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HomeMy WebLinkAboutItem C05 BOARD OF COUNTY COMMISSIONERS COUNTY of MONROE Mayor Michelle Lincoln,District 2 The Florida. Keys Mayor Pro Tem David Rice,District 4 p Craig Cates,District 1 James K.Scholl,District 3 -� Holly Merrill Raschein,District 5 Regular Meeting July 15, 2026 Agenda Item Number: C5 26-32293 BULK ITEM: Yes DEPARTMENT: Employee Services TIME APPROXIMATE: N/A STAFF CONTACT: Bryan Cook AGENDA ITEM WORDING: Approval of a revised Resolution regarding the policy of compensation for Public Emergency Response Work and repealing Resolution No. 430-2024. ITEM BACKGROUND: The Employee Services Department, Emergency Management, and the Office of Purchasing and Administrative Oversight met with the Florida Division of Emergency Management (FDEM) to review and discuss the Monroe County Board of County Commissioners' current Public Emergency Response Work Resolution. During the meeting, FDEM recommended administrative revisions, including the removal of potentially discretionary language in Section F and the addition of clarifying language regarding the calculation of emergency response work. PREVIOUS RELEVANT BOCC ACTION: October 16, 2024; Approval of Resolution No. 430- 2024. INSURANCE REQUIRED: No CONTRACT/AGREEMENT CHANGES: n/a STAFF RECOMMENDATION:Approval DOCUMENTATION: FINANCIAL IMPACT: Effective Date: 07/15/2026 Expiration Date: Total Dollar Value of Contract: Total Cost to County: Current Year Portion: Budgeted: Source of Funds: CPI: Indirect Costs: Estimated Ongoing Costs Not Included in above dollar amounts: Revenue Producing: If yes, amount: Grant: County Match: Insurance Required: RESOLUTION NO. 430 -2024 A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, REVISING POLICY FOR COMPENSATION FOR PUBLIC EMERGENCY RESPONSE WORK AND REPEALING RESOLUTION NO. 122-2023. WHEREAS, County policy regarding compensation for County employees working in response to a public emergency has heretofore been set forth by Resolution of the Board of County Commissioners; and WHEREAS, it is important to the welfare of the residents of and visitors to Monroe County to encourage employees to remain in or return expeditiously to the County to provide response to a public emergency such as a hurricane,before,during and after the event,as needed; and WHEREAS, definition and clarification are required to facilitate the accounting for, and payment of, emergency response work compensation; and WHEREAS,the Board of County Commissioners of Monroe County did adopt Resolution No. 122-2023 on March 22, 2023 setting forth policy governing compensation for public Emergency Response Work; and WHEREAS, the Board of County Commissioners now wishes to revise and replace Resolution 122-2023 in order to revise the policy governing compensation for public Emergency Response Work; NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA: 1. Monroe County Resolution No. 122-2023 is hereby repealed in its entirety and replaced with the following. 2. This policy shall apply to public emergency response and compensation for such work, other than for employees covered by union contracts which may govern their compensation and persons hired as temporary on-call emergency disaster employees. A. Definitions. For purposes of this resolution, the following words and phrases shall have the definitions provided herein. I. AcImiuislralive leave: Leave with pay at an employee's regular rate of pay for regular working hours) which the County Administrator or his/her designee has authorized wherever any emergency or disaster, as Page 1 of 5 8 those terms are defined in F.S. 252.34, requires the cessation or modification of regular work. Administrative Leave is used for two purposes: I)toprovide income to employees with no work available, and 2)to provide pay for Emergency Response Workers equal the employee's regular shift (Emergency Response Work will be additionally compensated separately, as described below). II. Emergency Response Work: Any work performed by an Authorized Employee-due to a disaster or other emergency, when such work is performed in furtherance of the duties of the County to protect and restore the health, safety and welfare of the public against the cause of the disaster or other emergency. III. Authorized Employee: An employee who is approved as an emergency response worker by his/her Department Director,the County Administrator or Assistant County Administrator. B. Only by authorization of the County Administrator or his/her designee will the County cease normal operations due to an emergency/disaster. The Administrator's or designee's declaration of cessation of normal County operations shall set forth the geographic areas affected by the closure if there is to be a cessation of normal operations in only one part of the County. Once activated by the County Administrator or his/her designee, the terns of this resolution may continue for up to a maximum of three weeks. The County Administrator shall notify each Commissioner immediately after he activates the pay plan authorized by this resolution, based on their availability. If the duration of the emergency extends beyond three weeks, the County