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Item C14
BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: June 19, 2013 Division: Employee Services Bulk Item: Yes X No Department: Human Resources Staff Contact Person/Phone #:_ Teresa Aguiar X4458 AGENDA ITEM WORDING: Approval to advertise a Request for Proposals to hire an individual or firm to conduct a Job Classification & Compensation Study. ITEM BACKGROUND: On April 17, 2013, the BOCC directed staff to develop an RFP to solicit interest to conduct the study. Direction was provided by the BOCC that study comparisons should include public as well as the private sector; compare qualifications and experience and not just job titles and job descriptions; and for the consultant to provide a final product within a timely matter. _ K%Jv, vivva icr,L,r, vAIv t LSUU : AC110N: The last time a study was approved by the BOCC was November 12, 1996. A solicitation for bids was advertised and the County contracted with the firm of Coopers & Lybrand on February 19, 1997. CONTRACT/AGREEMENT CHANGES: N/A STAFF RECOMMENDATIONS: Approval advertising TOTAL COST: 800 INDIRECT COST: BUDGETED: Yes No X DIFFERENTIAL OF LOCAL PREFERENCE: COST TO COUNTY: $800 SOURCE OF FUNDS: Ad Valorem REVENUE PRODUCING: Yes _ No X AMOUNT PER MONTH Year _ APPROVED BY: Coun A c- ty tty OMB/Purchasing Risk Management. DOCUMENTATION: DISPOSITION: Revised 7/09 Included Not Required, AGENDA ITEM # MONROE COUNTY REQUEST FOR PROPOSALS FOR COMPENSATION & CLASSIFICATION STUDY SERVICES BOARD OF COUNTY COMMISSIONERS Mayor, George Neugent, District 2 Mayor Pro Tem, Heather Carruthers, District 3 Danny L. Kolhage, District 1 David Rice, District 4 Sylvia J. Murphy, District 5 COUNTY ADMINISTRATOR Roman Gastesi CLERK OF THE CIRCUIT COURT EMPLOYEE SERVICES DIVISION Amy Heavilin Human Resources June -- 2013 1 of 43 TABLE OF CONTENTS SECTION ONE - INSTRUCTIONS TO PROPOSERS SECTION TWO - SAMPLE AGREEMENT SECTION THREE- COUNTY FORMS EXHIBIT A - SCOPE OF SERVICES Attachments: 1. Personnel Policies and Procedures 2. Excerpts of the Personnel Policies and Procedures which pertain to job audits, starting rates of pay, reclassifications, and salary increases 3. Position Information Questionnaire 4. Pay Plan 5. Pay Increase History 6. Group Insurance Rates 7.1 Employee Dental and Vision Rates 7.2 Retiree Dental and Vision Rates 8. Benefits at a Glance 9. County Organizational Chart 2 of 43 SECTION ONE: INSTRUCTIONS TO PROPOSERS 1.Objective of the Request for Proposals The Proposer awarded a contract shall provide Compensation & Classification Study services to the Monroe County Board of County Commissioners. The County is seeking a firm or individual that will conduct a comprehensive market study and evaluate and make recommendations in the County's areas of classification and compensation. Upon contracting with the County, the firm will perform an overall review of the County's compensation and benefits package, conduct job audits, make appropriate comparisons, make recommendations for improvement and assist with implementation. Currently, Monroe County's job descriptions are grouped into 16 classifications, or pay grades. Each classification has a pay range, from minimum to maximum. The County expects that the successful proposer will do the following: Compare positions to other similar positions within other County departments to determine the relative value of each position to every other position in the County. In addition, the firm will be expected to compare positions to other similar positions in other private and public sector organizations throughout the Florida Keys and South Florida. When making comparisons, the firm will ensure that the data is reliable and reputable. Characteristics such as size of the organization, geographic proximity, economic and budget characteristics, and other appropriate demographic data will be taken into consideration when making comparisons. When making comparisons, the Proposer will compare the actual work being performed and not make comparisons based on current job titles or job descriptions. The Proposer will make the appropriate recommendations for job classifications and compensation: • The Proposer will make recommendations for compensation of each proposed classification. The final product will include a pay plan that will be used to promote employees from within and recruit from the outside as positions become vacant. • Recommendation of compensation will be made for the employee's working in each proposed classification and shall be based on the education and experience of the employee which are directly related to the position. The Proposer's recommendations should focus on the job content and the actual work being performed and not the performance of any individual currently performing the job. Potential salary increases tied to performance is being treated as a separate issue and not part of this RFP. The County anticipates that this contract will be awarded on or about October 1, 2013. The project must be completed within one hundred twenty (120) days from the date of approval of the Contract by the Board of County Commissioners. The services provided 3 of 43 by the proposer must include a deliverable in the form of a written summary report of recommendations and deliverables and present the report to the Commissioners at a County Commission meeting to be held at a regular BOCC meeting location (Key West, Marathon or Key Largo). The proposer will meet with the Director of Employee Services, the County Administrator, and anyone else he deems appropriate, to review and approve the proposer's work and the County Commission's presentation of the final summary, recommendations and deliverables. 2. Background Information Monroe County ("County") is a non -chartered county established under the Constitution and the laws of the State of Florida. The Clerk of the Circuit Court serves as the fiscal agent of the Board of County Commissioners. The population of the County is approximately 73,000 as of the 2010 census. The Board of County Commissioners, constituted as the governing body, has all the powers of a body corporate, including the powers to contract; to sue and be sued; to acquire, purchase, hold, lease and convey real estate and personal property; to borrow money and to generally exercise the powers of a public authority organized and existing for the purpose of providing community services to citizens within its territorial boundaries. In order to carry out this function, the County is empowered to levy taxes to pay the cost of operations. Monroe County is the southernmost county in the United States. It is comprised of the Florida Keys and a portion of the Florida Everglades. The Florida Keys are an archipelago of islands stretching from Key West, only 90 miles from Cuba, up to the mainland. In addition to the unincorporated county, there are five municipalities in the Florida Keys: Key West, Marathon, Key Colony Beach, Layton, and Islamorada. Further information about the demographics of the County can be found here: http://www.monroecounty-fl.gov/index.aspx?NID=27. Approximately one-third of the population is situated in the City of Key West, which is the county seat; however, the County offers services throughout the Keys, and has government buildings throughout the Lower Keys (primarily Big Pine Key), Middle Keys (primarily Marathon), and Upper Keys (primarily Plantation Key and Key Largo) in addition to Key West, with employees stationed in all locations. The study will include all persons employed by the Monroe County Board of County Commissioners, including the Land Authority. Persons working for the five constitutionally -elected officers (Clerk of the Court, Sheriff, Property Appraiser, Tax Collector, and Supervisor of Elections) and persons working for the five municipalities are not employed by the Board of County Commissioners and are not the focus of this study, except as a basis for comparison. 3. Present Information The County currently employs approximately 500 full and part time employees. The study will cover approximately 178 non -union and 46 union classifications (job titles) grouped into 16 pay grades. See Exhibit 4. The study will not include the five elected officials. Exhibit 4 also shows the breakdown between exempt and non-exempt 4 of 43 positions for FLSA. Two collective bargaining agreements cover approximately 235 employees: • Teamsters Local Union 769 covers approximately 124 employees and 46 classifications. hftp://www.monroecounty-fl.gov/index.aspx?nid=211 • International Association of Fire Fighters (IAFF) Local 3909 bargaining unit covers approximately 111 employees and 11 classifications and is NOT to be included in the Study. The County's turnover number consists of voluntary and involuntary separations: • 2012: 13% which consisted of 39 resignations, 12 terminations, 19 retirements, and 2 deceased. • 2011: 12.85% which consisted of 31 resignations, 11 terminations, 21 retirements, 2 deceased. • 2010: 9.04% which consisted of 28 resignations, 9 terminations, 9 retirements, and 0 deceased. • 2009: 8.16% which consisted of 20 resignations, 13 terminations, 8 retirements, and 1 deceased. Each of the 16 pay grades has a pay range. See Exhibit 4. 39 employees are at the top of the range and 34 are within 5% of reaching the top of their pay range. The County's entry, midpoint and maximum pay ranges have not been changed since October 1, 2006. See Exhibit 5 which outlines all pay increases and pay range adjustments since 1996. As part of the employee's compensation package, the below benefits are offered to all employees: The County's Health Benefits is a self -insured plan — All employees who work 25 hpw or more may opt to receive medical and pharmaceutical coverage for themselves and covered dependents. Retirees may also opt to receive this benefit: http://www.monroecounty-fl.gov/DocumentCenterNiew/4799 See Exhibit 6 for premium rates. Life Insurance — All employees who work 25 hpw or more will receive this benefit. Retirees may opt to receive this benefit separately if they opt not to receive medical and pharmaceutical coverage. http://www.monroecounty-fl.gov/DocumentCenterNiew/5134 See Exhibit 6 for premium rates. Dental Insurance — Employees and Retirees who maintain coverage for themselves and their dependents pay 100% of the premium with United Concordia. Premiums for dental and vision insurance are paid through payroll deductions. See Exhibits 7.1 and 7.2 for premium rates. Vision Insurance — Employee and Retirees who maintain coverage for themselves and their dependents pay 100% of the premium with VSP. See Exhibits 7.1 and 7.2 for rates. 5 of 43 All other benefits our outlined in the document titled Monroe County Benefits at a Glance. Exhibit 8. 4. Evaluation Criteria A selection committee will be convened to review the proposals and recommend which individual or firm should be selected for the project. The successful proposer will be selected based on the following criteria. Experience and Qualifications 30 points • "Experience" means experience with similar projects, experience in providing services with emphasis placed on services provide to public sector entities, and recommendations from prior clients. Ability to provide all required services 30 points Cost of services 30 points Location of firm (local preference if 10 points applicable: up to 5 additionalpoints) Total points earned are on a scale of 1 —100 points 1 = lowest 100 = highest A Selection Committee will be analyzing proposals and providing recommendations to the County Administrator who will ultimately make a recommendation to the Board of County Commissioners regarding which individual or firm should be hired. The top selected firms may be required to attend a public meeting and provide an oral presentation and/or answer any questions of the Selection Committee. This meeting is tentatively scheduled for August 23, 2013. If it is decided that there is no need for a meeting, it will be advertised as cancelled on or before August 20, 2013. 5. Requests for Additional Information or Clarification Requests for additional information or clarification relating to the specifications of this Request for Proposals shall be submitted in writing directly to: Teresa Aguiar, Employee Services Director 1100 Simonton Street, Suite 2-268 Key West, Florida 33040 Facsimile (305) 292-4564 All requests for additional information must be received no later than 3:00 P. 6 of 43 July 17, 2013. Any requests received after that date and time will not be answered. If an answer is issued, an addendum to the RFP will be issued shortly thereafter and distributed to all interested proposers, responding with the County's best ability to answer all questions. Oral requests will not be answered. All addenda are a part of the contract documents and each Proposer will be bound by such addenda, whether or not received by him/her. It is the responsibility of each Proposer to verify that he/she has received all addenda issued before responses are opened. 6. Content of Submission The proposal submitted in response to this Request for Proposals (RFP) shall be printed on 8-1/2" x 11" white paper and bound; shall be clear and concise, tabulated, and provide the information requested herein. Statements submitted without the required information will not be considered. Responses shall be organized as indicated below. The Proposer should not withhold any information from the written response in anticipation of presenting the information orally or in a demonstration, since oral presentations or demonstrations may not be solicited. Each Proposer must submit adequate documentation to certify the Proposer's compliance with the County's requirements. Proposer should focus specifically on the information requested. 7. Format. The response, at a minimum, shall include the following: A. Cover Page A cover page that states "PROPOSAL FOR MONROE COUNTY COMPENSATION & CLASSIFICATION STUDY SERVICES" must be included. The cover page should contain Proposer's name, address, telephone number, and the name of the Proposer's contact person(s). B. Tabbed Sections Tab 1. Executive Summary The Proposer shall provide a narrative of the firm's qualities and capabilities that demonstrates how the firm will work with the County to fulfill the requirements of this Service. Describe the firm's methods of providing Compensation & Classification Study Services listed in Section 1, number 1 above. Tab 2. Relevant Experience The Proposer shall provide a project history of the firm or organization demonstrating experience with services that are similar in scope and size 7 of 43 to the requested services. Tab 3. Past Performance on Similar Projects The Proposer shall provide a list of past projects indicating the following: Name and full address of the referenced project client Name and telephone number of client contact for referenced project Date of initiation and completion of contract Summary of the project and services In this section, please also include at least two (copied) letters of reference from a former client which describes the services performed and the client's satisfaction with the services provided. Letters of reference are preferred, however, if the client desires to include firm surveys completed by clients, they will be considered. Letter of reference from a government (public entity) client are preferred. Tab 4. Project Approach As part of its proposal, the Proposer shall complete and submit the chart entitled 'Work Plan/Schedule for Project Completion/Quote Sheet," attached at the end of this RFP. In the Quote Sheet, the Proposer shall set forth a schedule for project completion which includes a work plan and scope of work for each phase of the project, clearly identifying the tasks to be completed, the amount of time to complete, and approach to work. The work plan should also include any necessary meetings with employees and administration staff. The Quote Sheet shall include a total, which shall be an all-inclusive fee to be paid to the proposer. All costs to be paid to the Proposer shall be included. No additional costs or fees will be paid, including but not limited to travel costs, per diems, telephone charges, facsimile charges, and postage charges. In addition to the quote submitted for the Scope of Services outlined in this RFP, the Proposer may choose to suggest additional services and submit a quote for those services. Such additional services can be explained in the Quote Sheet. The County may or may not choose to hire the Proposer for the additional services. Tab 5. Staffing for this Project and Qualifications of Key Personnel The Proposer shall describe the composition and structure of the firm (sole proprietorship, corporation, partnership, joint venture) and include names of persons with an interest in the firm. If the Proposer is anything other than an individual or sole proprietorship, the Proposer shall include a list of the proposed staff that will perform the work required and shall identify any sub -contractors that will be used, if 8 of 43 awarded this contract. The Proposer shall also describe the qualifications for each employee on the project team and identify his/her role on the team. Include in this section the location of the main office and the location of the office proposed to work on this project. Tab 6. Other Information Proposer shall provide any additional project experience that will give an indication of the Proposer's overall abilities. If the Proposer will require any other information from the County not included in this Request for Proposal or require from the County any information in a particular computerized format in order to carry out the Scope of Services in Exhibit A, the Proposer shall also include such request in this section, i.e. Tab 6. If the Proposer cannot fully comply with any of the terms contained in the draft contract, shown in Section Two, all deviations to the terms must be spelled out in this section, i.e. Tab 6. Tab 7. Litigation In accordance with Section 2-347(h) of the Monroe County Code, please provide the following information: (1) A list of the person's or entity's shareholders with five (5) percent or more of the stock or, if a general partnership, a list of the general partners; or, if a limited liability company, a list of its members; or, if a solely owned proprietorship, names(s) of owner(s); (2) A list of the officers and directors of the entity; (3) The number of years the person or entity has been operating and, if different, the number of years it has been providing the services, goods, or construction services called for in the bid specifications (include a list of similar projects); (4) The number of years the person or entity has operated under its present name and any prior names; (5) Answers to the following questions regarding claims and suits: a. Has the person, principals, entity, or any entity previously owned, operated or directed by any of its officers, major shareholders or directors, ever failed to complete work or provide the goods for which it has contracted? If yes, provide details; b. Are there any judgments, claims, arbitration proceeding or suits pending or outstanding against the person, principal of the entity, or entity, or any entity previously owned, operated or directed by any of its officers, directors, or general partners? If yes, provide details; c. Has the person, principal of the entity, entity, or any entity previously owned, operated or directed by any of its officers, major shareholders or 9 of 43 directors, within the last five (5) years, been a party to any lawsuit, arbitration, or mediation with regard to a contract for services, goods or construction services similar to those requested in the specifications with private or public entities? If yes, provide details; d. Has the person, principal of the entity, or any entity previously owned, operated or directed by any of its officers, owners, partners, major shareholders or directors, ever initiated litigation against the county or been sued by the county in connection with a contract to provide services, goods or construction services? If yes, provide details; e. Whether, within the last five (5) years, the owner, an officer, general partner, principal, controlling shareholder or major creditor of the person or entity was an officer, director, general partner, principal, controlling shareholder or major creditor of any other entity that failed to perform services or furnish goods similar to those sought in the request for competitive solicitation; f. Customer references (minimum of three), including name, current address and current telephone number; g. Credit References (minimum of three), including name, current address and current telephone number; and h. Financial statements for the prior three years for the responding entity or for any entity that is a subsidiary to the responding entity. Tab 8. County Forms Proposer shall complete and execute the forms specified below and located in Section two in this RFP, as well as copies of all business licenses and receipts for business tax and shall include them in this section, i.e. Tab 8: Forms Submission Response Form Lobbying and Conflict of Interest Ethics Clause Non -Collusion Affidavit Drug Free Workplace Form Public Entity Crime Statement Any proposer claiming a local preference as defined in Monroe County Ordinance 023-2009 must complete the Local Preference Form and attach to the Proposal. 8. COPIES OF RFP DOCUMENTS A. Only complete sets of RFP Documents will be issued and shall be used in preparing responses. The County does not assume any responsibility for errors or misinterpretations resulting from the use of incomplete sets. B. Complete sets of RFP Documents may be obtained in the manner and at the locations stated in the Notice of Request for Proposals. 10 of 43 9. STATEMENT OF PROPOSAL REQUIREMENTS See also Notice of Request for Competitive Solicitation Interested firms or individuals are requested to indicate their interest by submitting a total of eight (8), six (6) signed originals and two (2) complete copies, of the proposal, in a sealed envelope clearly marked on the outside, with the Proposer's name and " PROPOSAL FOR MONROE COUNTY COMPENSATION & CLASSIFICATION STUDY SERVICES," addressed to Monroe County Purchasing Department, 1100 Simonton Street, Room 1-213, Key West, FL 33040, which must be received on or before 3:00 P.M. local time on August 1. 2013. Hand delivered Proposals may request a receipt. No proposals will be accepted after 3:00 P.M. Faxed or e-mailed proposals shall be automatically rejected. It is the sole responsibility of each Proposer to ensure its proposal is received in a timely fashion. 10. DISQUALIFICATION OF PROPOSER A. NON -COLLUSION AFFIDAVIT: Any person submitting a proposal in response to this invitation must execute the enclosed NON -COLLUSION AFFIDAVIT. If it is discovered that collusion exists among the Proposers, the proposals of all participants in such collusion shall be rejected, and no participants in such collusion will be considered in future proposals for the same work. B. PUBLIC ENTITY CRIME: A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal on a contract to provide any goods or services to a public entity, may not submit a proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit Proposals on leases or perform work as a contractor, supplier, subcontractor, or contractor under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, Florida Statutes, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. Category Two: $25,000.00 C. DRUG -FREE WORKPLACE FORM: Any person submitting a bid or proposal in response to this invitation must execute the enclosed DRUG - FREE WORKPLACE FORM and submit it with his/her proposal. Failure to complete this form in every detail and submit it with the bid or proposal may result in immediate disqualification of the bid or proposal. D. LOBBYING AND CONFLICT OF INTEREST ETHICS CLAUSE: Any person submitting a bid or proposal in response to this invitation must execute the enclosed LOBBYING AND CONFLICT OF INTEREST CLAUSE and submit it with his/her bid or proposal. Failure to complete this form in every detail and submit it with the bid or proposal may result 11 of 43 in immediate disqualification of the bid or proposal. 11. EXAMINATION OF RFP DOCUMENTS A. Each Proposer shall carefully examine the RFP and other contract documents, and inform himself/herself thoroughly regarding any and all conditions and requirements that may in any manner affect cost, progress, or performance of the work to be performed under the contract. Ignorance on the part of the Proposer shall in no way relieve him/her of the obligations and responsibilities assumed under the contract. B. Should a Proposer find discrepancies or ambiguities in, or omissions from, the specifications, or should he be in doubt as to their meaning, he shall at once notify the County. 12. GOVERNING LAWS AND REGULATIONS The Proposer is required to be familiar with and shall be responsible for complying with all federal, state, and local laws, ordinances, rules, professional license requirements and regulations that in any manner affect the work. Knowledge of business tax requirements for Monroe County and municipalities within Monroe County are the responsibility of the Proposer. 13. PREPARATION OF RESPONSES Signature of the Proposer: The Proposer must sign the response forms in the space provided for the signature. If the Proposer is an individual, the words "doing business as ", or "Sole Owner" must appear beneath such signature. In the case of a partnership, the signature of at least one of the partners must follow the firm name and the words "Member of the Firm" should be written beneath such signature. If the Proposer is a corporation, the title of the officer signing the Response on behalf of the corporation must be stated along with the Corporation Seal Stamp and evidence of his authority to sign the Response must be submitted. The Proposer shall state in the response the name and address of each person having an interest in the submitting entity. 14. MODIFICATION OF RESPONSES Written modifications will be accepted from Proposers if addressed to the entity and address indicated in the Notice of Request for Competitive Solicitation and received prior to Proposal due date and time. Modifications must be submitted in a sealed envelope clearly marked on the outside, with the Proposers name and "Modification to Proposal - Monroe County Proposal for Compensation & Classification Study Services." If sent by mail or by courier, the above -mentioned envelope shall be enclosed in another envelope addressed to the entity and address stated in the Notice of Request for Proposals. Faxed or e-mailed modifications shall be automatically 12 of 43 rejected. 15. RESPONSIBILITY FOR RESPONSE The Proposer is solely responsible for all costs of preparing and submitting the response, regardless of whether a contract award is made by the County. 16. RECEIPT AND OPENING OF RESPONSES Responses will be received until the designated time and will be publicly opened. Proposers names shall be read aloud at the appointed time and place stated in the Notice of Request for Competitive Solicitation. Monroe County's representative authorized to open the responses will decide when the specified time has arrived and no responses received thereafter will be considered. No responsibility will be attached to anyone for the premature opening of a response not properly addressed and identified. Proposers or their authorized agents are invited to be present. The County reserves the right to reject any and all responses and to waive technical error and irregularities as may be deemed best for the interests of the County. Responses that contain modifications that are incomplete, unbalanced, conditional, obscure, or that contain additions not requested or irregularities of any kind, or that do not comply in every respect with the Instruction to Proposer, may be rejected at the option of the County. 17. AWARD OF CONTRACT A. The County reserves the right to award separate contracts for the services based on geographic area or other criteria, and to waive any informality in any response, or to re -advertise for all or part of the work contemplated. B. The County also reserves the right to reject the response of a Proposer who has previously failed to perform properly or to complete contracts of a similar nature on time. C. The recommendation of staff shall be presented to the Board of County Commissioners of Monroe County, Florida, for final selection and award of contract. 18. CERTIFICATE OF INSURANCE AND INSURANCE REQUIREMENTS The Proposer shall be responsible for all necessary insurance coverage as indicated below. Certificates of Insurance must be provided to Monroe County within fifteen (15) days after award of contract, with Monroe County BOCC listed as additional insured as indicated. If the proper insurance forms are not received within the fifteen (15) day period, the contract may be awarded to the next selected Proposer. Policies shall be written by companies licensed to do business in the State of Florida and having 13 of 43 an agent for service of process in the State of Florida. Companies shall have an A.M. Best rating of VI or better, The required insurance shall be maintained at all times while Proposer is providing service to County. Worker's Compensation Employers' Liability Insurance Statutory Limits Bodily Injury by Accident $500,000 Bodily Injury by Disease, policy limits $500,000 Bodily Injury by Disease, each employee $500,000 General Liability, including Premises Operation Products and Completed Operations Blanket Contractual Liability Personal Injury Liability Expanded Definition of Property Damage $500,000 Combined Single Limit If split limits are provided, the minimum limits acceptable shall be: $250,000 per person $500,000 per occurrence $50,000 property damage Vehicle Liability (Owned, non -owned and hired vehicles) $300,000 Combined Single Limit If split limits are provided, the minimum limits acceptable shall be: Professional Liability $100,000 per person $300,000 per occurrence $50,000 property damage $500,000 per Occurrence $1,000,000 Aggregate Monroe County shall be named as an Additional Insured on the General Liability and Vehicle Liability policies. 19. INDEMNIFICATION The Proposer to whom a contract is awarded shall defend, indemnify and hold harmless the County as outlined below. 14 of 43 The Proposer covenants and agrees to indemnify, hold harmless and defend Monroe County, its commissioners, officers, employees, agents and servants from any and all claims for bodily injury, including death, personal injury, and property damage, including damage to property owned by Monroe County, and any other losses, damages, and expenses of any kind, including attorney's fees, court costs and expenses, which arise out of, in connection with, or by reason of services provided by the Proposer or any of its Subcontractor(s), occasioned by the negligence, errors, or other wrongful act or omission of the Proposer, its Subcontractor(s), their officers, employees, servants or agents. In the event that the service is delayed or suspended as a result of the Propose rNendo r's failure to purchase or maintain the required insurance, the Vendor shall indemnify the County from any and all increased expenses resulting from such delay. The first ten dollars ($10.00) of remuneration paid to the Proposer is consideration for the indemnification provided for above. The extent of liability is in no way limited to, reduced, or lessened by the insurance requirements contained elsewhere within this agreement. 20. EXECUTION OF CONTRACT The Proposer will be required to execute a contract with the County for the services provided for in this RFP. The Proposer with whom a contract is negotiated shall be required to return to the County one (1) executed original of the prescribed Contract together with the required certificates of insurance. If the Proposer cannot fully comply with any of the terms contained in the draft contract, shown in Section Two, all deviations to the terms must be spelled out in Tab 6, Other Information. 15 of 43 SECTION TWO: SAMPLE AGREEMENT MONROE COUNTY CONTRACT FOR Compensation & Classification Study SERVICES THIS AGREEMENT is made and entered into this day of b MONROE COUNTY ("COUNTY"), a political subdivision of the State of Florida, whose address is 1100 Simonton Street, Key West, Florida 33040 and ("CONTRACTOR"), whose address is Section 1. SCOPE OF SERVICES CONTRACTOR shall do, perform and cant' out in a professional and proper manner certain duties as described in the Scope of Services — Exhibit A — which is attached hereto and made a part of this agreement. CONTRACTOR shall provide the scope of services in Exhibit A for COUNTY. CONTRACTOR warrants that it is authorized by law to engage in the performance of the activities herein described, subject to the terms and conditions set forth in these Agreement documents. The CONTRACTOR shall at all times exercise independent, professional judgment and shall assume professional responsibility for the services to be provided. Contractor shall provide services using the following standards, as a minimum requirement: A. The CONTRACTOR shall maintain adequate staffing levels to provide the services required under the Agreement resulting from this RFP process. B. The personnel shall not be employees of or have any contractual relationship with the County. To the extent that Contractor uses subcontractors or independent contractors, this Agreement specifically requires that subcontractors and independent contractors shall not be an employee of or have any contractual relationship with County. C. All personnel engaged in performing services under this Agreement shall be fully qualified, and, if required, to be authorized or permitted under State and local law to perform such services. Section 2. COUNTY'S RESPONSIBILITIES 2.1 The County will provide such data as is required by the Contractor and is mutually agreed upon. 2.2 The County will make payments as outlined in Section 4 of this Agreement. Section 3. TERM OF AGREEMENT 3.1 Except as noted below, this Agreement shall begin on the day of 16 of 43 2013 and will conclude with delivery of the deliverable outlined in Section 1 of this Agreement.. Section 4. PAYMENT TO CONTRACTOR 4.1 Payment will be made according to the Florida Local Government Prompt Payment Act, Section 218.70, Florida Statutes. The Provider shall submit to the County an invoice with supporting documentation in a form acceptable to the Clerk. Acceptability to the Clerk is based on generally accepted accounting principles and such laws, rules and regulations as may govern the Clerk's disbursal of funds. The Director of Employee Services will review the request, note his/her approval on the request and forward it to the Clerk for payment. 4.2 Any extension of this Agreement beyond the term noted in Section 3 is contingent upon annual appropriation by Monroe County. Section 5. CONTRACT TERMINATION Either parry may terminate this Agreement because of the failure of the other party to perform its obligations under the Agreement. COUNTY may terminate this Agreement with or without cause upon thirty (30) days' notice to the CONTRACTOR. COUNTY shall pay CONTRACTOR for work performed through the date of termination. Section 6. CONTRACTOR'S ACCEPTANCE OF CONDITIONS A. CONTRACTOR hereby agrees that he has carefully examined the RFP, his response, and this Agreement and has made a determination that he/she has the personnel, equipment, and other requirements suitable to perform this work and assumes full responsibility therefore. The provisions of the Agreement shall control any inconsistent provisions contained in the specifications. All specifications have been read and carefully considered by CONTRACTOR, who understands the same and agrees to their sufficiency for the work to be done. Under no circumstances, conditions, or situations shall this Agreement be more strongly construed against COUNTY than against CONTRACTOR. B. Any ambiguity or uncertainty in the specifications shall not be construed against the drafter. C. The passing, approval, and/or acceptance by COUNTY of any of the services furnished by CONTRACTOR shall not operate as a waiver by COUNTY of strict compliance with the terms of this Agreement, and specifications covering the services. D. CONTRACTOR agrees that County Administrator or his designated representatives may visit CONTRACTOR'S facility (ies) periodically to conduct random evaluations of services during CONTRACTOR'S normal business hours. E. CONTRACTOR has, and shall maintain throughout the term of this Agreement, appropriate licenses and approvals required to conduct its business, and will at all times conduct its business activities in a reputable manner. Proof of such licenses and approvals shall be submitted to COUNTY upon request. 17 of 43 Section 7. NOTICES Any notice required or permitted under this agreement shall be in writing and hand delivered or mailed, postage prepaid, to the other party by certified mail, returned receipt requested, to the following: To the COUNTY: Employee Services Director 1100 Simonton Street, Suite 2-268 Key West, Florida 33040 To the CONTRACTOR: Section 8. RECORDS CONTRACTOR shall maintain all books, records, and documents directly pertinent to performance under this Agreement in accordance with generally accepted accounting principles consistently applied. Each party to this Agreement or their authorized representatives shall have reasonable and timely access to such records of each other party to this Agreement for public records purposes during the term of the agreement and for five (5) years following the termination of this Agreement. If an auditor employed by the COUNTY or Clerk determines that monies paid to CONTRACTOR pursuant to this Agreement were spent for purposes not authorized by this Agreement, the CONTRACTOR shall repay the monies together with interest calculated pursuant to Section 55.03 of the Florida Statutes, running from the date the monies were paid to CONTRACTOR. Section 9. EMPLOYEES SUBJECT TO COUNTY ORDINANCE NOS. 010 AND 020- 1990 The CONTRACTOR warrants that it has not employed, retained or otherwise had act on its behalf any former County officer or employee subject to the prohibition of Section 2 of Ordinance No. 010-1990 or any County officer or employee in violation of Section 3 of Ordinance No. 020-1990. For breach or violation of this provision the COUNTY may, in its discretion, terminate this agreement without liability and may also, in its discretion, deduct from the agreement or purchase price, or otherwise recover the full amount of any fee, commission, percentage, gift, or consideration paid to the former County officer or employee. 