Item C15 C15
BOARD OF COUNTY COMMISSIONERS
COUNTY of MONROE i Mayor Holly Merrill Raschein,District 5
The Florida Keys Mayor Pro Tern James K.Scholl,District 3
Craig Cates,District 1
Michelle Lincoln,District 2
' David Rice,District 4
Board of County Commissioners Meeting
July 17, 2024
Agenda Item Number: C 15
2023-2582
BULK ITEM: Yes DEPARTMENT: Employee Services
TIME APPROXIMATE: STAFF CONTACT: Bryan Cook
N/A
AGENDA ITEM WORDING: Approval of Resolution approving retroactive payment of invoice
#13319 to Island Custom Embroidery for BOCC Distinctive Clothing.
ITEM BACKGROUND:
The Human Resources Office established a County policy in Section 16 of the Personnel Policies and
Procedures Manual which references Appearance, Hygiene, and Proper Attire, in keeping with the
general good practice and the County's instructions to staff regarding uniforms.
On March 17, 2021, the Board of County Commissioners passed and adopted Resolution No. 121-2021,
amending Section 16 of the Personnel Policies and Procedures Manual.
On September 21, 2022, the Board of County Commissioners passed and adopted Resolution No. 255-
2022, revising and replacing the wording in Section 16 of the Personnel Policies and Procedures
Manual based on collaboration with the Clerk. Among other things, Resolution No. 255-2022 defined
the term "BOCC Distinctive Clothing" and provided specific examples as well as extensive language
about when Distinctive Clothing should be worn. Resolution No. 255-2022 also added extensive
language setting up BOCC processes for approval of clothing purchases by the department and County
Administrator. Section 16.06(a) of Resolution No. 255-2022 added language saying that the "County
Administrator or designee shall be responsible for approving both the requirement for the uniforms and
the price thereof."
As currently written, Section 16.04 -Uniforms, of the Personnel Policies and Procedures Manual states,
in part:
a. It is the policy of the County that certain positions, as designated in each Department and as
approved by the Department Head, may be required to wear a uniform while on the job.
827
b. Each Department Head shall maintain a list of positions within the Department for which the
wearing of a uniform or specific clothing is required because it is necessary for the safety, security or
health of the employee and is a condition of employment, ..."
Also, Section 16.05 - BOCC Distinctive Clothing, states:
a. The County Administrator, or designee, may issue BOCC distinctive clothing, as defined in § 16.1
Definitions, to be worn by BOCC employees when engaged in duties where, in order to effectively
perform their official functions, enhance public safety, and/or officially represent this County, they must
be easily identifiable as BOCC employees.
In August 2021, the Code Compliance department purchased clothing from Island Custom Embroidery,
as reflected on Invoice#13319 dated 8/24/2021. The purchase was made after adoption of Resolution
121-2021, but before the adoption and the effective date of Resolution 255-2022.
The Human Resources Office, on behalf of the Code Compliance Department, is requesting approval of
a resolution retroactively approving the one-time purchase of BOCC Distinctive Clothing in August,
2021 from Island Custom Embroidery(Invoice#13319).
All other policies in Resolution No. 255-2022 remain in full force and effect.
PREVIOUS RELEVANT BOCC ACTION:
March 17, 2021: Board adopted Item P7, as Resolution 121-2021 amending Section 16 of the
Personnel Policies and Procedures Manual regarding Appearance, Hygiene and Proper Attire. This
Resolution adds Hygiene to Section 16.01, Appearance, and Proper Attire. It adds Section 16.02 which
describes requirements for uniform wear, maintenance and care, uniform purchases and tax treatment,
and other related items.
September 21, 2022: Board adopted Item C3, as Resolution 255-2022 revising Section 16 of the
Personnel Policies and Procedures Manual regarding Appearance, Hygiene and Proper Attire. This
resolution adds the hygiene section on appearance and proper attire. It also adds sections that describes
requirements for uniform wear, maintenance and care, uniform purchases and tax treatment,
accountability, and other related items.
INSURANCE REQUIRED:
No
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval.
