Milo Butler Employee Handbook

EMPLOYEE HANDBOOK

WELCOME CORE VALUES

It is a great pleasure for us to congratulate you on becoming a member of our team. We truly believe that we have a lot to offer you in terms of training and development, we believe our vision coupled with your commitment to growing and reaching your true potential and adhering to our core values will lead us to achieving our goals.

Accountability Taking ownership and responsibility

Leadership: Taking initiative, setting the standard

Integrity: Honoring our word and building trust

Adaptability: Respect our legacy and respond to change

Teamwork: Purpose above self

These values and policies in our workplaces reflect these core values and we ask you as a team member to make a commitment to honour and strive towards being and modeling these values in your everyday work.

As the market becomes increasing competitive we must continue to remain relevant, competitive and establish unique points of differentiation which set us apart from the competition. We therefore ask that you continue to provide feedback to your immediate manager/supervisor on challenges we need to address or opportunities we can pursue. It is through respectful communication that we will continue to grow as a company and you as an individual.

Employees are expected to perform at the best of their abilities and to be efficient, cooperative, courteous, conscientious, honest, loyal to the company and dependable.

WHO WE ARE

Milo Butler is more than just one business and more than just our legacy. We are a family of enterprises connected by our values and inspired by the lives of our founders Sir Milo and Lady Caroline Butler.

We deliver dependability, innovation and quality from our house to yours.

ESSENCE

Milo Butler transforms everyday businesses into movements that create positive differences in society; Milo Butler enriches the areas of Business, Education, Medicine, Government, Individuals, Families and the General Public.

VISION

MISSION

Milo Butler is the only distributor, who delivers flexibility, personal interaction and develops best in class service for their customer.

1.3 MILO BUTLER GROUP STRUCTURE

1.4 A BRIEF HISTORY OF MILO B BUTLER &

SONS

LTD.

Sir Milo Boughton Butler, represents one of the nation’s finest men during his era. His contributions to his family, the Bahamian public, the furtherance of Bahamian politics and the Independence of The Commonwealth of The Bahamas are forever etched in the annals of Bahamian history.

Milo Boughton Butler was born on August 11th, 1906 to George and Francis Butler. He was named after his great-grandfather who was a pineapple farmer from Eleuthera. Milo’s father was a school teacher, and a “cooper”. As a “cooper” he made barrels to store flour and sugar, very common commodities in the early 1900’s. These barrels were important allowing poor black Bahamians to store items which were not readily available to them.

As a child Milo learned to be a hard worker. He learned about saving and trading at a tender age. In fact, he would save his money and purchase eggs to trade and sell in various stores. His father realized his gifting very early and sent him to his grandfather, Israel Butler in Rum Cay for further tutelage. In Rum Cay, under his grandfather’s guidance, Milo acquired the skills of farming and cattle rearing. He learned how to fare and survive the hardship of living on a small, underdeveloped Family Island.

When his father passed away, Milo assumed the role of father and caretaker. His mother and four sisters relocated to the United States, seeking employment and an opportunity to further their education. In 1925, Milo returned to The Bahamas and worked in the food services industry with Mr. Davy Knowles who provided meat for the public. In just one year, Milo became the leader of the business.

He met Long Island native Caroline Watson and the two were wed in October, 1928. Their union produced ten children, three daughters and seven sons. They are Edna, Emmaline, Raleigh, Audley, Juanita, Milo, Franklyn, Asa, Basil and Matthew. Milo often quoted the biblical scripture “By the sweat of your brow you shall eat bread,” rearing his children as he was raised. As the children grew, they worked in the family business.

Milo’s entrepreneurial skills were manifested in the many business ventures he embarked on. These included sponging, farming and the sale of ice which the family was known for during the twenty-year period spanning the 1940s-1960s. He rented several storefronts in the proverbial over the hill communities to broaden their reach. Overtime, Milo also ventured into businesses like the infamous ‘Zanzibar’ of which he was part owner. He was a mentor to many black Bahamian business owners, providing sound advice on business decisions.

The family made a strategic business decision to close the doors to their many entities and focus their attention on the Bay Street location, affectionately called ‘The Pond Store.’ This was the first self-serve store in the over the hill community. The Pond Store also sold alcoholic beverages under the guise of the lucrative ‘30 days’ concept, to increase revenue. In 1963, when Milo could no longer balance the family business and politics, his wife Caroline took the reins of the business with the help of the sons. At this time, the family business was incorporated and Milo B. Butler and Sons Limited was established. In approximately five years, the Butlers were able to expand birthing Butler’s Bargain Mart and the Warehouse in 1968. The Butlers were the only black wholesale and retail food services operator.

Milo B. Butler and Sons Limited has been home to many well known brands including Robin Hood Flour, Nestle, Five Roses Flour, Muellers Macaroni, Chef Boyardee, TJ Swan, Blue Ribbon Rice, Renzuit Air Fresheners, Fisher Nuts, Juice Bowl and Roma Detergent to name a few.

Milo played an important role in the country gaining majority rule and subsequent independence from British rule. He was elected to the House of Assembly in 1937 for the Western District and served until 1949. He was elected for Bain Town in 1956 and served until 1973. In 1973, The Bahamas achieved its independence and he was sworn in as the country’s first Bahamian Governor General, thus taking the title of His Excellency Sir Milo Boughton Butler, G.C.M.G., G.C.V.O.

Sir Milo passed away on January 22, 1979. He is commemorated with a large bronzed statue of his bust, the statue is set facing Parliament on Bay Street. He is also featured on the Bahamian $20 note.

Today, the family business is still owned, managed and operated by The Butlers, with Franklyn Butler II at the helm as CEO. We are grateful to God for over 90 years of continuous business to the Bahamian public and the life and legacy of Sir Milo and Lady Caroline Butler.

1.5 OPERATING PRINCIPLE AND COOPERATE STRUCTURE

Store Personnel

Common to every business Milo B Butler & Sons Ltd requires a source of income to continue to operate, pay salaries, provide benefits, and the like. All of which would be impossible without customers. The primary and most important source of income Milo B. Butler & Sons has is the money spent by customers in our stores. Thus on a very practical level, customers must be the main concern of all employees. This is also the reason why our focal operating principle is Customer Service. Milo B Butler & Sons reputation for quality, variety and competitive prices brings shoppers to our locations and will continue to lure new shoppers. It is your responsibility to make customers of our ‘shoppers’, to give every ‘shopper’ the exceptional customer service that makes them feel welcomed and satisfied so that they would want to return to our stores and become regular customers.

1.6 OUR BRAND POSITION

Milo Butler is the only distributor, which delivers flexibility, personal interaction and develops best class brand for the customer.

1.7 OUR BRAND PROMISE

Respect, Quality and value guaranteed.

ATTENDANCE & REMUNERATION

2.1 LOCATIONS AND HOURS OF WORK

Milo Butler Distributors

Peach Street off Montrose Ave • P O Box N- 712

P (242) 677 6380 • F (242) 676 5816

8:00am – 5:00pm Monday through Friday (For the General Public)

7:00am – 6:00pm Monday through Friday (For Staff Members)

8:00am -12noon on Saturdays

Milo Butler Mart

Baillou Hill Rd & Chapel St

P (242) 677 6397 • F (242) 322-5616

7:30am – 7:30pm Monday through Thursday; 7:30am – 8:00pm on Friday and Saturday; 7:30am – 2:00pm on Sundays and Holidays

Milo Butler Home Essentials

Baillou Hill Rd & Chapel St

P (242) 677 6396 • F (242) 322-5616

7:30am – 7:30pm Monday through Thursday; 7:30am -8:00pm Friday and Saturday. 7:30am – 2:00pm on Sundays and Holidays

Flying Dutchman Liquor Store Blue Hill Road

Baillou Hill Rd & Wellington St

P (242) 677 6395

9:00am – 7:30pm Monday through Thursday; 9:00am – 8:00pm Friday and Saturday

Flying Dutchman Liquor Store Cable Beach

Cable Beach

P (242) 677 6394

10:00am – 9:00pm Monday through Saturday 11:00am – 7:00pm Sundays and Holidays

Flying Dutchman Liquor Store Carmichael Road

Carmichael Road

P (242) 677 6393

10:00am – 9:00pm Monday through Saturday 11:00am – 7:00pm Sundays and Holidays

2.2 TIME KEEPING

Variation in Work Hours

Full time employees work a forty (40) hour work week, according to your provided schedules, which will usually work out to be five (5), eight (8) hour days or some variation thereof.

