Resolution 351-1991
Human Resources Department
F:LED FOR Pl="'Opr'
.91
NOV' -5 A 8 :28
BE [OJ;!_U1'l.9JLNO .
351-1991
DAN r. . i ;; Cl E A RESOLUTION OF THE BOARD OF COUNTY COMMI S-
"'LK lIP [1
MONR~OE r6u~.pY'FL~IONERS OF MONROE COUNTY, FLORIDA, ADOPTING
,J. " TIm MONROE COUNTY PERSONNEL POLICIES AND
rRQCEDUl{ES_tl~J'~l'M~_~,_,___,____,___________
WHEREAS, on J'uly 19, 1988, the Board of County Commissioners adopted Ordi-
nance No. 038-1988 establishing a Personnel Policies and Procedures Review
Board concerning proposed changes to the Monroe County Personnel Policies and
Procedures Manual, and
WHEREAS, t.he proposed changes have been incorporated into the manual and
the newly revised manual is hereby presented to the Board for adoption thereof,
now, there,fore,
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLOR-
IDA, that the Board hereby adopts the newly revised Monroe County Personnel
Policies and Procedures Manual, a copy of same being attaehed hereto and made a
part hereof.
PASSED AND ADOPTED, by the Board of County Commissioners of Monroe County,
Florida, at a regular meeting of the Board held on the feh day of October, 1991.
Mayor Harvey
Mayor Pro Tem London
Commissioner Cheal
Commissioner Jones
Commissioner Stormont
Yes
Yes
Yes
Yes
Yes
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
"'-'--." .., .....,-~~-
. ~ .~."....rv.. . ~.,. - ~'. '\ '
BY: ,
Mtlyor jChairman
( SEATJ)
DANNY lia.. :mWAGE, Clerk
Attest: .
f)t'.
C
MONROE COUNTY
PERSONNEL POLICIES
AND PROCEDURES MANUAL
REVISED OCTOBER 8, 1991
-~------
-- ......
" 0 N ROE
C 0 U N T Y
PERSONNEL POLICIES AND PROCEDURES
Table Of Contents
PRE A " B L E
INTRODUCTION
Intent. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I
Sc 0 p e . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I I
The COllnty Service.................................... II
Personnel Section..................................... I I
Records Of Personnel Section.......................... IV
_~__-"""" _' __ ~_ .____...- - ~.... ..._.0,,-- .._..........._-_._ ._.:.......,..>;-.....-.---.-...-_."'--".._.---~-...._. ......~._~_..._--~- "_.-'-'-~ -...---.--..-........-- -.... ---.. _.~-""'_._-<-_.~..",...-..' - _.
Risk Management-Safety/Loss Control Section........... IV
Insurance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . V
SECTION 1 - General Policies
1. 01
Career Service..................... .e.' . . . . . . .
1-1
1. 02
Political Activity...........................
1-2
1. 03
Outside Employment...........................
1-2
1. 04
Use Of County Property, Procedures Or
Faci lities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3
1. 05
Code Of Ethics......................................
1-3
1. 06
Disclosure Of Information....................
1-5
1. 07
Restriction Of Employment Of Relatives.......
1-5
1. 08
Volunteers. ... .. . .. ... . .... . . . . . ... . ....... . . . ....
1-5
1. 09
Veterans Preference In Initial Employment....
1-5
S E C T I 0 N.-L--=---E.!!1_~~ me ,n t P!Jl t~1.~
2.01
Appointing Authority.........................
2-1
2.02
Positio., Control....................................
2-1
2.03
Types Of Employment..........................
2-1
2.04
2.05
2.06
2.07
2.08
2.09
2.10
2.11
2.12
Probationary Period........................ eoe
Continuous Service...........................
Medical Examinations.........................
Basis For Change Of status...................
Transfers. . . . . .. .. . . . . . . . . . . . . . . . . . . . . . . . . . . .
Employee Training............................
Educational Assistance Program...............
Employee Safety..............................
Promotional Opportunities....................
2-4
2-5
2-6
2-7
2-7
2-7
2-7
2-10
2-10
._______.... __, _.__.... n_..--,-',__"_-,*.,,. _..._,:-_.___...____.--"'_.___..,',. ...._..-___-.._..~.._"'.-__.__._...,_._...........-_.......-,__.__---________._~--"","- ---
2-11
2.13
2.14
Equal Opportunity Policy.............. .......
Employee Recognition-Employee Of The Month/
Year Program..............................
SECTION 3 - Classification Plan
3.01
3.02
3.03
3.04
3.05
3.06
Classification Plan..........................
Position Audit Procedure.....................
Determination Of Classes.....................
Allocation And Reclassification Of Positions.
Status Of An Incumbent In A Reclassified
2-12
3-1
3-1
3-2
3-2
Position. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-3
3-3
Pos i t: ion Co n t r 0 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
SECTION 4 - Pay Plan
{,.OI
4.02
4.03
4.04
4.05
4.06
PlJrpose. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Establishment Of The Pay Plan................
Amendments. . .. . . . .. . . . . . . . . . . . . . . . . . . . . .. . . ..
Pay Plan Revisions...........................
Administration........ ....... . . . . ... .........
Application Of The Pay Plan.. ......... .... ...
4-1
4-1
4-1
4-1
4-2
4-2
4.07
4.08
4.09
4.10
4.11
4.12
4.13
4.14
Starting Rates...............................
Salary Ranges, Progressions, Increases.......
Part-Time Employment.........................
Administrative Salary Increase...............
Date Of Hire, Payroll Changes, Anniversary
Dates And Employment Status Changes.......
Temporary - Higher Classification............
Wages Due Deceased Employee..................
Budget limi tations. . . . . . . . . . . . . . . . . . . . . . . . . . .
4-2
4-2
4-4
4-4
4-4
4-5
4-6
4-6
__~_, _ . SECT InN. ..5,_~,_..l:JOllr-s_Q.f._W,a.r.k.~_ ~_._._' -,. .-.--..,. .--.---..--_ >'- ,--,--
5-1
5.01
5.02
5.03
5.04
5.05
Work Days~And Work Week......................
Overtime Work For Non-Exempt, Non-Emergency
Response Employees........................ 5-1
Overtime Work For Emergency Response
Employees. . . . . . . . . . . . . . . . . . . . . . . . . . . . '. . . . . 5-3
5-3
Overtime Work For Exempt Employees...........
Meal And Rest Periods........................
SECTION 6 - Holidays
Official Holidays............................
6.01
6.02
6.03
6.04
6.05
6.06
Eli 9 i b i 1 i ty. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Work During Holidays.........................
Holidays Falling On Weekends.................
Holiday During Paid Leave....................
Observance Of Religious Holidays.... .........
7.01
SECTION 7 - Leave With Pa~
Annual leave.................................
7.02
Sick leave...................................
5-3
6-1
6-1
6-1
6-2
6-2
6-2
7-1
7-3
7.03
7.04
7.05
7.06
7.07
Medical Justification..........
Notification Of Absence........
..............
Funeral Leave""""".".""".."....""....".......
Holidays During Sick Leave...................
Payment Of Unused Sick Leave..... ............
SECTION 8 - Leave Of Absence
Administrative Leave.................
8.01
8.02
8.03
Disability Leave - Workers Compensation......
Pregnancy, Maternity And Child Care Leave....
7-4
7-6
7-6
7-6
7-6
8-1
8-4
8-7
8.04
._._._~~.-.---.#'-........---'--...- - .--.... .._..._-.~----..... ..-....~...---_.__...---"<-.-"'----. _..."._~--_._._' ..-.-'----.+ --.-...,,-~_......_.._- -,.__._~--._---=---
8-8
SECTION 9
Appeals
9.01
9.02
9.03
9.04
9.05
9.06
9.07
9.08
9.09
9.10
9.11
9.12
9.13
9.14
Leave Of Absence Without Pay.................
Standards Of Employment, Disciplinary Action And
Intention" . . . . . . . . . . . . . . . " . " . . . " " . . . . . . . " . . . "
Responsibility For Administration............
Standards Of Employment......................
Disciplinary
Act ions" " . . " . . " . " " . . " " . . .
.......
Authorization For Disciplinary Action.
.......
Oral Warning...."..............."."....".....
Written Reprimand.............
............
Demotion. .. .... " . ." . . . .. . ." . " .
............
Suspension. . . . . . . . . . . . . . . . . . . . . . . . . ... . . " . . . .
Discharge. . . . . . . . " . . " " .." ". . " " " " ". " " "" " " " " . " "
Procedure For Imposing Discipline... ..... ....
Possession Of Weapon Or Firearm..............
Indictments, Prosecutions, Arrests... ........
Failure To Cooperate In A Job-Related
Investigation. " " " " " ." " " ." . " " " " " .
.......
9-1
9-1
9-1
9-3
9-5
9-5
9-5
9-6
9-6
9-7
9-7
9-9
9-9
9-10
9.15
SECTION 10
Appeals" " " " " " " " " " " " " " " " " " " " " " " " " " " " " " " " " " " "
Employee Complaint/Grievance Procedure
10.01
Complaint/Grievances.
SECTION 11
Separations
11.01
Resignations.
11.02
11.03
11.04
11.05
Layoffs....
Retirement.
Discharges.
Exit Interviews.
9-10
10-1
11-1
11-1
11-1
11-2
Soliciting
~"':'".~.....~ ... ._~" :"':..:.:'t..:.,.. "';::~-:,:,,:~--=~~'-::.~~~::-;;'::.';'~~~-:~~~~~....c.-:'-::" ~-_~".....oO<:;-"~-=-.
11-2
12.01
SECTION~_
Soliciting.
SECTION 13
Employee Performance Evaluations
13.01
Policy..
13.02
13.03
SECTION 14
Purpose....
Procedures.
Employee Insurance Covera9~
14.01
.... ....."" ...."""" ..." ..."...."..
SECTION 15
15.01
SECTION 16
16.01
Coverage. . .
Travel
Travel. . . . . . . .
..".. ........."..""" ....." .....
Appearance
Appearance And Proper Attire..... ............
12-1
13-1
13-1
13-1
14-1
15-1
16-1
PRE A " B l E
ADMINISTRATION CODE OF ETHICS
A public servant 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 indi-
vidual 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 offi-
cials and employees.
Any individual or collective compromise with respect to these
.c h_a. r_ a.,f. t t!J:_ t.t.. Cl.:ij: ~._ c; a n_..,lj.i.Dl ~ 9JL.t..b-~h' .ilb.i.L:Lt~_ _D f ., JUL .a g"en CY_I 0_ - p_e r _f 0 r m
its tasks or accomplish its mission. The reputation of the ad-
ministrator may be tarnished. Effectiveness may be impaired. A
career or careers may be destroyed.
The best insurance against loss of public confidence is adher-
ence to the highest standards of honesty, truthfulness and forti-
tude.
Public administrators are obliged to develop civic virtues be-
cause of the public responsibilities they have sought and ob-
tained. 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 own performance, then
they 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 their talents, letting the work speak
for themselves 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 01" an employee, by our own exam-
ple, 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 fail" and sensitive to those
who have not fared well in their dealings with our agencies and
it applications of the law, regUlations, 01" administrative proce-
dures.
The only gains one should seek from public employment are sala-
ries, fringe benefits, respect and recognition for your work.
One's personal gains may also include the infinite pleasure of
doing a good job, helping the public, and achieving career goals.
____ _' _. N.a-_ e l..e c:t.ad ,_.Jl[:__ap..JU1io.ted_Jtuhl i..c~_.,~e['_v.anJ:_._s.h.au~d. .,b~r Dlot-.-Or..-a C1: e p t
gifts from the staff 01" any corporation which buys services
froln, 01" sells to, 01" is regulated by hi s 01" her governmental
agency. If one's work brings he 01" she in frequent contact with
firms supplying the government, they must be sure and pay their
own expenses.
Public property, funds and power should never be directed toward
personal 01" 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, their family 01" 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
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 a useful County function.
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.
.'L.,........ ~...: '""_."_ _2'_ _ .._.___-.-_..,..;:....- __.__.___ _'n," _-.___.__~ -"-~','" ~ -..;,"'-- ':.:~:-':~~.~~~-<>:::.~:::-~~.:~~...:_..~~:.f:'"~~~...c~':;:......-:_e:..~..:::..._..-~...
D. All appo intment s to the County Servi ce . 'are to be made in '
accordance with the rules, regulations and procedures estab-
lished and adopted by the Board of County Commissioners.
