Item R18
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: September 28, 2005
Division:
County Administration
Bulk Item: Yes X
No
Department: County Administration
Staff Contact Person: Debbie Frederick
AGENDA ITEM WORDING:
Approval of a Resolution rescinding Resolution #310-2005 setting policy for Compensation for Public
Emergency Response Work.
ITEM BACKGROUND:
At its meeting on August 17, 2005, the Board of County Commissioners approved Resolution #310-
2005 setting policy for compensation to County employees while performing public emergency
response work. After the implementation of this Resolution, it was determined that the Resolution did
not clearly define all issues relating to the subject matter.
PREVIOUS RELEVANT BOCC ACTION:
As stated above.
CONTRACT/AGREEMENT CHANGES:
Authorized employees who perform emergency response work during the period of Administrative
Leave will be compensated at twice their regular rate of pay for the time actually worked in addition
to receiving Administrative Leave hours for the normally scheduled work day.
STAFF RECOMMENDATIONS:
Approval.
TOTAL COST:
BUDGETED: Yes
No
COST TO COUNTY:
SOURCE OF FUNDS:
REVENUE PRODUCING: Yes
No
AMOUNTPERMONTH_ Year
APPROVED BY: County Atty ~ OMB/Purchasing _ Risk Management _
DIVISION DIRECTOR APPROVAL:
Debbie Frederick
Debbie Frederick
DOCUMENTA TION:
Included X
Not Required_
DISPOSITION:
AGENDA ITEM #
Revised 2/05
RESOLUTION NO.
~200S
A RESOLUTION OF THE BOARD OF COUNTY
COMMISSIONERS OF MONROE COUNTY~
F LOR I DA~ SETTING POLICY FOR COMPENSA TI ON
FOR PUBLIC EMERGENCY RESPONSE WORK
AND RESCINDING RESOLUTION No. 310-2005.
WHEREAS, County policy regarding overtime or other compensation for
County employees working in response to a public emergency when non-essential
employees are allowed admfnistrative (eave has heretofore been set forth only in
the County's Administrative Instructions; and
WHEREAS. it is important to the welfare of the res~dents of and vrsitors to
Monroe County to encourage employees to remain in the County to provide
response to a public emergency such as a hurricane, before, duhng and after the
event. and
WHEREAS, equal treatment for public emergency response between
personnel previously characterized as essential and non-essential and required or
asked to work in response to a publfc emergency will maintai n a good morale in
personnel previously considered essential; and
WHEREAS. defmltJon and clanficatlon IS required to facilitate the
accounting for, and payment of, emergency response work:
WH EREAS, the Board of County Commtssioners of Monroe County did
adopt Reso~ution No. 310-2005, setting forth policy governing compensation for
public emergency response work; and
WHEREAS, it has been determined that said policy requires revision:
NOW, TH E RE FORE, BE IT RESOLVED BY THE BOARD OF COU NTY
COMMI SSIONERS OF MON RO E COUNTY. THAT
1. The following policy shall replace Administrative lnstruction 4713.1, and
shall apply to pubtic emergency response and compensation for such work, other
than for employees covered by union contracts wh ich govern their compensation.
A. Definitions. For purposes of th~s resolution, the following words and
phrases shall have the definitions provided herein.
I. Administrative Leave Leave (with pay at an employee's regular
rate of pay for regular working hours) which the County
Adm inistrator or his designee has author~zed. The leave applies
only to an employ~e:s regular worklng hours during the time that
E mergenc:;y R ~pons.E! C omp€ m;<llJon t='OllCy
the Admi nistrator or his designee has authorized the feave.
Admin istrative ~eave is awarded to make an employee whole for a
workday when the employee's regular work may be suspended
due \0 some disaster or emergency. Administrative leave will
apply to County staff for any event requir~ng cessation of regular
work.
II. Emergency Response Work Any work performed by an
employee dur~ng the time period that administrative leave is
authorized due to a disaster or other emergency and which work
is performed in furtherance of the duties of the County to protect
the health, safety and welfare of the publ ic against the cause of
the disaster or other emergency.
III. Authorized Employee: An employee who is pre-approved as an
emergency response worker by both his or her supervisor and
Division Director, as well as either the County Administrator or
Deputy Administrator. An employee deemed an authorized
employee but who performs duties which could have been
postponed until after the administrative leave has ceased shall
only be paid at his or her norma I rate of pay. Adm inistraiive
Leave shall be granted for the remaini ng hours in order to make
the employee "whole" for the norma~ scheduled work day.
IV. Exceptions: All emp~oyees, excluding Contract employees, who
work due to an emergency/disaster and are not recognized in this
Resolution may be approved by The County Administrator or his
designee for compensation at twice their regular rate of pay for
the time actually worked during the emergency/d isaster in addition
to receiving Administrative Leave hours for the normally
scheduled work day.