Part-time employees will work as scheduled by their Supervisors or Managers. Request for a specific day off by the employee, a form must be filled out and submitted seven (7) days in advance. However, it is the sole discretion of the Manager to grant such request. Employees may be required to work overtime and willingness to do so is a condition of employment.

Time Force

All employees including Managers are required to use the clock devices where respectively located for the purpose of clocking in and out. It is by these devices you will be considered punctual or late. Note that it is the employee’s responsibility to check in and out and failure to do so will result in misrepresentation of your hours worked. Please note that reporting to work on time is expected and will be monitored and checked by your supervisors. Additionally, please note that punctuality does play an important role in your evaluation.

2.3 BREAK PERIODS

Lunch Period

Every employee is entitled to one continuous hour (generally between 12:00 noon and 3:00pm) break for personal errands, which may include collecting children from school. Employees may occasionally request a later or earlier lunch to meet personal needs. The scheduling of all lunch periods is subject to department workloads and office/store staffing requirements. Employees are not permitted to take lunch after 3:15pm. However after three (3) hour shift an employee would be entitled to one (1) hour lunch break.

Other Breaks

Supervisors may allow a short break (no more than 10 minutes) for employees to prepare and consume hot beverages. Consent must be given by the Supervisor prior to your breaks. Breakfast should be consumed BEFORE your scheduled time for work.

Time Back Policy

Any Supervisor who has to work his/her day off should be entitled to time back (i.e. another planned and approved day off)

Any Manager who has to work an additional shift for whatever reason should only be entitled time back after forty-eight (48) hours.

Senior Managers are required to put in whatever time is necessary to get the job done and should not get time back for working over forty-eight (48) hours. Senior Managers are entitled to receiving time back if they work any day which is not a regular work day (i.e. public holidays, Saturdays or Sundays)

Medical Appointments

Unless an employee or his/her dependent has a true medical emergency, appointments with physicians, dentists and others should not be made during office hours, unless the appointment can be completed within the Employee’s one hour lunch period. If an employees’ physician cannot accommodate this schedule, the Employee is expected to make up the time off work for a medical appointment.

2.4 TARDINESS AND ABSENTEEISM

Punctuality

Employees are expected to be punctual and regular in attendance. While there may be few exceptions for lateness, habitual or excessive tardiness, or regularly overstaying the lunch period, will result in a warning from the Human Resources Department or Department Manager. You are required to sign in and out every time you leave the building or stop working to take a break. We monitor all signing in and out. Employees, who work less than the prescribed time, may receive a warning and further infractions may result in deductions from employee’s salaries or dismissal from employment.

Absences from Office

If an employee leaves the office during the working day for personal reasons at any time other than his/her lunch hour, he/she must notify his/her supervisor, the receptionist and the Human Resources Manager.

Required Notification of Lateness, Illness, or Office Absences

Employees who are late for work or unable to report to work due to illness or emergency are required to telephone the office and speak with their Department Manager or the Human Resources Manager prior to 30 minutes before work schedule.

Employees calling in sick should speak with the Human Resources Manager or Department Manager or leave a message with a telephone number where they may be reached. Whenever possible the employee should give some indication as to when they expect to be able to return. No texting would be accepted and we would like the employee to call in themselves, only in extreme circumstances we would receive a call from relatives.

2.5 OVERTIME

Overtime Authorization

All overtime must be authorized in advance by the Department Manager or Supervisor.

Overtime Pay

Overtime for employees will be paid for any completed work hour(s) in excess of 40 hours per week. All overtime must be authorized and approved by your Department Manager or else it will not be paid, employees can also initial off on the overtime form. However, overtime would only be paid after fifteen (15) minutes of scheduled time at the end of the day.

Some employees may not be eligible for overtime pay as a result of their overall compensation package and/ or contract employment; any such employee will be notified accordingly. Part-time employees would only be paid by the number of hours worked.

2.5 PAY SCHEDULE

Direct Deposit Bank Accounts

Every employee is required to open a bank account at any Commonwealth Bank branch so that he/she may be paid via electronic transfer. The relevant bank account number must be forwarded to the Human Resources Department prior to employment or within the first week of employment. Failure to provide this account will result in delays in payment until resolved.

Pay Dates

All employees will receive their weekly pay on the Wednesday following the completed week worked. Please note there may be delays only in the event of holidays but, this will be only in exceptional cases.

2.6 PAY CALCULATIONS

Employee paychecks will reflect the following deductions or additions where applicable. Pay slips will be provided.

Deductions

• Employees National Insurance Contributions (3.9%** of gross pay up to $600.00/week as per national insurance ceiling);

• Deductions for uniforms or other equipment or supplies needed to perform job;

• Deductions for goods damaged or unaccounted for;

• Deductions for any employee loans; and

• Deductions for cashier shortages.

** NIB rates and deductions are subject to changes anticipated by the government for June 2010.

Additions

• For overtime put in for the previous week worked; and

• For commissions or other performance pay.

3.0 WORK ASSIGNMENTS & TRAINING

All employees should have received a job description detailing their responsibilities and daily, weekly and monthly tasks. Please note the Human Resources Manager and your Department Manager may change the nature and scope of an Employee’s work to meet the business needs. After the employee has completed his/ her probation period of six (6) months, the immediate supervisor evaluates the performance of the employee and makes necessary adjustments. At any point during the probation period the company reserves the right to terminate employment.

Training Programs

After orientation, they will receive on the job training to help them better perform the duties and responsibilities of your job. Beyond this initial training and orientation, there are other training opportunities open as an employee of Milo B Butler & Sons Ltd. Contact your direct supervisor or manager for details concerning our various training programs or to inquire about which training program might be suited for your particular needs.

4.0 ANNUAL HOLIDAY SCHEDULE

Milo B Butler & Sons recognizes the following public holidays with pay for all full time employees:

- New Year’s Day

- Majority Rule Day

- Good Friday

- Easter Monday

- Whit Monday

- Labour Day

- Independence Day

- Emancipation Day

- Discovery (Heroes) Day

- Christmas Day

- Boxing Day

If any of these holidays fall on a Sunday, the business will follow Cabinet Office procedure regarding the date of the holiday.

Please note that in the case of the company’s retail stores, all employees may be required to work on holidays and will be compensated at twice the regular hourly rate when necessary.

5.0 TIME OFF WORK

The company recognizes the following types of leave: annual vacation leave, sick leave, maternity leave, civic duty leave, bereavement leave and disability leave.

5.1 ANNUAL VACATION LEAVE

Definition

“Annual Vacation Leave” is paid leave taken by an Employee for any reason, including but not limited to, vacation, family obligations, etc. Full time employees shall be entitled to annual vacation leave as agreed to in his/her letter of employment or in a confirmatory letter from the Human Resources Department. The maximum annual vacation leave is three (3) weeks per year. Any employee who is employed with the company for seven (7) years or less is only entitled to two (2) weeks vacation leave per year. Any employee with more than seven (7) years is entitled to three (3) weeks vacation per year.