18 of 43 Section 10. CONVICTED VENDOR By signing this agreement, CONTRACTOR represents that the execution of this Agreement will not violate the Public Entities Crime Act (Section 287.133, Florida Statutes). Violation of this section shall result in termination of this Agreement and recovery of all monies paid hereto, and may result in debarment from County's competitive procurement activities. A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crime may not submit a bid on a Agreement with a public entity for the construction or repair of a public building or public work, may not perform work as a CONTRACTOR, supplier, subcontractor, or CONTRACTOR under Agreement with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017 of the Florida Statutes, for the Category Two for a period of 36 months from the date of being placed on the convicted vendor list. Section 11. GOVERNING LAW, VENUE, INTERPRETATION, COSTS AND FEES This Agreement shall be governed by and construed in accordance with the laws of the State of Florida applicable to Agreements made and to be performed entirely in the State. In the event that any cause of action or administrative proceeding is instituted for the enforcement or interpretation of this Agreement, the COUNTY and CONTRACTOR agree that venue shall lie in the appropriate court or before the appropriate administrative body in Monroe County, Florida. Section 12. SEVERABILITY If any term, covenant, condition or provision of this Agreement (or the application thereof to any circumstance or person) shall be declared invalid or unenforceable to any extent by a court of competent jurisdiction, the remaining terms, covenants, conditions and provisions of this Agreement, shall not be affected thereby; and each remaining term, covenant, condition and provision of this Agreement shall be valid and shall be enforceable to the fullest extent permitted by law unless the enforcement of the remaining terms, covenants, conditions and provisions of this Agreement would prevent the accomplishment of the original intent of this Agreement. The COUNTY and CONTRACTOR agree to reform the Agreement to replace any stricken provision with a valid provision that comes as close as possible to the intent of the stricken provision. 19 of 43 Section 13. ATTORNEY'S FEES AND COSTS The COUNTY and CONTRACTOR agree that in the event any cause of action or administrative proceeding is initiated or defended by any party relative to the enforcement or interpretation of this Agreement, the prevailing party shall be entitled to reasonable attorney's fees, and court costs, as an award against the non -prevailing party. Mediation proceedings initiated and conducted pursuant to this Agreement shall be in accordance with the Florida Rules of Civil Procedure and usual and customary procedures required by the Circuit Court of Monroe County. Section 14. BINDING EFFECT The terms, covenants, conditions, and provisions of this Agreement shall bind and inure to the benefit of the COUNTY and CONTRACTOR and their respective legal representatives, successors, and assigns. Section 15. AUTHORITY Each party represents and warrants to the other that the execution, delivery and performance of this Agreement have been duly authorized by all necessary County and corporate action, as required by law. Section 16. ADJUDICATION OF DISPUTES OR DISAGREEMENTS COUNTY and CONTRACTOR agree that all disputes and disagreements shall be attempted to be resolved by meet and confer sessions between representatives of each of the parties. If no resolution can be agreed upon within 30 days after the first meet and confer session, then any party shall have the right to seek such relief or remedy as may be provided by this Agreement or by Florida law. This Agreement shall not be subject to arbitration. Section 17. COOPERATION In the event any administrative or legal proceeding is instituted against either party relating to the formation, execution, performance, or breach of this Agreement, COUNTY and CONTRACTOR agree to participate, to the extent required by the other party, in all proceedings, hearings, processes, meetings, and other activities related to the substance of this Agreement or provision of the services under this Agreement. COUNTY and CONTRACTOR specifically agree that no party to this Agreement shall be required to enter into any arbitration proceedings related to this Agreement. Section 18. NONDISCRIMINATION COUNTY and CONTRACTOR agree that there will be person, and it is expressly understood that upon a competent jurisdiction that discrimination has occurred, 20 of 43 no discrimination against any determination by a court of this Agreement automatically terminates without any further action on the part of any party, effective the date of the court order. COUNTY or CONTRACTOR agree to comply with all Federal and Florida statutes, and all local ordinances, as applicable, relating to nondiscrimination. These include but are not limited to: Title VII of the Civil Rights Act of 1964 (PL 88-352) which prohibits discrimination on the basis of race, color or national origin; Title IX of the Education Amendment of 1972, as amended (20 USC ss. 1681-1683, and 1685-1686), which prohibits discrimination on the basis of sex; Section 504 of the Rehabilitation Act of 1973, as amended (20 USC s. 794), which prohibits discrimination on the basis of handicaps; The Age Discrimination Act of 1975, as amended (42 USC ss. 6101-6107) which prohibits discrimination on the basis of age; The Drug Abuse Office and Treatment Act of 1972 (PL 92-255), as amended, relating to nondiscrimination on the basis of drug abuse; The Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (PL 91-616), as amended, relating to nondiscrimination on the basis of alcohol abuse or alcoholism; The Public Health Service Act of 1912, ss. 523 and 527 (42 USC ss. 690dd-3 and 290ee-3), as amended, relating to confidentiality of alcohol and drug abuse patent records; Title VIII of the Civil Rights Act of 1968 (42 USC s. et seq.), as amended, relating to nondiscrimination in the sale, rental or financing of housing; The Americans with Disabilities Act of 1990 (42 USC s. 1201 Note), as may be amended from time to time, relating to nondiscrimination on the basis of disability; Any other nondiscrimination provisions in any Federal or state statutes which may apply to the parties to, or the subject matter of, this Agreement. Section 19. COVENANT OF NO INTEREST COUNTY and CONTRACTOR covenant that neither presently has any interest, and shall not acquire any interest, which would conflict in any manner or degree with its performance under this Agreement, and that only interest of each is to perform and receive benefits as recited in this Agreement. Section 20. CODE OF ETHICS The parties understand that officers and employees of the COUNTY are required to comply with the standards of conduct for public officers and employees as delineated in Section 112.313, Florida Statutes, regarding, but not limited to, solicitation or acceptance of gifts; doing business with one's agency; unauthorized compensation; misuse of public position, conflicting employment or contractual relationship; and disclosure or use of certain information. Section 21. NO SOLICITATION/PAYMENT The COUNTY and CONTRACTOR warrant that, in respect to itself, it has neither employed nor retained any company or person, other than a bona fide employee working solely for it, to solicit or secure this Agreement and that it has not paid or agreed to pay any person, company, corporation, individual, or firm, other than a bona fide employee working solely for it, any fee, commission, percentage, gift, or other consideration contingent upon or resulting from the award or making of this Agreement. 21 of 43 For the breach or violation of the provision, the CONTRACTOR agrees that the COUNTY shall have the right to terminate this Agreement without liability and, at its discretion, to offset from monies owed, or otherwise recover, the full amount of such fee, commission, percentage, gift, or consideration. Section 22. PUBLIC ACCESS The COUNTY and CONTRACTOR shall allow and permit reasonable access to, and inspection of, all documents, papers, letters or other materials in its possession or under its control subject to the provisions of Chapter 119, Florida Statutes, and made or received by the COUNTY and CONTRACTOR in conjunction with this Agreement; and the COUNTY shall have the right to unilaterally cancel this Agreement upon violation of this provision by CONTRACTOR. Section 23. NON -WAIVER OF IMMUNITY Notwithstanding the provisions of Sec. 768.28, Florida Statutes, the participation of the COUNTY and the CONTRACTOR in this Agreement and the acquisition of any commercial liability insurance coverage, self-insurance coverage, or local government liability insurance pool coverage shall not be deemed a waiver of immunity to the extent of liability coverage, nor shall any Agreement entered into by the COUNTY be required to contain any provision for waiver. Section 24. PRIVILEGES AND IMMUNITIES All of the privileges and immunities from liability, exemptions from laws, ordinances, and rules and pensions and relief, disability, workers' compensation, and other benefits which apply to the activity of officers, agents, or employees of any public agents or employees of the COUNTY, when performing their respective functions under this Agreement within the territorial limits of the COUNTY shall apply to the same degree and extent to the performance of such functions and duties of such officers, agents, volunteers, or employees outside the territorial limits of the COUNTY. Section 25. LEGAL OBLIGATIONS AND RESPONSIBILITIES Non -Delegation of Constitutional or Statutory Duties. This Agreement is not intended to, nor shall it be construed as, relieving any participating entity from any obligation or responsibility imposed upon the entity by law except to the extent of actual and timely performance thereof by any participating entity, in which case the performance may be offered in satisfaction of the obligation or responsibility. Further, this Agreement is not intended to, nor shall it be construed as, authorizing the delegation of the constitutional or statutory duties of the COUNTY, except to the extent permitted by the Florida constitution, state statute, and case law. 22 of 43 Section 26. NON -RELIANCE BY NON-PARTIES No person or entity shall be entitled to rely upon the terms, or any of them, of this Agreement to enforce or attempt to enforce any third -party claim or entitlement to or benefit of any service or program contemplated hereunder, and the COUNTY and the CONTRACTOR agree that neither the COUNTY nor the CONTRACTOR or any agent, officer, or employee of either shall have the authority to inform, counsel, or otherwise indicate that any particular individual or group of individuals, entity or entities, have entitlements or benefits under this Agreement separate and apart, inferior to, or superior to the community in general or for the purposes contemplated in this Agreement. Section 27. ATTESTATIONS CONTRACTOR agrees to execute such documents as the COUNTY may reasonably require, including, but not being limited to, a Public Entity Crime Statement, an Ethics Statement, and a Drug -Free Workplace Statement, Lobbying and Conflict of Interest Clause, and Non -Collusion Agreement. Section 28. NO PERSONAL LIABILITY No covenant or agreement contained herein shall be deemed to be a covenant or agreement of any member, officer, agent or employee of Monroe County in his or her individual capacity, and no member, officer, agent or employee of Monroe County shall be liable personally on this Agreement or be subject to any personal liability or accountability by reason of the execution of this Agreement. Section 29. EXECUTION IN COUNTERPARTS This Agreement may be executed in any number of counterparts, each of which shall be regarded as an original, all of which taken together shall constitute one and the same instrument and any of the parties hereto may execute this Agreement by signing any such counterpart. Section 30. SECTION HEADINGS Section headings have been inserted in this Agreement as a matter of convenience of reference only, and it is agreed that such section headings are not a part of this Agreement and will not be used in the interpretation of any provision of this Agreement. Section 31. INSURANCE POLICIES 31.1 General Insurance Requirements for Other Contractors and Subcontractors. As a pre -requisite of the work governed, the CONTRACTOR shall obtain, at his/her own expense, insurance as specified in any attached schedules, which are made part of this 23 of 43 contract. The CONTRACTOR will ensure that the insurance obtained will extend protection to all Subcontractors engaged by the CONTRACTOR. As an alternative, the CONTRACTOR may require all Subcontractors to obtain insurance consistent with the attached schedules; however CONTRACTOR is solely responsible to ensure that said insurance is obtained and shall submit proof of insurance to COUNTY. Failure to provide proof of insurance shall be grounds for termination of this Agreement. The CONTRACTOR will not be permitted to commence work governed by this contract until satisfactory evidence of the required insurance has been furnished to the COUNTY as specified below. Delays in the commencement of work, resulting from the failure of the CONTRACTOR to provide satisfactory evidence of the required insurance, shall not extend deadlines specified in this contract and any penalties and failure to perform assessments shall be imposed as if the work commenced on the specified date and time, except for the CONTRACTOR's failure to provide satisfactory evidence. The CONTRACTOR shall maintain the required insurance throughout the entire term of this contract and any extensions specified in the attached schedules. Failure to comply with this provision may result in the immediate suspension of all work until the required insurance has been reinstated or replaced and/or termination of this Agreement and for damages to the COUNTY. Delays in the completion of work resulting from the failure of the CONTRACTOR to maintain the required insurance shall not extend deadlines specified in this contract and any penalties and failure to perform assessments shall be imposed as if the work had not been suspended, except for the CONTRACTOR's failure to maintain the required insurance. The CONTRACTOR shall provide, to the COUNTY, as satisfactory evidence of the required insurance, either: • Certificate of Insurance or • A Certified copy of the actual insurance policy. The County, at its sole option, has the right to request a certified copy of any or all insurance policies required by this contract. All insurance policies must specify that they are not subject to cancellation, non -renewal, material change, or reduction in coverage unless a minimum of thirty (30) days prior notification is given to the County by the insurer. The acceptance and/or approval of the Contractor's insurance shall not be construed as relieving the Contractor from any liability or obligation assumed under this contract or imposed by law. The Monroe County Board of County Commissioners, its employees and officials will be included as "Additional Insured" on all policies, except for Workers' Compensation. 31.2Insurance Requirements For Contract Between County And Contractor (Note: amounts of coverage are subject to change in final contract) Prior to the commencement of work governed by this contract, the CONTRACTOR shall obtain 24 of 43 General Liability Insurance. Coverage shall be maintained throughout the life of the contract and include, as a minimum: • Premises Operations • Bodily Injury Liability • Expanded Definition of Property Damage The minimum limits acceptable shall be: $500,000 Combined Single Limit (CSL) If split limits are provided, the minimum limits acceptable shall be: $250,000 per Person $500,000 per Occurrence $ 50,000 Property Damage An Occurrence Form policy is preferred. If coverage is provided on a Claims Made policy, its provisions should include coverage for claims filed on or after the effective date of this contract. In addition, the period for which claims may be reported should extend for a minimum of twelve (12) months following the acceptance of work by the County. The Monroe County Board of County Commissioners shall be named as Additional Insured on all policies issued to satisfy the above requirements. 31.3 Vehicle Liability Insurance requirements Recognizing that the work governed by this contract requires the use of vehicles, the CONTRACTOR, prior to the commencement of work, shall obtain Vehicle Liability Insurance. Coverage shall be maintained throughout the life of the contract and include, as a minimum, liability coverage for: • Owned, Non -Owned, and Hired Vehicles The minimum limits acceptable shall be: $300,000 Combined Single Limit (CSL) If split limits are provided, the minimum limits acceptable shall be: $100,000 per Person $300,000 per Occurrence $ 50,000 Property Damage The Monroe County Board of County Commissioners shall be named as Additional Insured on all policies issued to satisfy the above requirements. 31.4 Workers' Compensation Insurance Requirements Prior to commencement of work governed by this contract, the CONTRACTOR shall 25 of 43 obtain Workers' Compensation Insurance with limits sufficient to respond to the applicable state statutes. In addition, the CONTRACTOR shall obtain Employers' Liability Insurance with limits of not less than: $500,000 Bodily Injury by Accident $500,000 Bodily Injury by Disease, policy limits $500,000 Bodily Injury by Disease, each employee Coverage shall be maintained throughout the entire term of the contract. Coverage shall be provided by a company or companies authorized to transact business in the state of Florida. 31.5 Professional Liability Requirements Recognizing that the work governed by this contract involves the furnishing of advice or services of a professional nature, the Contractor shall purchase and maintain, throughout the life of the contract, Professional Liability Insurance which will respond to damages resulting from any claim arising out of the performance of professional services or any error or omission of the Contractor arising out of work governed by this contract. The minimum limits of liability shall be: $500,000 per occurrence/$1,000,000 Aggregate Section 32. INDEMNIFICATION The CONTRACTOR does hereby consent and agree to indemnify and hold harmless the COUNTY, its Mayor, the Board of County Commissioners, appointed Boards and Commissions, Officers, and the Employees, and any other agents, individually and collectively, from all fines, suits, claims, demands, actions, costs, obligations, attorney's fees, or liability of any kind arising out of the sole negligent actions of the CONTRACTOR or substantial and unnecessary delay caused by the willful nonperformance of the CONTRACTOR and shall be solely responsible and answerable for any and all accidents or injuries to persons or property arising out of its performance of this contract. The amount and type of insurance coverage requirements set forth hereunder shall in no way be construed as limiting the scope of indemnity set forth in this paragraph. Further the CONTRACTOR agrees to defend and pay all legal costs attendant to acts attributable to the sole negligent act of the CONTRACTOR. 26 of 43 At all times and for all purposes hereunder, the CONTRACTOR is an independent contractor and not an employee of the Board of County Commissioners. No statement contained in this agreement shall be construed so as to find the CONTRACTOR or any of his/her employees, contractors, servants or agents to be employees of the Board of County Commissioners for Monroe County. As an independent contractor the CONTRACTOR shall provide independent, professional judgment and comply with all federal, state, and local statutes, ordinances, rules and regulations applicable to the services to be provided. The CONTRACTOR shall be responsible for the completeness and accuracy of its work, plan, supporting data, and other documents prepared or compiled under its obligation for this project, and shall correct at its expense all significant errors or omissions therein which may be disclosed. The cost of the work necessary to correct those errors attributable to the CONTRACTOR and any damage incurred by the COUNTY as a result of additional costs caused by such errors shall be chargeable to the CONTRACTOR. This provision shall not apply to any maps, official records, contracts, or other data that may be provided by the COUNTY or other public or semi- public agencies. The CONTRACTOR agrees that no charges or claims for damages shall be made by it for any delays or hindrances attributable to the COUNTY during the progress of any portion of the services specified in this contract. Such delays or hindrances, if any, shall be compensated for by the COUNTY by an extension of time for a reasonable period for the CONTRACTOR to complete the work schedule. Such an agreement shall be made between the parties. IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed on the day of 2013. (SEAL) Attest: Amy Heavilin, CLERK OF MONROE COUNTY, FLORIDA By Deputy Clerk (CORPORATE SEAL) ATTEST: By BOARD OF COUNTY COMMISSIONERS 27 of 43 by Mayor/Chairman (Name of Contractor) by _ Title: EXHIBIT A SCOPE OF SERVICES (DRAFT) The contracted firm will provide the below services. This draft list is not all inclusive and the Proposer shall include in Tab 4 any and all services which are necessary in order to accomplish the objective as stated in Section 1, number 1 of the Request for Proposals, which is incorporated herein by reference. ➢ Review existing classification/compensation philosophy (i.e. method of determining individual pay for hires, demotions, promotions, methods for progression through the pay ranges, etc.). ➢ Make clear defined recommendations to correct any current deficiencies in the County's existing classification/compensation philosophy so that the County can provide and sustain a fair and equitable pay structure and system as new positions are created or existing positions change. ➢ Review the County's existing compensation and benefits package and make recommendations which takes into consideration the total compensation package (mix of pay and benefits) when comparing outside organizations, both public and private. ➢ Conduct a job audit of necessary positions, interviewing key personnel as necessary to determine the organizational structure and primary functions of each. ➢ Communication is key to successful study completion and implementation. Any interviews conducted by the firm shall also include the appropriate Department and/or Division level Director's input. ➢ Review existing job descriptions and consolidate job descriptions/titles with similar roles and responsibilities to create job families where appropriate (i.e. Administrative Assistant I, II, Equipment Operator I, II). ➢ Create all job descriptions in electronic format and ensure that the revised job descriptions reflect actual work performed and that they are in compliance with EEOC, ADA, and FLSA. ➢ Conduct an internal equity analysis to identify inconsistencies in various factors across positions such as experience and education. ➢ Conduct external labor market comparisons with both public and private sector organizations using reputable published survey information or develop a custom survey(s) if the necessary information is not attainable by already published reputable data. ➢ The firm will ensure that the market data used for the study is reliable and reputable and will provide a report which lists each organization compared and will include characteristics such as size of the organizations, geographic proximity, economic and budget characteristics, and other appropriate demographic data. ➢ Evaluate and place all jobs into their appropriate classification. ➢ Recommend salary ranges for all classifications with recommendations for adjustments to current employee salaries and how to handle employees whose current salaries are outside the recommended ranges. ➢ Train in-house staff on sustaining the recommended classification/compensation system. 28 of 43 ➢ Make formal presentations to senior staff and County Commissioners as needed. ➢ All recommendations made by the firm will also include any detailed costs associated with the implementation of any changes resulting from the study. 29 of 43 SECTION THREE: COUNTY FORMS AND INSURANCE FORMS [This page intentionally left blank, with forms to follow.] 30 of 43 RESPONSE FORM RESPOND TO: MONROE COUNTY BOARD OF COUNTY COMMISSIONERS Purchasing Department GATO BUILDING, ROOM 1.213 1100 SIMONTON STREET KEY WEST, FLORIDA 33040 01 acknowledge receipt of Addenda No.(s) I have included: • Response Form ❑ • Lobbying and Conflict of Interest Clause ❑ • Non -Collusion Affidavit ❑ • Drug Free Workplace Form ❑ • Public Entity Crime Statement ❑ • Monroe County occupational license and relevant City occupational licenses are required to be obtained within ten days of award of the contract ❑ • Local Preference Form (if applicable) ❑ ❑ I have included a current copy of the following professional and occupational licenses: If the applicant is not an individual (sole proprietor), please supply the following information: APPLICANT ORGANIZATION: (Registered business name must appear exactly as it appears on www.sunbiz.or ). Any applicant other than an individual (sole proprietor) must submit a printout of the "Detail by Entity Name" screen from Sunbiz, and a copy of the most recent annual report filed with the Florida Department of State, Division of Corporations. Mailing Address: Fax: Signed: Witness: (Print Name) (Title) STATE OF: COUNTY OF: Subscribed and sworn to (or affirmed) before me on (date) by to me or has produced identification. Telephone: Date (name of affiant). He/She is personally known (type of identification) as My Commission Expires: NOTARY PUBLIC 31 of 43 LOBBYING AND CONFLICT OF INTEREST CLAUSE SWORN STATEMENT UNDER ORDINANCE NO. 010-1990 MONROE COUNTY, FLORIDA ETHICS CLAUSE (Company) "...warrants that he/it has not employed, retained or otherwise had act on his/her behalf any former County officer or employee in violation of Section 2 of Ordinance No. 010- 1990 or any County officer or employee in violation of Section 3 of Ordinance No. 010- 1990. For breach or violation of this provision the County may, in its discretion, terminate this Agreement without liability and may also, in its discretion, deduct from the Agreement or purchase price, or otherwise recover, the full amount of any fee, commission, percentage, gift, or consideration paid to the former County officer or employee." (Signature) Date: STATE OF: COUNTY OF: Subscribed and sworn to (or affirmed) before me on (date) by personally known to me or has produced (type of identification) as identification (name of affiant). He/She is NOTARY PUBLIC My Commission Expires: 32 of 43 NON -COLLUSION AFFIDAVIT 1, of the city of according to law on my oath, and under penalty of perjury, depose and say that 1. lam of of the firm thin hirlrlcr making the Proposal for the project described in the Request for Proposals for and that I executed the said proposal with full authority to do so; 2. The prices in this bid have been arrived at independently without collusion, consultation, communication or agreement for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor; 3. Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to bid opening, directly or indirectly, to any other bidder or to any competitor; and 4. No attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit, or not to submit, a bid for the purpose of restricting competition; 5. The statements contained in this affidavit are true and correct, and made with full knowledge that Monroe County relies upon the truth of the statements contained in this affidavit in awarding contracts for said project. STATE OF: COUNTY OF: (Signature) Date: Subscribed and sworn to (or affirmed) before me on (date) by known to me or has produced as identification. (name of affiant). He/She is personally (type of identification) NOTARY PUBLIC My Commission Expires: 33 of 43 DRUG -FREE WORKPLACE FORM The undersigned vendor in accordance with Florida Statute 287.087 hereby certifies that: (Name of Business) 1. Publishes a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition. 2. Informs employees about the dangers of drug abuse in the workplace, the business' policy of maintaining a drug -free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations. 3. Gives each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection (1). 4. In the statement specified in subsection (1), notifies the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contenderre to, any violation of Chapter 893 (Florida Statutes) or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction. 5. Imposes a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community, or any employee who is so convicted. 6. Makes a good faith effort to continue to maintain a drug -free workplace through implementation of this section. As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements. (Signature) STATE OF: Date: COUNTY OF: Subscribed and sworn to (or affirmed) before me on (date) by (name of affiant). He/She is personally known to me or has produced (type of identification) as identification. NOTARY PUBLIC My Commission Expires: 34 of 43 PUBLIC ENTITY CRIME STATEMENT "A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or CONTRACTOR under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, Florida Statutes, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list." I have read the above and state that neither (Proposer's name) nor any Affiliate has been placed on the convicted vendor list within the last 36 months. (Signature) STATE OF: Date: COUNTY OF: Subscribed and sworn to (or affirmed) before me on (date) by (name of affiant). He/She is personally known to me or has produced (type of identification) as identification. NOTARY PUBLIC My Commission Expires: 35 of 43 MONROE COUNTY, FLORIDA RISK MANAGEMENT POLICY AND PROCEDURES CONTRACT ADMINISTRATION MANUAL Indemnification and Hold Harmless For Other Contractors and Subcontractors The Contractor covenants and agrees to indemnify and hold harmless Monroe County Board of County Commissioners from any and all claims for bodily injury (including death), personal injury, and property damage (including property owned by Monroe County) and any other losses, damages, and expenses (including attorney's fees) which arise out of, in connection with, or by reason of services provided by the Contractor or any of its Subcontractor(s) in any tier, occasioned by negligence, errors, or other wrongful act of omission of the Contractor or its Subcontractors in any tier, their employees, or agents. In the event the completion of the project (to include the work of others) is delayed or suspended as a result of the Contractor's failure to purchase or maintain the required insurance, the Contractor shall indemnify the County from any and all increased expenses resulting from such delay. The first ten dollars ($10.00) of remuneration paid to the Contractor is for the indemnification provided for above. The extent of liability is in no way limited to, reduced, or lessened by the insurance requirements contained elsewhere within this agreement. 36 of 43 WORKERS' COMPENSATION INSURANCE REQUIREMENTS FOR CONTRACT BETWEEN MONROE COUNTY, FLORIDA AND Prior to the commencement of work governed by this contract, the Contractor shall obtain Workers' Compensation Insurance with limits sufficient to respond to the applicable state statutes. In addition, the Contractor shall obtain Employers' Liability Insurance with limits of not less than: $500,000 Bodily Injury by Accident $500,000 Bodily Injury by Disease, policy limits $500,000 Bodily Injury by Disease, each employee Coverage shall be maintained throughout the entire term of the contract. Coverage shall be provided by a company or companies authorized to transact business in the state of Florida. If the Contractor has been approved by the Florida's Department of Labor, as an authorized self -insurer, the County shall recognize and honor the Contractor's status. The Contractor may be required to submit a Letter of Authorization issued by the Department of Labor and a Certificate of Insurance, providing details on the Contractor's Excess Insurance Program. If the Contractor participates in a self-insurance fund, a Certificate of Insurance will be required. In addition, the Contractor may be required to submit updated financial statements from the fund upon request from the County. 37 of 43 GENERAL LIABILITY INSURANCE REQUIREMENTS FOR CONTRACT BETWEEN MONROE COUNTY, FLORIDA AND Prior to the commencement of work governed by this contract, the Contractor shall obtain General Liability Insurance. Coverage shall be maintained throughout the life of the contract and include, as a minimum: • Premises Operations • Products and Completed Operations • Blanket Contractual Liability • Personal Injury Liability • Expanded Definition of Property Damage The minimum limits acceptable shall be: $500,000 Combined Single Limit (CSL) If split limits are provided, the minimum limits acceptable shall be: $250,000 per Person $500,000 per Occurrence $50,000 Property Damage An Occurrence Form policy is preferred. If coverage is provided on a Claims Made Policy, its provisions should include coverage for claims filed on or after the effective date of this contract. In addition, the period for which claims may be reported should extend for a minimum of twelve (12) months following the acceptance of work by the County. The Monroe County Board of County Commissioners shall be named as Additional Insured on all policies issued to satisfy the above requirements. 38 of43 VEHICLE LIABILITY INSURANCE REQUIREMENTS FOR CONTRACT BETWEEN MONROE COUNTY, FLORIDA AND Recognizing that the work governed by this contract requires the use of vehicles, the Contractor, prior to the commencement of work, shall obtain Vehicle Liability Insurance. Coverage shall be maintained throughout the life of the contract and include, as a minimum, liability coverage for: • Owned, Non -Owned, and Hired Vehicles The minimum limits acceptable shall be: $300,000 Combined Single Limit (CSL) If split limits are provided, the minimum limits acceptable shall be: $100,000 per Person $300,000 per Occurrence $50,000 Property Damage The Monroe County Board of County Commissioners shall be named as Additional Insured on all policies issued to satisfy the above requirements. 39 of 43 PROFESSIONAL LIABILITY INSURANCE REQUIREMENTS FOR CONTRACT BETWEEN MONROE COUNTY, FLORIDA AND Recognizing that the work governed by this contract involves the furnishing of advice or services of a professional nature, the Contractor, shall purchase and maintain, throughout the life of the contract, Professional Liability Insurance which will respond to damages resulting from any claim arising out of the performance of professional services or any error or omission of the Contractor arising out of work governed by this contract. The minimum limits of liability shall be: $500,000 per occurrence/$1,000,000 aggregate 40 of 43 MONROE COUNTY, FLORIDA RISK MANAGEMENT POLICY AND PROCEDURES CONTRACT ADMINISTRATION MANUAL WAIVER OF INSURANCE REQUIREMENTS There will be times when it will be necessary, or in the best interest of the County, to deviate from the standard insurance requirements specified within this manual. Recognizing this potential and acting on the advice of the County Attorney, the Board of County Commissioners has granted authorization to Risk Management to waive and modify various insurance provisions. Specifically excluded from this authorization is the right to waive: The County as being named as an Additional Insured — If a letter from the Insurance Company (not the Agent) is presented, stating that they are unable or unwilling to name the County as an Additional Insured, Risk Management has not been granted the authority to waive this provision. and e The Indemnification and Hold Harmless provisions Waiving of insurance provisions could expose the Countv to economic loss For this reason, every attempt should be made to obtain the standard insurance requirements. If a waiver or a modification is desired, a Request for Waiver of Insurance Requirement form should be completed and submitted for consideration with the proposal. After consideration by Risk Management and if approved, the form will be returned, to the County Attorney who will submit the Waiver with the other contract documents for execution by the Clerk of the Courts. Should Risk Management deny this Waiver Request, the other party may file an appeal with the County Administrator or the Board of County Commissioners, who retains the final decision -making authority. 41 of 43 MONROE COUNTY, FLORIDA Request For Waiver of Insurance Requirements It is requested that the insurance requirements, as specified in the County's Schedule of Insurance Requirements, be waived or modified on the following contract: Contractor: Contract for: Address of Contractor: Phone: Scope of Work: Reason for Waiver: Policies Waiver will apply to: Signature of Contractor: Approved Not Approved Risk Management: Date: County Administrator appeal: Approved Not Approved Date: Board of County Commissioners appeal: Approved Not Approved Meeting Date: PROPOSER 42 of 43 SIGNATURE WORK PLAN Schedule for Project Completion Tab 4 Quote Sheet PHASE SCOPE OF TASKS TO APPROACH TIME TO QUOTE SERVICES BE TO WORK COMPLETE (all COMPLETED inclusive costs 1. Review and update job descriptions 2. Place jobs inappropriate classifications 3. Establish pay ranges for each classification 4. Place employee within the appropriate pay range 5. Make recommended improvements/alternatives to County's existing classification/compensation structure TOTAL COST: Optional Services and/or Optional Fees - Explain: Complete Package Quote: 43 of 43 14--r : *Z Monroe County Personnel Policies & Procedures Manual Revised April 17, 2013 1 of 81 PERSONNEL POLICIES & PROCEDURES MANUAL Table of Contents Sections Pages Preamble................................................................................. 