Item I8C ounty of M onroe
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BOARD OF COUNTY COMMISSIONERS
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Mayor David Rice, District 4
The FlOnda Key
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Mayor Pro Tem Sylvia J. Murphy, District 5
Danny L. Kolhage, District 1
George Neugent, District 2
Heather Carruthers, District 3
County Commission Meeting
June 20, 2018
Agenda Item Number: I.8
Agenda Item Summary #4272
BULK ITEM: No DEPARTMENT: Planning/Environmental Resources
TIME APPROXIMATE: STAFF CONTACT: Michael Roberts (305) 289 -2502
None
AGENDA ITEM WORDING: Approval to authorize incentive pay for Senior Biologist Cynthia
Guerra for attaining a FEMA /Monroe County sponsored Floodplain Manager Certification.
ITEM BACKGROUND:
To receive incentive pay for additional certifications, Monroe County Policies and Procedures
Manual (page 33 and 34) Section 4.08 Salary Ranges, Progressions, Increases, (H) Recruitment and
Retention Increases: Certification Incentive Salary Increase (B) indicate an employee must (a)
currently be employed by the County in a career service status position; (b) have been continuously
employed with the County for at least one calendar year prior to the date of registration of the
certification; (c) have received at least a "meets expectations" rating on their most recent
performance evaluation, must currently be performing at an acceptable level, and may not have been
issued a written warning within the previous twelve (12) months. Cynthia Guerra was hired as a
Senior Biologist on October 30, 2017 and took the ASFPM Certified Floodplain Manager exam on
April 18, 2018. This course is a county sponsored course and it is imperative for the County
Planning & Environmental Resources plan reviewers to become certified as Certified Floodplain
Managers. This helps with our FEMA standing. Upon successful attainment of this certification, we
are seeking approval to grant the $1,500 per year incentive pay, even though she has been employed
less than one year with Monroe County.
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT /AGREEMENT CHANGES:
none
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
PPP Manual Certification Incentive Salary Increase
Senior Biologist Job Description
FINANCIAL IMPACT:
Effective Date: 6/21/2018
Expiration Date:
Total Dollar Value of Contract:
Total Cost to County: $1,500 /annually
Current Year Portion:
Budgeted:
Source of Funds: 510120 Planning & Environmental Resources salaries & wages
CPI:
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing:
Grant:
County Match:
Insurance Required:
Additional Details:
If yes, amount:
$1,500 annually ($125 /month)
06/21/18 148 -52000 - ENVIRONMENTAL RESOURCES
$1,500.00
REVIEWED BY:
Emily Schemper
Completed
Steve Williams
Completed
Jaclyn Carnago
Completed
Assistant County Administrator Christine
Hurley
06/04/2018 9:30 AM
Budget and Finance
Completed
Maria Slavik
Completed
Kathy Peters
Completed
Board of County Commissioners
Pending
05/27/2018 9:19 PM
05/29/2018 11:24 AM
06/01/2018 10:03 AM
Completed
06/04/2018 2:45 PM
06/04/2018 3:43 PM
06/04/2018 4:16 PM
06/20/2018 9:00 AM
Monroe County
Personnel Policies & Procedures Manual
February 21, 2018
1 of 82
February 21, 2018
retention increases as single or multiple salary adjustments; however, if multiple salary
adjustments are made for one employee's retention increase, the total of those salary
adjustments may not exceed 25% of the affected employee's salary prior to the first retention
increase.
D. The retention salary increase must not place the employee above the maximum for their
current pay range.
E. Retention increases recommended under this provision are subject to the
availability of funds. Procedure:
To request a retention increase, the respective Department Head shall submit a retention increase
request package to his /her Assistant County Administrator (if applicable) and obtain his /her approval
prior to submitting the request to
the Human Resources Office. Increase request packages will include, at a minimum, the following
documentation and shall be verified by the Human Resources office:
1. A cover memo addressed to the County Administrator with the written recommendation
approved by the department head and Assistant County Administrator (if applicable).
