HomeMy WebLinkAbout02-221RESOLUTION NO. 02-221
A RESOLUTION AMENDING RESOLUTION NO. 86-173,
AS AMENDED, BY AMENDING THE EMPLOYEE HANDBOOK
FOR EMPLOYEES OF ST. LUCIE COUNTY, FLORIDA
WHEREAS, the Board of County Commissioners of St. Lucie County, Florida,
has made the following determinations:
By Resolution No. 86-173, adopted September 16, 1986, and
subsequently amended, the Board of County Commissioners adopted
the Employee Handbook for employees of St. Lucie County in order
to update personnel policies to reflect changes in the federal and state
law and provide each employee with essential information regarding
personnel policies and benefits.
It is necessary to further amend Resolution No. 86-173
to incorporate changes as per attached.
NOW, THEREFORE, BE IT RESOLVED by the Board of County
Commissioners of St. Lucie County, Florida, as follo~vs:
Resolution No. 86-173 is hereby amended to incorporate the
amendments to the Employee Handbook.
2. This resolution shall be effective as of Oct. 1, 2002.
After motion and second, the vote on this resolution
and notice of election was as follows:
Chairman Douglas Coward
Vice Chairman CliffBarnes
Commissioner Frannie Hutchinson
Commissioner Paula A. Lewis
Commissioner John D. Bruhn
AYE
AYE
AYE
AYE
AYE
PASSED AND DULY ADOPTED this 10* day of Sept. 2002
BOARD OF COUNTY COMMISSIONERS
ST. LUCIE COUNTY, FLORIDA
ATTEST:
Dep~
By:
~hairman
APPROVED AS TO FORM
AND CORRECTNESS:
Assistant ~'ounty Attorney
Illl
, Lucie County
ST. LUCIE COUNTY
EMPLOYEE HANDBOOK
Introduction
Intent
It shall be the intent of the Board of County Commissioners that:
1. The employees of St, Lucie County be productive individuals
who perform useful service.
2. There shall be no employee on the County payroll for whom
there is no employment need.
3. All directors, managers, and employees shall comply with
and assist in carrying out the personnel policies, regulations,
and procedures.
COUNTY SERVICE OPPORTUNITY
It is the policy of the Board of County Commissioners that the
County will offer employees the following:
Career opportunities removed from job insecurity due to
favoritism, family or discrimination due to race, ethnic origin,
disability, color, sex, age, or religion.
Career opportunity based on qualifications and job
performance and removed from favoritism, or discrimination
due to race, color, ethnic origin, disability, sex, age, or
religion
Career opportunity for promotions from among County
employees to fill vacant positions provided employees meet
the required education, skills, knowledge, and abilities of the
vacant position.
SCOPE
The personnel policies, regulations and procedures, as adopted,
shall apply to all employees falling under the jurisdiction of the
Board of County Commissioners. Each department may have a
policy manual detailing operational procedures for the department.
To the extent that any such procedural manual is in conflict with this
Employee Handbook, this handbook will prevail.
WELCOME TO
ST. LUCIE COUNTY
As an employee of St. Lucie County, you are engaged directly or
indirectly in dealing with the public and conducting public business.
You are St. Lucie County and it is imperative that we work together in
a spirit of friendliness and cooperation in providing the kind of
services for which you and the Board of County Commissioners can
be proud.
Employees are our most important assets. Our personnel policies are
aimed at fair and considerate treatment, good working conditions, a
friendly environment, job satisfaction, and recognition of work well
done.
Each of us is responsible for our part of the operation and overall
success of the County, and is accountable for our individual decisions,
actions, and performance. We know involvement, participation, and
teamwork result in the best solutions, methods and achievements. We
all must be flexible in order to meet the future needs of our jobs in
serving the public.
Your ability to progress and benefit financially is dependent on your
performance as provided in accordance with your job description. I
believe your future with St. Lucie County has many opportunities in a
variety of professional and nonprofessional positions. I encourage you
to develop all your skills but specifically, those in your chosen field of
employment which will enable you to achieve more self- satisfaction
from your work while at the same time give you more and better
opportunity for self- advancement and gain public employee service
recognition for County govemment.
Douglas M. Anderson
County Administrator
Rev. 08.02 Section 1 iii
TABLE OF CONTENTS
INTRODUCTION
INTENT
COUNTY SERVICE OPPORTUNITY
WELCOME TO.ST. LUClE COUNTY
Section 1-Your Employment
1.00 ORIENTATION
1.01 YOU AND YOUR SUPERVISOR
1.02 EVALUATION PERIOD
1.03 JOB PERFORMANCE AND EVALUATION
1.04 COMPENSATION
1.05 FILLING VACANCIES
1.05.01 POSITION CONTROL
1.05.02 PROMOTIONS
Section 1
Section 2
Section 3
Section 4
Section 5
Section 6
Section 7
Section 8
Section 9
1.05.03 TRANSFERS
Section 1
Section 2
Section 3
1.05.04 TEMPORARY ASSIGNMENTS
Section 1
Section 2
Section 3
1.05.05 ESTABLISHING NEW POSITIONS
1.05.06 VETERANS PREFERENCE
1.06 FAMILY EMPLOYMENT RESTRICTIONS
1.07 PERSONAL APPEARANCE AND DEMEANOR
1.08 NO SMOKING
1.09 PROBLEM SOLVING PROCEDURE
1.10 PAYCHECKS
1.11 EMPLOYEE RECORDS
Rev. 08.02 Section 1 - iv
SECTION 2 - EMPLOYMENT STATUS
2.00 REGULAR EMPLOYMENT -- FULL AND PAR~' TIME
2.00.01 - Temporary Employment
2.01 HOURS OF WORK
2.01.01 - Non-Exempt Employees
2.01.02 - Exempt Employees
2.01.03 - Emergency Wage and Hour Procedures
2.02 STAFF REDUCTION
2.02.01 - Recall after Lay-Off
2.02.02 - Resignation of Employment
SECTION 3 .YOUR BENEFITS
3.00 HEALTH AND LIFE INSURANCE
3.01 RETIREMENT
3.02 DISABILITY INSURANCE
3.03 EMPLOYEE ASSISTANCE PROGRAM
3.04 EMPLOYEE SUGGESTION PROGRAM
3.04.01 - EMPLOYEES OF THE YEAR PROGRAM
3.05 EDUCATION REFUND PROGRAM
3.06 SERVICE AWARD
3.07 HOLIDAYS
3.08 VACATION LEAVE
3.09 SICK LEAVE
3.10 SHARED SICK LEAVE
3.11 SICK LEAVE INCENTIVE
3.12 FAMILY AND MEDICAL LEAVE
3.13 LEAVE WITHOUT PAY
3.14 WORKERS COMPENSATION LEAVE
3.15 FUNERAL LEAVE
3.16 JURY DUTY OR WITNESS LEAVE
3.17 MILITARY LEAVE
3.18 GENERAL LEAVE PROVISIONS
3.19 UNIFORMS
SECTION 4 - MAKING THE COUNTY A BETTER
PLACE TO WORK
4.00 CODE OF WORKPLACE CONDUCT
4.0t CODE OF ETHICS
4.02 POLITICAL ACTIVITY
4.03 CONFLICT OF INTEREST
Rev. 08.02 Section 1 - v
4.03.01 - DISCLOSURE OF INFORMATION
4.04 ATTENDANCE AND PROMPTNESS
4.05 OUTSIDE EMPLOYMENT
4.06 EQUAL OPPORTUNITY EMPLOYMENT
4.07 AMERICANS WITH DISABILITIES ACT (ADA) POLICY
4.08 DRUG FREE WORK PLACE POLICY
4.08.01 - CONTROLLED SUBSTANCE AND ALCOHOL USE
TESTING
4.09 SEXUAL HARASSMENT POLICY
4.10 ACCIDENT REPORTING
4.11 MOTOR VEHICLE GUIDELINES
4.12 E-MAIL AND INTERNET POLICY
4.13 USE OF COUNTY PROPERTY
4.14 USE OF COUNTY PHONES
4.15INQUIRIES ABOUT FORMER EMPLOYEES
4.16 WORKPLACE VIOLENCE
4.17 COUNTY INFORMATION RECORDS
4.18 LOST AND FOUND
4.19 SALESMEN AND SOLICITORS
4.20 LOYALTY OATH
4.21 ACKNOWLEDGMENT OF RECEIPT
Rev. 08.02 Section 1 -
SECTION 1 - YOUR EMPLOYMENT
1.00 ORIENTATION
The County will offer an orientation program. This orientation will give
you a general review of the County structure and its government, your
salary, benefits and the Rules and Regulations which all County
employees are required to follow.
