Item C5BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: MAy 1. 201 Division: Emgloyee Services
Bulk Item: Yes No X Department: Human Resources
modify the holidays which are to be observed by all County offices.
ITEM BACKGROUND: Staff was informed by a Commissioner the desire to modify the holiday
policy and delete holidays to be observed. In accordance with County Code, the Personnel Policies
and Procedures Review Board is to review any and all proposed changes to the policy prior to
3resentation to the Board of County Commissioners for ayjxov_aL_Avxd_Mth,- the Review Board met to
discuss the proposed change. The Policy Board unanimously recommended to the County
Administrator to leave the policy as it stands currently.
1.4'..."RAY
I INAMMAW"11 I NuMM I NEOW t I 111i I ift-110
TOTAL COST: N/A INDIRECT COST: BUDGETED: Yes No
DIFFERENTIAL OF LOCAL PREFERENCE.-
X 0 .1 LI., 1C. - 0741, 47.: 0 Z' a
WURCE OF FUNDS
RE, VENUE PRODUCING: Yes No AMOUNT PER MONTH Year
APPROVE, D BY: County Atty_ OMB/Purchasing _ Risk Management
DOCUMENTATION: Included X Not RequireM
DISPOSITION: AGENDA ITEM
Uounty of Monroe
The Florida Keys
Officc Of tilt FmPloyre services Division Director
The Historic Cato Cigar Factory
1100 Simonton Street, Suite 268
KeY West, FL 3:1040
(305) 292-4459 Phone
(305) 292-4564 - Fax
TO: Roman Gastesi,
County Administrator
FROU Teresa E. Aguiar, Director
Employee Services
ATE: April 15, 2014
I'll EXIMMUSE-51IR WIN
llama Elm
WM71,1 FLU 1 (311, Wainy L. NOUlage, 0151rict 1
George Neugent, District 2
Heather Carruthers, District 3
David Rice, District 4
liges will De retumea to me review boant
for review and reconsideration. If you agree with these changes, the draft copy will be forwarded to the
County Attorney's office for review,
Proposed changes:
Page 39 6.01 Deletion of holidays: Martin Luther
King's Birthday, Columbus Day,
Thanksgiving Friday
Page 42 7.01 C Change: Excess annual leave
hours earned over 320 Failed eye
to the employee's SiGk 6eave
baWnGe-will be lost.
Pleis-m rivide �our W sis. 1:142- W6 f#r M?M-d-prtrtal'.
I have attached the Minutes that these changes were approved in addition to a complete copy of the
Personnel Pol.,cies and Procedures Manual with the proposed changes, If you have any questions, please do
not hesitate to contact me,
16=MM
Employee Services Division
Human Resources
The Historic CAT O Cigar Factory
1100 Simonton Street, 2nd Floor
Key West, FL 33040
RMAW
Pam Pumar
Martina Lake
BQA�RD OF COUNTY COMMISdIONERS
Mayor Sylvia J. MurphtM�
y, District 5
Mayor Pro Tem, Danny L. Kolhaffe, District -J--
George Neugent, District 2
14=ther Carruthent, District 3
David Rice, District 4
Minutes of Personnel Policies and Procedures Meeting
April 14, 20 t4
fifeeting began at approximately 2:30 p.m.
Approval of Minutes:
Meeting 02.-VI4 - Steve motioned Abra seconded. Unanimous
1. Discussion of Suggested Revisions:
Section 2.02 Position Control - Abra motioned for approval for proposed change. Martina seconded.
Unanimous
Section 6.01 - Official Holidays - Steve Motioned to leave holidays as currently written. Martina seconded.
Unanimous
Section 7.01 C. - Annual Leave. I'vlat-fina motioned to leave as is and allow roll over intosick leave. Abra seconded.
Teresa took a vote - Steve - No
Pam - No
Abra - No
a Martina - No
Teresa - No
Steve motioned to return to the 2007 Policy regarding Pay Out of Annual Leave which stated "Anytime earned in
excess of 320 hours as of April 1 " of each year will be paid to the employee at the rate of pay in effect on the first day
of April." Pam Seconded.