DOCUMENTATION:
Resolution Island Embroidery with invoice
828
092122.BOCC.Resolution 25 5-2022.Section 16-PPPM.Appearance, Hygiene, Proper Attire.full with
Minutes.pdf
031721.BOCC.P7 Resolution 121-202 LUniforms.full with Minutes.pdf
FINANCIAL IMPACT:
Fund-148, CC60500, SC00083: $473.54 as B-SIR-0523-00004586
829
RESOLUTION NO. -2024
A RESOLUTION OF THE MONROE COUNTY BOARD OF COUNTY
COMMISSIONERS APPROVING RETROACTIVE PAYMENT OF
INVOICE 413319 TO ISLAND CUSTOM EMBROIDERY FOR
PURCHASE OF BOCC DISTINCTIVE CLOTHING.
WHEREAS, Section 16 of the Personnel Policies and Procedures Manual establishes
a County policy for Appearance, Hygiene, and Proper Attire, in keeping with the general
good practice and the County's instructions to staff regarding uniforms; and
WHEREAS, on March 17, 2021, the Board of County Commissioners passed and
adopted Resolution No. 121-2021 amending Section 16 of the Personnel Policies and Procedures
Manual; and
WHEREAS, on September 21, 2021, the Board of County Commissioners passed and
adopted Resolution No. 255-2022, further amending and expanding Section 16 of the Personnel
Policies and Procedures Manual based on collaboration with the Clerk, and in particular,
providing a definition of "BOCC Distinctive Clothing" and also describing a process for
administrative approval of purchases; and
WHEREAS, Section 16.04 of the County's policy set forth in Resolution No. 255-2022
states that certain positions, as designated in each department and as approved by the Department
Head, may be required to wear a uniform while on the job; and
WHEREAS, Section 16.05 BOCC Distinctive Clothing, states that the County
Administrator, or designee, may issue BOCC distinctive clothing, as defined in § 16.01
Definitions, to be worn by BOCC employees when engaged in duties where, in order to
effectively perform their official functions, enhance public safety, and/or officially represent this
County,they must be easily identifiable as BOCC; and
WHEREAS, in August 2021, after adoption of Resolution No. 121-2021 but before
adoption of the expanded policy and procedure set forth in Resolution No. 255-2022, the Code
Compliance department purchased BOCC Distinctive Clothing from Island Custom Embroidery,
reflected in Invoice 4 13319 (the "Invoice"), shown on Attachment 1 hereto; and
WHEREAS, the items purchased as reflected in the Invoice was necessary for the
performance of job duties and in all other respects meets the requirements in Resolution No.
255-2022; and
WHEREAS, Human Resources, on behalf of the Code Compliance Department, is
requesting that the invoice be paid.
NOW THEREFORE BE IT RESOLVED BY THE BOARD OF COUNTY
COMMISSIONERS OF MONROE COUNTY,FLORIDA AS FOLLOWS:
1. The Board of County Commissioners finds that the purchase of the BOCC
Distinctive Clothing served a public purpose, and that all other requirements for the
purchase of Distinctive Clothing from Island Custom Embroidery, as reflected in the
1
830
Invoice dated August 24, 2021, have been met.
2. Resolution No. 255-2022 remain in full force and effect.
3. The Clerk is authorized to pay Island Custom Embroidery, $473.54 for Invoice
413319 dated August 24, 2021.
PASSED AND ADOPTED by the Board of County Commissioners of Monroe County,
Florida, at a regular meeting held on the 17th day of July, 2024.
Mayor Holly Merrill Raschein
Mayor Pro Tem James K. Scholl
Commissioner Craig Cates
Commissioner Michelle Lincoln
Commissioner David Rice
(SEAL) BOARD OF COUNTY COMMISSIONERS
Attest: KEVIN MADOK, CLERK FOR MONROE COUNTY, FLORIDA
By: By:
As Deputy Clerk Mayor
Approved as to form and legal sufficiency:
Monroe County Attorney's Office 6-15-2024
2
831
Attachment I
(Department Head Memo and
Invoice)
3
832
County of Monroe
Code Compliance
Office of the Director ``= '. Iiear&of Coanty Commissioners
2798 overseas Highway Mayor Craig Cates,District 1
Suite#330 Mayor Pro Tern Holly Merrill Raschein,District 5
Marathon,FL 33050 r - Michelle Lincoln,District.2
Voice:(305)289-2810 James K.Scholl,District 3
Fax:(305)289-2854 n;s, David Rice,District 4
We strive to be caring,professional,,and fair.
