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Resolution 436-1990 Monroe County Human Resources RESOLUTION NO. 436-1990 0 Q N ~ en 0 (.) ~ LU ~ c::: 0 CD LA- N Q ~ LtJ ..... c:: Q en .. 1.r.J ~ (J) LA- ct...:> 3 (.) ~ RESOLUTION OF THE BOARD OF COUNTY ~ a: 5COMMISSIONERS OF MONROE COUNTY, ~o~LORIDA, AMENDING THE DOCUMENT ENTITLED >- :.:: UJ"MONROE COUNTY PERSONNEL POLICIES AND z c3 9?ROCEDURES", TO INCLUDE A DOCUMENT ~ iENTITLED "EMERGENCY MEDICAL SERVICES Q ~OLICY ADDENDUM" WHEREAS, the Board of County Commissioners of Monroe County, Florida, previously adopted Ordinance No.03? 1988 repealing Chapter 2, Article III of the Monroe County Code entitled "Employment Policies and Procedures," and WHEREAS, the Board of County Commissioners of Monroe County, Florida, did adopt the employment policies and procedures set forth in the document entitled, "Monroe County Personnel Policies and Procedures," which are incorporated herein by reference and established as the employment policies and procedures to govern and control all employees of Monroe County, Florida, and WHEREAS, the Board of County Commissioners of Monroe County, Florida, now desire to amend said employment policies and procedures to include the attached document entitled Emergency Medical Services Policy Addendum which are incorporated herein by reference and established as the employment policies and procedures to govern and control all Emergency Medical Services Employees of Monroe County Florida, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, that the Board hereby amends the employment policies and procedures to include the Emergency Medical Services Policy Addendum as set forth in the attached document entitled "Monroe County Emergency Medical Services Personnel Policies and Procedures Policy Addendum," which are incorporated herein by referepce and established as the employment policies and procedures to govern and control all Emergency Medical Services employees of Monroe County, Florida. PASSED AND ADOPTED by the Board of County Commi ssioners of Monroe County, Florida, at a regular meeting of said Board held on the U-jj, day of ~~J."...A.D., 19~. BOARD OF COUNTY COMMISSIONERS OF MONRO~~Y, FLORIDA BY: ~c.vtr. - MA~ (SEAL) Attest: ~L~~~ I1Pi~ROVED :lIS TO rORM' AND LH?/ll Sf'i:FICIElYCY. EMERGENCY MEDICAL SERVICES Policy Addendum Court AppearancesjDepositions SECTION A-I A. Scheduled Work Day I f subpoenaed to give a deposition and/or appear in court to give testimony regarding a case to which you responded as an employee of Monroe County Emergency Medical Services, you are to: 1. Immediately notify the Operations Manager of the subpoe- na for deposition and/or court appearance. Forward a copy of the subpoena to the EMS Office. 2. Contact your Shift Supervisor to arrange coverage for your shift. 3. Document your time for the hours spent on the deposi- tion and/or court appearance, including travel time to and from the location, on your time sheet. Indicate "Deposi- tion" or "Court Appearance" in the 'For' Column of the time sheet. (See Enclosure (1).) 4. Upon completion of the deposition/court appearance you will report to your assigned station or as otherwise direct- ed by the Shift Supervisor, B. Off Duty - If subpoenaed to give a deposition and/or appear in court to give testimony regarding a case to which you respond- ed as an employee of Monroe County Emergency Medical Services, you are to: 1. Immediately notify the Operations Manager of the subpoe- na for deposition and/or court appearance. Forward a copy of the subpoena to the EMS office. 2, Document your time for the hours spent on the deposi- tion and/or court appearance, including travel time to and from the location, on your time sheet. Indicate "Deposi- tion" or "Court Appearance" in the 'FOR' column of the time sheet. (See Enclosure (2).) C. Mi leage and per diem expenses are to be documented on the Voucher for Reimbursement of Traveling Expenses form and forward- ed to the EMS Office, Be sure to include beginning and ending odometer readings. (See Enclosure (3).) D. All other provisions of Section 8.01 of the Monroe County Personnel Policies and Procedures Manual (Ref. A) will apply. EMERGENCY MEDICAL SERVICES Policy Addendum Funeral Leave SECTION A-2 A. All Monroe County Emergency Medical Services personnel cov- ered by this policy, shall be granted one (1) day off with pay (one scheduled twenty-four (24) hour shift) in order to attend a funeral of a member of the employee's immediate family. B. The immediate family shall be construed to mean one of the following: 1) Spouse, 2) Parent, 3) Son, 4) Daughter, 5) Sister, 6) Brother, or 7) Legal Guardian. C, With the prior approval of the Public Safety Division Direc- tor and the EMS Director, Funeral Leave may be also be utilized in the event of the death of an employee's grandparent or in- 1 aws . D. Additional time off (over and above the twenty-four (24) hours herein provided) may be approved by the EMS Director