Vacation Accrual Rate

Annual Vacation Leave accrues daily, at a rate of 1/365th of the annual entitlement.

Vacation Day Carry Over to Next Calendar Year

Annual Vacation Leave must be used in full within each calendar year. Annual vacation leave may not be carried over to the next calendar year. All employees must take their vacations.

Waiting Period for New Hires

Employees are not entitled to take any vacation leave until they have been continuously employed with the company on a full time basis for a period of one (1) year.

Statutory Holidays and Other Closings during Vacation Leave

If a statutory holiday falls within an Employee’s vacation leave, the employee will be entitled to an additional vacation day. However, if the company closes for an unscheduled emergency or grants an unscheduled business holiday during an Employee’s vacation leave, the Employee will NOT be entitled to an additional vacation day.

Vacation Blackout Dates

We will not approve vacations under any circumstance during the month of December and are unlikely to approve vacation during the three (3) weeks leading up to our April 30th financial year end.

Approval of Vacation Schedules

A “Vacation Request Form” detailing desired vacation dates and durations must be filled by each employee at the beginning of each calendar year. Requested vacation dates and durations must be approved by each Employee’s department supervisor and the Human Resources Department. The Vacation Request Form must be submitted before the 31st of January of each year.

Requested Vacation dates will be approved based on workload and department staffing needs. Two (2) or more persons from any department are not allowed to take vacation at the same time. Employees are expected to adjust their vacations to meet the company’s needs.

5.2 SICK LEAVE

Sick Leave Definition

Sick leave is defined as an Employee’s absence from work due to his/her own illness.

If an employee is out of office for more than three (3) hours on any given day for medical purposes, a full sick day will be noted on the employee’s file. No sick slip is required for the first day however, the second day a sick slip is required from a reputable physician.

Documentation by a Physician

In order for an employee to be paid for sick leave, it is required that each employee will bring a doctors slip from a reputable physician covering all days taken for sick leave.

The company reserves the right to have an employee examined by an independent physician and may refuse sick leave in the event the independent physician is of the opinion that the employee is fit for work.

Maximum Paid Sick Leave

The company only allows a maximum of seven (7) sick days per year. Sick leave is only paid for employees who have been with the company for at least 6 months. Sick days in excess of 7 days may be paid at the discretion of the General Manager only. Part-time employees are not paid for sick days. Only those who have completed their six months probation period are entitled to sick days.

National Insurance and Sick Leave

Employees who receive their full salary while on sick leave and apply to National Insurance for sick benefit are required to turn over all funds from NIB to the company.

If an employee is on an unpaid leave of absence due to illness for an extended period, he/she will be entitled to keep all remuneration from the National Insurance Board.

The application for any NIB payment is the responsibility of the employee.

5.3 MATERNITY LEAVE

Duration and Waiting Period

Female employees are entitled to twelve (12) weeks of maternity leave after 12 months of continuous employment with the company. Additional time off is required in writing by a physician. Payment of any additional time of maternity leave will be at the discretion of the General Manager.

Frequency

Paid maternity leave may only be taken once every three (3) years. An employee who becomes pregnant more than once in three years will not be paid the twelve (12) weeks maternity remuneration as outlined below, for any additional pregnancies.

Notification

The employee must advise the Human Resources Manager and/or the General Manager at least four (4) months prior to the projected confinement time.

Remuneration by National Insurance Board

National insurance is responsible for remuneration equivalent to two thirds that portion of a female employee’s insurable wage, which does not exceed the National insurance ceiling (which is $600.00). The employee is responsible for collecting the NIB forms, and having them filled out and processed.

Remuneration by Milo B. Butler & Sons Ltd

The employee will receive her remuneration on the Wednesday following her last day of work. She will receive a minimum sum equivalent to one third of that portion of her insurable wage which does not exceed the National Insurance ceiling (which is $600.00) on insurable wage. In other words at minimum she will receive four (4) weeks pay if her wage is less than $600.00 or she will receive four times $600.00 if her salary exceeds $600.00.

5.4 CIVIC DUTY LEAVE

Jury Duty

An employee who has been called upon to perform Jury Duty will be paid his/her salary for each day the employee would have normally worked. Employees are required to give the company as much notice of any impending jury duty and proof of jury duty must be submitted to the Human Resources Department.

Voting Leave

On Election Day any employee may absent themselves from work up to four hours for the purpose of voting between the time of opening and time of closing the polls. Management may specify the hours during which the employee may be absent. Employees officially assisting at the polls may be granted a full day leave at the discretion of the General Manager.

5.5 BEREAVEMENT LEAVE

In the event of death in an employee’s immediate family (spouse, parent, child, sibling) the employee will be granted three (3) days of bereavement leave with full pay. One (1) day leave will be permitted for other immediate family members (grandparents, uncles & aunts, and 1st cousins). A death certificate and/or obituary may be required by the Human Resources Manager. The General Manager may also have the right to extend bereavement leave for any employee at his sole discretion.

5.6 LEAVE OF ABSENCE

Definition and Limitations

Leaves of absence from work are absences from work beyond vacation leave. They will only be considered in exceptional circumstances and are always without compensation. The granting of any leave of absence is discouraged and is at the sole discretion of the General Manager.

Procedure

Any requests for leaves of absence must be made in writing to the general manager, who will be responsible for determining any arrangements associated with the leave of absence. An employee should give at least one (1) month notice prior to the requested commencement date of the leave of absence.

Suspension

of Vacation Leave Accruals

No annual vacation leave will accrue while an employee is on a leave of absence. An employee will begin to accrue vacation leave upon the effective date of return to work. Any employee on a leave of absence will be required to maintain 100% of their health insurance during their leave.

5.7 DISABILITY LEAVE

Definition and Limitations

Disability leave will be granted for a duration determined at the sole discretion of the General Manager. The company is under no obligation to continue to employ persons whose disability leave exceeds the time agreed by the General Manager. Disability leave includes any physician diagnosed and treated mental or physical illness or injury that exceeds the Employee’s combined Vacation and Sick Leave.

Compensation During Disability Leave

Disability leave of absence is given without compensation from the company. However, any employee who is a member of the Pension Plan and whose employment is terminated due to death or total permanent disability is automatically 100% invested in the Employer Match Account regardless of length of service.

Procedure

All requests for disability leaves of absence are to be directed to the Human Resources Manager, who will responsible for the all arrangements relating thereto. If possible, an employee should give sufficient notice of the intended leave and advise the Human Resources Manager at least two (2) weeks prior to the expected return date.

Suspension of Vacation Leave Accruals

No annual vacation leave will accrue while an employee is on disability leave. An employee will begin to accrue vacation leave upon the effective date of return to work.

EMPLOYEE BENEFITS

6.1 HEALTH INSURANCE & LIFE INSURANCE PLAN

Milo B. Butler & Sons has a Group Health Insurance plan for all full-time employees. Upon completion of the probationary period, employees are encouraged to participate.

The Plan includes:

• $2,000,000.00 in lifetime health coverage

• $20,000.00 in Life insurance

• $20,000.00 in Accidental Death & Dismemberment Insurance

Costs for all employees:

Fifty percent (50%) will be paid by Milo B Butler & Sons Ltd. and the employee will incur the remaining fifty percent (50%).

Dependent Coverage

The employee may add his/her spouse and or dependents paying 100% of the total cost for the additional coverage for spouse and / or dependents.