3-4 Mission, Vision and Value Statements................................................5 Introduction.............................................................................6-9 1. General Policies...............................................................10-13 2. Employment Policies.........................................................14-26 3. Classification Plan.............................................................27-28 4. Pay Plan........................................................................29-35 5. Hours of Work.................................................................36-38 6. Holidays........................................................................39-40 7. Leave with Pay.................................................................41-45 8. Leave of Absence..............................................................46-58 9. Standards of Employment, Disciplinary Actions & Appeals..............59-65 10. Employee Complaint/Grievance Procedure................................66-67 11. Separations.....................................................................68 12. Soliciting........................................................................69 13. Employee Performance Evaluations.........................................70 14. Employee Insurance Coverage................................................71-74 15. Travel............................................................................75 16. Appearance.....................................................................76 17. Violence in the Workplace.....................................................77-78 18. Children in the Work Environment..........................................79 19. Cash Management Procedures................................................80 20. Fire Alarm Procedures.........................................................81 Effective April 17, 2013 2 of 81 PREAMBLE ADMINISTRATION CODE OF ETHICS An employee in the public service must always demonstrate the highest standards of personal integrity, truthfulness, honesty and fortitude in all public activities in order to inspire public confidence and trust in public institutions. Perceptions of others are critical to the reputation of an individual or a public agency. Nothing is more important to public administrators than the public's opinion about their honesty, truthfulness and personal integrity. It overshadows competence as the premier value sought by citizens in their public officials and employees. Any individual or collective compromise with respect to these character traits can damage the ability of an agency to perform its tasks or accomplish its mission. The reputation of the administrator may be tarnished. Effectiveness may be impaired. A career or careers may be destroyed. The best insurance against loss of public confidence is adherence to the highest standards of integrity, honesty, truthfulness and fortitude. Public administrators are obliged to develop civic virtues because of the public responsibilities they have sought and obtained. Respect for the truth, for fairly dealing with others, for sensitivity to rights and responsibilities of citizens and for the public good must be generated and carefully nurtured and matured. If one is responsible for the performance of others, the reasons for the importance of integrity must be shared with them. They must be held to high ethical standards and taught the moral as well as the financial responsibility for the public funds under their care. If one is responsible only for his or her performance, then he or she must not compromise honesty and integrity for advancement, honors, or personal gain. We must strive to be discreet, respectful of proper authority and our appointed or elected superiors, and sensitive to the expectations and the values of the public we serve. We must practice the Golden Rule: doing to and for others what we would have done to and for us in similar circumstances. One should be modest about his or her talents, letting the work speak for itself and be generous in their praises of the good work of our peers and associates. We must be ever mindful to guard the Public Purse as if it were our own. No matter whether an official or an employee, by our own example, we should give testimony to our regard for the rights of others, acknowledging their legitimate responsibilities and not trespassing upon them. We must concede gracefully, quickly and publicly when we have erred and be fair and sensitive to those who have not fared well in their dealings with our agencies and their applications of the law, regulations, or administrative procedures. The only gains one should seek from public employment are salaries, fringe benefits, respect and recognition for work. One's personal gains may also include the infinite pleasure of doing a good job, helping the public, and achieving career goals. No elected or appointed public servant should borrow or accept gifts from the staff or any corporation which buys services from, or sells to, or is regulated by his or her governmental agency. If one's work brings him or her in frequent contact with firms supplying the government, he or she must be sure to pay his or her own expenses. Public property, funds and power should never be directed toward personal or political gain. We must make it clear by our own actions that we will not tolerate any use of public funds to benefit one's self, family or friends. Effective April 17, 2013 3 of 81 And finally, we must serve the public with respect, concern, courtesy and responsiveness, recognizing that service to the public is beyond service to oneself. END Effective April 17, 2013 4 of 81 aq i ■' i i Poo M001 P ia RF The mission of Monroe County is to provide outstanding public service responsive to the needs of our citizens, our unique community, and our environment. .'r,� Utopia in the Flo Keys Working and learning together to maintain the diverse community bypreserving the natural resources and habitat that makes us a unique and preferred place to live and visit! I- r We Believe in the Highest ofEthical Behm or as we Sail the Seven "C"'s. Competence — knowledge. We encourage a competent workforce through continuing education and training. Knowledge adds value to the services we provide and increases employee and citizen satisfaction. Creative -- new ideas. We are open to new ideas. We believe in taking fresh approaches to overcome challenges while striving to add value to the services we provide to our community. Committed — career as a calling to public service. We believe that service to government is the highest career calling. A professional attitude imposes a pledge of excellent performance with a commitment to the organization. Concern — fiscal. responsibility. We believe fiscal responsibility demonstrates our respect for the citizens whose taxes support our organization. Fiscal responsibility recognizes that most problems cannot be solved by money alone; however, take seriously our task to safeguard the public trust. Al /V'-, Care — positive and supportive work environment. We provide a positive work environment for our employees by recognizing their needs and allowing a balance with their professional and personal lives. We treat everyone with respect. We are compassionate and responsive to the needs of all citizens. Communication — exchange of ideas. We believe that two way communications amongst out -organization, our employees, and out citizens is essential. We encourage feedback and the sharing of ideas. By working together, we can share information and improve our services through open government. Continui — fairness, equality and sustainability. We believe in fairness and equality and place emphasis on truth and honesty in all of our actions. Through the use of strategic planning we ensure the continuity and sustainability of County services and programs, Effective April 17, 2013 5 of 81 INTRODUCTION INTENT It shall be the intent of the Board of County Commissioners and other grants, agencies or elected officials who so request to adopt these policies and procedures that: A. The employees of Monroe County are productive persons who perform useful County functions B. There shall be no employees on the County payroll for whom there is no employment need. C. All officials and employees shall comply with and assist in carrying out the personnel program. D. All appointments to the County Service are to be made in accordance with the rules, regulations and procedures established and adopted by the Board of County Commissioners. E. These Policies and Procedures generally cover the information concerning the policies, regulations and benefits for the employees of Monroe County. These Policies and Procedures and the representations made in them do not constitute any form of employment contract or guarantee. If an employee seeks information which is not covered in these Policies and Procedures, or if an employee wishes clarification of any policy or procedure, he or she should check with his or her Supervisor and/or Department Head. The County, of course, may change its Policies and Procedures with regard to matters covered herein and such changes may not be reflected in these Policies and Procedures at the time the employee reads them. Existing policy as determined from time to time by the County Administrator or the Board of County Commissioners shall supersede any written information previously distributed to employees. F. In accordance with Ordinance #038-1988, the Board of County Commissioners established a Personnel Policies and Procedures Review Board whereby any employee may submit proposed changes to the Monroe County Personnel Policies and Procedures to the Human Resources office at any time. Proposed changes will be discussed by the Review Board and recommendations will be made to the County Administrator who will review said recommendations for his approval. If there are any recommendations that do not meet with the approval of the Administrator, those changes will again be reconsidered by the Review Board. If approved, said changes will be presented to the Board of Commissioners for a final decision. If there is one or more proposed changes on which the Review Board and the Administrator cannot agree, the final decision will be made by the Board of Commissioners. These changes will be adopted by resolution. Forms for proposed changes may be obtained in the Human Resources office. SCOPE For the purpose of expediency, these policies may refer to either the male or female gender, or both with no intent to discriminate. All policies apply to both genders. The personnel policies, regulations and procedures as adopted shall apply to all personnel in the County Service falling under the jurisdiction of the Board of County Commissioners and any other agency grant, board or department which so requests. All County officials and employees, including but not limited to elected officials, contracted employees, and advisory board members, shall comply with the standards of conduct set forth herein. Any action which these procedures authorize to be taken at a particular level of authorization may be initiated or taken by anyone in a position of higher authority, within the chain of command. Effective April 17, 2013 6 of 81 THE COUNTY SERVICE The County Service shall consist of all existing positions and any positions hereinafter created in the County with the following exemptions: A. The Board of County Commissioners and any positions which are exempt under Chapter 69-1321, Section 3, Laws of Florida. B. Other elected officials. C. Members of Boards, Committees and Commissions, unless they are also County employees. D. Persons employed in a professional capacity on a contractual, fee or retainer basis or hired to perform specific services, as defined herein, including but not limited to investigations or inquiries on behalf of the County Commissioners, or a committee thereof, or other elected officials. E. Volunteers. HUMAN RESOURCES It is the responsibility of the County Administrator to render service to the County government in the fields of personnel management and employee relations, and to ensure uniform, fair and efficient personnel administration. In this regard, the County Administrator shall establish and oversee the administration of a Human Resources office, through the Division of Employee Services. In addition to the duties imposed by personnel policies and regulations, it is the responsibility of the County Administrator, through the Human Resources office, to: A. Apply and carry out personnel policies and regulations as adopted by the Board of County Commissioners. B. Foster and develop programs for the improvement of employee effectiveness and morale. C. Conduct evaluations and studies to determine the effectiveness of the personnel program, and periodically submit a report of findings and recommendations to the Board of County Commissioners. D. Ensure that all personnel have been employed in accordance with the provisions of personnel policies and procedures. E. Maintain a classification plan for all employees in the County Service. F. Maintain a pay plan for all employees in the County Service. G. Develop and administer tests and examinations as deemed necessary to determine the fitness and abilities of applicants for jobs in the County Service, and promotional opportunities. H. Prepare, or have prepared, and submit to the Board of County Commissioners, corrected, revised or additional personnel policies and procedures for their approval. I. Perform any other lawful acts considered necessary to carry out the purpose and provisions of the personnel policies and procedures. J. Perform interviewing, background investigations and otherwise pre -qualifying candidates for County employment. Effective April 17, 2013 7 of 81 K. Prepare any County Affirmative Action Plan. L. Recruit qualified applicants to fill departmental vacancies. M. Perform induction of all newly -hired personnel including completion of required personnel and payroll forms, arranging physical examinations and providing employee orientation. N. Provide staff support to the Board of County Commissioners in regard to personnel matters. O. Administer B.O.C.C. adopted drug and alcohol programs. RECORDS OF HUMAN RESOURCES The efficient administration of the County's Human Resources office depends on accurate information about the County and each of its employees. In order to keep personnel records up to date, employees must notify their Supervisor and the Human Resources office immediately of any change of name, address, telephone number, whom to contact in case of emergency, insurance beneficiaries, dependents eligible for family coverage of insurance, information for income tax withholding, driving status and other similar information. The County respects the privacy of its employees' rights and, in this regard, will keep all information in its personnel files confidential -- to the extent permitted under Florida law. All requests from sources outside the County for personnel information concerning applicants for employment, current employees, and former employees shall be directed to the Human Resources Office. The Human Resources office will release information to outsiders in accordance with the standards as set forth in Administrative Instruction 4903. RISK MANAGEMENT - SAFETY/LOSS CONTROL A. RISK MANAGEMENT It is the responsibility of the County Administrator to protect the County from financial loss due to public liability exposures and/or property damage. This may be accomplished by either the utilization of fully insured or self -insured programs or policy contracts, as approved by the Board of County Commissioners. The Risk Management office will maintain all insurance policies, property schedules, etc., and will properly distribute all insurance premiums to the budgetary units. The County Administrator will institute recognized risk management techniques, with the cooperation of all Division and Department Heads, the County Attorney's office, and Constitutional Officers (where applicable), to further identify potential exposures, recommending to the County Commission the best course of action to properly protect the interests of Monroe County. INSURANCE A. EMPLOYEE BENEFITS (Group Insurance and Workers Compens adgn The County Administrator will oversee all employee benefit programs, including, but not limited to Life Insurance and Health Insurance for Board employees, as well as Constitutional Officer employees (if participated in by those entities). All enrollment records, claim files and the proper distribution of expenses Effective April 17, 2013 8 of 81 will be assigned to Employee Benefits, with final approval of program types and levels of benefits remaining with the Board of County Commissioners. B. SELF -FUNDED PROGRAMS Where the Board of County Commissioners has determined that the use of a self -funded program is in its best interest, it will be the County Administrator's responsibility to oversee the Administration of said programs. Any proposed change to the self -funded health insurance program that would constitute a material reduction in benefits or change in cost to current employees and retirees that will be presented to the Board of County Commissioners will be preceded by a two week written notice to the affected employees and retirees. C. MONROE COUNTY ACCIDENT REVIEW BOARD In accordance with the Monroe County Safety Policies and Procedures, and County Administrator Instructions, the Monroe County Safety/Accident Board functions to prevent accidents through review of accident/incidents reported to the Human Resource Office, and recommends safety -related policies and procedures to the County Safety Office. This Board also serves as the Safety Advisory Committee, and functions under the guidelines as set down in the Administrative Instructions for the function and by-laws of the committee D. ADMINISTRATIVE INSTRUCTION SYSTEM The County Administrator will establish a standardized administrative instruction system for initiating, preparing, controlling, monitoring and promulgating all Monroe County Administrative Policies and Procedures by way of rules and guidelines, which clarify those adopted Monroe County Administrative Policies and Procedures. These Administrative Instructions shall only be further detailing, by instructions or rules, of those Policies and Procedures provided in this manual, where, for ministerial purposes, policy clarifications are particularly applicable. Where conflict may occur, the Board of County Commissioners reserves the authority of final determination as to ministerial function. This system will be structured according to Monroe County Administration Instruction 1000, issued February 2, 1989, but may be deleted, changed, revised or altered at any time by the County Administrator. Reference to these Administrative Instructions will be made throughout these policies. All employees will be responsible for being familiar with and complying with these instructions. Division and Department Heads will be responsible for appropriate dissemination of these instructions. All references to Administrative Instruction should be construed to mean most current revision. Suffix numbers change with revisions. Effective April 17, 2013 9 of 81 GENERAL POLICIES SECTION 1 1.01 CAREER SERVICE A. DEFINITION In accordance with Chapter 69-1321 Laws of Florida, as amended, employees designated in this Act, having at least one (1) year of continuous satisfactory service, shall be considered career service employees, except as set forth in these policies and procedures. B. APPLICATION FOR CAREER SERVICE Approximately one month prior to the employee's anniversary date, except as provided for in Section 2.04 herein, the Human Resources office will provide the Department Head with notice to evaluate the employee in accordance with Administrative Instruction 4003. The evaluation form shall be forwarded to the Human Resources office and placed in the employee's personnel file. (See Section 2.04.) If a positive recommendation is made to retain the employee by the appropriate Department/Division Director and approved by the County Administrator, the employee will be eligible for Career Service upon completion of one (1) year of continuous, satisfactory employment. Temporary employees who transfer to or are hired in a regular County position must serve a 12- month probationary period in the County position before being eligible for Career Service. C. CONTRACT EMPLOYEE The County Commission may waive, at its option, the necessity for the probationary service of a contract employee after the commencement of employment by the County into a regular position under the Career Service rules. In no event, however, may the County waive such probationary requirement unless the affected employee has served at least one (1) year in the capacity for which the probation has been waived. 1.02 POLITICAL ACTIVITY A. No employee shall use any promise, reward or threat to encourage or coerce any person to support or contribute to any political issue, candidate or party. B. No employee shall use his official authority as an employee to influence or attempt to influence, coerce or attempt to coerce a political body or to in any way interfere with any nomination or election of any person to any public office. C. Nothing will prohibit any employee from expressing his opinion on any candidate, on issues, or from participating in any political campaign during his off -duty hours. D. Nothing herein contained shall affect the right of the employees to hold membership in, and support, a political party, to vote as they choose, to express opinions on all political subjects and candidates, to maintain political neutrality, and to attend political meetings during off -duty hours. E. Employees shall at all times comply with all provisions of Section 104.31, Florida Statutes, which is generally stated in part in 1.02 (A) & (B) above, as may be amended from time to time. Effective April 17, 2013 10 of 81 1.03 OUTSIDE EMPLOYMENT A. Full-time employees are not restricted from engaging in other employment during their off -duty hours. However, County employment must be considered the primary employment. Employees shall not, directly or indirectly, engage in any outside employment or financial interest which may conflict, in the County's opinion, with the best interests of the County or interfere with the employee's ability to perform the assigned County job. Examples include, but are not limited to, outside employment which: 1) Prevents the employee from being available for work beyond normal working hours, such as emergencies or peak work periods, when such availability is a regular part of the employee's job; 2) Is conducted during the employee's work hours; 3) Utilizes County telephones, computers, supplies, or any other resources, facilities, or equipment, 4) May reasonably be perceived by members of the public as a conflict of interest or otherwise discredits public service. B. Employees shall not be instructed or allowed to perform work for private individuals or other governmental agencies as part of his/her County employment except in those instances where such work is part of contract arrangements entered into by the Board of County Commissioners with such private individuals or government agencies, or in those cases where under prior Board of County Commission policy, the employee is to give service in an emergency situation. 1.04 USE OF COUNTY PROPERTY PROCEDURES OR FACILITIES Equipment, facilities, vehicles, property, or any resource or procedure of the County shall not be used by any employee, or use of same authorized for anyone by an employee for any reason or purpose beyond that deemed de minimis use by the Internal Revenue Service Code for anything other than County business. The use of same for personal gain or use may be cause for termination. See Administrative Instruction 1004 for additional information concerning use of County vehicles. 1.05 CODE OF ETHICS A. All employees must be aware of, and comply with, Section 112:311 (6) Florida Statutes which currently provides in part: "It is declared to be the policy of the state that public officers and employees, state and local, are agents of the people and hold their positions for the benefit of the public. They are bound to uphold the Constitution of the United States and the State Constitution and to perform efficiently and faithfully their duties under the laws of the federal, state, and local governments. Such officers and employees are bound to observe, in their official acts, the highest standards of ethics consistent with this code and the advisory opinions rendered with respect hereto regardless of personal considerations, recognizing that promoting the public interest and maintaining the respect of the people in their government must be of foremost concern." B. Employees may not, either directly or indirectly, use their official position with the County or information obtained in connection with their employment for private gain, for themselves or others. C. Employees shall not accept any gift, favor or service from any member of the public, including but not limited to Christmas and/or birthday gifts in an amount that exceeds an estimated value of $25.00. Employees shall not accept any gift, favor or service with the understanding that it was provided to him/her in order to obtain special treatment. Elected and appointed officials of the County are subject to the State Statute for acceptance of gifts.' ' See Florida Statutes 112.3148 (3) & (4) Effective April 17, 2013 11 of 81 D. No employee shall make any false statement, certification or recommendation of any employment under any provision of these policies, or in any manner, commit or attempt to commit any fraud preventing the impartial execution of the provisions of these policies, with regard to employment, promotion or transfer. E. Conflict of interest rules shall be in accordance with the established laws of the State of Florida. No County employee shall transact any business in his or her official capacity with any business entity of which that employee is an officer, agent or member, or in which he or she holds a material interest. If an employee is uncertain as to whether he or she may be in violation of this policy, clarification may be obtained from the Human Resources office. The County Administrator may at any time, require a statement of disclosure from any employee if he has reason to believe that said employee may be in violation of this policy. The Human Resources office will be responsible for investigating any alleged incident of conflict of interest and when needed, the County's legal counsel will interpret Florida Statute 112.311-112.326. If a violation of this policy is found, appropriate disciplinary action may be initiated. F. Employees shall not conduct personal business while in County uniform while on duty Employees shall not consume alcoholic beverages while on duty, nor on off -duty hours while in uniform. G. Employees shall not consume or be under the influence of alcoholic beverages while on duty or in County uniform, nor shall they use, be under the influence of, consume or possess illegal substances while on duty, in County uniform or on County property at any time. It is the intent of Monroe County to create and maintain a drug -free workplace for Monroe County employees, in accordance with the Drug -Free Workplace Act of 1988. (See Monroe County Administrative Instruction 4703.) H. Any violation of the provisions of this policy shall be subject to review and appropriate disciplinary action. If the employee has any doubt as to the application of the policy as it relates to his or her position, the possible violations should be discussed with the Department Head or his or her designee, who shall either approve or forbid the activity, or refer the question to the Human Resources Office. The County Administrator, Division and Department Heads, their Deputies and other employees holding positions of high public trust and/or authority will be held to higher disciplinary and ethical standards than other employees. 1.06 DISCLOSURE OF INFORMATION/RECORDS Information of a sensitive or confidential nature which is obtained in the course of official duties shall not be released by any employee other than by those charged with this responsibility as part of their official duties. All county offices shall comply with any request for records and/or information and appropriately disclose such in accordance with the standards as set forth in Administrative Instruction 4903. 1.07 RESTRICTION OF EMPLOYMENT OF RELATIVES Restrictions on employment of relatives shall be in accordance with Florida Statute 112.3135 (2) (a) as amended, which currently reads, "A public official may not appoint, employ, promote, or advance, or advocate for appointment, employment, promotion, or advancement, in or to a position in the agency in which he is serving or over which he exercises jurisdiction or control, any individual who is a relative of the public official." The definition of relative will be in accordance with Florida Statute 112.3135(1) (d) and will include Domestic Partner. Nothing set forth herein shall prohibit the employment of more than one (1) Effective April 17, 2013 12 of 81 member of the same family. The Human Resources Office will be responsible to investigate any alleged incident of nepotism. Upon investigation if it is found that a potential conflict or that a relationship exists that could be interpreted as such, action may be taken so that the situation no longer exists. When needed, the County's legal advisor will izr h current information to the Human Resources office on Florida Statute 116.111. Where a State or Local statute regarding nepotism exists which is more restrictive than this policy, the eligible applicant should follow the State and Local statute in lieu of this policy. Definition: Domestic Partner2 - "Domestic Partners" are two adults who have chosen to share one another's lives in a committed family relationship of mutual caring. Two individuals are considered to be Domestic Partners if- (1) they consider themselves to be members of each other's immediate family; (2) they agree to be jointly responsible for each other's basic living expenses: (3) neither of them is married or a member of another Domestic Partnership; (4) they are not blood related in a way that would prevent them from being married to each other under the laws of Florida; (5) each is at least of the legal age and competency required by Florida Law to enter into a marriage or other binding contract; (6) they each sign of Declaration of Domestic Partnership as provided in for Section 14.03 (7) they reside at the same residence. 1.08 VOLUNTEERS Monroe County recognizes the importance of work performed by volunteers. The Department Head will be responsible for obtaining authorization through the Human Resources office before allowing work to be performed by anyone on a volunteer basis. Volunteers will not, under any circumstances, be considered County employees, but will be responsible for following proper procedures and schedules as outlined by the Department Head. (See Section 8.011 regarding voluntary Emergency Response Team for County employees.) 1.09 VETERANS PREFERENCE IN INITIAL EMPLOYMENT If no qualified applicant is selected in-house after a seven (7) calendar day posting period, available positions will then be offered to the general public, unless in-house and general public notice are authorized by the Director of Human Resources concurrently. Eligible veterans and spouses of veterans will receive preference in initial employment with the exception of those positions which are exempt pursuant to Florida's Preference Law {Chapter 295 Florida Statutes (1987)). 2 Resolution 081-1998 Effective April 17, 2013 13 of 81 EMPLOYMENT POLICIES SECTION 2 2.01 APPOINTING AUTHORITY The Board of County Commissioners shall be the appointing authority for the County Administrator and County Attorney. All other positions under the jurisdiction of the Board of County Commissioners shall be employed and supervised by the County Administrator. Employment of Division and Department Heads will require the confirmation of the Board of County Commissioners. The County Administrator will be responsible for: A. Approval of all changes in employee status ensuring that all changes are in accordance with the Personnel Policies and Procedures and the Pay/Classification Plan. B. Ensuring that all positions in all Divisions have been fairly and equally evaluated, rated and classified in accordance with Personnel Policies and Procedures and the Pay/Classification Plan. 2.02 POSITION CONTROL A. All positions in the County Service are established and maintained through a budget each fiscal year, in accordance with procedures provided by the Board of County Commissioners. B. The establishment of new or additional positions can only be authorized by the Board of County Commissioners and the County Administrator, subject to adequate justification of need and availability of funds. Establishment of Emergency Disaster positions on a year to year basis do not require the prior approval of the Board of County Commissioners. The personnel in these positions will be trained and utilized on an as needed basis before, during, or after an emergency or disaster and will be paid for by the Hurricane Account Funds. C. For training and transitional purposes, two individuals may fill a budgeted position simultaneously for up to thirty (30) calendar days contingent on available funding. Both individuals shall accrue full benefits and be classified as a Full-time Regular employee. D. Personnel to fill approved new positions shall be appointed after the position has been evaluated, classified and assigned a pay grade. 2.03 TYPES OF EMPLOYMENT A. Original employment is subject to budgetary restrictions. When a person is initially employed in a position in County Service, he shall be employed in at least one of the following types of original employment status: 1. Full -Time Regular Employee 2. Substitute Employee 3. Temporary Employee 4. Emergency Temporary Employee 5. Part -Time Employee 6. Trainee 7. Contract Effective April 17, 2013 14 of 81 Participation in the Social Security program and the Florida State Retirement System will be in accordance with the rules and regulations governing said programs. Any employee paid on an hourly basis will not be eligible for fringe benefits. B. Definitions of types of original employment: 1. Full -Time Regular Employee a. Full -Time Regular employment will be made to a classification for regularly budgeted County positions, working 25 hours or more per week. b. A Full -Time Regular employee shall be eligible for all County fringe benefits as set forth in these policies. c. An employee serving in a full-time regular position shall be eligible for career service status as described in Section 1.01. 2. Substitute Employee a. Substitute employment may be made to fill positions for which leaves of absences are granted to a regular employee. b. Substitute employment shall be only for a period of time for which the regular employee is granted leave. c. A substitute employee shall not be eligible for County fringe benefits. d. A substitute employee shall be exempt from career service status if employed for less than one continuous year. 3. Temporary Employee a. Temporary employment may be made when the work of a department requires the services of one or more employees on a seasonal or intermittent basis, or in a position not classified as a regular County position. b. An employee shall not be allowed to serve on temporary employment of more than 12 consecutive months or, in the case of intermittent employment, for more than 1,040 hours during any 12-month period, except as set forth below. c. A temporary employee shall not be eligible for County benefits or paid holidays, except as stated in'e' below. d. A temporary employee shall be exempt from career service status. e. All employees who are employed under special grants/projects shall be temporary employees throughout the duration of the grant/project. Such employees shall at no time be considered regular employees of the County, and shall only have the rights of temporary employees as set forth in these policies and procedures, except as might be specifically set forth in the special grant or project requirements. Grant employees, who do not qualify as Effective April 17, 2013 15 of 81 temporary employees, are entitled to the same benefits as a regular employee except for Career Service status, and any benefit not eligible for reimbursement under the grant funding for the position. 4. Emergency Temporary Employee a. Emergency temporary employment may be made when a short-term emergency exists. b. Emergency temporary employment may be made without regard to the person's training or experience. c. No person shall be given one or more emergency employments for more than three (3) calendar months. d. An Emergency Temporary Employee shall not be eligible for County fringe benefits. e. An employee hired on an emergency basis shall be exempt from career service status. 5. Part -Time Employee An employee is to be considered part-time if the employee works less than twenty-five (25) hours per week. The salaried part-time employee who works at least twenty (20) hours per week will accrue vacation and sick leave according to scheduled work hours. Anyone working less than twenty (20) hours per week will not accrue sick or annual leave. 6. Trainee Employee An employee appointed to fill an established position on a regular full-time or part-time basis shall be given trainee status when qualified applicants are not available for the position and the employee does not meet the minimum training and experience requirements for the position. (Refer to Section 4.07.) 7. Contract Employee Anyone whose employment is project specific will be a contract employee. Said employee(s) will not attain Career Service Status. Each proposed contract will be submitted by the County Administrator to the Board of Commissioners for approval. 2.04 PROBATIONARY PERIOD A. The standard probationary period for new employees will be twelve (12) months from the date the employee begins working as a regular employee for the County. If at any time during the probationary period it is determined that the employee does not meet performance standards, the employee may be terminated without recourse. The County Administrator, or a designee, shall either: (1) approve, in writing, retention of the employee, at which time the employee shall be granted career service status: or (2) decide that the probationary period will be extended for no longer than an additional 90 days if the employee has not met performance standards : or (3) in the event the County shall fail to approve the employees' retention the employee shall automatically be separated from employment with the County, said separation being absolutely final, with no rights of appeal to any authority, including the grievance procedure contained herein. Temporary employees, Federal or State Grant employees as well as employees originally hired under the CETA Program will retain their original date of hire if transferred to or hired in a regular County position for Effective April 17, 2013 16 of 81 use in procedures governing fringe benefits and evaluation purposes, when applicable. Said employee must then serve the standard 12-month probationary period, before becoming eligible for career service status. B. During the probationary period, the Department Head or duly -appointed representative must observe the employee's work habits, attitude and attendance to see if continued employment in the job is desirable. C. In the event an employee receives a promotion through the promotional opportunity process, said employee will serve a 90 day probationary period, or the remainder of their original probationary period, whichever is greater. If during this probationary period the employee does not meet performance standards, he or she may be terminated without right of appeal if recommended by the Department Head and the Division Director and approved by the Administrator, but will be able to apply for another County position through the promotional opportunity system for 1 year, after which time he or she must wait until a desired position is open to the public. D. Any employee whose position evolves into accepting additional or different duties and/or responsibilities within the same department may be reclassified to another pay grade and/or title upon recommendation of the Department Head and Division Director and approved by the Administrator but will not serve an additional probationary period. (See Section 3.04 and 3.05.) 