You will be introduced to your supervisor and your co-workers on your
first day. If you have questions or doubts concerning your job or
responsibilities, please ask your supervisor for a further explanation.
1.01 YOU AND YOUR SUPERVISOR
Your supervisor will help you realize your job-related goals and
ambitions.
Development of a healthy working relationship with your supervisor
is essentially a matter of doing your job to the best of your ability.
This requires you to constantly and conscientiously endeavor to:
1. Meet work schedule deadlines.
2. Work with your peers toward the common goal.
3. Advise your supervisor of improvements you feel might be made in
your
area of operations.
The relationship with your supervisor is not a one-sided affair, since your
supervisor is just as dependent upon you and your fellow employees as
you are dependent upon your supervisor. The ultimate progress your
team achieves depends upon the performance of the group of
employees and their leadership.
Misunderstandings or grievances should be brought promptly to the
attention of your supervisor. All unresolved issues will be directed to the
Human Resources Department by your supervisor for further review.
(See Problem Solving Procedure).
Rev. 08.02 Section 1 - !
1.02 EVALUATION PERIOD
New employees, promoted and demoted employees will be given an
evaluation period of six months, with the exception of employees hired
in Central Communications (911), who will have an evaluation period of
nine (9) months. During this evaluation period, we will be genuinely
interested in trying to help you become a safe, dependable worker. The
object of the evaluation period is to help you succeed in the new
assignment Therefore, the approach to this period of evaluation, advice,
and constructive criticism is positive.
During this period, you will be evaluated in writing at least three times
by your immediate supervisor. Each evaluation will be discussed with
you. Both you and the person conducting the evaluation will then sign
the evaluation form. Failure to satisfactorily perform during this
evaluation period, or to satisfactorily complete the evaluation period
may result in termination. The evaluation period may be waived, or
shortened upon recommendation of the Department Head with approval
of the County Administrator or his designee. The County may extend an
employee's probationary period one time beyond the end of the
minimum probationary period for a period not to exceed thirty (30)
calendar days upon approval of the County Administrator/designee.
Further, the probationary period will be extended by the number of days
an employee is absent whether paid or unpaid during the probationary
period. When the employee has successfully completed the
probationary period, and any extension, he shall be placed on regular
status. An employee may be terminated anytime at the discretion of the
Department/Division Director or Manager with or without cause during
the evaluation period.
If an employee is promoted, and during the evaluation period is unable
to meet the job requirements for the new position, the employee may be
given his/her previous job back at the rate of pay received before the
promotion, if it is still available and if so recommended by the Division
Manager or Department Director. However, if the previous position is no
longer open and no other comparable position is available, the
employee may be terminated at the will of the County.
1.03 JOB PERFORMANCE AND EVALUATION
All employees like to know "how they are doing." The County believes
that all employees should be kept advised of their performance with the
County. The County has adopted a performance evaluation system,
which established the County's policy to review each employee's
performance. At the performance review, the supervisor will discuss with
Rev. 08.02 Section
the employee his/her past performance and set goals to improve
performance. A supervisor may do a written performance review on an
employee at any time at the supervisor's discretion. However, one (1)
written evaluation must be done at least once per year after an employee
has completed his/her evaluation period. A written record of all the
performance reviews will be maintained and the original put in the
employee's personnel file in the Human Resources Department. Each
employee must sign his/her evaluation at the conclusion of the review.
Employees are encouraged to comment on their evaluation. If the
employee disagrees with the evaluation, he/she may write a rebuttal.
This rebuttal will also be put in their personnel file. The original of the
Employee Performance Evaluation form, and any rebuttal must be sent
to the Human Resoumes Department to be included in the employee's
file.
1.04COMPENSATION
The minimum pay rate of the normal hiring rate shall apply for the first six
months of employment unless a rate of up to ten percent (10%) over the
minimum starting rate is otherwise approved by the County
Administrator. Upon satisfactory completion of the evaluation period, full
time employees will be eligible for a five percent (5%) pay increase,
subject to the recommendation of his/her Department Head and approval
of the County Administrator.
Upon promotion, an employee will receive the minimum pay rate for
his/her new position or a five percent (5%) increase of his/her pay rate
at time of promotion, whichever is greater. Upon satisfactory completion
of the evaluation period, the employee will be eligible for a five percent
(5%) pay increase, subject to the recommendation of the Department
Head and approval of the County Administrator.
1.05FILLING VACANCIES
The County will endeavor to promote from within the organization when
filling vacant positions. However, the County may advertise at its
discretion when necessary to obtain qualified applicants for a vacant
position. If an employee desires to apply for a vacancy c,dt~!d~
d..~. ........... he or she must fill out a Job Interest Form (JIF) and submit
it to the Human Resources Department. The JIF will be reviewed by the
Human Resources Department and submitted to the department if the
employee meets the minimum requirements for the position. All positions
showing the minimum qualifications required will be posted by the
Human Resources Department for a minimum of five (5) days, An
employee who transfers to another department for a promotion or a
lateral move at his request must remain in that division for a minimum of
Rev. 08.02 Section
nine (9) months before applying for another transfer. Promotions or
lateral moves within a division may be requested at any time provided it
would fill an authorized budgeted position approved by the Board of
County Commissioners. All promotions and hiring of personnel, except
for the County Attorney and his staff, shall be subject to the approval of
the County Administrator.
1.05.01 POSITION CONTROL
1. Positions under the Board of County Commissioners shall be
established and maintained by the Human Resources Department
through a personnel budget approved by the Board of County
Commissioners each year.