Please see your Human Resources Manager or HR Representative to receive a complete copy of the schedule of benefits and enrollment form.

6.2 PENSION PLAN

Milo B. Butler & Sons has a Group Pension Plan for all full time employees who have completed eighteen (18) months of continuous service with the Company. Employees can contribute up to 10% of their earnings and the Company would match up to 5%. However, any employee not joining the pension plan, the Company would contribute 1.0% of their base pay on behalf of that employee. The employee has to complete eight (8) years or more of continuous service with the company before they can receive full 100% of the Employer’s and Employee’s contribution.

6.3 COMPANY SOCIAL

Once a year the Company would allocate funds for the purpose of a company social which has to be approved by Management.

TERMINATION

7.1 TERMINATION BY EMPLOYER

Performance Standards

Any employee who does not meet these standards or does not perform the specific duties outlined in their job description may be terminated by the company. Please note all employees after their six months probation would be viewed on an annual basis.

Financial Terms

Upon termination, the company will pay the employee any sums due under the prevailing labor laws at the time of termination.

Upon termination, employees will receive full payment for all days of “accrued vacation leave” as of the date of termination, based upon daily pay rates. If more vacation than that amount has been taken, the difference shall be deducted from the final salary payment or reimbursed by the employee if no final salary payment is due.

Any outstanding disbursements/advances from the employee must be paid to the company in full at the time of termination. Employee final salary payments due will be applied to any outstanding amounts.

7.2 RESIGNATION

Notice Period

In the event that an employee elects to voluntarily terminate his/her employment, a minimum of two week notice is expected for non supervisory employees. All supervisory employees and senior managers are expected to give a minimum of four (4) weeks, unless otherwise agreed in your employment contract. Employees are not allowed to take any of Milo B Butler & Sons intellectual property or information with them (whether electronically generated or otherwise) included but not limited to documents, customer contact information, vendor information, sales or purchasing information, internal memoranda etc whether generated by the company or not.

Financial Terms

Upon resignation, employees will receive full payment for all days of “accrued vacation leave” as of the date of resignation, based upon daily pay rates. If more vacation than that amount has already been taken, the difference shall be deducted from the final salary payment or reimbursed by the employee if no final salary payment is due.

Any outstanding disbursements or advances due from the employee must be paid to the company in full at the time of resignation.

ETHICS

8.1 CONFIDENTIALITY OF WORK

Confidentiality Code

The company expects all employees to uphold the highest standards of confidentiality with respect to the company and the company’s information. Company information including customer names, vendor names, sales figures, daily cash received should only be disclosed to other employees or supervisors on a need-toknow basis. Documents and e-mails containing company information, vendor information or customer information or correspondents of any kind, either paper or in electronic form, may not be removed from any business without the expressed written consent of the General Manager. All staff members are requested to sign a confidentiality form at the time of orientation.

Responding to Queries for Company Information

If information regarding the company is requested via fax; e-mail; or other correspondence, ALL RESPONSES should be vetted and approved by the General Manager. Any problems with queries should be reported immediately to the General Manager. It is always better to verify than to volunteer information, regardless the pressure being applied by the requesting person/organization.

Access to Company’s Computer Network

No vendor, customer, or visitor may access the company’s computer network or system or confidential internal files. The computer technician may with advance notice make provisions for a visitor to print to the company’s printers from his/her own laptop via the computer network.

Violation of Confidentiality Code

Violation of the company’s confidentiality code is grounds for dismissal without notice.

8.2 VENDOR GIFTS & CONFLICTS OF INTEREST

Milo B Butler & Sons Ltd. encourages vendors to reduce cost of merchandise instead of rewarding us with free gifts so that we may pass cost savings on to customers. Therefore no employee of the company is to accept any gift from a salesperson, delivery person or representative unless the item is a non product item or a “good will gift”, such as a hat, mug or pen; such gifts ought not to exceed $25.00 in value. Any employees found soliciting gifts, samples, or cash, will be terminated.

Promotional incentive programs must be preapproved by the Retail Store Director or The General Manager.

8.3 PERSONAL RELATIONSHIPS IN THE WORK PLACE

A public display of affection and favoritism as a result of personal relationship are strictly prohibited. Should personal relationships cause any disruptions or conflicts with an employee’s ability to perform their duties at work, the company will use its discretion in resolving the matter.

8.4 SEXUAL HARASSMENT

This company will not tolerate any form of sexual harassment.

Definition of Conduct of a Sexual Nature

Conduct of a sexual nature may include, but is not limited to, verbal or physical sexual advances, including subtle pressure for sexual activity; touching, pinching, patting, or brushing against, comments regarding physical or personality characteristics of a sexual nature, and sexually-oriented kidding, teasing and jokes. Or any behavior or act which makes people uncomfortable.

Verbal or physical conduct of a sexual nature constitutes sexual harassment when the allegedly harassed employee has indicated, by his or her conduct, that it is unwelcome.

Supervisors, Managers and Administrators

It is sexual harassment for an Administrator, Manager or Supervisor to use his or her authority to solicit sexual favours or attention from subordinates when the subordinate’s failure to submit will result in adverse treatment, or when the subordinate’s acquiescence will result in preferential treatment.

Supervisors, Manager and Administrators who either engage in sexual harassment or tolerate such conduct by other Employee’s shall be subject to sanctions, as described below;

Non Supervisory Employees

It is sexual harassment for a non supervisory employee to subject another such employee to any unwelcomed conduct of a sexual nature. Employees who engage in such conduct shall be subject to such sanctions as described below.

Reporting, Investigation and Sanctions

It is the policy of this company to encourage victims of sexual harassment to come forward with such claims.

This may be done through the following procedure:

Employees who feel that Administrators, Supervisors or Managers are conditioning promotions, increases in wages, continuation of employment or other terms or conditions of employment upon agreement to unwelcome conduct of a sexual nature, are encouraged to report these conditions to the Human Resources Manager or General Manager. If the General Manager or the Human Resources Manager is the offending person, the report should be made directly to a member of the Board of Directors.

Employees are also encourage to report any unwelcome conduct of a sexual nature by supervisors or managers if such conduct interferes with the individuals work performance, or creates a hostile or offensive work environment.

Confidentiality will be maintained and no reprisals or retaliation will be allowed to occur as a result of good faith reporting of charges of sexual harassment.

In determining whether alleged conduct constitutes sexual harassment, the totality of the circumstances, the nature of the conduct and the context in which the alleged conduct occurred will be investigated. The General Manager or Human Resource Manager has the responsibility of investigating and resolving complaints of sexual harassment. If the alleged conduct involves the General Manager or the Human Resources Manager, a Director of the company will investigate and resolve the matter.

Any employee found to have engaged in sexual harassment shall be subject to sanctions including, but not limited to, warning or reprimand, suspension or termination.

8.5 EMPLOYEE GRIEVANCES AND OTHER FORMS OF HARASSMENT

At Milo B Butler the employee-manager relationship is the cornerstone of two-way communications. While your manager conducts performance appraisals with you periodically, you always have the opportunity to talk to your Manager at anytime. In these sessions you should be respectful, yet as open and frank as possible. Be specific, ask questions, say what is bothering you, and offer ideas regarding how Milo B Butler & Sons Ltd can improve its way of doing things. Constructive criticism is welcomed. Remember often it is not what is said but how it is said; rude, disrespectful behavior in presenting grievances will not be tolerated.

Should you not receive in your opinion a satisfactory response from your supervisor to a question, concern, or grievance, you are entitled to bring your issues to the attention of increasing levels of company management up to the Human Resources Manager.