TO: Roman Gastesi, County Administrator okr
FROM: Cynthia I McPherson, Sr. Director Code Compliance Q
DATE: May 16, 2023 �JJ
RE: BOCC Distinctive Clothing
I am seeking authorization to pay an overdue bill from 2021 for BOCC distinctive
clothing for three employees, Lisette Cutie, Brenedy Rigby, and Diane Link pursuant to
Section 16.05 Appearance/BOCC Distinctive Clothing and Section 16.06 Financial
Considerations of the Monroe County Personnel Policies and Procedures Manual.
Clothing was ordered and purchased in 2021. However, due to the uncertainty of the
Personnel Policy regarding payment by the county clothing for certain employees, the bill
was not paid and got overlooked when the policy was clarified. Please find attached a
Code 'Compliance Department list of employees, position title, job function along with
items and price per unit for approval. Funds are available in the FY 2022-2023 budget.
Thank,you.for your consideration.
833
Phone:505-664-4438
Email:IlCEmmh@baellwouth.netGis
NsNundCusto mEmbro dery.com
Date 8/2412021
124 Pearl Ave.Tavernier FL, 33070 Invoice# 13319 '
Bill TIP Ship Ti
MOlN ROTE COUNTY GROWTH Ni ONVROE COUNTY CODE COMPLIANCE
'MANAGEMENT DIVISION ATTIwN: Srenedy Rigby
2798 OVERSEAS HWY. SUITE 300 102050 OVERSEAS SEAS HWY. STE 225
MARATHON, FL 33050 KEY LARGO, FL.
P.O.
Terms NET 15 Due Gate 9/81202.1
� IMPtlon
PriceAmount
6750VL Anvilg Ladies XL Tri-Blend V-Neck Tee Mth logo in 4 20,95 8180
Red, Black,Aubergine and Carib Blue
LI`w'750 Port.Authority 8 Ladies large UV Choice Pique 8 24.98 199.84
Huey with logo in Deep Olive 2„True Blue, White,
Glou�d Blue, Filch Red and'Slack 2
LOlG1104 OGIOI 0 Ladies medium i Jewel Henley with,logo In, 5 3T98 189.90
Blacktop, Bright White, Diesel Grey, Electric Blue
and Navy
Total, $473.54
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473.84
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RESOLUTION NO. 255 -2022
A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY,FLORIDA,AMENDING SECTION 16 OF
THE PERSONNEL POLICIES AND PROCEDURES MANUAL
REGARDING APPEARANCE AND PROPER ATTIRE
WHEREAS, Section 16 of the Personnel Policies and Procedures Manual currently references
Appearance, Hygiene, and Proper Attire, and, in keeping with the general good practice and the
County's instructions to staff regarding uniforms, a need exists to add definitions, guidelines, and
financial considerations to the policy; and,
WHEREAS, a need exists to define the purchase and tax treatment for uniforms and clothing
purchased by the County for employees to wear on the job, expectations for departments to budget
for uniform clothing purchases, determination of positions for which uniforms are required on a
full or part time basis, inventory and tracking of uniforms issued to employees, employee
responsibility for the maintenance and care of uniforms, and disciplinary action for failure to
properly wear uniforms, as applicable; and,
WHEREAS, The Personnel Policies and Procedures Review Committee met on August 31, 2022
in a publicly noticed meeting and unanimously approved a proposed revision to the policy; and,
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, THAT:
1. Monroe County Personnel Policies and Procedures Manual Section 16 is now amended to read:
16.01 DEFINITIONS
a. BOCC: Monroe County Board of County Commissioners
b. BOCC Distinctive Clothing: A ball cap,jacket, vest, shirt, or other apparel that displays the authorized
BOCC seal, insignia, or markings in approved coloring and styles.
C. Uniform: Specific, distinctive clothing required to be worn for a certain position, including but not
limited to apparel with County logos, as well as shoes or boots required to be worn for the position,
e.g., safety boots.
16.02 SCOPE
This policy applies to all BOCC personnel and volunteers. It does not apply to contractors or their employees.
Uniform policies included in collective bargaining agreements shall preempt this policy for employees
covered by said agreements.