2. The approved staffing pattern for each department will reflect
authorized positions by classification and pay grade with a position
number assigned to each position for control purposes.
3. The Human Resources Department and County Administrator shall be
authorized to approve employment in positions within the authorized
personnel budget.
1.05.02 PROMOTIONS
Section 1
A promotion shall be defined as reclassification to a different position
with a hi,qher pay grade.
Section 2
In filling all vacancies in the bargaining unit, the County shall consider all
of the followinq factors:
a. Ability to perform all essential duties in the classification.
b. Ability to meet reasonable performance standards for quality and
quantity of work.
c. Length of continuous service with the department and/or County
d. Overall work record with the County, excludinq the following.
e. Written reprimands (without a suspension) which occurred more than
three (3) years prior to the date of application for the promotion if the
employee has not received any additional discipline for a period of
two (2) years prior to the date of such application.
f. Suspensions which occurred more than five (5) years prior to the date
of application for the promotion if the employee has not received any
additional discipline for a period of three (3) years prior to the date o[
such application.
Rev. 08.02 Section 1 - 4
g. Prior formal education, apprenticeship proqrams, specialized training
schools, military assiqnment, iob experience prior to being employed
by the County, and any other relevant qualification the individual may
possess.
Section 3
An employee's continuous service with the department and/or County is
an important factor when determininq qualifications for fillin,q vacancies.
Section 4
Employees within the division where the vacancy exists shall be .qiven
first consideration subiect to their qualifications being equal to other
bidders.
Section 5
Promotional vacancies will be posted in all departments for at least five
(5) working days.
Section 6
A promoted employee will serve a six (6) month evaluation period.
Section 7
Upon promotion, an employee will receive the minimum pay rate for
his/her new position or a five percent (5%) increase of his pay rate at the
time of his promotion, whichever is .qreater. Upon satisfactory completion
of the evaluation period, the employee will be eligible for a five percent
(5%) pay increase, subiect to the recommendation of the Department
Head and approval of the County Administrator. In no event shall an
employee's transfer result in his/her receivinq a rate of pay that exceeds
the pay range for his/her new position.
Section 8
The County aqrees to post manaqement vacancies and will .qive all
employees consideration in filiinq such vacancies.
Section 9
An employee who is promoted to a position in another department or
another division within his/her department at his/her request must remain
in that department or division for a minimum of nine (9) months befor=
applyinq for a promotion or lateral move to another department or
division.
1.05.03 TRANSFERS
Section 1
An employee may be transferred from a classification in one department
to the same or equivalent classification in another department or another
Rev. 08.02 Section
division in his/her department provided the transfer is to the advantage of
the County and/or results in a better utilization of the education,
experience or interests of the employee. No transfer may be made
without the approval of the two (2) Department Heads, or the
Department Head and two Division Manaqers in the case of an intra-
department transfer, involved, knowledqe of the employee involved, and
prior approval by the County Administrator. The provisions of the
paragraph shall not be administered as a means to discipline employees.
Section 2
Transfers shall be made as follows:
A. An employee may be transferred to a position within another
department or another division within his/her department with the same
iob classification and such transfer will not change the employee's pay
qrade, rate of pay, anniversary date or classification date. An employee
who transfers to another department or another division within his/he,
department for a promotion or lateral move at his/her request must
remain in the department or division to which he/she is transferrinq for a
minimum of nine (9) months before applying for a promotion or lateral
move to another department or division within his department.
B. An employee transferred at his/her own request shall serve a
minimum of six (6) months evaluation period in the new department or
division, provided, however, that such employee shall not be entitled to u
pay increase at the conclusion of the evaluation period. If, during th~
evaluation period, the employee is found to be unsuited for or unqualified
in the new department or division, the employee may return to his/he,
previous position, subiect to the approval of the Department Head, if a
vacancy exists. If his/her former position is filled, a qood faith effort will
be made to place the employee in a comparable position. If a vacancy
does not exist, the employee will be placed in a lay-off status with recall
rights.
C. In no event shall an employee's transfer result in his/her receivinq a
rate of pay, which exceeds the pay range for his/her new position.
Section 3
The County Administrator may grant an employee's request to transfer to
a lower paid iob classification, provided the transfer is to the advantaqe
of the County and/or results in better utilization of the education,
experience, or interests of the employee. An employee so transferred
shall be paid at his/her rate of pay at the time of his/her transfer if it is
within the pay range for the lower paid classification. If the employee'~
rate of the pay at the time of his/her transfer exceeds the hiqhest rate or
pay for the lower-paid classification, he/she will be paid at the top rate ol'
pay for the lower paid position. An employee transferred to a lower paid
classification at his/her own request shall serve a minimum of six (6)
months evaluation period in the classification, provided, however, that
such employees shall not be entitled to a pay increase at the conclusio,,
Rev. 08.02 Section
of the evaluation period. An employee who is transferred to a lower paid
position shall not be permitted to apply for a promotion to his/her forme~
classification for a period of one (1) year following the effective date o[
his/her transfer to the lower paid classification.
1.05.04 TEMPORARY ASSIGNMENTS
Section 1
The County shall not be prevented from temporarily assigning or
appointing any employee to perform work which would normally be done
by an employee in another classification, when, in the discretion of the
County, such assignment or appointment is necessary.
Section 2
An employee temporarily assigned to perform work outside his normal
classification shall suffer no loss of pay should said temporary
assignment be to a lower classification.
Section 3
An employee who is temporarily assigned to a position in a higher
classification shall be paid his reqular rate of pay for the first ten (10)
consecutive calendar days. If such assignment continues beyond
(10) consecutive calendar days, he shall receive five percent (5%) abovu
his regular rate of pay or the minimum of the hiqher classification,
whichever is greater. In the event that the County has been notified by
the employee whose position is being temporarily beinq filled that hi~
absence will extend beyond ten (10) consecutive calendar days prior tu
the first date of such absence or as soon thereafter as possible in th=
event of illness or emerqency, The County shall pay the employe=
temporarily assiqned to fill the position at the minimum of the hiqher
classification or five percent (5%) above his re.qular rate of pay,
whichever is greater, beqinning on the first day of the temporary
assignment. If the temporary assignment extends beyond ten (10)
consecutive calendar days, the County shall pay the employee receiving
the temporary assignment at such hiqher rate of pay retroactively for the
first ten (10) consecutve calendar days of the temporary assignment.
This section shall not apply where the distinction in classification is
based primarily on experience or years of service.
1.05.05 ESTABLISHING NEW POSITIONS
The establishment of new or additional positions, beyond those
contained in the annual budget, can be authorized only by the Board of
County Commissioners.
Rev. 08.02 Section 1 - 7
1.05.06 VETERANS PREFERENCE
It is the policy of St. Lucie County to give preference to eligible veterans
and spouses of veterans in appointment and promotion in County
employment positions in accordance with Chapter 295, Florida Statutes,
and Rule 22VP-1, Florida Administrative Code. Copies of Chapter 295
and Rule 22¥P-1 are available for review in the Human Resources
Department.