E. These Policies and Procedures generally cover the informa-
tion concerning the policies, regulations and benefits for the
employees of Monroe County. These Policies and Procedures and
the representations made in them do not cons'l:itute any form of
employment contract or guarantee. If an employee seeks informa-
tion which is not covered in these Policies and Procedures, or
if an employee wishes clarifications of any policy or procedure,
he should check with his 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 Commis-
sioners shall supersede any written information previously dis-
tributed to employees.
F. In accordance with Ordinance 1038.1988, 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 Per-
sonnel Section at any time. Proposed changes will be discussed
by the Review Board and recommendations will be made to the Coun'-
ty Admi.nistrator who will review said recommendations for his ap-
proval. If there are any recommendations that do not meet with
the approval of the Admi.nistrator, 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 deci-
sion. If there are one or more proposed changes on which the
I
Review Board and the Administrator
sion will be made by the Board of
be adopted by resolution. Forms
obtained in the Personnel office.
cannot agree, the final deci-
Commissioners. Changes will
for proposed changes may be
SCOPE
For the purpose of expediency, these policies may refer to ei--
ther the male or female gender, or both with no intent to dis-
criminate. 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
_._~_, _.,p a r.tJ..f.l:! l.~J:._l..e_,!~ l_g.f.._.~!!!J] q!'_l-zaJ:J_9!J" .m'!~.., J:~,~__iJ1it:t~t e d __9 r__.!:.aJse I), by_
anyone in a position of higher authority, within the chain of
command.
THE COUNTY SERVICE
The County Service shall consist
any positions hereinafter created
ing exemptions:
of all existing positions and
in the County with the follow-
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.
D. Persons employed in a professional capacity on a contractu-
al, 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 commit-
tee thereof, or other elected officials.
E. Volunteers.
PERSONNEL SECTION
It is the responsibility of the County Administrator to render
service to the County government in the fields of personnel man-
agement 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 Department, through the Division of Management
Services. In addition to the duties imposed by personnel poli-
II
cies and regulations, it is the responsibility of the County
Administrator, through the Personnel Section, tOI
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 employ--
ee effectiveness and morale.
C. Conduct
ness of the
of findings
sioners.
evaluations and studies to determine the effective-
personnel program, and periodically submit a report
and recommendations to the Board of County Commis--
D. Ensure that all personnel have been employed in accordance
with the provisions of personnel policies and procedures.
____,_.1;-:....- _ ~~t_n..-!f!in___a_~_c;:la_!?_~j. fJ.<:.ati Q-'J_,_eJ.~.n__LQ.r__~J!__~mploy~~_- _in __the -
County Service.
F. Maintain a pay plan for all employees in the County Ser-
vice.
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 oppor'tunities.
H. Prepare, or have prepared, and submit to the Board of Coun-
ty Commissioners, corrected, revised, or additional personnel
policies and procedures for their approval.
I. Perform any other lawful acts considered necessary to car-
ry out the purpose and provisions of the personnel policies and
procedures.
J. Perform interviewing, background investigations and other-
wise pre-qualifying candidates for County employment.
K. Prepare any County Affirmative Action Plan.
l. Recruit qualified applicants to fill departmental vacan-
cies.
M. Perform induction of all newly-hired personnel including
completion of reqUired personnel and payroll forms, arranging
physical examinations and providing employee ol'ientation.
N. Provide staff support to the Board of County Commissioners
in regard to personnel matters.
III
RECORDS OF PERSONNEL SECTION
The e f f i ci ent admini strat ion 0 f t he County's Pe rsonne 1 Sect ion
depends on accurate information about the County and each of its
employees. In order to keep personnel records up to date, em-
ployees must noti fy their Supervisor and the Personnel Section
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, informa-
tion for income tax withholding, 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 -- to the extent permitted under Florida law.
RISK MANAGEMENT - SAFETY/LOSS CONTROL SECTION
4.: ,., ~ RISK ttAN.J'GE"EN1.,
_'_"~ _'~ .-.~~ ,'-c ~:y_::-=-~-:"'_-";'~;,:",~:......-? ;; ~..:.:.:- ~::~~-.:....."':..~~~_:<:.:-'~~:.~":.2~~~~~~c:t-~....c~-^'"';""'~-E:=.9-,,~-
It is the responsibility of the County Administrator to
protect the County from financial loss due to public liabil-
ity exposures and/or property damage. This may be accom-
plished 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 Depart-
ment, Risk Management Section will maintain all insurance
policies, property schedules, etc., and will properly dis-
tribute 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 iden-
tify potential exposures, recommending to the County Commis-
sion the best course of action to properly protect the in-
terests of Monroe County.
B. SAFETY/LOSS CONTROL
It is the responsibility of the County to create and main-
tain a safe environment in which to work for all employees
of Monroe County, through a viable safety program, as re.-
quired by the State of Florida.
This safety/loss control program shall be administered and
strictlY enforced through the Human Resources Department,
Risk Management: Section, according to the safety policies
adopted by the Board of County Commissioners.
'>,
IV
INSURANCE
A. EMPLOYEE BENEFITS SECTION (Group Insurance
and Workers Co.pensa~ion!
The County Administrator will oversee all employee benefit
programs, including, but not limited to Li fe Insurance and
Health Insurance for Board employees, as well as Constitu-
tional Officer employees (if participated in by those enti-
ties). All enrollment records, claim files and the proper
distribution of expenses will be assigned to the Human Re-
sources Department, Employee Benefits Section, with final
approval of program types and levels of benefits remaining
with the Board of County Commissioners.
B. SELF-FUNDED PROGRAMS
'__"'''-'''- .-____._..;a ._~.__...-..._-_.__...__'"'_ -...___..... ___'__~__H._'__' .._w.'_ _~ -'--_'-' --.....--_ --.. ~ --.--------.-.--.- ----
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, the County Administrator has appointed a group
of County employees to review accidents/incidents reported
to the Human Resources Department, as well as safety-relat-
ed proposed policies - procedures, for the purpose of mak-
ing recommendations to the County Administrator. This
Board also serves as the Safety Advisory Committee, and
functions under the guidelines as set down in the Monroe
County Safety Policies and Procedures.
D. ADMINISTRATIVE INSTRUCTION SYSTEM
The County Administrator will establish a standardized ad-
ministrative instruction system for initiating, preparing,
controlling, monitoring and promulgating all Monroe Count~1
Administrative Policies and Procedures by way of rules and
guidelines, which clarify those adopted Monroe County Admin-
istrative Policies and Procedures. These Administrative
Instructions shall only be further detailing, by instruc-
tions or rules, of those Policies and Procedures provided
in this manual, where, for ministerial purposes, policy
clarifications are particularly applicable. Where conflict
may occur, the Board of County Commissioners reserves the
authority of final determination as to ministerial func-
tion. This system ,o/ill be structured according to Monroe
County Administration Instruction 1000, issued February 2,
v
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 Depart-
ment Heads will be responsible for appropriate dissemina-
tion of these instructions.
-~--..,..--- -.......-"'" - ~ - -.._"._---~-----._. -....~-..---.--.-.----.'"'- "..--.--. ...._.~--~-_._.-.. .._...._-~ -'~...,-.--. -.......-- ---- ---.=-",.. --..-----'-.-- -~. . --
VI
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
.,..." :.__ ~.P..P r Q.'.LLmC!.t~! y. ~".QD_e _ m.o '1 t~. pr ~ n L.t"9. ....t h~" "-~-/l1!1aLl'y:~....~"~;~';i: a}l:..Q~i.~~";,,, _""'-c_,;.._....._
v e r s a r y date, except asp r 0 v ide d i 0 r in' Sect-ion 2 . Ii 4 . ,
herein, the Personnel Section will provide the Depart-
ment Head with a form which will be used to evaluate
the employee in accordance with these policies and
procedures. The evaluation form will be returned to
the Personnel Section and placed in the employee's
personnel record. (See Section 2.04.) If a positive
recommendation is made -\:0 retain the employee by the
appropriate Department/Division Head and approved by
the County Administrator, the employee will be eligi'-
ble 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 count.y posi-\:ion must serve a 12 month proba-
tionary 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 probation-
ary requirement unless the affected employee has
served at least one (1) year in the capacity for which
the probation has been waived.
~
1-1
1.02 POLITICAL ACTIVITY
A. No employee shall
to encourage or coerce
to any political issue,
use any promise, reward
any person to support or
candidate or party.
or threat
contribute
B. No employee shall use his official authorH:y as an
employee to influence or attempt to influence, coerce or
attempt to coerce a political body or to in any way inter-
fere 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 participat-
ing in any political campaign during his off-duty hours.
I).., _~_ Na..t_hinQ. ,_b~e r:- e_in_~_ c on t ;:dn ed _, _sl:\-a_l;l~,......a ! 'f;~ C;~~ ~"_\9.~:"~~fJ.}};h~.;)tf;:...<< ,,- ",",0-"'_"'>-
the employees to hold membership in, and support, a politi-
cal party, to vote as they choose, to express, opinions on
all political subjects and candidates, to maintain politi'-
cal neutrality, and to attend political meetings during
off-duty hours.
E. Employees shall at all times comply with all provi-
sions of Section 104.31, Florida Statutes, which is general-
ly stated in part in 1.02 (A) & (B) above, any may be amend-
ed from time to time.
1.03 OUTSIDE EHPlOYHENT
A. Full-time employees are discouraged, but not restrict-
ed from engaging in other employment during their off-duty
hours. However, County employment must be considered the
pr'imary employment and no employee may engage in outsidl~
employment which would interfere with their fulfillment of
duties during county work hours, the interest of the Coun-
ty, or the availability of employees for emergency or call-
in duty, or engage in work outside the County Service which
results in a work product that would be reviewed by any
employee in their respective department.
B. Employees shall not be instructed or allowed to per-
form 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 arrange-
ments 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.
-.
1-2
1.04 YSE 9F COUNTY PROPERTY. PROCEDU~~~QR FA~ILITI~S
Equipment, facilities, vehicles, property, or any resource
or procedure of the County shall not be used by any employ-
ee, 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 Instruc-
tion 1004 for additional information concerning use of Coun-
ty vehicles.
1.05 CODE OF ETHICS
A. All employees must be aware of, and comply with, Sec-
tt9 ~L J 1.2, : ~Jl_(~)- _<~.!~E i E ~ _S t,a_t I) t ~s__ :Wohj S, h ,_su!,.~ ~,Q.i;JM"-"':cHP.J)\'J:-4..ft~~-4~ '" _=.-.-:._-.-.>-
in par t:: " It is de c I a r ed to - be' the.... pol icy 0 f the s tat e .
that public officers and employees, state and local, are
agents of the people and hold their positions for the bene-
fit of the public. They are bound to uphold the Constitu-
tion 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 offi-
cial acts, the highest standards of ethics consistent with
this code and the advisory opinions rendered wH:h respect
hereto regardless of personal considerations, recognizing
that promoting the public interest and maintaining the re-
spect 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 ob-
tained in connection with their employment for private
gain, for themselves or others.
C. Employees shall not accept any gift,
from any member of the public, including
to Christmas and/or birthday gifts.
favor or
but not
service
limited
D. No employee shall make any false statement, certifica-
tion or recommendation of any employment under any provi-
sion of these policies, or any mannel', 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.
~
1-3
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 Section.
The County Administrator may at any time, require a state-
ment of disclosure from any employee if he has reason to
believe that said employee may be in violation of this poli-
cy. The Personnel Section will be responsible for investi-
gating 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
to,i ti <!:I,,,!ut~.______~__,_ __ ___:._ , _" _"';-"~'....~ . :..:..: ~:y~<=~.:,;:.,0::-~".:,;,;:~..."-~....~,,,__.....,..__-
F. Employees shall not conduct personal business while
in County uniform, nor shall they consume alcoholic beverag-
es while on duty, nor on off-duty hours while in uniform.
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. Further, no employee
may use or abuse drugs or alcohol off duty to the extent
that it interferes with the performance of the employees
job. It is the intent of Monroe County ~o create and main-
tain 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 Sec-
tion. 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 high-
er disciplinary and ethical standards than other employees.
..
1-4
1.0& DISCLOSURE OF INFORMATION
Information of a sensitive or confidential nature which is
obtained in the course of official duties shall not be re-
leased by any employee other than by those charged with
this responsibility as part of their official duties.
1.07 RESTRICTION OF EMPLOY"ENT OF RELATIVES
Restrictions on employment of relatives shall be in accor-
dance with Florida Statute 116.111 (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 exer-
cises jurisdiction or control, any individual who is a rela-
tive of the public official." Nothing set forth herein
. ...s b a.lJ.._Il.l:.oltitLi..t.._:t, h,e.._e.mAI Q1lm.en,t. ~.o f_ -'D.O..Ce.._ tb an--.nne.--C L)' _...In,em be r
of the same family. The Personnel Section will be responsi-
ble to invesJ:igate any alleged incident of nepotism, and
when needed, the County's legal advisor will furnish cur--
rent information to the Personnel Section on Florida Stat-
ute 116.111.
