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Item C34 C.34 t, BOARD OF COUNTY COMMISSIONERS County of Monroe Mayor Sylvia Murphy,District 5 The FlOnda Keys � � �l'U � Mayor Pro Tern Danny Kolhage,District 1 �pw° Michelle Coldiron,District 2 Heather Carruthers,District 3 David Rice,District 4 County Commission Meeting August 21, 2019 Agenda Item Number: C.34 Agenda Item Summary #5929 BULK ITEM: Yes DEPARTMENT: Emergency Services TIME APPROXIMATE: STAFF CONTACT: James Callahan (305) 289-6088 N/A AGENDA ITEM WORDING: Approval of a resolution rescinding Resolution No. 158-2017 and setting forth a revised bonus (financial incentive) program for Monroe County Fire Rescue Billing Contract Employees. (COMPANION ITEM TO BOG H-1) ITEM BACKGROUND: The three Monroe County Fire Rescue Billing Employees are contract employees with a set base salary including a stipulation that in lieu of any annual merit or cost-of-living adjustment, the employees will be eligible for a financial lump sum incentive based upon billing and collections performance. In 2014, the BOCC and BOG established the financial incentive program and in 2015 modified the program to specify that "net" collections would be used to measure billing collection performance To satisfy a recent audit finding, it is necessary to clarify the definition of"evaluation period" as well as the definition of "baseline collections rate" in order to process FY2019 billing incentives. The evaluation period shall heretofore be defined as the 12-month period beginning May 1 and ending April 30 each year. The baseline collection rate shall heretofore be defined as 33.70%. The Bonus Program shall continue from year to year until revised by the BOCC and shall apply to whatever personnel hold the positions of Billing Supervisor and Billing Specialist. PREVIOUS RELEVANT BOCC ACTION: July 2014: The BOCC passed Resolution 100-2014 and the BOG passed Resolution 114-2014 to establish a financial incentive program. July 2015: The BOCC passed Resolution 182-2015 to clarify the baseline collection period. June 2017: The BOCC passed Resolution 158-2017 and the BOG passed Resolution 159-2017 to specify that net collections would be used to measure billing collection performance. CONTRACT/AGREEMENT CHANGES: N/A STAFF RECOMMENDATION: Approval DOCUMENTATION: Packet Pg. 901 C.34 STAMPED REVISED Billing bonus resolution 2019 - BOCC (8 7 19) Resolution 158-2017 Resolution 159-2017 FINANCIAL IMPACT: Effective Date: 8/21/19 Expiration Date: Total Dollar Value of Contract: Total Cost to County: Current Year Portion: Budgeted: Source of Funds: CPI: Indirect Costs: Estimated Ongoing Costs Not Included in above dollar amounts: Revenue Producing: If yes, amount: Grant: County Match: Insurance Required: Additional Details: N/A REVIEWED BY: Pedro Mercado Completed 08/06/2019 10:29 AM James Callahan Completed 08/06/2019 1:23 PM Budget and Finance Completed 08/06/2019 2:50 PM Maria Slavik Completed 08/06/2019 2:55 PM Kathy Peters Completed 08/06/2019 3:08 PM Board of County Commissioners Pending 08/21/2019 9:00 AM Packet Pg. 902 RESOLUTION NO. - 2019 0 A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA RESCINDING RESOLUTION NO. 158-2017 AND SETTING 0 U) FORTH THE REVISED BONUS [FINANCIAL INCENTIVE] 0W U) PROGRAM FOR MONROE COUNTY FIRE RESCUE r_ 0 BILLING CONTRACT EMPLOYEES. M WHEREAS, in February 2014, the Monroe County Board of County Commissioners ("BOCC") and the Board of Governors of Fire and Ambulance District No. I ("Board of Governors") approved an employment agreement for the position of Billing Supervisor, in order > to bring the function of billing and collection for Monroe County Fire Rescue ground and air ambulance runs in-house; and T WHEREAS, in April 2014, the BOCC and the Board of Governors approved an > employment agreement for the position of Billing Specialist, also for the purpose of bringing the function of ambulance billing and collection in-house; and WHEREAS, both employment agreements set a base salary for each position, and then state that in lieu of any annual merit or cost-of-living adjustment, the employees will be eligible 0 co for a financial lump sum incentive based upon billing and collections performance; and M N WHEREAS, in July 2014, the BOCC passed Resolution No. 100-2014 and the Board of r_ .2 Governors passed Resolution 114-2014 in order to establish a financial incentive