1.06 FAMILY EMPLOYMENT RESTRICTIONS
An individual may not be appointed, employed, promoted, or advanced
in or to a position within a County department when such appointment,
employment, promotion, or advancement has been advocated by an
employee or e ected official of the County serving in or exercising control
over the department who is a relative of the individual. Mere approva of
budgets shall not be sufficient to constitute "control" for the purposes of
this section. In the event of an emergency as defined in Section
252.34(2), Florida Statutes, the County Administrator may prescribe
regulations authorizing temporary employment of individuals whose
employment would be otherwise prohibited by this section. "Relative" of
an employee or elected official for the purpose of this section shall mean
an individual who is related to the employee or elected officials as father,
mother, son, daughter, brother, sister, uncle, aunt, first cousin, nephew,
niece, husband, wife, father-in-law, mother-in-law, son-in law, daughter-
in-law, brother-in-law, sister-in-law, stepfather, stepmother, stepson,
stepdaughter, half brother or half sister.
1.07 PERSONAL APPEARANCE AND DEMEANOR
It is important for everyone working for St. Lucie County to present a
business like appearance. As a County employee, you should always
remember your appearance is not only a reflection of you; it is also a
reflection of St. Lucie County, which you now represent. In addition,
proper clothing is necessary for your safety and protection, if the County
provides you a uniform, you will be required to wear the uniform while
working. For your individual department's dress code, consult with your
immediate supervisor.
1.08 NO SMOKING
In an effort to protect the employee and public health, comfort and
environment, the County is committed to complying with the provisions of
the Florida Clean Air Act, Chapter 386, Part ii, Florida Statutes. The
County prohibits smoking and the use of smokeless tobacco in all
government buildings. In addition, the Board of County Commissioners
has designated all County vehicles as no smoking areas.
Rev. 08.02 Section 1 - 8
1.09 PROBLEM SOLVING PROCEDURE
Employee relations in St. Lucie County are based on mutual
understanding and respect between County officials, supervisors and
employees. We will continue to treat our employees with dignity, and will
handle any problem or complaints without prejudice.
Purpose: The purpose of this procedure is to secure at the lowest
possible administrative level equitable solutions to problems that may
arise from the interpretation and/or application of the Personnel Policy
Manual. This section shall not apply to the County Attorney's staff.
Definitions: The term "Grievance" shall be defined as a written
allegation by the grievant that a dispute, disagreement, or difference
exists between the grievant and the employer involving the interpretation
or application of this manual involving wages, hours, or working
conditions only. The term "Grievant" shall mean an employee by name or
group of employees by names filing a grievance(s). The term "employer"
shall mean St. Lucie County. The terms "days" shall mean working days.
The Grievant: The lodging of any grievance shall be the exclusive right
of the employee or employees in St. Lucie County. If the grievant
institutes this grievance, he/she waives all rights to use any other appeal
procedure relating to his/her grievance until he/she has exhausted all the
steps of this grievance procedure. Members of the collective bargaining
unit shall follow the grievance procedure set forth in the collective
bargaining agreement.
In the event an employee of St. Lucie County has a grievance,
he/she shall abide by the management decision pending resolution
of the matter through the grievance procedure.
A grievance may be withdrawn at any level but the same grievance
may not be filed a second time by the same party.
Time Limits: Since it is important that grievances be processed
efficiently as possible, the number of days indicated at each level
shall be considered the maximum, and every effort should be made
to expedite the process before the deadlines are reached. Time
limits may be extended by mutual consent.
Procedure: Should difference or dispute arise between the parties
with regard to this policy or between the employees covered and
the County, other than in cases of discharge the aggrieved party
shall use the following procedures:
Rev. 08.02 Section 1- 9
Step 1: In the event an employee believes there is a basis for a
grevance said employee shall first discuss promptly the alleged
grievance with the immediate superv sot, either privately, or if the
employee prefers, accompanied by another person within five (5)
working days of the date of the occurrence of the event giving rise
to the grievance. The supervisor shall then respond in writing,
within five (5) working days. If there is no supervisor or if the
grievance is being filed against the supervisor, proceed directly to
Step 2.
Step 2: In the event the aggrieved employee is not satisfied with
the decision of the supervisor, the employee shall present the
grievance in writing to the employee's Division Manager within five
(5) working days of the date of the Step 1 decision.
Upon presentation of this written grievance, the Division Manager
and the employee shall meet to attempt to resolve the dispute.
Within five (5) working days thereafter, the Division Manager shall
render a decision in writing to the employee.
Step 3: In the event the aggrieved employee is not satisfied with
the written answer to Step 2, the employee shall present the
grievance within five (5) working days after the written answer
above to the County Administrator or designee, who will, within five
(5) working days of the receipt of the same, meet with the same
employee in an attempt to resolve the grievance. Within ten (10)
working days after this meeting, the County Administrator or
designee shall render a decision in writing. The decision of the
County Administrator or designee shall be final and binding for the
parties without further right to appeal.
In the event an employee is discharged after the completion of
his/her six-month evaluation period by the County, the employee
may, within five (5) working days, request a pre-termination
hearing. The pre-termination hearing shall be held within a
reasonable time after the Human Resources Department receives
the employee's request for a pre-termination hearing. At this pre-
termination hearing the aggrieved employee will be given the
opportunity to tell his/her side of the story, call witnesses and cross-
examine witnesses, and present any evidence for consideration.
This pre-termination or hearing will also be considered a "name
clearing" hearing. The employee has a right to counsel or other
representation at the hearing. Within ten (10) days after this
hearing, the County Administrator or designee shall render a
decision in writing. The decision of the County Administrator or
designee shall be final and binding for the parties without further
right of appeal.
Rev. 08.02 Section 1- 10
1.10
PAYCHECKS
Employees are paid every two (2) weeks, and paychecks are
distributed by each department. Direct deposit for paychecks is
available. Please contact the Human Resources Department for
further details. Each paycheck will reflect pay earned during the
previous pay period and will be distributed one (1) week following
the previous pay period. St. Lucie County's pay week begins at
12 01 a.m Sunday and runs through 12:00 midnight Saturday.
Please direct any questions concerning your pay to your immed ate
supervisor.
1.11 EMPLOYEE RECORDS
Employees should be aware of the importance of keeping their
personnel file up-to-date.
Report the following information to your Division Manager who will
notify the Human Resources Department in writing of:
· Change of address/phone number,
· Change in number of dependents,
· Change in marital status,
· Change in beneficiaries,
· Change in military status.
Each employee is encouraged to supplement his/her personnel file
with additional education and skill information.
The Florida Public Records law provides that each employees'
official personnel file in the Human Resources Department is open
for review and scrutiny of the public and media, subject to the
limitations set forth in State and Federal laws. You are encouraged
to review your personnel file at least once per year.
Rev. 08.02 Section
SECTION 2 - EMPLOYMENT STATUS
2.00 REGULAR EMPLOYMENT - FULL AND PART TIME
An employee who fills a full-time, regularly budgeted position is eligible for all
benefits and pay increases in accordance with County policy and procedure.
An employee who fills a part-time (less than forty (40) hours per week)
regularly budgeted position will be eligible for benefits in accordance with
State and Federal policy and procedures. Part-time employees with limited
benefits will receive retirement, pay increases, vacation, sick leave, and
holidays on a prorated basis.
