CHILLED MEDIA EMPLOYEE HANDBOOK

Updated and Effective January 1st, 2025

Welcome to Chilled Media!

Chilled Media is a full-service media company that targets the bartending trade and encompasses our quarterly print magazine, chilledmagazine.com, digital magazine, our Chilled 100 bartender ambassador program, Chilled 100 Spirit Awards and Events, Bartender’s Tastings, and a fully digital platform.

In our Chilled Media Employee Handbook, you will find information regarding general standards, policies, and overviews for your position with us on the Chilled team. Please read through all guidelines carefully. Please don’t hesitate to contact us If you have any questions.

Section 1. Introduction

1.1. Purpose of this Handbook

The purpose of this Handbook is to familiarize you – the employee – with the policies, rules and other key aspects of Chilled Media. The information in this handbook supersedes all rules and policies that may previously have been expressed or implied, in both written and oral format. Compliance with this Handbook is compulsory for all employees.

1.2 Changes of Policy

Chilled Media reserves the right to change this Handbook’s content, at any time and at our sole discretion. Its provisions may not be altered by any other means, oral or written. You will receive written notice of any changes we make to the employee handbook and are responsible for understanding and complying with all up-to-date policies. If you are confused about any information defined herein, please contact management.

1.3 Employment Forms

All new employees are required to acknowledge and submit the following forms.

At-Will Employment Agreement and Acknowledgement of Receipt of Employee Handbook *

Employment Eligibility Form I-9

On the day of hire, each new employee is legally obligated to complete the Employment Eligibility Verification Form I-9 and submit documents to verify identity and employment eligibility within the next three (3) business days. The same policy applies to re-hired employees whose I-9’s are over three (3) years old or otherwise invalid.

Section 2. Terms & Definitions

Chilled Media typically employs less than 20 employees regular and temporary employees on an “at-will” basis. This section defines the terms of “at-will” employment, as well as the different types of employees we hire.

2.1 Definition of “At-Will” Employment

The job of an “at-will” employee is not guaranteed. It may be ended, at any time and with or without notice, by the employee or, for a lawful reason, by the Chilled Media. Chilled Media also reserves the right to alter an “at-will” employee’s benefits, pay rate, and assignments as it sees fit. The “at-will” terms of employment may only be changed with the approval of the President, CEO or CFO, and must be signed off by the President or the CEO.

2.2 Types of Worker

This section distinguishes between the different types of workers the Company employs. Employee status is established at the time of hire and may only be altered via a written statement signed by the Company.

Exempt vs Non-Exempt

Non-exempt employees are entitled by law to at least minimum wage and premium pay for overtime.

Exempt employees are not subject to these laws. Exempt status is defined by standards set by state law and the Federal Labor Standards Act (FLSA). This class of employee is usually an executive, an administrator, or a highly paid specialist such as a programmer or designer.

Regular vs. Temporary

Regular employees work a regular schedule, either on a full-time or part-time basis. To be considered full-time, an employee must work at least 40 hours per week. A temporary employee is a person we hire for a short period (usually 3 months at maximum) to assist with a project or remedy a staff shortage. A temporary employee is also employed on an “at-will” basis (defined above).

Independent Contractors & Consultants

Independent contractors and consultants are not Company employees, but rather self-employed professionals whom we hire for specific projects. Unlike employees, they do not operate under Company direction, and control their own methods, materials and schedules. They are not eligible for Company benefits.

Section 3. Payroll

3.1 Payment Schedule

Employees are paid bi-weekly generally on Friday. In cases where the regular payday falls on a holiday, Employees will receive payment on the last business day before said holiday.

3.2 Wages

Wages vary from employee to employee and are based on level of skill and experience. Chilled Media conducts regular evaluations of all employees and issues promotions as it sees fit. Employees who feel entitled to higher pay may contact management to discuss.

Overtime

A non-exempt employee may work overtime on the terms defined by New York law pending prior authorization by his or her manager.