Firstly you must make known your issues within 72 hours of the occurrence of the incident(s). The progressive steps are as follows:

1. Your grievance should be brought to the attention of your immediate Supervisor within 3 days and should first be discussed between you and your immediate Supervisor.

2. If the grievance is not satisfactorily resolved between you and your Supervisor, either of you may request a review with the department Manager. You may request to have another employee present at the meeting.

3. If the grievance is not satisfactorily resolved at step two (2) you may ask for a review with the Human Resources Manager or HR Representative. You may request the presence of another employee.

Depending on the nature of your concern it may be necessary to discuss it with a manager other than your direct supervisor (for example harassment or other concern about your direct supervisor) in this case, utilizing the ‘chain of command” and discussing concerns with a manager not directly involved is appropriate and recommended.

8.6 SMOKING, ALCOHOL AND DRUG USE

Smoking

In keeping with the company’s intent to provide a safe and healthy work environment, smoking is prohibited throughout the workplace, this includes company vehicles.

This policy applies equally to all employees, customers, and visitors.

The company’s objective is to maintain a drug-free and alcohol-free environment. Employees are required to report to work on time and in appropriate mental and physical condition, free from the influence of any drugs and/or alcohol. Medically subscribed drugs are an exception.

Violation of Alcohol and Drug Use Code

The unlawful manufacture, distribution, possession, or use of illegal substances is absolutely prohibited and may be grounds for dismissal without notice.

Violation of the company’s alcohol free workplace policy is prohibited. Consuming alcoholic beverages during company work hours is prohibited. Employees who are inebriated at work or in circumstances in which their condition or behavior bring the company into disrepute, may be suspended or terminated.

In addition, Milo B. Butler & Sons Ltd wants to maintain a safe work environment for all employees and therefore will conduct random drug and alcohol tests to ensure that persons are not performing under the influence of any substances.

8.7 GAMBLING, NUMBERS AND ASUES

Gambling, in any form is not permitted on any Milo B Butler & Sons premise. Participation in asues, blackjack, craps, the purchasing of numbers…will not be tolerated on the company’s premises and will lead to sever disciplinary action. Employees are free to participate in asues away from the company’s premises and on their own time.

OFFICE PROCEDURES

9.1 VISITORS

Notification of Visitor Arrival

Warehouse ONLY!

All visitors of the company are expected to notify the receptionist upon arrival in the office. Receptionist will then notify the appropriate staff member of the visitor’s arrival.

Visitor Security Procedure

All visitors should be met at the front reception area and escorted by a member of staff to an appropriate office or meeting room. No employee should grant access to the company’s offices through the back spiral stairs under any circumstances. No visitor or customer should be able to walk around any office or restricted area (including warehouse) without the supervision of an authorized member of staff. In the event that a customer wishes to use the bathroom in the warehouse they should be escorted by an employee.

Visitors to the office should never be left alone in any office or meeting room, if there is any chance of them being able to view any company business not pertaining to their particular business. Any breaches are considered in violation of the company’s confidentiality code. Sensitive information should not be left on the desk especially after working hours.

If any employee notices any seemingly unauthorized person walking around any location, office or corridor, viewing documents in an office or just roaming without proper authorization, it is the Employee’s responsibility to contact a Manager or the General Manager immediately.

Under no circumstance should a visitor, repairman or contractor be given keys to enter any company building.

Particular care should be given to all customers/vendors or general visitors using offices or meeting that they are not able to view or access any company information.

Personal Visitors

Visitors of a personal nature are not encouraged and should be kept to a minimum. Personal visitors are not permitted inside employee offices.

Employees are not allowed to have their children or grand children in their offices.

Keeping children or grand children at the office is not encouraged and in the event it is necessary an employee should seek approval from management prior to bringing any personal visitor to the office. When children and grand children are allowed in the lunch room to wait there must maintain order and proper office etiquette at all times.

9.2 PROFESSIONAL APPEARANCE

The company has a dress code for all staff at the different locations which are listed below.

Please note that wearing uniforms are mandatory, the first two shirts will be given to all full time employees and any additional shirts must be purchased from the administrative office.

Please note to purchase your own shirt and to have the logo embroidered on it by any embroidery company is NOT allowed unless authorized by the General Manager.

Name Tags

Please also note that Name Tags are mandatory and must be worn at all times. Employees leaving their name tags home would be sent home and not allowed to work.

Uniformed Staff - Warehouse

1) Purple or Red shirts/blouses for all with company name/logo. All shirts must be clean and presentable (i.e. not wrinkled, torn or stained)

2) All shirts must be neatly tucked into trousers or skirts at all times.

3) Only khaki or black long, ironed trousers (for men & women) or skirts (for women) – knee length are to be worn with the uniforms. No Capri’s or three quarter length trousers will be allowed for women. No distasteful designs or stains will be allowed.

4) No hats or caps are to be worn. Hair is to be neatly groomed and styled at all times.

5) Vendor branded shirts can be worn only during promotion.

6) Excessively tight or low riding trousers or skirts, which expose underwear, is not acceptable.

7) Hair styles which extend upward or outward more than 2inches from the scalp are not tolerated. Loud and outrageous hair coloration (for example fluorescent green or blue, fire red, etc.) will not be permitted either. Only natural hair colors will be permitted. If hairstyles exceed the above length and are distastefully colored, the employee will be asked to remove it or be sent home to have it restyled. Please note that all other policies about personal time use will apply.

8) All warehouse staff will be provided with two free Milo Butler T-Shirts, which can be worn in the warehouse while picking orders. Additional T-Shirts will have to be paid for.

9) Flip-flops, slippers and open toe shoes are not acceptable footwear under any circumstances.

10) Excessively long fingernails that may cause a hindrance to your performance should be trimmed.

11) Proper hygiene is expected.

12) No earrings (men) or tongue piercing are allowed to be worn on the job.

Warehouse Office Staff, Salesmen & Merchandisers

1) Green button down Oxford shirts with company name/logo. All shirts must be clean and presentable (i.e. not wrinkled, torn or stained)

2) All shirts must be neatly tucked into trousers or skirts at all times.

3) Only khaki or black long, ironed trousers (for men & women) or skirts (for women) – knee length are to be worn with the uniforms. No distasteful designs or stains will be allowed.

4) No hats or caps are to be worn. Hair is to be neatly groomed and styled at all times.

5) Vendor branded shirts can be worn only during promotion.

6) Tight or low riding trousers or skirts, which expose underwear, is not acceptable.

7) Hair styles which extend upward or outward more than 2inches from the scalp are not tolerated. Loud and outrageous hair coloration (for example fluorescent green or blue, fire red, etc.) will not be permitted either. Only natural hair colors will be permitted. If hairstyles exceed the above length and are distastefully colored, the employee will be asked to remove it or be sent home to have it restyled. Please note that all other policies about personal time use will apply.

8) All merchandisers will be provided with two free Milo Butler T-Shirts, which can be worn in the warehouse while picking orders. Additional T-Shirts will have to be paid for.

9) Flip-flops, slippers and open toe shoes are not acceptable footwear under any circumstances.

10) Excessively long fingernails that may cause a hindrance to your performance should be trimmed.

11) Proper hygiene is expected.

Administrative Staff

1) Uniforms are optional but are encouraged.

2) It is expected that all shirts will be neatly tucked into trousers at all times – particularly for Gentlemen.

3) All trousers are expected to be long (i.e. at least to the ankle) and skirts/dresses are expected to be knee length at all times. (N.B. calf length trousers or capris are not permitted)

4) If uniform shirts are worn, it is expected that all accompanying trousers or skirts will be khaki or black.

5) Jeans are not allowed except for days when inventory counts are scheduled or manual clean up tasks are required to be performed e.g. cleaning of file storage room etc

6) No hats or caps are to be worn. Hair is to be neatly groomed and/or styled at all times.