program in order 2 0 to incentivize the employees to increase collections; andrt U) U) WHEREAS,in July 2015 the BOCC passed Resolution No. 182-205 to clarify the baseline 0 collection time period; and WHEREAS, in June 2017, the BOCC passed Resolution No. 158-2017 and the Board of Governors passed Resolution No. 159-2017 to specify that net collections will be used to measure W (n billing collection performance; and > W WHEREAS, staff desires to clarify the definition of the "evaluation period" and the W a. definition of"baseline collections rate"; Page 1 of 3 Packet Pg. 903 NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY,FLORIDA: 0 Section 1. Resolution No. 158-2017 is hereby rescinded in its entirety. 0 U) Section 2. Monroe County Bonus Program U) 1. For the purpose of this resolution, the terms "bonus" and "financial incentive" are used interchangeably. 0 2. For the purpose of this resolution, the term "Collections" refers to collections from all sources not including Medicaid. 3. For the purpose of this resolution, the term "Net Collections" refers to gross collections from all sources not including Medicaid, net of all non-collectable (mandatory) contractual allowances, refunds, and the write-off portion of > Trauma Star resident waivers. 4. The evaluation period ("Evaluation Period") shall run from May I to April 30. 5. The "Baseline Collection Rate" shall be 33.70%. 6. For every one (1) percentage point increase in Collections as a percentage of T non- Medicaid billed amounts over Baseline Collection Rate achieved by the end of the Evaluation Period,each employee shall receive a one-time lump sum bonus("Bonus Amount")in the amount of one percent(1.0%)of the employee's unloaded base salary, up to a maximum increase of ten percent (10%) of the Baseline Collection Rate, which will translate to a maximum bonus of ten percent (10%). The bonus amounts will be calculated one time annually, at the 0 end of the Evaluation Period. The bonus amounts will not be added to the base salary and will not be used for computing average weekly wage for any other purpose, including but not limited to FRS, unemployment or workers' cv compensation. 7. The bonus amounts shall be paid by the BOCC and the BOG in proportion to 0 the amounts collected by and for each entity at the end of the Evaluation Period. U) Each bonus program must be approved by the BOCC and the BOG. If, for any U) reason, the bonus program is not approved by resolution by both entities, then 0 each entity will be responsible for paying its portion of the Bonus Amount,i.e., .0 1 the total Bonus Amount, multiplied by the percentage of Collections attributable to ground ambulance (in the case of the Board of Governors) or air ambulance (in the case of the BOCC). 8. This bonus program shall continue from year to year until revised by the BOCC W (n and shall apply to whatever personnel hold the position of Billing Supervisor > W and Billing Specialist. In subsequent years, percentage increase in Net Collections shall be used in comparison to the Baseline Collection Rate, and W shall be the collection rate for the preceding twelve months,i.e.,May 1 to April a. 30. 9. To be eligible for the bonus, the employee must be employed by Monroe (n County on the day that the Bonus Amount is paid out, following the end of the Evaluation Period. E Page 2 of 3 Packet Pg. 904 PASSED AND ADOPTED by the Board of County Commissioners of Monroe County, 0 co Florida this 21St day of August, 2019. Mayor Sylvia Murphy 0 U) Mayor Pro Tern Danny Kolhage U) Commissioner Michelle Coldiron 0 Commissioner Heather Carruthers Commissioner David Rice (SEAL) BOARD OF COUNTY COMMISSIONERS > 0 ATTEST: KEVIN MADOK, CLERK OF ON OE COUNTY,FLORIDA w BY BY T Deputy Clerk Mayor Sylvia Murphy > 0 cv 0 FOP E RN SEC A pFDR0 J. RCADO ASSISTANT-- w Date w w w a. E Page 3 of 3 Packet Pg. 905 RESOLUTION NO. 158 -2017 A RESOLUTION BY THE MONROE COUNTY BOARD OF COUNTY COMMISSIONERS RESCINDING RESOLUTIONS 100-2014 AND 182-2015 AND SETTING FORTH THE REVISED BONUS [FINANCIAL INCENTIVE] PROGRAM FOR MONROE COUNTY FIRE RESCUE BILLING CONTRACT EMPLOYEES. �s �s WHEREAS, in February 2014, the Monroe County Board of County Commissioners co (`BOCC") and the Board of Governors of Fire and Ambulance District No. I ("Board of Governors") approved an employment agreement for the position of Billing Supervisor, in order to bring the function