Teresa took a vote — Martina — Yes
Abra —lies
Teresa — Yes
Steve — Yes
Pam — Yes
Section 10.01 - Complaint/Grievances. Steve motioned to approved requested change. Abra seconded. Unanimous
11. Old Business
Section 2.1 Promotional Opportunities. Roman Gastesi, County Administrator, wanted to attend to speak to the
committee on their decision at a previous meeting.
Committee agreed to table until Mr. Gasteni could attend.
Section 8.02 Disability Leave— Worker's Compensation Claims Pam updated everyone on status. Still waiting on
response from Clerk.
Ill. New Business
No New Business was discussed.
The meeting adjourned at 3.04p,m
Minutes taken by. Pam Pumar, Vice ChmoSecrelary
Employees who are on leave without pay status for more than 8 hours during 2 pay period will not
accrue annual leave for that pay period,
C. 1. Annual leave may be used on -a payday -to- payday basis as it is earned according to scheduling requirements
and may be accumulated up to 40 working days with a maximum of 320 hours. Any time earned in excess of this
amount as of April V of each year will be roiled over to the employee's Sick Leave balance. Individual employees
are responsible for monitoring their own leave balance. It is an employee's personal responsibility to request and
schedule leave in order to avoid the rollover of hours.
2. All annual leave must be approved in advance by the applicable Department Head, Division Director and/or
the County Administrator depending on the position held by the requesting employee. The employee shall fin
out his Leave Request Form and submit it to the Department Head, who has the right to deny an employee's
request for annual leave, if granting such leave at that time would be detrimental to County operations. Upon
such denial, the employee may request the leave at another dine.
The Department Head is responsible for verifying that the employee does have sufficient accrued leave to cover
the period of absence, and should return the leave request to the employee indicating approval or denial, within
seven (7) days of receipt of the request, unless a valid reason is given to the employee for the delay.
D. ANNUAL LP ANTP PAV UPON SEPA
If the payment of annual leave is approved by the County, computing said leave pay will be based on the
employee's regular to of pay and terms of separation.
E. RESTRICTPONS
Annual leave may be used for any purpose; however, it is a privilege incident to County service and is not a right,
and may only be used by the employee if taken prior to termination for cause or in accordance: with these policies,
with the following restrictioruc
I. Annual leave may not be taken until accrued in accordance with these rules.
2. Employees will not accrue annual leave during a leave of absence without pay, a suspension
or when the employee is otherwise in a non-paying status.
3. Section 11.01 -Resignations.
4. Employees who leave the County service without proper notice ororho 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 policies. Hourly employees will not accrue sick leave.
Employees shall not be eligible to use sick leave until they have been in the County service for 90 days,
unless recommended by the Department Head and approved by the Division Director. Verification
of illness by a physician may be required.
Effective April 17, 2013 42 of 81
am
v/6.01 aEEjQLALEQL1DM
With the exception of "A" below, the following are holidays which shall be observed by all County offices in
which functions can be discontinued without adversely affecting required services to the public:
New Years Day
Presidents Day
Martin Luther King's Birthday
Good Friday
Memorial Day
Independence Day
Labor Day
Columbus Day
Veterans Day
Thanksgiving Day
Thanksgiving Friday
Christmas Day
In addition to the above -designated holidays, the Board of Commissioners, in its sole discretion, may grant
other special holidays during the course of a year to some, or all, County employees.
A.
The positions of Case Coordinator and Paralegal Litigation shall observe the following holidays:
New Year's Day
Christmas Eve
Martin Luther King's Birthday
Good Friday
Memorial Day
Independence Day
Labor Day
Columbus Day
Veterans Day
Thanksgiving Day
Thanksgiving Friday
Christmas Day
The position of Sr. Systems Analyst shall observe the following holidays,
PST Year's Day Labor Day
Martin Luther King's Birthday Veterans Day
Memorial Day Thank-sgiving Day
Independence Day Thanksgiving Friday
Christmas Day
The positions of Hearing Reporter, Sr. Systems Analyst, and Indigence Examiner shall observe the
following holidays:
New Year's Day Labor Day
Martin Luther King's Birthday Veterans Day
Memorial Day Thanksgiving Day
Independence Day Thanksgiving Friday
Christmas Day
Effective April 17, 2013 39 of 81