836
16.03 APPEARANCE, HYGIENE,AND PROPER ATTIRE
a. All County employees should strive to be as neat and clean in appearance as reasonably possible.
Proper attire conducive to carrying out the functions of their respective positions shall be worn by
all employees.
b. Employees must maintain good personal hygiene and sanitation by bathing regularly, maintaining
good oral hygiene, washing hands properly, covering coughs and sneezes, and performing other
related actions that contribute to a healthy work environment.
C. Proper clothing and equipment needed to ensure employee safety and security is required to be
utilized at all times, and in accordance with the Monroe County Safety Policies, as applicable.
d. The Department Head will be responsible for ensuring that the appearance of his or her employees
properly represents Monroe County in relation to their positions. Should an employee report to work in
a state that indicates proper personal hygiene habits have not been practiced; and/or report to work in
attire deemed inappropriate to the work environment, the Supervisor may require the employee to leave
and not return until properly groomed and/or properly dressed.
16.04 UNIFORMS
a. It is the policy of the County that certain positions, as designated in each Department and as approved
by the Department Head, may be required to wear a uniform while on the job.
b. Each Department Head shall maintain a list of positions within the Department for which the wearing
of a uniform or specific clothing is required because it is necessary for the safety, security or health
of the employee and is a condition of employment. Department Heads must ensure that the uniforms
or specific clothing are necessary.
C. Uniforms or specified clothing may be required to be worn daily or on specified occasions.
Examples of occasions on which uniforms could be required include, but are not limited to,
meetings with Local, State, or Federal representatives, officials, agencies, and entities; conferences,
such as the Florida Association of Counties or the Climate Change Summit; work related events such
as job fairs, health fairs, or inter-department meetings; and at times when visual identification is
particularly needed, such as when visiting a local business or residence in the employee's capacity
to perform County work.
837
d. Supervisors or managers of work crews may also require uniforms for the purposes of safety
and conformity so that staff may be easily identifiable by the public.
e. When an employee is assigned to a position that has been designated as requiring a uniform,
the employee's Department Head will track the issuance of uniforms by documenting it on
Human Resources' Property/Equipment Tracking Form.
f. Employees filling positions that require the wearing of uniforms as designated by the
Department Head must wear the issued uniforms on the job once the employee receives said uniforms.
g. Department Heads may set additional uniform and appearance requirements specific to the
nature of work performed in the Department.
16.05 BOCC DISTINCTIVE CLOTHING
a. The County Administrator, or designee, may issue BOCC distinctive clothing, as defined
in § 16.1 Definitions, to be worn by BOCC employees when engaged in duties where, in order
to effectively perform their official functions, enhance public safety, and/or officially represent
this County, they must be easily identifiable as BOCC employees. Examples include, but are
not limited to, Emergency Operation Center(EOC) staff, Emergency Management Personnel,
Public Works staff, Building or Code Inspectors, and employees working in support of disaster
operations, in a multi-agency environment, or in other public-facing capacities.
b. Employment in the Emergency Operations Center or another field setting does not necessarily
or automatically require the issuance, donning, or wear of BOCC distinctive clothing.
C. The unavailability of BOCC distinctive clothing is not an acceptable reason for any employee
to refuse to or fail to perform his or her assigned duties.
d. Wearing BOCC distinctive clothing is not a substitute for possessing or displaying a
County-issued identification badge.
e. BOCC distinctive clothing may be ordered at any time with uniform budget funds, including
before or during a disaster or emergency.
f. The County Administrator, Assistant County Administrators, and Department Heads are
responsible for authorizing a requirement for BOCC distinctive clothing and authorizing,
in writing, the issuance of BOCC distinctive clothing to appropriate employees. These BOCC
Staff are also responsible for enforcing compliance with this policy and may not delegate
authority to purchase BOCC distinctive clothing.
838
g. BOCC employees are responsible for the care and securing of issued BOCC distinctive clothing.
h. BOCC employees may independently purchase BOCC distinctive clothing to wear while on
the job performing official duties,provided the clothing is in good taste and repair. Such
purchases are not eligible for any reimbursement by the County from appropriated funds.
