intellectual property rights of those who have authored or distributed the items Using EVHN/EVN’s devices or networks to view, obtain, or distribute obscene, pornographic, or illegal material is strictly prohibited.

Technology Reimbursement

EVHN/EVN offers employees a non-taxable $25/mo stipend for technology and other office expenses No pre-approval is needed This is offered to off-set the costs of high-speed internet access or other office expenses

Property & Equipment

Employees are expected to maintain appropriate use and proper care of EVHN/EVN property and equipment Employees are responsible for understanding the equipment they use to perform their duties

If an employee finds equipment that is not functioning properly or in any way appears unsafe, they should notify an operations employee so that repairs or adjustments may be made. Under no circumstances

should employees start or operate equipment deemed unsafe, nor should they adjust, disable, or modify the safeguards provided.

Employees are responsible to pay for lost or damaged items that are the result of negligence If allowed by applicable law, the value of any property issued and not returned may be deducted from the employee’s pay

Employees may use EVHN/EVN’s equipment for limited personal use as needed. If there are associated expenses for that personal use, then employees must reimburse the organization for the cost.

Closing Statement

Thank you for reading our handbook We hope it has provided you with an understanding of our mission, history, and structure as well as our current policies and guidelines Please see the addendums on the following pages for state-specific policies

Acknowledgment & Receipt Form

I have received my online copy of the EVHybridNoire/EVNoire Employee Handbook, and I understand that it is my responsibility to read and comply with the policies contained in this Handbook

The employee handbook describes important information about EVHybridNoire & EVNoire, and I understand that I should consult my supervisor regarding any questions not answered in the handbook. The handbook and the policies and procedures contained herein supersede any and all prior practices, oral or written representations, or statements regarding the terms and conditions of my employment with EVHybridNoire/EVNoire

I understand and agree that nothing in the EVHybridNoire/EVNoire Employee Handbook creates, or is intended to create, a promise or representation of continued employment and that employment at EVHybridNoire/EVNoire is employment-at-will, which may be terminated at the will of either EVHybridNoire/EVNoire or myself I understand that repeated failure to adhere to the policies outlined in this handbook may be grounds for termination I have read and reviewed the 2024 Hanbook Policies Furthermore, I acknowledge that this handbook is neither a contract of employment nor a legal document.

Employee's Signature

Employee's Name (Print)

Date