Item F04
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: November 15.2006
Bulk Item: Yes --L No
Division: Employee Services
Department: Human Resources
Staff Contact Person: Teresa Aguiar
AGENDA ITEM WORDING: Approval of changes to the Monroe County Personnel Policies
and Procedures Manual as recommended by the Policies and Procedures Board.
ITEM BACKGROUND: Monroe County Code Section 2-214 established a seven-member
Personnel Policies and Procedures Board. The members: 3 members elected by the Employee
Relations Committee, 1 supervisor, 1 middle management employee, 1 Division Director and the
Director of Human Resources. This Board is tasked with reviewing all proposed changes from
the employees prior to presentation to the Board of County Commissioners.
PREVIOUS RELEVANT BOCC ACTION: Last revision to the policy was August 17, 2005.
CONTRACT/AGREEMENT CHANGES: See attached 3 pages.
STAFF RECOMMENDATIONS: Approval of the recommended changes as submitted.
TOTAL COST: See attached
No -L-
COST TO COUNTY: Aporox $75.590.00 FY 06/07 SOURCE OF FUNDS: ~
REVENUE PRODUCING: Yes _ No L At1OU~l PER MONTH_ Year
" ~~ (\)J b-~'
APPROVED BY: County Atty L t'tiBIPurcbasing _ Risk Management ~
DOCUMENTATION:
Included
x
Not Required_
DISPOSITION:
AGENDA ITEM #
Revised 8/06
O,~~rY ~o~~~~E
(305) 294-4641
Office of the Employee Services Division Director
The Historic Gato Cigar Factory
1100 Simonton Street, Suite 268
Key West, FL 33040
(305) 292-4458 - Phone
(305) 292-4564 - Fax
TO:
(-' ----
BOARD OF COUNTY <;:OMMISSIONERS
Mayor Charles "Sonny" McCoy, District 3
Mayor Pro Tern Dixie M. Spehar, District 1
George Neugent, District 2
Mario Di Gennaro, District 4
Glenn Patton, District 5
Board of County Commissioners
FROM:
Teresa E. Aguiar,
Employee Services Director
DATE:
November 15,2006
SUB}:
Personnel Policies and Procedures revisions
This item requests approval of the revisions approved by the Personnel Policies and Procedures Board.
In accordance with Monroe County Code Section 2-214, this Board, made up of3 members elected by
the Employee Relations Committee, 1 supervisor, 1 middle manager, 1 Division Director and the Human
Resources Director, is tasked with reviewing all proposed changes from the employees prior to
presentation to the BOCC for approval.
The Board has met five times since April this year and has finalized the document for your review and
approval. It is staff s recommendation to approve the recommended changes as submitted below:
Recap of Significant changes to the Personnel Policies & Procedures Manual
Board of County Commissioner Meeting - November 15.2006
Changes of a housekeeping nature (spelling, grammar, consistency, capitalization,
rearrangement of items for clarifications, updating current source number of Ordinances
and regulations and title changes) are not considered significant.
1.07 Restriction of Employment of Relatives - Add wording to the definition of
relative to be in accordance with Florida Statute 112.3135(l)(d).
2.11 E Reimbursement - Increase the amount for textbook reimbursement from $65.00
to $125 per course.
Cost: Increase of approximately $500 per year. In 2005 only 8 employees submitted for
reimbursement for the purchase of books under the educational assistance program.
.:
Page 2
PPPM Changes
BDCC Meeting 11/15/06
2.15 B Years of Service Program - Change from a certificate/plaque to a decorative
lapel pin with the County seal that can be worn by the employee. The pin will also reflect the
milestone year of service achieved (5, 10, 15, etc...)
Cost: Increase of approximately $90.00 for the first year. Total cost for first year:
$607.60. After the first year, the cost will be approximately ~ of what we are currently
paying for plaques/certificates because of the one time mold set up fee of$350 in the first
year. Each pin will cost approximately $2.30 each. It is estimated that 112 YOS awards will
be given during FY 06/07.
2.15 B Years of Service Program - Currently the policy is to award a flat monetary
award for each milestone reached. The change is from the flat monetary award to a
percentage of the employee's salary to be awarded as a lump sum payment.
Cost: Increase of approximately $75,000.00 FY 06/07.
The current turnover rate is approximately 13% per'year (approximately 70 employees).
The Personnel Policy Board feels that the change will help turnover and retain valuable
employees for longer periods of time therefore reducing direct and indirect costs (training,
lost productivity, etc.) to hire new employees. A ndtional survey indicates that the average
turnover cost per employee is between $1,000 and $10,000.