Where a State or Local statute regarding nepotism exists
which is more restrictive than this policy, the eligibll~
applicant should follow the State and Local statute in lieu
of this policy.
1.08 VOLUNTEERS
Monroe County recognizes the importance of work performed
by volunteers.
The Department Head will be responsible for obtaining au-
thorization through the Personnel Section before allowing
work to be performed by anyone on a volunteer basis. Volun-
teers will not, under any circumstances, be considered Coun-
ty employees, but will be responsible for following proper
procedures and schedules as outlined by the Department Head.
(See Sect ion 8.01 J regarding voluntary Emergency Response
Time for County employees.)
1.09 VETE~ANS PREFERENCE IN INITIAL E"PlOY"ENT
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. Eligible veter-
ans and spouses of veterans will receive preference in ini-
tial employment with the exception of those positions which
1-5
are exempt pursuant to Florida's Preference Law {Chapter
295 Florida Statutes (1987)}.
_._....-.."..____ ..._._........_" _ _ _ '...__....---.-___._.... _~._,_':"_'_._...____ -___.._'., _...~-----.._~_..._..-._._-l!!o-_.~~_-"_......._.__--.._-_-_.___._~......_.- .....~--. - --
1-6
EMPLOYMENT POLICIES
SECTION 2
2.01 APPOINTING AUTHORITY
The Board of County Commissioners shall be the appointing
authority for the County Administrator. All other posi-
tions under the jurisdiction of the Board of Commissioners
shall be employed and supervised by the County Administra-
tor. Employment of Division and Department Heads will re-
quire the confirmation of the Board of County Commission-
ers. The County Administrator will be responsible for:
A. Ensuring that all positions to be filled have been
authorized and budgeted.
~~C ,.., _.-",-_ ..~._.__ .__.______"._.......~~.._ __"" .....___~ - _.,..,.. ~- ~.. ',-.'.-- -', _ ,.- ..;...:': '':"~,''_ -:" _ -..;.~- :":.:','"' ..:..,....,;::':'~~~_...:.:~~~~:.-~~..::~~.:...;....~~.:*~....~....c:<<1.o....iiillr-~..~...~~-
B . A p pro val of a 11 c h a n g e s i- ne m ploy e e status i -n - a c cor ,-
dance with the Personnel Policies and the Classification
and Pay Plan.
C. Ensuring that all positions in all Divisions have
been evaluated, rated and classified in accordance with the
compensation and classification plans.
2.02 POSITION CONTROL
A. All positions in the County Service are established
and maintained through a budget each fiscal year, in accor-
dance with procedures provided by the Board of County Com-
missioners.
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 restric'-
tions. 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.
I. Full-Time Regular Employee
2. Substitute Employee
..'
2-1
3. Temporary Employee
4. Emergency Employee
5. Part-Time Employee
6. Trainee
7. Contract
Participation in the Social Security program and the Flori-
da 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,....___~f..u.ll.::Iil11e. Re_gu la ["', __emp,lnvm.~n:t'" -w..i:l;L..:'-,:,.hf}::...:..~Jte-.~,,",<< ,,____-<a.~...,.,-
to a classification ior~regl~Ya'rlY -b~dgete"d- Co~nt:y , .
positions, working 30 hours or more per week.
b. A Full-Time Regular employee shall be eligi-
ble for all County fringe benefits as set forth
in these policies.
c. An emp loyee se rv i ng in a full-t ime
position shall be eligible for career
status as described in Section 1.01.
regula,"
service
2. Substitute Employee
a. Subst i tute emp loyment may be made to fill
positions for which leaves of absences are grant-
ed 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 froln
career service status.
3. Temporary Employee
a. Tempor'ary employment may be made when the
work of a department requires the services of one
or more employees on a seasonal or intermittent
"
2-2
basis, or in a position not classified as a regu-
lar county position.
b. An employee shall not be allowed to serve
on temporary employment of more than 12 consecu-
tive months or, in the case of intermittent em-
ployment, for more than 1,040 hours during any
12-month period, except as set forth below.
c. A temporary employee
for County benefits, except
low.
shall not be
as stated in
eligible
Ie' be--
d. A tempora ry emp loyee s ha 11 be exempt from
career service status.
e. All employees who are employed under spe-
. _cia L~g,r a c..ts./p-ro j_e c,t-s, _s.h~l",:~e. .\:--e~,f""!'".-a:r.-Y:'-<-~I!lfl~A.s.-~~.;,,,___-=-_,...,_
throughout the duration of the grant/project.
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.
4. EMergency EMPloyee
a. Emergency employment may be made when a
short-term emergency exists.
b. Emergency employment may be made without
regard to the person's training or experience.
c. No person shall be given one or
gency employments for more than three
dar months.
more emer-
(3) calen-
d. An emergency 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 em-
ployee works less than thirty (30) hours per week.
The salaried part-time employee who works at least
twenty (20) hours per week will accrue vacation and
sick leave prorated to the number of hours worked but
"
2-3
will not receive group
than twenty (20) hours
or annual leave.
insurance.
per week
Anyone working less
will not accrue sick
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, including but not limited to such
.,..... :..,__ t,eJJlpo.ca.r Y..,~.as.s..i..gnm en t s "a-5 ~J~ rg.j@c.~, p:iJ"'f;'!'<t1>'L~...<:C.~'!!lRt",.eken.:<o~-<;."_",,,,~.......,._.....-
sive land use Plan Team. 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 be-
gins working as a regular employee for the County. If at
any time during the probationary period it is determined
that the employee is not satisfactory, the employee may be
terminated without recourse. Following the probationary
period, the County Administrator, or a designee, shall ei-
ther: (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 addi t iona 1 3 months if
the employee has not performed satisfactory for the entire
first 12 months: or (3) in the event the County shall
fail to approve the employees' retention the employee
sha 11 automat i ca lly be sepa rated from emp loyment wi th the
County, said separation being absolutely final, with no
rights of appeal to any authority, including the grievance
procedure contained herein.
Temporary employees, Federal 01' 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
..
2-4
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 employ-
ee's work habits, attitude and attendance to see if contin-
ued employment in the job is mutually desirable. The De-
partment Head with concurrence of the Division Head will
send the Personnel Section a written report of the employ-
ee's job performance during the sixth and eleventh months
of the probationary period. Evaluations for Department
Heads or Division Heads will be prepared by the appropriate
Supervisor.
C. In the event an employee receives a promotion
through the promotional opportunity process, said employee
will serve a 3 month probationary period, or the remainder
g,f.e ;.t.h~i..re ...Q.l'jgj,nale ~ltr.Db.atj onary_ p-ycioedn,A.c.. ~hJ~Jlg-~...e~,:,~i:~<,~,ga..t.:.;:.,,~....._,,__,---,.__-
er. If during this probationary period the employee is
found to be unsatisfactory, he or she may be terminated
without right of appeal if recommended by the Department
Head and the Division Head and approved by the Administra-
tor, but will be able to apply for another County position
through the promotional opportunity system for 1 year, af-
ter 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 with-
in the same department may be reclassified to another pay
grade and/or title upon recommendation of the Department
Head and Division Head and approved by the Administrator
but will not serve an additional probationary period. (See
Section 3.04 and 3.05.)
2.05 CONTINUOUS 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 estab-
lished 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 'l::hese policies shall nol:: be considered a
break in service effective at the end of the employee's
regular shift on the last day of work.
<.
2-5
D. If an employee has a break of service of 48 hours or
more, he/she cannot be reinstated to his/her former employ-
ment 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
tive work days or more may be considered a
vice, and may result in termination.
three consecu-
break in ser-
2.0' "EDICAl EXA"INATIONS
A. In order to maintain a vigorous and healthy work
force the County shall require pre-employment medical exami-
nations by a physician designated by the County.
, ...B '!H_,_Tb..1L_C~B!.[tbL.)'HIJ1ti.l)i.st t'..~_tQJ'. __m.aY_ _J:e gu,i~e. __thaL..ao>_e DlP 1..0 ye e -
submit to a physical and/or psychiatric examination by a
physician at_ any time during their employment, which may
include blood and/or urine testing for drug or alcohol us-
age, based on reasonable suspicion. Charges for same will
be the responsibility of the County.
Federal Grant Programs
examinations for their
ets.
will provide funding for medical
employees in their respective budg-
C. In the event that an applicant has had a physical
examination within one month prior to County employment,
the phys i cal examinat i on requ i rement may be wa i ved by the
Department 0 r Di vis i on Head wi t h the app rova 1 0 f the Per-
sonnel Office, providing the applicant provides a medical
statement of fitness from the examining physician.
D. The County may waive an
hired for a period of 30 days or
examination
less.
for
employees
E. Should an examination result in disclosure of inabili-
ty to meet the required minimum standards of the speci fic
occupation, the results of the examination shall be re-
viewed by the Personnel Section and the employee's Depart-
ment Head and/or Division Head. Findings and recommenda'-
tions shall be forwarded to the County Administrator for
final disposition. Payment of any expense incurred by the
appl icant/employee ot he r than the in i t ial exami nat i on re.-
qui red by the County will be the responsibility of the ap-
plicant/employee.
F. An employee determined to be physically or mentally
unfit to continue working in his/her current classification
2-6
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 phys-
ically and mentally fit to perform all required duties of
the position. Said employee will have promotional opportu-
nity rights for one year after his/her termination date.
G. If a Department Head has reasonable suspicion that an
employee is under the influence of, or using alcoholic or
illegal substances, on duty, or is doing so off duty to the
extent that it: interferes with the employees performance
that Department Head may require that said employee be exam-
ined by a physician which may include blood and/or urine
testing.
2.07 BASIS FOR CHANGE OF STATUS
1-n. :..c ans i d-e-r...i n.g~.. ..e.m.p.l.o.yee.s " f.o-r , _.pl' 9-m !:H;i,...o '1 j..:,C ~"!!!'.Cd:'i..nn:~".',;r~...l.L~,~ ,,---,-~.-.......-
from layoff or transfer, job performance shall be the sole
criterion. Job performance being equal, length of continu-
ous service shall be the criterion.
2.08 TRANSFERS
A. The County Administrator may, at any time, transfer
an employee from one area to another and/or from one posi-
tion to another when he determines that it is in the best
interest of the operation of the County to do so. Trans-
fers will be made by the County Administrator based upon a
recommendation by the employee's Department Head and Divi-
sion Head.
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 (Em-
ployee Complaint/Grievance Procedure).
2.09 E"PLOYEE 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.
2.10 EDUCATIONAL ASSISTANCE PROGRA"
A. EDUCATIONAL ASSISTANCE POLICY
The County may provide financial assistance to County
employees for educational courses which are applicable
<.
2-7
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.
In the case of a degree-seeking student; although at.-
tainment 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,
and must have the specific approval of the County Ad-
ministrator prior to enrollment, in order to be eligi-
ble for reimbursement by the County.
B~
ELIGIBILITY
An employee will be considered eligible for participa-
tion in the Educational Assistance Program if he has
been a full-time employee of the County for one year
n_,_Q!:.. _,!,_o .t~!n_<t!!.9__~ ~_2_0 ~.r:_E!nC_~."!!!!1l'l9 ~_~_.PY.-'Li_~ ,.JLeJ?_~ I" t11L~ fJJ:, _He a d
and approved by the Division Director.
An exception may be made for those employees referred
to in Ordinance No. 008-1987, as approved by the Board
of Commissioners.
C. APPLICATIONS
Submit the completed Request for Educational Assis-
tance Form to the immediate Supervisor. The Supervi-
sor shall forward the application to the Personnel
Section with the appropriate approvals.
The Personnel Section shall review the employee's eli-
gibility to participate in the Educational Assistance
Program and shall be responsible for the administra-
tion of the program.
The application must be submitted and approved by the
Division Director prior to the employee enrolling in
the course.
D. TIME OFF FROM WQ.RK
Qualified employees maybe 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 needed for continued employment, which
are not available during non-working hours, if ap-
proved by the applicable Department Head and/or Divi-
sion Director. Allowable time off will be restricted
to a maximum of 160 hours in any calendar year unless
2-8
specifically otherwise approved by the County Adminis-
trator.
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 cours-
es with a grade of at least C or equivalent, the
employee will be eligible for reimbursement of tui-
tion. The employee must present a certification of
successful course completion and a paid receipt for
tuition to the Personnel Office. Requests for reim-
bursement must be made within thirty-five days after
_,_ ~.o.lIl.R]. e.ti-tlD_..o.f_J:ILe._ C QJ,lr _s~_.. __._ _... __ __ _ -,~ _ _ .,..,_ -,_ _ --- .'
2. No employee shall be entitled to reimbursemen'l:
for textbooks or course materials.
3. Reimbursement
employees who are
is due.
for tuition will be
on the active payroll
made
when
only to
payment
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 Coun-
ty 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 avail-
ability 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
2-9
least one (1) year after completion of courses, other-
wise 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
paycheck.
2.11 E"PlOYEE SAFETY
Employees will observe all safety rules and regulations
established by County Government, and promulgated by County
Administrative Instruction 8000 Series. Division Heads.
Department Heads and Supervisors are responsible for the
observance of those rules within their jurisdiction. Fail-
ure to comply may result in disciplinary action.
~~.. ,~. _"."-_ ...._._ .__.____-,.-_....___~.._ __ ..-___ .-.--:.c...-_-.--.<.._~.-'. ~ _...... '_~'- ';:'.'-~,r,..~ ~. ~"::...:.:::'- ':..:..:;~~.:...~-:~..;,,;,:,:"~~:'.~"":~':~~~-';".:'I-_~....o:-~-1,;:"""'~~,'9-""_..,.:a...
2.12 PRO"OTIONAl OPPORTUNITIES
A. It is the policy of the Board of County Commissioners
to consider County employees for promotional opportunities
before applicants from the general public are considered,
however, an employee must remain in his or her respective
position for a period of at least six (6) months beforl!
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 Ad-
ministrator 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 promotion-
al position will complete the Promotional Opportunity Appli-
cation Form within the seven (7) day period and submit it
to his Supervisor who will insure its immediate referral to
the Department Head for signature, and then to the Person-
nel Section. The Personnel Section will review these com-
pleted forms and refer qualified applicants to the Depart-
ment with the vacancy for consideration.
C. If no qualified applicant is selected in-house after
the seven (7) calendar day posting period, the positions
will then be offered to the general public. Eligible veter-
ans and spouses of veterans will receive preference in ini-
tial employment pursuant to Florida's Veterans' Preference
law {Chapter 295, Florida Statutes (1987)}, with the excep-
tion of those positions which are exempt under said law.
"
2-10
2.13 EQUAL OPPORTUNITY POLICY
A. The County is firmly committed to equal employment
opportunity, and does not discriminate in any employment-re-
lated decisions on the basis of race, color, religion, na-
tional origin, sex, age, handicap or other similar factors
that are not job-related.
The County's pol i cy 0 f equa I i ty 0 f opportuni ty app I ies to
all organizational levels of the County and to all job clas-
sifications. It is the responsibility of each 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.
o!!"~* ,.,., ............ ....._._ ._.___-,.,_...~~.._ _.,. _____ - _.,..~. -"'-'-""'-,"-- _ - -.'A '~L~'" -, _ -':..;;2- ':.":_-2.~ -'-....;:~:_..:r.:.:::.::;-~~::-~..::~~~~c:r.-~....:.c~..iiiiII!'--~~..~~..
B. All personnel actions shall be 'based solely on - abili- .
ty and fitness of the individual.
C. The Personnel Section shall see that information
about job opportunities are readily available to all citi-
zens of the County, and a continuing program shall be con-
ducted to make the Equal Employment policies known to all
citizens of the County.
D. In this capacity, the Personnel Section will be re-
sponsible for the anticipating of problems, formulating
solutions, presenting complete analysis of alternatives and
recommended corrective actions and coordinating the recom-
mended actions with Division Heads I Department Heads and
employees.
In the implementation of this
gressively seek personnel for
organization through upgrading
ty group members and women.
policy, the County will ag-
all job levels within the
and recruitment from minori-
This policy is specifically included and will be a continu-
ing and essential component of the Personnel Policies and
Procedures.
E. Sexual harassment is a form of employee misconduct
which undermines the integrity of the employment relation-
ship. County policy dictates that all employees be able to
work in an environment free from unsolicited and unwelcomed
sexual overtones. It is a violation of County policy for
any employee to engage in any act or behavior which consti-
tutes sexual harassment. The County will take corrective
action for any employee who is determined to have violated
...'
2-11
this policy. Such action will include a range of discipli-
nary measures, up to and including discharge.
F. Harassment of any degree will not be condoned. The
Personnel Section will investigate any complaints of harass-
ment, and if found to be valid, appropriate disciplinary
procedures will be initiated.
2.14
GRAM
EMPLOYEE RECOGNITION
EMPLOYEE OF THE MONTH/YEAR PRO-
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 Ad-
ministrative Instruction Series 4000.) The employee of the
month shall be awarded a $100 United States Savings Bond
_ ~IJ ~t,~r:L_CU!.P r_~G5 aj;j~9.D~R.l_~g YJh,___Tb.e_J!JJJP_1..Py_e_~ _Q f~t_b_e_Ye_a r_s.h all -,
receive a 4% increase, and an appreciation plaque.
\
2-12
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, respon-
sibilities and level of work performed.
B. CO"POSITION OF THE CLASSIFICATION PLAN
~.C' ,'-' ............ ...' __ .______ __.',...-...~ ,,_._ _.,. ________ .__..,.. -_-" _<__r.~ _ _-L _ .;~_ _'e:-':r:--'" ~-:....: ..;;:' c...:_.:,~,.:..,. "';:;~-:':';~_":~,,':>::.:it...~::-~':..:~~~~-:~:c...-~.......-~ --::..........._~....c.-:::...__......,.:o....
The Classification Plan comprises written job descrip-
tions for each class of work included in the County
service. Job descriptions are intended to be a gener-
al outline of job duties performed by employees in a
particular job. They are used as a guide in recruit-
ing and examining candidates for employment, in deter-
mining the lines of promotion and developing training
programs, as guidelines in determining salary relation-
ships and in providing uniform job terminology to con-
vey the same meaning to all concerned. Job descrip-
tions 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 practi-
cable. The job descriptions are maintained by the
Personnel Section 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 their respective job description at the time
of their employment, and any time there is a change in
their 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 initi-
ated 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 posi-
3-1
tion to be audited.
Division Head.
All requests must be approved by the
Position information will be gained through completion of a
Position Classification Questionnaire by the incumbent 0."
by the Supervisor of the position if the position is va-
cant, and through field studies of the position, which may
include a personal visit with the position incumbent by a
representative of the Personnel Section. The applicable
Department and Division Director should review and make
recommendations to the County Administrator through the
Personnel Section on all proposed new positions, changes,
and position descriptions.
3.03 DETERMINATION OF CLASSES
A. The Personnel Office upon certification of funds and
fil)dings. that the proposed .class .or cla~.s:~!i-_. ~rEL~n~eded,
s'hali .'P'ropC;'se -ne'w..or--revis'ed' cl-ass~e's ~o,,~ \'{o.rk- as-'w-elr:'as'~-fl,e"""""~~-----""""'~~-
abolition of existing or obsolete classes, to the County
Administrator for appropriate action.
B. '~henever an' employees position is abolished under
this section, said employee shall have first consideration
for a position in a similar classification that may ariSI~
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 Office, after having determined the
content of the positions and having received the certifica-
ti,on of funds and findings that the proposed class or class-
es 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. Recom-
mendations for changes may be made by the Division Direc-
tor, who must submit sufficient documentation for the
change, including assurance(s) that the respective depart-
mental 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 documenta-
tion. A temporary reclassi fication 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.
...
3-2
3.05
STATUS OF AN INCUMBENT IN A RECLASSIFIED POSITION
When the incumbent of a position, through diligent applica-
tion 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 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 Head and the Personnel Director
that the position should be reclassified, the County Admin-
istrator may require that the incumbent undergo a pre-
scribed test of fitness, depending on the conditions of the
reclassification and the nature of the position to be re-
classified before approval. A revised job description will
be submitted by the Department Head for approval by the
Division Head and the County Administrator which includes
the additional duties of the position. An employee reclas-
- sffI'ed'-'-rn~ t'flfs-iii'ii-nner--w1Tr-rlot-s-er'''-e -'an-a'dCfitToncn--proba-
tionary period as a result of this reclassification.
3.06
POS~JION CONTROL
All positions are established and maintained through a budg-
et each fiscal year in accordance with established budget
and accounting procedures. The establishment of new Ol~
additional position can only be based on adequate justifica-
tion 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 re--
late to the Pay Plan, but to position statuses created by
need and necessity only.
The Division of Management
tion control system in the
Personnel Section.
Services shall
Department of
maintain a posi--
Human Resources,
IIIPor~an!.:
All additions, revisions. reclassi fications or
sonnel actions having a financial impact on
shall be reviewed by the Personnel Section and
of Fiscal Management and approved by the County
t:or.
other per-
the County
the office
Administ:ra-
3-3
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 Classifica-
tion Plan and is the basis for payment of employees in the
County service. This plan shall be established with consid-
_ ~ r<i_~lQ!l..P..!! !n.9-.....9j...Y.~.n_J_~_t: I1~LJ.9.1J,.Q.\f.inJLf .J~t~H'.~.L ------ ~- . -,
A. Relative difficulty and responsibilities existing
between various classes of work.
B. Prevailing wage
found in public and
market.
scales,
private
for similar
industry in
types of
the local
work,
labor
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
Plan when,
supplies,
action.
Administrator shall make amendments to the Pay
in his discretion, economic conditions, labor
or other considerations indicate a need for such
Oi vis ion Heads may recommend to t he County Admin i st rato r
possible amendments to the Pay Plan by providing sufficient
justification to make an evaluation of the causes and condi-
tions requiring the change within the confines of their
respective departmental budget.
4.04 PAY PLAN REV~SIONS
The Board of County Commissioners must approve the County
Administrator's recommended Plan of Compensation and subse-
quent revisions for approval and adoption.
4-1
4.05 ADMINISTRATION
The Human Resources Department, Personnel Section. in con-
junction with the office of Fiscal Management, 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 Admin-
istrator in accordance with these personnel policies.
4.0& 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
_--'_......._-.__-#'--.__"" ~ _" _n_."__' .__.........._.__ _:-.-*"-~:__-____...__.4<_. -.........'_-= ~_-.-_----._~_. --..."-- -...e -"~-"-"-' -....-.".,... --.-. ~--"'--'.,. --------- .,.-.-......-- -
A. The minimum salary established for a position is con-
sidered 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 mini-
mum qualifications, but is expected to obtain said
qualifications within ~ months, the hiring authority
may request appointment as a "trainee". In such cas-
es, the employee should be hired at an appropriate
rate below the minimum starting salary.
2. If the applicant r straining, experience or other
qualifications are substantially above those required
for the position, the County Administrator may approve
employment at a rate of up to 12~, above the minimum
established for the class.
3. The need to make appointments in excess of 12~
above the minimum shall require extensive documenta-
tion and specific approval from the County Administra-
tor.
4.08 SALARY RANGES. PROGRESSIONS. INCREASES
All salary adjustments shall be based primarilY on avail-
ability of funds, and must be recommended in writing by the
Division Head and approved by the County Administrator.
A. An employee may receive a salary increase by means of
a promotion, reclassification or pay range adjustment.
4-2.
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 Head
and County Administrator.
C. All requests for salary increases shall be processed
through the Personnel Office and the office of Fiscal Man-
agement for review and determination of compliance with the
County policies and procedures and budgetary control.
D. "ERIT INCREASES
1. A merit increase is a salary increase within the
same pay grade, awarded for outstanding County Service.
,,... ,~. _._ ?...~ .r:te~c.it,~j 0 ~t~~_~,~ e_s .,ar e... n oj: _~a,:\.tttl!l1~ ~ ~ c! '-.,..::'" ~~c.~,<~'"-<F'".',>:"':"~.;o..~.....~....~"_,,,,,-=._.......-
3. The amount of merit increase an employee re-
ceives, 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 Coun-
ty Commissioners each fiscal year. All salary adjust-
ments 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 probation period.
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.
&. 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, unless said position is re-
classified to a higher pay grade (See Section 3 regard-
ing reclassifications). Nevertheless, the employee
will still be evaluated in accordance with the County
evaluation system. All employees are expected to main-
tain a satisfactory or above performance level. Fail-
ure to do so will result in appropriate disciplinary
action.
7. The foregoing reflects the current
however the County reserves the right to
eliminate the procedure whenever necessary.
procedure,
change or
....
A-~
NOTE: Time spent on a leave of absence wi thout 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
living allowance, as well as the decision
amount of such increase (if any) will be made
sole and exclusive discretion of the Board of
Commissioners.
cost of
of the
in the
County
4.09 PART-TI"E E"PLOY"ENT
Employees working less than full time will be eligible for
consideration for a salary increase upon satisfactory com-
p,le t..i 0,0... _ o.f__J ,_OA 0 __ b.o_lU' s... ..0 f . w e r- ~ .. ~,,jiJl-d.:......fJ I~t:.u.r-t'..:'" 5J!:c.r:~-<..~,~~;;..Ail#.t.a~~...<<" - ---';'-~-
2,080 hours of satisfactory work, using the procedure out-
lined in Section 4.08.
4.10 AD"INISTRATIVE SALARY INCREASE
Advancements and salary increases for employees in the Ad-
ministrative Salary Schedule shall be determined by the
County Administrator. Increases within the established
range for these employees shall reflect the performance of
the individual, program efficiency and results obtained.
4.11 DATE OF HIRE, PAYROLL CHANGES, ANNIVERSARY DATES & E"-
PLOY"ENT STATUS CHANGES
A. !!!,TE 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 employ-
ment of 48 hours or more will create the need for a
new date of hire if that employee returns to County
Service.
B. PAYROLL CHANGES
Payroll changes will officially occur on the first day
of the pay period in which the change is approved un-
less special permission is obtained from the County
Administrator and the Payroll Department to do other-
wise. Example t If an employee is approved for a mer-
it increase the increase would become effective the
...
4-4
first date of the pay period in which the recommended
effective date occurs.
C. CHANGES IN E"PlOY"ENT STATUS
A promotion can occur when an employee is moved from a
position in one class to another position in a differ-
ent class which has a higher maximum salary.
Any employee may be recommended for demotion by the
Department Head with the approval of the Division Head
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 to another position in the
same job classification or to a different position
_ ,~w.Lt.h. _the..-sa.m.e._.PAV.. _C'.ange.__.,w.ill__Do,t _...b..e.-.e..lig..ible---, fo,r a.,
salary increase at the time of transfer. Such trans-
fers may not affect the employee's anniversary date or
other status.
D.
ANNIVERSARY DATES
An employee's anniversary date is the date of any ma-
jor changes of employment status and may be used for
evaluation purposes when applicable.
E. OTHER
When a temporary employee attains the status of regu-
lar employee in the same position, his anniversary
date will be his date of hire for evaluation purpos-
es. Leave accrual and benefits will be implemented in
accordance with current rules and regulations govern-
ing same.
4.12 TE~~ORARY - HIGHER C~~SSIFICATION
An employee required to work 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 should be given a temporary transfer
to the higher classification and be paid the appropriate
rate for the higher classification for the 31st day and
every consecutive working day thereafter. At the conclu-
sion of the assignment, pay shall revert to the authorized
rate established for his regular position. Any such tempo-
rary increase granted shall not affect the employee's eligi-
bility for normal salary advancement.
4-5
--''-'''-
4.13 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 Law of Intestate Succession.
4.14 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 Commission--
ers. Accordingly, all employees are hereby placed on no--
tice that the payment of salaries and the granting of sala-
ry increases is always subject to the availability of funds.
4-6
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.
B. The work week shall start
end at 12:00 midnight Saturday,
by the County Administrator.
at 12:01 a.m. Sunday and
unless otherwise approved
C. Effective May 1, 1991, all newly hired regular full-
_ j 1.o1E.Le.mlll.oyg"e.s..._wJ_ll.J:ut t_e_ql,-L,tr.~d _....t..Q__\tQ,1: K_ ~O~hQ.ucs.,"p- er .we e k ,
unless the authorized job posting states otherwise, or un-
less otherwise determined by the County Administrator. When
an employee changes his or her position through the Promo-
tional 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 011
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. Shift Exchange Policy - EMS employees on 24/48 shifts
- see EMS Policy Addendum - Section A-4.
5.02 OVERTIME WORK FOR NON-EXEMPT, ~ON-E~~RGENCY RESPONSE
EMPLOYEES
Overtime is generally an unbudgeted expense, and should be
approved prior to time worked.
5-1
. ._p-...---._-_.... --'-- - -....
A. STATE"ENT OF PO~ICY
1. Overtime, whether compensated with cash or time
off, must be approved by the Division Head. The employ-
ment and work program of each Department should be
arranged so as to eliminate the necessity of overtime
work except in emergency situations.
2. Overtime
ly worked by
work week.
is
any
defined as work
emp loyee beyond
assigned and actual-
the normal scheduled
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 ex-
cess of forty (40) hours in a work week will be compen-
._ ,_ !;!.'!.~~Q __CL~-...P.r:9J! i9~trt-J) ~.:J,~Q)"_.,_ ...- -_ -..- - .,.-- --- ,- ---~,- - ~,~ . .'
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. The County,
whenever possible, will get an employee's agreement
before offering compensatory time. Nevertheless, the
County reserves the right to require employees to ac-
cept compensatory time in lieu of overtime. This poli-
cy constitutes a mandatory condition of employment.
5. Compensatory time, if offered by the County,
will be governed by the following conditions:
a. Must be authorized by the appropriate Divi-
sion Head;
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 employ-
ee has accrued the maximum of 240 hours compensa-
tory 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 exer-
cise control of the use of time off based on work
load and scheduling.
5-2
e. Upon termination of employment, an employee
will be paid for all unused authorized compensa-
tory 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 OVERTI"E WORK FOR E"ERGENCY RESPONSE E"PLOYEES
Pursuant to Section 7K of the Fair labor Standards Act, the
County has established a work schedule for the shift work
employees of the Public Safety Division. All hours worked
will be paid at the regular rate until an employee reaches
a number of hours worked whereby overtime is required as
, ..s.e t...,...d o.wJl..J.n_th..e._,E.a.i. ('_-La no..c_..5.tanda f'.ds_ A.cJ:- _..D..v.e ~J:ime_ - w.i I ~ be
compensated in a way that does not conflict with the Fair
labor Standards Act.
5.04 OVERTI"E WORK FOR EXE"PT E"PLOYEES
It is the general policy of Monroe County not to compensate
fo rove rt ime those emp loyees class i f i ed as · exempt', from
the Fair labor Standards Act. However the County Adminis.-
trator in his sole discretion may approve compensation for
overtime, either in compensatory time or cash, for an ex-
empt employee who has been required to work unusually large
amounts of overtime, such as during a disaster, etc.
5.05 "EAL 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 Super-
visor and approved by the Department Head. If it is neces-
sary for the non-exempt employee to work without a
meal/rest period he/she will be otherwise compensated fOI~
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 depart-
ment and may be rescheduled whenever necessary.
5-3
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 with-
out 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
..__.___' .___....... __."". .__._..;-.__--____...__~. _...___-=. .........>.___-___.'.... _....'_ _~ _...~.,._.... ~.._, ___ _,u ..--....::-.... _.____-- -__ - ""'--- - _..
In addition to the above-designated holidays, the Board of
Commissioners, in its sole discretion, may grant other spe-
cial 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 holiday shall be eligible for holiday pay at
lar rate of pay. Hourly employees shall not
for holiday pay. Employees must be working or
leave with pay the entire day before and the
holiday to be compensated for said holiday.
the date of
their regu-
be eligible
on approved
day after a
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 employ-
ees required to work on said designated holiday, or if holi-
day 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 Depart-
ment Head and/or Division Head.
6-1
6.04 HOLIDAYS FALLING ON WEEKENDS
Unless otherwise speci fied by the Board of County Commis-
sioners - 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.
6.05 HOLIDAY DURING PAID LEAVE
Employees on annual or sick leave during periods when desig-
nated 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 reli-
_ ...9! (UI~,__lll'__9i.tL~-L1:'-~~_0.rl~__mU!$j~_~(L1i.9_ _l;l~_u_:t;,t!.i-~i 09 _<;lJJ1J~_q I., I.eave
pursuant to Section 7.
6-2
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 annu-
al leave.
B. ACCRUAL
EMS Personnel on 24/48 shifts
~... _.,_ Atld,e o.dum __-:, .S.e ~.ti..o 11. A-,3 ... - _ "",'
refer to EMS Policy
- -- ~ .- . - - - - - . - - -.
'''-''-'-~ .. .-..::.- ~~_":,:": ~ -_:~~:--",:,:::'-'L~-::F":..:"'~_____~:-f:"~~"""-~~~~~'~~''''''''''
Annual leave for regular, full-time employees with a
work week of 37 1/2 hours up to and including 40 hours
per week shall be earned in accordance with the follow-
ing table:
Years of Continuous
Service
Hours of Leave Earned
During Each Calendar
Month
1 through 3 years
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 resignation
7 hours per bi-weekly
pay period
(22 3/4 working days per
year)
Monroe County currently has
system commencing at 12:00
Saturdays later at 11:59 p.m.
ods per year.
a bi-weekly pay period
a.m. Sunday, ending two
There are 26 pay peri-
"
7-1
Annual leave for employees working less than 37 1/2
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-employ-
ment, will begin earning annual leave as a new employ-
ee.
Employees who are on leave without pay status for more
than 8 hours during a pay period will not accrue annu-
al leave for that pay period.
C.
1. Annual leave may be used on a month to month
basis as it is earned according to scheduling require-
ments and may be accumulated UP to 40 working days.
Any time earned in excess of this amount will automat i-
:...._ c.a11y_,b.e_.tor fe.i.t.ecL. a,L the.. ~rrc4-:o-f~.MQ Jl~' 'f:l"'2..f;i1.:l',,:M~f..~";"~c~".:<o--~""'" ,,-""".-,;.-......-
2. All annual leave must be approved in advance by
the applicable Department Head, Division Head 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 employ-
ee's request for annual leave, if granting such leave
at that time would be detrimental to County opera'-
tions. 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 re-
quest, 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 Coun-
ty, computing said leave pay will be based on the em-
ployee's regular rate of pay and terms of separation.
E. RESTRICTIONS
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 restrictionss
7-2
1. Annual leave may not be taken until accrued
in accordance with these rules.
2. Employees will not
ing a leave of absence
or when the employee is
status.
accrue annual leave dur-
without pay, a suspension
otherwise in a non-paying
3. Section II.OI-Resignations.
4. Employees who leave the County service with-
out proper notice or who are terminated for just
cause may be denied payment of accrued annual
leave.
7.02 SICK LEAVE
6.L _ELIGIBILITY
-"-'-~~
- - - ,- .. --.... - ~.- -- - ----
... ~_ ~- -..,~,,, .:........_.~:__r':::.:_~~:-~.:~':'..~~~.,,:~~__-i..:.:'.....c.~ ~,:-g...~.~~c-.:a.
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 poli-
cies. Hourly employees will not accrue sick leave.
Employees shall not be eligible to use sick leave un-
til they have been in the County service for 90 days,
unless recommended by the Department Head and approved
by the Division Head. Verification of illness by a
physician may be required.
B. ACCRUAL OF SICK LEAVE
EMS Personnel on 24/48 shi fts
Addendum - Section A-3.
refer to EMS Policy
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 37 1/2
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. Em-
ployees who are on leave without pay for more than 8
hours during a pay period will not accrue sick leave
for that pay period.
.,.
7-3
C. USE OF SICK LEAVE
1. Si ck leave s ha 11 be used on ly wi t h the approval
of the applicable Department Head, Division Head 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 en-
danger others.
b. Illness or injury of a member of the immedi-
_itt.e __f.Cimj...:LY..:_ w_h Q s~. w.ell.-.b",-e.i41-9. ~ de.:Be:nd~s~~QD,"'c:t-h,~~j;..~~~.e~"",;, ,,___-~.~.....-
-- ..... ..,--~-.... .---', - -----. -'--~
of the employee.
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.
D. Monroe County has established a Sick Leave Pool for
eligible full-time employees designed to aide the employee
suffering from an extended illness or injury (See Adminis-
trative Instruction 4702 for rules and enrollment proce-
dures).
7.03 "EDICAL 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
the employee learns that he/she
port to work in accordance with
policy. The employee shall call
ate Supervisor at least one (1)
Supervisor as soon as
will be unable to re-
individual department
in to his/her immedi-
time on each consecu-
~.
7-4
tive 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 em-
ployee's house, etc.) deemed appropriate by the County
to document the illness of the employee or family mem-
ber.
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 ab-
s.en c~e s._o.f _..th r e..e.. .-C3..:L.c 00 s.e c ut iv~. .wq..r:-ki.JLQ. . ~v.~c J}-F'.-=..:~...Ill9..~.fL!~;:~)i-O.w;.;::"""....;. ,,_ ___~.~-..>_
ever, if a Department Head reasonably suspects that an em-
ployee is abusing sick leave, said Department Head may re-
quire that any use of sick leave by the employee for her-
self or family member be justified by a note from a physi-
cian. Further, in the event that a Department Head is un-
satisfied 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 em-
ployee to use any part of his accrued sick leave, compensa-
tory 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, how-
ever, this will in no way prevent the County from separat-
ing 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 em-
ployee 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.
~.
7-5
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 ab-
sence, the employee may be removed from the payroll as hav-
ing voluntarily resigned without notice. The Supervisor is
to noti fy 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
. --.fa nti..lY...o- _ _~ Ihe........i...mme.dJ.-el.t.e _f.a.mi.lY._s..b a.l.1_ .he.._c.nnst c.u.e.(L .to . .m e an.
one of the following: Spouse, parent, son, daughter, sis'-
ter, brother,or legal guardian. Additional time off (over
and above the two working days herein provided) may be ap-
proved by the Department Head, and charged to sick or annu-
al leave. Funeral leave may also be utilized in the event
of the death of an employee's grandparent or in-laws: The
prior approval of the Division Head and the Depart.ment Head
is required. Additionally, the County may require proof of
death of a family member before making payment of leave.
B. EMS Personnel on 24/48 shiH:s refer to EMS Policy
Addendum - Section A-2 for Funeral Leave.
7.06 HOLI~AYS 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 PAY"ENT OF UNUSED SICK LEAVE
A. An employee who terminates with
years creditable service shall not be
sick leave credits.
less
paid
than five (5)
for any unused
B. Employees with varying
shall. upon separation, from
death or retirement, receive
follows:
years of creditable service
the County in good standing,
incentive sick leave pay as
5 to 10 years of service 1/8 of all accrued sick
leave, with a maximum of 30 days.
7-6
10 to
leave,
15 years of service 1/4
with a maximum of 45 days.
of
all
accrued
sick
15 years or more - 1/2 of all accrued sick leave, with
a maximum of 60 days.
c. The payments made
leave, whether paid as
used in the calculation
retirement.
as terminal pay for unused sick
salary or otherwise, shall not be
of average final compensation for
D. Employees who leave the
notice or who are terminated
payment of accrued sick leave.
County service
for just cause
without
may be
proper
denied
."-~.. ~... ~~c ,-. _-__...,.. ...._.- _._.__ ,.""'......;_ ._ ___ ....____ _...... _
>:".h-'!l' ... .":.:' :.:.__:>~: -'- ....-- ~~_':-.':_~.~-::::~#..:.:~~:;'~-;~:;,....-~...-~ -':o~~~__-=.~--.-~_
~
7-7
LEAVE OF ABSENCE
SECTION 8
8.01 AD"INISTRATIVE 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 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
shall be granted time off with pay for the time actual-
--~~ '.-.--. . ~.. --..-ly..-sP-e.Q.t-..tm--ti ~~.. .dut!lL .-O~-_in__t.he._ c.o~t-....apl1ear.ance ..
Fees paid by the court will be retained by the employ-
ee. 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 sum-
mons or subpoena immediately upon receipt, pro-
duce the summons or subpoena to his/her Depart-
ment Head upon request, and provide the Depart-
ment 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 em-
ployee will be required to report back to work. Em-
ployees 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 shi ft, the employee may be granted time
off with pay for the remainder of the shift.
3. The County, in its
the working hours and days
discretion, may reschedule
of work of an employee em-
8-1
ployed on other than a full-time basis who is summoned
to jury duty or subpoenaed to appear in court as a
wi tness by a city, the County (Monroe), the state of
Florida, or the Federal Government in a criminal or
civil action. 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 employ-
ee 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 em-
ployee must abide by the provisions contained above in
Section 8.01 A-I, (a) and (bl.
-.- -~ ._- --.~ -. ...--..~.,..- - .---
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
u_._tD.-....t.b e~...e.x.ten.t-J: h.ax. th.e..llep..r-tm.eut-.Head.-.$..O. .p.p.rov..es .-.
5. Notwithstanding any of the provisions of Section
8.01-A above, no employee shall receive pay from the
County where the employee is a plaintiff, claimant, or
witness against the County in a matter contrary to the
County's interests.
6. Emergency Medical Services Personnel on 24/48
shift - refer to EMS Policy Addendum - Section A-I for
work related court appearances/depositions.
7. Any employee subpoenaed or otherwise requested
to be a participant in any legal matter related to
county business must inform the County Attorney's of-
fice as soon as possible after receiving said notifica--
tion.
B. ELECTIONS
An employee who is a properly registered voter and who
lives at such distance from his assigned work loca-
tions as to preclude his voting outside of working
hours may be authorized by the Department Head to have
a maximum of two hours of leave with pay for this pur-
pose. An employee shall not be granted administrative
leave to work at the polls during elections.
C. "EETINGS
In cases where it is deemed by the Division Head to be
beneficial to the County, an employee may be granted
leave with pay to attend such professional meetings or
conferences as may contribute to the effectiveness of
8-2
his employment (See Section 15
bursement procedures).
Travel
for reim-
D. EXA"INATIONS
An employee may be granted leave with pay while taking
examinations before a Federal, State or County agency,
provided such examinations are pertinent to his County
employment, if approved by the Department Head and the
Division Head.
E.
SHORT-TER" "ILITARY TRAINING
An employee who is a member of the United States Armed
Forces Reserves, including the National Guard, shall
be entitled to leave without loss of payor time dur-
ing periods in which he is engaged in annual field
. '. _,_ b:.a.i ni.o..g _.or,. .o..t.he r _ a c i: iv e ., _dut.;v."'t.q.F, .t:[' ~:in~t1!l:g.',;:ftc~~.r..~$.....~~~ ,,_ =~~-,.~......
Such leave with pay shall not exceed seventeen (17)
calendar days in anyone calendar year. Military earn-
ings will be retained by the employee.
F.
NATIONAL GUARD SERVICE
An employee who is a member of the Florida National
Guard shall be entitled to leave without loss of pay
or time on days when ordered to active service by the
State or Federal Government. Such leave with pay
shall not exceed seventeen (17) calendar days at any
one time.
NOTE: Paragraphs "E" and "F" do not include armory
drills or multiple training assemblies.
G. EXAMINATIONS FOR "ILITARY SERVICE
An employee who is ordered by
Board to appear for a physical
tion into the military service
with pay for this purpose.
his Selective Service
examination for induc-
shall be granted leave
H. ADMINISTRATIVE LEAVE FOR RE-EXA"INATION OR TREAT"ENT
BY VETERANS AD"INISTRATION WITH RESPECT TO SERVICE-CONNECT-
ED 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-con-
nected disability and has been scheduled by the Veter-
ans Administration to be re-examined or treated for
the disability shall be granted administrative leave
for such re-examination or treatment without loss of
~
8-3
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 De-
partment Head for said leave as far in advance as pos-
sible.
I. BLOOD DRIVES
Employees will be granted leave with pay to donate
blood during the County's organized Blood Drives.
J. E"ERGENCY 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 emergen-
~__ . _ ~_.e. _._ c;,~ . . -J:.b-e _.CounJ:.y..:~ r e s.e r- ve S e the~r:' ig.b....t .t:o- '-:!:P~ffU.i-~~:cti9-~:;~_e~" _,."..~..~__-
tation 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. Fail-
ure to do so could result in disciplinary action.
8.02 DISABILITY LEAVE - WORKERS CO"PENSATION
A. ELIGIBILITY
An employee who
disability which
out his regular
signed, shall be
the guidelines of
sustains a County Service-connected
prevents the employee from carrying
duties or any other duties as as-
entitled to disability leave within
this Section.
B. DEFINITIONS
1. Date of Disability - The date on which the dis-
ability began, or the last day of duty following inju-
ry, whichever is later.
2. Serv ice-Connected Di sab i I i ty A phys ical cond i-
tion, 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 DETER"INATION
Determinations of the existence
of a disability shall be made
and service connection
in accordance with the
~
8-4
Florida state Workers Compensation Act which provides
that the employer is responsible for furnishing employ-
ees, who have incurred service-connected disabilities,
with such remedial treatment, care and attendance un-
der the direction and supervision of a qualified physi-
cian, surgeon or other recognized practitioner. The
County reserves the right under the provisions of this
Section to specify the physician or surgeon or recog-
nized practitioner to handle any and all service-con-
nected 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 as-
~_.., .,...' -.. .._. _si9ne.,d,.b.~.__t..he_Wo.rk~rs_.C-OJ1!pen~~~~91'l'..:::C~a:!:....r.'.~~~;;!c..";:~~'~~"-_,",~,~"_,",,,-c_-,._.-..>_
3. Such evidence as
at his own expense, of
his disability.
the
the
emp loyee may submi t ,
service connection of
4. Other relevant evidence submitted to the
medical examiner.
5. There shall be no presumption that any dis-
ability is service-connected, unless such a pre-
sumption 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 CO"PENSATION CLAI"S
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.
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 up to $100 per day
may be assessed against the County by the Workers
Compensation Bureau for a claim that is not filed
on a timely basis. The Notice of Injury Form
must be complete.
~
n ....r::-
2. An employee who sustains a job-related inju-
ry 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 peri-
od, an employee may elect to use sick leave, annu-
al leave, or documented compensatory time to re-
ceive normal salary.
3. If disability continues into the eight
(8th) I 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 Compensa-
tion Law.
__ _~ __ ___ #< - - _,,.- - ___ _.. _.__...-- ..~..._ "._, ....- --;-'.-'1=',.----._'.-- .___...... -~ _-__= .,..-.'.--- --.,,- .-.' ... -~.'--. -- ---...,_.-. ......... - -- -.... --.--=- ~.---~ .,,- - - ......--' - --
4. If disability continues into the fifteenth
(15th) calendar day, the employee will receive
Workers Compensation benefits retroactive to the
date of injury, at the same rate discussed in 12,
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 per-
centage wise on Workers Compensation Benefits
paid.
5. After fifteen
ab led emp loyee wi 11
Compensation benefit
until their physician
work.
(15) calendar
continue to
payments
releases
days, the dis-
rece i ve Worke r s
every two weeks
them to return to
6. If requested by the employee, a review of
the case will be made by a committee composed of
a representative of the Personnel 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 disabili-
ty. In no case shall the employee I s salary and
Workers Compensation benefits combined exceed the
amount of their regular salary payments.
~_F..
7. The disabled employee will
crue both sick leave and annual
period of disability.
continue to ac-
leave during the
8. When an employee on Workers Compensation
can no longer perform his/her normal job duties,
he/she may be separated from employment, if ap-
proved by the County Administrator, in accordance
with the laws of the state of Florida governing
Workers Compensation and these policies and proce-
dures.
8.03 PREGNANCY~ "ATERNITY AND CHILD CARE LEAVE
A.
PREGNANCY
1. An employee who knows in advance that he/she
_,_ i.nJ: ends.. t.o '. ,.r .eQ.u.e.s t .Mat er-nj_t.Y.~or>',.~J3. ;~1-d ~QaJ>~~-'lft.~!t~;:..sJ;la..:lJ.~....", "__"~-"~"""-
notify their Department Head or Supervisor at least
ninety (90) days prior to the requested time of leave.
2. An employee whose duties may be considered haz--
ardous enough to cause the employee to become medical-
ly disabled anytime during the pregnancy, will be re-
quired to furnish medical evidence of her fitness to
continue in the performance of her duties beyond that
time. A Department Head may request this determina-
tion at any time he/she deems necessary for the health
or welfare of the employee.
3. A pregnant employee may continue her employment
as long as she is able to properly perform the re-
quired 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. "ATERNITY LEAVE
1. Disabilities arising out of pregnancy, child-
birth and recovery therefrom, shall be treated the
same as other temporary, non-job-connected disabili-
ties in terms of eligibility for use of sick leave,
annual leave, or leave of absence.
2. A regular employee who has completed the stan'-
dard 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
~.
8-7
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.
3. Any such leave must be requested in advance and
approved by the applicable Department Head and the
Division Head, who may approve the length of said
leave based on workload, scheduling and the employees
physical ability to return to work.
4. An employee approved for maternity leave shall
be e 1 ig ib Ie to retu rn to work at any time dur i ng the
leave of absence upon presentation of medical certifi-
cation indicating that she is able to satisfactorily
perform her original duties.
.,.... _"~_ 5...... ....AI'L em P.l 0 YfUL
leave of absence
tion held prior
with like pay.
r e.. t ur n inQ." . -ff. pm~<~ ~. :~p.P-.Y 9~.d:.,....4J!~c~e~~~~.;."_,",,,.,.~.~.....-
shall resume her duties in the posi-
to childbirth or a similar position
6. An employee who fai Is 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 proce-
dures are followed.
C. CHILD CARE LEAVE
An employee may request up to 4 weeks of Personal
Leave in connection with the adoption or birth of a
child of the employee residing in the employees house-
hold. At the discretion of the Department Head, the
leave, if approved, may be charged to sick or annual
leave. Otherwise, the leave shall be leave without
pay. All such leave approval will be subject to sched-
uling of the workload of the department.
8.04 LEAVE OF ABSENCE WITHOUT PAY
A. EDUCATIONAL LEAV~
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 edu-
cation, if it is determined by the County Administra-
tor, in his discretion, that such education will be of
clearly foreseeable benefit to the County.
~
8-8
2. Leaves of this type shall not normally exceed
twelve (12) months; however, the Division Head may
approve an extension of such leave if an individual
case is justified and approved by the County Adminis-
trator.
B. "ILITARY LEAVE
1. An employee who is drafted, who volunteers for
active military service, or who is ordered to active
duty in connect i on wi th reserve act i v i ties other than
short-term training as outlined in Paragraphs 8.01-1,
nEn and nFn, shall upon presentation of a copy of his
official orders, be granted leave without pay extend-
ing ninety (90) calendar days beyond the date of sepa-
ration from the military service.
~... -,. 2.__. _A.ll__un us.e.d.:_~e a v.e .. '. b Al}e fJ. t s;. ~sj1 ~:1J.~: .:::b~~~~"~t~j,,tl:~4..:,.;Jut....:.:o",,,;,,,___~.~......_
the employee who shall have' the same credited to his
record if he applies for reinstatement to his posi-
tion. During such leave of absence, the employee
shall be entitled to preserve all rights established
by County Personnel Policy.
3. Upon separation from the military service, the
employee must request reinstatement within ninety (90)
calendar days after separation. The County may re-
quire the employee to submit to a medical examination
to determine his fitness to perform the duties of the
position to which he may be returning. If the employ-
ee volunteers for an additional tour of military duty,
he shall forfeit his reinstatement rights.
C. PERSONAL LEAVE
1. I f recommended by the Department Head and the
Division Head, 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 oper-
ations of the Department.
D.
SCHEDULING LEAVE OF ABSENCE WITHOUT PAY
All leave of absence without pay must be approved in
advance. The employee shall fill out the Leave Re-
quest Form and submit it to the Department Head for
approval. The Department Head will submit the ap-
proved form to the Division Head for approval, and
...
8-9
tJ .
....
then to the Personnel Section for further processing.
Any request for leave of absence without pay must be
approved by the County Administrator. ^ completed
copy of the Leave Request Form will be forwarded to
the Payroll Department along with the Employee's Time
Sheet whenever possible, with a copy filed in the em-
ployee's official personnel file.
E. LEAVE OF ABSENCE
GENERAL PROVISIONS
1. RETURN FRO" 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 em-
ployee is physically capable of performing the
. _c.e.Rui~r:-.ed ~.du..t Lest.. and, _.tht-t~!;h.e r:~" ~~~-:S"y{:,h..:=~::~":~~jlAAllt..:,."",;, ,,---~.~---
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.
3. LI"ITATIONS 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 limit-
ed to, sick, vacation and holiday leave.
b. Wage Increases The time during which all
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.
F. INSURANCE COVER~GE WHILE ON LEAVE OF ABSENCE WITHOUT
PAY
1. The County wi 11 cont i nue
ance benefits for employees
leave status.
to maintain group insur-
while 011 approved paid
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 em-
~.
8-10
t...
-of
ployee or member of the immediate family for which the
care of that family member is the responsibility of
the employee. The members of the Sick Leave Pool Com-
mittee will review each case and make a recommendation
to the County Administrator as to whether employee
coverage should be maintained as verified by a physi-
c i an, UP to six ( 6 ) months, i fa p pro v e d by the Co u n t y
Administrator.
Said employee may make monthly premium payments for
themselves if approved leave without pay extends be-
yond six (6) months. Failure to make payment(s) on a
timely basis may 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
. -,. (j.~d!Jc;.t.!..orL,,~Y.~!.~.I!l _1:.0 1"'. pa~m.e~~".~.~;;....t. . ~~~~J2d.eI'}~,-,-<.F.cl:!.yeg:~g~,"""",,,,,_=,_,;,~,,,,,_
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 cover-
age will remain in effect. Failure to make payments
on a timely basis may result in termination of cover-
age.
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.
~
8-11
STANDARDS OF E"PLOY"ENT, 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 any-
one; but to ensure the rights of all, and secure coopera-
tion and orderliness throughout the County Service. For
minor, non-serious offenses, whenever possible, the admin-
istration of discipline will be characterized as construc-
t.i v e.~ ..c..or pe.c.tiv~e.- atl.d..:..p r...o g r.e 5S:!. Vg .~.~~. ~'_"'~~ ~. :.:.cc '0;'::" ~<~:-'::'""'":,S'".-~;:~~,:~,,--,::....~ ,,_"""~~.-......-
9.02
RESPONSIBILITY FOR AD"INISTRATION
It shall be the responsibility of the County Administrator,
in cooperation with the elected officials, Division Heads
and the Board of County Commissioners to assure that disci-
plinary action is fair and consistent throughout the County
Service.
9.03 STANDARDS OF E"PLOY"ENT
For the protection of Monroe County government and each
employee, the following rules for personnel conduct have
been estab I i shed. The 1 ist inc lude s, but is not 1 imi ted
to, reasons which may require disciplinary action, up to
discharge. A violation of any reasonable standard of em-
ployment, whether or not specifically listed herein, will
constitute appropriate disciplinary action, which may in-
clude 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
reasonable request(s).
Refusal to respond to authority's
C. Misconduct Behavior not conforming to prevailing
standards - Misconduct may include, but is not limited to
the followingl Fighting or inflicting bodily harm on anoth-
er person, gambling, dangerous horseplay, being under the
influence or possession of illegal drugs or alcoholic bever-
ages, immoral behavior, smoking in restricted areas, any
..
9-1
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, 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 substanc-
es while on duty, in County uni form or on County property
at any time. Employees shall not use or abuse drugs or
alcohol, off duty, to the extent that it interferes with
the employees job performance.
D. Criminal, dishonest, infamous or notoriously disgrace-
ful conduct adversely affecting the employer/employee rela-
tionship (on duty or off duty).
E. Conviction of (or a plea of nolo contendere in connec-
t.i 0 [1._ W i..t.h.L..a_f.e.lon.~..:.o r _ . g r_o s.s-ntisq..eI!t'e.'\..1Ul r:..,,, C!lT ~"',~e:o.n';!'-,=t-f:'ct;i.Da-~.f-.:.,~.~ "_-ec'~'~",,,-
a misdemeanor or ordinance violation involving moral turpi-
tude.
F. Theft or pilfering Possessing, unauthorized use of,
taking, removing, destroying or tampering with County prop-
erty without proper authorization.
G. Fraud or Dishonesty Falsification of
ments or records or failure to give complete
for personnel records. Intentionally making
ment either oral or written about the County,
ees, supervision, yourself or work situations.
County docu-
information
false state-
other employ-
H. Absenteeism or Abuse of Sick Leave Habitual or ex-
cessive 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 sta-
tion on or before the scheduled starting time.
J. Leaving Assigned Work Area Except
reasons or with the Supervisor's approval,
not to leave their assigned work area.
for emergency
employees are
K. Misuse of Time Sleeping or other acts of inatten-
tion or neglect of duty. Unauthorized sale of articles or
services, distribution or posting of literature, canvass-
ing, polling or petitioning.
~
9-2
L. Abuse of County Policies and Procedures
abuse of established County policies such
leave of absence, excused absence, sick leave,
regulation, policy or procedure.
Misuse or
as vacation,
or any rule,
". Safety Violations Unauthorized possession and/or
use of weapons, ammunition or explosives. Failure to ob'-
serve 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 Flori-
da and County driver's permit or liability insurance, in
accordance with the Monroe County Safety P~licies.
o. Malicious or Negligent Destruction of Property - Will-
,..!IJI_...Qr.__m_~lts.iQJ,l2_sle_s.~Lyction of County property. Damage of
property by failing to u-;'e--pr-~'pe;-'equ ipmerlt-;-ca're'-a"r;-(j -good
judgment.
P. Incompetence or Inefficiency Inability or failure
to perform work of an acceptable standard after a reason-
able 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 prefer-
ence, handicap or age as defined in State and Federal laws.
R. Acceptance of unauthorized compensation.
S. Misfeasance The
ful or improper manner
the rights of another.
doing of a lawful act in an unlaw-
so that there is an infringement on
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 relation-
ship. The act could be relatively minor, or quite seri-
ous. 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 or-
derliness and proper compliance with reasonable rules and
regulations pertaining to conduct and the performance o'f
work.
9-3
When it is necessary that disciplinary action be taken, the
degree of action shall be based on the following considera-
tions:
1. There can be no mechanical formula for the appli-
cation of discipline. Each instance of misconduct or
deficiency must be viewed and judged individually.
For most lesser or first minor offenses, oral or writ-
ten reprimand shall be appropriate discipline.
2. When applicable, discipline for employees who
commit multiple non serious offenses of a like or dif-
ferent nature shall be more progressively stringent
until the employee corrects the deficiency, and fail-
ing this, discharge is considered to be necessary.
3. Department, Division Heads, the County Adminis-
trator, their Deputies and others occupying positions
u_._ o'r -ffi-gn'trirsT~ . a-riel --aTd:n'o rr Hi -'w-:f1T -Ti e'n-e ro-'to' ~n i 9 her
disciplinary and ethical standards than that of other
employees. Therefore the rules of progressive disci-
pline for violations of Personnel Policies and Proce-
dures, and/or State and Federal Statutes may not be
applicable.
4. Disciplinary actions shall be severe enough to
constitute a reasonable attempt to bring about correc-
tion.
5. Acceptable
warning, written
sion, discharge,
on the offense.
disciplinary actions shall be oral
warning, written reprimand, suspen-
and in some cases demotion, depending
6. Discharge for continued commitment of non seri-
ous, minor offenses shall be resorted to only when
sufficient other efforts to bring about correction
have failed, or when the offense is sufficiently seri-
ous in and of itself to warrant termination.
7. In determining the appropriate disciplinary ac-
tion to be imposed against an employee, the County
Administrator will consider, at a minimum, the follow-
ing factorss
a. The seriousness and circumstances of the
particular offense.
b. The past record of the employee and his
length of service.
9-4
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 recommenda-
tions for suspension or discharge actions must be approved
by the Department Head and the Division Head and the letter
concerning the action must be forwarded immediately to the
Personnel Section for review, and then approved by the Coun-
ty Administrator or his designee.
B. In case of a recommendation for discharge, the employ-
ee may be suspended pending approval of discharge by the
County Administrator.
C. Disciplinary actions applied to Department Heads or
Division Heads may be initiated by the County Administrator.
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 em-
ployee's official personnel file, speci fying the nature of
the warning and the date given.
9.07 ~RITTEN REPRI"AND
A letter of reprimand constitutes formal action against an
employee for more serious types of violation of County
rules or standards 0 f employment, or where less stringent
actions have not been successful in correcting a deficien-
cy. 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 proce'-
dures to be followed. Restrictions so imposed shall be
reviewed periodically and be removed, modified, or contin'-
ued 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.
9-5
9.08 DE"OTION
Whenever it becomes apparent that an employee can no longer
efficiently perform any or all of the duties and responsi-
bilities of his or her position, or when it is otherwise
deemed to be in the best interest of the County, an employ-
ee 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 correc-
tion expected, if any. Such notification shall be 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 con-
cerning the action.
An employee may be reclassified to a different title and/or
pay grade at any time the County Administrator deems appro-
. -E rt~.! ~.:.... _ _l\_..t~.mP_~_,r:_a r'y._l:.~ c.l~.~~i. fj..filJJ,!Ln_ J! o_ELs_, n Q t ._c::.2Ds_t iJ: uJ; e 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 wi th o,~ wi thout pay by
the Department Head and/or Division Director with the ap-
proval 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 workshift, or a
longer period of time if needed until the Department Head
or appropriate authority can be contacted, if 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 con-
cur 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 recommend-
ed by the Department Head with the approval of the Divi-
sion Director and the County Administrator at that time.
A copy of the suspension notification will be placed in the
employee's official personnel jacket along with a written
report containing all appropriate information concerning
the action.
9-6.)
9.10 DISCHARGE
Discharge is appropriate for first offenses of serious mis-
conduct as well as repeated offenses of less serious miscon-
duct.
Sufficient documentation must be present to merit recommen-
dation by the Department Head and the Division Director to
the County Administrator for discharge of any employee.
9.11 PROCEDURE FOR I"POSING 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 em-
ployees or grant employees.
_.__~ _" _ ~-. _'- _ ___... _n__."._' .-._.._ __.". .._"".-""'-.>.-_-_.__.~__.... ....___"'. ....__.--__~-.__..__ .......,.__ __ _'~",,-_._, _.._ __ _""_ _"--::0_-,._ __.____~.._._ _ ......,._~ _ _.~
2. When the County receives information that an employee
has engaged in certain conduct which could warrant discipli-
nary action (other than a verbal warning or written repri-
mand, 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 em p 10 y e e will be pro v ide d wit haw r i t ten s tat e 0-
ment of the charges including sufficient facts and reasons
therefore as will enable the employee to provide an explana-
tion 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 pursu-
ant to paragraph 6(e), below. However, nothing herein
shall preclude the County Administrator, or other author-
ized personnel, from imposing immediate disciplinary ac-
tion, 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 gener-
al 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 proce-
dure 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
9-7
to the hearing officer.
final.
The hearing officer's decision is
5. The informal hearing will be conducted before a hear--
ing officer who shall be:
a. A Division Director
where the employee charged
or the County Administrator
is a Department Head;
b. The County Administrator or h.is designee where
the employee charged is a Division Director; or
c. A Di v i si on/Department Head 0 r a
the employee charged is an employee
Service Status and to whom section A
not apply.
designee where
holding Career
and B above do
6.1" :.~_T.b~ .Il,~!U' iJt9.- wi..!.L Qe., i.nfor"!.~lor~Hl~.....~f))''":.!l~<~J~D...dcY:~J~g;..:)l~"",;',,----~.~--.
follows:
a. At least two
date, the employee
ducting the hearing
documents which the
hearing.
working days prior to the hearing
shall provide the individual con--
with a list of any witnesses or
employee wishes to offer at the
b. The employee may be accompanied by legal counsel
of his/her choice. If the employee intends to be rep-
resented by counsel at said hearing, notice of such
must be provided to the hearing officer as far in ad-
vance 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 em-
ployee 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 permit-
ted to call witnesses in support of his/her case.
d. The hear i ng of f icer may cons ider any ava i lab Ie
documentation and may discuss the charges with any
witness he/she deems appropriate. The hearing officer
shall decide what evidence either in the form of
,<fitness testimony or documents may be introduced.
Cumulative or irrelevant evidence will not be permit-
ted.
e. The hearing officer shall render a final written
decision within ten (10) calendar days after the hear-
~
9-8
ing. The decision shall advise the employee of whatev-
er action, if any, the hearing officer is recommending
to be taken against the employee. The hearing offi-
cer's recommendation will be forwarded to the County
Admin i strator (t h rough the app ropr i ate Depa rtment and
Division Head, 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 Administra-
tor.
7. Employees who are suspended wi thout 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. u_,_ D.y.r....iIlSl_t.he._..p....e_r.i.o-Cf _b..e.t.we.e.rl. _~t.hiL _ fir.s t, ,.....D_O t..iJ:..e ._ and .u the,
effective date of the action, the employee shall be expect-
ed 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 employing ag~n-
cy may temporarily assign the employee to other duties.
9.12 POSSESSION OF WEAPON OR FIREAR"
It is the policy of Monroe
carry or otherwise possess
uniform, including firearms.
County that no
a weapon while
employee shall
on duty or in
If the performance of job duties require the use or posses-
sion of a weapon or firearm, prior approval from the County
Administrator must be obtained.
9.13 INDICT"ENTS, 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 circum-
stances surrounding said actions has on his or her employ-
ment with the County, which may result in disciplinary ac-
tion. 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.
9-9
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 ex-
tends 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 hear-
ing or inquiry, or who having appeared fails to answer ques-
tions related to the performance of their official job du-
ties will be considered to have resigned from their employ-
ment 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. Fail-
ure 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.
9-10
E"PLOYEE CO"PLAINT/GRIEVANCE PROCEDURE
SECTION 10
10.01 CO"PLAINT/GRIEVANCES
In the event an employee believes that the rules contained
in this manual have been misapplied/violated, he must uti-
lize the following procedure, except in the cases of suspen-
sion, demotion or termination See 10.01 F. Failure of
the grieving employee to strictly follow the time limits
will automatically result in a final and binding denial of
the grievance. If the County does not follow the time lim-
its, the appropriate County official will be deemed to have
denied the grievance and it may proceed to the next step.
~: _,_ ..Step 1 ~".._ .. ~.!_~_e __a g,g I"'.iev e_d",-:ell1.J:l !..oy_e~e.....::,<~s-b.~JJ.t.-c:.~_~f'.J!~~.'lt"....;."_,"",,_~-,,.~....._
hisjher grievance orally to h{i oi heF~~pervisor de~ignat-
ed to handle such matters within ten (10) calendar days of
the incident to be grieved. Discussion ",ill 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 ag-
grieved employee within seven (7) calendar days from tht~
date the grievance was presented to him or her. Supervi.-
sors are not empowered to make policy decisions. If the
gr'ievance is not resolved at this step, it shall be the
responsibility of the aggrieved employee to reduce any
grievance to writing within seven (7) calendar days of the
date of the Supervisor's response.
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 Department Head. The Department
Head shall confer with the immediate Supervisor and they
shall attempt to obtain the facts concerning the alleged
grievance, and within seven (7) calendar 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 .iead shall notify the aggrieved employ-
ee in writ.ing of his or her decision, no later than seven
(7) 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 Head, who may confer with anyone
he/she deems appropriate to obtain the facts concerning the
alleged grievance, and within seven (7) calendar days of
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receipt of the grievance, schedule a meeting with the em-
p loyee . The Di vis i on Head sha 11 not i fy the aggr i eved em-
ployee in writing of his/her, decision no later than seven
(7) calendar days after the meeting.
D. step 4: If the response from the Division Head is
not satisfactory, the employee may bring the grievance form
to the Personnel Office, for scheduling before the Employee
Grievance Council. This Council will provide an additional
avenue for the employee to pursue in the processing of ap-
propriate complaints or grievances. By the establishment
of the Employee Grievance Council, the employee whose prob-
lem is not resolved by the Division Head, will appear be-
fore this Council of peers and present his/her case. The
Employee Grievance Council is empowered to call all neces-
sary witnesses before them and to subsequently make their
recommendations concerning disposition actions to the Coun-
. xy-AJ:lmi.n.i.s tl'.-.a.t.or._, .___Th.2-_d e.c~i.s.i.Qn_ oj _. thfL..c..Q.UJ1 c..i~. _-1..s.- !:La L b.i n d - .'
ing; final determination will be made by the County Adminis-
trator. (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 fourteen (14)
calendar days of receipt of the Councils recommendation(s).
E. Step 5: If the grievance has not been satisfactorio-
ly resolved in step 4, the employee may forward the griev-
ance to the Personnel Section within five (5) calendar days
of the receipt of the Grievance Council's recommendation.
The County Administrator or his designee shall meet with
the aggrieved employee within 14 calendar days after re-
ceipt of the grievance unless such time is mutually extend-
ed in writing. If an adjustment of the grievance is not
reached at this meeting, the County Administrator shall
furnish a copy of his decision to the aggrieved employee
within seven (7) calendar days after the meeting, unless
this period is extended by mutual agreement. The decision
of the County Administrator shall be final and binding.
F. Any complaint/grievance involving matters other than
those that pertain to the rules and regulations contained
in this manual may be addressed in writing to the Employee
Grievance Council, (via the Personnel Office) who will de-
termine whether the matter is appropriate to aire before
the council. If deemed appropriate by a majority of coun-
cil members, the Personnel Section will schedule the airing
of the Grievance at the appropriate Council Meeting. The
Council is empowered to call all necessary witnesses and
make a recommendation concerning disposition to the County
Administrator whose decision is final with no right to ap-
peal.
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G. 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.
H. The By-Laws governing the establishment and operation
of the Employee Grievance Council may be reviewed in Admin-
istrative Instruction 1005.1.
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11.04 DISCHARGES
A discharge occurs when an employee has been involuntarily
separated from County Service, usually for cause. Employ-
ees discharged for disciplinary reasons may not be eligible
for re-h i re and may lose a II seni 0 r i ty and re instatement
privileges.
11.05 EXIT INTERVIEWS
It is the desire of the County to determine why good employ-
ees 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 per-
sonnel.
If an employee wishes, he or she may request an exit inter-
. ~! ~_w._\oI.!.. t:.h_ _tb.E!_e~,t~q ~!,-~.l _P..i.r!!~.to_r__ ~)'_.S: 9.n _t~ .<:.t iD9._.i!:l ~_. p_e r _~ 0 n-
nel Office. The Personnel Director 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.
n-?
mance evaluated prior to the completion of six (6)
months service in the position.
3. In
Period,
period
will be
accordance
an employee
because of a
evaluated at
with Section 2.04, Probationary
serving a 3 month probationary
promotional opportunity transfer
the end of that 3 month period.
4. The annual evaluation period shall be
1st through April 30th. Evaluations on all
will be completed at the end of this period
and submitted as part of the budget process.
from May
employees
each year
5. New hires will be evaluated prior to completing
12 months of service with the County, and at least
annually thereafter, in accordance with the evaluation
procedures.
~.ie' ,e--. --..,"- ..,-_. - _._-- .-~.....;.- .-'-- ___......___ ~ - ~ - ~d 'fr,-.~ 0,;.- '=-:-:~:.,. ~ "';"~~~-~.,::-,:.:.~:::.t;":.-=~::~~""':~~.-;",:;~~-::,;~~.....-=...~-...:>-
6. ^ Department Head may authorize an evaluation at
any time he or she deems appropriate.
7. Each employee shall sign the form indicating
they have reviewed the evaluation.
8. If an employee disagrees with an evaluation,
he/she has the right to answer in writing.
9. The original, completed evaluation form, as well
as any written material from the Supervisor, the De-
partment Head, or the employee, shall be placed in the
employee's official Personnel Jacket.
B. If an employee receives a marginal or below satisfac-
tory 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) deemed marginal or below satisfactory
every thirty (30) days thereafter until:
1. His/her per formance
ed at least satisfactory;
has
or
improved
and
is
evaluat-
2. Three (3) months have lapsed without the employ-
ee receiving a rating of at least satisfactory. In
such cases, appropriate action should be taken.
c. After a rating has been finalized at all levels, the
results of the per'formance rating shall be discussed with
the employee, and upon request, he/she shall be furnished a
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copy of the completed rating, as well as any pertinent writ-
ten material.
-- .-'- . -.- - - - . - ~
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E"PlOVEE 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 em-
ployees is paid for by the County at a rate approved by the
Board of Commissioners. Dependent coverage will be avail-
able for those eligible at group rates, paid for by the
employee.
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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 Depart-
ment personnel for all authorized travel. Said reimburse-
ment shall be made in the following manner:
A. In County overnight
of the Department Head.
the prior approval of
County Administrator.
struction 1003.)
travel will require the approval
Out of County travel will require
the applicable Division Director or
(See Monroe County Administrative In-
- -- -.. -"-'-..- ."-----. --- -_. -'-.~ ...-...~~._-~_. "-__A- ,. .---__"" ..... ........-.._.__... _ .-.- .. _._'_ _4;. _-._ _-_ ~ ._...... _ --.. _.... __~
B. Private use of individual vehicles for
ness shall be reimbursed for travel mileage
with Florida Statute Chapter 112.
county busi.-
in accordance
C. Employees who use their personal vehicles for ap-
proved County travel shall be reimbursed in accordance with
the information reflected on the reverse side of Form
tC6 76. These employees should be aware that they may be
subject to periodic odometer audit(s), and that the employ-
ees 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
Chapter 112 of Florida Statutes, except the Board may au-
thorize the reimbursement of actual expenditures where docu-
mented evidence is provided justifying actual expenses in-
curred.
E. The County Administrator shall authorize reimburse'-
ment for lease, rental cars and/or aircraft where it is
deemed by the County Administrator to be the most advanta-
geous to the County.
15-1
APPEARANCE
SECTION 16
16.01 APPEARANCE AND PROP~R ATTIRE
All County employees should strive to be as neat and clean
in appearance as possible. Proper attire conducive to car-
rying 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 Mon-
roe County in relation to their positions.
Proper clothing and equipment needed to insure employee
S.a f e.ty. _is__c.e Q.u,jre.d.__.t...o _ be .. u.ti 1 j,z:e,p~~at.~~:J.:l ~;.!:'i~s:,~i::Q;c.'~a~~~""",,,<< "_""'-C_-"~~_
dance with the Monroe County Safety Policies.
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