of billing and collection for Monroe County Fire Rescue ground and air ambulance runs in-house; and 0 WHEREAS, in April 2014, the BOCC and the Board of Governors approved an employment agreement for the position of Billing Specialist, also for the purpose of bringing the function of ambulance billing and collection in-house; and WHEREAS, both employment agreements set a base salary for each position, and then state that in lieu of any annual merit or cost-of-living adjustment, the employees will be eligible for a financial lump sum incentive based upon billing and collections performance; and cv 00 LO WHEREAS, in July 2014, the BOCC passed Resolution 100-2014 and the Board of Governors passed Resolution 114-2014 in order to establish a financial incentive program in order to incentivize the employees to increase collections; and 0 WHEREAS, in July 2015 the BOCC passed resolution 182-2015 to clarify the baseline collection time period; and WHEREAS, staff desires to revise the financial program in order to define net collections, and to specify that net collections will be used to measure billing collection performance. NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF COMMISSIONERS OF MONROE COUNTY, FLORIDA, THAT: Section 1. Resolutions 100-2014 and 182-2015 are hereby rescinded in their entirety. Packet Pg. 906 Section 2. Monroe County Bonus Program 1. For the purpose of this resolution, the terms "bonus" and "financial incentive" are used interchangeably. 2. For the purpose of this resolution, the term "Collections" refers to collections from all sources not including Medicaid. 3. For the purpose of this resolution, the term "Net Collections" refers to gross collections from all sources not including Medicaid, net of all non-collectable (mandatory) contractual allowances, refunds, and the write-off portion of Trauma Star resident waivers. 4. For the purpose of this resolution, and calculation of the bonus award, the transition from the previous performance standard and evaluation process to the standard set forth in this resolution shall occur on July 1, 2017. 5. To account for the transition from the previous Financial Incentive Resolution Program to this revision, the transitional evaluation time period used to calculate the U) bonus award employing the previous performance standard and evaluation process set W forth in Resolution 100-2014 and 182-2015 shall run from May 1 2015 to June 30, 2017. Thereafter, each year, the evaluation period ("Evaluation Period") shall run CO from July 1 to June 30. 6. The average collection rate for air and ground ambulance combined during the fiscal year ending September 31, 2013, not including Medicaid accounts was 33.70% ("Baseline Collection Rate"). 7. For every one (1) percentage point increase in Collections as a percentage of non Medicaid billed amounts over Baseline Collection Rate achieved by the end of the Evaluation Period, each employee shall receive a one-time lump sum bonus ("Bonus LO Amount") in the amount of one percent (1.0%) of the employee's unloaded base salary, up to a maximum increase of ten percent (10%) of the Baseline Collection Rate, which will translate to a maximum bonus of ten percent (10%). By way of 0 illustration, if Collections increase from 33.70% at the beginning of the Evaluation Period to 38.70% measured at the end of the Evaluation Period, which is an increase of five ( 5) percentage points, each employee would receive a bonus in the amount of five percent (5%) of the unloaded base salary. Note, for the purposes of this illustration, a five percentage point increase in collections would total approximately $340,000 in additional billing revenues and would equate to a lump sum bonus of $5,300 for the two employees combined in the first year. 8. The bonus amounts will be calculated one time annually, at the end of the Evaluation Period. The bonus amounts will not be added to the base salary and will not be used for computing average weekly wage for any other purpose, including but not limited to FRS, unemployment or workers' compensation. The bonus amounts will be paid to the eligible employees within 45 days of the closeout of the evaluation period. Packet Pg. 907 C.34.b 9. The bonus amounts shall be paid by the BOCC and the BOG in proportion to the amounts collected by and for each entity at the end of the Evaluation Period. Each bonus program must be approved by the BOCC and the BOG. If, for any reason, the bonus program is not approved by resolution by both entities, then each entity will be responsible for paying its portion of the Bonus Amount, i.e., the total Bonus Amount, multiplied by the percentage of Collections attributable to ground ambulance (in the case of the Board of Governors) or air ambulance (in the case of the BOCC). 