4.08 Salary Ranges, Progressions, Increases - Addition of wording which is the
current practice. A promotion should at least provide an employee a 5% salary increase if
moving into a higher paygrade (example: From Paygrade 7 to Paygrade 8).
4.08 D(6) Merit Increases - Currently, an employee who is at the maximum of the
paygrade range will only receive cost of living increases and not be eligible for a merit salary
increase. This change will award employees a lump sum payout of the percentage awarded
that year. The cost will not be added to the employees current salary as it is now for those
that are still within the paygrade range.
4.08 F Recruitment and Retention - November 20,2001 the BOCC conceptually
approved to award adjustments in salaries including establishing incentives to attract and
retain employees. This policy will provide a methodical, objective approach in providing
these adjustments.
Page 3
PPPM Changes
BOCC Meeting 11/15/06
7.01 B Annual Leave Accrual- In 1999, the BOCC approved to change the accrual
rates for employees hired on or after October 1, 1999. It is believed that all employees
should be provided the same amount of leave accrual.
40 hpw Hired before 10/1/99 Hired on or after 10/1/99
1 - 3 years 4 hours biweekly 4 hours biweekly
4 years 5 hours 4 hours
5 years 5 hours 4 hours
6 - 10 years 5 hours 5 hours
11 - 15 years 6 hours 5 hours
16 thru term 7 hours 6 hours
7.02 C (b) Use of Sick Leave - Changed reference to 7.05 and defined 'immediately
family' for this section only.
7.05 Funeral Leave - Addition ofUnc1e, Aunt, first cousin, nephew, niece, step
family and half brother and sister. This is the definition of immediate family as defined in
Florida Statue 112.3135.
8.01 F Military Leave - Clarification of types of service that are the exception to the 5
year cumulative total of military leave of absence (in accordance with USERRA).
PERSONNEL POLICIES
AND
PROCEDURES MANUAL
Board of County Commissioners
Effective
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10/20/2006
PERSONNEL POLICIES & PROCEDURES MANUAL
Table of Contents
Sections
Paqes
Preamble
1-2
Mission, Vision and Value Statements of Monroe County Government
3
Introduction
5-8
1.
General Policies
9-12
2.
Employment Policies
13-22
Classification
23-24
Pay Plan
25-28
Hours of Work
29-31
Holidays
32-33
Leave with Pay
34-39
Leave of Absence
40-53
Standards of Employment, Disciplinary Actions & Appeals
54-60
Employee ComplainVGrievance Procedure
61 -62
Separations
63-64
Soliciting
65
Employee Performance Evaluations
66
Employee Insurance Coverage
67 -70
Travel
71
Page 2
Page 2
Sections Paqes
16. Appearance 72
17. Violence in the Workplace 73-74
18. Cash Management Procedures 75
19. Usage & Email 76
20. Fire Alarm Procedures 77
Index 77-79
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Page 3
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.
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
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Page 4
Mission Statement
9f
Monroe County Government
The 'I.'ell being and prosperity of our citizens
requires government's commitment to quality service that enhances and promotes public safety.
As such, we ha':e agreed upon the following as our Mission Statement:
· To deliver quality public services in an efficient, professional, and timely manner.
· To protect and preserve the county's physical, environmental, and aesthetic assets.
· To provide for efficient management and equital;)le allocation of all fiscal resources.
· To function as a catalyst for the invol':ement of residents, I;)usinesses, and organizations in the de':elopment
and maintenance of a well integrated community.
· To identify and anticipate citizens' concerns, problems and opportunities and take actions to address and
resolve them.
· To develop and maintain infrastructure and utilities that enhance transportation, commerce, communication,
recreation, and the physical well I;)eing of the people.
· To support the growth and development of indi':iduals, families, and groups.
· To contril;)ute to the economic development and prosperity of our citizens and promote a well planned,
attractive, and ':ital community.
· To select, train, motivate, and retain highly qualified dedicated men and .....omen as County employees.
The al;)ove Monroe County Mission Statement reflects
the underlying principle of County government.
It exemplifies the contril;)ution that the organi~tion makes to society in
terms of public service, programs, and acti\'ities and
is I;)ased on values, tr-adition, and legal mandates.
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Page 5
Organizational Values
Of
Monroe County Government Employees
The quality of life and em'ironment in Monroe County, Florida
depends upon a partnership among citizens, elected officials and county employees.
~ach one of us is the county.
Iiach one of us is striving for success.
'.&Ie are what makes a difference between a good organization and an outstanding one.