7) Excessively tight or low riding trousers or skirts, which expose underwear, are not acceptable.

8) Hair styles which extend upward or outward more than 2inches from the scalp are not tolerated. Loud and outrageous hair coloration (for example fluorescent green or blue, fire red, etc.) will not be permitted either. Only natural hair colors would be permitted. If hairstyles exceed the above length and are distastefully colored, the employee will be asked to remove it or be sent home to have it restyled. Please note that all other policies about personal time use will apply.

9) Flip-flops, slippers and open toe shoes are not acceptable footwear under any circumstances. Closed in shoes only. Sneakers only permitted at inventory counts or after hours.

10) Excessively long fingernails that may cause a hindrance to your performance should be trimmed.

11) Proper hygiene is expected.

Milo Butler Mart, Milo Butler Home Essentials & Flying Dutchman Staff

Dress Code

1) Green button down Oxford shirts with company name/logo. All shirts must be clean and presentable (i.e. not wrinkled, ripped or stained)

2) All shirts must be neatly tucked into trousers or skirts at all times.

3) Only khaki beige or black ironed long trousers or skirts –knee length are to be worn with the uniforms. No distasteful designs or stains will be allowed.

4) No hats or caps are to be worn. Hair is to be neatly groomed and/or styled at all times. Plaits must be kept neat and well groomed if they are worn.

5) Excessively tight or low riding trousers or skirts, which expose underwear, are not acceptable.

6) Hair styles which extend upward or outward more than 2inches from the scalp are not tolerated. Loud and outrageous hair coloration (for example fluorescent green or blue, fire red, etc.) will not be permitted either. Only natural hair colors will be permitted. If hairstyles exceed the above length and are distastefully colored, the employee will be asked to remove it or be sent home to have it restyled. Please note that all other policies about personal time use will apply.

7) Flip-flops, slippers and open toe shoes are not acceptable footwear under any circumstances. Closed in sneakers or shoes only.

8) Excessively long fingernails that may cause a hindrance to your performance should be trimmed.

9) Proper hygiene is expected.

Seasonal and Temporary Staff

All season and temporary staff should wear the uniform policy as described. However, would be given one shirt at the start of their employment.

ALL PART TIME STAFF ARE TO ABIDE BY THE RULES SET OUT ABOVE

Failure to comply with the company uniform as outlined above will result in;

i) A uniform shirt being given to staff and the total amount deducted from your next weekly pay check; and/or

ii) Immediate suspension at the expense of the employee.

iii) Three suspensions can result in termination.

Management has the right to implement whichever of the above it deems most appropriate.

9.3 MESSENGER

The following rules and procedures are in effect regarding any mail delivery items.

Delivery/Mail Bins

All documents to be HAND DELIVERED or SENT BY POST are to be placed in the appropriate tray on the receptionist desk by 11:00am at the very latest on each day.

Departure Times

Generally, the person making deliveries on behalf of the company leaves by 12:00pm daily to ensure they are able to cover the various stops required.

9.4 USE OF PHONE COMMUNICATION DEVICES AND MAIL SYSTEMS

The use of Milo B. Butler & Sons Ltd.-paid postage for personal correspondence is not permitted. Please note that we have a designated area for mail to be delivered on a daily basis.

R F Radio Use:

Radio’s are for the use of employees to communicate on business related matters only. Matters should include delivery updates, complaints, status updates, delivery discrepancies, and the like. Broadcasting of music, foul language, the numbers for the day, etc are not appropriate and will not be tolerated. Check status and pickups, cash pickups, and other monetary related issues should NOT be broadcast over the radio. Employees should phone in to discuss money related issues. Every delivery driver or employee leaving the office on company business MUST carry a radio so they can be reached. Please note failure to respond to communications via radio within (5) minutes of being called will result in a verbal warning. Abuse of these rules will result in disciplinary action.

Company Phones:

Company phones are for business use only. Personal calls are prohibited. Emergency calls are the only exceptions. Personal cell phones should be used only during an employee’s break/ lunchtime. During work hours all personal cell phones should be silent. Cell phones are not permitted to play music while in-store, in-warehouse or office under any circumstance.

To ensure effective telephone communications, employees should always use an approved greeting and speak in a courteous and professional manner. Please confirm information received from the caller, and hang up only after the caller has done so.

9.5 USE OF EQUIPMENT

Equipment essential in accomplishing job duties is often expensive and may be difficult to replace. When using company assets, employees are expected to exercise care, perform required maintenance, and follow all operating instructions, safety standards, and guidelines.

Please notify the supervisor if any equipment, machines, or tools appear to be damaged, defective, or in need of repair. Prompt reporting of damages, defects, and the need for repairs could prevent deterioration of equipment and possible injury to employees or others. The supervisor can answer any questions about an employee’s responsibility for maintenance and care of equipment used on the job.

The improper, careless, negligent, destructive, or unsafe use or operation of equipment will result in disciplinary action, or termination of employment.

Company Keys:

Employees bearing keys for vehicles, office, and locks are asked to store keys in a safe place and should they be lost, a report should be made immediately. No employee should carry keys home with him or her unless they are preauthorized to do so. Employees would have to pay for carelessly loosing company’s keys. All employees must sign an in and out sheet before using the company’s keys.

Company Vehicles/Machinery:

Company vehicles and machinery are to be used cautiously and with due care and diligence. All operators of company machinery or vehicles must have supervisor authorization and/or a valid driver’s license where applicable. Speeding and reckless driving is not acceptable and can lead to immediate termination. Loud music playing while in a company vehicle is not permitted under any circumstance (even if parked). Operating any vehicle or machinery under the influence of drugs, alcohol, or any medication or substance that may impair ones abilities, is prohibited and will lead to immediate termination. The use of company vehicles or equipment after hours or for personal use has to be preauthorized by the General Manager. Note all stipulations listed earlier also apply to after hours or personal use of company equipment.

Vehicles/Machinery Maintenance:

The company has a policy of servicing all equipment and machinery on a quarterly basis. Managers are to ensure that all equipment is routinely serviced to avoid major damage and/or injury.

The company has instituted a maintenance department and any issues arising with any equipment or company asset should be reported to the maintenance department immediately to be addressed. Maintenance is always on call and can be reached at Ext.223 or via cell phone 242 477 0664.

In the event maintenance agreed for any work to be done, the managers are responsible for ensuring a purchase order has been approved by the maintenance department or manager prior to any vehicle or equipment being serviced by any third party.

Please ensure a purchase order has been approved by the accounts payable department or the general manager prior to any vehicle or equipment being serviced by any third party. Please ensure a purchase order has been approved by the accounts payable department or the general manager prior to any vehicle or equipment being serviced by any third party.

Company Working Hours/Milo B. Butler & Sons Ltd. Equipment and Facilities

An employee is not allowed to use working hours, telephones, company vehicles, computers, supplies or company facilities for the conduct of personal business. Distribution of catalogues, order forms; sales products must take place during breaks or lunch hours and must not interrupt the work of coworkers.

Company Procedures for damages and injury

In the event of injury to any employee through accident, the supervisor or manager on duty must ensure proper medical assistance is called or given to the employee or customer. Once the immediate matter has been dealt with by qualified medical officers, the supervisor must provide an accident/injury reports detailing the nature of the damage done to personnel and/or equipment, whether it is through negligence, by accident, or caused by poor maintenance. If damage occurs through negligence the operator will be required to cover the cost of damages incurred as well as any cost to repair the equipment.