2.00.01 TEMPORARY EMPLOYMENT
Temporary employees are defined as employees who fill positions that meet
any of the following characteristics:
An employment position, that which will not exist beyond six (6) months.
1. Casual laborers (persons who work intermittently when there are
specific tasks to be performed).
2. Student employees (persons who are bona-fide students in an
accredited educational or vocational program who perform services
for a public employer in a temporary position set aside strictly for
students).
3. Persons on call (employees who are called to work unexpectedly for
brief periods and whose employment ceases when the purpose for
being called is satisfied).
4. Job Training Partnerships Act (JTPA) participants.
Temporary employees will not receive benefits (including but not limited to
medical insurance, sick and vacation leave) nor be eligible for pay increases.
If a temporary employee is subsequently hired to fill a full-time or part-time
position, such emp oyee will be treated as a new employee from the effective
date of full or part-time status and will thereupon be e g ble for benefits and
pay increases in accordance with County Policy and procedure.
2.01 HOURS OF WORK
The minimum wage and overtime provisions of the Fair Labor Standards Act
(FLSA) apply to employees whose job classifications fall within the FLSA's
scope.
All overtime work must be scheduled and authorized in advance by the
Division Manager. It shall be the general policy of the County not to have its
Rev. 08.02 Section 2- !
employees work frequent or considerable overtime; however, Division
Managers may authorize or direct and employee to work overtime when
necessary in order to meet emergency deadlines or operating needs. Division
Managers will offer overtime work to employees first on a voluntary basis and
then on a rotating basis. If an employee refuses to work overtime when
his/her Division Manager has made a reasonable request, disciplinary action
may be taken. Each Division Manaqer shall maintain records of all overtime
worked by employees who are eligible for overtime pay. If you have questions
concerning the applicability of the FLSA to your position, please contact your
supervisor or the Human Resources Department.
2.01 .01 NON-EXEMPT EMPLOYEES
All employees whose job classifications are classified as "non-exempt," in
accordance w th the FLSA are subject to the following regulations:
1. Overtime pay at time and one-half the employee's hourly rate will be
paid for overtime work performed which exceeds forty (40) hours of
work performed between 12:01 a.m. Sunday and 12:00 midnight
Saturday.
An employee may not work overtime (over 40 hours of actual work
performed) in any workweek without the express approval of his/her
Division Manager. Failure to obtain the necessary approval for overtime
work may constitute grounds for disciplinary action up to and including
dismissal.
An employee who works for more than ten (10) consecutive working
days n a classification higher than his/her regular position will receive
compensation at the rate of five (5%) higher than his/her presen! .rate or
the starting salary of the higher position, whichever is greater, wni~e
working in the higher classification.
Emergency Standby Duty:
In order to provide coverage for services during off-duty hours, it
may be necessary to assign and schedule certain employees to
emergency standby duty. An 'emergency .standby duty assignment'
is made by a Department Head who requires an employee to be
available for work on off-duty time, which may include nights,
weekends, or holidays.
Any employee designated by the County to be on restricted,
emergency standby duty shall be compensated in accordance with
the following procedures. Emergency standby time is defined as
that period during which an employee is required to be readily
available and whose activities are restricted to the extent that
he/she may be readily contacted by telephone or pocket pager.
The Department Head/Designee will determine when it is
necessary to place employees in an emergency standby status.
Rev. 08.02 Section 2- 2
The department will seek volunteers consistent with equitable
distribution of emergency standby time within a work area,
classification, shift, and consistent with skill and ability. In the event
sufficient volunteers are not available, qualified employees shall be
assigned to emergency standby work in a manner consistent with
equitable distribution of assignments. All emergency standby
employees will be provided with a beeper and County vehicle for
possible use. If the employee does not report to work in a timely
fashion, not to exceed thirty (30) minutes in response to a call for
assistance, all emergency standby compensation may be forfeited,
and disciplinary action may be enforced.
Employees assigned to emergency standby shall be compensated
as follows:
· One (1) hour token pay will be paid per twenty four (24) hour
period. This is paid whether an employee is or is not called
into work and will count as one (1) hour worked even if no
work is performed.
· If the employee is called out, the actual time worked, or a
m nimum of two hours per twenty-four (24) hour period will be
paid provided the time worked does not immed ately precede
or extend the employee's regularly assigned work shift. This
two-hour m n mum will apply only to the first call-out, and the
actual time worked will be paid for subsequent call-outs in the
same twenty-four (24) hour period.
· Emergency standby time away from work shall not count as hours
"worked" for the purpose of computing overtime pay.
4. B. On Call Status
It is recognized that due to the nature of County operations, the
County sometimes requires that employees be available to be
called back to work at a time other than their regularly
scheduled hours of work, including nights, weekends, or
holidays.
The Department Head will determine when it is necessary to
place employees in an on-call status. The department will seek
volunteers whenever possible consistent with equitable
distribution of on-call time within a work area, classification,
shift, and consistent with skill and ability. In the event sufficient
volunteers are not available, qualified employees shall be
assigned on-call work in a manner consistent with equitable
distribution of assignments.
Employees on the on-call list will provide the County with a
contact phone number and will be responsible for keeping the
Rev. 08.02 Section 2- 3
County adv sed of any changes. Employees on the on-call list
have complete freedom of activity in the off duty hours until
assigned to work and are not considered on "emergency
standby.
Employees who are called back to work shall be compensated
for the amount of time actually worked or two (2) hours,
whichever is greater, provided such work does not immediately
precede or extend the employees regularly assigned work shift.
On-call time away from work shall not count as hours "worked"
for the purpose of computing overtime pay.
On-call status is not intended to override or interfere in any
manner with any work assignment made in accordance with
emergency procedures such as hurricane preparedness, non-
military radiological manuals, and assignments made in
accordance with a state of emergency declared by an
appropriate official.
5. Time Records
The employee will be responsible for accurately maintaining
his/her own time records. If an employee is found punching or
making written entries on another employee's time card, it will be
cause for immediate dismissal. The employee should either
punch a time card or fill out time sheets. The time sheets should
indicate on a daily basis the time in which the employee begins
work, takes a lunch break, and ends work. Each week the time
sheets shall be reviewed and initialed by the employee's
supervisor and then submitted to the Division Manager. Each
Division Manager shall maintain records of such time sheets or
cards by week, month, and year. The employee is not to report to
his/her work area until he/she is required to begin work.
Due to numerous Federal and State regulations, an employee
must not take work home unless authorized by his/her Division
Manager. All work performed for the County should be performed
during regularly scheduled or authorized work hours.
The County encourages all employees to leave their work areas
during the r entire lunch break. It is a violation of this policy to
perform any unauthorized work for the County during a lunch
break.
If an employee is required by the County to attend training or an
educational seminar, and the seminar is conducted during his/her
normal work or after work hours, the employee will be paid for the
travel time to and from the location of the seminar.
Rev. 08.02 Section 2- 4
o
Working weekends, nights, and before and after normal working
hours is strictly prohibited unless scheduled to work or
authorized by an employee's Division Manager.