3.3 Deductions & Garnishment

Deductions

Federal and state law requires that we deduct the following from every paycheck:

• Social Security

• Income tax (federal and state)

• Medicare

• State Disability Insurance & Family Temporary Disability Insurance

• Other deductions required by law or requested by the employee

A Wage and Tax Statement (W-2) recording the previous year’s wages and deductions will be provided at the beginning of each calendar year. If at any time you wish to adjust your income tax withholding, please fill out the designated form and submit it to accounting.

Wage Garnishment

Sometimes, the Company receives legal papers that compel us to garnish an employee’s paycheck – that is, submit a portion of said paycheck in payment of an outstanding debt of the Employee. We must, by law, abide by this either until ordered otherwise by the court or until the debt is repaid in full through withheld payments or otherwise.

Section 4. Rights & Policies

The following section summarizes your legal rights as an employee of Chilled Media. Questions about any policy detailed in this section may be addressed with a Human Resources representative.

4.1 Equal Opportunity Employment Policy

The Company provides equal employment opportunities to all applicants, without regard to unlawful considerations of or discrimination against race, religion, creed, color, nationality, sex, sexual orientation, gender identity, age, ancestry, physical or mental disability, medical condition or characteristics, marital status, or any other classification prohibited by applicable local, state or federal laws. This policy is applicable to hiring, termination and promotion; compensation; schedules and job assignments; discipline; training; working conditions, and all other aspects of employment with Chilled Media. As an employee, you are expected to honor this policy and to take an active role in keeping harassment and discrimination out of the workplace.

4.2 Accommodation for Disabled Employees

We are happy to work with otherwise qualified disabled employees in order to accommodate limitations, in accordance with the Americans with Disabilities Act (ADA). It is up to the employee to approach his or her supervisor with this request, and to provide medical proof of his or her needs upon the Company’s request. We are also happy to accommodate employees diagnosed with life-threatening illnesses. Such employees are welcome to maintain a normal work schedule if they so desire, provided that we receive medical papers proving their working cannot harm themselves or others and their work remains at acceptable standards.

4.3 Employment of Minors

Our policy on employment of minors adheres to all FLSA standards, including the following:

• Minimum employment age (14 for non-agricultural work)

• Maximum weekly hours for employees under 16

• Minimum hazardous job employment age (18)

• Minimum wage standards for students, apprentices, disabled employees, and employees under the age of 20.

4.4 Religion & Politics

Chilled Media is respectful of all employees’ religious affiliations and political views. We ask that if you choose to participate in a political action, you do not associate the Company in any way. We are happy to work with employees to accommodate political and religious obligations, provided accommodations are requested from a manager in advance.

4.5 Private Information

Employee information is considered to be private and only accessed on a need-to-know basis. Your healthcare information is completely confidential unless you choose to share it. In some cases, employees and management may receive guidelines ensuring adherence to the Health Insurance Portability and Accountability Act (HIPAA).

Personnel files and payroll records are confidential and may only be accessed for legitimate reasons. If you wish to view your files, you must set up an appointment in advance with Human Resources. A Company-appointed record keeper must be present during the viewing. You may only make photocopies of documents bearing your signature, and written authorization is needed to remove a file from Company premises. You may not alter your files, although you may add comments to items of dispute.

Certain information, such as dates of employment and rehiring eligibility, are available by request only. We will not release information regarding your compensation without your written permission.

4.6 Leaves of Absence

Employees requiring time off from work may apply for a leave of absence. All leaves must be approved by management. For planned leaves, employees must submit requests at least 30 days in advance. Emergency leaves must be requested as soon as possible. Accepting/performing another job or applying for unemployment benefits during leave will be considered voluntary resignation.

We consider all requests in terms of effect on Chilled Media and reserve the right to approve or deny requests at will, except when otherwise directed by law. Any request for a leave of absence due to disability will be subject to an interactive review. A medical leave request must be supported in a timely manner by a certification from the employee’s healthcare provider.

Extension of leave must be requested and approved before the current leave ends. No employee is guaranteed reinstatement upon returning from leave, unless the law states otherwise. However, Chilled Media will try to reinstate each returning employee in his or her old position, or one that is comparable.

Below are the three main types of leave that Chilled Media offers employees. Some, but not all, are governed by law.