Reporting Accidents

Employees are to report injuries of either customers or yourself immediately to the on duty manager. Obtain medical assistance where necessary or as directed by the manager. Immediately report an accident no matter how small or unimportant it may seem at the time. Company policy requires all on-the-job accidents to be reported. Managers should call, complete and submit an incident report to Human Resources, immediately. (322-3943 ext 229 or 228)

Company Food Handlers:

Butchers, Produce clerks, and food handlers must see to it that their health certificates are up to date and current. Cleanliness in and around your work areas must be maintained at all times. You are to properly store meat and produce in the appropriate coolers. Scrap meat shavings, and spoiled produce are to be recorded and then discarded in such a fashion that they will not harbour insects and rodents. Cleaning the meat counters, display boxes, and utensils, like butcher knives and the meat saw should be done properly at the end of each day.

9.6 BUSINESS TRAVEL EXPENSES

Travel Allowances

All travel arrangements must be pre-authorized and can be approved by the CEO or the Chief Financial Officer. Expenses incurred on unauthorized trips will not be reimbursed by the company.

Air Travel

Airplane tickets must be pre-approved by the General Manager before purchasing.

Air fares should be coach class and consistent with the lowest rates and convenient and direct flights.

Hotel Accommodations

Hotel expenses should be mid-range accommodations; luxury hotels are not appropriate.

Entertainment

Entertaining expenses should be expended with discretion and appropriate to the business relationships involved. The names and relationships should be noted on the Expense Report to support entertaining expenses.

Local Travel

Cash Advance must be supported by authorized travel form. Cash Advance for local day trips is $30.00. This is to cover all personal expenses, including airport parking. Per Diem for local overnight trips is $40.00. This is to cover all personal expenses, including airport parking.

Foreign Travel

When foreign travel is necessary, all major costs such as hotel, flights and car rental should be organized in advance and charged on the Company’s credit card. Per Diem for foreign travel is:

• Travel to the USA-$75.00 per day. This is to cover all personal expenses, including airport parking.

• Travel outside of the USA but not in The Bahamas - $100.00 per day. This is to cover all personal expenses, including airport parking.

9.7 WORKPLACE MONITORING

Workplace monitoring may be conducted by Milo B. Butler & Sons Ltd. to ensure quality control, employee safety, security and customer satisfaction.

Employees who regularly communicate with customers may have their telephone conversations monitored or recorded. Telephone monitoring is used to identify and correct performance problems through targeted training. Improved job performance enhances our customers’ image of Milo B. Butler & Sons Ltd. as well as their satisfaction with our service.

Electronic systems and communication resources are to be used for business exclusively. Users are not allowed to share their account with others and are responsible for keeping secrecy with regard to passwords. Milo B. Butler & Sons Ltd. cannot guarantee that files and messages are private and secure. We may monitor and record usage to enforce our policy and may use information gained in this way in disciplinary proceedings. Users are to adhere to software licensing agreements, and copyright laws. Conduct which goes contrary includes but is not limited to: unauthorized attempts to view and/or use another person’s account or files; using company resources for commercial activity such as non Milo B. Butler & Sons Ltd. benefiting products and services which are then sold; sending, storing, or accessing harassing or obscene messages, and failing to limit personal use of company computers to non work time.

Fax machines, copiers, printers and other office equipment are often maintained by service contracts or an outside technician. Thus from time to time, a service worker may come to maintain the equipment. Be sure to check for the identification of anyone who asks to remove equipment from the area, and be certain he or she is never left alone to wander. Ensure offices are locked at the end of the day and no one is present. If you note any unusual circumstance or find strangers present in your work area, please call and report the situation to your supervisor or the authority in charge.

Sim Cards

Tracking devices has been placed in all vehicles so that they can be monitored while on deliveries to our various customers. Any employees found tapering with such device would be terminated.

Computer Email And Internet Usage

Computers, computer files, the email system and software furnished to employees are the company’s property and are intended for company use. Non business use or disruptive, harmful, pornographic and offensive emails should not be circulated through the company’s email. Email transmissions that violate the company’s confidentiality code will lead to disciplinary action and possible termination.

Internet access is provided by the company to assist employees in obtaining work related data and information. Use of the internet for personal use including; online social networks such as: Hi5, Face book, Twitter, MySpace and for checking personal e-mails is strictly prohibited. Employees found using the internet and/ or their computers to check online game sites, sex or pornography sites and computer games will result in disciplinary action. Purposefully jeopardizing the security of the organization’s electronic communications, sending anonymous email messages, engaging in illegal activities will lead to immediate termination.

9.8 SECURITY INSPECTIONS

Milo B. Butler & Sons Ltd. wishes to maintain a work environment that is free of illegal drugs, alcohol, firearms, explosives, gambling or other improper materials. To this end, Milo B. Butler & Sons Ltd. prohibits the possession, transfer, sale, or use of such materials on its premises. Milo B. Butler & Sons Ltd. requires the cooperation of all employees in administering this policy.

Desks, lockers, and other storage devices may be provided for the convenience of employees but remains the sole property of Milo B. Butler & Sons Ltd. Accordingly, your immediate Supervisor, Manger, and Human Resources Manager can inspect them, as well as any articles found within them, at any time, either with or without prior notice.

9.9 DISASTER PREPAREDNESS & FIRE PREVENTION

Hurricanes And Other Acts Of God

In the event of a storm or hurricane warning the management and staff of Milo B Butler & Son Ltd should follow the procedure below.

Before

1) Ensure all generator tanks are full

2) Ensure that all windows, exits and entrances are closed and properly locked and secured.

3) Managers are to ensure that shutters are covering all glass windows and doors.

4) The building premises should be swept clean of all debris, so as to prevent objects from being projected against the building or through a glass during strong winds.

5) Place sand bags at the base of doors/entrances, once you are leaving the premises.

6) Turn off and unplug all electrical equipment, and ensure electronic device are stored on counter tops and not the floor.

In addition to ensuring the above procedures are followed we realize that during such times the general public will be relying upon our products and services to assist with their preparations. Therefore we ask that all employees try to plan ahead to ensure they have adequate supplies of essential items and that they take all weather warnings seriously and make the necessary preparations to their homes and premises in advance. Our customers will need our assistance immediately prior and after any natural disaster and we will need all staff available to assist for as long as necessary before and after any major weather system has passed.

After

Immediately after the natural disaster warnings have been lifted all employees are urged to phone into their respective work places to find out start times for work, and give assessments of their own situation. In the event phone lines and cellular services are down employees are asked to stay tuned as radio announcements will be made. Contact should be made no later than 24 hours after the warning has been lifted and employee presences are expected to work exceptions only for extreme cases such as hospitalization, grave property damage, or death of loved ones. Employees who are able to report work immediately after the warnings have been lifted are asked to do so promptly, as public demands for our service and products will probably be greater than normal. Employees who are able to assist are expected to do so will be duly recognized.

Fire Prevention

Milo B Butler & Sons Ltd. encourages it’s employee to duly notify a manager, or supervisor of any signs of smoke, or potential fire risks. The following recommendations are made to prevent such occurrences:

1) No Smoking on premises. However if you find any cigar or cigarette butts or pipe ash half lit on the ground stomp it out and make sure it’s dispose of properly.

2) Ensure all rubbish is accumulated in the proper refuse containers. Oily mops, rags, and other spontaneous combustion materials are properly washed out or contained, in their proper containers.

3) Make managers aware of faulty wiring, electric motors, air conditioning or heating units, refrigeration, or light fixtures that may lead to electrical fires.

4) Turn of all preparation equipment (ovens, wrappers, etc) at night when not in use.

5) Ensure all fire extinguishers are easily accessible, and have been inspected.