10. This bonus program shall continue from year to year until revised by the BOCC and shall apply to proprietary function bill collections and whatever personnel hold the position of Billing Supervisor and Billing Specialist. In subsequent years, percentage increase in Net Collections shall be used in comparison to the Baseline Collection Rate, and shall be the collection rate for the preceding twelve months, i.e., July 1 to June 30. 11. If an employee who is eligible to receive a financial incentive award transfers out of or otherwise leaves the award eligible position prior to the end of the evaluation W period the bonus awarded to such employee shall be prorated in proportion to the period employed within the evaluation period. In order to be eligible for the prorated co CD portion of the bonus the employee must be in good standing with Monroe County as of the date the employee transfers, terminates or is terminated from employment. The final determination as to whether an employee is not eligible to receive the award shall be made by the Board of County Commissioners. cv PASSED AND ADOPTED by the Board of County Commissioners of Monroe County, 00 LO this ZIA day of June 2017. _n 3 0 o .tea r= Mayor George Neugent Yes o rno Mayor Pro Tem David Rice Yes Marc -n Commissioner Danny Kolhage Yes C)n o -Commissioner Heather Carruthers Yes -4C-3 i � E Cbxr issioner Sylvia Murphy Yes T,` e n r C:) 3� c CY% 0 $ BOARD OF COUNTY COMMISSIONERS ' Sl✓AL ,r, 6TE�f IN MADOK, CLERK OF MONROE COUNTY, FLORIID1 B BY 5 Deputy Clerk Mayor George Neugent M " ZJE CC lsh y UVED PEEX UURfTY° ' s_ �=3Ev Date Packet Pg. 908 RESOLUTION NO. 159 -2017 A RESOLUTION BY THE MONROE COUNTY BOARD OF GOVERNORS RESCINDING RESOLUTION 114-2014 AND SETTING FORTH THE REVISED BONUS [FINANCIAL INCENTIVE] PROGRAM FOR MONROE COUNTY FIRE RESCUE BILLING CONTRACT EMPLOYEES. WHEREAS, in February 2014, the Monroe County Board of County Commissioners (`BOCC") and the Board of Governors of Fire and Ambulance District No. 1 ("Board of co Governors") approved an employment agreement for the position of Billing Supervisor, in order to bring the function of billing and collection for Monroe County Fire Rescue ground and air ambulance runs in-house; and U) WHEREAS, in April 2014, the BOCC and the Board of Governors approved an employment agreement for the position of Billing Specialist, also for the purpose of bringing the co function of ambulance billing and collection in-house; and WHEREAS, both employment agreements set a base salary for each position, and then state that in lieu of any annual merit or cost-of-living adjustment, the employees will be eligible for a financial lump sum incentive based upon billing and collections performance; and WHEREAS, in July 2014, the BOCC passed Resolution 100-2014 and the Board of LO Governors passed Resolution 114-2014 in order to establish a financial incentive program in order to incentivize the employees to increase collections; and 0 U) WHEREAS, staff desires to revise the financial program in order to define net collections, and to specify that net collections will be used to measure billing collection performance. NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF GOVERNORS OF MONROE COUNTY, FLORIDA, THAT: Section 1. Resolution 114-2014 is hereby rescinded in its entirety. Section 2. Monroe County Bonus Program 1. For the purpose of this resolution, the terms "bonus" and "financial incentive" are used interchangeably. 2. For the purpose of this resolution, the term "Collections" refers to collections from all Packet Pg. 909 C.34.c sources not including Medicaid. 3. For the purpose of this resolution, the term "Net Collections" refers to gross collections from all sources not including Medicaid, net of all non-collectable (mandatory) contractual allowances, refunds, and the write-off portion of Trauma Star resident waivers. 4. For the purpose of this resolution, and calculation of the bonus award, the transition from the previous performance standard and evaluation process to the standard set forth in this resolution shall occur on July 1, 2017. 