2. If the employee has another job offer:
(a) Validity of the job offer, preferably a copy of the written job
offer; (b) The respective office's independent verification of
the job offer;
3. A detail of the training costs that Monroe County incurred on the employee's behalf over the past
twenty -four
(24) months. The detail shall prove that losing the investment of training costs would be more of a
loss than
awarding the employee the recommended salary increase;
4. summation of the employee's satisfactory job performance (that the employee has performed and
continues
to perform at least at a "Meets Expectations" level and that he /she has not been issued a
written warning within the previous twelve months);
5. that the Department's recommended increase, if approved, would not place the employee above
the
maximum for their current pay range;
6. salary comparison of other employees within the department with similar job duties,
qualifications and years of service;
7. recruitment and retention conditions in critical areas as may be demonstrated by (a) high turnover;
(b)
declined job offers; or (c) copies of resignation letters from previous employees.
8. Importance of the position in relation to the Action Plans of the department.
The Human Resources office will review the request and make a recommendation to the County
Administrator. Certification Incentiv ala g Incr ase
This provision is intended to provide an incentive for employees to obtain certifications beyond
their current minimum job requirements which will enhance the knowledge in their current
position and add value to the
department as well as the County.
A. Certification incentive salary increase decisions are not grievabce through the County's grievance
procedure
a
August 17„ 2016 52 of 82
unless it is alleged that such a decision was made based upon unlawful discrimination. In the
case of a claim of a decision being based upon unlawful discrimination, the affected employee
shall follow the procedures
outlined in Section 2.15 of the Personnel Policy.
B. To be eligible for a certification incentive salary increase consideration, the affected employee
must:
a. currently be employed by the County in a career service status position;
b. have been continuously employed with the County for at least one calendar year prior to
the date of
registration of the certification;
c. have received at least a "Meets Expectations" rating on their most recent performance
evaluation,
must currently be performing at an acceptable level, and may not have been issued a
written warning within the previous twelve (12) months; and
August 17, 2016 53 of 82
d. not exceed two certifications per calendar year (renewal of a certification will not net
any additional increase in pay).
C. An Employee must submit the completed Request for Certification Incentive Form to the
immediate
Department Head and Human Resources for approval prior to the employee enrolling in the
course.
D. $1,500, or dollar amount as stated in Administrative Instruction 4006 and 6402, will be added to
the affected
employee's salary. The incentive pay shall be divided and shall be paid 1/26' per pay period.
E. The certification incentive salary increase must not place the employee above the maximum of
their current pay range. In the event the employee reaches the maximum of their current pay
range, $125 per month (1/26" per pay period) for $1,500 incentive, or incentive amount divided
by 12 months, will be added to the employee's salary.
F. In the event the employee holding the certification has a personnel action which results in a
reclassification, transfer, hire through promotional opportunity or if the employee receives any
other type of salary increase in
accordance with these personnel policies and procedures, the certification amount shall continue
to be paid in addition to the base salary for the position as long as that certification is not a
requirement of the position and
the certification continues to add to the value of the department as well as the County.
G. Employees are solely responsible for keeping certifications active and obtaining re- certifications.
In the event
the certification lapses, the Department Head is responsible for completing the appropriate
Personnel Action
Form to remove incentive pay. Expired certifications will result in the salary increase for the
incentive being
removed from the employee's pay.
H. Certification incentive salary increases recommended under this provision are subject to the
availability of
funds.
The Human Resources office will review the request and make a recommendation to the County
Administrator. Procedure:
To request a certification incentive salary increase, the respective employee shall complete the
Certification Incentive form and obtain approvals prior to registering in the certification course or
program.
a. The employee shall complete the form and submit it to the Department Head for their
approval of the recommendation.
b. The Employee Services Director will review the request and shall approve or deny the request.
c. Human Resources will officially notify the employee of the approval (or denial).
d. Upon satisfactory completion of the certification program, the employee shall provide sufficient
proof to
Human Resources. Human Resources will prepare and process the PAF form to be effective
on the date of certification.
e. The department the employee works in will pay for the courses, books, tuition, testing and
other related fees, including travel, associated with achieving the certification and recertification.
