HomeMy WebLinkAboutResolution 498-2025 RESOLUTION NO. 498 -2025
A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF MONROE
COUNTY, UPDATING THE PERSONNEL POLICIES AND PROCEDURES MANUAL:
UPDATE SECTION 5 HOURS OF WORK TO INCLUDE INCIDENTAL REMOTE
WORK AND THE ADDITION OF SECTION 22 REMOTE WORK POLICY.
WHEREAS, In the Personnel Policies and Procedures Manual, Section 5 Hours of
Work outlines how the County operates employee hours and work schedule; and
WHEREAS, This resolution will amend Section 5 of the Personnel Policies and
Procedures Manual to include an outline on Incidental Remote Work, which will allow
employees to work remotely under certain circumstances; and
WHEREAS, The County does not currently have a policy that outlines the processes
and requirements for Remote Work; and
WHEREAS, This resolution will approve the addition of Section 22 Remote Work
Policy to the Personnel Policies and Procedures Manual to provide instruction and guidance
on the process for Remote Work; and
WHEREAS, This resolution will allow the changes to be effective January 1, 2026
to allow the County departments to make any necessary changes to their organization in
order to comply with the new Remote Work Policy; and
WHEREAS,this Resolution will approve the requested changes to the Personnel
Policies and Procedures Manual that have been voted and approved by the Personnel Policies
and Procedures Committee on October 16, 2025.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY
COMMISSIONERS OF MONROE COUNTY, THAT:
[Additions are shown with underline; deletions are shown with strikethrough.]
SECTION 5 HOURS OF WORK
A. No County Department may operate on less than a 40-hour normal work week(exclusive of
lunch breaks), unless authorized in advance in writing by the County Administrator.
B. The work week shall start at 12:01 a.m. Sunday and end at 12:00 midnight Saturday, unless
otherwise approved by the County Administrator.
C. Effective May 1, 1991, all newly hired regular full-time employees will be required to work 40
hours per week unless the authorized job posting states otherwise, or unless otherwise
determined by the County Administrator. When an employee changes his or her position through
the Promotional Opportunity system, he/she will be required to work forty (40) hours per week,
unless otherwise posted.
D. All full-time employees are required to be present on their assigned jobs for the total hours in
their work week unless absence from duty is authorized by the appropriate authority in
accordance with these personnel policies.
E. Part-time employees are required to be present on their assigned jobs for the total number of
hours for which compensations are being received, unless absence from duty is authorized by the
appropriate authority in accordance with these personnel policies.
F. All absences shall be properly recorded and charged.
G. Nothing herein shall constitute a guaranteed minimum number of working hours per week.
H. Alternative work schedules (e.g., four 10-hour days) are implemented at the discretion of the
Department Head for operations and sections that can utilize manpower and equipment in a more
productive manner with the longer day.
L 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 eheese be approved for the following:
(1) Continue working normal working hours;
(2) Work 4 ten hour days ;
(3) work 4 nine hour days and one four hour day;
(4)work 5 eight hour days and use only 1/z 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
Department Head.
2. During weeks with holidays as detailed in Section 6 of Personnel Policies and Procedures (or
as otherwise granted by the BOCC), the employee will be granted time for the holiday (if not worked)
for what the employee would have normally worked for that day.
3. In situations where there are multiple requests for the same schedule that leaves the
department understaffed, the schedules will be rotated on the basis of seniority with the most senior
county employee getting their first choice for one month and the next most senior county employee
getting their schedule of choice during month two and so forth.
4. Immediate supervisor or Department Head has the right to cancel an employee's participation
in the Flex Time Program due to hardship issues or abuse of the policy.
J. Incidental Remote Work -Under certain circumstances, the Department Head may grant
incidental remote work status for a specific amount of time. In cases that exceed 30 days, County
Administrator or Assistant County Administrator approval shall be required. This flexibility
does not require the employee to complete and sign a remote work agreement. The remote
arrangement can be a hybrid schedule that includes some work time remote and some work time
in person each week, or it may be continuously remote for periods of time. Consistent with
guidelines described in detail the Remote Work Policy, Section 22 of this manual, the employee
is expected to meet all work expectations while working incidentally remote under this policy.
SECTION 22 REMOTE WORK POLICY
22.01 SCOPE
Monroe County BOCC acknowledges that certain work can be performed remotely, outside
of a typical county facility or workplace. However, not all positions, tasks, or employees are
suitable for remote work. When remote work is feasible for a position or employee, and
business operations remain unaffected, this policy outlines the process for establishing and
managing remote work arrangements.