As such, '/:e have agreed upon the following as our organizational values:
We '/alue open. accessible QO'/ernment. A go':ernment cannot be dishonest if its actions are taken openly, and
honest government is our first responsitlility. Openness encourages competence because it subjects our actions
to public scrutiny.
'.".'e ':alue fiscal responsibilitv. Careful management of our financial resources demonstrates our respect for the
citizens whose taxes support our organization. Fiscal responsitlility recognizes that most problems cannot be
solved by money alone, and therefore demands fresh approaches ami creath.'it': in addressing issues.
'."Ie '..alue a spirit of professionalism. We believe that successful completion of the task is more important than
'.vho gets the credit. ,.. professional attitude dictates a dispassionate analysis of issues, free of personal biases
and ':l.'ith a commitment to the organization and the county.
We value a humane orqanization. V'le believe that our .....ork should be a source of enjoyment and satiefaation. '.".Ie
place great emphasis upon personal qualities that contribute to that environment; informality, humility, energy,
independence of thought, a ready sense of humor and a ~ attitude.
'."Ie value orqanization self sufficiencv. To insure the continuity of County services and programs, and to foster
innovation in the development of those services and programs, '....e encourage the use of local resources to meet
local needs.
'.".'e are proud of the Florida Keys, Monroe County,
And the citizens I,.':e serve.
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Page 6
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The mission of Monroe County is to provide outstanding public service responsive to the needs of our
citizens, our unique community, and our environment.
Utopia in the Florida Keys
Working and learning together to maintain the diverse community by preserving the natural resources
and habitat that makes us a unique and preferred place to live and visit!
We Believe in the Highest of Ethical Behavior as we Sail the Seven "e"'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.
Creativ~ - 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.
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 our organization,
our employees, and our citizens is essential. We encourage feedback and the sharing ofideas. Byworking
together, we can share information and improve our services through open government.
Continuity - 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.
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10/20/2006
Page 7
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 be 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.
E.ln 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 Personnel SeotionHuman 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 Personnel 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.
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,
THE COUNTY SERVICE
The County Service shall consist of all existing positions and any positions hereinafter created in the County with the
following exemptions:
10/20/2006
Page 8
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.
PiRSONNI!L SECTIONHUMAN 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 DepartmentOffice, through the
Division of ManagementEmDlovee-Services. In addition to the duties imposed by personnel policies and regulations, it is
the responsibility of the County Administrator, through the Personnel Sestion 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.
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 PERSONNEL SECTIONHUMAN RESOURCES
The efficient administration of the County's Personnel Sestion 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
10/20/2006
Page 9
Supervisor and the Personnel Section 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 n 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 DepartmentOffice. The Human Resources
Department.Q!f!Q! will release information to outsiders in accordance with Florida Statute 119.the standards as set forth
in Administrative Instruction 4903.
RISK MANAGEMENT - SAFETY/LOSS CONTROL SECTION
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 Human
Resources Department, Risk Management SectionOfficewill 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 SECTION (Group Insurance and Workers Compensation)
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 will be assigned to the Human
Resources Department, Employee Benefits Section, with final approval of program types and levels of benefits
remaining with the Board of County Commissioners, All chanQes presented to the Board of Countv
Commissioners will be preceded bv no less than two weeks written notice to all emplovees.
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,
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 Department, 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
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Page 1 0
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.
E. EMPLOYEE RELATIONS COMMITTEE
The Employee Relations Committee was established to pro\'ide non supervisory employees an
a'Jenue of direct communication with the County Administrator for the purpose of constructively identifying and
discussing problems within the County System. By la...:s for the composition and operation of the Employee
Relations Committee are covered in Administrati':e Instruction 100S.
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Page 11
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 Personnel Section 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 Personnel SestionHuman 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, full-time 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 prior to his 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, any may be amended from time to time,
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:
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Page 12
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.
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 Personnel SectionHuman 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 Personnel Section 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.
1 0/20/2006
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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 Personnel SectionHuman 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 complv with any request for records and/or information and appropriatelv 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 expanded in accordance with Florida Statute 112.3135(1) (d) and will the County to include Domestic
Partner. Nothing set forth herein shall prohibit the employment of more than one (1) member of the same family.
The Personnel SectionHuman Resources Office will be responsible to investigate any alleged incident of
nepotism,.Upon investieation 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 loneer exists. aR€l-wWhen needed, the
County's legal advisor will furnish current information to the Personnel Section 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 Partner1 - "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 Personnel Section 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.