Payment for all associated
costs to obtain the certification may be made in advance by the department or the
August 17, 2016 54 of 82
employee will be reimbursed once he /she achieves the certification. Employees must
complete the course within one year from date of receiving any advance payment. If course is
not completed within one year, the employee must refund to the County the entire advance
payment within one month.
The employee shall remain in the county for at least one (1) year after achieving the certification
or any costs associated with the employee achieving the certification shall be refunded to the
County and deducted from the employee's final paycheck.
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August 17, 2016 55 of 82
MONROE COUNTY
JOB DESCRIPTION
Position Title: SENIOR BIOLOGIST Reports to: Sr. Administrator of
Environmental Resources
Position Grade: 116 FLSA Status: Non - Exempt Class Code: % C CO
116 -17 9410
GENERAL DESCRIPTION
Provides the full range of environmental review and services to the public including: explanation of policies and
regulations, procedures and government statutes pertinent to development applications, and prepare staff reports
and recommendations, and update County environmental documents. Functions also include supervision of staff
biologists in the technical review of development applications and stormwater management plans for consistency
with Monroe County Codes and preparing written correspondence, reports and presentations related to
endangered species issues, and making field determinations of potentially suitable habitat. Contributes to the
environmental portion of Major /Minor Conditional Use reviews utilizing land use maps and applying land
development regulations in accordance with the County's Comprehensive Plan.
Additional responsibilities may include coordinating, and conducting Permit Referral Process reviews on
applications for development projects located within potentially suitable habitat for federally endangered species
as depicted by the U.S. Fish and Wildlife Service Species Focus Area Maps. Functions may include preparing
written correspondence, reports and presentations related to endangered species issues and making field
determinations of potentially suitable habitat.
KEY RESPONSIBILITIES
1. * Member of the planning and environmental resources team, providing services to the community by
explaining environmental - related policies and regulations and offering customer service to the community and
developers by providing information, guidance and assistance.
2. *Participate in processes for development review to assure compliance with environmental regulations from
Comprehensive Plan and Land Development Code, as well as state and federal regulations.
3. * Manage, train and assign work to biologists that review permit applications and conduct reviews through
permit referral process and assist with interpretations and consistent application regulations and policies.
4. * Participate in pre- application conferences with Planners and applicants on environmental matters. 5.
Coordinate mitigation efforts for County. Review plans and conservation easements.
6. Provide technical training and advice within the Department.
7. Conduct research, analyze data, prepare reports, and provide recommendations on environmental issues.
8. Coordinate with the public, County Planning Commission and other agencies, attend meetings and make
presentations as required.
9. *Research and prepare ordinances and resolutions, site condition reports and recommendations.
10 Create Public relations materials and guidebooks to assist the public in understanding rules and regulations.
11. Read and assimilate internal memos and documents and external reports and accounts of actions of various
government and regulatory agencies, including assisting Code Compliance with determinations of violations of
County regulations. This may include presenting determinations at Code Compliance hearings and expert witness
testimony.
12. Other duties as determined by the Director(s) of Planning & Environmental Resources.
* Indicates an "essential" job function.
The information on this description has been designed to indicate the general nature and level of work performed
by employees within this classification. It is not designed to contain or be interpreted as a comprehensive
inventory of all duties, responsibilities and qualifications required of employees assigned to this 'ob.
Position Title: SENIOR BIOLOGIST Class Code: 116 -17 Position p/c
Grade: CODE:
116 9410
APPROVALS
Department Head:
Name: Signature:
County Administrator:
Name: Signature:
Date:
Date:
On this date I have received a copy of my job description relating to my employment with Monroe
County.
ow—
Name: Signature: Date:
KEY JOB REQUIREMENTS
Education:
Bachelor's Degree required. Major(s) required: Wildlife Management, Biology, Ecology, Resource
Management or related field. Masters Degree or higher is preferred.