and charged to said employee's sick or annual leave. E. Monroe County may require proof of death of a family member before making compensation for leave. F. Paramedics and EMTs should immediately notify the On Duty Shift Supervisor to arrange for Funeral Leave in the event of the death of an immediate family member. G. The Shift Supervisor will notify the Operations Manager and/or the EMS Director. EMERGENCY MEDICAL SERVICES Policy Addendum Annual and Sick Leave Accrual SECTION A-3 A. Annual Leave 24/48 shifts shall table: Annual Leave be earned in for Paramedics accordance with and EMTs on the following Years of Continuous Service Service Hours of Leave Earned During Each Calendar Month 1 through ..3 years 5 hrs per bi-weekly pay period 4 through 10 years 6.25 hrs per bi-weekly pay period 11 through 15 years 7,5 hours per bi-weekly pay period 16 through resignation 8.75 hours per bi-weekly pay period Monroe County currently has a bi-weekly pay period system com- mencing at 12: 00 a. m. Sunday, ending two Saturdays later at 11:59 p.m. There are 26 pay periods per year. When there has been a break in employment of 60 hours or more, the employee, upon reinstatement or re-employment, will begin earning annual leave as a new employee. B. Sick Leave Paramedics and EMT's on 24/48 shifts will ac- crue five (5) hours of sick leave per pay period. There will be no limit of the amount of sick leave that can be accrued. When there has been a break in employment of 60 hours or more, the employee, upon reinstatement or re-employment will begin earning sick leave as a new employee, Paramedics and EMT's who are on leave wi thout pay for more than 10 hours during a pay period will not accrue sick leave for that pay period. C. All other provisions not specifically addressed in this in- struction shall apply as stated in Section 7.01 - Annual Leave and Section 7.02 Sick Leave, of the Monroe County Personnel Policy and Procedures. D. Annual and Sick Leave, when used, will be recorded on Monroe County Timesheets. E. On the appropriate date, the timesheet will be forwarded to the EMS office, F. The EMS Director will have final approval of all EMS Paramed- ics and EMTs timesheets. ( EMERGENCY MEDICAL SERVICES Policy Addendum Shift Exchange Request and Authorization SECTION A-4 EMS Employees, who work 24/48 shifts, after completion of field orientation (as determined by EMS Training Coordinator) and while not otherwise disqualified from participation, shall have the right to voluntarily request a time exchange with a quali- fied replacement for his/her assigned shift provided the shift is covered, at a minimum, by one (1) Paramedic and one (1) EMT. A. Request Submittal 1. The Shift Exchange Request/Authorization Form - Enclo- sure (1), shall be completed and signed by both parties to the exchange; i.e., the applicant and the replacement. 2. The completed form shall be presented to cant's immedi ate Supervi sor as far in advance quested time exchange as possible. the appli- of the re- 3. The Shift Supervisor, in conjunction with his responsi- bi Ii ty for maintaining appropriate staffing levels, wi 11 sign the form with his recommendation for approval or disap- proval. 4. Request forms are then to be forwarded to the EMS Of- fice for final approval by the Operations Manager. 5. A copy of the approval or denial will be returned to the Shift Supervisor who will notify the originating employ- ee. 6. Approved shift exchanges will be recorded on the appro- priate Ambulance Personnel Work Schedule and will be main- tained, as a permanent record, in the Operations Manager's files. B. Timesheets are to be completed as follows: a. The person originally assigned to the shift will record the time on their timesheet. b. The person who agrees to replace signed individual will not record the sheet. the originally as- time on thei r time C. Partial shift exchanges will be permitted with a minimum exchange period being four (4) hours in duration, 1. In any partial shift exchange, the applicant must re- main on duty until his replacement arrives, and the replace- ment must report ready for duty. 2. The replacement must remain on duty until the employee scheduled for the shift (the applicant) returns and is ready for duty, 3, The application and approval process for partial shift exchanges is the same as for complete shift exchange re- quests, D, In consideration of extenuating circumstances and time con- straints, a Shift Supervisor and the Operations Manager may de- termine a particular shift swap can be arranged and approved verbally, 1. Both parties to the exchange, the applicant and the replacement, shall individually commit to the arrangement via the Shift Supervisor of the applicant. 