Administrator may re-activate this resolution on a week-by-week basis after independently notifying each Commissioner, based on availability, of the Administrator's intent to re-activate the policy set forth in the resolution. C. The Monroe County BOCC Personnel Policies and Procedures Manual and the Monroe County Disaster Preparedness Employee Plan describe expectations for employees to maintain contact with their supervisor and report to work during times of public emergency. Employees questioning their responsibilities during the time of disaster or emergency should contact their supervisor or Department Director to be sure that they are fulfilling their responsibilities. In severe emergency/disaster situations where an employee is granted Administrative Leave and not expected to perform work for a period of time, it is the responsibility of the employee to establish contact with his/her supervisor if there is any doubt about when to return to work and/or to report any inability to appear at the worksite. Employees should stay close to media information, email, and/or telephone/text messaging in order to obtain information regarding County operations resuming. Employees should not rely solely on media infonmation. Administrative Leave pay will be stopped for an employee who fails to report to work as requested by supervisor, Department Head, Assistant County Administrator, County Administrator, or Emergency Management Director when work becomes available and/or the employee is capable of working. Employees who fail to report to work as assigned may also face further disciplinary action. In any case, it is the employee's responsibility to notify his/her supervisor if unable to report to work (Personnel Policies and Procedures Manual Section 7.04 -Notification of Absence). 9 D. Pay Rates: Administrative Leave Pay: Employees, both exempt and non-exempt, are granted Administrative Leave if they do not perform Emergency Response Work. Such employees are compensated at their regular rate of pay for the hours they were scheduled to work up until 11:59 pm for each day granted. Administrative Leave shall be granted for those hours not worked in order to make the employee "whole" for the normal scheduled workday. Emergency Response Work Compensation Rate: 1)All Authorized Employees,both exempt and non-exempt, other than emergency temporary employees,who perform Emergency Response Work will be compensated at an amount equal to two times their regular hourly rate. Regular work performed during an emergency: 1. An employee who performs regular job duties,that could have been postponed until after the activation of this resolution has ceased ("Regular Duties"), shall only be paid at his /her normal rate of pay for those hours in which the Regular Duties are performed. 2. Regular duties performed during a time of emergency, that must be performed in furtherance of the County to meet its responsibility to protect the health, safety, and welfare of the public, shall be considered Emergency Response Work and paid accordingly: two times the employee's regular hourly rate. E. After the activation of this resolution ends, exempt and non-exempt Authorized Employees who continue to perform Emergency Response Work will be compensated at their regular rate of pay for their regular working hours,regardless of whether performing Emergency Response Work or Regular Work. F. All employees, other than temporary on-call emergency or disaster employees,who work due to an emergency/disaster and are otherwise not recognized in this Resolution may be approved by the County Administrator or his/her designee for emergency response compensation for the time actually worked during the emergency/disaster. The County Administrator or his/her designee may approve, on a case by case basis, compensation at emergency response work compensation rates for additional emergency response/disaster recovery work performed outside of the period this resolution is activated. G. This resolution may apply to a worksite or some part of the County, such as in the case of a localized emergency. In the case of a partial County operation closing, those employees whose worksite (not residence) is in the area where the closing occurs shall be paid according to this resolution. Page 3 of 5 10 H. Employees on sick leave, personal leave or vacation on a day when emergency closings occur, are charged with such leave as was scheduled up until the time when this resolution is activated and Administrative Leave is granted. An employee's accrued leave shall not be charged during an emergency closure unless the employee fails to report to work as assigned per Section C above. I. The policies and practices described herein are not intended to,nor shall they, supersede or conflict with any state or federal laws regarding compensation. J. Severability. If Court of competent jurisdiction determines that any portion of this resolution is unenforceable, the remainder of the resolution shall remain in full force and effect. K. Timesheets: 1. Timesheets must reflect ACTUAL hours worked in Workday. 