5. To account for the transition from the previous Financial Incentive Resolution Program to this revision, the transitional evaluation time period used to calculate the bonus award employing the previous performance standard and evaluation process set forth in Resolution 114-2014 shall run from May 1 2015 to June 30, 2017. Thereafter, each year, the evaluation period ("Evaluation Period") shall run from July 1 to June 30. U) 0 6. The average collection rate for air and ground ambulance combined during the fiscal U) year ending September 31, 2013, not including Medicaid accounts was 33.70% ("Baseline Collection Rate"). co CD 7. For every one (1) percentage point increase in Collections as a percentage of non Medicaid billed amounts over Baseline Collection Rate achieved by the end of the Evaluation Period, each employee shall receive a one-time lump sum bonus ("Bonus Amount") in the amount of one percent (1.0%) of the employee's unloaded base salary, up to a maximum increase of ten percent (10%) of the Baseline Collection Rate, which will translate to a maximum bonus of ten percent (10%). By way of illustration, if Collections increase from 33.70% at the beginning of the Evaluation LO Period to 38.70% measured at the end of the Evaluation Period, which is an increase of five ( 5) percentage points, each employee would receive a bonus in the amount of five percent (5%) of the unloaded base salary. Note, for the purposes of this U) illustration, a five percentage point increase in collections would total approximately $340,000 in additional billing revenues and would equate to a lump sum bonus of $5,300 for the two employees combined in the first year. E 8. The bonus amounts will be calculated one time annually, at the end of the Evaluation Period. The bonus amounts will not be added to the base salary and will not be used for computing average weekly wage for any other purpose, including but not limited to FRS, unemployment or workers' compensation. The bonus amounts will be paid to the eligible employees within 45 days of the closeout of the evaluation period. 9. The bonus amounts shall be paid by the BOCC and the BOG in proportion to the amounts collected by and for each entity at the end of the Evaluation Period. Each bonus program must be approved by the BOCC and the BOG. If, for any reason, the bonus program is not approved by resolution by both entities, then each entity will be responsible for paying its portion of the Bonus Amount, i.e., the total Bonus Amount, Packet Pg. 910 C.34.c multiplied by the percentage of Collections attributable to ground ambulance (in the case of the Board of Governors)or air ambulance (in the case of the BOCC). 10.This bonus program shall continue from year to year until revised by the BOCC and shall apply to proprietary function bill collections and whatever personnel hold the position of Billing Supervisor and Billing Specialist. In subsequent years, percentage increase in Net Collections shall be used in comparison to the Baseline Collection Rate, and shall be the collection rate for the preceding twelve months, i.e., July 1 to June 30. 11. If an employee who is eligible to receive a financial incentive award transfers out of or otherwise leaves the award eligible position prior to the end of the evaluation period the bonus awarded to such employee shall be prorated in proportion to the period employed within the evaluation period. In order to be eligible for the prorated portion of the bonus the employee must be in good standing with Monroe County as of the date the employee transfers, terminates or is terminated from employment. The final determination as to whether an employee is not eligible to receive the award U) shall be made by the Board of County Commissioners. 0 co PASSED AND ADOPTED by the Board of Governors of Monroe County,this day of June 2017. A a� Representative, Norm Anderson Absent Representative, Bruce Halle Absent p _v -n Representative, Danny Kolhage YesLO Representative, George Neugent Yes 'C:)� R-i� resentative, David Rice Yes C n�y.. 0 0 U) i '" ..r k(S8Af.� BOARD OF GOVERNORS FIRE �AjNDo 1 VIN MADOK,CLERK AMBULANCE DISTRICT 1 OF MOI"kR011 COUNTY, FLORIDA I BY BY Deputy Clerk Chairman MONROE COUNTY ATTORNEY APPR OrFORM: ROSEAT 8.SHIWN©ER.JR. WiM C A 6I a �l Packet Pg. 911