2.01 .02 EXEMPT EMPLOYEES
Employees whose job classifications fall within this classification are
salaried employees and are hired for an annual salary to accomplish a
job for the County. An exempt employee's salary is intended to
compensate the employee for all hours worked.
No additional compensation shall be made for hours worked by exempt
employees in excess of forty (40) hours, including attendance at
training courses, conferences, and seminars or travel to and from such
activities or work assignment.
Exempt employees will be charged with vacation or sick pay, whichever
is appropriate, in increments of 4 (four) hours.
2.01 .03 EMERGENCY WAGE AND HOUR PROCEDURES
1. Non-exempt employees who are scheduled to work on a day
the County Administrator officially closes all County offices and
departments will be paid for their regular scheduled hours at their
current rate of pay for the day.
Note: This time is not considered as time worked for payroll
purposes of determining whether overtime is due.
2. Non-exempt employees who are working when the County
Administrator officially closes all County offices and departments
will be paid for the remainder of their scheduled day at their
current rate of pay.
Note: This time is not considered as time worked for payroll purposes
of determining whether overtime is due.
3. Non-exempt essential personnel who are required to work in
preparation for a Hurricane or natural disaster or who are
required to report to work when the County Administrator has
declared ail offices and departments officially closed, shall be
paid time and one-half for those hours worked, plus their regular
scheduled hours.
4. In the event of a major disaster when County offices and
departments are unable to open, all full-time employees who
were regularly scheduled to work shall receive their regular rate
of pay for scheduled hours missed due to the closure up to a
maximum of twenty-four (24) hours pay.
Rev. 08.02 Section 2- 5
Note: This time is not considered as time worked for payroll purposes
of determining whether overtime is due.
5. During a declared state of emergency, the County
Administrator shall have the authority to authorize additional
compensation for exempt employees who work in excess of their
regularly scheduled workweek. The rate of pay for such additional
hours worked shall be equivalent to the exempt employee's
hourly rate of pay computed as if the employee was not paid on a
salary basis. This additional compensation shall be in addition to
the employee's regular salary. The County Administrator will
identify the beginning and ending dates in which additional
compensation will be paid to employees who are eligible for
additional compensation, and will provide the appropriate forms
for exempt employees to document their hours worked. Nothing
herein shall be construed to affect the exempt status of such
employees.
Note: For further information please refer to your hurricane manual.
6. Our first concern is for the employees' safety. All County
buildings must be inspected for occupancy after a hurricane or
natural disaster. Therefore, nonessential personnel who are not
assigned emergency stations should not report to work until
notified by calling the master phone line or by media release.
2.02 STAFF REDUCTION
If positions are eliminated within a division resulting in a lay-off of
current employees, newly hired employees in evaluation periods
holding jobs in the affected job classifications within the division will be
identified for lay-off first.
In determ n ng the order of layoff of employees other than employees
in their probationary period, the following criteria will be we ghted
equally: (a) ability, (b) skill, (c) attendance record for preceding twelve
(12) month period, (d) evaluations, (e) any documented counseling or
disciplinary actions in preceding twelve (12) month period, and (f)
seniority. If the employee has the ability, skills and desire to reclassify
to a lower paying position within his/her division, he/she may replace
the east sen or employee in the lower position provided he/she has
more seniority than the employee he/she is replacing. The employee's
rate of pay will remain the same if his/her wage is within the range of
the lower position. If the employee's rate of .pay exceeds the maximum
of the lower position, the employee will receive the .top of the range for
the new classification.
If an employee identified for lay-off is transferred from one department
to another where a vacancy exists, and is required to take a reduction
in pay, then that employee will have the option of receiving his/her
Rev. 08.02
Section 2- 6
vacation pay prior to being transferred, at the higher rate of pay. If the
employee chooses not to take vacation pay before the transfer, he/she
will be paid vacation leave at his/her current rate of pay when he/she
chooses to take vacation. If a full-time employee is laid-off, he/she will
be compensated for vacation in full and receive accrued sick leave, not
to exceed eighty (80) hours, unless the emplo.yee has ten years of
continuous service for which he/she will receive no more than a
maximum of four hundred eighty (480) hours and two hundred forty
hours (240) for employees with six or more but less than ten (10) years
of credible county employment. Part-time employees who are laid off
will receive vacation and sick leave prorated based on an average two-
week work period.
Recognizing the hardship a lay-off creates for an employee, the
County will continue to pay the County's portion of health insurance
premiums for one full month after lay-off for the employee and family
coverage. After this additional month of coverage, the employee must
determine whether he/she wants to pay for the health plan. An
employee electing to continue paying the premium under COBRA will
be notified and be given sixty (60) days to determine if he/she elects to
be covered. The employee will then have forty-five (45) days to make
premium payments, ensuring no break in health coverage. He/she will
be eligible to continue payment at group rates for at least eighteen (18)
months at the St. Lucie County current group policy costs.
Seniority is defined as the employee's last date of hire with the County
with deductions for absences of sixty (60) working days. If employees
have the same seniority date, their relative seniority dates shall be
determined by the first four diqits of the em.ployee's social security
number, the lowest number being the most sen~or.
All employees subject to lay-off will be counseled by the Human
Resources Department on other employment opportunities and
community assistance.
2.02.01 RECALL AFTER LAY-OFF
A laid-off employee is eligible to remain in a recall status for one (1) full
year from date of layoff. The County's obligation under this provision
will continue for one (1) full year from the date of layoff. A person
recalled within the year will not lose seniority; however, the amount of
time he/she is laid off will not be credited for seniority, retirement, and
benefit purposes. When the County decides to increase the work
force, the employee(s) will be called back in their order of layoff by
classification, e.g., last out, first in, providing the employee(s)still can
meet the minimum job requirements as stated in the job description
and pass a physical including a drug test. The employee must notify
the Human Resources Department at time of layoff whether he/she
desires to be recalled only to the job in which he/she was laid off or to
any available position for which he/she is qualified. Notice to an
Rev. 08.02
Section 2- 7
employee regarding the County's intention to recall a former employee
shall be by certified mail to the last known address and by documented
telephone call to his last known telephone number, with both being
shown in the personnel file. If the employee so notified does not apply
in the Human Resources Department or give notice of intention in
writing to apply with five (5) working days of receipt of the notice, it
shall be assumed that person has resigned and all rights accrued
previously shall be forfeited. If an employee refuses in writing to accept
the job offered because it is a lower paying position than previously
held, that employee shall not lose right for future recall.
2.02.02 RESIGNATION OF EMPLOYMENT
Any County employee who wishes to resign in good standing shall give his
Department/Division Head authority a written notice of at least two (2)
weeks, unless the Department/Division Head consents to his/her leaving on
shorter notice.
The effective date of separation shall be the last day on which the
employee is physically present for duty unless otherwise specified
herein.
An employee may be considered to have resigned if:
1. The employee fails to report to work as scheduled or without
notification to the supervisor of the reasons for the absence and the
time the employee expects to return.
2. The emp oyee fails to notify the Department/Division Head of his/her
readiness to resume his/her duties immediately upon expiration of a
leave of absence. Such resignation shall be treated as a resignation
without notice.