11. Physical working hours for that day performing regular duties that could have been postponed until after the emergency must be reflected by using the Regular Time Entry Code in Workday. III. Physical working hours for that day spent performing Emergency Response Work for hours up to the employee's regular work shift must be recorded in Workday using the time code ERW 1. The employee must also request an absence in Workday using absence code ADM equal to the hours of the regular work shift. IV. Physical working hours for the day spent on Emergency Response Work that extend beyond the employee's regular work shift must be recorded in Workday using time code ERW 2. V. For employees who do not perform work, Administrative Leave time granted until the end of the normally scheduled workday (up to midnight of each day) must be recorded in Workday by using the ADM in Storm Pay absence type in order to make the employee "whole" for that workday. VI. "Total hours" for that day worked directly relating to the disaster/emergency and an emergency project identifier(i.e.EMG/HURR, storm name, project number) must be recorded in the "Comments" column of the timesheet in order for the County to obtain proper reimbursement from federal funds, etc.; additional time recording on other paperwork may also be required. VII. The County Administrator or his/her designee, Assistant County Administrator, or authorized Department Director of an Emergency Response Worker may authorize timesheets that include compensation described herein. For each emergency, the Human Resources department will provide, and update as necessary, a list to payroll of :Department Page 4 of 5 11 Directors authorized to validate timesheets. VIII. Fire Rescue will continue to enter time and absence through Telestaff. L. These instructions may be amended and/or supplemented by further resolution. M. This Resolution shall be effective upon adoption. N. This resolution shall continue in effect unless rescinded or modified by subsequent resolution of the Board. The County Administrator is directed to place an item on the Board's agenda to review this policy between January and March of every odd numbered year so the newly elected Board can review and revise this policy, if desired,prior to hurricane season. Nothing herein shall prevent a Board from reviewing and revising this policy at any time. PASSED AND ADOPTED by the Board of County Commissioners of Monroe County, Florida, at a regular meeting held on the 16TH of October 2024. 09 Mayor Holly Merrill Raschein Yes Mayor Pro Tern James K. Scholl Yes Commissioner Craig Cates Yes Commissioner Michelle Lincoln Yes Commissioner David Rice Yes LLJ ' BOARD OF COUNTY COMMISSIONERS E _ OF MONROE COUNTY, FLORIDA MAYOR HOLLY MERILL RASCHEIN IN MADOK, CLERK Approved as to form and legal sufficiency: Monroe County Attorney's Office: October 15, 2024 AS D PUTY CLERK Page 4 of 5 12 RESOLUTION NO. 430 -2024 A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, REVISING POLICY FOR COMPENSATION FOR PUBLIC EMERGENCY RESPONSE WORK AND REPEALING RESOLUTION NO. 122-2023. WHEREAS, County policy regarding compensation for County employees working in response to a public emergency has heretofore been set forth by Resolution of the Board of County Commissioners; and WHEREAS, it is important to the welfare of the residents of and visitors to Monroe County to encourage employees to remain in or return expeditiously to the County to provide response to a public emergency such as a hurricane,before,during and after the event,as needed; and WHEREAS, definition and clarification are required to facilitate the accounting for, and payment of, emergency response work compensation; and WHEREAS,the Board of County Commissioners of Monroe County did adopt Resolution No. 122-2023 on March 22, 2023 setting forth policy governing compensation for public Emergency Response Work; and WHEREAS, the Board of County Commissioners now wishes to revise and replace Resolution 122-2023 in order to revise the policy governing compensation for public Emergency Response Work; NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA: 1. Monroe County Resolution No. 122-2023 is hereby repealed in its entirety and replaced with the following. 2. This policy shall apply to public emergency response and compensation for such work, other than for employees covered by union contracts which may govern their compensation and persons hired as temporary on-call emergency disaster employees. A. Definitions. For purposes of this resolution, the following words and phrases shall have the definitions provided herein. I. AcImiuislralive leave: Leave with pay at an employee's regular rate of pay for regular working hours) which the County Administrator or his/her designee has authorized wherever any emergency or disaster, as Page 1 of 5 8 those terms are defined in F.S. 252.34, requires the cessation or modification of regular work. Administrative Leave is used for two purposes: I)toprovide income to employees with no work available, and 2)to provide pay for Emergency Response Workers equal the employee's regular shift (Emergency Response Work will be additionally compensated separately, as described below). II. Emergency Response Work: Any work performed by an Authorized Employee-due to a disaster