1 Resolution 081-1998
10/20/2006
Page 14
(See Section 8.01 I 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)}.
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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.
C. 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
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.
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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,
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, except as stated in Ie' 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 granVproject. 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 temporary employees, are
entitled to the same benefits as a regular employee except for Career Service status, Years of
Sen:iGe 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 proratod to the number of hours worked but will net reoeive greup in8ur~:mce accordinq to
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Page 17
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 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.
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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.
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 Personnel SestionHuman 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.
10/20/2006
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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 ComplainVGrievance Procedure).
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 POLlCy2
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,
Department Head and Personnel SectionHuman Resources Office.
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. The employee shall forward the application to the
Personnel SectionHuman Resources Office with the appropriate approvals and a Purchase Order or
Audit Slip for payment. The application must be submitted and approved by the Supervisor, Department
Head, and the Personnel Section Human Resources Office prior to the employee enrolling in the course.
The Personnel Section Human Resources Office 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 Personnel Section Human Resources
Office the enrollment receipt and textbook receipt.
Upon completion of the course, the employee shall submit to the Personnel SeGtion Human Resources
Office 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 placed in the employee's personnel file.
D. TIME OFF FROM WORK
2 See Florida Statutes 112.063
10/20/2006
Page 20
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
Adm inistrator.
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 PersonnelHuman Resources Office. Requests for
reimbursement must be made within sixty days after completion of the course.
2. Textbook reimbursement allowance is limited to ~ 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.
5. 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.
8. 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.
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 Administrator
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
1 0/20/2006
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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.
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 OfficePersonnel Section, The Personnel Section 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, 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 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 employee to 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 Personnel Section 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 Personnel SeGtion 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 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 This policy applies to all employees (including
Division Directors, department heads and supervisors), agents and third-parties such as contractors, vendors,
suppliers, and other visitors to County buildings or workplaces. A violation of this policy will subject an employee
(including Division Directors, department heads or supervisors) to disciplinary action, up to and including
termination of employment. A violation of this policy by any third party will result in appropriate action, which may
result in the person(s) being barred from the County premises.
Harassment is defined as verbal or physical conduct which:
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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/preference,
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/preference, 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.
If you experience or observe any prohibited harassment by any person (including Division Directors, department heads,
supervisors, employees or third-parties), you are required to promptly report the incident to a Department Head, the Human
Resources Director or to the County Administrator. (We encourage you to put such a complaint in writing). Your 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 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 against an employee or third party for lodging a bona fide complaint under this
policy or for assisting in the investigation of a claim of harassment.
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 (See Section 2-15.6. Monroe County Code)
A - EMPLOYEE OF THE MONTH/YEAR PROGRAM
Monroe County has established an Employee of the Month/Year Program designed to recognize employees who
demonstrate superior performance and dedication to their work which is above and beyond the call of duty. (See
Monroe County Administrative Instruction Series 4000.) The employee of the month shall be awarded a $100
United States Savings Bond and an appreciation plaque. The employee of the year shall receive a 4% increase,
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 and Thirty 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 Department Office
must cause a letter to be placed in the employee's personnel file noting the years of service and must deliver the following.l.
in a lump sum payment. to the employee:
1 0/20/2006
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a - For 5 years of service, a congratulatory certificate decorative pin and a $100 av:ard1 % lump sum payment;
b - For 10 years of service, a congratulatory certificate decorative pin and a $176 a'....ard2% lump sum payment;
c - For 15 years of service, a congratulatory plaque decorative pin and a $200 award3% lump sum payment;
d - For 20 years of service, a congratulatory plaque decorative pin and a $360 a'.'lard1% lump sum payment;
e - For 25 years of service, a congratulatory plaque decorative pin and a $600 award5% lump sum payment;
f- For 30 years of service, a congratulatory plaque decorative pin and a $1,000 award6% lump sum payment.
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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 Personnel Sestion 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 Personnel
SestionHuman Resources Office. The applicable Department and Division Director should review and make
recommendations to the County Administrator through the Personnel Sestion Human Resources Office on all
proposed new positions, changes, and position descriptions.
3.03 DETERMINATION OF CLASSES
A. The Personnel 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 Personnel 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
10/20/2006
Page 25
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 so that it appears as if the position warrants reclassification to a
higher class, the Personnel 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 PersonnelHuman 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. 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 Management Emplovee Services shall maintain a position control system in the office of Human
Resources. Department of Human Resources, Personnel Section.
Important:
All additions, revisions, reclassifications or other personnel actions having a financial impact on the County shall be
reviewed by the Personnel Section Human Resources Office and the QffiGe Division of Management and
Budget and Finance and approved by the County Administrator.
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.
10/26/2006
Page 26
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 Department, Personnel SeGtienOffice, in conjunction with the Office Division of
Management and 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.
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,
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 Q. 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, If the applicant's training, experience 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 documentation and
specific approval from the County Administrator.
4.08 SALARY RANGES. PROGRESSIONS. INCREASES
No salary adjustment shall be approved unless there is availability of funds, and must be recommended in writing
by the Division Director and approved by the County Administrator.
A. An employee may receive a salary increase by means of a promotion, reclassification or pay range adjustment.
An employee reclassified. transferred or hired throunh promotional opportunity of one pay nrade level or
hinher shall receive the nreater of the minimum salary of the pay ranne or a 5% salary increase. An
increase above 5% shall require iustification in accordance with Section 4.07 B (2). In no case shall the
employee's salary be above the maximum pay ranne.
10/26/2006
Page 27
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. All requests for salary increases shall be processed through the Personnel Human Resources Office and the
0ffiGe Division of Management and Budget and Finance for review and determination of compliance with
the County policies and procedures and budgetary control.
D, 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.
6, Once an employee has reached the maximum salary amount of the pay grade in which his or her
position is classified, no additional merit increases shall be awarded to that employee" 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,
E. 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.
F. 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 followina
provisions:
10/26/2006
Page 28
A. If the employee has received a documented bona fide job offer with an employer other than the County 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).
B. Retention salarv 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.
C. 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 may not have been issued a written
warning within the previous twelve (12) months: and
4. not have received a retention increase with the past twenty-four (24) calendar months from the date
the increase request is submitted to Human Resources.
D. 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 salarv. The County Administrator may approve retention
increases as simile or multiple salarv adjustments: however. if multiple salarv adjustments are made for
one retention increase. the total of those salarv adjustments may not exceed 25% of the affected
employee's salarv.
E. The retention salarv increase must not place the employee above the maximum for their current pay range.
F. Retention increases recommended under this provision are subject to the availabilitv 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:
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 division's independent verification of the job offer:
(c) Whether the job offer is comparable to the one the employee currently holds with the County.
3. A detail of the trainina costs that Monroe County incurred on the employee's behalf over the past twentv-
four (24) months;
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. salarv comparison of other employees within the division;
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 Salarv 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 salarv 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 salarv increase consideration. the affected employee must:
a. currently be employed by the County in a career service status position;
10/26/2006
Page 29
b. have been continuouslv emploved with the County for at least one calendar year prior to the date of
reQistration of the certification;
c. have received at least a "Meets Expectations" ratinQ on their most recent performance evaluation.
must currentlv be performinQ at an acceptable level. and may not have been issued a written
warninQ 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 emplovee's salarv.
D. The certification incentive salarv increase must not place the emplovee above the maximum of their current
pay ranQe. In the event the emplovee reaches the maximum of their current pay ranQe. the salarv increase
will be awarded as a one time lump sum payment.
E. Certification incentive salarv increases recommended under this provision are subiect to the availabilitv of
funds.
The Human Resources Office will review the reQuest and make a recommendation to the County Administrator.
Procedure:
To reQuest a certification incentive salarv increase. the respective emplovee shall complete the Certification
Incentive form and obtain approvals prior to reQisterinQ in the certification course or prOQram.
1. The emplovee shall complete the form and submit it to the Department Head and Division Director for their
approval of the recommendation.
2. The Emplovee Services Director will review the reQuest and shall approve or deny the reQuest.
3. Human Resources will officiallv notify the emplovee of the approval (or denial),
4. Upon satisfactory completion of the certification prOQram. the emplovee shall provide sufficient proof to
Human Resources. Human Resources will prepare and process the PAF form to be effective on the date of
certification.
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 transferred 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.
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Page 30
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
An employee may be assigned to work in a higher classification up to one year, unless otherwise determined by the
County Administrator. An employee required working in a higher classification 30 consecutive working 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 appropriate rate for the higher
classification retroactively applied to day one he or she served in such higher classification and every consecutive
working 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.
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.
1 0/20/2006
Page 31
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.
S. 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 Y2 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 Polices and Procedures (or as
otherwise granted by the SOCC), 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.
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.
J. Shift Exchange Policy FIRE/EMS employees on 24148 shifts see EMS Policy Addendum Section A 4.
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.
10/20/2006
Page 32
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 Adm inistrative Instruction #1003 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,
5.03 OVERTIME WORK FOR EMERGENCY RESPONSE EMPLOYEES
Pursuant to SOGtion 7K of the Fair Labor Standards AGt, the County has established a work schedule for the
shift work employees of the PubliG Safety Division. All hours worked will be paid at the regular rate until an
employee reaches a number of hours ':lorked whereby overtime is required as set dO'.'1n in the Fair Labor
Standards AGt. Overtime will be Gompensated in a way that does not conflict with the Fair Labor Standards
AGt.Overtime for Firefiahters is outlined in the neaotiated 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.
10/20/2006
Page 33
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.
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Page 34
HOLIDAYS
SECTION 6
6.01 OFFICIAL HOLIDAYS
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.
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
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.
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,
10/20/2006
Page 35
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
FIRE/EMS Personnel on 24,148 shifts refer to EMS Policy Addendum Section ^ 3.
For employees hired on or prior to Septem~er 3Q, 1999, Annual leave for regular,
employees shall be earned in accordance with the following table:
Years of Continuous Hours of Leave Earned
Service During Each Calendar
Month
1 through 3 years
40 HPW
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 Y2 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 bi weekly
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,
10/20/2006
Page 36
For employees who are hired on October 1, 1999, or after Annual leave for regular, full time
employees I.':ith a '....ork '....eek of 10 hours per '-'leek shall be earned in accordance '/lith the following
tabIe7
Years of Continuous
Service
Hours of leave Earned
During Each Calendar
Month
1 through 6 years
1 hours per bi '....eekly
pay period
(13 working days per year)
6 through 16 years
6 hours per bi weekly
pay period
(16114 working days per
year)
16 through termination of employment
6 hours per bi weekly
pay period
(19112 working days per
year)
Monroe County currently has a bi '.\'eekly pay period system commencing at 12:00 a.m. Sunday,
ending nvo Saturdays later at 11 :69 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.
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. Any time earned in excess of this amount as of the last pay period in
August of each year will be paid to the employee at the rate of pay in effect on the last day of the pay period in August.
These hours will be paid on either the first or second pay day in September.
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
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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.
R ACCRUAL OF SICK LEAVE
FIRE/EMS Personnel on 21/18 shifts refer to EMS PoliGY !'.ddendum Section It 3.
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 member of the immodi3te family. husband. wife, domestic partner. father.
mother. leClal C1uardian. son or dauClhter (includinCl 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.
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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.
(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: Spouse Husband. Wife, parent, 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. dauQhter-in-law. brother-in-law, sister-in-law. stepfather.
stepmother. stepson. stepdauQhter. 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
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or annual leave. Additionally, the County may require proof of death of a family member before making payment for
leave.
B. FIRE/EMS Personnel on 24/48 shifts refer to EMS POIiGY Addendum SeGtion". 2 for Funeral Lea':e.
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.
7.07 PAYMENT OF UNUSED SICK LEAVE
A.An employee with sick leave in excess of 480 hours accrued on September 30th of each fiscal year will be paid a
maximum of 52 hours of sick leave at the rate of pay in effect on September 30th. In no event will an employee be
paid in excess of 52 hours unless separation from the County occurs as covered under the provisions of this
section. Employee may elect to retain sick leave accrual and must notify PersonnelHuman Resources by
September 1 of each fiscal year if they do not want to receive payment for unused sick leave.
B An employee who terminates with less than five (5) years continuous service shall not be paid for any unused
sick leave credits.
C. 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 maxim um of 90 days.
15 years or more - 1/2 of all accrued sick leave, with a maximum of 120 days.
D. 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.
E. 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.
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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.
6. Fire/EMS Personnel on 24/48 shift refer to EMS Policy Addendum Sestion ^ 1 for work related
court appearancesldepositions.
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+.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 Trainina - 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 anyone 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 Military Service - 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.
F, USERRA - Uniformed Service Employment and Reemployment Rights Acts of 1994. Does not apply to "state"
military duty or governor call-ups 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.
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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 will receive up to 5 years military leave of absence (which includes reemployment rights).
Certain spesifis exceptions '....i11 continue to protest bevond that time period. The 6 '/ear
sumulative total does not includeTvpes of service that do not count aQainst an emplovee'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 obliQated service: Six-year active duty stint as an
enlistee with the U.S. Navv's nuclear power prOQram: Service from which a person. throuQh no
fault of the person. is unable to obtain a release within the five-year limit; ReQuired traininQ for
reservists and National Guardsmen: Service under an involuntary order to. or to be retained on.
active duty durinQ domestic emerQenCV or national security related situations: Service under an
order to. or to remain on. active duty (other than for traininQ) because of a war or national
emerQencv declared bv the President or ConQress: Active duty (other than for traininQ) bv
volunteers supportinQ "operational missions" for which selected reservists have been ordered to
active duty without their consent; Service bv volunteers who are ordered to active duty in support
of a critical mission or reQuirement in times other than war or national emerQencv and when no
involuntary call-up is in effect; and Federal service bv members of the National Guard called into
action bv 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 sl day and beyond, there will be no health
insurance coverage. Employees will be offered coverage under COBRA.
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.
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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 payor
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,
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.
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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.
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 Section, x 4449.
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.
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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,
7. If requested by the employee, a review of the case will be made by a committee composed of a
representative of the PersonnelHuman 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,
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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) 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 employee(s) 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
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1. 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 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.
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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 Human Resource Director and the Administrator Group Insurance. 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.
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 (FMLA) (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 during the calendar year to care for:
- 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);
- The employee's spouse, child or parent with a serious health condition, or
- An employee's own serious health condition.
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 two (2) business days of making that determination. The notice will be confirmed in
writing to the employee on or before the following payday.
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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.
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.
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 two (2) 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 PersonnelHuman 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.
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 health care
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 leave is requested on
this basis, Monroe County may require the employee to transfer temporarily to a different position which better
accommodates recurring absences or a part-time schedule. The alternate position will have equivalent pay and benefits.
Expectant mothers may take intermittent leave for prenatal care.
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 - not twelve weeks each - for the birth, adoption, or foster care of a child or for the care of a parent
with a serious health condition.
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.
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
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will be designated as FMLA leave within two 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 he 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 Personnel Seotion.Human Resources Office.
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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.
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.
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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 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 a like 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.
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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 Personnel SeGtionHuman 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.
C, Disciplinary actions applied to Department Heads or Division Directors may be initiated by the County
Adm inistrator.
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
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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 ja&ket file along with a written report containing all appropriate information concerning the action.
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.
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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.
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 u either in the form of
witness testimony or documents u 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 payor 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 FIREARM
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 have on his or her
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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 payor 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.
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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, 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 Personnel 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 actions 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 1005 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 Personnel, Policy and Procedures may be addressed
in writing to the Employee Grievance Council, (via the Personnel Human Resources Office) who will forward
to the Council to determine whether the matter is appropriate to be considered by the Council. If deemed
appropriate by a majority of Council members, the Personnel SeGtionHuman Resources Office will schedule
the airing of the Grievance at the earliest convenience. Council. The Council is empowered to call all
necessary witnesses and make a recommendation concerning disposition to the County Administrator whose
decision is final.
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F. This Procedure does not apply to an individual who has been suspended, discharged, reduced in payor
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 Personnel SeGtion
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 1005
I. If the grievant feels the issue has not been satisfactorily resolved, the employee may appeal to the County
Adm in istrator.
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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 layoff 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 the Pon::onnol Director Emplovee Services by
contacting the Personnel Human Resources Office. The Personnel Emplovee Services DivisionDirector 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.
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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 except in those areas
customarily open to the public or vendors.
4. Limited exceptions to the above rules may occur but only upon application to and approval by the County
Administrator.
5. It is intended that the above rules shall be interpreted and applied in accordance with applicable law.
10/20/2006
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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. A 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.
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Page 62
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 DEFINITIONS
A. Domestic Partners. "Domestic Partners,,3 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 Contracf' 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.
F. Dependent. "Dependenf' 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
3 Resolution 081-1998
10/20/2006
Page 63
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, to 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;
6. 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 tot he 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 know address. The person filing 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
10/20/2006
Page 64
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 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.
1 0/20/2006
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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.
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.
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.
10/20/2006 Page 66
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.
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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:
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.).
17.03 Procedures:
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 Administrator, 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.
E. The Personnel DepartmentHuman 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, Personnel
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.
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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.
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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.
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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.
6. Constitutional Officers, Division Directors, Department Heads, and Monroe County Safety Administrator 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.
10/20/2006
Page 71
A
Absenteeism. 55
Abuse of County Policies. 55
ACCIDENT REVIEW BOARD. 8
Administrative Instruction. 10. 11.20. 22. 30. 37,
46. 6 I. 62. 7 I
ADMINISTRATIVE INSTRUCTION SYSTEM. 8
ADMINISTRATIVE LEAVE. 40
Affirmative Action. 6
alcohol. 7. II. 16,54
ANNIVERSARY. 27
ANNUAL LEAVE. 34
APPEARANCE. 72
APPOINTING AUTHORITY. 13
ARRESTS. 60
B
BUDGET LIMITATIONS. 28
c
CAREER SERVICE. 9
Career Service Council. 60
CHANGE OF STATUS. 17
CHILD CARE. 47. 48
CLASSIFICATION PLAN. 23
CODE OF ETHICS. I, 10
COMPLAINT/GRIEVANCES. 61
confidential.7, II
continuous service. 16, 17,63
CONTRACT EMPLOYEE. 9
Conviction. 54
COST OF LIVING. 27
County Service. 5, 6, 10, 13, 26, 27, 45. 48, 54, 60,
63.64
Creditable Service. 16
Criminal. 54
D
DATE OF HIRE. 27
DECEASED EMPLOYEE. 28
DEFINITION OF SERVICE. 16
DEMOTION. 57
Destruction of Property. 55
DISCHARGE. 58
DISCHARGES. 63
DISCIPLINARY ACTIONS. 55
DISCLOSURE OF INFORMATION. II
Discrimination in Employment. 55
Dishonesty. 55
domestic partner. 38
drug. 7, II. 16
Drug-Free Workplace. II
10/20/2006
E
EDUCATIONAL ASSISTANCE PROGRAM. 18
EDUCATIONAL LEAVE. 48
ELECTIONS. 41
EMPLOYEE RECOGNITION. 22
EMPLOYEE TRAINING. 17
EMPLOYMENT OF RELATIVES. II
EMPLOYMENT STATUS. 27
EQUAL OPPORTUNITY POLICY. 20
EVALUATIONS. 66
EXEMPT. 30. 31
EXIT INTERVIEWS. 64
F
FAMILY AND MEDICAL LEAVE. 51
Family Medical Leave Act. 47
FIREARM. 59
Fraud. 55
FUNERAL. 38
G
gift. 10
grievance procedure. 15. 62
H
Harassment. 2 I, 22
HOLlDA YS . 32
HOURS OF WORK. 29
Human Resources. 6. 7, 24, 25
I
Illegal driving. 55
Incompetence. 55
INDICTMENTS. 60
Insubordination. 54
INSURANCE COVERAGE. 67
J
JOB-RELATED INVESTIGATION. 60
JURY DUTY. 40
L
LAYOFFS. 63
LEAVE OF ABSENCE WITHOUT PAY. 48. 50
LEAVE WITH PAY. 34
Leaving Assigned Work Area. 55
Page 72
M
MATERNITY. 47
MEAL AND REST PERIODS. 31
MEDICAL EXAMINATIONS. 16
MEDICAL JUSTIFICATION. 37
MERIT. 26, 58. 66
Misconduct. 54
Misfeasance. 55
Misuse of Time. 55
N
NOTIFICATION OF ABSENCE. 38
o
ORAL WARNING. 57
Ordinance #038.1988 . 5
Ordinance No. 008-1987 . 18
OUTSIDE EMPLOYMENT. 10
p
PREAMBLE. I
Pay Plan. 25
PAYROLL CHANGES. 27
PERSONAL LEAVE. 48
PERSONNEL SECTION. 6, 7
POLITICAL ACTIVITY. 9
POSITION CONTROL. 13,24
PREGNANCY. 47
PROBATIONARY PERIOD. 15
PROCEDURE FOR IMPOSING DISCIPLINE. 58
PROMOTIONAL OPPORTUNITIES. 20
Promotional Opportunity. 20. 29
PROPER ATTIRE. 72
PROSECUTIONS. 60
R
RECRUITMENT AND RETENTION - 28
10/20/2006
RESIGNATIONS. 63
RETIREMENT. 63
Review Board. 5
Risk Management. 7
s
SALARYINCREASES-27
Safety Violations. 55
SEPARATIONS.63
SICK LEAVE. 36
SOLlCITING.65
STANDARDS OF EMPLOYMENT. 54
SUSPENSION. 57
T
Tardiness.55
TEMPORARY - HIGHER CLASSIFICATION. 28
Theft. 55
TRANSFERS. 17
TRAVEL. 71
TYPES OF EMPLOYMENT. 13
u
unauthorized compensation. 55
v
VETERANS PREFERENCE. 12
VIOLENCE IN THE WORKPLACE. 73
VOLUNTEER. 12
w
WEAPON. 59
WORK DAYS AND WORK WEEK. 29
WORKERS COMPENSATION. 45
WRITTEN REPRIMAND. 57
Page 73