2. Such approval must be noted and attested to on the form by signature of the party initiating verbal approval (the Shift/Supervisor of the applicant). E. In the event the replacement is unable to cover the shift, it will be the replacement's responsibility to arrange coverage, on a shift exchange basis, for the shift. If the replacement is unable to do so, the Shift Supervisor will assign someone to cover the shift, with compensation as follows: 1. The individual assigned by the Shift Supervisor to cov- er the shift will be paid. 2, The originally scheduled individual (the applicant) will be paid. 3. The original replacement will forfeit a number of hours of sick and/or vacation time equal to the number of hours required to provide the appropriate coverage. F. Non-Compliance Rules of Eligibility: 1. If the replacement is unable to appropriately cover the shift exchange, the replacement will be ineligible for par- ticipation in the shift exchange program for 3 months from date of such occurrence. 2. If the replacement is unable to appropriately cover a shift exchange a second time within one year, the replace- ment will be ineligible for participation in the shift ex- change program for 1 year from the date of such second oc- currence of non-compliance. G. Any shift exchange not in compliance with this Instruction will result in di sciplinary action against the individuals in- volved. H. Any employee on duty by virtue of a shift exchange or par- tial shift exchange shall be entitled to the same privileges and protections and shall assume the same responsibilities as any on duty personnel. I. It is expressly understood that time exchanges are requested by personnel on a voluntary basis and it shall be the sole re- sponsibili ty of the parties involved in the shift exchange to work out any time 'pay backs' between themselves. Monroe County and EMS will have NO obligation to compensate for any time not repaid as a result of a shift exchange, HOURS OF WORK SECTION 5 5.01 WORK DAYS AND WORK WEEK A. No County Department may operate on less than a 37 1/2 hour normal work week, nor more than a 40 hour normal work week (exclusive of lunch breaks), unless authorized in advance in writing by the County Administrator. B. The work week shall start end at 12:00 midnight Saturday, by the County Administrator. at 12:01 a.m. Sunday and unless otherwise approved C. All full-time employees are required to be present on their assigned jobs for the total hours in their work week, unless absence from duty is authorized by the appropriate authority in accordance with these personnel policies. D. Part-time employees are required to be present on their assigned jobs for the total number of hours for which compensations are being received, unless absence from duty is authorized by the appropriate autl10rity in accordance with these personnel policies. E. All absences shall be properly recorded and charged. F. Nothing herein shall constitute a guaranteed minimum number of working hours per week. G. Shift Exchange Policy EMS employees on shifts - see EMS Policy Addendum - Section A-4. 24/48 5.02 OVERTIME WORK FOR NON-EXEMPT, NON-EMERGENCY RESPONSE EMPLOYEES Overtime is generally an unbudgeted expense, and should be approved prior to time worked. A. STATEMENT OF POLICY 1. Overtime, whether compensated with cash or time off, must be approved by the Division Head. The employ- ment and work program of each Department should be arranged so as to eliminate the necessity of overtime work except in emergency situations. 5-1 LEAVE WITH PAY SECTION 7 7.01 ANNUAL LEAVE A. ELIGIBILITY All salaried employees with regular status working 20 hours or more per week shall earn and accrue annual leave with pay. Hourly employees will not accrue annu- al leave. B. ACCRUAL EMS Personnel on 24/48 shifts Addendum - Section A-3. refer to EMS Policy Annual leave for regular, full-time employees with a work week of 37 1/2 hours up to and including 40 hours per week shall be earned in accordance with the follow- ing table: Years of Continuous Service Hours of Leave Earned During Each Calendar Month 1 through 3 years 4 hours per bi-weekly pay period (13 working days per year) 4 through 10 years 5 hours per bi-weekly pay period (16 1/4 working days per year) II through 15 years 6 hours per bi-weekly pay period (19 1/2 working days per year) 16 through resignation 7 hours per bi-weekly pay period (22 3/4 working days per year) Monroe County currently has system commencing at 12:00 Saturdays later at 11:59 p.m. ods per year. a bi-weekly pay period a.m. Sunday, ending two There are 26 pay peri- 7-1 1. Annual leave may not be taken until accrued in accordance with these rules. 2. Employees will not ing a leave of absence or when the employee is status. accrue annual leave dur- without pay, a suspension otherwise in a non-paying 3. Section II.OI-Resignations. 4. Employees who leave the County service with- out proper notice or who are terminated for just cause may be denied payment of accrued annual leave. 