or other emergency, when such work is performed in furtherance of the duties of the County to protect and restore the health, safety and welfare of the public against the cause of the disaster or other emergency. III. Authorized Employee: An employee who is approved as an emergency response worker by his/her Department Director,the County Administrator or Assistant County Administrator. B. Only by authorization of the County Administrator or his/her designee will the County cease normal operations due to an emergency/disaster. The Administrator's or designee's declaration of cessation of normal County operations shall set forth the geographic areas affected by the closure if there is to be a cessation of normal operations in only one part of the County. Once activated by the County Administrator or his/her designee, the terns of this resolution may continue for up to a maximum of three weeks. The County Administrator shall notify each Commissioner immediately after he activates the pay plan authorized by this resolution, based on their availability. If the duration of the emergency extends beyond three weeks, the County Administrator may re-activate this resolution on a week-by-week basis after independently notifying each Commissioner, based on availability, of the Administrator's intent to re-activate the policy set forth in the resolution. C. The Monroe County BOCC Personnel Policies and Procedures Manual and the Monroe County Disaster Preparedness Employee Plan describe expectations for employees to maintain contact with their supervisor and report to work during times of public emergency. Employees questioning their responsibilities during the time of disaster or emergency should contact their supervisor or Department Director to be sure that they are fulfilling their responsibilities. In severe emergency/disaster situations where an employee is granted Administrative Leave and not expected to perform work for a period of time, it is the responsibility of the employee to establish contact with his/her supervisor if there is any doubt about when to return to work and/or to report any inability to appear at the worksite. Employees should stay close to media information, email, and/or telephone/text messaging in order to obtain information regarding County operations resuming. Employees should not rely solely on media infonmation. Administrative Leave pay will be stopped for an employee who fails to report to work as requested by supervisor, Department Head, Assistant County Administrator, County Administrator, or Emergency Management Director when work becomes available and/or the employee is capable of working. Employees who fail to report to work as assigned may also face further disciplinary action. In any case, it is the employee's responsibility to notify his/her supervisor if unable to report to work (Personnel Policies and Procedures Manual Section 7.04 -Notification of Absence). 9 D. Pay Rates: Administrative Leave Pay: Employees, both exempt and non-exempt, are granted Administrative Leave if they do not perform Emergency Response Work. Such employees are compensated at their regular rate of pay for the hours they were scheduled to work up until 11:59 pm for each day granted. Administrative Leave shall be granted for those hours not worked in order to make the employee "whole" for the normal scheduled workday. Emergency Response Work Compensation Rate: 1)All Authorized Employees,both exempt and non-exempt, other than emergency temporary employees,who perform Emergency Response Work will be compensated at an amount equal to two times their regular hourly rate. Regular work performed during an emergency: 1. An employee who performs regular job duties,that could have been postponed until after the activation of this resolution has ceased ("Regular Duties"), shall only be paid at his /her normal rate of pay for those hours in which the Regular Duties are performed. 2. Regular duties performed during a time of emergency, that must be performed in furtherance of the County to meet its responsibility to protect the health, safety, and welfare of the public, shall be considered Emergency Response Work and paid accordingly: two times the employee's regular hourly rate. E. After the activation of this resolution ends, exempt and non-exempt Authorized Employees who continue to perform Emergency Response Work will be compensated at their regular rate of pay for their regular working hours,regardless of whether performing Emergency Response Work or Regular Work. F. All employees, other than temporary on-call emergency or disaster employees,who work due to an emergency/disaster and are otherwise not recognized in this Resolution may be approved by the County Administrator or his/her designee for emergency response compensation for the time actually worked during the emergency/disaster. The County Administrator or his/her designee may approve, on a case by case basis, compensation at emergency response work compensation rates for additional emergency response/disaster recovery work performed outside of the period this resolution is activated. G. This resolution may apply to a worksite or some part of the County, such as in the