Work-Related Sickness & Injury

Employees eligible for Worker’s Compensation rendered unable to work because of a work-related injury or illness will receive an unpaid leave for the period required. For eligible employees, the first 12 weeks will be treated concurrently as a family and medical leave under FMLA.

Maternity

Paid Family Leave can be taken by employees who are eligible for time off under the provisions of the FMLA. PFL will run concurrently with designated FMLA leave when the reason for leave qualifies under both PFL and FMLA. Eligible employees must then apply for both PFL and FMLA.

Generally, you may not receive short-term disability and PaidFamily Leave benefits at the same time. You may not take more than 26 combined weeks of short-term disability and Paid Family Leave in
a 52-week period.

If you are unable to work and qualify for Workers’ Compensation Benefits, you may not use Paid Family Leave benefits at the same time as you are receiving Workers’ Compensation benefits. If you are working and receiving reduced earnings, you may be eligible for Paid Family Leave. Please check with human resources.

Time spent on paid vacation, sick or personal days can be counted toward an employee’s eligibility determination. Time out on short-term disability does not count towards an employee’s eligibility determination.

Employees may supplement PFL with accrued time in order to receive full pay during their absence.

While on PFL, employees will continue to accrue sick or vacation time. If employee decides to not return to their regular employment after PFL expires, they will lose any sick or vacation time accrued during PFL.

Company policy allows only one employee at a time to receive PFL to bond with the same child or care for the same family member.

Election Days

Provided an employee’s schedule does not allow time for voting outside of work, and that he/she is a registered voter, he/she may take up to two hours, with pay, at the beginning or end of a workday, to vote in local, state or national elections.

Section 5. Paid Sick, Personal, and Vacation Time Policy

It is the policy of Chilled Media to provide each full-time employee with vacation time on a periodic basis. The amount of vacation to which an employee becomes entitled is determined by the employee’s length of service as of his or her employment anniversary date.

5.1 Sick Time
A day for which an employee will be paid while absent because of illness. If a sick day is to be taken by an employee, the company will need to be notified as soon as possible.

5.2 Personal Time
A day of leave from work for reasons other than illness or vacation, taken at the employee’s discretion. If a personal day is to be taken by an employee, the company will need to be notified of the time off soon as possible.

Employee will accrue one (1) hour of sick time for every 30 hours of work. Sick days will not roll over into the following year, and any remaining sick days upon termination of employment or employee terminating their own position will be lost and not paid by employer.

5.3 Vacation Time
A day one is permitted to not attend work in order to go on a vacation or attend to matters. If a vacation day or vacation days are to be taken by an employee, the company will need to be notified AT LEAST two (2) weeks prior to the first day of the vacation time. Employees will accrue vacation time throughout the year.

At the start of your work anniversary, you will start with one week (5 days) of paid vacation time. You will then accrue one week (5 days) of paid vacation time during the first six (6) months of your start date.

Since reaching your anniversary date will result in a new week (5 days) of paid vacation time, vacation days will not roll over into the following year, and any remaining vacation days remaining on your anniversary date will be lost and not paid by employer. We suggest you use all of your vacation time before your anniversary date.

After five (5) consecutive years with the company, employees will be entitled to three (3) weeks vacation time. Paid sick/personal time after five (5) consecutive years with the company will remain at five (5) days.

Section 6. Attendance and Punctuality

Chilled Media recognizes that illness or other circumstances beyond your control may cause you to be late or absent from work from time to time. It is important to report to work on time, employees are expected to arrive to the office on-time during the work week. We expect to be notified via text, email or phone call with any lateness or absentee information as soon as possible.

6.1 Office Hours
The Chilled office is open from Monday through Friday from 9am-5pm. Due to the nature of the media business, working with deadlines, time zone constraints, and a readership group that does not adhere to typical 9am-5pm guidelines we deem it necessary for employees to be flexible on the times they begin work and end their workday. As exempt employees, you are not eligible to be compensated for extra time.