2.05 DEFINITION OF SERVICE A. Creditable Service shall be defined as service during which the employee was on the payroll of the County, or on approved leave of absence without pay. B. An employee's continuous service date shall be established as the most recent date of hire and may not precede the date of actual job performance. C. Authorized leaves of absence to the extent provided in Section 8 of these policies shall not be considered a break in service effective at the end of the employee's regular shift on the last day of work. D. If an employee has a break of service of 48 hours or more, he/she cannot be reinstated to his/her former employment status. If he/she is selected for County employment after such a break in service, he/she must begin as a new employee in all respects, except for Retirement Benefits which are governed by Florida Statutes. E. Any unauthorized leave without pay for three consecutive work days or more may be considered a break in service, and may result in termination. 2.06 MEDICAL EXAMINATIONS A. In order to maintain a vigorous and healthy work force the County shall require post offer medical examinations by a physician designated by the County. B. The County Administrator may require that an employee submit to a physical and/or psychiatric examination by a physician or other qualified practitioner at any time during their employment, which may include blood and/or urine testing for drug or alcohol usage. Charges for same will be the responsibility of the County. Grant Programs will provide funding for medical examinations for their employees in their respective budgets. Effective April 17, 2013 17 of 81 C. Should an examination result in disclosure of inability to meet the required minimum standards of the specific occupation, the results of the examination shall be reviewed by the Human Resources office and the employee's Department Head and/or Division Director. Findings and recommendations shall be forwarded to the County Administrator for final disposition. Payment of any expense incurred by the applicant/employee other than the initial examination required by the County will be the responsibility of the applicant/employee. D An employee determined to be physically or mentally unfit to continue working in his/her current classification may be terminated, but may apply through the promotional opportunity system for any available position for which said employee is determined to be qualified as well as physically and mentally fit to perform all required duties of the position. Said employee will have promotional opportunity rights for one year after his/her termination date. E. If a Department Head has reasonable suspicion that an employee is under the influence of, or using alcoholic or illegal substances, that Department Head may require that said employee be examined by a physician who may include blood and/or urine testing. 2.07 BASIS FOR CHANGE OF STATUS Selection of applicants for new hire and in-house promotion shall be based on the applicant's ability to perform the job as outlined in the job description of the position being filled. The job description shall identify the specific knowledge, skills, and abilities necessary for the successful performance of the duties of the position. An evaluation of the applicant's knowledge, skills, and abilities as reflected in education, experience, licensure or certification as outlined on the employment application shall be compared to the required minimum qualifications of the position. All applicants who appear to possess the required minimum qualifications shall be evaluated according to uniform- and consistently applied selection techniques established by Personnel Policies and Procedures. These selection techniques shall be designed to provide maximum validity, reliability, and objectivity and result in selection from among the applicants who are most qualified for the position. In determining change of status as a result of demotion, recall from layoff or transfer, job performance shall be the sole criterion. Job performance being equal, length of continuous service shall be the criterion. 2.08 SELECTION PROCESS All interviews whether for new hire or in-house promotion must follow the interview procedures outlined in Administrative Instruction 4705. 2.09 TRANSFERS A. The County Administrator may, at any time, transfer an employee from one area to another and/or from one position to another when he determines that it is in the best interest of the operation of the County to do so. Transfers will be made by the County Administrator based upon a recommendation by the employee's Department Head and Division Director. B. Employees will be notified in writing of the County Administrator's decision to transfer them. Employees who claim that a transfer is made arbitrarily and capriciously or that it is being recommended for disciplinary reasons may appeal a transfer decision pursuant to Section 10 (Employee Complaint/Grievance Procedure). Effective April 17, 2013 18 of 81 2.10. EMPLOYEE TRAINING The County may require any employee to attend any and all training deemed necessary to perform his or her job duties adequately and safely. Prior to employment with Monroe County, it is the applicant's responsibility to provide proof of completion of said training requirements. Once employed, any certification or training deemed necessary for continued employment is to be paid by the individual with reimbursement made after successful completion. See 2.11, item A. 2.11 EDUCATIONAL ASSISTANCE PROGRAM A. EDUCATIONAL ASSISTANCE POLICY' The County may provide financial assistance to County employees for educational courses which are applicable to the employee's field of work, or of such nature and quality to directly contribute to the employee's value and potential growth in the County service. Employees required to maintain training and certification requirements as a condition of employment are also eligible for this program. In the case of a degree -seeking student; although attainment of said degree may provide job enhancement for the employee, courses taken in the pursuit of the degree must have some relation to County employment. B. ELIGIBILITY An employee will be considered eligible for participation in the Educational Assistance Program if he has been a full-time employee of the County for one year or more, and is so recommended by the Supervisor and Department Head. An exception may be made for those employees referred to in Ordinance No. 008-1987, as approved by the Board of Commissioners. C. APPLICATIONS An Employee must submit the completed Request for Educational Assistance Form to the immediate Supervisor and Department Head for approval prior to the employee enrolling in the course. The Department Head shall review the employee's eligibility to participate in the Educational Assistance Program and shall be responsible for the administration of the program. Upon enrollment in the course, the employee shall submit to the Department Head the enrollment receipt and textbook receipt. Upon completion of the course, the employee shall submit to the Department Head the proof of successful completion. The tuition and textbook receipts, the Audit Slip or Purchase Order and the proof of successful completion will be sent to the Finance Department for processing. A copy of all the documentation will be sent to the Human Resources office and placed in the employee's personnel file. 3 See Florida Statutes 112.063 Effective April 17, 2013 19 of 81 D. TIME OFF FROM WORK Qualified employees may be permitted time off from work with pay to attend educational training classes or seminars which are related to their job duties but which are not available during non- working hours, if approved by the applicable Department Head and/or Division Director. Allowable time off will be restricted to a maximum of 160 hours in any calendar year unless specifically otherwise approved by the County Administrator. Employees are attending this training on a volunteer basis and time allowed for attending such training does not constitute hours worked for the purpose of computing required overtime payments. E. REIMBURSEMENT 1. Upon the successful completion of approved courses, the employee will be eligible for reimbursement of tuition, textbooks, online access fees, distance learning fees, and lab fees. The employee must present a certification of successful course completion and a paid receipt for tuition, textbooks, online access fees, distance learning fees, and lab fees to the Department. Requests for reimbursement must be made within sixty days after completion of the course. 2. Textbook reimbursement allowance is limited to $125 per course. The employee is responsible for paying any difference. 3. Reimbursement for tuition will be made only to employees who are on the active payroll when payment is due. 4. Where tuition is covered under benefits from the Veterans Administration or a philanthropic source, qualified employees may participate only in the "time off from work" feature of the program. Reimbursement under the Educational Assistance Program constitutes income to the employee. The County must withhold taxes from this income and report to government agencies in the same manner. 6. Employees must provide their own transportation to and from training. 7. Refunds shall be limited subject to the availability of funds and the number of participants in the program. This program may be amended or terminated at any time, however, such amendment or termination will not affect any courses of study previously approved. F. CONDITIONS OF REIMBURSEMENT Employees who obtain reimbursement for any educational assistance program shall remain with the County at least one (1) year after completion of courses, otherwise any reimbursement which was made by the County to the employee shall be refunded to the County, if the employee terminates within less than one (1) year from date of completion of educational assistance courses. Further funding to the County shall be accomplished by deducting all reimbursement due from the employee's final paycheck. Effective April 17, 2013 20 of 81 2.12 EMPLOYEE SAFETY It is the responsibility of the County to promote and pursue a safe and healthy environment for all employees. Monroe County has a viable safety program administered and enforced by the Monroe County Safety Officer according to the Safety Policies and Procedures adopted by the Board of County Commissioners. Employees will observe all safety rules and regulations established by the State of Florida and County Government. Division Directors, Department Heads and Supervisors are responsible for the observance of those rules within their jurisdiction. Failure to comply may result in disciplinary action. 2.13 PROMOTIONAL OPPORTUNITIES A. It is the policy of the Board of County Commissioners to consider qualified County employees for promotional opportunities before applicants from the general public are considered. An employee must remain in his or her respective position for a period of at least six (6) months before transferring to another position through the Promotional Opportunity system. If it is thought to be in the best interest of the County to waive this rule, prior approval of the appropriate Division Director(s) and the County Administrator must be obtained. Please review Section 2.04 Probationary Period. Promotional Opportunities will be posted on bulletin boards throughout the County system for seven (7) calendar days. a. Contractual Commissioner Aide positions (Executive Assistants) will not be required to be posted and/or advertised unless at the request of the Commissioner with the vacancy. B. An eligible employee wishing to apply for a promotional position will complete the Promotional Opportunity Application Form within the seven (7) day period (date of posting is day one (1)) and submit it to the Human Resources office. The Human Resources office will review these completed forms and forward all in-house applications to the Department with the vacancy for consideration. C. During the seven (7) days the position is posted, any qualified County applicant is to be given preference in the vacant position. All Promotional Opportunity applications must be reviewed by the department with the vacancy. It is the responsibility of the hiring department to review in-house applications and conduct interviews for qualified County applicants. Any qualified employee filing a Promotional Opportunity within the required seven (7) day period is to be considered a priority. In the event the Promotional Opportunity is not received within the seven (7) day period, the in-house employee shall lose preferential treatment. D. Eligible veterans and spouses of veterans will receive preference in initial employment pursuant to Florida's Veterans' Preference Law {Chapter 295, Florida Statutes}, with the exception of those positions which are exempt under said law. 2.14 EQUAL OPPORTUNITY POLICY A. The County is firmly committed to equal employment opportunity, and does not discriminate in any employment -related decisions on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity or expression, age, disability or other similar factors that are not job -related. The County's policy of equality of opportunity applies to all organizational levels of the County and to all job classifications. It is the responsibility of each elected or appointed public official, Division Director, Department Head and Supervisor to give the County's non-discrimination policy full support through leadership, and by personal example. In addition, it is the duty of each public official and each employee to Effective April 17, 2013 21 of 81 help maintain a work environment which is conducive to, and which reflects, the County's commitment to equal employment opportunity. B. All personnel actions shall be based solely on ability and fitness of the individual. C. The Human Resources office shall see that information about job opportunities is readily available to all employees and citizens of the County, and a continuing program shall be conducted to make the Equal Employment policies known to all citizens of the County. D. In this capacity, the Human Resources office will be responsible for anticipating problems, formulating solutions, presenting complete analysis of alternatives and recommended corrective actions and coordinating the recommended actions with public officials, Division Directors, Department Heads and employees. In the implementation of this policy, the County will aggressively seek personnel for all job levels within the organization through upgrading and recruitment from minority group members and women. This policy is specifically included and will be a continuing and essential component of the Personnel Policies and Procedures. E. Harassment of any kind is prohibited and will not be tolerated. A violation of this policy will subject an employee to disciplinary action, up to and including termination of employment. Any violation which cannot be remedied through the disciplinary process set forth in these policies and procedures may be considered by the Board of County Commissioners for any other avenues legally available, such as, but not limited to, contractual remedies, no trespass orders, injunctive relief, removal of workplace accommodations which have been abused, or through federal or state laws protecting workers in the workplace. Harassment is defined as verbal or physical conduct which: 1. Denigrates or shows hostility or aversion toward an individual because of his or her race, color, religion, gender, national origin, age, veteran status, marital status, familial status, sexual orientation, gender identity or expression, or disability/handicap, or that of his or her relatives, friends or associates. 2. Has the purpose or effect of creating an intimidating, hostile or offensive working environment; 3. Has the purpose or effect of unreasonably interfering with an individual's work performance or; 4. Otherwise adversely affects an individual's employment opportunities. Prohibited harassing conduct includes, but is not limited to, epithets, slurs, jokes, negative stereotyping, or threatening, intimidating or hostile acts that relate to race, color, religion, gender, age, national origin, veteran status, marital status, familial status, sexual orientation, gender identity or expression, or disability/handicap. Prohibited harassing conduct includes written or graphic material that is placed on walls, bulletin boards or elsewhere on the premises or that is circulated in the workplace. The above policy includes, but is not limited to, sexual harassment. Sexual harassment is defined as: 1. Unwelcome sexual advances; 2. Requests for sexual favors; 3. Verbal or physical conduct of a sexual or otherwise offensive nature, particularly where: a. submission to such conduct is made, explicitly or implicitly, a term or condition of employment; b. submission to or rejection of such conduct is used as a basis for decisions affecting an individual's employment; or c. such conduct has the purpose or effect of creating an intimidating, hostile or offensive working environment. 4. Sexually offensive jokes, innuendoes, and other sexually oriented statements or behavior. Effective April 17, 2013 22 of 81 If an individual experiences or observes any form of harassment of an employee by any person (regardless of the offender's identity or position), he/she is required to promptly report the incident to a Division Director, Department Head, the Human Resources Administrator or the County Administrator. Division Directors and Department Heads are responsible for promptly reporting the allegations or concerns to the Human Resources Administrator or the County Administrator. (It is encouraged that the individual put such a complaint in writing). If the complaint is about the County Administrator or any other person whose official or political position leads an employee to believe that the complaint may be ignored or handled improperly, the individual who experiences or sees any prohibited form of harassment which he/she is required to report may report the conduct to a county commissioner, who shall see that it is properly processed by staff in an objective manner. The complaint will be immediately investigated and kept confidential to the extent possible. Individuals who make complaints have an obligation to assist and cooperate with the County's investigation. If the County determines that an employee (including public officials, Division Director, Department Head, or supervisor) or third -party has harassed another individual, appropriate remedial action will be taken against the offender, up to and including termination. If the harassment involves a third party such as a contractor, vendor, supplier, or other visitors to County buildings or the workplace, that person may be barred from the premises. The County prohibits any form of retaliation or coercion (including intimidation, interference or discrimination for lodging a bona fide complaint under this policy or for assisting in the investigation of a claim of harassment. If an individual experiences or observes any form of retaliation by any person, employee or non -employee (regardless of the offender's identity or position) he/she is required to promptly report the incident to a Division Director, Department Head, the Human Resources Administrator or the County Administrator. Division Directors and Department Heads are responsible for promptly reporting the allegations or concerns to the Human Resources Administrator or the County Administrator. It is encouraged that the individual put such a complaint in writing. The complaint will be immediately investigated and kept confidential to the extent possible. Individuals who make complaints have an obligation to assist and cooperate with the County's investigation. If the complaint is about the County Administrator or any other person whose official or political position leads an employee to believe that the complaint may be ignored or handled improperly, the individual who experiences or sees any prohibited form of harassment which he/she is required to report may report the conduct to a county commissioner, who shall see that it is properly processed by staff in an objective manner. The county will protect individuals who make a complaint to the extent legally possible. Any bona fide complaint will in no way be used or held against an employee (or non - employee) nor will it leave an adverse impact on the complaining employee's employment. Individuals shall not assume that the County is aware of a harassment problem and are required to adhere to this policy and make a report so that the problem can be resolved. Any questions concerning this policy should be addressed to Human Resources. F. If one believes that the County has violated the equal opportunity policy, as stated in this section, he/she should submit a written complaint to the EEO Coordinator. The EEO Coordinator shall investigate the complaint and respond to the complaint. 2.15 EMPLOYEE RECOGNITION A - EMPLOYEE OF THE QUARTER/YEAR PROGRAM Monroe County has established an Employee Service Award which is designed to recognize employees who demonstrate superior performance and dedication to their work which is above and beyond the call of duty. Effective April 17, 2013 23 of 81 (See Monroe County Administrative Instruction Series 4000.) The employee selected for the quarter shall be awarded a $300 one time lump sum payment and an appreciation plaque. The employee of the year shall receive a one-time lump sum payment of $3,000 and an appreciation plaque. B - YEARS OF SERVICE PROGRAM Monroe County has established a program to recognize County employees who have been in the County Service for Five, Ten, Fifteen, Twenty, Twenty-five, Thirty, and Thirty-five years. Grant and part-time employees will be eligible for the years -of -service program. At the employee's anniversary date, or as soon thereafter as is feasible, the Human Resources office will send Division Directors a list of employees that are eligible for a years of service award that month along with a template letter for recognizing the employee and notifying the Payroll office. Each Division will be responsible for completing and providing a letter of recognition to the employee along with providing a copy to Human Resources to be placed in the employee's personnel file, noting the years of service and the award that will be given. Payment of the award will be distributed as outlined below and will be included in the employee's paycheck. A letter to the Payroll Department will be completed by the Division informing Payroll what the amount of the award shall be and a copy of the letter provided to Human Resources to be placed in the employee's personnel file. It is the Division's responsibility to discuss the presentation opportunity with the employee and together come to a decision as to whether the employee would like to be recognized at the BOCC meeting. If the employee chooses to be recognized at the BOCC meeting, the Division must coordinate with the Human Resources office regarding the appropriate award as outlined below, and with the County Administrator's office to ensure that said recognition is placed on the meeting agenda. Whenever possible, this presentation will take place at the BOCC meeting in the employee's location. The following will be provided in a lump sum payment to the employee: a - For 5 years of service, a decorative pin and a $100.00 award; b - For 10 years of service, a decorative pin and a $175.00 award and recognition at the BOCC Meeting; c - For 15 years of service, a decorative pin and a $200.00 award and recognition at the BOCC Meeting; d - For 20 years of service, a decorative pin and a $350.00 award and recognition at the BOCC Meeting; e - For 25 years of service, a decorative pin and a $500.00 award and recognition at the BOCC Meeting; f - For 30 years of service, a decorative pin and a $1,000.00 award and recognition at the BOCC Meeting; g — For 35 years of service, an engraved Lucite desk clock and a $1,500.00 award and recognition at the BOCC meeting. C. EMPLOYEE SUGGESTION PROGRAM The employee suggestion program is designed to incentivize ideas by providing monetary awards to employees who provide suggestions. (See Monroe County Administrative Instruction Series 4010). All employees are eligible to submit suggestions with the exception of the County Administrator, Deputy County Administrator, and the County Attorney. The suggestion shall be submitted on the appropriate form and submitted to the Human Resources Administrator for appropriate routing. Once the Department Head has properly reviewed the suggestion, it will be forwarded to a Committee consisting of all four Division Directors and the Deputy Administrator or their designee for review. The Committee shall either vote to implement or not implement the suggestion and forward to the County Administrator for final review. The County Administrator shall then provide direction to the appropriate individuals to proceed with any recommendations and/or implementation of the suggestion if it is decided to proceed with implementation. Effective April 17, 2013 24 of 81 Eligible suggestions must result in one or more of the following: • Identifiable savings in time, material or cost • Significant improvement in a process • Improvement in tools or equipment • Increase in efficiency • Elimination of hazard to personnel • Improvement in working conditions • Improvement in public relations • Improvement in public service without increased cost Ineligible suggestions (list is not all inclusive): • Matters already under study or review by management • Duplicate suggestion already received or very similar to any suggestion previously received by program • Matters requiring legal adjudication requiring legislative or court action other than by County ordinance • Stricter enforcement of already existing rules, regulations or laws • Suggestions that require costly testing or experimentation before acceptance and implementation • Requests for additional equipment of a common nature or for obvious or normal replacements, repairs or maintenance • Solution to a problem which is already within the scope of the duties, assignments and responsibilities of the employee's position • Suggestions that involve work hours and other conditions of employment • Suggestions or changes in procedures, new buildings, equipment, and installations in operation less than 12 months, since such ideas generally cover items that are part of the normal trial -run adjustments which ordinarily are made within that time • Suggestions pertaining to salary schedules, job classifications, benefits and grievances • A statement indicating the need for change or improvement without suggesting how to make the change or improvement • Suggestions which would impose new or additional taxes or fees for revenue purposes • Petition or anonymous suggestion • Ideas which involve State, Federal or Local Grant funds • Matters within the scope of collective bargaining Eligible suggestions will be considered for an award when they are implemented or when an implementation date is established to occur within one year of the date of receipt of the suggestion. Rewards are contingent upon there being available funds budgeted by the Board of County Commissioners. Tangible: Suggestions that generate measurable, identifiable savings will receive a lump sum award of- * 10% of the first year's savings with a maximum of $2,500 • The minimum award shall be $50.00 Suggestions where a savings cannot initially be accurately determined upon implementation: • Partial award of 5% of the estimated savings up to a maximum of $1,000. After the first year's savings can be accurately determined, the employee will receive an additional amount up to 10% of the total of the first year's savings which shall not exceed $1,500. Intangible: Suggestions that significantly improve the quality of work life or have an overall benefit but do not generate measurable, identifiable savings or income, or suggestions that significantly Effie Y ve A '1 1 c ipn 1, 2013 25 of 81 improve customer service. Suggestions may involve improvements in working conditions, changes in procedures, improved morale, public relations, employee health or safety. • A minimum award of $25 with a maximum award of $1,000. The amount of the award shall be recommended by the Committee and approved by the County Administrator. The awardee(s) shall be recognized at a Board of County Commissioner's meeting. Effective April 17, 2013 26 of 81 CLASSIFICATION PLAN SECTION 3 3.01 CLASSIFICATION PLAN A. SCOPE The Classification Plan provides for a systematic and equitable arrangement of job classes and provides for a complete inventory of all County positions. The purpose of the plan is to group various positions into related classes based upon the range of duties, responsibilities and level of work performed. B. COMPOSITION OF THE CLASSIFICATION PLAN The Classification Plan comprises written job descriptions for each class of work included in the County service. Job descriptions are intended to be a general outline of job duties performed by employees in a particular job. They are used as a guide in recruiting and examining candidates for employment, in determining the lines of promotion and developing training programs, as guidelines in determining salary relationships and in providing uniform job terminology to convey the same meaning to all concerned. Job descriptions may be changed from time to time by the County. This change may expand or reduce the job duties of any job classification. Employees will be given as much advance notice of a change in their jobs as is practicable. The job descriptions are maintained by the Human Resources office and should be reviewed and updated annually, or whenever a change occurs in the duties of any position. Each job description will be approved by the Department Head, the Division Director, and the County Administrator. Each employee will receive a copy of his or her respective job description at the time of his or her employment, and any time there is a change in his or her job description. 3.02 POSITION AUDIT PROCEDURE The County Administrator is charged with the responsibility of initiating position audits of any or all County service positions at any time. Other position audits may be initiated by written request to the County Administrator from the Department Head or the Division Director in which the specific position is located, or the incumbent of the position to be audited. All requests must be approved by the Division Director. Position information will be gained through completion of a Position Information Questionnaire (PIQ by the incumbent or by the Supervisor of the position if the position is vacant, and through field studies of the position, which may include a personal visit with the position incumbent by a representative of the Human Resources office. The applicable Department and Division Director should review and make recommendations to the County Administrator through the Human Resources office on all proposed new positions, changes, and position descriptions. 3.03 DETERMINATION OF CLASSES A. The Human Resources office upon certification of funds and findings that the proposed class or classes are needed, shall propose new or revised classes of work as well as the abolition of existing or obsolete classes, to the County Administrator for appropriate action. Effective April 17, 2013 27 of 81 B. Whenever an employee's position is abolished under this section, said employee shall have first consideration for a position in a similar classification that may arise in the County service for a period of one year. However, if that employee refuses an offer for a similar position or, if that employee within the one-year period elects to take any position in the County service, said employee shall be removed from preferential consideration. 3.04 ALLOCATION AND RECLASSIFICATION OF POSITIONS A. The Human Resources office, after having determined the content of the positions and having received the certification of funds and findings that the proposed class or classes are needed, shall propose new or revised classes of work as well as the abolition of existing or obsolete classes, to the County Administrator for appropriate action. Recommendations for changes may be made by the Division Director, who must submit sufficient documentation for the change, including assurance(s) that the respective departmental budget contains sufficient funds. B. An employee may be reclassified to a different title and/or pay grade at any time the County Administrator deems appropriate, after receiving good and sufficient documentation. A temporary reclassification does not constitute a promotion or demotion. A change in title and/or pay grade which results from an evolution into a reduction of duties and/or responsibilities does not constitute a demotion. 3.05 STATUS OF AN INCUMBENT IN A RECLASSIFIED POSITION When the incumbent of a position, through diligent application of work, is officially assigned more difficult and significant additional responsibilities and duties which are at a higher level exceeding the regular duties of his/her current classification or indicate that the current qualifications (key job requirements) are insufficient to accomplish the successful execution of the work program of the operation the Human Resources office shall perform a study of the present duties and responsibilities of the position. If it is determined after recommendation by the Department Head, Division Director and Human Resources that the position should be reclassified, the County Administrator may require that the incumbent undergo a prescribed test of fitness, depending on the conditions of the reclassification and the nature of the position to be reclassified before approval. A revised job description will be submitted by the Department Head for approval by the Division Director and the County Administrator which includes the additional duties of the position. The incumbent's position reclassification is conditioned upon the determination that the incumbent meets the minimum qualifications of the higher classification. An employee reclassified in this manner will not serve an additional probationary period as a result of this reclassification. 3.06 POSITION CONTROL All positions are established and maintained through a budget each fiscal year in accordance with established budget and accounting procedures. The establishment of a new or additional position can only be based on adequate justification of need and the availability of funds. Such additions must be approved by the County Administrator and the Board of County Commissioners. The provisions herein do not relate to the Pay Plan, but to position statuses created by need and necessity only. The Division of Employee Services shall maintain a position control system in the office of Human Resources. Important: All additions, revisions, reclassifications or other personnel actions having a financial impact on the County shall be reviewed by the Human Resources office and the Division of Budget and Finance and approved by the County Administrator. Effective April 17, 2013 28 of 81 PAY PLAN SECTION 4 4.01 PURPOSE The Pay Plan is designed to provide a fair and equitable method for payment of employees in the County service. It also establishes a set of rules and a uniform system of administration. 4.02 ESTABLISHMENT OF THE PAY PLAN The Pay Plan shall be directly related to the Classification Plan and is the basis for payment of employees in the County service. This plan shall be established with consideration being given to the following factors: A. Relative difficulty and responsibilities existing between various classes of work. B. Prevailing wage scales, for similar types of work, found in public and private industry in the local labor market. C. Availability of qualified personnel. D. Economic conditions found in the area. E. Fiscal policies of the Board of County Commissioners. 4.03 AMENDMENTS The County Administrator shall make amendments to the Pay Plan when, in his discretion, economic conditions, labor supplies, or other considerations indicate a need for such action. Division Directors may recommend to the County Administrator possible amendments to the Pay Plan by providing sufficient justification to make an evaluation of the causes and conditions requiring the change within the confines of their respective departmental budget. 4.04 PAY PLAN REVISIONS The Board of County Commissioners must approve the County Administrator's recommended Plan of Compensation and subsequent revisions for approval and adoption. 4.05 ADMINISTRATION The Human Resources office, in conjunction with the Division of Budget and Finance, shall have the responsibility for the day to day administration of the compensation plan. Approval of all hiring rates and other payroll changes shall require approval of the County Administrator in accordance with these personnel policies, except that matters with respect to compensation of staff and support personnel of the office of the County Attorney shall be set by the County Attorney, subject to budgetary approval of the Board of County Commissioners. Effective April 17, 2013 29 of 81 4.06 APPLICATION OF THE PAY PLAN All employees shall be employed and paid in accordance with the rates and policies established by the Pay Plan for the specific job classification under consideration, unless otherwise stipulated in these policies. In no case shall an employee's salary exceed the maximum pay range of the pay grade of a position. Contract positions may be an exception if the position does not have an assigned pay grade. 4.07 STARTING RATES A. The minimum salary established for a position is considered the normal appointment rate for new employees. B. Appointments below or above the minimum salary may be authorized in the following situations: 1. In the event an applicant does not meet the minimum qualifications, but is expected to obtain said qualifications within 6 months, the hiring authority may request appointment as a "trainee". In such cases, the employee should be hired at an appropriate rate below the minimum starting salary. 2. Occasionally, certain jobs may have to be paid more at the time of hire to attract and retain competent employees. The prospective employee's starting salary should not exceed the current salary of any employee with the same position who has comparable or greater qualifications. i. If the applicant's training, experience, education or other qualifications are substantially above those required for the position, the County Administrator may approve employment at a rate above the minimum established for the class. The need to make appointments in excess of the minimum shall require written justification that shows the prospective employee's education, experience, and unique competencies are directly related to the position. ii. The request shall be approved by the Division Director/Department Head and be processed through the Human Resources office and the Division of Budget and Finance for review and determination of compliance with the County policies and procedures and budgetary control. iii. The Human Resources office shall provide a monthly report to the Board of County Commissioners which shall reflect all newly hired employees who are employed above the entry salary. 