If an employee leaves the employment of the County in good standing
and is subsequently rehired by the County, the following rules shall
determine the employee's status relating to benefit eligibility:
1. If the employee is rehired within twenty-nine (29) calendar days from
the employee's last day of service, such employee is eligible to retain
his/her previous status for benefit eligibility.
2. If the employee is rehired thirty (30) calendar days or more from the
employee's last day of service, such employee shall be regarded as a
new employee subject to all applicable waiting periods.
Before an employee receives the final paycheck from the Human
Resources Department, he/she must:
Return any uniforms, keys, ID badges, equipment, or County property,
etc. to his/her supervisor. Report to the Human Resources Department to
complete an exit interview. After the completion of the above,
employee may receive his/her final check(s) in the Human
Resources Department on the next normal pay date.
Rev. 08.02
Section 2- 8
SECTION 3 - YOUR BENEFITS
3.00 HEALTH AND LIFE INSURANCE
Full-time employees are eligible for Health and Life Insurance upon
completing ninety (90) days of employment. Employees hired from the 1st of
the month through the 15th go back to the 1st of the month to begin counting
the ninety (90) days. Employees hired the 16th through the end of the month
go to the 1st of the next month to begin counting the ninety (90) days. For
current employee contribution rates, call or visit the Human Resources
Department.
Employees who are granted a leave of absence without pay will be
responsible for making payments on their health insurance, life insurance and
dental and vision coverage at their own expense at the current rate of St.
Lucie County's group policy cost unless they qualify for Family and Medical
Leave (See 3.12).
3.01 RETIREMENT
St. Lucie County is a participant in the Florida Retirement System in
accordance with Chapter 121, Florida Statutes. Any employee who fills a full-
time or part-time regularly budgeted position in St. Lucie County will be
eligible to participate in the retirement system. This benefit is paid for by the
County with no cost to the employee.
Retirement is defined as a voluntary or involuntary procedure whereby an
employee separates from County employment for reasons of length of service
or disability.
Retirement regulations and benefits shall conform with the provisions of the
Florida Retirement system in effect upon the effective date of the employee's
retirement.
3.02 DISABILITY INSURANCE
St. Lucie County provides a short term and long term disability policy for
employees with the same effective date as County health plan coverage.
There is no cost to the employee for this plan. During your orientation, you will
receive further information about this program.
3.03 EMPLOYEE ASSISTANCE PROGRAM
St. Lucie County provides an Employee Assistance Program (EAP) for all
employees, including their dependents covered on the County health
insurance plan. This benefit is paid for by the County and assists employees
and eligible dependents with personal or family problems that are too difficult
to handle alone. Employees are encouraged to seek assistance before such
problems become overwhelming .and negatively affect well-being and on-the-
job performance. You will receive further information about this program
during orientation.
3.04 EMPLOYEE SUGGESTION PROGRAM
The Employee Suggestion Program enables all employees working for St.
Lucie County to submit suggestions that could prove beneficial to the County
and the citizens we serve. Suggestions should be a recommendation to solve
a problem, improve operations or procedures, make the County a safer, better
place to work, or save money.
Employee Suggestion Program procedures are as follows:
The County Departments will be combined into three groups:
Group A:
Group B:
Group C:
Administration, Agriculture, Attorney, Information
Tech.,
Community Development, Management and Budget,
Human Resources, Airport, Public Safety, Purchasing,
Veteran Services, Community Services, Utilities.
Central Services, Mosquito Control, and Public Works.
Parks & Recreation,
The Employee Suggestion Committee will consist of three (3) members, one
from each of the above groups. Recommendations for committee members
will be made by Department Directors and will be sent to the Human
Resources Department. One person from each group will be chosen by the
County Administrator to serve on the Committee for a period not to exceed
one (1) year.
The Committee will select all suggestions meeting the criteria below:
Does it save money or enhance operations?
Does it prevent waste?
Is it practical and useful?
Is it a morale builder?
Does it promote safety?
These suggestions will be forwarded to the appropriate department for
implementation. Departments should monitor the success of the suggestion
and report back to the Employee Suggestion Committee.
On a quarterly basis, the Committee will, review the results of the
implementation suggestions and select the one that has proved to be most
Rev. 08.02 Section 3-2
beneficial. From the four (4) quarterly winners, the Committee will select one
(1) as the "Best Suggestion of the Year".
Any employee whose suggestion is implemented will receive a letter of
appreciation from the County Administrator, which will be placed in the
employee's personnel file.
The quarterly winner will be given a framed quarterly certificate and four (4)
additional hours of leave from work with pay.
The annual winner will receive an engraved plaque and eight (8) additional
hours leave from work with pay.
Suggestion boxes are in the following locations:
Human Resources Department
Road and Bridge
Parks & Recreation Administration Offices
Solid Waste
911 Emergency Operations Center
Mosquito Control
Employees may drop their suggestions in one of the boxes or mail it to the
Human Resources Department. Suggestions will be picked up on the last
Friday of each month.
The committee will meet the first week of the quarter and the winner will be
officially announced the second week of the quarter. Based on the number of
suggestions received, the Committee may decide to meet more frequently.
3.04.01 EMPLOYEES OF THE YEAR PROGRAM
Any employee or member of the public may recommend an
employee to be an Employee of the Quarter.
Nominations forms will be available in the Human Resources
Department.
Completed forms will be submitted to the Human Resources
Department.
The Review Committee will be the same group created for the
Employee Suggestion Program.
4. The Review Committee will pick one employee each quarter.
Quarterly winners will be given 4 hours off with pay and their
name added to a plaque. Winners will be announced at a County
Rev. 08.02 Section 3-3
Commission meeting. Winners will also be recognized in the
employee newsletter.
Annually, one employee will be selected from the quarterly
winners will be asked to attend a County Commission meeting
where the Employee of the Year will be announced and honored.
The winner will receive eight (8) hours off with pay and a plaque.
3.05 EDUCATION REFUND PROGRAM
Full-time employees are eligible for reimbursement of registration fees for
certain educational courses which qualify under this section and Florida
Statute Section 112.063. To qualify for reimbursement, the course must be
directly related to the employee's present position with the County..The
following procedures must be adhered to:
A request must be made using the appropriate forms, to your Division
Manager stating the subject, the length, hours and approximate cost of
the course and what benefit the County will derive from the additional
education. The request must be submitted prior to enrolling in the
class.
If the manager approves the request, he/she will forward it along with
the recommendation to the Department Director for approval. Approved
requests will be forwarded to the Human Resources Department for
approval. The approved forms will be forwarded to the County
Administrator.
When all approvals have been acquired, the employee may enroll in
his/her chosen class. The employee must pay the course fee in full at
the time of enrollment or as agreed upon by the institution.
If the employee completes the course and achieves a passing grade of
C or above he/she must submit paid enrollment forms and grades to
the Human Resources Department. The emp oyee will be reimbursed
100% for tuition in the form of a check issued by the Finance
Department directly to the employee.
(If you have questions concerning tuition reimbursement, or require forms,
please call the Human Resources Department).
