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BOARD OF COUNTY COMMISSIONERS
Mayor David Rice, District 4
The Florida Keys
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Mayor Pro Tern Sylvia J. Murphy, District 5
Danny L. Kolhage, District 1
George Neugent, District 2
11.1 5
Heather Carruthers, District 3
County Commission Meeting
February 21, 2018
Agenda Item Number: C.6
Agenda Item Swnmary #3829
BULK ITEM: Yes DEPARTMENT: Employee Services
TIME APPROXIMATE: STAFF CONTACT: Pam Pumar (305) 292 -4459
Bulk
AGENDA ITEM WORDING: Approval of a resolution to amend Section 7.01 C of the Personnel
Policies and Procedures Manual, to increase the vacation hours (annual leave) accrual maximum
from 40 days /320 hrs. to 60 days /480 hrs.
ITEM BACKGROUND: Due to workload and shift coverage, employees have been having
difficulty scheduling vacation time and it has been equally challenging for managers to allow time
off. This is particularly exacerbated due to Hurricane Irma and the ongoing recovery work.
As of the end of January 2018, 69 employees have annual leave balances greater than 320 hours.
Another 22 employees have less than 320 hours but will earn time by April 1, 2018 that will place
their balances at greater than 320 hours. In total, 91 employees (16% of the County workforce) are
at risk of losing time on April 1.
Senior Management Team discussed and recommends the County increase the maximum threshold
as of April 1 each year from 320 hours to 480 hours. The 480 hours matches the amount of leave
allowable under the Family and Medical Leave Act (FMLA), so employees would be able to save
enough time to cover that need. It also provides a greater range of flexibility for supervisors and
employees to coordinate scheduled time off during abnormally busy times, such as during disaster
recovery.
The last revision to section 7.01 C, Annual Leave was on July 16, 2014: "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 1 of each year will be lost.
The Personnel Policies and Procedures Committee met on January 23, 2018 and approved the
following edit to section 7.01 C of the Personnel Policies and Procedures Manual:
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 60 working days with a maximum of
480 hours. Any time earned in excess of this amount as of April ls` of each year will be lost.
Individual employees are responsible for monitoring their own leave balance.
For example:
Average Hours worked per week
Hours worked per day
Maximum hours accrual
40
8
480
37.5
7.5
450
30
6
360
25
5
300
24
4.8
288
20
4
240
PREVIOUS RELEVANT BOCC ACTION:
The last revision to the overall policy was approved by the BOCC on August 17, 2016.
The last revision to section 7.01 C was approved by the BOCC on July 16, 2014.
CONTRACT /AGREEMENT CHANGES:
Personnel Policies and Procedures Section 7.01 C Annual Leave accumulation
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
Vacation Accrual Resolution for Jan 2018 - ch 1.29.2018
FINANCIAL IMPACT:
Effective Date: 02/21/2018
Expiration Date:
Total Dollar Value of Contract: N/A
Total Cost to County: Variable. The cost of annual leave balances is realized upon
separation of employment. Different pay rates, different leave balances at the time of
separation, and variability in the number and composition of people who leave County
employment, make it difficult to predict actual cost. However, the average hourly pay rate is
$26.60; turnover rate is 12 %, or 69 employees; 12% of all employees currently have balances
above 320 hours but less than 480 hours; the average balance of those over 320 hours is 365
hours, and therefore the average incremental hours is 45; So using these assumptions the
estimated incremental cost is $9,911.16 in a given year.
Current Year Portion: N/A
Budgeted:
Source of Funds: Upon separation of employment and payout, each employee's respective
cost center is charged for applicable payroll settlements.
CPI: N/A
Indirect Costs: N/A
Estimated Ongoing Costs Not Included in above dollar amounts: variable
Revenue Producing: N/A
Grant: N/A
County Match: N/A
Insurance Required: N/A
Additional Details:
If yes, amount: N/A
REVIEWED BY:
Bryan Cook
Completed
Assistant County Administrator Christine Hurley
01/30/2018 3:37 PM
Cynthia Hall
Completed
Budget and Finance
Completed
Maria Slavik
Completed
Kathy Peters
Completed
Board of County Commissioners
Pending
01/29/2018 3:59 PM
Completed
01/31/2018 7:44 AM
01/31/2018 8:34 AM
01/31/2018 8:46 AM
01/31/2018 2:37 PM
02/21/2018 9:00 AM
RESOLUTION NO. -2018
A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA, PROVIDING PROPOSED
CHANGES TO SECTION 7.01 OF THE PERSONNEL POLICIES AND
PROCEDURES MANUAL REGARDING ACCUMULATION OF
ANNUAL LEAVE.
WHEREAS, Section 7.01(C) of the Personnel Policies and Procedures Manual (PPPM)
currently provides that annual leave for County employees may be accumulated up to 40 working
days with a maximum of 320 hours, and any time on the books in excess of this cap on April 1 of
each year will be lost; and
WHEREAS, due to workload and shift coverage, employees are having difficulty
scheduling vacation time, and increasing the cap on accrued annual leave time will give more
flexibility to management; and
WHEREAS, County Code requires that any proposed changes be reviewed by the
Personnel Policies and Procedures Board prior to presentation to the BOCC for approval;
WHEREAS, the Personnel Policies and Procedures Board met on 01/23/2018, and
reviewed the proposed changes; and
NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY
COMMISSIONERS OF MONROE COUNTY, FLORIDA that:
1. The Monroe County Personnel Policies and Procedures shall be amended as follows:
7.01 ANNUAL LEAVE
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 60 working days with a maximum of 480 hours. Am,
time earned in excess of this amount as of April I" of each year will be lost. Individual employees
are responsible for monitoring their own leave balance.
For example:
Average Hours worked per
week
Hours worked per day
Maximum hours accrual
40
8
480
37.5
7.5
450
30
6
360
25
5
300
24
4.8
288
20
4
240
Page 1 of 2
2. The above changes shall be incorporated into Monroe County Personnel Policies and
Procedures Manual.
3. This resolution shall become effective upon approval unless otherwise stated above.
PASSED AND ADOPTED by the Board of County Commissioners of Monroe County,
Florida, at a regular meeting of said Board held on the day of A.D., 2018.
Mayor David Rice
Mayor Pro Tem Sylvia Murphy
Commissioner Danny Kolhage
Commissioner George Neugent
Commissioner Heather Carruthers
(SEAL)
ATTEST: BOARD OF COUNTY COMMISSIONERS
KEVIN MADOK, Clerk OF MONROE COUNTY, FLORIDA
By: By:
Deputy Clerk
Page 2 of 2
Mayor