4.08 SALARY RANGES PROGRESSIONS INCREASES No salary adjustment shall be approved unless there is availability of funds, and must be justified in writing by the Division Director/Department Head and approved by the County Administrator. All requests for salary increases shall be processed through the Human Resources office and the Division of Budget and Finance for review and determination of compliance with the County policies and procedures and budgetary control. In most cases, completion of the Position Information Questionnaire (PIQ should be used to justify the increase. Anything not covered on the PIQ should be further detailed in memo format by the department. An employee may receive a salary increase by means of a promotion, reclassification, pay range adjustment, or equity adjustment. Effective April 17, 2013 30 of 81 A. An employee reclassified, transferred or hired through promotional opportunity of one pay grade level or higher shall receive the greater of the minimum salary of the pay range or a 5% salary increase per higher level pay grade. An increase above 5% per higher level pay grade shall require justification in accordance with Section 4.07 B (2). In no case shall the employee's salary be above the maximum pay range. B. Effective January 1, 2013, when an employee is permanently assigned significant additional duties/responsibilities not warranting a reclassification of his/her position but the new duties/responsibilities have a substantive impact on an employee's daily work life, are outside the normal scope, and require a new skill set, a salary increase may be warranted. The salary increase should be commensurate with the magnitude of the additional duties/responsibilities with consideration given to change in key responsibilities, essential job functions, and number of employees supervised. A salary increase is typically not warranted if duties are `exchanged' and the knowledge, skills and abilities required to perform the new duties/responsibilities are similar to performing the removed tasks. C. There are no provisions in the County Pay Plan for automatic salary advancements, as all increases are to be based on availability of funds, work performance, and other pertinent factors as evaluated by the employee's Supervisor and/or Department Head, and approved by the Division Director and County Administrator. D. The Human Resources office shall provide a monthly report to the Board of County Commissioners which shall reflect all personnel actions resulting in a salary increase for all current employees. This report will exclude any cost of living/merit increases, etc. which are approved by the BOCC on an annual or contractual basis. E. Adjustments to salary may be granted to correct an equity problem. Adjustments must have the appropriate support documentation that proves the inequity among those in similar county positions doing the same level of work and responsibility along with having comparable qualifications including training, experience, and education. F. MERIT INCREASES 1. A merit increase is a salary increase within the same pay grade, awarded for outstanding County Service. 2. Merit increases are not automatic. 3. The amount of merit increase an employee receives, if any shall be determined by the availability of funds, and the system/procedures proposed by the County Administrator and adopted by the Board of County Commissioners each fiscal year. All salary adjustments must be approved by the County Administrator. 4. An employee shall be eligible for consideration for a merit increase during the budget preparation period after completion of their initial probation period. Unless otherwise approved by the Board of County Commissioners each fiscal year, an employee will receive a Merit Increase on their Anniversary Date (see Section 4.09 C). 5. New employees hired below the minimum rate would be eligible for consideration six months from the date they are adjusted into the minimum rate. Effective April 17, 2013 31 of 81 6. Once an employee has reached the maximum salary amount of the pay grade in which his or her position is classified, the merit increase will be awarded as a one time lump sum payment on the employee's anniversary date (unless otherwise approved by the Board of County Commissioners each fiscal year), unless said position is reclassified to a higher pay grade (See Section 3 regarding reclassifications). Nevertheless, the employee will still be evaluated in accordance with the County evaluation system. All employees are expected to maintain a satisfactory or above performance level. Failure to do so will result in appropriate disciplinary action. 7. The foregoing reflects the current procedure, however the County reserves the right to change or eliminate the procedure whenever necessary. NOTE: Time spent on a leave of absence without pay in excess of thirty days shall be deducted from the employee's length of service record when determining the time required for advancement eligibility. G. COST OF LIVING INCREASES The decision whether to or when to grant a cost of living allowance, as well as the decision of the amount of such increase (if any) will be made in the sole and exclusive discretion of the Board of County Commissioners. H. RECRUITMENT AND RETENTION INCREASES Retention Salary Increase This provision is intended to provide consideration of critical and/or unusual administration problems. A retention salary increase may be approved, at the County Administrator's sole discretion, in accordance with the following provisions: If the employee has received a documented bona fide job offer with an employer other than Monroe County BOCC and the retention increase is a counter offer to retain the employee in their current position (job offers from other Monroe County BOCC offices, Property Appraiser, Clerk of the Circuit Court, Supervisor of Elections, Tax Collector, Sheriff or other office that reports to the Board of County Commissioners will not be deemed a bona fide job offer with an employer other than the County under this provision). It is not the intent of this policy to compete with the Monroe County Constitutional Offices. Under the provisions of this policy, these offices shall not be considered as an employer other than Monroe County BOCC.) A. Retention salary increase decisions are not grievable through the County's grievance procedure unless it is alleged that such a decision was made based upon unlawful discrimination. B. To be eligible for retention increase consideration, the affected employee must: 1. currently be employed by the County in a career service status position; 2. have been continuously employed in their current position for at least one calendar year prior to the date the bona fide job offer was made; 3. have received at least a "Meets Expectations" rating on their most recent performance evaluation, must currently be performing at an acceptable level, and shall not have been issued a written warning within the previous twelve (12) months; and 4. Shall not have received a total retention increase of the maximum (25%) within the past twenty- four (24) calendar months from the date the increase request is submitted to Human Resources. C. The County Administrator has sole authority to determine amount offered as a retention increase within the range of 0% to 25% of the affected employee's salary. The County Administrator may approve 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. Effective April 17, 2013 32 of 81 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 Division Director 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 division director. 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 division'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 division/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 and division. The Human Resources office will review the request and make a recommendation to the County Administrator. Certification Incentive Saim Increase 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 grievable through the County's grievance procedure unless it is alleged that such a decision was made based upon unlawful discrimination. 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 d. not exceed two certifications per calendar year (renewal of a certification will not net any additional increase in pay). C. $1,500 will be added to the affected employee's salary. D. 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, the salary increase will be awarded as a one time lump sum payment. Effective April 17, 2013 33 of 81 E. 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. 1. The employee shall complete the form and submit it to the Department Head and Division Director for their approval of the recommendation. 2. The Employee Services Director will review the request and shall approve or deny the request. 3. Human Resources will officially notify the employee of the approval (or denial). 4. 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. A certification salary increase for any employee is treated as a permanent salary increase as long as the employee retains the same position and does not exceed a salary greater than the maximum for his/her pay range. 4.09 DATE OF HIRE PAYROLL CHANGES ANNIVERSARY DATES & EMPLOYMENT STATUS CHANGES A. DATE OF HIRE The date an employee first begins work for the County shall be his/her date of hire, and shall be used in relation to the procedures governing fringe benefits and evaluations when applicable. Any break in employment of 48 hours or more will create the need for a new date of hire if that employee returns to County Service. B. CHANGES IN EMPLOYMENT STATUS A promotion can occur when an employee is moved from a position in one class to another position in a different class which has a higher maximum salary. Any employee may be recommended for demotion by the Department Head with the approval of the Division Director and the County Administrator for cause. A demoted employee may not be paid more than the maximum rate established for the new pay grade. An employee moved into another position in the same job classification or to a different position with the same pay range may not be eligible for a salary increase at the time of transfer. C. ANNIVERSARY DATES An employee's anniversary date is effective one year from a promotion, reclassification, or transfer which also resulted in an increase in salary. Effective April 17, 2013 34 of 81 D. OTHER When a temporary employee attains the status of regular employee in the same position, his anniversary date will be his date of hire for evaluation purposes. Leave accrual and benefits will be implemented in accordance with current rules and regulations governing same. 4.10 TEMPORARY -HIGHER CLASSIFICATION Due to a vacancy of a budgeted position an employee may be assigned full-time to work in a higher classification up to one year, unless otherwise determined by the County Administrator. An employee required work in a higher classification 30 consecutive calendar days or less may be required to do so at no increase in pay. If the employee is required to work beyond this period, he or she should be given a temporary transfer to the higher classification and be paid the greater of the minimum salary of the pay range or a 5% salary increase per higher level pay grade (whichever is greater) retroactively applied to day one he or she served in such higher classification and every consecutive day thereafter. At the conclusion of the assignment, pay shall revert to the authorized rate established for his regular position. Any such temporary increase granted shall not affect the employee's eligibility for normal salary advancement. One or more employees may be temporarily assigned duties/responsibilities of a vacant budgeted position up to 30 consecutive calendar days or less which have a substantive impact on an employee's daily work life, are outside the normal scope, and require a new skill set. If the employee(s) is required to work beyond this period, he employees) will be given a temporary adjustment in pay of 3% retroactively applied to day one he or she served in such capacity and every consecutive day thereafter. At the conclusion of the assignment, pay shall revert to the authorized rate established for his/her regular position. Any such temporary increase granted shall not affect the employee's eligibility for normal salary advancement. 4.11 WAGES DUE DECEASED EMPLOYEE In the case of the death of an employee for whom an estate is not raised, any wages, travel expenses or similar amounts due the employee shall be paid by the County in accordance with the Florida Statute 222.15. An employee who does not have living parents, spouse, or children shall have the right to designate a beneficiary in writing. 4.12 BUDGET LIMITATIONS The County Administrator must administer these Policies and Procedures within the amounts which are contained in the budget as established by the Board of County Commissioners. Accordingly, all employees are hereby placed on notice that the payment of salaries and the granting of salary increases is always subject to the availability of funds. 4.13 COMPENSATION FOR EXECUTIVE ASSISTANT TO THE MAYOR When an employee becomes the mayor's aide, said employee will be awarded a 4% salary increase for the length of time he/she holds the position of Executive Assistant to the mayor. Said employee will acknowledge by signature on form entitled "Monroe County Employment Agreement Executive Assistant to the Mayor" that he/she understands and agrees that this additional compensation will be withdrawn if and when the commissioner is no longer Mayor. Effective April 17, 2013 35 of 81 HOURS OF WORK SECTION 5 5.01 WORK DAYS AND WORK WEEK A. No County Department may operate on less than a 37 1 /2 hour normal work week, nor more than a 40 hour normal work week (exclusive of lunch breaks), unless authorized in advance in writing by the County Administrator. B. The work week shall start at 12:01 a.m. Sunday and end at 12:00 midnight Saturday, unless otherwise approved by the County Administrator. C. Effective May 1, 1991, all newly hired regular full-time employees will be required to work 40 hours per week unless the authorized job posting states otherwise, or unless otherwise determined by the County Administrator. When an employee changes his or her position through the Promotional Opportunity system he/she will be required to work forty (40) hours per week, unless otherwise posted. D. All full-time employees are required to be present on their assigned jobs for the total hours in their work week, unless absence from duty is authorized by the appropriate authority in accordance with these personnel policies. E. Part-time employees are required to be present on their assigned jobs for the total number of hours for which compensations are being received, unless absence from duty is authorized by the appropriate authority in accordance with these personnel policies. F. All absences shall be properly recorded and charged. G. Nothing herein shall constitute a guaranteed minimum number of working hours per week. H. Alternative work schedules (e.g. four 10 hour days) are implemented at the discretion of the Division Director for operations and sections that can utilize manpower and equipment in a more productive manner with the longer day. I. Flextime Program — In departments where operations permit a flexible schedule, department heads may authorize a flexible schedule under the following provisions: 1. While maintaining sufficient staffing during normal office hours (defined as Monday — Friday, 8 am through 5 pm, staff may choose the following: (1) Continue working normal working hours; (2) work 4 ten hour days (no earlier than 7 a.m. — no later than 7 p.m.); (3) work 4 nine hour days and one four hour day; (4) work 5 eight hour days and use only '/a hour for lunch and arrive a half-hour later or leave a half-hour earlier; or (5) such other arrangement as are mutually agreeable with employee, supervisor, and Division Director. 2. During weeks with holidays as detailed in Section 6 of Personnel Policies and Procedures (or as otherwise granted by the BOCC), the employee will be granted time for the holiday (if not worked) for what the employee would have normally worked for that day. 3. In situations where there are multiple requests for the same schedule that leaves the department understaffed, the schedules will be rotated on the basis of seniority with the most senior county employee getting their first choice for one month and the next most senior county employee getting their schedule of choice during month two and so forth. Effective April 17, 2013 36 of 81 4. Immediate supervisor, Department Head or Division Director has the right to cancel an employee's participation in the Flex Time Program due to hardship issues or abuse of the policy. 5.02 OVERTIME WORK FOR NON-EXEMPT NON -EMERGENCY RESPONSE EMPLOYEES Overtime is generally an unbudgeted expense, and should be approved prior to time worked. A. STATEMENT OF POLICY 1. Overtime, whether compensated with cash or time off, must be approved by the Department Head or other appropriate authority as stated in Administrative Instruction 4716 Series. The employment and work program of each Department should be arranged so as to eliminate the necessity of overtime work except in emergency situations. 2. Overtime is defined as work assigned and actually worked by any employee beyond the normal scheduled work week. 3. Employees who work more than their normally scheduled hours will be paid at their straight -time rate of pay for all hours worked up to and including forty (40) hours in a work week. Hours worked in excess of forty (40) hours in a work week will be compensated as provided below. 4. Employees who work in excess of forty (40) hours in any work week will be paid overtime at one and one-half times their regular rate of pay for all hours worked over forty (40), or will be granted time off (compensatory time) in lieu of overtime if the employee consents in writing. 5. Compensatory time, if offered by the County, will be governed by the following conditions: a. Must be authorized by the appropriate Department Head or other appropriate authority as defined in A. 1. above and the employee must consent in writing to compensatory time in lieu of time and a half monetary compensation; b. One and one-half hours of compensatory time will be granted for each hour of overtime worked; c. Compensatory time may be "banked"; however, the maximum balance is 240 hours. When an employee has accrued the maximum of 240 hours compensatory time, any additional overtime hours worked (i.e., over forty (40)) will automatically be paid at the time and one- half rate; d. An employee's reasonable request to utilize accrued compensatory time will be considered; however, the County reserves the right to exercise control of the use of time off based on work load and scheduling but only if such work load and scheduling constitutes an undue burden on the County. Paying overtime to another employee to accommodate an employee's compensatory time request is not an undue burden. e. Upon termination of employment, an employee will be paid for all unused authorized compensatory time at a rate of compensation not less than: (I) the average regular rate received by the employee during the last three years, or (ii) the final regular rate received by the employee, whichever is higher. Effective April 17, 2013 37 of 81 5.03 OVERTIME WORK FOR EMERGENCY RESPONSE EMPLOYEES Overtime for Firefighters is outlined in the negotiated IAFF Union Contract. 5.04 OVERTIME WORK FOR EXEMPT EMPLOYEES It is the general policy of Monroe County not to compensate for overtime those employees classified as 'exempt', from the Fair Labor Standards Act. However the County Administrator in his sole discretion may approve compensation for overtime, either in compensatory time or pay, for an exempt employee who has been required to work unusually large amounts of overtime, such as during a disaster, etc. 5.05 MEAL AND REST PERIODS Employees classified as regular full time will receive a total of one hour for meal/rest period per work shift, the time and sequence of which will be determined by the Supervisor and approved by the Department Head. If it is necessary for the non-exempt employee to work without a meal/rest period he/she will be otherwise compensated for that time. All other employees will receive meal or rest periods in an amount and time deemed appropriate by their Supervisor. Meal and rest periods shall be scheduled by the Department Head consistent with the effective operation of the department and may be rescheduled whenever necessary. Effective April 17, 2013 38 of 81 HOLIDAYS SECTION 6 6.01 OFFICIAL HOLIDAYS With the exception of "A" below, the following are holidays which shall be observed by all County offices in which functions can be discontinued without adversely affecting required services to the public: New Year's Day Presidents Day Martin Luther King's 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 Commissioners, in its sole discretion, may grant other special holidays during the course of a year to some, or all, County employees. A. Guardian Ad Litem — Official Holidays 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 Attorney — 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 — Official Holidays The positions of Hearing Reporter, Sr. Systems Analyst, and Indigence Examiner 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 Effective April 17, 2013 39 of 81 6.02 ELIGIBILITY All salaried employees on the active payroll on the date of the holiday shall be eligible for holiday pay at their regular rate of pay. Hourly employees shall not be eligible for holiday pay. Employees must be working or on approved leave with pay the entire day before and the day after a holiday to be compensated for said holiday. 6.03 WORK DURING HOLIDAYS Each employee shall observe all holidays designated in this Section, provided that the work load of the department is, in the discretion of the County Administrator, such that the employee's work load cannot be discontinued without causing a hardship to the County. In the event that the work load in any department does not permit the observance of any designated holiday, all employees required to work on said designated holiday, or if holiday falls on employees designated day off, may be granted another day's leave in lieu of the holiday or paid for the work performed on the holiday, as determined by the Department Head and/or Division Director. 6.04 HOLIDAYS FALLING ON WEEKENDS OR WHEN COUNTY FACILITIES ARE NORMALLY CLOSED Unless otherwise specified by the Board of County Commissioners - when a holiday falls on a Saturday, the preceding Friday shall be observed as a holiday - when a holiday falls on a Sunday, the following Monday shall be observed as a holiday. For County facilities normally open on Saturdays and Sundays, when a holiday falls on a Saturday or Sunday, those facilities will observe the holiday on the actual holiday in lieu of the normally scheduled County Holiday. For County facilities normally closed on Sundays and Mondays, when a holiday falls on a Sunday or Monday, those facilities will observe the holiday on the following Tuesday. 6.05 HOLIDAY DURING PAID LEAVE Employees on annual or sick leave during periods when designated holidays occur, shall not have the day of the holiday charged against their accrued leave. 6.06 OBSERVANCE OF RELIGIOUS HOLIDAYS Employees who choose to observe other "holidays" for religious or other reasons must do so by utilizing annual leave pursuant to Section 7. Effective April 17, 2013 40 of 81 LEAVE WITH PAY SECTION 7 7.01 ANNUAL LEAVE A. ELIGIBILITY All salaried employees with regular status working 20 hours or more per week shall earn and accrue annual leave with pay. Hourly employees will not accrue annual leave. B. ACCRUAL Annual leave for regular, employees shall be earned in accordance with the following table: Years of Hours of Leave Earned Continuous During Each Calendar Service Month 40 HPW 1 through 3 years 4 hours per bi-weekly pay period (13 working days per year) 4 through 10 years 5 hours per bi-weekly pay period (16 1 /4 working days per year) 11 through 15 years 6 hours per bi-weekly pay period (19 1 /2 working days per year) 16 through termination of employment 7 hours per bi-weekly pay period (22 3/4 working days per year) Hours of Leave Earned During Each Calendar Month 37 '/Z HPW 3.75 hours per bi-weekly pay period (13 working days per year) 4.75 hours per bi-weekly pay period (16.5 working days per year) 5.75 hours per bi-weekly pay period (19.9 working days per year) 6.75 hours per biweekly pay period (23.4 working days per year) Monroe County currently has a bi-weekly pay period system commencing at 12:00 a.m. Sunday, ending two Saturdays later at 11:59 p.m. There are 26 pay periods per year. Annual leave for employees working less than 40 hours per week, but more than 20 hours per week will be prorated according to the hours worked. When there has been a break in employment of 48 hours or more, the employee, upon reinstatement or re-employment, will begin earning annual leave as a new employee. Effective April 17, 2013 41 of 81 Employees who are on leave without pay status for more than 8 hours during a pay period will not accrue annual leave for that pay period. 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 40 working days with a maximum of 320 hours. Any time earned in excess of this amount as of April V of each year will be rolled over to the employee's Sick Leave balance. Individual employees are responsible for monitoring their own leave balance. It is an employee's personal responsibility to request and 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 such denial, the employee may request the leave at another time. The Department Head is responsible for verifying that the employee does have sufficient accrued leave to cover the period of absence, and should return the leave request to the employee indicating approval or denial, within seven (7) days of receipt of the request, unless a valid reason is given to the employee for the delay. D. ANNUAL LEAVE PAY UPON SEPARATION If the payment of annual leave is approved by the County, computing said leave pay will be based on the employee's regular rate of pay and terms of separation. E. RESTRICTIONS Annual leave may be used for any purpose; however, it is a privilege incident to County service and is not a right, and may only be used by the employee if taken prior to termination for cause or in accordance with these policies, 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. 7.02 SICK LEAVE A. ELIGIBILITY All salaried employees with regular status working 20 hours or more per week shall have the privilege of accruing sick leave in accordance with these policies. Hourly employees will not accrue sick leave. Employees shall not be eligible to use sick leave until they have been in the County service for 90 days, 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 B. ACCRUAL OF SICK LEAVE All regular, full-time employees will accrue 4 hours sick leave per pay period. There will be no limit of the amount of sick leave that can be accrued. Sick leave for employees working less than 40 hours per week, but at least twenty (20) hours per week will be prorated according to the hours worked. When there has been a break in service of 48 hours or more, the employee upon reinstatement or re- employment will begin accruing sick leave as a new employee. Employees who are on leave without pay for more than 8 hours during a pay period will not accrue sick leave for that pay period. C. USE OF SICK LEAVE 1. Sick leave shall be used only with the approval of the applicable Department Head, Division Director or County Administrator and shall not be authorized prior to the time it is earned and credited to the employee except in cases of prearranged medical appointments, surgery or other health -related matters. 2. Sick leave shall be authorized only in the event of: a. The employee's personal illness, injury or exposure to a contagious disease which would endanger others. b. Illness or injury of a husband, wife, domestic partner, father, mother, legal guardian, son or daughter (including adopted or foster child). c. The employee's personal appointments with a practitioner when it is not possible to arrange such appointments for off -duty hours, but not to exceed the extent of time required to complete such appointments. d. Prearranged surgery or other health -related matters. D. Monroe County has established a Sick Leave Pool for eligible full-time employees designed to aid the employee suffering from an extended illness or injury (See Administrative Instruction 4702 for rules and enrollment procedures). 7.03 MEDICAL JUSTIFICATION A. Sick leave is a privilege, and not a benefit. In fact, use of sick time actually causes a hardship on the County. The County must, therefore, ensure that employees utilizing sick leave are complying with Section 7.02 of these policies and procedures. Employees must meet the following conditions in order to be granted sick leave with pay: (1) Notify his/her immediate Supervisor as soon as the employee learns that he/she will be unable to report to work in accordance with individual department policy. The employee shall call in to his/her immediate Supervisor at least one (1) time on each consecutive shift thereafter, that the employee will miss work because of sick leave. Effective April 17, 2013 43 of 81 (2) File a written report (after returning to work) explaining the nature of the illness when required, by her Supervisor or Department Head. (3) Permit medical examination, nursing visit or any County inquiry (telephone call, visit to the employee's house, etc.) deemed appropriate by the County to document the illness of the employee or family member. The Department Head is responsible for following up on sick leave use and for ensuring that there is no sick leave abuse. The Department Head may require any employee to bring in a note from his or her personal physician for absences of three (3) consecutive working days or more. However, if a Department Head reasonably suspects that an employee is abusing sick leave, said Department Head may require that any use of sick leave by the employee for herself or family member be justified by a note from a physician. Further, in the event that a Department Head is unsatisfied with the initial doctor's note, he may require the employee or family member to be examined by a County - designated physician at the County's expense. B. If it is determined that the employee is unfit to continue working, the Department Head may require the employee to use any part of his accrued sick leave, compensatory time or annual leave and may thereafter require the employee to take such leave without pay as is medically determined sufficient to restore him to normal health, however, this will in no way prevent the County from separating him from employment if the absence would be of such duration as to pose a hardship on the operations of the Department. C. The Department Head may require, at any time, an employee to present medical evidence that he is physically or mentally fit to work and/or the Department Head may require an employee to be examined by a County -designated physician or psychiatrist, at the County's expense. 7.04 NOTIFICATION OF ABSENCE (SEE 7.03 A) If absent for three consecutive work days without reporting to the Supervisor a reason sufficient to justify the absence, the employee may be removed from the payroll as having voluntarily resigned without notice. The Supervisor is to notify the Department Head. Any unauthorized absence may be cause for disciplinary action, up to and including termination. 7.05 FUNERAL LEAVE A. All employees covered under this policy shall be granted up to two working days off with pay in order to attend a funeral of a member of the employee's immediate family. The immediate family shall be construed to mean one of the following: Husband, Wife, father, mother, son, daughter, sister, brother, uncle, aunt, first cousin, nephew, niece, domestic partner, domestic partner's father and mother, legal guardian, grandparent or in-laws father-in-law, mother-in-law, son-in-law, daughter-in-law, brother-in-law, sister-in-law, stepfather, stepmother, stepson, stepdaughter, stepbrother, stepsister, half brother, half sister. Additional time off (over and above the two working days herein provided) may be approved by the Department Head, and charged to sick or annual leave. Additionally, the County may require proof of death of a family member before making payment for leave. 7.06 HOLIDAYS DURING SICK LEAVE Holidays occurring while an employee is on sick leave shall not be charged against the employee's sick leave balance. Effective April 17, 2013 44 of 81 7.07 PAYMENT OF UNUSED SICK LEAVE A. An employee who terminates with less than five (5) years continuous service shall not be paid for any unused sick leave credits. B. Employees with varying years of continuous service shall, upon separation, from the County in good standing, death or retirement, receive incentive sick leave pay as follows: 5 to 10 years of service- 1/4 of all accrued sick leave, with a maximum of 30 days. 10 to 15 years of service- 1 /2 of all accrued sick leave, with a maximum of 90 days. 15 years or more - 1 /2 of all accrued sick leave, with a maximum of 120 days. C. The payments made as terminal pay for unused sick leave, whether paid as salary or otherwise, shall not be used in the calculation of average final compensation for retirement. D. Employees who leave the County service without proper notice or who are terminated for just cause may be denied payment of accrued sick leave. 7.08 TRANSFER OF LEAVE An employee who resigns from any entity or organization to accept a position with the county will not be credited with hours of unused sick or annual leave which was accrued while employed by that entity or organization. Effective April 17, 2013 45 of 81 LEAVE OF ABSENCE SECTION 8 8.01 ADMINISTRATIVE LEAVE Administrative leave is leave with pay that is not charged to the employee's sick or annual leave. A. JURY DUTY AND COURT LEAVE 1. A full-time employee who is summoned to jury duty by a city, the County (Monroe), the State of Florida, or the Federal Government or subpoenaed to appear in court as a witness in a criminal or civil action arising from his or her county employment shall be granted time off with pay for the time actually spent on jury duty or in the court appearance. Fees paid by the court will be retained by the employee unless otherwise determined by the County Administrator. As conditions precedent to receiving time off with pay for jury duty or court appearance of the aforesaid nature, the employee must: a. Notify his/her Department Head of the summons or subpoena immediately upon receipt, produce the summons or subpoena to his/her Department Head upon request, and provide the Department Head with an estimate of the duration of the absence; b. Report to the Department Head immediately upon the conclusion or continuance of such jury duty or court appearance; c. Report status of jury duty to supervisor or designee on a daily basis. 2. Any employee on jury duty as specified above, and who is released or excused from jury duty during normal working hours, will immediately contact his or her supervisor in order to determine whether the employee will be required to report back to work. Employees who work a 24 hour shift, will contact their Department Head (or designee) when released from jury duty. If the Department Head (or designee) determines that the employee could not effectively complete his or her work shift, the employee may be granted time off with pay for the remainder of the shift. 3. The County, in its discretion, may reschedule the working hours and days of work of an employee employed on other than a full-time basis who is summoned to jury duty or subpoenaed to appear in court as a witness by a city, the County (Monroe), the State of Florida, or the Federal Government in a criminal or civil action arising from his or her county employment. If, in the County's judgment, it is not feasible or practical to schedule the employee's hours of work around such, the County shall grant the employee time off with pay for the time actually spent on jury duty or in the court appearance. As conditions precedent to receiving time off with pay for jury duty or court appearance of the aforesaid nature, the employee must abide by the provisions contained above in Section 8.01 A-1, (a) and (b). 4. If any employee is subpoenaed as a witness other than in the specific circumstances described above, the County will grant the employee leave without pay to the extent that the Department Head so approves. 5. Notwithstanding any of the provisions of Section 8.01-A above, no employee shall receive pay from the County where the employee is a plaintiff, claimant, or witness against the County in a matter contrary to the County's interests. Effective April 17, 2013 46 of 81 6. Any employee subpoenaed or otherwise requested to be a participant in any legal matter related to County business must inform the County Attorney's office as soon as possible after receiving said notification. B. ELECTIONS An employee who is a properly registered voter and who lives at such distance from his assigned work locations as to preclude his voting outside of working hours may be authorized by the Department Head to have a maximum of two hours of leave with pay for this purpose. An employee shall not be granted administrative leave to work at the polls during elections. C. MEETINGS In cases where it is deemed by the Division Director to be beneficial to the County, an employee may be granted leave with pay to attend such professional meetings or conferences as may contribute to the effectiveness of his employment (See Section 15 - Travel - for reimbursement procedures). D. EXAMINATIONS An employee may be granted leave with pay while taking examinations before a Federal, State or County agency, provided such examinations are pertinent to his County employment, if approved by the Department Head and the Division Director. E. MILITARY LEAVE — In accordance with F S 115 1. Military Training Employees who are reserve enlisted personnel in the United States military or naval service or members of the National Guard will be granted leave with full pay during days which they are engaged in military or naval training. Leave shall not exceed 17 working days in any one annual period (beginning October 1 and ending September 30 of the following year). Additional time shall be without pay and shall be granted without loss of time or efficiency rating. The employee will not be required to use annual leave or similar leave (comp time) in lieu of LWOP. Does not include Armory Drills or Multiple Training Assemblies. 2. Military Service - Employees who are enlisted personnel in the National Guard or a reserve of the U.S. Armed Forces will be granted leave to perform active military service for the first 30 days with full pay. Paid leave shall also include the period during which a person in military service is absent from duty on account of sickness, wounds, leave, or other lawful cause. Period of active military service shall begin with the date of entering upon active military service and shall terminate with death or a date 30 days immediately next succeeding the date of release or discharge from active military service, or upon return from active military service, whichever shall occur first. Military earnings will be retained by the employee. 