22.02 PROCEDURES
Requests for remote work of any type by a BOCC employee shall be made in writing to the
employee's direct supervisor and must include the Department Head recommendation for
approval on the Remote Work Request Form and Agreement. Verbal requests shall not be
considered. All remote work requests will be reviewed on a case-by-case basis and will only
be considered for positions that can be performed remotely with an equivalent level of
service as if the work is performed in a county facility. The County Administrator shall have
final approval of all Fully Remote and Hybrid Remote arrangements for all county-positions,
except those that report to the County Attorney. The County Attorney shall have final
approval of all Fully Remote and Hybrid Remote arrangements for employees in the County
Attorney's office. The County Attorney and County Administrator will receive input from
the Human Resources Department regarding whether a position meets the eligibility criteria
for remote work as outlined in this policy.
22.03 AVAILABILITY
Remote Employees must be available during regular work hours, as outlined by their
supervisor. Regular check-ins with managers or teams are required to track progress and
maintain open communication. A remote work arrangement is not intended to allow
employees to take on additional employment, engage in outside work, or manage their own
businesses.
22.04 MEETINGS
All meetings should be attended via video conferencing tools such as Zoom, Microsoft
Teams, or other supervisor approved tools. Employees may be expected to have their
cameras on during meetings and must maintain a professional environment during_ video
calls, including appropriate background and attire.
22.05 DELIVERABLES
Employees are expected to meet agreed-upon deadlines for deliverables. Managers will
regularly review work outputs, and employees must proactively update their managers on
progress or delays. Performance goals will be set at the beginning of each performance
review period. Employees must maintain consistent productivity and duality of work
equivalent to in-office standards. Remote work assignments do not change the conditions of
employment or requirement to comply with the County's Policies and Procedures.
22.06 EQUIPMENT AND HOME OFFICE
The cost of setting up a home office space including but not limited to, desk furniture,
chair, a reliable Internet access to support a VPN connection and electric service, etc.,
shall be the responsibility of the employee. The County will provide appropriate
computer equipment, software,peripherals, and a cell phone. The County will determine,
with information supplied by the employee and the supervisor, the appropriate equipment
needs for each remote work arrangement on a case-by-case basis and will provide the
technology essential to job duties. The Department Head will coordinate appropriate
technology with the Information Technology department. Equipment provided by the
County is expected to be used for business purposes only. In the event that an employee
separates from employment, the Department and the employee are both responsible for
ensuring that all technology is returned to the County. The final paycheck shall be held
by the County until all equipment and technology is returned in acceptable condition.
*Employees are responsible for the safety and security of all County property and
proprietary information when not on Countypremises. Any such property shall be subject
to Administrative Instruction 4725.
22.07 CONSIDERATION
County positions are recruited locally, however remote work may be approved when
certain or specialized skills, education, training, experience, certifications, or licenses are
difficult to recruit within the local workforce.
Existing _Employees may be considered for appEmployees may be considered for royal for a remote work arrangement when:
A. The employee has historically demonstrated sustained high performance, _good
productivity, strong reliability and accountability, and good attendance, including
recorded performance reviews of Satisfactory or hi_ gher performance, with a pattern
of Above Average or Outstanding scores preferred.
B. The employee's supervisor and Department Head agree that the employee can
maintain the expected quantity and quality of work while working remotely.
New Employees may be considered for approval for a Fully or Hybrid remote work arrangement
based on the criteria below:
A. Supervisors shall thoroughly evaluate all applicants for consideration for any remote
position and shall seek to hire the best candidate for the job. Previous remote work
experience will be considered, and the candidate must provide verifiable references
from previous employers confirming their successful experience in a prior remote
role. If the applicant has not previously worked remotely, the applicant may be
considered for remote work if the applicant has experience in the same We and level
of position at another local government or business. The Department Head will be
responsible for contacting the candidate's previous employers to make this
determination.
B. The position requires specialized skills, education, training, experience, certifications,
or licenses are difficult to recruit within the local workforce.
C. The position does not supervise any other employees.
D. The position is not a Department Head.
E. The position is not an administrative support position.
F. The applicant does not live outside the State of Florida.
G. Depending on the position, an In-County orientation and/or training period may be
required. Per diem and lodging shall be at the employee's expense.
H. The applicant agrees to sign a Remote Work Agreement.
Requests for Remote Work Arrangements may be denied when:
A. The County Administrator reviews the request and makes a final determination after
reviewing a written recommendation by the Department Head, Human Resources,
and Assistant County Administrator. The County Attorney will approve/deny for
employees in the County Attorney's office after reviewing a written recommendation
by Human Resources.
B. The position skills, education, training, experience, certifications, licenses or other set
requirements are readily available within a local candidate pool and allow for the
position to be filled in an efficient manner.