case of a localized emergency. In the case of a partial County operation closing, those employees whose worksite (not residence) is in the area where the closing occurs shall be paid according to this resolution. Page 3 of 5 10 H. Employees on sick leave, personal leave or vacation on a day when emergency closings occur, are charged with such leave as was scheduled up until the time when this resolution is activated and Administrative Leave is granted. An employee's accrued leave shall not be charged during an emergency closure unless the employee fails to report to work as assigned per Section C above. I. The policies and practices described herein are not intended to,nor shall they, supersede or conflict with any state or federal laws regarding compensation. J. Severability. If Court of competent jurisdiction determines that any portion of this resolution is unenforceable, the remainder of the resolution shall remain in full force and effect. K. Timesheets: 1. Timesheets must reflect ACTUAL hours worked in Workday. 11. Physical working hours for that day performing regular duties that could have been postponed until after the emergency must be reflected by using the Regular Time Entry Code in Workday. III. Physical working hours for that day spent performing Emergency Response Work for hours up to the employee's regular work shift must be recorded in Workday using the time code ERW 1. The employee must also request an absence in Workday using absence code ADM equal to the hours of the regular work shift. IV. Physical working hours for the day spent on Emergency Response Work that extend beyond the employee's regular work shift must be recorded in Workday using time code ERW 2. V. For employees who do not perform work, Administrative Leave time granted until the end of the normally scheduled workday (up to midnight of each day) must be recorded in Workday by using the ADM in Storm Pay absence type in order to make the employee "whole" for that workday. VI. "Total hours" for that day worked directly relating to the disaster/emergency and an emergency project identifier(i.e.EMG/HURR, storm name, project number) must be recorded in the "Comments" column of the timesheet in order for the County to obtain proper reimbursement from federal funds, etc.; additional time recording on other paperwork may also be required. VII. The County Administrator or his/her designee, Assistant County Administrator, or authorized Department Director of an Emergency Response Worker may authorize timesheets that include compensation described herein. For each emergency, the Human Resources department will provide, and update as necessary, a list to payroll of :Department Page 4 of 5 11 Directors authorized to validate timesheets. VIII. Fire Rescue will continue to enter time and absence through Telestaff. L. These instructions may be amended and/or supplemented by further resolution. M. This Resolution shall be effective upon adoption. N. This resolution shall continue in effect unless rescinded or modified by subsequent resolution of the Board. The County Administrator is directed to place an item on the Board's agenda to review this policy between January and March of every odd numbered year so the newly elected Board can review and revise this policy, if desired,prior to hurricane season. Nothing herein shall prevent a Board from reviewing and revising this policy at any time. PASSED AND ADOPTED by the Board of County Commissioners of Monroe County, Florida, at a regular meeting held on the 16TH of October 2024. 09 Mayor Holly Merrill Raschein Yes Mayor Pro Tern James K. Scholl Yes Commissioner Craig Cates Yes Commissioner Michelle Lincoln Yes Commissioner David Rice Yes LLJ ' BOARD OF COUNTY COMMISSIONERS E _ OF MONROE COUNTY, FLORIDA MAYOR HOLLY MERILL RASCHEIN IN MADOK, CLERK Approved as to form and legal sufficiency: Monroe County Attorney's Office: October 15, 2024 AS D PUTY CLERK Page 4 of 5 12 RESOLUTION NO. -2026 A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, REVISING POLICY FOR COMPENSATION FOR PUBLIC EMERGENCY RESPONSE WORK AND REPEALING RESOLUTION NO. 430-2024. WHEREAS, County policy regarding compensation for County employees working in response to a public emergency has heretofore been set forth by Resolution of the Board of County Commissioners; and WHEREAS, it is important to the welfare of the residents of and visitors to Monroe County to encourage employees to remain in or return expeditiously to the County to provide response to a public emergency such as a hurricane,before,during and after the event,as needed; and WHEREAS, Section F. regarding other types of emergency response workers is no longer needed and can be removed; and WHEREAS,the Board of County Commissioners of Monroe County did adopt Resolution No. 430-2024 on October 16, 2024 setting forth policy governing compensation for public Emergency Response Work; and WHEREAS, the Board of County Commissioners now wishes to revise and replace Resolution 430-2024 in order to revise the policy governing compensation for public Emergency Response Work; NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA: 1. Monroe County Resolution No. 430-2024 is hereby repealed in its entirety and replaced with the following. 2. This policy shall apply to public emergency response and compensation for such work, other than for employees covered by union contracts which may govern their compensation and persons hired as temporary on-call emergency disaster employees. A. Definitions. For purposes of this resolution, the following words and phrases shall have the definitions provided herein. L Administrative Leave: Leave with pay at an employee's regular rate of pay for regular working hours) which the County Administrator or his/her designee has Page 1 of 5 authorized wherever any emergency or disaster, as those terms are defined in F.S. 252.34,requires the cessation or modification of regular work.Administrative Leave is used for two purposes: 1)to provide income to employees with no work available, and 2) to provide pay for Emergency Response Workers equal the employee's regular shift (Emergency Response Work will be additionally compensated separately, as described below). IL Emergency Response Work: Any work performed by an Authorized Employee-due to a disaster or other emergency,when such work is performed in furtherance of the duties of the County to protect and restore the health, safety and welfare of the public against the cause of the disaster or other emergency. III. Authorized Employee: An employee who is approved as an emergency response worker by his/her Department Director, the County Administrator or Assistant County Administrator. B. Only by authorization of the County Administrator or his/her designee will the County cease normal operations due to an emergency/disaster. The Administrator's or designee's declaration of cessation of normal County operations shall set forth the geographic areas affected by the closure if there is to be a cessation of normal operations in only one part of the County. Once activated by the County Administrator or his/her designee, the terms of this resolution may continue for up to a maximum of three weeks. The County Administrator shall notify each Commissioner immediately after he activates the pay plan authorized by this resolution, based on their availability. If the duration of the emergency extends beyond three weeks,the County Administrator may re-activate this resolution on a week-by-week basis after independently notifying each Commissioner, based on availability, of the Administrator's intent to re-activate the policy set forth in the resolution. C. The Monroe County BOCC Personnel Policies and Procedures Manual and the Monroe County Disaster Preparedness Employee Plan describe expectations for employees to maintain contact with their supervisor and report to work during times of public emergency. Employees questioning their responsibilities during the time of disaster or emergency should contact their supervisor or Department Director to be sure that they are fulfilling their responsibilities. In severe emergency/disaster situations where an employee is granted Administrative Leave and not expected to perform work for a period of time, it is the responsibility of the employee to establish contact with his/her supervisor if there is any doubt about when to return to work and/or to report any inability to appear at the work-site. Employees should stay close to media information, email, and/or telephone/text messaging in order to obtain information regarding County operations resuming. Employees should not rely solely on media information. Administrative Leave pay will be stopped for an employee who fails to report to work as requested by supervisor, Department Head, Assistant County Administrator, County Administrator, or Emergency Management Director when work becomes available and/or the employee is capable of working. Employees who fail to report to work as assigned may also face further disciplinary action. In any case,it is the employee's responsibility to notify his/her Page 2 of 5 supervisor if unable to report to work (Personnel Policies and Procedures Manual Section 7.04 -Notification of Absence). D. Pay Rates: Administrative Leave Pay: Employees, both exempt and non-exempt, are granted Administrative Leave if they do not perform Emergency Response Work. Such employees are compensated at their regular rate of pay for the hours they were scheduled to work up until 11:59 pm for each day granted. Administrative Leave shall be granted for those hours not worked in order to make the employee "whole" for the normal scheduled workday. Emergency Response Work Compensation Rate: 1)All Authorized Employees,both exempt and non-exempt, other than emergency temporary employees,who perform Emergency Response Work will be compensated at an amount equal to two times their regular hourly rate. Regular work performed during an emergency: 1. An employee who performs regular job duties,that could have been postponed until after the activation of this resolution has ceased("Regular Duties"), shall only be paid at his /her normal rate of pay for those hours in which the Regular Duties are performed. 2. Regular duties performed during a time of emergency, that must be performed in furtherance of the County to meet its responsibility to protect the health, safety, and welfare of the public, shall be considered Emergency Response Work and paid accordingly: two times the employee's regular hourly rate. Determination of hourly rate: Non-exempt and Exempt employees have hourly rates listed in the County's payroll system. Even though Exempt employees are paid an annual salary, the payroll system still lists an hourly rate for the purposes of payroll and leave utilization. Emergency response work shall be calculated for both Non-exempt and Exempt employees using their hourly rate listed in the payroll system. E. After the activation of this resolution ends, exempt and non-exempt Authorized Employees who continue to perform Emergency Response Work will be compensated at their regular rate of pay for their regular working hours,regardless of whether performing Emergency Response Work or Regular Work. F. This resolution may apply to a worksite or some part of the County, such as in the case of a localized emergency. In the case of a partial County operation closing, those employees whose worksite (not residence) is in the area where the closing occurs shall be paid according to this resolution. Page 3 of 5 G. Employees on sick leave, personal leave or vacation on a day when emergency closings occur, are charged with such leave as was scheduled up until the time when this resolution is activated and Administrative Leave is granted. An employee's accrued leave shall not be charged during an emergency closure unless the employee fails to report to work as assigned per Section C above. H. The policies and practices described herein are not intended to, nor shall they, supersede or conflict with any state or federal laws regarding compensation. I. Severability. If Court of competent jurisdiction determines that any portion of this resolution is unenforceable, the remainder of the resolution shall remain in full force and effect. J. Timesheets: I. Timesheets must reflect ACTUAL hours worked in Workday. II. Physical working hours for that day performing regular duties that could have been postponed until after the emergency must be reflected by using the Regular Time Entry Code in Workday. (This is regular work, not emergency response work.) III. Physical working hours for that day spent performing Emergency Response Work for hours up to the employee's regular work shift must be recorded in Workday using the time code ERW1. The employee must also request an absence in Workday using absence code ADM equal to the hours of the regular work shift. (ADM represents the regularly budgeted salary for that shift. ERW 1 is emergency response work additional pay equal to the regular hours for that shift, and not part of the regularly budgeted salaries for the shift.) IV. Physical working hours for the day spent on Emergency Response Work that extend beyond the employee's regular work shift must be recorded in Workday using time code ERW 2. (ERW2 is emergency response work outside the regular shift and not part of the regularly budgeted salaries for the shift.) V. For employees who do not perform work, Administrative Leave time granted until the end of the normally scheduled workday (up to midnight of each day) must be recorded in Workday by using the ADM in Storm Pay absence type in order to make the employee "whole" for that workday. VT. "Total hours" for that day worked directly relating to the disaster/emergency and an emergency project identifier(i.e. EMG/HURR, storm name, project Page 4 of 5 number) must be recorded in the "Comments" column of the timesheet in order for the County to obtain proper reimbursement from federal funds, etc.; additional time recording on other paperwork may also be required. VII. The County Administrator or his/her designee, Assistant County Administrator, or authorized Department Director of an Emergency Response Worker may authorize timesheets that include compensation described herein. For each emergency, the Human Resources department will provide, and update as necessary, a list to payroll of Department Directors authorized to validate timesheets. VIII. Fire Rescue will continue to enter time and absence through Telestaf£ K. These instructions may be amended and/or supplemented by further resolution. L. This Resolution shall be effective upon adoption. M. This resolution shall continue in effect unless rescinded or modified by subsequent resolution of the Board. The County Administrator is directed to place an item on the Board's agenda to review this policy between January and March of every odd numbered year so the newly elected Board can review and revise this policy, if desired, prior to hurricane season. Nothing herein shall prevent a Board from reviewing and revising this policy at any time. PASSED AND ADOPTED by the Board of County Commissioners of Monroe County, Florida, at a regular meeting held on the 15th of July 2026. Mayor Michelle Lincoln Mayor Pro Tem David Rice Commissioner Craig Cates Commissioner James K. Scholl Commissioner Holly Merrill Raschein (SEAL) BOARD OF COUNTY COMMISSIONERS ATTEST: KEVIN MADOK, CLERK OF MONROE COUNTY, FLORIDA By: By: As Deputy Clerk Mayor Michelle Lincoln Date: Date: Approved as to form and legal sufficiency: 6-12-2026 Page 5 of 5