3. Examinations for MilitaryService - Any employee who is ordered by the Selective Service Board to appear for a physical examination for induction into the military service shall be granted leave with pay for this purpose. Effective April 17, 2013 47 of 81 4. Re-employment — National Guard Members — A member of the National Guard who returns to work after serving on state active duty will maintain seniority and other benefits as outlined in F.S. 250.482. F. USERRA — Uniformed Service Employment and Reemployment Rights Acts of 1994. Does not qpyto "mate"military duty orgovernor call--irps of National Guard Members. Please refer to `E" above for leave policy. In addition to "E" above: USERRA covers employees who are: Active or reserve: Army, Navy, Marine Corps, Air Force, Coast Guard, Army National Guard, or Air National Guard, Commissioned Corps of the Public Health Service, and Any other category designated by the President in time of war or emergency. In addition, protects former and retired members and applicants for future service with a uniformed service. USERRA does not include temporary employees unless employment is for a brief period with no reasonable expectation of continuance for a significant period of time. USERRA covers voluntary and involuntary. For purposes of military leave covered by USERRA — "Service" is defined as: Active duty, active duty for training, initial active duty for training, inactive duty training, full-time National Guard duty, absence for examination to determine fitness for any of the above forms of duty and funeral honors duty by National Guard or Reserve. Employees willreceive up to 5 years military leave of absence (which includes reemployment rights). Types of service that do not count against an employee's five-year maximum includes: Inactive duty training (drills), annual training, involuntary recall to or retention on active duty, voluntary or involuntary active duty in support of war, national emergency, certain operational missions, or additional training requirements determined and certified in writing by the Service Secretary, and considered to be necessary for professional development or for completion of skill training or retraining. Certain specific exceptions will continue to protect beyond the five-year time period: Service required to complete an initial period of obligated service: Six -year active duty stint as an enlistee with the U.S. Navy's nuclear power program; Service from which a person, through no fault of the person, is unable to obtain a release within the five-year limit; Required training for reservists and National Guardsmen; Service under an involuntary order to, or to be retained on, active duty during domestic emergency or national security related situations; Service under an order to, or to remain on, active duty (other than for training) because of a war or national emergency declared by the President or Congress; Active duty (other than for training) by volunteers supporting "operational missions" for which selected reservists have been ordered to active duty without their consent; Service by volunteers who are ordered to active duty in support of a critical mission or requirement in times other than war or national emergency and when no involuntary call-up is in effect; and Federal service by members of the National Guard called into action by the President to suppress an insurrection, repel an invasion, or to execute the laws of the United States. 1. BENEFITS WHILE ON LEAVE — Beginning on the 31" day and beyond, there will be no health insurance coverage. Employees will be offered coverage under COBRA. Effective April 17, 2013 48 of 81 2. RE-EMPLOYMENT (Military time served must be satisfactory. Must not be `less than honorable conditions".) A returning employee's notification of intent to return to work must be made promptly following completion of military service. Service of 1 — 30 days: the beginning of the next regularly scheduled work period on the first full day following completion of service and expiration of an 8-hour rest period following safe transportation home. Service 31-180 days: application for reinstatement must be submitted no later than 14 days after completion of military duty. Service of 181 or more days: application for reinstatement must be submitted no later than 90 days after completion of military duty. The deadline for reinstatement may be extended for employees who are convalescing due to a disability incurred during service. The employee must report back to work as soon as possible. Failure to report (unless through no fault of the employee) will be handled in accordance with the County's policies. Returning employee's pension plan accruals and vesting will continue as though no break in service had occurred except in limited situations (regarding health benefits as defined under the Act). Upon re-employment, the employee has 3 times the length of service (not to exceed 5 years) to make payments to any contributory plan and the County will fund any resulting obligation of the plan within the same time). When re-employed, the health insurance coverage will start from day 1 and there will be no waiting period. G. ADMINISTRATIVE LEAVE FOR RE-EXAMINATION OR TREATMENT BY VETERANS ADMINISTRATION WITH RESPECT TO SERVICE CONNECTED DISABILITY In accordance with F.S. 110-119. Any employee of the County who has been rated by the Veterans Administration to have incurred a service -connected disability and has been scheduled by the Veterans Administration to be re-examined or treated for the disability shall be granted administrative leave for such examination or treatment without loss of pay or benefits. In no event shall the paid leave under this section exceed six (6) calendar days a year. A leave request should be submitted to the Department Head for said leave as far in advance as possible. H. BLOOD DRIVES Employees will be granted leave with pay to donate blood during the County's organized Blood Drives. Effective April 17, 2013 49 of 81 I. EMERGENCY RESPONSE VOLUNTEERS 1. Any employee who is a documented member of an Emergency Response Team will not be charged annual or sick leave, or be required to use accrued compensatory time when called to respond to a legitimate emergency. The County reserves the right to require documentation that an emergency did in fact exist. 2. Any employee who is a member of an Emergency Response Team should inform the County at the time of employment interview or if already employed by the County, upon becoming a member of such a Team. Failure to do so could result in disciplinary action. J. MENTORING PROGRAM Pursuant to Resolution 100-2000, county employees may mentor a child in the Monroe County School District for up to one hour per week (not to exceed five hours per calendar month). Leave will be granted after taking into consideration the impact on such leave on the employee's work unit. If an employee is granted administrative leave under this section and does not use the administrative leave as authorized in this section, the employee shall not accrue or be paid for such unused leave. 8.02 DISABILITY LEAVE - WORKERS COMPENSATION A. ELIGIBILITY An employee, who sustains a County Service -connected disability which prevents the employee from carrying out his regular duties or any other duties as assigned, shall be entitled to disability leave within the guidelines of this Section. B. DEFINITIONS 1. Date of Disability - The date on which the disability began, or the last day of duty following injury, whichever is later. 2. Service -Connected Disability - A physical condition, resulting from accident or injury in the line of duty, which prevents an employee from performing his regular duties or any other duties as assigned. C. DISABILITY DETERMINATION Determinations of the existence and service connection of a disability shall be made in accordance with the Florida State Workers Compensation Act which provides that the employer is responsible for furnishing employees, who have incurred service -connected disabilities, with such remedial treatment, care and attendance under the direction and supervision of a qualified physician, surgeon or other recognized practitioner. The County reserves the right under the provisions of this Section to specify the physician or surgeon or recognized practitioner to handle any and all service -connected disability cases. Disability determination shall be made based on: 1. All facts in the service history of the case. 2. The findings of the medical examiner assigned by the Workers Compensation carrier. Effective April 17, 2013 50 of 81 3. Such evidence as the employee may submit, at his own expense, of the service connection of his disability. 4. Other relevant evidence submitted to the medical examiner. 5. There shall be no presumption that any disability is service -connected, unless such a presumption exists as a matter of law. 6 Any condition which is self-inflicted or caused by another person for reasons personal to the employee and not because of his employment shall not be considered as disability under this provision. D. WORKERS COMPENSATION CLAIMS 1. It is the responsibility of the employee to report any and all job related injuries to his or her immediate Supervisor as soon after the injury occurs as possible. All Notice of Injury must be reported to Worker's Compensation office. It is the responsibility of the Supervisor to file a Notice of Injury Form and Supervisor's Report with the Employee Benefits Section, as soon as possible. A fine of $500 will be assessed against the County by the State of Florida for a claim that is not filed on a timely basis. The Notice of Injury Form must be complete. 2. An employee who sustains a job -related injury resulting in disability that is compensable under the Workers Compensation Law, Chapter 440, Florida Statutes, shall have a seven (7) calendar day waiting period before Workers Compensation Benefit payments begin. During this waiting period, an employee may elect to use sick leave, annual leave, or documented compensatory time to receive normal salary. 3. Time spent obtaining medical treatment after seven (7) day waiting period related to the workers compensation injury will be paid for by the employing department and will not be charged against the employee's sick, annual or other accrued hours. The employee shall obtain the "Authorization for Treatment Evaluation" form from the Worker's Compensation Office and have the physician complete and forward to the workers' compensation office so that the employee not be charged sick/annual hours. 4. If disability continues into the eight (8th) calendar day, normal Workers Compensation payments would begin at a rate of 66 2/3% of the employees gross salary, computed on their average weekly wage for 13 weeks prior to the date of injury, in accordance with the Workers Compensation Law. 5. If disability continues into the twenty-first (21 st) calendar day, the employee will receive Workers Compensation benefits retroactive to the date of injury, at the same rate discussed in #2, in accordance with the Workers Compensation Law. Any sick leave, annual leave, or compensatory time used by the employee for this seven (7) day period will be replaced on the books, based percentage wise on Workers Compensation Benefits paid. 6. After seven (7) calendar days, the disabled employee will continue to receive Workers Compensation benefit payments every two weeks until their physician releases them to return to work. Effective April 17, 2013 51 of 81 7. If requested by the employee, a review of the case will be made by a committee composed of a representative of the Human Resources and/or Employee Benefits offices and the employee's Department Head, and a written recommendation may be made to the County Administrator that the employee be allowed to use annual leave, sick leave and/or approved compensatory time in an amount necessary to receive a salary amount that will supplement their Workers Compensation payments up to the total net salary received prior to the disability. In no case shall the employee's salary and Workers Compensation benefits combined exceed the amount of their regular salary payments. If the Workers Compensation absence is designated as FMLA leave, the employee will not be allowed to use annual leave, sick leave and/or approved compensatory time to supplement leave, in accordance with Department of Labor rules. 8. The disabled employee will continue to accrue both sick leave and annual leave during the period of disability. 9. An employee placed on light -duty by his or her physician, may enroll in the Light -Duty Program as written in Administrative Instruction 8002. 10. When an employee on Workers Compensation can no longer perform his/her normal job duties, he/she may be separated from employment, if approved by the County Administrator, in accordance with the laws of the State of Florida governing Workers Compensation and these policies and procedures. 8.03 PREGNANCY MATERNITY AND CHILD CARE LEAVE A. PREGNANCY 1. An employee who knows in advance that he/she intends to request Maternity or Child Care leave shall notify, in writing, their Department Head or Supervisor at least thirty (30) days prior to the requested time of leave. Eligible employees shall submit a "Family and Medical Leave Act Leave Request" form (see Section 8.05) 2. An employee whose duties may be considered hazardous enough to cause the employee to become medically disabled anytime during the pregnancy will be required to furnish medical evidence of her fitness to continue in the performance of her duties beyond that time. A Department Head may request this determination at any time he/she deems necessary for the health or welfare of the employee. 3. A pregnant employee may continue her employment as long as she is able to properly perform the required duties of the job, and these duties are stated in writing by her physician to be non -hazardous to the employee and the unborn infant. B. MATERNITY LEAVE 1. Disabilities arising out of pregnancy, childbirth and recovery there from, shall be treated the same as other temporary, non -job -connected disabilities in terms of eligibility for use of sick leave, annual leave, or leave of absence. 2. A regular employee who has completed the standard probationary period may request a maternity leave of absence without pay for childbirth, recovery and child -rearing following birth of up to six (6) Effective April 17, 2013 52 of 81 months after all accrued sick and annual leave has been used. Such approval is subject to scheduling and work load requirements. The County reserves the right to require employees) to return to work when it is no longer medically necessary to be away from their job, if work load and scheduling requirements require the employee's return in accordance with the Family and Medical Leave Act. 3. Any such leave must be requested in advance and approved by the applicable Department Head and the Division Director, who may approve the length of said leave based on workload, scheduling and the employee's physical ability to return to work. 4. An employee approved for maternity leave shall be eligible to return to work at any time during the leave of absence upon presentation of medical certification indicating that she is able to satisfactorily perform her original duties. 5. An employee returning from an approved maternity leave of absence shall resume her duties in the position held prior to childbirth or a similar position with like pay. 6. An employee who fails to return from an approved maternity leave of absence shall be considered to have abandoned her position and shall be terminated from the County Service, unless proper resignation procedures are followed. C. CHILD CARE LEAVE Child Care Leave is an absence available to eligible employees under the Family Medical Leave Act for up to 12 weeks (see Section 8.05). 8.04 LEAVE OF ABSENCE WITHOUT PAY A. EDUCATIONAL LEAVE 1. An employee with at least twelve (12) months of satisfactory service may be granted leave of absence without pay for the purpose of furthering his/her education, if it is determined by the County Administrator, in his discretion, that such education will be of clearly foreseeable benefit to the County. 2. Leaves of this type shall not normally exceed twelve (12) months; however, the Division Director may approve an extension of such leave if an individual case is justified and approved by the County Administrator. B. PERSONAL LEAVE 1. If recommended by the Department Head and the Division Director, an employee with at least twelve (12) months of satisfactory service may be granted leave without pay for reasons other than those stated in the previous paragraphs for a period not exceeding six (6) months; provided the County Administrator deems such leave to be justified, and not detrimental to the operations of the Department. C. SCHEDULING AND APPROVAL OF LEAVE OF ABSENCE WITHOUT PAY All leave of absence without pay must be approved in advance. The employee shall fill out the Leave Request Form and submit it to the Department Head for approval. The Department Head will submit the approved form to the Division Director for approval. . A completed copy of the Effective April 17, 2013 53 of 81 Leave Request Form will be forwarded to the Payroll Department along with the Employee's Time Sheet whenever possible and a copy placed in the employee's official personnel file. 2. Leave without pay is not intended as a convenience for the employee but rather to help the employee in cases where an emergency exists after all available time has been used. In cases of short term absences (except as noted in 8.04 A & B) where the employee has no leave available, such leaves may be processed without the prior approval of the County Administrator. D. LEAVE OF ABSENCE - GENERAL PROVISIONS 1. RETURN FROM LEAVE OF ABSENCE An employee returning from approved leave shall be entitled to employment in the same Department and the same or equivalent classification wherein employed when said leave began, provided the employee is physically capable of performing the required duties, and that there is such a vacant and budgeted position available. 2. EFFECTIVE DATE Leave of absence shall be effective the first date of approved absence and shall continue through the last date of approved absence. 3. LIMITATIONS ON LEAVE WITHOUT PAY a. Fringe Benefits - An employee shall not earn benefits while on leave without pay status. This would include, but not necessarily be limited to, sick, vacation and holiday leave. b. Wage Increases - The time during which an employee is on leave without pay may not count toward eligibility for wage increases. Nor may an employee receive any wage increases while on leave without pay; unless special approval is obtained from the County Administrator. c. Employees on an approved leave of absence without pay that is covered under the Family and Medical Leave Act will not lose the benefits that the employee earned or was entitled to before using FMLA leave. E. INSURANCE COVERAGE WHILE ON LEAVE OF ABSENCE 1. The County will continue to maintain group insurance benefits for employees while on approved paid leave status. 2. Employee Coverage - In most cases the County will not maintain Group/Health insurance benefits for employees on leave without pay status, except in the case of debilitating/catastrophic illness, of the employee or member of the immediate family for which the care of that family member is the responsibility of the employee. In accordance with 8.04 (C), the Division Director shall approve the absence and communicate with the Employee Benefits Committee. The Employee Benefits Committee is comprised of the County Administrator, the Employee Services Director and the Sr. Administrator, Benefits. The Committee will review each case to determine whether employee coverage should be maintained as verified by a physician, up to six (6) months. Employees covered under the Family and Medical Leave Act will be granted up to 12 weeks of insurance benefits as stated in Section 8.05. Effective April 17, 2013 54 of 81 If leave extends beyond the maximum allowed period of six months and is on a non -paid status, said employee must make monthly premium payments for themselves in order to continue health insurance coverage. Failure to make payment(s) on a timely basis will result in termination of coverage. 3. Dependent Coverage - Monroe County employees elect dependent coverage under a group plan at their own expense. Monroe County uses the bi-weekly payroll deduction system for payment of dependent coverage premiums for employees. However, if for any reason an employee is not due to receive a paycheck in an amount sufficient to deduct said premium, that employee is responsible for making the premium payments to the Employee Benefits Section in accordance with their payment schedule. As long as an employee is in good standing, as in the case of approved leave without pay status, he or she may make premium payments and coverage will remain in effect. Failure to make payments on a timely basis may result in termination of coverage. 4. Extension of Group Insurance benefits will be awarded in accordance with the Consolidated Omnibus Budget Reconciliation Act (COBRA), effective October 1, 1986. Information regarding this Act is available in the Employee Benefits Section. 8.05 FAMILY AND MEDICAL LEAVE OF ABSENCE (F " (FAMILY AND MEDICAL LEAVE ACT OF 1993. A family leave of absence, and/or medical leave of absence, is an approved absence available to eligible employees. An eligible employee is entitled to 12 weeks of leave per calendar year Qanuary — December) (#1, 2, 3, and 5) or a combined total of 26 weeks of leave (for #4) during the calendar year to care for: 1)- The employee's newborn child or child placed with the employee for adoption or foster care (leave must conclude within 12 months of placement and may be taken by either parent); 2)- The employee's spouse, child or parent with a serious health condition, or 3)- An employee's own serious health condition. 4)-For the spouse, child, parent, or next of kin of a member of the Armed Forces, including a member of the National Guard or Reserves, who is undergoing medical treatment, recuperation, or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for serious injury or illness. 5)-For the spouse, child, or parent, is on active duty, or because of notification of an impending call or order to active duty in support of a contingency operation. If the employee is requesting FMLA qualifying leave, all accrued sick and annual leave must be taken first. Paid leave so taken will be counted against the employee's total FMLA leave entitlement. The employee will be notified that paid leave will be counted as FMLA leave within five (5) business days of making that determination. The notice will be confirmed in writing to the employee on or before the following payday. A. ELIGIBILITY To be eligible, an individual must have been employed at Monroe County: - For at least 12 months, and - For at least 1,250 hours of service during the 12 month period immediately preceding the leave. Effective April 17, 2013 55 of 81 Subsequent eligibility will be determined by looking back to the beginning of that calendar year from the first day of a new FMLA leave period which is requested by the employee. FMLA leave may not exceed twelve weeks during the calendar year or a combined total of 26 weeks. An eligible employee shall be entitled to a combined total of 26 work weeks of leave for family, medical and/or service member leave. Husbands and wives working for the same employer are only granted a combined 12 weeks of leave; however, both spouses may each take 12 weeks to care for a child with a serious health condition. The determination of whether an employee meets the minimum service and hour requirements of the FMLA must be made by Monroe County as of the date the leave commences, and Monroe County will advise the employee whether he or she is eligible with five (5) business days after making a determination of eligibility. B. PROCEDURES A "Request for Family and Medical Leave of Absence" form should be completed by the employee as part of the notice and reporting requirements. The employee shall notify the Department Supervisor of the need for leave either verbally or by completing the FMLA form. (In any event, the employee shall fill out a Leave Request Form in accordance with the County's Policies and Procedures in order to request leave.) After completing the form in detail and signing it, the employee or Supervisor must submit it to Human Resources for approval. Notification shall be given at least thirty (30) days in advance of the effective date of the requested leave if the need for leave is foreseeable. The "Certification of Health Care Provider" form must be completed and signed by the health care provider. Failure to have the form completed may result in a delay for the approval of leave. C. BASIC REGULATIONS AND CONDITIONS OF LEAVE 1. Monroe County will require the employee to fill out a request for Family and Medical Leave of Absence form that included the "Certification of Health Care Provider" form supporting the need for leave due to a serious health condition affecting the employee or employee's spouse, child, or parent or next of kin in the case of service member family leave. 2. Monroe County may, at its own expense, require a second medical opinion and periodic re -certification. If the first and second medial opinions vary, Monroe County may, at its own expense, require the binding opinion of a third healthcare provider, approved jointly by Monroe County and the employee. 3. If medically necessary, such leave may be taken intermittently or on a reduced work schedule. If FNB.A leave is for both birth and care or placement for adoption or foster care, use of intermittent leave is subject to approval. The decision to grant leave or to temporarily transfer the employee on this basis rests solely with the County Administrator based on a medical certification provided with the Family Medical Leave of Absence Form. 4. When husband and wife are both employed by Monroe County, together they are entitled to a total aggregate of twelve weeks of Family Leave or a combined total of 26 weeks for service member leave. 5. Employees requesting FMLA qualifying leave will be required to substitute paid vacation and sick leave for all or party of any (otherwise) unpaid FMLA leave. 6. While on any unpaid part of an FMLA qualifying leave, no time will be accrued by the employee. Upon return to work, leave will accrue based upon established policy. Effective April 17, 2013 56 of 81 D. DESIGNATION OF LEAVE Monroe County shall designate an employee's absence toward the employee's 12-week FMLA entitlement as soon as it is known that the employee's absence qualifies as FMLA leave. Monroe County will notify the employee that his/her leave will be designated as FMLA leave within five (5) business days. The notification to the employee can be oral, but will be confirmed in writing no later than the next regular payday. Injuries entitling employees to workers' compensation frequently qualifies as serious health conditions for purposes of FMLA leave eligibility. Monroe County shall count an employee's workers' compensation absence toward the employee's 12-week FMLA entitlement as stated above. If it is found that the absence does not qualify under the FMLA, Monroe County will withdraw the designation with written notice to the employee. E. EMPLOYEE NOTICE AND REPORTING REQUIREMENTS 1. When FMLA qualifying leave is foreseeable, an employee must give Monroe County thirty (30) days advance notice. 2. When such leave is not foreseeable, an employee must give notice as soon as practicable. According to the FMLA regulations, "as soon as practicable" means within one or two working days of learning of the need for leave, except in extraordinary circumstances. 3. If an employee fails to satisfy the thirty (30) day notice without reasonable excuse, Monroe County may, at its discretion, postpone the leave until the notice requirement is satisfied. 4. The employee may be required to submit periodic reports during FMLA leave regarding the employee's leave status and intent to return to work. This requirement may be satisfied by the employee's personally telephoning his or her immediate supervisor. F. HEALTH BENEFITS DURING LEAVE OF ABSENCE 1. Monroe County will continue group health coverage for an employee on leave at the same level and under the same conditions that existed while he or she was working. The employee must pay the dependent coverage premium for any unpaid leave. Payment for dependent coverage must be received in the Group Insurance Office every payday in order to continue coverage. Failure to pay dependent coverage during this unpaid leave will result in termination of coverage. 2. In the event that the employee does not return to work at Monroe County following FMLA leave, the employee can be required to reimburse Monroe County for health insurance premiums paid to continue the employee's health coverage during FMLA leave, unless the employee is unable to return to work due to a continuation, recurrence, or onset of a serious health condition that would entitle the employee to FMLA leave or other circumstances beyond the employee's control. Questions regarding the FMLA should be addressed to the Human Resources office. 8.06 DOMESTIC OR SEXUAL VIOLENCE LEAVE Definitions: "Domestic Violence" means any assault, aggravated assault, battery, aggravated battery, sexual assault, sexual battery, stalking, aggravated stalking, kidnapping, false imprisonment, or any criminal offense resulting in physical injury or death of one family or household member by another family or household member. Effective April 17, 2013 57 of 81 "Sexual Violence" is sexual battery, or lewd or lascivious acts committed on, or in the presence, of, someone under the age of 16; or luring or enticing a child; or sexual performance by a child; or any other forcible felony involving a sexual act, regardless of whether criminal charges were filed, reduced or dismissed. Employees are permitted to request and take leave in connection with domestic or sexual violence under certain circumstances. This applies to employees who have been employed for 3 or more months. Eligible employees can take up to 3 working days of leave in any 12 month period if the employee, or family or household member of the employee, is the victim of domestic or sexual violence. Employees shall use annual or sick leave when available to cover this leave. This leave applies if the employee is: -Seeking an injunction for protection against domestic violence or an injunction for protection in cases of repeated violence, dating violence or sexual violence; -Obtaining medical care or mental health counseling, or both, for the employee or family or household member to address physical or psychological injuries resulting from the act of domestic or sexual violence; -Obtaining the services from a victim -services organization, including, but not limited to, a domestic or sexual violence shelter or program or a rape crises center as a result of a domestic or sexual violence act; -Making the employee's home secure from the perpetrator of the domestic or sexual violence or to seek new housing to escape the perpetrator; or -Seeking legal assistance in addressing issues arising from the domestic or sexual violence or attending and preparing for court -related proceedings arising from the domestic or sexual violence. Except in cases of imminent danger to the health or safety of the employee, family or household member, employees seeking such leave must provide their employer with appropriate advance notice of the leave as required by policy (see Section 7.01 C(2) and 7.02 C) along with sufficient documentation of the domestic or sexual violence act as required by the employer. All information relating to the employee's leave for domestic or sexual violence must be kept confidential. Effective April 17, 2013 58 of 81 STANDARDS OF EMPLOYMENT, DISCIPLINARY ACTION AND APPEALS SECTION 9 9.01 INTENTION It is the intention of the Board of County Commissioners that effective supervision and employee relations will avoid most matters which necessitate disciplinary action. The purpose of rules and disciplinary action for violating such rules is not intended to restrict the rights of anyone; but to ensure the rights of all, and secure cooperation and orderliness throughout the County Service. For minor, non -serious offenses, whenever possible, the administration of discipline will be characterized as constructive, corrective and progressive. 9.02 RESPONSIBILITY FOR ADMINISTRATION It shall be the responsibility of the County Administrator, in cooperation with Division Directors and the Board of County Commissioners to assure that disciplinary action is fair and consistent throughout the County Service. 9.03 STANDARDS OF EMPLOYMENT For the protection of Monroe County government and each employee, the following rules for personnel conduct have been established. The list includes, but is not limited to, reasons which may require disciplinary action, up to discharge. A violation of any reasonable standard of employment, whether or not specifically listed herein, will result in appropriate disciplinary action, which may include discharge for the first offense, depending upon the seriousness of the offense. A. Willful or repeated violations of County, State or Federal law or of these policies and procedures. B. Insubordination - Refusal to respond to authority's reasonable request(s) or instruction. C. Misconduct - Behavior not conforming to prevailing standards - Misconduct may include, but is not limited to the following: Fighting or inflicting bodily harm on another person, gambling, dangerous horseplay, being under the influence or possession of illegal drugs or alcoholic beverages, immoral behavior, smoking in restricted areas, any violent act or language which adversely affects morale, production, or maintenance of discipline. Rudeness or acts of disrespect to members of the public, supervisors, or other employees; on duty or off duty. Employees shall not consume or be under the influence of alcoholic beverages, while on duty or in County uniform, nor shall they use or be under the influence of, consume or possess illegal substances while on duty, in County uniform or on County property at any time. D. Criminal, dishonest, infamous or notoriously disgraceful conduct adversely affecting the employer/employee relationship (on duty or off duty). E. Conviction of (or a plea of nolo contendere in connection with) a felony or gross misdemeanor, or conviction of a misdemeanor or ordinance violation involving moral turpitude. F. Theft or pilfering - Possessing, unauthorized use of, taking, removing, destroying or tampering with County property without proper authorization. Effective April 17, 2013 59 of 81 G. Fraud or Dishonesty - Falsification of County documents or records or failure to give complete information for personnel records. Intentionally making false statement either oral or written about the County, other employees, supervision, oneself or work situations. H. Absenteeism or Abuse of Sick Leave - Habitual or excessive absence from work, or failure to return to work promptly upon expiration of leave or vacation. Excessive absences, even if caused by a legitimate illness, seriously impairs the County's operations, and such absences may be grounds for separation. I. Tardiness - Failure to report to assigned work station on or before the scheduled starting time. J. Leaving Assigned Work Area - Except for emergency reasons or with the Supervisor's approval, employees are not to leave their assigned work area. K. Misuse of Time - Sleeping or other acts of inattention or neglect of duty. Unauthorized sale of articles or services, distribution or posting of literature, canvassing, polling or petitioning. L. Abuse of County Policies and Procedures - Misuse or abuse of established County policies such as vacation, leave of absence, excused absence, sick leave, or any rule, regulation, policy or procedure. M. Safety Violations - Unauthorized possession and/or use of weapons, ammunition or explosives. Failure to observe County and general safety practices and regulations. Neglect in the safety of others or the committing of unsafe acts in the use and care of County property or equipment. N. Illegal driving - Driving private or County vehicle while on County business when not possessing a valid Florida and County driver's permit or liability insurance, in accordance with the Monroe County Safety Policies. O. Malicious or Negligent Destruction of Property - Willful or malicious destruction of County property. Damage of property by failing to use proper equipment, care and good judgment. P. Incompetence or Inefficiency - Inability or failure to perform work of an acceptable standard after a reasonable trial and training period. Q. Discrimination in Employment - Discriminating against an employee or an applicant for employment because of race, color, national origin, sex, religion, creed, sexual preference, handicap or age as defined in State and Federal laws. R. Acceptance of unauthorized compensation. S. Misfeasance - The doing of a lawful act in an unlawful or improper manner so that there is an infringement on the rights of another. T. Smoking — Smoking of tobacco products is prohibited in all Monroe County owned or occupied public facilities (buildings), vehicles, elevators, meeting rooms, hallways, corridors, lobbies, water fountain areas, stairwells and entryways. 9.04 DISCIPLINARY ACTIONS Disciplinary actions are a means of calling employees to accountability for some act of commission or omission which is regarded as injurious to the employer/employee relationship. The act could be relatively minor, or quite serious. Serious acts may warrant immediate discharge, even for the first offense. All Effective April 17, 2013 60 of 81 employees should be made aware that a system of discipline exists for the benefit of all, and will be administered without favor for the sake of orderliness and proper compliance with reasonable rules and regulations pertaining to conduct and the performance of work. When it is necessary that disciplinary action be taken, the degree of action shall be based on the following considerations: 1. There can be no mechanical formula for the application of discipline. Each instance of misconduct or deficiency must be viewed and judged individually. For most lesser or first minor offenses, oral or written reprimand shall be appropriate discipline. 2. When applicable, discipline for employees who commit multiple non serious offenses of alike or different nature shall be more progressively stringent until the employee corrects the deficiency, or failing this, discharge is considered to be necessary. 3. Department, Division Directors, the County Administrator, their Deputies and others occupying positions of high trust and authority will be held to higher disciplinary and ethical standards than that of other employees. Therefore the rules of progressive discipline for violations of Personnel Policies and Procedures, and/or State and Federal Statutes may not be applicable. 4. Disciplinary actions shall be severe enough to constitute a reasonable attempt to bring about correction. 5. Acceptable disciplinary actions shall be oral warning, written warning, written reprimand, suspension (with or without pay), discharge, and in some cases demotion, depending on the offense. 