C. The nature of the job requires the employee's physical presence at a county location
(e.g., where the employee must regularly performwork, supervise the physical work
of other employees or be readily available for in-person meetings with the _general
public), or efficiency is compromised when the employee is not present.
D. The employee's current assignment requires frequent or extensive in-person
interaction with supervisors, co-workers, clients, customers or community members.
E. The employee or position requires close in-person supervision. Department Head and
supervisors of other employees are not eligible.
F. The employee has received disciplinary action or has a demonstrated attendance
problem.
G. Special facilities or equipment cannot be readily or economically provided.
22.08 DURATION
Remote work arrangements can be tailored to the needs of the department and position
requirements as well as the needs of the employee and must be indicated in the Remote
Work Agreement. A new remote work agreement shall be completed if the employee is
assigned to work under a new supervisor or if the terms of the work agreement change.
Remote work arrangements are subject to ongoing review and may be terminated at any
time with 14 days' notice, based on business and operational considerations. Furthermore,
Remote Work Agreements shall be reviewed at least annually during the employee's
annual performance evaluation or based on the terms indicated in the Remote Work
Agreement.
Monroe County may discontinue participation in a remote work arrangement for an
employee if the following Uply:
A. The needs of the residents, the County, and other employees are not being fully
met.
B. The County Administrator, Assistant County Administrator, Human Resources, or
Department Head deems it would improve efficiency,productivity, quality and
quantity of work, or teamwork to have the employee onsite.
C. The Board of County Commissioners rescinds this remote work policy.
D. An employee may request to discontinue a remote work arrangement. Approval
of the Department Head, and County Administrator or Assistant County
Administrator is required.
22.09 TAXES
A. It is the employee's responsibility to determine any tax implications to the employee
of maintaining a home office area.
B. The County will not provide tax guidance. Remote workers are encouraged to consult
with a qualified tax professional to discuss tax implications.
C. Employees who are approved for remote work will be taxed based on the location of
their remote (home) office. Monroe County will also deduct and remit
unemployment taxes and workers compensation payments from the employee's pay
based on the location of the remote (home) office.
D. Employees hired after adoption of this policy will be required to show proof of
Florida residency and/or address to maintain a regular County Employee status.
E. Florida residency is a condition of employment for remote workers. If a remote
employee moves out of state, it will be considered a violation of this policy, and the
employee will be subject to disciplinary action including up to termination.
22.10 GUIDELINES FOR TYPES OF REMOTE EMPLOYEES
Fully Remote Employee:
Require approval of the County Administrator, after approval by Assistant County
Administrator(if applicable), County Attorney (if applicable) Human Resources, and
Department Head. The employee works full time away from a county facility and
outside Monroe County. Fully Remote employees are not generally expected to report to
a county worksite. However, supervisors can require the presence of a Fully Remote
employee in certain situations (e.g., training, meetings,projects, or conferences) at a
county facility or other location. Primarily considered for specialized positions where
specialized skills, education, training, experience, certifications, or licenses are difficult
to recruit locally and where in-person meetings with BOCC members, direct reports or
the public are seldom, if ever required. Employee's home location shall be considered
the location they primarily work from. Permanent, designated office space will not be
provided in a County facility,
A. Travel from the employee's remote location to Monroe County will be at the
expense of the employee. However, travel in Monroe County will be covered
as outlined in the Monroe County Travel Policy.
Hybrid remote/in-person:
Primarily Remote employee works remotely on a regular basis or routinely split their
regular schedule between remote work and in-person work at a Monroe County worksite.
The employee may routinely be expected to report to a county worksite; therefore,
supervisors can require the presence of a Hybrid Remote employee for routine work and
in certain situations (e.g.,training, meetings,projects, or conferences)at a county facility
or other location.
A. Designated or shared office space shall be provided to the employee on County
owned or leased property and shall be considered their primary location.
B. Travel to and from the employee's home/remote location to their primary location
shall be considered commuting and is not eligible for travel reimbursement.
C. Travel from the employee's remote location to Monroe County will be at the
expense of the employee. However, travel in Monroe County will be covered as
outlined in the Monroe County Travel Policy.
PASSED AND ADOPTED by the Board of County Commissioners of
Monroe County, Florida, at a regular meeting held on the 12th of November
2025.
Mayor Michelle Lincoln Yes
Mayor Pro Tem David Rice Absent
Commissioner Craig Cates Yes
Commissioner James K. Scholl Yes
Commissioner Holly Merrill Raschein Yes
Approved as to form and legal sufficiency:
Monroe County Attorney's Office BOARD OF COUNTY COMMISSIONERS
4frt/eSca, yi/aA.,1,2-iv-( 6,a4fAad,41 OF MONROE COUNTY, FLORIDA
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