Item C04 County f � .�� ��� BOARD OF COUNTY COMMISSIONERS
Mayor David Rice,District 4
Mayor Pro Tem Craig Cates,District 1
The Florida Keys '
Y � ��F' Michelle Coldiron,District 2
Vacant,District 3
--' Holly Merrill Raschein,District 5
County Commission Meeting
January 21, 2022
Agenda Item Number: C.4
Agenda Item Summary #9961
REVISED AC IJ : Added language to fiscal Impact Narrative (underlined below) to clarify cost
to County and estimates of future years under the policy.
BULK ITEM: Yes DEPARTMENT: Employee Services
TIME APPROXIMATE: STAFF CONTACT: Bryan Cook(305) 292-4537
N/A
AGENDA ITEM WORDING: Approval of a Resolution to revise section 7.01 C. of the Personnel
Policies and Procedures Manual regarding automatic payout of annual leave that exceeds the
allowable maximum threshold each year (currently 480 hours for full time, 40-hour employees), as
of April 1st; and, providing an annual option for employees who have at least 320 hours of annual
leave accrued to be paid out up to 80 hours, as of November 1 st.
ITEM BACKGROUND: Approval of a Resolution to revise section 7.01 C. of the Personnel
Policies and Procedures Manual regarding automatic payout of annual leave that exceeds the
allowable maximum threshold each year (currently 480 hours for full time, 40-hour employees), as
of April 1 st; and,providing an annual option for employees who have at least 320 hours of annual
leave accrued to be paid out up to 80 hours, as of November 1 st.
In recent years, due to uncontrollable events such as Hurricane Irma, the Duck Key Bridge Project,
and ongoing impacts of the COVID-19 pandemic, many employees have not been able to schedule
annual leave time. Additionally, the county eliminated a number of positions and laid off a number
of employees at the onset of the 2021 budget year, which has further compounded difficulty in
scheduling time off. To address this concern, the BOCC has twice voted to suspend section 7.01
C's use-it-or-lose-it clause due to these types of business conditions, and the BOCC made a change
to the accrual thresholds following Hurricane Irma to similarly address this issue with the current
policy. Due to the continuing operational effects of COVID-19 on the county, if today's Resolution
to amend Personnel Policy does not pass, the BOCC will again for a 3rd time need to consider
waiving section 7.01 C.'s use-it-or-lose it clause for 2022.
For the County, approval of this resolution will reduce annual leave accruals each fiscal year at
present dollar values, thus reducing future liabilities; and it will also eliminate the BOCC's need to
repeatedly consider waiving or make exceptions to current policy section 7.01 C. For employees,
annually, hours in excess of the maximum allowable threshold as of April 1st of each year will be
paid out at their regular rate of pay; and employees may optionally request to be paid out up to 80
hours annual leave as of November 1 each year,provided they have at least 320 hours of time
accrued as of October 31 st. Any annual leave payout shall not be counted as time worked for the
purpose of calculating overtime in any given workweek.
The Personnel Policy and Procedures Committee met on December 22, 2021 and approved these
recommended policy changes.
PREVIOUS RELEVANT BOCC ACTION:
February 2021 —Board adopted a Resolution to suspend Section 7. 01 C. of the Personnel Policies
and Procedures Manual regarding loss of annual leave that exceeds the allowable maximum
threshold amount for one year. Approval resulted in the ' use- it-or- lose- it action not being applied
to annual leave balances on April 1, 2021. The policy is currently set to reinstate as of April 1, 2022.
April 2020 —BOCC approved Resolution 093-2020, waiving section 7.01 C. on annual leave
rollover due to onset of the COVID-19 pandemic.
2018 —A similar situation occurred following Hurricane Irma in 2017-2018 where employees were
not able to take annual leave because they were required to be engaged in emergency response and
recovery work for an extended period of time. At that time, the BOCC approved a change to the
Personnel Policies and Procedures Manual that raised the maximum allowable annual leave
balances. The policy solved the `use-it-or-lose-it' concern at that time. While that solution is
different from what is described in today's resolution, the BOCC voted to approve the measure with
similar intent: to protect employee leave balances in light of significant business conditions.
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
Resolution -2022.PPPM TO1C of PPPM Annual Leave Payout
Resolution 093-2020
Resolution 043-2021
FINANCIAL IMPACT:
Effective Date: January 21, 2022
Expiration Date: N/A
Estimate of change to wlicv 7.01 C.1. 6)ayiny- out annual leave above the max as of AI)ril 1 2022):
173,153 in fiscal near 2022.
Estimated maximum iwact of wlicv 7.01 C.2. (myiny ut) to 80 hours for em0oyees with at least
320 hours saved as of November 1, 2022): $262,654 in fiscal year 2023.
Estimates are based on current employee annual leave balances-, balances change throughout the
vear as time is earned and used.
Total Dollar Value of Contract: N/A
Total Cost to County:
Current Year Portion:
Budgeted: Yes
Source of Funds: N/A
CPI: N/A
Indirect Costs: N/A
Estimated Ongoing Costs Not Included in above dollar amounts: $262,6533 estimated for fiscal
.202'). The one-time starmp costs are expected to be higher than in future vears. This is because,
once the county mvs out the initial accrued balance overaves, the policy will automatically reduce
financial liability for the county on an annual/ongoing basis.
Revenue Producing: N/A If yes, amount:
Grant: N/A
County Match: N/A
Insurance Required: N/A
Additional Details: N/A
REVIEWED BY:
Bryan Cook Completed 12/30/20215:08 PM
Pam Pumar Skipped 01/03/2022 8:57 AM
Cynthia Hall Completed 01/03/2022 9:11 AM
Purchasing Completed 01/03/2022 10:01 AM
Budget and Finance Completed 01/03/2022 3:24 PM
Maria Slavik Completed 01/04/2022 8:26 AM
Liz Yongue Completed 01/04/2022 8:34 AM
Board of County Commissioners Pending 01/21/2022 9:00 AM
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