Item C06BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: April 17, 2013 Division: Employee Services
Bulk Item: Yes X No _ Department: Human Resources
Staff Contact Person: Teresa Aguiar X4458
AGENDA ITEM WORDING: Approval of a resolution to amend the Personnel Policies and
Procedures Manual addressing salary increases and posting/advertising of Commissioner Aide
positions.
ITEM BACKGROUND: In accordance with Monroe County Code Section 2-78, a seven -member
Personnel Policies and Procedures Committee made up of three members elected by the Employee
Relations Committee, one supervisor, one middle manager, one Division Director and the Director of
Human Resources is tasked with reviewing all proposed changes prior to presentation to the Board of
County Commissioners.
PREVIOUS REVELANT BOCC ACTION: The last revision to the policy was approved by the
BOCC on December 14, 2011.
CONTRACT/AGREEMENT CHANGES N/A
STAFF RECOMMENDATIONS: Approval.
TOTAL COST: $ INDIRECT COST:
DIFFERENTIAL OF LOCAL PREFERENCE:
BUDGETED: Yes No
COST TO COUNTY: $ SOURCE OF FUNDS: Affected employee's department budget
REVENUE PRODUCING: Yes _ No AMOUNT PER MONTH Year
APPROVED BY: County AttyOMB/Purchasing Risk Management
DOCUMENTATION: Included X Not Required
DISPOSITION:
Revised 2/27/01
AGENDA ITEM #
RESOLUTION NO. -2013
A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA, PROVIDING PROPOSED CHANGES TO
PERSONNEL POLICIES AND PROCEDURES; PROVIDING FOR
REVISIONS AND CLARIFICATION REGARDING SALARY INCREASES;
PROVIDING FOR THE EXEMPTION OF COMMISSIONER AIDE
POSITIONS TO BE POSTED AND ADVERTISED.
WHEREAS, it is the desire of administration to have the policies and procedures allow for
salary increases when an employee is permanently assigned significant additional
duties/responsibilities not warranting a reclassification or higher pay grade but do have a
substantive impact on an employee's daily work life, are outside the normal scope, and require a
new skill set; and
WHEREAS, the salary increase policy revisions (Section 4.08) are to be effective as of
January 1, 2013; and
WHEREAS, it is realized that Commissioner Aide positions will continue to be hired on a
contractual basis and it is desired that these positions not be required to be posted and advertised
as outlined in the promotional opportunity policy unless it is specifically at the request of the
Commissioner with the vacancy; and
WHEREAS, the proposed changes have been reviewed by the Personnel Policies and
Procedures Committee and the County Administrator;
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Monroe
County, Florida, that:
1) The Monroe County Personnel Policies and Procedures shall be amended as follows:
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.
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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
ualifications ey job requirements) are insufficient to accomplish the successful execution of
the work program of the operation � - - +• •r
aver Blass, the Human Resources office shall perform a field 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 nay grade of a
position. Contract positions may be an exception if the position does not have an assigned pay
ade.
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
-2. 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 deeamentatiea written justification that shows the prospective
employee's education experience and unique competencies are directly related to the position
Res Personnel P&P 4/2013 2
b. The request shall be approved by the Division Director/Department Head and be processed
throu0i 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
a.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 Countv
policies and procedures and budgetary control
In most cases completion of the Position Information Questionnaire 'PIO) should be used to
usti v the increase A 1l1 . ljz not covered on the PIO should be further detailed in memo
format by the department
An employee may receive a salary increase by means of a promotion, reclassification, or -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_ ade. An increase above 5% per hi egh-r level pay_ rade 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 permanentl 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 arnnn ., A , „
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with consideration given to change in key responsibilities essential job functions and number of
employees su ervised. A sal increase is I'mically not warranted if duties are `exchan edand
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.
DC. 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 a)proppate s apport documentation that proves the inequity among those in similar county
Res Personnel P&P 4/2013
positions doing the same level of work and responsibility along with having comparable
qualifications including training, experience and education
4.10 TEMPORARY - HIGHER CLASSIFICATION
Due to a vacancy of a budgeted position Aan 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 working in a higher classification 30 consecutive we 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) fihe-app to for the higher classification retroactively applied to
day one he or she served in such higher classification and every consecutive weAdfig days
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 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
2. The above changes shall be incorporated into the Monroe County Personnel Policies and
Procedures Manual.
3. This resolution shall become effective upon approval unless otherwise stated above.
PASSED AND ADOPTED, by the Board of County Commissioners of Monroe County, Florida
at a regular meeting on said Board on the day of , A.D., 2013.
Mayor George Neugent
Mayor Pro Tern Heather Carruthers
Commissioner Danny L. Kolhage
Commissioner David Rice
Commissioner Sylvia J. Murphy
(SEAL)
ATTEST: Amy Heav i lin, CLERK
IM
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
C
Deputy Clerk Mayor George Neu401NROE COON Y ATTORNE'
APMOVED T
YNTHIA L. HALL
Res Personnel P&P 4/2013 4 ASSISTANT COUNTY ATTORNE
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