Item C6BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: kRy 1, 2014 Division: Employee Services
Bulk Item: Yes No X Department: Human Resources
AUEIWA ITEM 1VOIJILI G: Discussion to revise the Personnel Policies and Procedures Manual
modify the excess annual leave policy, i
ITEM BACKGROUND- Staff was informed by a Commissioner the desire to modify the excess
annual leave policy. The change would no longer allow the annual toll over of excess annual leave into
the employee's sick leave balance.
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 presentation to the Board of County Commissioners
for approval. April 14th, the Review Board met to discuss the proposed change. The Policy Board
unanimously recommended to the County Administrator to allow an annual pay out of excess annual
leave for any hours which exceed 320 hours in April I` of each year. This is thepolicythatwas in
place in 2007.
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TOTAL COST: INDIRECT COST- BUDGETED: Yes Ao
1:113tw-WO)"'1010
-W'VENUE PRODUCING: Yes No
AMOUNT PER MONTH Year
APPROVED BY: County Atty_ OMB/Purchasing _ Risk Managemen)
DISPOSITION: AGENDA ITEM
County of Monroe
The Florida Keys
Office oFthe Employee Services Division Director
The Historic Cato Cigar Factory
1100 Shnonton St et, Suite 263
Key West, R, 33040
(305) 292-4458 Phone
(305) 292-4564 Fox
TO: Roman Gastesi,
County Administrator
FROM: Teresa E. Aguiar, Director
Employee Services
VATE � Apj115,2014
Mayor Sylvia J. Murphy, District 5
Mayor Pro Tern, Danny L. Kothage, District I
George Neugent, District 2
Heather Carruthers, District 3
David Rice, District 4
S�Q, V1 povivsQ�, Q1
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:
I . . . ............................ . .avaw
Page 39 6.01 Deletion of holidays: Martin Luther
King's Birthday, Columbus Day,
n Luther
a Da7y
Thanks Din n a
.01 C
PPage 4-2 7.01 C Change: Excess annual I
hours earned over 320 Felled eye
te
ii the empleyee's SiGk Leave
babirlse-will be lost.
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lot hesitate to contact me.
Countv of Monroe
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n,e nonda &ys
Employee Services Division
Human Resources
The Historic ATO Cigar Factory
1100 Simonton Street, 2nd Floor
Key West, FL 33040
110INUUM
Teresa Aguiar
Pam Punier
Martina Lake
BOARD OF COUNTY COMMISS[ONERS
Mayor Sylvia J. Murphy, District 5
Mayor Pro Tern, Danny L. Kolhage, District I
George Ncugent, District 2
Heather Carruthers, District 3
David Rice, District 4
Minutes of Personnel Policies and Procedures Meeting
April 14, 2014
ABSENTEES:
Carol Schrock
Dent Pierce
Meeting began at approximately 2:30 p.m.
Approval of Minutes:
Meeting 01`6.14 - Steve motioned Abra seconded. Unanimous
1. Discussion of Suggested Revision,;:
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. Martina motioned to leave as is and allow roll over into sick leave. Abra seconded.
Teresa look a vote - Steve - No
Pam -No
Abra -- No
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 I "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, - Yes
Teresa - Yes
Steve - Yes
Pam - Yes
Section 10.01 - Complaint/Grievances, Steve motioned to approved requested change. Akm seconded® Unanimous
H. 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, Gostesi could attend.
Section 8.02 Disability Leave - Worker's Compensation Claims Pam updated everyone on status. Still waiting on
response firom, Clerk.
III. New Business
No New Business was discussed.
The meeting adjourned at 3,04p.m.
Minutes taken by, Pam Pumar, Vice Chak/Secretary
Employees who are on leave without pay status for more than 8 hours during a pay period svill not
accrue annual leave for that pay period.
J i NAME ill 11
OWNS 1,
amount as of April 1 of each year will be rolled over to the employee's Sick Leave balance. Individual employe
are responsible for monitoring their own leave balance. It is an employee's personal responsibility to request a
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 fill
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
;uch denial, the employee may request the leave at another time.
D. ANNUAL LEAVE PAY UPON SE N
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.
.9 1AILMAL ME v EMMITIBE u5cu M.Eany 1w IL,
with the following restrictions:
1. 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 or who are terminated for
just cause may be denied payment of accrued annual leave.
T02 SICK LEAVE
M1 I Is -1. 1 x a...
.................
mployces S -UP x E0 u5V a= lizays L1111 ey lavc M77 ITT me Zo V uays,
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
V6.01 QFFIQAL±lQ1,IDAY5
New Year's Day
Presidents Day
Martin Luther Kines 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 Counnissioners, in its sole discretion, may grant
other special holidays during the course of a year to some, or all, County employees.
A, guar than Ad 1,item_—_Qffit;j _ql_Hgdidgys
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
State knornev —Official Holidays
The position of Sr. Systems Analyst 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
Public Defender =j2ffigjal Flcalidays
The positions of Hearing Reporter, Sr. Systems Analyst, and Indigence Examiner shall observe the
following holidays:
Neva 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