6.2 Exempt Employees
Salaried employees are exempt from receiving overtime compensation. Exempt employees are not entitled to overtime pay. Workers are paid a minimum weekly salary regardless of the number of hours worked in a week. Pay is not docked for working under 40 hours a week. Time missed is expected to be made up.

6.3 Tardiness
Being on time is important. If you are late you must make up the hours at the end of the day or at some point during the week. Since your 40-hour work week is not tracked electronically, employees who are late must notify via text, phone call, or email of lateness and then schedule to make up the time they’ve missed due to lateness.

6.4 Absences
You are expected to report to work during business hours equaling a 40-hour work week. If you are working on a project with deadlines you are required to finish the project prior to your absence.

6.5 Chilled Office Closures for National Holidays
• New Year’s Eve
• New Year’s Day
• Memorial Day
• Independence Day (following day falling on a weekend)
• Labor Day
• Thanksgiving Day
• Day After Thanksgiving
• Christmas Eve (following day falling on a weekend)
• Christmas Day (following day falling on a weekend)

6.6 Inclement Weather
The Chilled office will open for business unless there is a government-declared state of emergency or unless you are advised otherwise. There may be delay in opening, or we may decide to close the office, in which case all employees are expected to work virtually.

6.7 Summer Hours
Optional to all employees at Chilled Media are summer hours. From Memorial Day to Labor Day, you may choose to work an additional hour each day from Monday through Thursday, subsequently working a four (4) hour day on Friday. Work hours on Friday during this period will be from 9am to 1pm.

Section 7. Employment Benefits

7.1 Payroll and Sales Commissions

Employee payroll and sales commission contracts are agreed upon individually between Chilled Media and each employee. All payroll and sales commission contracts are to be reviewed, updated, and signed by each party annually. An annual review will be conducted on your anniversary date.

7.2 Unemployment Insurance

Employees rendered unemployed through no fault of their own or due to circumstances prescribed by law, and who meet the State eligibility requirements for time worked or wages earned, may receive unemployment insurance (also called unemployment benefits or compensation). State agencies directly administer this insurance and determine benefit eligibility, amount (if any), and duration.

7.3 Workers’ Compensation

Workers’ Compensation laws compensate for accidental injuries, death and occupational disabilities suffered in the course of employment. Chilled Media provides Workers’ Compensation Insurance for all employees. Generally, this includes lost wages, disability payments and hospital, medical and surgical expenses (paid directly to hospital/physician) and assistance for injured employees in returning to suitable employment.

7.4 Social Security Benefits (FICA)

Both employees and the Company contribute funds to the federal Social Security Program as prescribed by law, providing retirees with benefit payments and medical coverage where applicable.

Section 8. Rules of Conduct

8.1 On the Job

Reporting for Work

Exempt employees are required to track their hours for reasons unrelated to pay, to track work attendance and comply with recordkeeping rules. Employees are expected to begin and end each shift at the time and on the day appointed. You must inform your supervisor before the start of the workday if you will be absent or late and obtain his or her permission to leave early. Absences and late arrivals will be recorded. Should your absences or tardiness exceed a reasonable limit, you will be subject to disciplinary action and possible termination. Failing to call one’s supervisor or report to work for consecutive workdays will be considered voluntary resignation and result in removal from payroll.

Staying Safe

Safety in the workplace is the Company’s number one priority. You must inform your supervisor in the event of unsafe conditions, accident or injury, and use safe working methods at all times.

Lunch Breaks

Chilled Media employees are entitled to a paid 30-minute meal break for any shift lasting longer than five hours.

Dress Code Policy

Although we work in a small office and at-times remotely, proper attire is important due to Zoom Calls and Team Meetings done virtually. We expect you to always present a clean and professional appearance. Please refrain from wearing pajamas, tank tops, etc. during virtual meetings and if you are unable to attend a virtual meeting from a profession location, your camera must be off. Attendance with camera on during meetings is expected.