Experience:
3 years minium amour of prior related work experience Must have comprehensive knowledge of
threatened and endangered species native to the Florida Keys and experience in the preparation
and /or implementation of Habitat Conservation Plans.
Leadership:
Organize work around broad organizational goals and processes. Supervisor oversees activities
through regular meetings.
Complexity:
Perform work that encompasses advanced technical, scientific, legal, or mathematics concepts. My
work directly contributes to the implementation of specific policies, programs, or initiatives of the
organization..
Decision Making:
Follow basic guidelines for operational activities. Make decisions that govern the activities and
behaviors of staff members. Work directly impacts other workers, citizens, or both.
Relationships:
Oversee and manage more than two employees in the organization performing similar work.
Working Conditions:
Work in a dynamic environment that requires being sensitive to change and responsive to changing
goals, priorities, and needs. Intermittently fingering, speaking, and visual acuity. Also requires
sedentary work exerting up to 10 pounds of force occasionally and /or negligible amount of force
frequently or constantly to lift, carry, push, pull or otherwise move objects, including the hnman
body.
On Call
May be required to provide disaster assistance during times of emergency in any capacity deemed
Requirements:
appropriate.
APPROVALS
Department Head:
Name: Signature:
County Administrator:
Name: Signature:
Date:
Date:
On this date I have received a copy of my job description relating to my employment with Monroe
County.
ow—
Name: Signature: Date:
MONROE COUNTY
JOB DESCRIPTION ADDENDUM
Position Title: SENIOR BIOLOGIST — Permit Referral Process Reports to: Sr. Administrator of
Department: Planning & Environmental Resources Environmental Resources
Position Grade: 116 FLSA Status: Non - Exempt Class Code: A/C' CODE:
116 1 9410
ADDITIONAL KEY RESPONSIBILITIES
1. Coordinate, and conduct consistent application of the Permit Referral Process in the processing of
applications for development for projects located within potentially suitable habitat for federally endangered
species as depicted by the U.S. Fish and Wildlife Service Species Focus Area Maps for the Florida Keys.
2. Provides primary point of contact with U.S. Fish and Wildlife Service for coordination of permits requiring
USFWS consultation. Formulate professional policy recommendations on issues related to State and
Federally listed species.
3. Prepare and transmit weekly permit coordination packages to U.S. Fish and Wildlife Service.
4. Provide training, oversight and technical supervision related to the Permit Referral Process to reviewing
biologists.
5. Prepare annual monitoring reports as required for compliance with the Habitat Conservation Plan for
Florida Key Deer.
6. Coordinate and manage updates to environmental documents, such as Habitat Conservation Plans, including
preparing staff reports and presenting information.
APPROVALS
Department Head:
Name: Signature: Date:
County Administrator:
Name: Signature: Date:
On this date I have received a copy of my job description relating to my employment with Monroe
County.
Name: Signature: Date:
MONROE COUNTY
JOB DESCRIPTION ADDENDUM
Position Title: SENIOR BIOLOGIST — Supervisor Reports to: Sr. Administrator of
Department: Planning & Environmental Resources Environmental Resources
Position Grade: 116 FLSA Status: Non - Exempt Class Code: /C' CODE:
116 1 9410
ADDITIONAL KEY RESPONSIBILITIES
1. Supervise staff in the technical review of permits and stormwater management plans for consistency with
Monroe County Comprehensive Plan and Land Development Code.
2. Provide ongoing training and drafts training materials /guidelines for all staff biologist.
3. Prepare written correspondence, reports and presentations related to the amendments to Land Development
Code, letters of understanding and minor and major conditional uses.
4. Supervise the review of development orders and permits for compliance and coordination with internal
departments, such as Code Enforcement and Building departments.
5. Prepare and review letters and memos to the public in regards to their property and development
applications.
6. Formulates professional policy recommendations on issues related to species and habitat.
APPROVALS
Department Head:
Name: Signature: Date:
County Administrator:
Name: Signature: Date:
On this date I have received a copy of my job description relating to my employment with Monroe
County.
Name: Signature: Date: