Item D31 D.31
J �� BOARD OF COUNTY COMMISSIONERS
County of Monroe ire �f �r�l � � Mayor Heather Carruthers,District 3
The Florida.Keys Mayor Pro Tem Michelle Coldiron,District 2
Craig Cates,District I
David Rice,District 4
Sylvia J.Murphy,District 5
County Commission Meeting
April 15, 2020
Agenda Item Number: D.31
Agenda Item Summary #6737
BULK ITEM: Yes DEPARTMENT: Employee Services
TIME APPROXIMATE: STAFF CONTACT: Bryan Cook(305) 292-4537
N/A
AGENDA ITEM WORDING: Approval of a Resolution to waive section 7.01 C. of the Personnel
Policies and Procedures Manual regarding loss of annual leave that exceeds the allowable maximum
threshold amount for one year. Approval will result in the 'use-it-or-lose-if action not being applied
to annual leave balances on April 1, 2020. The policy will reinstate as of April 21, 2021.
Employees will need to reduce their balances to the maximum amounts by April 21, 2021, or will
lose the amount over the maximum on that date.
ITEM BACKGROUND: Several employees had vacations scheduled in March 2020 in order to
reduce their vacation balances below the maximum amounts defined in section 7.01 C of the
Personnel Policies and Procedures Manual. Due to the declared state of emergency from the novel
coronavirus, COVID-19, employees were called to work to respond to the emergency and were not
able to use their annual leave time before the deadline. These employees face a loss of this earned
time as of April 1, 2020. This resolution will not impose the deadline and employees will keep their
annual leave and have it available for future use. The policy deadline would reinstate on April 21,
2021 and employees would need to reduce their leave balances to the maximums by that date, or
then face loss of time in excess of the maximum allowable. As of now,payroll has not yet imposed
the reduction of leave balances pending BOCC decision on this resolution.
PREVIOUS RELEVANT BOCC ACTION: A similar situation occurred following Hurricane
Irma in 2017-2018 where employees were not able to take annual leave because they were required
to be engaged in emergency response and recovery work for an extended period of time. At that
time, the BOCC approved a change to the Personnel Policies and Procedures Manual that raised the
maximum allowable annual leave balances. The policy solved the `use-it-or-lose-it' concern at that
time. While the solution was not the same as what is described in today's resolution, the BOCC
voted to approve the measure with similar intent: to protect employee leave balances.
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval
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D.31
DOCUMENTATION:
Resolution - Annual Leave Rollover
FINANCIAL IMPACT:
Effective Date: April 1, 2020
Expiration Date: April 1, 2021
Total Dollar Value of Contract: N/A
Total Cost to County: N/A
Current Year Portion: N/A
Budgeted: N/A
Source of Funds: N/A
CPI: N/A
Indirect Costs: N/A
Estimated Ongoing Costs Not Included in above dollar amounts: N/A
Revenue Producing: N/A If yes, amount:
Grant: N/A
County Match: N/A
Insurance Required: N/A
Additional Details: N/A
REVIEWED BY:
Bryan Cook Completed 03/24/2020 1:58 PM
Pam Pumar Skipped 03/26/2020 9:42 AM
Assistant County Administrator Christine Hurley Completed
03/29/2020 9:45 AM
Cynthia Hall Completed 03/31/2020 1:53 PM
Purchasing Completed 03/31/2020 2:04 PM
Budget and Finance Completed 03/31/2020 2:53 PM
Maria Slavik Completed 03/31/2020 3:09 PM
Kathy Peters Completed 03/31/2020 3:38 PM
Board of County Commissioners Pending 04/15/2020 9:00 AM
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D.31.a
RESOLUTION NO. _ - 2020
A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF MONROE E
COUNTY, FLORIDA, SUSPENDING SECTION 7.01 C. OF THE PERSONNEL POLICIES
AND PROCEDURES MANUAL WITH REGARDING EMPLOYEE FORFEITURE OF
ANNUAL LEAVE IF NOT USED BY APRIL 1ST OF EACH YEAR.
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WHEREAS, County policy states that Annual Leave may be accumulated up to an amount
each year. The amount varies based on an individual's weekly scheduled work hours, and
that any time accumulated in excess of that amount as of April 1st, will be lost; andCL
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WHEREAS, the County has been engaged in prevention and response efforts against the
public health threat of Coronavirus Disease (COVID-19) since on or about the middle of CD
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February 2020; and
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WHEREAS, some employees had vacations scheduled during the month of March 2020 in y
order to reduce their vacation balances below the threshold; and
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WHEREAS, some employees canceled their vacations in order to work in support of
the County's effort to protect against the pandemic and are now facing a loss of
unused Annual Leave due to section 7.01 C. of the Personnel Policies and Procedures y
Manual; and
WHEREAS, the Board of County Commissioners now wishes to not impose the loss of
Annual Leave on employees whose balances exceed the maximum hours accrual
threshold.;
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY
COMMISSIONERS OF MONROE COUNTY, THAT:
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1. Monroe County Personnel Policies and Procedures Manual section 7.01 C. which
states, "Any time earned in excess of this amount as of April 1 st each year will be
lost," shall be suspended for 2020.
2. Any and all annual leave above the individual employee's maximum hours accrual
threshold shall roll-over past April 1, 2020 and be available for use by the employee. ,
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3. Section 7.01 C shall apply in its entirety again as of April 1, 2021, such that annual
leave in excess of the maximum hours accrual threshold as of April 1, 2021 will be y
lost, unless modified or changed by further BOCC action.
4. Individual employees are responsible for monitoring their own leave balances.
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D.31.a
This Resolution shall be effective upon adoption.
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Mayor Heather Carruthers
Mayor Pro Tern Michelle Coldiron
Commissioner Sylvia J. Murphy
Commissioner David Rice
Commissioner Craig Cates
BOARD OF COUNTY COMMISSIONERS
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OF MONROE COUNTY, FLORIDA
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By: CL
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By:
Deputy Clerk
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