Company Electronics and Email Policy

Chilled Media employees are required to use various forms of electronic communications in their work for the company including, but not limited to: computers, email, telephones, voicemail, instant message, text message, Internet, cell phones and smart phones. All communications transmitted by the above-mentioned electronic means remain the sole property of Chilled Media and are to be used for company business only and not for personal use. Employees who misuse electronic communications and engage in any form of criminal behavior, or behavior that is detrimental to the company’s interests including but not limited to: defamation, copyright or trademark infringement, misappropriation of trade secrets, discrimination, harassment, or related actions, will be subject to discipline, including immediate termination, and may be referred to the appropriate authorities when necessary.

Social Media Policy

Chilled Media recognizes the importance and relevance of social media and its benefits in allowing us to receive feedback from customers as well as encourage loyalty and maximize revenue. Thus, we encourage employees to use their personal social networking channel to accomplish these goals provided the following guidelines are respected: When referring to our company in any way, Chilled Media employees must always conduct themselves in a professional manner and must respect the views and opinions of others. Behavior and content that may be deemed disrespectful, dishonest, offensive, harassing or damaging to Chilled Media’s interests or reputation are not allowed and will not be tolerated. The use of social media channels on company time for personal purposes is not allowed. Employees must not disclose private or confidential information about the Company, its employees, clients, suppliers or customers on social networks.

Chilled Media reserves the right to monitor company-related employee activity in social media networks; violations of this policy are grounds for discipline in the Company’s sole discretion.

Cell Phone Use

Cell phones brought to work must be on silent or vibrate mode to avoid disrupting coworkers. They may only be used for necessary communication. If cell phone use interferes with operations and productivity in any way, an employee’s cell phone privilege may be rescinded and disciplinary action, up to and including termination, may be used. Employees who receive company cell phones should strive to use them for company business only. All phones must be shut off during meetings.

8.2 Rules & Policies

Confidentiality

No previous or current employee may disclose or give access to confidential Company information, in any way or at any time, unless otherwise authorized by Management.

Discrimination & Harassment

In keeping with our Equal Opportunity Employment clause, the Company will not tolerate on-site discrimination or harassment on any legally protected basis, including that of physical characteristics, mental characteristics, race, religious or political views, nationality, disability, medical condition, sex, sexual preference, or gender identification. Harassment and discriminatory behavior among employees or contractors will result in disciplinary action, with the possibility of termination. Discrimination and harassment by customers or other business associates should be immediately reported to your supervisor, at which point the Company will investigate and take corrective action. You are welcome to seek legal relief if you find the Company’s actions inadequate.

Drugs & Alcohol

Good performance on the part of our employees is crucial to Chilled Media’s success. For this reason, we strictly forbid employees to do the following while at work (including any part of company property, company vehicles, and during work hours):

• Drinking alcohol and selling, purchasing or using illegal drugs at work. An “illegal drug” is any drug that has not been obtained by legal means. This includes prescription drugs being used for non-prescribed purposes.

• Possession of any non-prescribed controlled substance, including alcohol and legal but illegally obtained prescription drugs.

• Reporting for work intoxicated. Illegal drugs, illegal drug metabolites, or excessive alcohol in your system will result in disciplinary action up to and including termination.

Chilled Media cares about the overall health and well-being of its employees. Any employee who feels that he/she is developing a substance abuse problem is urged to seek help. The Company will grant time off (within reason) for rehabilitation. Be advised, however, that this will not excuse a substance-related offense. In some cases, completion of company-approved rehabilitation program may serve as an alternative to termination.

8.3 Disciplinary Action

The Company takes disciplinary matters very seriously and will exact discipline as it sees fit for any unacceptable action or behavior. These may include:

• Excessive lateness and/or absence

• Improper or indecent conduct

• Poor communication

• Uncooperative attitude

• Abuse, perfunctory or unauthorized use, or unauthorized possession of company property

• Unauthorized use or disclosure of company information

• Possession and/or use of illegal drugs, weapons or explosives

• Illegal harassment and/or discrimination – of any kind

• Violations of company policy

Disciplinary action may consist of anything from verbal/written warnings and counseling, to demotion, transfer, suspension or termination. Rather than follow rote procedures, Chilled Media will handle each matter individually to ensure fairness to all involved. Please review and internalize the list of “Don’ts” above and try to use good judgment at all times.

Section 9. Open Door Policy