B. On Iy by authorization of the County Adminislrator or his designee will the
County cease operations due to an emergency/disaster. The Administrator's
or designee's declaration of cessation of normal County operations shall set
forth the areas affected by the closure ff there is to be a cessahon of
operations in only part of the County.
C. Employees questioning thejr responsibtlities during lhe time of disaster or
emergency should contact their superv~sor or department head to be sure
that they are fulfiHing their responsibilities.
D Authorized employees who have volunteered their aSslstance at the EOe
and been approved for emergency/di saster work by their supervisors,
o ivislon Director_ and Administrator or Deputy Adminfstrator wiH be contacted
by Emergency Management as needs arise.
E. All authoriz.ed employees, who perform emergency response work duri ng
the period of Admi nistrative Leave will be compensated at twice their regular
rate of pay for the time actually worked in addition to receiving Administrc;ltive
Leave hours for the normally scheduled work day_
Emerger-cy ~e5pon5e Cm"!lp1;!~<l110n Pol,c~'
Employees are not allotted administrative, compensatory or other time off at
a later date.
F. In the case of a partial County operation closing, those employees whose
work site {not residence) is in the area where the closing occurs shall be
granted Administrative Leave.
G. In severe emergency/disaster situations where an employee is granted
Admfnlstrative leave, it is the responsibil ity of the employee to establi sh
contact with his/her supervisor if there is any doubt about when to return to
work and/or to report an inability to appear at the worksil€. Employees should
stay close to med ia information and/or telephone in order to obtain
information regardi ng County operations resuming. Employees should not
re~y solely on media information.
H If an employee, for l:lny reason, does not return to work when the County
resumes normal operations. that employee will have to utilize accrued leave
in accordance with 1he Personnel Policies and Procedures. In the absence of
accrued leave, the employee will take leave without pay. It is the employee's
responsibility to notify his or her supervisor if unable to report to work (PPP
Section 7.04 -Notifi cation of Absence).
I. When a partial or full-day closing is authorized, the foBow~ng pay practices
apply:
I. Employees, both exempt and non-exempt, are granted admfni strative
leave if they do not perform emergency response work. Such
employees are compensated at their regular rate of pay for the hours
they were scheduled to work up unhl 12pm midnight for each day
granted. Admin istrative Leave shall be granted for those hours not
worked in order to make the employee "whole" for the normal
scheduled work day. It is not meant as a means of awarding overtime
to an employee.
II. All authorized employees who perform emergency response work
duri ng the time that admin istratlve leave is authorized for personnel at
their normal worksite, are compensated at twice their regular rate of
pay for the time actually worked during the emergency/disaster !n
addition to receiving Administrative Leave hours for the normally
scheduled work day.
lH. Employees on sick leave, personal leave or vacation on a day when
during emergency c10slngs are charged with such leave as was
scheduled up until the time when the Admi nistrative Leave was
granted
J. Timesheets:
i. Timesheets must reflect ACTUAL hours worked in the "1 N" and "OUT"
columns.
Emergenc~ Resp-onse Compensatiofl Po~iq
il. Normal/physical operating working hours for that day must be reflected
in the ., RG" column.
Hi .Admi nistrative leave ti me granted until the end of the normally
scheduled workday (up to midnight of each day) must be reflected in
the "Mj" column in order to make the employee "whole" for that work
day.
iv. Employees who work during the time administrative leave is granted
wi II mark the actua I hours worked during the ad min istrative leave in
the' OT' co~umn.
v. ''Total hours" for that day worked directly relating to the disasterl
Emergency must be recorded in the "Comments" column of the
timesheet in order for the County to obtain proper rei mbursement
from federal funds: etc.
K. These instructions may be amended and/or supplemented by further
resoluti on. In such cases. additional information shall be provided by
Administrative Services and the County Admmistrator.
2. Monroe County Resolution N D_ 310-2005 is hereby resci nded.
3. This Resolution shall be etfectlve as of July 1, 2005.
Mayor Spehar
Mayor Pro T em McCoy
Commissioner Neugent
Commissioner R~ce
COrllm~ssioner Nelson
BOARD OF COUNTY COMM ISSIONERS
OF MONROE COUNTY. FLOR10A
By:
Mayor 0 ixie M. Spehar
(Sea I)
Attest: DAN NY L. KOLHAGE. Clerk
By:
Dep uty Cler k
,. .'. .'. ..' ~.:;ti: /
(~~\ . .:.... . :__'~~' ~'i.~. J~. '--f?-~
~.. _ ~"_' . nh:/i:---
/_ --."...t~~ ..'>: ::7 ~~_;~,._ r ~.:~I....
( _ // ...... - " :). /:; ~:J ". (),;..t-
~/ II~ ~--'"
E.rne rge ncy R €!'Sponse C ompe nsal'on Polley