Employees receiving approval to purchase BOCC distinctive clothing will need to make
these purchases directly with an approved vendor and pay applicable sales taxes.
i. BOCC distinctive clothing, whether issued to or purchased by the employee, should not be
worn when off duty (i.e., off the clock, not performing official duties), with exceptions granted
for travel to and from work and for approved breaks during the workday (e.g., employee's lunch break).
j. BOCC employees are expected to conduct themselves with the utmost professionalism, especially
when wearing BOCC distinctive clothing, regardless of whether the clothing item was issued to
or purchased by the employee.
k. The Director of Employee Services, in consultation with the County Administrator, shall establish
and periodically review the BOCC distinctive clothing to ensure that designated design(s) are
in accordance with BOCC branding practices and procedure.
16.06 FINANCIAL CONSIDERATIONS
a. Each Department in which employees are required to wear uniforms must include funds for new
issues and replacement of uniforms in their respective Department annual budget. Each Department will
be entitled to issue up to five reasonably priced uniforms per fiscal year to each employee working in a
position that requires such a uniform. The County Administrator or designee shall be responsible for
approving both the requirement for the uniforms and the price thereof. Clothing provided under this
section is deemed a fringe benefit and subject to applicable payroll and sales taxes.
b. If, based on the anticipated wear-and-tear to uniforms and the frequency with which they are
required to be worn, a Department Head believes that certain employees require more than five uniforms
per year, the Department Head may request additional uniforms. Any such request must be approved by
the Office of Management and Budget and by the BOCC.
C. Employees are personally responsible for the proper care, cleaning, alterations (if any), and repair
of uniforms issued to them. If any uniform item becomes unserviceable (e.g., because of a tear), the
employee must launder and return the item and request a replacement. If an employee loses a uniform
item or causes it to become unusable, the employee may be charged the current cost for replacement.
839
d. All BOCC" employees are prohibited from giving away,donating,trading, selling,or otherwise
bartering any BOCC distinctive clothing provided to employees byte County.
e. Uniforms and clothing provided to an employee remain the property of the County and must be
turned in upon separation of employment. If the employee fails to return any uniform item,the cost of
the unret d item will be deducted from teemployee's final paycheck in accordance with the Fair
Labor Standards Act(FLSA). For sanitation reasons, such uniforms and clothing turned in are not
required to be reassigned to other employees.
EFFECTIVE DATE
This Resolution shall be effective upon adoption.
PASSED AND ADOPTED byte Board of County Commissioners of Monroe County, Florida,
at a regular meeting of said Board on the 2 1 of September,2022.
Mayor David Rice ye-$—
Mayor Pro Tern Craig Cates Yes
Commissioner Michelle Col iron Yes
QqMmissioner James K. Scholl
Yes
*Qner Holly Merrill Raschein Yes
N
BOARD OF COUNTY COMMISSIONERS
'VIN'MADOK, Clerk OF MONROE COUNTY, FLORID "
011W%
By: �&'vvAx,<
By:
....................
As Deputy Clerk Mayor
Approved as to forin and legal sufficiency
Monroe County Attorney's Office:
James D. ftitafly Mgned by James D.
Morey
Molenaar Date:2022.09.02 16:23.50-04'00'
840
BULK APPROVALS
Motion was made by Commissioner Raschein and seconded by Commissioner Coldiron
granting approval of the following items by unanimous consent:
C2 Board granted approval to renew hosted services for RescueNet Billing Pro, ePCR and
FireRMS software from Zoll Data Systems for one year, at a total cost of$59,335.50, and
granted authority for the Fire Chief to execute all necessary documents.
C3 Board adopted the following Resolution revising Section 16 of the Personnel Policies and
Procedures Manual regarding Appearance, Hygiene and Proper Attire. This resolution adds the
hygiene section on appearance and proper attire. It also adds sections that describes requirements
for uniform wear, maintenance and care, uniform purchases and tax treatment, accountability,
and other related items.
RESOLUTION NO. 255-2022
Said Resolution is incorporated herein by reference.
C4 Board granted approval for the Monroe County Library system to close at 5:00 p.m. on
Wednesday, November 23, 2022, to align with County offices.
C5 Board granted approval for the Key West branch of the Monroe County Public Library
system to close on Saturday, October 29, 2022.
C6 Board granted approval and authorized execution of the Distribution Right-of-Way
Easement to Florida Keys Electric Cooperative to provide 3 Phase electrical power for the Twin
Lakes Subdivision SLR Roadway and Drainage Project, Key Largo.