6. Discharge for continued commitment of non serious, minor offenses shall be resorted to only when sufficient other efforts to bring about correction have failed, or when the offense is sufficiently serious in and of itself to warrant termination. 7. In determining the appropriate disciplinary action to be imposed against an employee, the County Administrator will consider, at a minimum, the following factors: a. The seriousness and circumstances of the particular offense. b. The past record of the employee and his length of service. c. The lapse of time since the employee last received a disciplinary action. d. The County's practice in similar cases. 9.05 AUTHORIZATION FOR DISCIPLINARY ACTION A. All written reprimands, suspensions and recommendations for suspension or discharge actions must be approved by the Department Head and the Division Director and the letter concerning the action must be forwarded immediately to the Human Resources office for review, and then approved by the County Administrator or his designee. B. In case of a recommendation for discharge, the employee may be suspended pending approval of discharge by the County Administrator. Effective April 17, 2013 61 of 81 C. Disciplinary actions applied to Department Heads or Division Directors may be initiated by the County Administrator. 9.06 ORAL WARNING An oral warning is given to an employee to take recognition of a violation of County policy, rule, regulation, standard or of an unsatisfactory habit, practice or act which, if repeated or continued, will subject the employee to a more severe disciplinary action. The oral warning should be noted in writing, a copy of the notation placed in the employee's official personnel file, specifying the nature of the warning and the date given. 9.07 WRITTEN REPRIMAND A letter of reprimand constitutes formal action against an employee for more serious types of violation of County rules or standards of employment, or where less stringent actions have not been successful in correcting a deficiency. The letter of reprimand must identify the offense or deficiency and the correction required. A letter of reprimand can be used to impose restrictions on an employee, such as attendance, conduct or special procedures to be followed. Restrictions so imposed shall be reviewed periodically and be removed, modified, or continued with a follow-up letter. A copy of all letters should be placed in the employee's official personnel file within 15 days of writing, whenever possible. 9.08 DEMOTION Whenever it becomes apparent that an employee can no longer efficiently perform any or all of the duties and responsibilities of his or her position, or when it is otherwise deemed to be in the best interest of the County, an employee may be demoted. A demoted employee shall be notified by the County Administrator or his designee at the time of demotion of the specific reason for the action and correction expected, if any. Such notification shall be given the employee in writing. A copy of the notification will be placed in the employee's official personnel file along with a written report on all appropriate information concerning the action. An employee may be reclassified to a different title and/or pay grade at any time the County Administrator deems appropriate. A temporary reclassification does not constitute a demotion, nor does a change in title and/or pay grade which results from an evolution into a reduction of duties and/or responsibilities. 9.09 SUSPENSION 1. An employee may be suspended with or without pay by the Department Head and/or Division Director with the approval of the County Administrator. The employee must be notified in writing of the suspension period and citing the reason for the suspension. 2. An employee may be verbally suspended with or without pay by a Supervisor for the balance of a work shift, or a longer period of time if needed until the Department Head or appropriate authority can be contacted, if the employee's conduct impairs normal working operations. The Supervisor must then report the incident to the Department Head, who with the approval of the Division Director must either concur with, or cancel the action, in writing, to the employee citing the reason for the suspension, and corrective action expected. Additional time of suspension may be recommended by the Department Head with the approval of the Division Director and the County Administrator at that time. A copy of the suspension notification will be placed in the employee's official personnel file along with a written report containing all appropriate information concerning the action. Effective April 17, 2013 62 of 81 9.10 DISCHARGE Discharge is appropriate for first offenses of serious misconduct as well as repeated offenses of less serious misconduct. Sufficient documentation must be present to merit recommendation by the Department Head and the Division Director to the County Administrator for discharge of any employee. 9.11 PROCEDURE FOR IMPOSING DISCIPLINE 1. This procedure shall apply in cases where an employee may be subject to suspension, demotion or termination. Furthermore, this procedure shall not necessarily apply to contract employees, probationary employees, temporary employees or grant employees. 2. When the County receives information that an employee has engaged in certain conduct which could warrant disciplinary action (other than a verbal warning or written reprimand, which may be issued by the appropriate Supervisor) the employee will be advised, in writing, that disciplinary action could possibly be imposed against him/her. 3. The employee will be provided with a written statement of the charges including sufficient facts and reasons therefore as will enable the employee to provide an explanation and/or defense. An employee against whom disciplinary charges have been made will remain in pay status until such time as the County Administrator renders his decision pursuant to paragraph 6(e), below. However, nothing herein shall preclude the County Administrator, or other authorized personnel, from imposing immediate disciplinary action, without advance notice, where it is believed by the person taking that action that giving such notice would result in damage to the property of the County, would be detrimental to the interests of the County or would result in injury to the employee, a fellow employee, or the general public. In such circumstances, said employee will be given reasons for such action after it takes effect and thereafter will be entitled to utilize the hearing procedure set forth in the following paragraphs. 4. The hearing shall be informal and shall not be in the nature of an evidentiary hearing. The employee may bring an attorney or qualified representative to assist or advise him, but discovery, cross-examination, and similar legal procedures are generally not permissible. An employee who wants to engage in discovery, cross- examination, or other legal procedures must make an advance written application to the hearing officer. The hearing officer's decision is final. 5. The informal hearing will be conducted before a hearing officer who shall be: a. A Division Director or the County Administrator where the employee charged is a Department Head; b. The County Administrator or his designee where the employee charged is a Division Director; or c. A Division/Department Head or a designee where the employee charged is an employee holding Career Service Status and to whom section A and B above do not apply. d. The County Administrator may serve as hearing officer whenever he/she sees a need to do so. 6. The hearing will be informal and will be conducted as follows: a. At least two working days prior to the hearing date, the employee shall provide the individual conducting the hearing with a list of any witnesses or documents which the employee wishes to offer at the hearing. Effective April 17, 2013 63 of 81 b. The employee may be accompanied by legal counsel of his/her choice. If the employee intends to be represented by counsel at said hearing, notice of such must be provided to the hearing officer as far in advance of the hearing as possible. The hearing officer may reschedule the hearing if necessary. c. During the hearing, the hearing officer will orally review the charges with the employee. The employee shall have the right to respond to the charge(s) made against him/her, either orally and/or in writing. The employee may present documentation to the hearing officer and may, if appropriate, be permitted to call witnesses in support of his/her case. d. The hearing officer may consider any available documentation and may discuss the charges with any witness he/she deems appropriate. The hearing officer shall decide what evidence -- either in the form of witness testimony or documents -- may be introduced. Cumulative or irrelevant evidence will not be permitted. e. The hearing officer shall render a final written decision within ten (10) calendar days after the hearing. In the event of extenuating circumstances, the final written decision may be extended beyond the ten (10) calendar days upon mutual agreement of the Hearing Officer and employee. Such an agreement shall be provided in writing from the hearing officer to the employee in order to officially document the agreement. The final decision shall advise the employee of whatever action, if any, the hearing officer is recommending to be taken against the employee. The hearing officer's recommendation will be forwarded to the County Administrator (through the appropriate Department and Division Director, if applicable). Disciplinary action (except for verbal warning and written reprimand, which may be issued by the appropriate Supervisor) becomes final when approved by the County Administrator. 7. Employees who are suspended without pay, discharged, given a reduction in pay or a demotion (as defined herein) may appeal said disciplinary actions only to the Career Service Council as provided in Section 9.15. Other forms of discipline may be appealed pursuant to Section 10. 8. During the period between the first notice and the effective date of the action, the employee shall be expected to perform his usual duties without disrupting fellow employees, or other persons, or the agency's activities. If, however, it is deemed highly desirable or necessary that the employee not continue to perform the same duties in the same location during this period, the County may temporarily assign the employee to other duties. 9.12 POSSESSION OF WEAPON OR FIREARM4 It is the policy of Monroe County that no employee shall carry or otherwise possess a weapon while on duty or in uniform, including firearms. If the performance of job duties requires the use or possession of a weapon or firearm, prior approval from the County Administrator must be obtained. 9.13 INDICTMENTS PROSECUTIONS ARRESTS It is the responsibility of Monroe County to maintain a proper workforce. Employees who are arrested, indicted by a Grand Jury, or on whom information has been filed by a prosecuting official, shall be given a pre -determination hearing to determine the effect said action and/or circumstances surrounding said actions 4 See Florida Statutes 790.251 Effective April 17, 2013 64 of 81 have on his or her employment with the County, which may result in disciplinary action. If the employee is tried and found guilty and the conviction is not reversed he or she may be terminated from his or her position in the County Service. 9.14 FAILURE TO COOPERATE IN A JOB -RELATED INVESTIGATION 1. As a condition of employment, any County employee may be required, upon due notice, to cooperate with respect to any job -related hearing or investigation scheduled by the County, or any person, commission, board or body authorized to act on its behalf. This duty of cooperation also extends to any "outside" agency, body or court of law with respect to any job -related matters. 2. Any employee who refuses to appear at any such hearing or inquiry, or who having appeared fails to answer questions related to the performance of their official job duties will be considered to have resigned from their employment with the County. 9.15 APPEALS A Career Service employee who has been suspended without pay, discharged, given a reduction in pay or a demotion (as defined herein) shall have only the right to appeal said action to the Career Service Council by filing a petition with said Council within thirty (30) days following such suspension, discharge, reduction in pay, or demotion. Failure to file a timely appeal shall result in the forfeiture of all right to challenge/grieve the discipline. There shall be no appeals to the Board of County Commissioners and/or the County Administrator. Effective April 17, 2013 65 of 81 EMPLOYEE COMPLAINT/GRIEVANCE PROCEDURE SECTION 10 10.01 COMPLAINT/GRIEVANCES In the event an employee believes that the rules contained in this manual have been misapplied/violated, he/ she must utilize the following procedure, except in the cases of suspension, reduction in pay, demotion or termination - See 10.01 F. Failure of the grieving employee to follow the time limits will automatically result in a final and binding denial of the grievance. If the County does not follow the time limits, the appropriate County official will be deemed to have denied the grievance and it may proceed to the next step. A. Step 1: The aggrieved employee shall present his/her grievance orally or in writing to his or her Supervisor within fifteen (15) working days of the incident to be grieved. Discussion will be informal for the purpose of resolving differences in the simplest and most direct manner. The immediate Supervisor shall consult with the Department Head, reach a decision, and communicate that decision orally or in writing to the aggrieved employee within ten (10) working days from the date the grievance was presented to him or her. Supervisors are not empowered to make policy decisions. B. Step 2: If the grievance is not resolved in Step 1, the employee shall reduce the grievance in writing, sign it, and present it to the Supervisor. The Supervisor shall attempt to resolve the issue(s) concerning the alleged grievance within ten (10) working days of the receipt of the written grievance. Should the grievance still not be resolved at this point, it shall be presented to the Department Head for review. The Department Head shall confer with the immediate Supervisor and they shall attempt to obtain the facts concerning the alleged grievance, and within ten (10) working days of receipt of the written grievance, answer the employee in writing or schedule a meeting with the employee. If a meeting is held, the Department Head shall notify the aggrieved employee in writing of his or her decision, no later than ten (10) working days after the meeting. The meeting may be rescheduled by the Department Head for a valid reason. C. Step 3: If the response from the Department Head is not satisfactory, the employee may present the grievance form to the Division Director, who may confer with anyone he/she deems appropriate to obtain the facts concerning the alleged grievance, and within ten (10) working days of receipt of the grievance, schedule a meeting with the employee. The Division Director shall notify the aggrieved employee in writing of his/her, decision no later than ten (10) working days after the meeting. D. Step 4: If the response from the Division Director is not satisfactory, the employee may bring the grievance form to the Human Resources office, for review before the Employee Grievance Council. This Council will provide an additional avenue for the employee to pursue in the processing of appropriate complaints or grievances. By the establishment of the Employee Grievance Council, the employee whose problem is not resolved by the Division Director , may have the opportunity appear before this Council of peers and present his/her case. The Employee Grievance Council is empowered to call all necessary witnesses before them and to subsequently make their recommendations concerning disposition to the County Administrator. The decision of the Council is not binding; final determination will be made by the County Administrator. (Please refer to Monroe County Administrative Instruction 4714 for rules and procedures governing the Council.) The County Administrator shall furnish a copy of his decision to the aggrieved employee within fifteen (15) working days of receipt of the Councils recommendation(s). E. Any complaint/grievance involving matters that pertain to the Personnel Policies and Procedures may be addressed in writing to the Employee Grievance Council, (via the Human Resources office) who will forward to the Council to determine whether the matter is appropriate to be considered by the Council. If deemed Effective April 17, 2013 66 of 81 appropriate by a majority of Council members, the Human Resources office will schedule the airing of the Grievance at the earliest convenience. The Council is empowered to call all necessary witnesses and make a recommendation concerning disposition to the County Administrator whose decision is final. F. This Procedure does not apply to an individual who has been suspended, discharged, received a reduction in pay or demoted. Such individuals shall appeal in accordance to Section 9.15 hereof. G. If an employee does not answer to a Department Head and/or a Division Director, the Human Resources office will assist the employee in moving through the appropriate steps of this grievance procedure. H. The by-laws governing the establishment and operation of the Employee Grievance Council may be reviewed in Administrative Instruction 4714. I. If the grievant feels the issue has not been satisfactorily resolved, the employee may appeal to the County Administrator. Effective April 17, 2013 67 of 81 SEPARATIONS SECTION 11 11.01 RESIGNATIONS A resignation is defined as an action whereby an employee voluntarily leaves the County Service with or without the giving of notice and/or as any employee conduct which is stated herein to constitute a resignation. An employee wishing to leave the County Service in good standing shall file with the Department Head a written letter of resignation stating the date and reasons for leaving, 14 calendar days prior to the effective date of resignation. Failure to comply with this requirement may be cause for denying such employees re-employment rights and payment of unused leave. Unauthorized absences of three (3) days or more may be considered a resignation. 11.02 LAYOFFS Should it become necessary to abolish a position or reduce the number of County employees because of lack of work, shortage of funds, re -organized and transferred functions to an existing County employee, or for other legitimate reasons, the County Administrator/Board of County Commissioners may lay off as many employees as required, after two weeks notice. There shall be no appeal except the internal grievance proceedings. No regular employee shall be laid off while there are temporary or probationary employees serving in the same class in the same department. Such laid off employees shall be given priority of re -hire, in the event the position(s) is/are re-established, based on seniority and previous performance evaluations, for a period of time to their length of continuous service, but not to exceed one year. Such employees will also be eligible for promotional opportunity privileges for a period of one year after date of lay-off. 11.03 RETIREMENT Employee benefits upon retirement will be based upon the regulations of the State and County Government, Employees Retirement System Law, Social Security Act, and any other provisions which may be in effect at the time of retirement. 11.04 DISCHARGES A discharge occurs when an employee has been involuntarily separated from County Service, usually for cause. Employees discharged for disciplinary reasons may not be eligible for re -hire and may lose all seniority and reinstatement privileges. 11.05 EXIT INTERVIEWS It is the desire of the County to determine why good employees leave the County Service. An exit interview program has been established for the purpose of determining the causes and possible solutions of turnover among County personnel. If an employee wishes, he or she may request an exit interview with Employee Services by contacting the Human Resources office. The Employee Services Division Director or County Administrator may also request an interview with an employee who has made known his or her intention to leave the County Service. The information obtained during the interview will be used solely for the purpose of identifying or solving problem areas and will not become part of the employee's personnel record unless authorized in writing by the employee. Effective April 17, 2013 68 of 81 SOLICITING SECTION 12 12.01 SOLICITING 1. No employee shall be permitted to solicit any other employee during working time. Working time means the time when either employee (solicitor or solicitee) is on duty and not on an authorized break or meal period. 2. No employee shall be permitted to distribute leaflets, notices or other materials, or pass petitions during working or non -working time in work areas. Such distribution can take place only in non -work areas and during non -working time. 3. No non -employee shall be permitted to enter County premises or property at any time for the purpose of soliciting employees or distributing or posting any written, printed or other material. Rules and procedures regarding the use of county facilities can be obtained from Human Resources, Facilities Maintenance or the County Administrator's office. 4. Limited exceptions to the above rules may occur but only upon application to and approval by the County Administrator such as in instances where contracted county vendors wish to make presentations, train or educate the workforce (i.e. Employee Assistance Program, Health Insurance Providers, etc.). 5. It is intended that the above rules shall be interpreted and applied in accordance with applicable law. Effective April 17, 2013 69 of 81 EMPLOYEE PERFORMANCE EVALUATIONS SECTION 13 13.01 POLICY All Departments shall evaluate the performance of all employees on an impartial basis using standard evaluation forms and the Employee Performance Appraisal Handbook provided in Administrative Instruction 4003. 13.02 PURPOSE Employee performance evaluations shall be used for, but not limited to, the following purposes: A. To inform the employee of strong and weak points in his performance, as well as training needs and improvements expected. B. To recognize the employee's potential for promotion. C. To determine the employee's eligibility for merit salary advancements. D. To provide a record of past performance. E. To assist in determining the order of layoffs and reinstatements. 13.03 PROCEDURES A. Each employee shall have his performance evaluated on a periodic basis as outlined in the Performance Appraisal Handbook 1. All performance evaluations shall be made by the employee's immediate Supervisor (with input from anyone deemed appropriate by the Supervisor) and reviewed by a higher level Supervisor whenever possible. The immediate Supervisor's final evaluation shall not be changed by higher level Supervisors; however, reviewing Supervisors shall certify that they reviewed the rating and may attach any written comments they deem appropriate concerning the evaluation. 2.Department Head may authorize an evaluation at any time he or she deems appropriate. 3.The original, completed evaluation form, as well as any written material from the Supervisor, the Department Head, or the employee, shall be placed in the employee's official Personnel File. B. If an employee receives a below satisfactory rating in any category, the immediate Supervisor shall work with the employee in an effort to assist him/her in improving job performance. Such employees, if retained by the department, shall have their performance re-evaluated in the category(s) which do not meet performance standards. Effective April 17, 2013 70 of 81 EMPLOYEE INSURANCE COVERAGE SECTION 14 14.01 COVERAGE All full-time, regular employees are covered by life and accidental death and dismemberment insurance paid for by the County. The amount of such insurance is determined by the Board of County Commissioners. Group hospitalization insurance coverage for full-time employees is paid for by the County at a rate approved by the Board of Commissioners. Dependent coverage will be available for those eligible at group rates, paid for by the employee. The County may change its benefit program at any time, for example, by adjusting benefits, changing employee contributions, changing deductibles, and/or selecting other insurance carriers. 14.02 DEFINITIONS5 A. Domestic Partners. "Domestic Partners" are two adults who have chosen to share one another's lives in a committed family relationship of mutual caring. Two individuals are considered to be Domestic Partners if 1. they consider themselves to be members of each others' immediate family; 2. they agree to be jointly responsible for each other's basic living expenses; 3. neither of them is married or a member of another Domestic Partnership; 4. they are not blood related in a way that would prevent them from being married to each other under the laws of Florida; 5. each is at least of the legal age and competency required by Florida law to enter into a marriage or other biding contract; 6. they must each sign a Declaration of Domestic Partnership as provided for in Section 14.03; 7. they both reside at the same residence. B. Joint Responsibility for Basic Living Expenses. "Basic living expenses" means basic food and shelter. "Joint responsibility" means that each partner agrees to provide for the other's basic living expenses while the domestic partnership is in effect if the partner is unable to provide for him or herself. It does not mean that the partners must contribute equally or jointly to basic living expenses. C. Competent to Contract. "Competent to Contract" means the two partners are mentally competent to contract. D. Domestic Partnership. "Domestic Partnership" means the entity formed by two individuals who have met the criteria listed above and file a Declaration of Domestic Partnership as described below. E. Declaration of Domestic Partnership. "Declaration of Domestic Partnership" or "DDP" is a form provided by the Human Resources Director. By signing it, two people swear under penalty of perjury that they meet the requirements of the definition of domestic partnership when they sign the statement. The form shall require each partner to provide a mailing address. 5 Resolution 081-1998 Effective April 17, 2013 71 of 81 F. Dependent. "Dependent" means an individual who lives within the household of a domestic partnership and is: 1. A biological child or adopted child of a domestic partner; or 2. A dependent as defined under County employee benefit plan document. 3. A ward of a domestic partner as determined in a guardianship proceeding. G. Employee means an employee of the Board of County Commissioners, the constitutional officers or the Mosquito Control Board, except where the context is otherwise. 14.03 ESTABLISHING A DOMESTIC PARTNERSHIP A. An employee and his/her domestic partner as set out in Section 14.02 are eligible to declare a Declaration of Domestic Partnership (hereafter DDP) in the presence of the Human Resources Director, or the employee partner may present a signed and notarized DDP to the Human Resources Director. The DDP shall include the name and date of birth of each of the domestic partners, the address of their common household, and the names and dates of birth of any dependents of the domestic partnership, and shall be signed, under the pain and penalties of perjury, by both domestic partners and witnessed (two) and notarized. B. As further evidence of two individuals being involved in a domestic partnership, two of the following documents must be presented along with the DDP to the Human Resources Director: 1. A lease, deed or mortgage indicating that both parties are joint responsible; 2. Driver's licenses for both partners showing the same address; 3. Passports for both partners showing the same address; 4. Verification of a joint bank account (savings or checking) 5. Credit cards with the same account numbers in both names; G. Joint wills; 7. Powers of attorney; or 8. Joint title indicating that both partners own a vehicle. C. An individual cannot become a member of a domestic partnership until at least six months after any other domestic partnership of which she or he was a member has ended and a notice that the partnership has ended was given as provided for in Section 14.04. This does not apply if their domestic partners deceased. D. Domestic partners may amend the DDP to add or delete dependents or change the household address. Amendments to the DDP shall be executed in the same manner as the declaration of a domestic partnership. 14.04 TERMINATION OF A DOMESTIC PARTNERSHIP A. A domestic partnership is terminated when: 1. one of the partners dies; 2. one of the partners marries; or 3. a domestic partner files a termination statement with the Human Resources Director. A domestic partnership may be terminated by a domestic partner who files with the Human Resources Director by hand or by certified mail, a termination statement. The person filing the termination statement must declare under pain and penalties of perjury that the domestic partnership is terminated and that a copy of the termination statement has been mailed by certified mail to the other domestic partner at this or her last known address. The person filing Effective April 17, 2013 72 of 81 the termination statement must include on such statement the address to which the copy was mailed. B. The termination of a domestic partnership shall be effective immediately upon the death of a domestic partner. The voluntary termination of a domestic partnership by a partner shall be effective thirty (30) days after the receipt of a termination statement by the Human Resources Director. If the termination statement is withdrawn before the effective date, the domestic partner shall give notice of the withdrawal, by certified mail, to the other domestic partner. C. If a domestic partnership is terminated by the death of a domestic partner, there shall be no required waiting period prior to filing another domestic partnership. If a domestic partnership is terminated by one or both domestic partners, neither domestic partner may file another domestic partnership until six (6) months have elapsed from effective termination. D. It is the obligation of the employee domestic partner to notify the Human Resources Director of the termination of a domestic partnership as soon as possible after it occurs. 14.05 HUMAN RESOURCES DIRECTOR RECORDS A. The Human Resources Director will keep a record of all employees DDPs, Amendments and Termination Statements. The records will be maintained so that DDPs. Amendments and Termination Statements will be filed to which they apply. B. The Human Resources Director shall identify on the DDP what type of documents was presented for further verification of the domestic partnership. C. Upon determination by the Human Resources Director that the DDP is complete and that further evidence of the domestic partnership has been presented as provided in Section 14.03 (B); the Human Resources Director shall provide the employee with a copy of the DDP. The employee/domestic partner shall become eligible to elect domestic partnership health and other employee fringe benefits as provided in Section 14.06. It will be the employee's responsibility to notify the Employee Benefits Section of their intent to enroll the domestic partner and/or any eligible dependents under the Monroe County Employee Benefit Plan. Domestic partner/dependents enrolled in the Monroe County Employee Benefit Plan are subject to the same rules and provision applicable to covered spouses/dependents. D. The Human Resources Director shall provide forms to employees requesting them. E. The Human Resources Director shall allow public access to domestic partnership records to the same extend and in the same manner as any other public record. 14.06 EMPLOYMENT BENEFITS A. The County shall provide the same health and other employment fringe benefits to employees with domestic partners as to employees with spouses. As used in this section, "employees" refers to active and retired employees of Monroe County that are eligible for benefits pursuant to state law, County Ordinances, County employment policies, and collective bargaining agreements. B. The County shall provide health insurance and benefit coverage to an employee's domestic partner as it does to an employee's spouse, and to the dependent's of an employee's domestic partnership as it does to an employee's child(ren). An employee may opt to decline health insurance coverage for Effective April 17, 2013 73 of 81 her or his domestic partner, without foregoing the right to obtain health insurance coverage or her or his domestic partner during a future open enrollment period. C. Upon termination of a domestic partnership by an employee, the non -employee domestic partner health insurance and benefits lapses. If the employee domestic partner leaves employment with the County, the health and benefit package of the non -employee domestic partner shall lapse on the date that the former employee's insurance lapses. D. Upon termination of a domestic partnership by the death of an employee, the surviving domestic partner's health insurance and benefits coverage shall lapse as it would for the spouse of a married employee, upon the death of such employee. E. Board of County Commissioner employees shall be granted a leave of absence, with pay, for the death of a domestic partner or family member of a domestic partner to the same extent as for a spouse or family member of a spouse. Use of the term "in-law" in employee handbooks shall include the relatives of a domestic partner. F. Board of County Commissioner employees shall be granted sick leave to care for a domestic partner to the same extent permitted to care for a spouse, and to care for a dependent of a domestic partnership to the same extent permitted to care for a child. G. Board of County Commissioner employees shall be entitled to take parental leave to take care of a child born to his/her domestic partner or a newly adopted child to the same extent as a married person. 14.07 LIMITATION OF LIABILITIES A. Nothing in this ordinance shall be interpreted to contravene the general laws of this state. B. Nothing contained in this Ordinance shall be construed to impose liability upon a domestic partner for the health or health expenses of his or her domestic partner. 14.08 FORMS A. The Human Resources Director shall distribute copies of the following forms to those individuals who request them: 1. Declaration of Domestic Partnership 2. Domestic Partnership Information Sheet 3. Amendment to Declaration of Domestic Partnership 4. Termination Statement of Domestic Partnership. Effective April 17, 2013 74 of 81 TRAVEL SECTION 15 15.01 TRAVEL It shall be the policy of the Board of County Commissioners to reimburse all employees, Board members and other Department personnel for all authorized travel. Said reimbursement shall be made in the following manner: A. In County overnight travel will require the approval of the Department Head. Out of County travel will require the prior approval of the applicable Division Director or County Administrator. If travel is to any county contiguous to Monroe County or if the travel can be completed within one workday, not requiring overnight lodging, prior approval of the next -highest supervisory level can be obtained. B. Private use of individual vehicles for county business shall be reimbursed for travel mileage in accordance with Monroe County Code, unless an automobile allowance is established pursuant to Section 112.061(7)(f), Florida Statutes. The subsection requires that the traveler file a signed statement before the allowance is approved by the agency head; the statement must provide an estimate for the annual amount based on places and distances for an average typical month's travel on official business; and filing of the statement and approval of allowance shall be repeated at least annually. C. Employees who use their personal vehicles for approved County travel shall be reimbursed in accordance with the information reflected on the reverse side of Form #C676. These employees should be aware that they may be subject to periodic odometer audit(s), and that the employee's personal auto insurance is primary payer in case of an accident while or County business. Employees receiving an automobile allowance may still use the form to request reimbursement for meals, lodging, tolls and parking fees. Further, those employees who are receiving an automobile allowance shall not be entitled to file a claim for in -county mileage reimbursement. D. Individuals shall be entitled to per diem while on official travel in accordance with provisions contained in Monroe County Code, except the Board may authorize the reimbursement of actual expenditures where documented evidence is provided justifying actual expenses incurred. E. The County Administrator shall authorize reimbursement for lease, rental cars and/or aircraft where it is deemed by the County Administrator to be the most advantageous to the County. Employees are to waive all insurance on rental car contracts, and no reimbursement for insurance costs shall be authorized under this section. F. All requests for travel reimbursement shall be submitted in writing on State of Florida Voucher for Reimbursement of Travel Expenses which shall give date(s) of travel, purpose, all applicable receipts, and amount due the traveler. Advance payment for travel must be requested by submitting voucher form for approval by the applicable Division Director or County Administrator. G. Travel shall be the most economical and practicable method available. Effective April 17, 2013 75 of 81 APPEARANCE SECTION 16 16.01 APPEARANCE AND PROPER ATTIRE All County employees should strive to be as neat and clean in appearance as possible. Proper attire conducive to carrying out the functions of their respective positions should be worn by all employees. The Department Head will be responsible to insure that the appearance of his or her employees properly represents Monroe County in relation to their positions. Proper clothing and equipment needed to insure employee safety is required to be utilized at all times in accordance with the Monroe County Safety Policies. Effective April 17, 2013 76 of 81 VIOLENCE IN THE WORKPLACE SECTION 17 17.01 The purpose of this policy is to provide a safe environment for conducting County business for employees, visitors, clients, and customers by prohibiting, preventing, and taking action in response to work - related acts of violence. 