7.02 SICK LEAVE A. ELIGIBILITY All salaried employees with regular status working 20 hours or more per week shall have the privilege of accruing sick leave in accordance with these poli- cies. Hourly employees will not accrue sick leave. Employees shall not be eligible to use sick leave un- til they have been in the County service for 90 days, unless recommended by the Department Head and approved by the Division Head. Verification of illness by a physician may be required. B. ACCRUAL OF SICK LEAVE EMS Personnel on 24/48 shifts Addendum - Section A-3. refer to EMS Policy All regular, full-time employees will accrue 4 hours sick leave per pay period. There will that can be be no limit accrued. of the amount of sick leave Sick leave for employees working less than 37 1/2 hours per week, but at least twenty (20) hours per week will be prorated according to the hours worked. When there has been a break in service of 48 hours or more, the employee upon reinstatement or re-employment wi 11 begin accrUing sick leave as a new employee. Em- ployees who are on leave without pay for more than 8 hours during a pay period will not accrue sick leave for that pay period. 7-3 ing voluntarily resigned without notice. The Supervisor is to noti fy the Department Head. Any unauthorized absence may be cause for disciplinary action, up to and including termination. 7.05 FUNERAL LEAVE A. All employees covered under this policy shall be granted up to two working days off with pay in order to attend a funeral of a member of the employee's immediate family. The immediate family shall be construed to mean one of the following: Spouse, parent, son, daughter, sis- ter, brother or legal guardian. Additional time off (over and above the two working days herein provided) may be ap- proved by the Department Head, and charged to sick or annu- al leave. Funeral leave may also be utilized in the event of the death of an employee's grandparent or in-laws: The prior approval of the Division Head and the Department Head is required. Additionally, the County may require proof of death of a family member before making payment of leave. h EMS Personnel on 24/48 shifts refer to EMS Policy Addendum - Section A-2 for Funeral Leave. 7.06 HOLIDAYS DURING SICK LEAVE Holidays occurring while an employee is on sick leave shall not be charged against the employee's sick leave balance. 7.07 PAYMENT OF UNUSED SICK LEAVE A. An employee who terminates with years creditable service shall not be sick leave credits. less paid than five (5) for any unused B. Employees with varying shall, upon separation, from death or retirement, receive follows: years of creditable service the County in good standing, incentive sick leave pay as 5 to 10 years of service 1/8 of all rlccrued sick leave, with a maximum of 30 days. 10 to 15 years of service 1/4 of all accrued sick leave, with a maximum of 45 days. 15 years or more - 1/2 of all accrued sick leave, with a maximum of 60 days. c. The payments made leave, whether paid as as terminal pay for salary or otherwise, unused sick shall not be 7-6 ployed on other than a full-time basis who is summoned to jury duty or subpoenaed to appear in court as a witness by a city, the County (Monroe), the State of Florida, or the federal government in a criminal or civil action. If, in the County's judgment, it is not feasible or practical to schedule the employee's hours of work around such, the County shall grant the employ- ee time off with pay for the time actually spent on jury duty or in the court appearance. As conditions precedent to receiving time off with pay for jury duty or court appearance of the aforesaid nature, the em- ployee must abide by the provisions contained above in Section 8.01 A-I, (a) and (b). 4. If any employee is subpoenaed as a witness other than in the specific circumstances described above, the Co u n t y will g ran t the em p 10 y,e e 1 e a v e wit h 0 u t pay to the extent that the Department Head so approves. 5. Notwithstanding any of the provisions of Section 8.01-A above, no employee shall receive pay from the County where the employee is a plaintiff, claimant, or witness against the County in a matter contrary to the County's interests. ~ Emergency Medical Services Personnel on 24/48 shift - refer to EMS Policy Addendum - Section A-I for work related court appearances/depositions. 7. Any employee subpo~nae~ or otherwise requested to be a participant in any legal matter related to county business must inform the County Attorney's of- fice as soon as possible after receiving said notifica- tion. B. ELECTIONS An employee who is a properly registered voter and who lives at such distance from his assigned work loca- tions as to preclude his voting outside of working hours may be authorized by the Department Head to have a maximum of two hours of leave with pay for this pur- pos~. An employee shall not be granted administrative leave to work at the polls during elections. C. MEETINGS In cases where beneficial to leave with pay con.ferences as it is deemed by the Division Head to be the County, an employee may be granted to attend such professional meetings or may contribute to the effectiveness of 8-2