C7 Board adopted the following Resolution approving and establishing the 2023 Wellness
Program and funding levels, which includes health and wellness events (lunch and learns, health
and wellness fairs, exercise and nutrition classes), wellness exam and age-appropriate screenings
with a participation incentive that includes a tobacco cessation plan, community organized event
reimbursement(walks, runs, bikes, swims), and granted approval of the 2023 Wellness Funding.
Also provides for four hours of annual leave to Monroe County BOCC employees and
participating Constitutional Officer(Property Appraiser, Court Administration, Tax Collector,
Land Authority and Clerk of Court) employees who participate in the annual Health& Wellness
Fair(minimum participation of biometrics and health coach visit) or visit their personal
physician and complete the online Personal Health Assessment. Some wellness events may be
held online/virtually.
RESOLUTION NO. 256-2022
Said Resolution is incorporated herein by reference.
Page 12 09/21/2022
841
RESOLUTION NO. 121 - 2021
A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF MONROE
COUNTY, FLORIDA, AMENDING SECTION 16 OF THE PERSONNEL POLICIES
AND PROCEDURES MANUAL REGARDING APPEARANCE AND PROPER ATTIRE
WHEREAS, Section 16 of the Personnel Policies and Procedures Manual currently
references Appearance and Proper Attire, and, in keeping with general good health and the
County's_instructions to staff to maintain safety in the workplace during the COVID-19
pandemic, a need exists to add language regarding hygiene; and
WHEREAS, a need exists to define the purchase and tax treatment for uniforms and
clothing purchased by the County for employees to wear on the job, expectations for
departments to budget for uniform clothing purchases, determination of positions for which
uniforms are required on a full or part time basis, inventory and tracking of uniforms issued
to employees, employee responsibility for the maintenance and care of uniforms, and
disciplinary action for failure to properly wear uniforms, as applicable; and
WHEREAS, the County-now wishes to amend Section 16 of the Personnel Policies and
Procedures Manual.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY
COMMISSIONERS OF MONROE COUNTY, THAT:
1. Monroe County Personnel Policies and Procedures Manual Section 16 is now amended
to read:
16.01 APPEARANCE,HYGIENE,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.
Employees must also maintain good personal hygiene and sanitation by bathing regularly,
maintaining good oral hygiene,washing hands properly,covering coughs and sneezes,and other
related actions that contribute to a healthy work environment.
The Department Head will be responsible to ensure that the appearance of his or her employees
properly represents Monroe County in relation to their positions.
Proper clothing and equipment needed to ensure employee safety and security is required to be
utilized at all times,and in accordance with the Monroe County Safety Policies,as applicable.
Departments may set additional uniform and appearance requirements specific to the nature of work
performed in the department.
1
842
16.02 UNIFORMS AND TAXATION
It is the policy of the County that certain positions,as designated in each department and as approved
by the Department Head,may be required to wear a uniform while on the job.
For the purpose of this policy,the term"uniform" includes distinctive specific clothing, including but
not limited to, shirts or blouses with County logos on them,and also shoes and boots required to be
worn for the position,e.g., safety boots.
A. Each Department Head shall maintain a list of positions within the department for which
the wearing of a uniform or specific clothing is required because it is necessary for the
safety, security or health of the employee and is a condition of employment. Department
Heads should ensure that the uniforms or specific clothing are absolutely necessary.
B. The Department Director will determine the number of uniform items(shirts,pants, etc.)
for each employee,which shall be commensurate with the employee's field time.
C. Employees filing positions that require the wearing of uniforms as designated by the
Department Head must wear the issued uniforms on the job once the employee receives
his/her/their supply of uniforms. Uniforms or specified clothing may be required to be
worn daily or on occasion(such as to attend an event or support a project).
• Examples when uniforms must be worn on occasion include but are not limited to:
o Meetings with Local, State, or Federal representatives, officials,agencies,and
entities
o Conferences such as Florida Association of Counties, Climate Change
Summit,or similar
o Work related events such as job fairs,health fairs,or inter-department
meetings
o When visual identification is particularly needed, such as visiting a local
business or residence in the employee's capacity to perform County work, or
when meeting with certain vendors or service providers
D. Each department requiring employees to wear uniforms must include funds for new
issues and replacement of uniforms in their respective department annual budget based on
the anticipated wear-and-tear to uniforms and clothing in the department and the
frequency in which they are required to be worn by employees.