6) Nothing is to be placed or stored on or near heating, refrigeration or electrical equipment.

7) Exit doors must be unlock, and clearly marked, and easily accessible.

8) Use only grounded extension cords.

9) Report any fire, regardless of size, immediately to your manager.

9.10 SHOPLIFTING & HOLDUPS OR ROBBERIES & EMPLOYEE THEFT

Shoplifting

In our retails stores’ in particular shoplifting is a serious problem. Thus all employees are asked to be vigilant and conscious of all customers who act suspiciously (customers wearing heavy coats, walking aimlessly about the store, being very disruptive …). Notify a Manager of any suspicious activities you notice. In addition you may practice E.V.A. – Eyes/Voice/Approach – when you notice suspicious customers. Make eye contact with the customer, walk towards the customer and ask if you may be of any assistance. E.V.A. will be perceived as nothing more than attentive customer service by normal customers and possibly a deterrent for potential shoplifters. Should you see a customer shoplifting you should immediately notify the manager on duty. Non-management personnel should never do any of the following:

1) Accuse a customer of stealing or implying that a customer is stealing.

2) Search or detain a customer.

3) Take or attempt to take a written statement from a customer.

4) Touch or lay hands on a customer in anyway. It is Milo B. Butler & Sons Ltd policy to deter shoplifting whenever possible. Remember shoplifters hate attention, real customers love it.

Holdups or Robberies

Milo B Butler & Sons Ltd. sincerely wishes that no store or store employee is held up or robbed, however such a misfortune should occur, no employee is expected to jeopardize his or her own safety in the protection of Company funds or property. To minimize risk and maximize chances of apprehending the suspect(s), you should follow these procedures:

1) Cooperate with the robber – do not risk bodily harm.

2) Remain as calm as possible.

3) Closely observe the robber(s). Be able to give a good description to the authorities.

4) When the robber has gone, lock all the doors. Ask those who are in the store to remain until the police have arrived. Robbers often return to the scene of a crime just moments after it has been committed.

5) Call the police first, then the Store Manager, the Retail Stores Director or the Operations Manager.

6) Furnish no information to anyone other than the Police or officials of Milo B Butler & Sons Ltd.

It is extremely important to notify the Police Department and the Director of Retail Store and the Manager immediately in the event of a robbery. Most important of all, use common sense in the event of a robbery –never antagonize the robber – and under no circumstance attempt to apprehend the robber.

Employee Theft

Milo B. Butler & Sons Ltd. strongly opposes employee theft. Employee theft is an act whereby an employee fraudulently obtains the property, money, or records of Milo B Butler & Sons Ltd. or any employee, customer, vendor or visitor of Milo B Butler & Sons Ltd. for any use whatsoever. This definition includes but is not limited to the following:

1) Removal of Company funds, products, equipment, documents or other property from our offices or stores without authorization.

2) Purposefully over/undercharging or not charging customers or other employees for merchandise.

3) Unauthorized eating/drinking of any product without first paying for it including damaged product or product awaiting credit.

4) Sampling of any food product without preauthorization.

5) Any other willful activity that may cause the company to incur a loss.

As a result of the impact of internal stealing has on all employees’ salaries, benefits, and store profitability, Milo B Butler and Sons takes a strong stance against employee theft. For those employees who are found to have committed theft, our approach whenever possible will be:

1) The employee will be immediately terminated.

2) The employee will be prosecuted

3) The employee will be held civilly liable for all damages and will be expected to reimburse Milo B. Butler & Sons Ltd for all losses including actual loss, the costs of the investigations, punitive damages and attorneys’ fees.

Perhaps the most lasting effect and consequence of employee theft is a permanent blemish on employment records and very possibly, a criminal record.

EMPLOYEE CONDUCT & DISCIPLINARY ACTION

10.1 EMPLOYEE CONDUCT AND WORK RULES

To ensure orderly operations and provide the best possible work environment, Milo B. Butler & Sons Ltd. expects employees to follow rules of conduct that will protect the interests and safety of all employees and the organization.

It is not possible to list all the forms of behavior that are considered unacceptable in the workplace. The following are examples of infractions of rules of conduct that can result in immediate termination of employment:

• Theft or inappropriate removal or possession of property

• Falsification of timekeeping records or other personnel records.

• Working under the influence of alcohol or illegal drugs

• Possession, distribution, sale, transfer, or use of alcohol or illegal drugs in the workplace, while on duty, or while operating employer-owned vehicles or equipment

• Fighting or threatening violence in the workplace

• Boisterous or disruptive activity in the workplace

• Negligence or improper conduct leading to damage of employer-owned or customer-owned property

• Insubordination or other disrespectful conduct

• Violation of safety or health rules

• Sexual or other unlawful or unwelcome harassment

• Possession of dangerous or unauthorized materials, such as explosives or firearms, in the workplace

• Excessive absenteeism or any absence without notice

• Unauthorized use of telephones, mail system, or other employer-owned equipment

• Unauthorized disclosure of business “secrets” or confidential information

• Violation of personnel policies

• Unsatisfactory performance or conduct

• Knowingly selling beer, wines, or spirits to minors.

• Violation of company policies concerning cash handling, coupons, discounting, “sliding” coupons or merchandise.

The following infractions may not be warranted on the first offense, but strong disciplinary action is required. (Recurring or single, flagrant instances may lead to termination) These include:

• Continued unwillingness to comply with the legal, business related instructions of a Manager in charge.

• Failure to provide excellent customer service.

• Failure to obey smoking regulation.

• Wasting time or loafing on the job.

• Horseplay, arguing or engaging in unruly conduct showing disrespect to customers and/or fellow employees.

• The use of profanity or obscenity within the office or on the sales floor.

• Violation of established safety practices or failure to report an accident.

• Being tardy or absent

• Interference or neglect of responsibilities.

• Failure to comply with any policy, rule, or procedure established by Milo B. Butler & Sons Ltd.

• Unkempt uniforms, poor hygiene and shoddy appearance to work will be considered an act requiring disciplinary action. Reoccurring acts of this sort will lead to increased disciplinary action including termination.

10.2 DISCIPLINARY ACTION

Milo B Butler & Sons Ltd. is committed to living up to its mission and maintaining its rules, regulations and policies. Every employee needs to be aware that should they intentionally or unintentionally breach the company’s rules, regulations and policies, they will be dealt with as follows: First instance of infraction the employee will be given a verbal warning, which will be noted on the employee’s file.

The second through fourth instances, the employee will be given a written warning, with a copy of such warning(s) added to their file.

Employee must note that three written warnings will result in suspension for two days. After the first three warning and suspension if another warning is issued this would result in another suspension for one week. Then after the fifth warning this would result in termination of the employee.

Milo B Butler & Sons reserves the right to terminate immediately if the company feels that an employee’s breach of company rules, regulations and policies are flagrantly breached. See section 10.1 for examples of flagrant breaches.

EMPLOYEE’S ACKNOWLEDGMENT

I have received a copy of the Milo B Butler & Sons Ltd. Employee Handbook (“the Handbook.”) I will read it carefully and will comply with all of its rules and policies. If I have any questions about them I will ask my supervisor.

Also I understand that the Handbook includes only a brief description of the benefits offered to me by Milo B Butler & Sons Ltd (“the Company.”) and an overview of its rules and regulations. These may be changed by the Company at any time. I also recognize that nothing in the Handbook in any way creates an express or implied contract of employment between the Company and me. Finally, I understand and acknowledge that the Company and I remain free to choose to end our work relationship.

Date

Store Name

Manager’s Signature

Employee’s Name (please print)

Employee’s Signature

Employee National Insurance #

(Please return this page to The Human Resources Department)