17.02 Definitions: 17.03 Procedures: For the purpose of this policy, acts of violence include, but are not limited to: 1. verbal abuse, assault, threatening or obscene language or behavior, or 2. aggressive, harmful, dangerous, or violent physical actions, or 3. actions which endanger county employees, directly or incidentally, or 4. improper or dangerous use or display of any weapon or object used as a weapon. For the purpose of this policy, work -related acts include, but are not limited to, those which: 1. take place on County premises and affect county property, employees or representatives, or 2. involve one or more County employees or representatives, acting in their official County capacity, or 3. may occur off of County premises, but are related to County business, or 4. may occur outside of normal working hours, but are related to County business or 5. involve the use of County equipment, vehicles, communications equipment (phones, radio, FAX, etc.). A. The County will take prompt remedial action against any employee, visitor, client, or customer who engages in any behavior prohibited by this policy. B. The County will establish security measures, to the extent practical, to ensure that County facilities are safe and secure against actions prohibited by this policy. C. Employees, supervisors, etc. will take reasonable immediate action to protect victims of violent actions from further harm. Actions which will increase any danger should be avoided. When necessary, local law enforcement agencies must be notified as soon as possible. D. After any imminent danger or threat has been dealt with, an employee, manager, supervisor, etc. has a duty to notify their immediate supervisor, Safety Officer, Risk Manager, or other appropriate person of any incident or activity which is in violation of this policy. Reports made pursuant to this policy will be held in confidence to the extent possible. The County will not tolerate any form of retaliation against anyone who makes a report under this policy. Effective April 17, 2013 77 of 81 E. The Human Resources office shall be notified of any prohibited acts by the affected employee, their supervisor, or other appropriate person, as mentioned in the preceding paragraph. Personnel shall determine the extent of remedial and disciplinary action to be taken. In making this determination, Human Resources may consult with employees, supervisors, safety or risk management representatives, law enforcement officials, etc. Disciplinary action taken against employees who violate this policy will be carried out in accordance with Monroe County Personnel Policies and Procedures. Effective April 17, 2013 78 of 81 CHILDREN IN THE WORK ENVIRONMENT SECTION 18 1. The Purpose of this section is to establish the policy of the Administration concerning Monroe County employees bringing children into the County work environment during normal working hours. A. It is the policy of this Administration that County employees shall not routinely bring children into the County work environment during the applicable employee's normal working hours. B. It is recognized that circumstances may arise wherein an employee's option with regard to caring for their dependent children may be restricted for any number of reasons. Generally, it would be expected that the employee would utilize vacation or sick leave, as appropriate, to resolve said matters. However, on the rare occasion where there are no other alternatives, and/or the work requirements are such that the employee's presence is mandatory, the Division Director or Department head may grant a special exception. C. A Division Director or Department head may grant a special exception in response to unusual or emergency circumstances which would, for a very limited, specific period of time, permit an employee to bring children into the environment. The applicable Division Director or Department head shall then formally authorize said special exception in writing by completing the "Children in the Work Place Form" and routing the original to the Human Resources Department via the appropriate Division Director and the County Administrator, prior to the day the child is expected to be present. D. It is incumbent upon all Division Directors/Department Heads to insure that permitting children in the work environment is a rare exception and not the rule and that the special exception provisions provided above are not to be abused. E. The parent(s) shall be responsible for the proper behavior of the child while in the workplace. F. Children are not permitted in County vehicles at any time. G. Children are totally barred from certain high -risk jobs and work locations (such as construction sites). H. The County Administrator has the authority to waive the policy for special events (such as Daughter/Son At -Work Days. Effective April 17, 2013 79 of 81 CASH MANAGEMENT PROCEDURES SECTION 19 To establish a standardized cash management procedure that will eliminate the risk of loss or misappropriation of funds. 1. All Divisions/Departments will have in effect a policy for all cash funds received to be deposited as quickly as possible, but in any event, not later than three (3) business days from receipt. 2. Check vouchers should be date stamped. In cases where there is no voucher attached, paperwork corresponding to the transaction should indicate the date of the check's receipt. 3. Advise OMB of the appropriate employees in each Division/Department who will be responsible for the cash deposits of the policy. 4. Division Directors and Department Heads are responsible for periodically reviewing the cash management procedure with their departments to ensure efficiency and compliance with this policy. Effective April 17, 2013 80 of 81 FIRE ALARM PROCEDURES SECTION 20 The purpose of this instruction is to establish the procedure for building occupants to adhere to when fire alarm systems located within County facilities annunciate. The definition of annunciate is to announce the alarm system. 1. When a fire alarm system located in a County Facility annunciate, building occupants are to turn off all electrical equipment that will not delay their exit; and shall immediately evacuate the building, reporting to their designated assembly area in accordance with posted fire evacuation plans located throughout County Facilities. 2. Emphasis shall be placed on orderly evacuation under proper discipline, rather than on speed. 3. Once in the assembly area, each Office Representative will account for their personnel. 4. All personnel will remain in the designated assembly area, well clear of the building, until released by the Fire Department and/or a representative from the Monroe County Public Works, Facilities Maintenance Department. 5. Constitutional Officers, Division Directors, and Department Heads are to ensure that all employees under their purview familiarize themselves with this policy and Reference A — Monroe County Safety Policies and Procedures Manual, along with the designated assembly area. G. Constitutional Officers, Division Directors, Department Heads, and Monroe County Safety Officer are to ensure evacuation routes are posted on bulletin boards throughout County Facilities, to include an assembly area for each office to report to, in the event of a fire evacuation. 7. Constitutional Officers, Division Directors, and Department Heads shall assign one person from each office the responsibility of accounting for each employee that works in their office, in the event of a fire evacuation. Effective April 17, 2013 81 of 81 An':, -0-Z 2.04 PROBATIONARY PERIOD A. The standard probationary period for new employees will be twelve (12) months from the date the employee begins working as a regular employee for the County. If at any time during the probationary period it is determined that the employee does not meet performance standards, the employee may be terminated without recourse. The County Administrator, or a designee, shall either: (1) approve, in writing, retention of the employee, at which time the employee shall be granted career service status: or (2) decide that the probationary period will be extended for no longer than an additional 90 days if the employee has not met performance standards : or (3) in the event the County shall fail to approve the employees' retention the employee shall automatically be separated from employment with the County, said separation being absolutely final, with no rights of appeal to any authority, including the grievance procedure contained herein. Temporary employees, Federal or State Grant employees as well as employees originally hired under the CETA Program will retain their original date of hire if transferred to or hired in a regular County position for use in procedures governing fringe benefits and evaluation purposes, when applicable. Said employee must then serve the standard 12-month probationary period, before becoming eligible for career service status. B. During the probationary period, the Department Head or duly -appointed representative must observe the employee's work habits, attitude and attendance to see if continued employment in the job is desirable. C. In the event an employee receives a promotion through the promotional opportunity process, said employee will serve a 90 day probationary period, or the remainder of their original probationary period, whichever is greater. If during this probationary period the employee does not meet performance standards, he or she may be terminated without right of appeal if recommended by the Department Head and the Division Director and approved by the Administrator, but will be able to apply for another County position through the promotional opportunity system for 1 year, after which time he or she must wait until a desired position is open to the public. D. Any employee whose position evolves into accepting additional or different duties and/or responsibilities within the same department may be reclassified to another pay grade and/or title upon recommendation of the Department Head and Division Director and approved by the Administrator but will not serve an additional probationary period. (See Section 3.04 and 3.05.) 3.02 POSITION AUDIT PROCEDURE The County Administrator is charged with the responsibility of initiating position audits of any or all County service positions at any time. Other position audits may be initiated by written request to the County Administrator from the Department Head or the Division Director in which the specific position is located, or the incumbent of the position to be audited. All requests must be approved by the Division Director. Position information will be gained through completion of a Position Information Questionnaire (PIQ) by the incumbent or by the Supervisor of the position if the position is vacant, and through field studies of the position, which may include a personal visit with the position incumbent by a representative of the Human Resources office. The applicable Department and Division Director should review and make recommendations to the County Administrator through the Human Resources office on all proposed new positions, changes, and position descriptions. 3.03 DETERMINATION OF CLASSES A. The Human Resources office upon certification of funds and findings that the proposed class or classes are needed, shall propose new or revised classes of work as well as the abolition of existing or obsolete classes, to the County Administrator for appropriate action. B. Whenever an employee's position is abolished under this section, said employee shall have first consideration for a position in a similar classification that may arise in the County service for a period of one year. However, if that employee refuses an offer for a similar position or, if that employee within the one-year period elects to take any position in the County service, said employee shall be removed from preferential consideration. 3.04 ALLOCATION AND RECLASSIFICATION OF POSITIONS A. The Human Resources office, after having determined the content of the positions and having received the certification of funds and findings that the proposed class or classes are needed, shall propose new or revised classes of work as well as the abolition of existing or obsolete classes, to the County Administrator for appropriate action. Recommendations for changes may be made by the Division Director, who must submit sufficient documentation for the change, including assurance(s) that the respective departmental budget contains sufficient funds. B. An employee may be reclassified to a different title and/or pay grade at any time the County Administrator deems appropriate, after receiving good and sufficient documentation. A temporary reclassification does not constitute a promotion or demotion. A change in title and/or pay grade which results from an evolution into a reduction of duties and/or responsibilities does not constitute a demotion. 3.05 STATUS OF AN INCUMBENT IN A RECLASSIFIED POSITION When the incumbent of a position, through diligent application of work, is officially assigned more difficult and significant additional responsibilities and duties which are at a higher level exceeding the regular duties of his/her current classification or indicate that the current qualifications (key job requirements) are insufficient to accomplish the successful execution of the work program of the operation, the Human Resources office shall perform a study of the present duties and responsibilities of the position. If it is determined after recommendation by the Department Head, Division Director and Human Resources that the position should be reclassified, the County Administrator may require that the incumbent undergo a prescribed test of fitness, depending on the conditions of the reclassification and the nature of the position to be reclassified before approval. A revised job description will be submitted by the Department Head for approval by the Division Director and the County Administrator which includes the additional duties and/or revised requirements of the position. The incumbent's position reclassification is conditioned upon the determination that the incumbent meets the minimum qualifications of the higher classification. An employee reclassified in this manner will not serve an additional probationary period as a result of this reclassification. 4.06 APPLICATION OF THE PAY PLAN All employees shall be employed and paid in accordance with the rates and policies established by the Pay Plan for the specific job classification under consideration, unless otherwise stipulated in these policies. In no case shall an employee's salary exceed the maximum pay range of the pay grade of a position. Contract positions may be an exception if the position does not have an assigned pay grade. 4.07 STARTING RATES A. The minimum salary established for a position is considered the normal appointment rate for new employees. B. Appointments below or above the minimum salary may be authorized in the following situations: 1. In the event an applicant does not meet the minimum qualifications, but is expected to obtain said qualifications within 6 months, the hiring authority may request appointment as a "trainee". In such cases, the employee should be hired at an appropriate rate below the minimum starting salary. 2. Occasionally, certain jobs may have to be paid more at the time of hire to attract and retain competent employees. The prospective employee's starting salary should not exceed the current salary of any employee with the same position who has comparable or greater qualifications. a. If the applicant's training, experience, education or other qualifications are substantially above those required for the position, the County Administrator may approve employment at a rate above the minimum established for the class. The need to make appointments in excess of the minimum shall require written justification that shows the prospective employee's education, experience, and unique competencies are directly related to the position. b. The request shall be approved by the Division Director/Department Head and be processed through the Human Resources office and the Division of Budget and Finance for review and determination of compliance with the County policies and procedures and budgetary control. c. The Human Resources office shall provide a monthly report to the Board of County Commissioners which shall reflect all newly hired employees who are employed above the entry salary. 4.08 SALARY RANGES, PROGRESSIONS INCREASES No salary adjustment shall be approved unless there is availability of funds, and must be justified in writing by the Division Director/Department Head and approved by the County Administrator. All requests for salary increases shall be processed through the Human Resources office and the Division of Budget and Finance for review and determination of compliance with the County policies and procedures and budgetary control. In most cases, completion of the Position Information Questionnaire (PIQ) should be used to justify the increase. Anything not covered on the PIQ, should be further detailed in memo format by the department. An employee may receive a salary increase by means of a promotion, reclassification, pay range adjustment, or equity adjustment. A. An employee reclassified, transferred or hired through promotional opportunity of one pay grade level or higher shall receive the greater of the minimum salary of the pay range or a 5% salary increase per higher level pay grade. An increase above 5% per higher level pay grade shall require justification in accordance with Section 4.07 B (2). In no case shall the employee's salary be above the maximum pay range. B. Effective January 1, 2013, when an employee is permanently assigned significant additional duties/responsibilities not warranting a reclassification of his/her position but the new duties/responsibilities have a substantive impact on an employee's daily work life, are outside the normal scope, and require a new skill set, a salary increase may be warranted. The salary increase should be commensurate with the magnitude of the additional duties/responsibilities with consideration given to change in key responsibilities, essential job functions, and number of employees supervised. A salary increase is typically not warranted if duties are `exchanged' and the knowledge, skills and abilities required to perform the new duties/responsibilities are similar to performing the removed tasks. B. There are no provisions in the County Pay Plan for automatic salary advancements, as all increases are to be based on availability of funds, work performance, and other pertinent factors as evaluated by the employee's Supervisor and/or Department Head, and approved by the Division Director and County Administrator. C. The Human Resources office shall provide a monthly report to the Board of County Commissioners which shall reflect all personnel actions resulting in a salary increase for all current employees. This report will exclude any cost of living/merit increases, etc. which are approved by the BOCC on an annual or contractual basis. D. Adjustments to salary may be granted to correct an equity problem. Adjustments must have the appropriate support documentation that proves the inequity among those in similar county positions doing the same level of work and responsibility along with having comparable qualifications including training, experience, and education. E. MERIT INCREASES 1. A merit increase is a salary increase within the same pay grade, awarded for outstanding County Service. 2. Merit increases are not automatic. 3. The amount of merit increase an employee receives, if any shall be determined by the availability of funds, and the system/procedures proposed by the County Administrator and adopted by the Board of County Commissioners each fiscal year. All salary adjustments must be approved by the County Administrator. 4. An employee shall be eligible for consideration for a merit increase during the budget preparation period after completion of their initial probation period. Unless otherwise approved by the Board of County Commissioners each fiscal year, an employee will receive a Merit Increase on their Anniversary Date (see Section 4.09 Q. 5. New employees hired below the minimum rate would be eligible for consideration six months from the date they are adjusted into the minimum rate. 6.Once an employee has reached the maximum salary amount of the pay grade in which his or her position is classified, the merit increase will be awarded as a one time lump sum payment on the employee's anniversary date (unless otherwise approved by the Board of County Commissioners each fiscal year), unless said position is reclassified to a higher pay grade (See Section 3 regarding reclassifications). Nevertheless, the employee will still be evaluated in accordance with the County evaluation system. All employees are expected to maintain a satisfactory or above performance level. Failure to do so will result in appropriate disciplinary action. 7. The foregoing reflects the current procedure, however the County reserves the right to change or eliminate the procedure whenever necessary. NOTE: Time spent on a leave of absence without pay in excess of thirty days shall be deducted from the employee's length of service record when determining the time required for advancement eligibility. F. COST OF LIVING INCREASES The decision whether to or when to grant a cost of living allowance, as well as the decision of the amount of such increase (if any) will be made in the sole and exclusive discretion of the Board of County Commissioners. G. RECRUITMENT AND RETENTION INCREASES Retention Salary Increase This provision is intended to provide consideration of critical and/or unusual administration problems. A retention salary increase may be approved, at the County Administrator's sole discretion, in accordance with the following provisions: If the employee has received a documented bona fide job offer with an employer other than Monroe County BOCC and the retention increase is a counter offer to retain the employee in their current position (job offers from other Monroe County BOCC offices, Property Appraiser, Clerk of the Circuit Court, Supervisor of Elections, Tax Collector, Sheriff or other office that reports to the Board of County Commissioners will not be deemed a bona fide job offer with an employer other than the County under this provision). It is not the intent of this policy to compete with the Monroe County Constitutional Offices. Under the provisions of this policy, these offices shall not be considered as an employer other than Monroe County BOCC.) A. Retention salary increase decisions are not grievable through the County's grievance procedure unless it is alleged that such a decision was made based upon unlawful discrimination. B. To be eligible for retention increase consideration, the affected employee must: 1. currently be employed by the County in a career service status position; 2. have been continuously employed in their current position for at least one calendar year prior to the date the bona fide job offer was made; 3. have received at least a "Meets Expectations" rating on their most recent performance evaluation, must currently be performing at an acceptable level, and shall not have been issued a written warning within the previous twelve (12) months; and 4. Shall not have received a total retention increase of the maximum (25%) within the past twenty-four (24) calendar months from the date the increase request is submitted to Human Resources. C. The County Administrator has sole authority to determine amount offered as a retention increase within the range of 0% to 25% of the affected employee's salary. The County Administrator may approve 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 Division Director 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 division director. 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 division'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 division/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 and division. The Human Resources office will review the request and make a recommendation to the County Administrator. Certification Incentive Salary Increase 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 grievable through the County's grievance procedure unless it is alleged that such a decision was made based upon unlawful discrimination. 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 d. not exceed two certifications per calendar year (renewal of a certification will not net any additional increase in pay). C. $1,500 will be added to the affected employee's salary. D. 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, the salary increase will be awarded as a one time lump sum payment. E. 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. 1. The employee shall complete the form and submit it to the Department Head and Division Director for their approval of the recommendation. 2. The Employee Services Director will review the request and shall approve or deny the request. 3. Human Resources will officially notify the employee of the approval (or denial). 4. 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. A certification salary increase for any employee is treated as a permanent salary increase as long as the employee retains the same position and does not exceed a salary greater than the maximum for his/her pay range. 4.10 TEMPORARY - HIGHER CLASSIFICATION Due to a vacancy of a budgeted position an employee may be assigned full-time to work in a higher classification up to one year, unless otherwise determined by the County Administrator. An employee required to work in a higher classification 30 consecutive calendar days or less may be required to do so at no increase in pay. If the employee is required to work beyond this period, he or she should be given a temporary transfer to the higher classification and be paid the greater of the minimum salary of the pay range or a 5% salary increase (whichever is greater) for the higher classification retroactively applied to day one he or she served in such higher classification and every consecutive day thereafter. At the conclusion of the assignment, pay shall revert to the authorized rate established for his regular position. Any such temporary increase granted shall not affect the employee's eligibility for normal salary advancement. One or more employees may be temporarily assigned duties/responsibilities of a vacant budgeted position up to 30 consecutive calendar days or less which have a substantive impact on an employee's daily work life, are outside the normal scope, and require a new skill set. If the employee(s) is required to work beyond this period, the employee(s) will be given a temporary adjustment in pay of 3% retroactively applied to day one he or she served in such capacity and every consecutive day thereafter. At the conclusion of the assignment, pay shall revert to the authorized rate established for his/her regular position. Any such temporary increase granted shall not affect the employee's eligibility for normal salary advancement. ATE' A.3 �_ y a 7 C• � ti � � o c�'y•C .ter C �-• L rA 0 CA ^• .. 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E co&w �§§§§�$ ■c� w$ zz c WES z d RRa V)V)§ 2E 0k B§o)¢gq�2 «w= a�6v$R 2qk q §° vv� aP w ©©©©©©©©©© ----�_ nnnnn �C4 C4 C4 2 co a 0 M M O O Ln It 0 I- it M � O M O 00NOLn'ttCn�OMN�Nd OlA N CD CD CA CV CD 000oLnItItMMMNNNN.- 6% 6% 6H 6H 69 6% 6% 69 69 69 6H to 69 G9 69 69 N O M N � O O W N N � I1-r� CO CD Z M000OI�d F� q:000,'t0NCn O 1-cMCD0Ln0 Cor,4t *C7iaoCO�tIt ILCoLnd It MM CNNN.-����.- G 6%6%6%646464 6464646%6%H46469H4 00 M M It M M O It CO O O N I-� 00 r- Itll- C)Cf)co t CDNCDOtiItco O �- 00 d 1� N O O O lA M N .- O Z 2 eq. eq. eq. 6% eq. eq. 6% 6% 6% eq. eq. eq. eq. 6% eq. eq. t c co O O O O O O CtO CC) O N N LA c6 N N CD d d N N 0)Ln M M CO Ln M r N co , co O N 't m CIF) cc N CD 4 Ln ti M 00 d' O co Ln 00 M 00 Ln N Ln N I� O N M 00 Co Co It Ln O O M L0)A N I� M ,O co CO I-.- r-: 6 M 00 Ch CA CO d' 00 E9 E9 E9 E9 Z N�d'MMN OlA00d'COMOM00 O M 00 M rn C d 0)* O M Cn 0 0 CO N O CD OO Ln d M O In Co N f�Nt0N Q 0 CSF ItcocoO dti d' cM -I;i C O 0OMO rl: 1 Ln I Il ' .- 0) d N O It 0 It 0 M N N 0 0 0 0 0 N 0 O O Ln 00 00 00 M d O In O f� ti O O N Z � M d' O N E CO CO O Ln M M O� Ln 00 f� CO rl or 1 00 Ln 'tt 1 b�4 GFI bM4 6% b04 GFI GRP GRP GRP 6% GRP GRP GRP GF4 M � O p W � E M M 0Ocor-coLnd'MN \ M a O (, Ln E L U W Q 0 DATE Cost of Merit Other PAY RANGE (Pay Plan) Living Increase ADJUSTMENTS October 1996 3% 1.5% FY 96/97 N/A October 1997 4% 0 Coopers & Lybrand Study— EE's given greater FY 97/98 of minimum or 4%. New paygrades established 1.2 million added to budget for reclasses) October 1998 3% 0 FY 98/99 No change October 1999 0 Range Upper — Middle - Lower FY 99/00 No change Out 6.5% 5.7% 4.9% Satis 4.1% 3.3% 2.5% Marg 1.6% 0.8% 0 October 2000 0 Ran a Same as above FY 00/01 Increased 5.2% October 2001 0 0 Distributed 7% Across Board —Pay adjustment FY 01/02 Increased 7% October 2002 4% 0 FY 02/03 No change October 2003 2.4% 0 FY 03/04 No change October 2004 7% 0 FY 04/05 Increased 3.4% Au st 1, 2005 0% 0 Distributed 5% Across Board Pay adjustment N/A October 1, 2005 3.3% 5% *Merit Increase awarded on employee's FY 05/06 Increased 3.3% anniversary date (with Satisfactory evaluation) (also: base entry salary of "2" *Retroactive to 5% *Change of policy — Anniversary Date changes increased 17.29%) No change October 1, 2005 when employee has a transfer, promotion or (BOCC approval reclassification which also results in a salary 5/16/06) increase. May 16, 2006 Increase in pay plan ranges due to no increases 02/03-4%; 03/04-2.4%; 04/05- October 1, 2006 3.41/1. in previous years 6.5% 5% Merit Increase awarded on employee's 3.4%; 05/06-3.3% FY 06/07 Increased 3.4% 06/07 anniversary date (with Satisfactory evaluation) Non -Union & Teamsters Teamsters — same as Non -Union IAFF — 3% COLA & 3-5% step IAFF: 3% October 1, 2007 -- -- 3% Teamsters COLA None for non -union 07/08 3% IAFF COLA & 3-5% step 3% for IAFF October 1, 2008 -- 0% non -union -- 4.1 % Teamsters COLA None for Teamsters 0% for 08/09 0% IAFF non -union 3% for IAFF October 1, 2009 -- 0% non -Union -- 0% Teamsters COLA 0% Teamsters 0% for non -union 09/10 IAFF: 3% COLA & 3-5% STEP 0% for Teamsters 0% non -Union 0% for IAFF(added another step October 1, 2010 -- -- 0% Teamsters COLA — Ste 11) 0% for non -union 10/11 IAFF: 3% COLA & 3-5% STEP 0% for Teamsters 0% Non -Union 3% for IAFF October 1, 2011 54�0 up -- 5% Teamsters & Non -Union None 11/12 to max IAFF: 0%. DROP participants 2% only range *3% of the 5% for non -DROP employees was to make up for 3% pay lost starting July for FRS contribution. October 1, 2012 None None None N�„P GRO P INSURANCE RATE S FY 2012 2013 DEPARTMENT CHARGE -- PER EMPLOYEE/PER MONTH: OPT -IN Eff. 10/01/2010 DEPARTMENT CMARGE - PER EMPLOYEE/PER MONTH: OPT -OUT _Eff. 05/01/2012 PEfVDE ONLY COVERAGE: 'ROUT PAY: PAYDAY 1 PER affective 01/01/2004) PER PAYDAYT R MONTH SPOUSE ONLY _ $163.$353.00 SPOUSE + ONE CHILD $217.$470.00 SPOUSE + TWO OR MORE CHILDREN $244.$529.00 -- ONE CHILD ONLY $110.00 TWO CHILDREN ONLY $130,00 _-_-_ THREE CHILDREN ONLY $162,00 FOUR CHILDREN ONLY $216.00 —_ FIVE OR MORE CHILDREN 4t nn EMPLOYEE ONLY: _-- `— FOR DEPENDENT RATES SEE TIERS ABOVE CO -----.------SINGLE COVERAGE: - --" — - _ FOR DEPENDENT RATES SEE TIERS ABOVE - *COBRA rates calculated as follows: Dept. rate minus life insurance rate eff. 10/1 0) x 2% servicln as allowed by law) + monthly dependent coverage premium, when applicable. _ ` Life insurance rate for 10/10: .51 x 20 = $10.00 + .02 x 20 = .40 Total = $10.60 PEPM _ RETIREES: - --WITH 10 OR MORE YEARS OF FULL-TIME SERVICE WITH MO_ NROE COUNTY: — -- WITH LESS THAN 10 YEARS OF COVERAGE UNDER OUR PLAN, BUT WHO ARE FULLY VESTED AND RETIRE WITH THE FRS MUST PAY: — -- - --_-- --- ----- --- - --------- UNDER AGE 65:----------- - - -- — OVER AGE 65: `-- ------- RETIREES__.._Insurance.Coverage Only (NO MEDICAL) — - ------ RETIREE DEPENDENT COVERAGE TIERS: (Rates effective 01/01/04) --- — --- _SPOUSE ONLY UNDER 65: _._ _ ---_- - - SPOUSE UNDER 65 AND ONE CHILD:- __ SPOUSE UNDER 65 AND TWO OR MORE CHILDREN: — -- - SPOUSE ONLY OVER 65 (50% of spouse only dependent rate) -- --- _-_ ONE CHILD ONLY _�. — — - --- — -- - ---. CHILDREN ONLY - ---------- — -- _--_ THREE CHILDREN FOUR CHILDREN _ONLY _ _ -- — -- - FIVE OR MORE CHILDREN ONLY - - — -- $351.00 $468.00 $529.00 $790.00 Eff. 10/01 /10 PER MONTH (ROUNDED) $795.00 Eff. 10%01/10 fee Eff. 01/01/04 _ _$790.00_ _ _$_474.00 Eff. 10/01 i10 -__$529.00 $176.50 _ - $238.00 $351.00 $529.00 14 f f., 70- �. ACTIVE EMPLOYEE RA TES EFFECTIVE 01101113 MEDICAL includes DENTAL EMPLOYEE DEPENDENT COVERAGE TIERS: SPOUSE ONLY SPOUSE + ONE CHILD SPOUSE + TWO OR MORE CHILDREN ONE CHILD ONLY TWO CHILDREN ONLY THREE CHILDREN ONLY FOUR CHILDREN ONLY FIVE OR MORE CHILDREN EMPLOYEE & DEPENDENT COVERAGE TIERS EMPLOYEE ONLY EMPLOYEE & SPOUSE EMPLOYEE & CHILD(REN) FULL FAMILY VISION EMPLOYEE & DEPENDENT COVERAGE TIERS: EMPLOYEE ONLY EMPLOYEE & SPOUSE EMPLOYEE & CHILD(REN) FULL FAMILY PER PAYDAY (26 pay periods) $ 23.00 $163.00 $217.00 $244.00 $110.00 $130.00 $162.00 $216.00 $244.00 PER PAYDAY (26 pay periods) $13.07 $24.75 $26.70 $38.68 PER PAYDAY (26 pay periods) $2.05 $4.10 $4.39 $7.01 # Y: -Ak 7 a RETIREE RATES EFFECTIVE 01/01/13 MEDICAL RETIREE & DEPENDENT COVERAGE TIERS: PER MONTH RETIREE ONLY (Normal retirement under Sec. 121.021 (29) F.S., from Monroe $50.00 County & FRS with 10 years full-time service) RETIREE ONLY (Early retirement under Sec. 121.021 (30) F.S. from Monroe County $50.00 & FRS with 10 years of service and retired prior to 10/01/2001) RETIREE ONLY (Early retirement under Sec. 121.021 (30) F.S., from Monroe County & FRS with 10 years full-time service, Age 60 or Age and Years of Service added together total 70) $50.00 RETIREE ONLY (Early retirement under Sec. 121.021 (30) F.S., from Monroe County & FRS with 10 years full-time service, NOT Age 60/Age and Years of Service DO NOT add up to 70) UNDER AGE 65 $790.00 OVER AGE 65 $474.00 RETIREE ONLY (Retired from FRS WITHOUT 10 years full-time service with Monroe County) UNDER AGE 65 $790.00 OVER AGE 65 $474.00 SPOUSE ONLY (UNDER 65) $353.00 SPOUSE (UNDER 65) & ONE CHILD $470.00 SPOUSE (UNDER 65) & TWO OR MORE CHILDREN $529.00 SPOUSE (OVER 65) $176.50 ONE CHILD ONLY $238.00 TWO CHILDREN ONLY $282.00 THREE CHILDREN ONLY $351.00 FOUR CHILDREN ONLY $468.00 FIVE OR MORE CHILDREN $529.00 DENTAL RETIREE & DEPENDENT COVERAGE TIERS: PER MONTH RETIREE ONLY $28.33 RETIREE & SPOUSE $53.62 RETIREE & CHILD(REN) $57.86 FULL FAMILY $83.81 VISION RETIREE & DEPENDENT COVERAGE TIERS: PER MONTH RETIREE ONLY $4.44 RETIREE & SPOUSE $8 88 RETIREE & CHILD(REN) $9.50 FULL FAMILY $15.18 MONROE COUNTY BENEFITS AT A GLANCE Attachment BENEFIT REQUIREMENT(S) EXPLANATION MORE INFO.. RETIREMENT.• PENSION PI Ai R AS OF July 1.2012: Regular Class: county contIrbution 5.18% - employee contribution 3% TOTAL- 8.18% Special Risk Class: county contribution 14.9% - employee contribution — 3% TOTAI —17 poi Regular class. Employee contribution 3% Employer contribution 5.18% Total — 8.18% Special Risk class: Employee contribution 3%, Employer contribution 14.9% Total —17.9 % DROP Employer contribution Is 5.44%. GROUP HEALTH SECTION 125 4NNUALLEAVE 4NNUAL LEAVE MAXMIUM TICK LEAVE 'ICK LEAVE PAYOUT SCHEDULE EMPLOYEE QUARTER/YE4R YEARS OF SERVICE AWARD CERTIFICATION INCENTIVE PROGRAM ORGANIZED EVENTS -I his document is not designed to contain or be an lar._ emolnve 1: (hired before 07/01/11) Hired before July 1, 2011 vested after years of credible 1 866-377-2121 normal retirement age Is 62 and be vested service. (hired after 07/01 /11) normal retirement www.mvfrs.com om age Is 65 and be vested. Hired on or after July 1, 2011 vested after 8 years of SSneclal Risk employee: (hired before credible service. 07/01/11) normal retirement age Is 55 and be vested (hired after 07/01/11) normal retirement age Is 60 and be vested. Since plans and rates of contributions vary, Vested after 1 year In the Plan. Defined contribution 1-866-446-9377 or visit the Investment Plan members should contact based on salary. Employee allocates the contributions "Investment Funds" page of: the Investment Plan Administrator directly. among various Investment funds. Benefit depends on www.mvfrs.com Investment gainsAosses. .iEw-1 I Maass. etc employee- age 65 and 33 yrs of service. Must be fully vested. Special Risk employee: age 60 and 30 yrs of service. Must be fully vested Effective after 60 days of employment; must be regular, 25+ hpw employee. 25+ hpw employee. Eligible for deduction,- pertalnli to Insurance coverage Salary, regular employee. 20+ now • five yrs or more. 1 year, 25+ hpw employee. 1 year, must have wkd 1,21 completion of 1 yr prob discretion. FlexTime: De artment Head Approval Must have held current position 1 year. Eligible after 5 yrs of career service employme Certification program must meet certain criteria according to position requirements. Must have Program that allows employee to retire without T1-888-738-2252 terminating employment for up to 5 years, www.mvfrs.com Includes major medical, pharmaceutical, EAP (see below), $20,000 Life Insurance Policy. Dental & Vision Coverage are optional. Benefit Plan Han Revised 1/1/10 Allows payroll deduction for Insurance coverage to be Group Insurance taken from your pay2heck before taxes are computed 13 days per yr (Increased with years of service), max PPP Section 7.01 carryover 40 days. On 4/1 of each FY: Time eamed In excess will be rolled PPP Section over to the employees Sick Leave balance. 7.01 C (1) 13 days per year, must wait 90 days before use. PPP Section 7.02 S/L paid according to years of service upon separation. PPP Section 7.07 640 hrs lifetime maximum. Adman Inst 4702. 7.02D p h p oyes ea tPPP Section 8.05 rr leave without a . mfidenval, no cost professlonal assistance to help 1-800-272-7252 and their families resolve problems that adversely Dersonal IlvM and Inh—rrnwww.hortzoncarelink. om .,,,a....e reduction in bay, or demotion: rt ht to a eel to Board. Allows longer work days, shorter work weeks and flexible work PPP hours for the department's and/or employee's benefit. Plaque and $300 lump sum payment; $3000 lump sum Adm Employee of the Year. Awaros ,�1500.00 salary Increase to employee upon completion of certification program. Recognition and a monetary award not to exceed $2 Keys Federal and of Must meet specific criteria. Defined significant other— eligible for same benefits Eligible after 1 year, Full time employees ualto s ouse. Full paid tuition, lab fees, on IIne access fees & distance None. :eamin fees; must be Job relatedportion of textbooks paid Kennedy Space Center, Universal Studios, Hotel discounts. Covered under the County's Health Insurance Plan Reimbursement of fees, not to exceed $100 for lifetime maximum, for participation and completion of activities which Training as designated by School Board shaft include triathlons, run/walkathons and blkeathons. 4010 Jeph Beston0valic com LARUED1CoZnationwide ccr PPP Section 14.02 'PP Section 2.11 Ih ===±Ad=d.Uona1Ufe hour per week Admin Leave to mentor a qualified youth. PPP B 01 J taUve. solution #100-2000. A roved BOCC 3/15/00. Contact School urance paid by the employee but notthru Lena Mamone i Must arrange thru the company 1979 Imamone0ft n as a comprehensive inventory of all benefts and explanation of those benefits. Please review Monroe County Human Resource benefits. Employee Services Rev 05113 /f ly, -06� C w Oy 9 00 W ,UWj a. swti .9 •e d U S Oq •e U a w a� w o p F a a� w Y am US ow �'•� Vinw �dy �O Wqe OdQ OOF a B �a O Op O wa �a zOz ww 00 0 DO p '4z oG� w a� U OwCo w yU z U C7 C7 w a 0� U o � UO o00 p, W w y U.40 wUU Uw W� a >-I U99 "> a4UvFi ww99 F