E. To be covered by this policy and not treated as a taxable fringe benefit,the item must be
purchased directly by the County. Reimbursements for clothing purchases that have been
made by the employee and clothing allowances will be treated as taxable fringe benefit.
In addition,the employee will be required to pay the sales tax. The employee may not
use the County's F.S. 212.08 exemption for sales and use taxes for purchases of uniforms
where the purchases have been made by the employee.
F. When an employee is assigned to a position that has been designated as requiring a
uniform,the employee's Department Head will track the issuance of uniforms to the
employee in the same manner other work equipment(such as computers,phones,or
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843
tools)issued to the employee is tracked(Property-Equipment Tracking Form or
applicable software system).
Note: Employees should be aware that the IRS mandates that uniforms which can be considered
"street clothing"are taxable as a benefit to employees. Street clothing includes jeans; shorts;pants
(e.g.,cargo or khaki), shirts and t-shirts unless marked with County logos; hats; also shoes and boots
unless they are footwear designated as"safety"items necessary for employment. Safety apparel such
as shirts and vests with reflective striping are excluded. For taxable items,the County will calculate
the fringe benefit valuation using IRS regulations and include the amount as gross taxable wages on
the employee's next biweekly paycheck. Uniform purchases may be audited by the County Office of
Management and Budget and the Clerk's Office to ensure compliance with tax requirements.
G. Employees are personally responsible for the proper care, cleaning,alterations(if any)
and repair of uniforms issued to them. If any uniform item becomes unserviceable(e.g.,
because of a tear),the employee must launder and return the item and request a
replacement. If an employee loses a uniform item,the employee will be charged the
current cost for replacement.
H. Uniforms and clothing provided to an employee remain the property of the County and
should be turned in upon separation of employment. If the employee fails to return any
uniform item,the cost of the unretumed item will be deducted from the employee's final
paycheck in accordance with the Fair Labor Standards Act(FLSA). For sanitation
reasons, such uniforms and clothing turned in are not required to be reassigned to other
employees.
I. Any employee who does not wear the uniform specified,without a reason acceptable to
the immediate supervisor,will be subject to discipline,up to and including termination.
County employees shall not wear County uniforms in any capacity other than when they
are performing official business for the County,except for de minimus use as described
in Section 1.04 of this manual. Employees and volunteers shall exercise caution in their
conduct while wearing apparel with insignia, logos,or language indicating an affiliation
with the County in order to not bring discredit or reflect negatively upon the County.
J. Uniforms will be non-taxable if they are:
• Required as a condition of employment and,
• Not adaptable to general usage as ordinary clothing.
Examples of non-taxable uniforms include but are but not limited to:
o Uniforms with clear identifying County logos;
o Garments approved for safety conditions(fluorescent orange or safety green)
o Garments with identifying features such as prominent County logo,
department logo, department name,employee name, or other relevant
marking; and,
o Safety shoes or safety boots
Uniforms are taxable if the items of clothing are general in nature,can be worn away from the
employee's place of work,and would not identify the employee as a County worker.
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844
• Examples of taxable uniforms include but are not limited to:
o jeans
o work pants
o plain shirts without logos or identifying marks
2. This Resolution shall be effective upon adoption.
PASSED AND ADOPTED by the Board of County Commissioners of Monroe County,
Florida, at a regular meeting of the Board held on March 17, 2021.
Mayor Michelle Coldiron Yes
Mayor Pro Tern David Rice Yes
Commissioner Craig Cates Yes
Commissioner Eddie Martinez Yes
Commissioner Mike Forster Yes
_ 0
BOARD OF COUNTY COMMISSIONERS
�r K, CLERK OF THE COURT OF MONROE COUNTY, FLORIDA
e*couHry
By: By:
As Deputy Clerk Mayor
C-, Approved as to form and content:
- - `__ Monroe County Attorney's Office
{� 1 Digitally signed by Cynthia L Hall
{_ C\J DN:cn=Cynthia LHall,
�.o=Monroe County BOCC,ou,
;. ; ' ^1=�' urs,� email=hall-.
E1
[-..: cynthla@monroecounty-fl.gov,
c-US
t--%":•?R Date:2021.03.1818:26:40-09'00'
4
845
P5 Board adopted the following Resolution in support of Senate Bill 596 and House Bill
6023 which would repeal Section 163.045, Florida Statues, a preemption related to tree pruning,
trimming, or removal on residential property, and providing for an effective date.
RESOLUTION NO. 120-2021
Said Resolution is incorporated herein by reference.
P6 Board granted approval and authorized execution of the 2nd Amendment to Monroe
County Audit Contract with Cherry Bekaert LLP, dated January 17, 2018.
P7 Board adopted the following Resolution amending Section 16 of the Personnel Policies
and Procedures Manual regarding Appearance, Hygiene and Proper Attire. This Resolution adds
Hygiene to Section 16.01, Appearance, and Proper Attire. It adds Section 16.02 which describes
requirements for uniform wear, maintenance and care, uniform purchases and tax treatment, and
other related items.
RESOLUTION NO. 121-2021
Said Resolution is incorporated herein by reference.
COUNTY ATTORNEY
Q2 Board adopted the following Resolution authoring the sale of deed-restricted County-
owned parcels on Duck Key that were acquired for density reduction purposes.
RESOLUTION NO. 122-2021
Said Resolution is incorporated herein by reference.
Q4 Board granted authorization to initiate litigation against Nelson R. Alejandrez and his
property, 10 Coral Drive, Saddlebunch Key, Florida, to seek compliance with the County Code
and enforce the lien(s) arising from Code Compliance Case Number CE18100028.
Q6 Board granted approval to join opioid class action litigation filed against McKinsey &
Co. (City ofPembroke Pines v. McKinsey & Co., Florida S. District Case No. 21-cv-60305) as
part of the plaintiff class and to serve as class representative for Florida counties.
Q7 Board granted approval to reimburse Florida Keys Aqueduct Authority, in the amount of
$63,497.75, for 50% of the legal fees generated by Lewis, Longman, and Walker, P.A. for the
administrative challenge to the Turkey Point NPDES permit.
T2 Board granted authorization for the County Attorney to seek amicus curiae status in the
Third District Court of Appeal in support of Miami Dade College in the matter of Board of
Trustees of Miami Dade College v. Fernando Verdini, Case No. 3D21-470.
Page 1 15 03/17/2021
846
Liz Yongue
From: Gomez-Krystal <Gomez-Krystal@MonroeCounty-FL.Gov>
Sent: Thursday, July 11, 2024 2:59 PM
To: Ballard-Lindsey; County Commissioners and Aides; Kevin Madok; Pamela G. Hancock;
Senior Management Team and Aides; Liz Yongue; InternalAudit
Cc: Gastesi-Roman; Shillinger-Bob; Williams-Jethon; Cioffari-Cheryl; Livengood-Kristen;
Rubio-Suzanne; Pam Radloff; County-Attorney; Allen-John; Cioffari-Cheryl; Danise
Henriquez; Hurley-Christine; Rosch-Mark; Gambuzza-Dina; Beyers-John; Liz Yongue;
Pamela G. Hancock; Pam Radloff; Valcheva-Svilena
Subject: Item C15 BOCC 07/17/2024 DELETION
Attachments: AIS 2582 C15.pdf
Good Afternoon,
Please be advised,the agenda item C15 will be deleted.
"Approval of Resolution approving retroactive payment of invoice#13319 to Island Custom Embroidery for BOCC
Distinctive Clothing."
The Agenda Item summary is attached.
Sincerely,
Executive Administrator
Monroe County Administrator's Office
1100 Simonton Street, Suite 2-205
Key West, FL 33040
(305)292-4441 (Office)
(305)850-8694(Cell)
Courier Stop#1
Notary Public
w.r onryec_ u�n1yy: .....gpy
PLEASE NOTE: FLORIDA HAS A VERY BROAD RECORDS LAW. MOST WRITTEN COMMUNICATIONS TO OR FROM THE COUNTY REGARDING COUNTY BUSINESS
ARE PUBLIC RECORDS AVAILABLE TO THE PUBLIC AND MEDIA UPON REQUEST. YOUR EMAIL COMMUNICATION MAY BE SUBJECT TO PUBLIC DISCLOSURE.
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