3.06 SERVICE AWARD
Full time employees shall be given an award for years of continuous service
to St. Lucie County as follows:
Ten (10) years
Fifteen (15) years
-Two percent (2%) of base annual salary
-Three percent (3%) of base annual salary
Rev. 08.02 Section 3-4
Twenty (20) years
Twenty-five (25) years
Thirty (30) years
Thirty-five (35) years
Forty (40) years
Forty-five (45) years
Fifty (50) years
-Four percent (4%) of base annual salary
-Five percent (5%) of base annual salary
-Six percent (6%) of base annual salary
-Seven percent (7%) of base annual salary
-Eight percent (8%) of base annual salary
-Nine percent (9%) of base annual salary
-Ten percent (10%) or base annual salary
Length of service and rate of pay will be determined on September 30th of
each year. Awards will be issued in one lump sum and will be distributed to
eligible employees at an annual function.
3.07 HOLIDAYS
The following days normally will be observed as paid holidays:
New Year's Day (January 1st)
Martin Luther King, Jr's Birthday (3rd Monday in January)
Memorial Day (Last Monday in May)
Independence Day (July 4th)
Labor Day (1 st Monday in September)
Veterans Day (November 11th)
Thanksgiving Day (4th Thursday in November)
Friday after Thanksgiving
Christmas Eve (December 24th)
Christmas Day (December 25th)
Floating Holiday (1 Day between October 1st and September
30th)
In the event a holiday falls on a Saturday, the Friday before will be observed.
If the holiday falls on a Sunday, the following Monday will be observed.
When a holiday is observed on a day on which an employee is normally
scheduled to work, the employee will receive holiday pay for the number of
hours for which the employee normally would have been scheduled. For
example, if the employee normally works a ten (10) hour day, the employee
will receive ten (10) hours of pay for the holiday; if the employee normally
works an eight (8) hour day, the employee will receive eight (8) hours of pa.y
for the.holiday. If the holiday is observed on a day on which the employee ~s
not scheduled to work, the employee's holiday will be granted on the first day
he/she would normally be scheduled to work following the date the holiday is
observed as indicated above. For example, if an employee normally works a
four (4) day week, such as ten (10) hours a day, Wednesday through
Saturday, and a holiday is observed on a Monday, the employee will receive
Wednesday off with ten (10) hours pay. If the employee's Department Director
determines, however, that the needs of the department will not permit the
Rev. 08.02 Section 3-5
employee to have a day off on that day, the employee will work that day at
his/her regular rate of pay and also receive holiday pay equal to his/her
normally scheduled hours at regular rate of pay.
All non-exempt employees who work on a holiday will be paid at a rate of one
and a ha f (1 112) times their regular hourly pay. Holidays are not considered
as time worked for payroll purposes of determining whether overtime is due.
Unless an employee has received prior written approval to be off on a
scheduled workday preceding and/or following a holiday, the employee must
work the scheduled work day(s) in order to receive holiday pay.
3.08 VACATION LEAVE
Vacation time off with pay is available to eligible employees to provide
opportunities for rest, relaxation and personal pursuits. Employees the
following employment classification(s) are eligible to earn and use vacation
time as described in this policy:
· Regular full-time employees
· Regular part-time employees with limited benefits
The amount of paid vacation time employees receive each year
increases with the length of their employment as shown in the following
schedule:
· Upon initial eligibility the employee is entitled to 10 vacation days each year,
(two weeks) accrued biweekly at the rate of 3.08. Limited vacation hours
160 (cap). Based on 80 hours.
· 5 years to 10 years of eligible service, the employee is entitled to 15
vacation days each year, (3 weeks) accrued biweekly at the rate of 4.62.
Limited vacation hours 240 (cap). Based on 80 hours.
· 11 years to 20 years of eligible service, the employee is entitled to 20
vacation days each year (4 weeks), accrued biweekly at the rte of 6.16.
Limited vacation hours 320 (cap). Based on 80 hours.
· 21 years to 25 years of eligible service, the employee is entitled to 1
additional day per year for a maximum of 5 weeks as follows:
21 years of eligible service, the employee is entitled to 21 vacation
days each year, accrued bi-weekly at the rate of 6.46. Limited
vacation hours 335 (cap). Based on 80 hours
22 years of eligible service, the employee is entitled to 22 vacation
days each year, accrued bi-weekly at the rate of 6.78. Limited
vacation hours 352 (cap). Based on 80 hours.
Rev. 08.02 Section 3- 6
23 years of eligible service, the employee is entitled to 23 vacation
days each year, accrued bi-weekly at the rate of 7.08. Limited
vacation hours $68 (cap). Based on 80 hours.
24 years of eligible service, the employee is entitled to 24 vacation
days each year, accrued bi-weekly at the rate of 7.40. Limited
vacation hours 384 (cap). Based on 80 hours.
25 years and up of eligible service, the employee is entitled to 25
vacation days each year (5 weeks), accrued bi-weekly at the rate of
7.70. Limited vacation hours 400 (cap). Based on 80 hours.
Any vacation leave not used within twenty four (24) months from date earned
will be considered forfeited and lost, except when an employee has been
denied use of leave because of the needs of the County. In those cases, the
County Administrator or his designee may extend the period during which the
leave may be used.
Employees who have completed six (6) months or more service shall, upon
leaving the County in good standing, be paid for accrued vacation leave. Any
accumulated vacation leave will be paid in the last regular check an employee
receives, provided the Finance Department is informed of the termination in
time to include it on the last regular check and the termination is not for
misconduct. If the Finance Department does not receive the information in
time and the termination is not for misconduct, payment for accumulated
vacation leave will be made at the end of the next pay period. Vacation leave
will not be added to the last day worked to determine the termination date.
The length of eligible service is calculated on the basis of a "calendar year."
This is the 12-month period that begins when the employee starts to earn
vacation time. Military leave has no effect on this calculation. (See individual
leave of absence policies for more information.)
Once employees enter an eligible employment classification, they begin to
earn paid vacation time according to the schedule. However, before vacation
time can be used, a waiting period of six months must be completed. After
that time, employees can request use of earned vacation time including that
accrued during the waiting period
Paid vacation time can be used in minimum increments of .25 hours. To take
vacation, employees should request advance approval from their supervisors.
Requests will be reviewed based on a number of factors, including business
needs and staffing requirements.
Vacation time off is paid at the employee's base pay rate at the time of
vacation.
In the event an employee wishes to take more than his or her creditable
vacation leave, the employee may or may not, at the discretion of the County
Rev. 08.02 Section 3 -7
Administrator or his designee, be granted extra leave without pay. Leave
without pay will not be granted if vacation time is available.
Vacation leave may be used for sick leave in the event accumulated sick
leave is not sufficient to cover length of illness or injury.
For payroll purposes, vacation leave will not be considered as time worked.
As stated above, employees are encouraged to use available paid vacation
time for rest, relaxation, and personal pursuits. In the event that available
vacation is not used by the end of the benefit year, employees may carry
unused time forward to the next benefit year. If the total amount of unused
vacation time reaches a "cap", further vacation accrual will stop. When the
employee uses paid vacation time and brings the available amount below the
"cap", vacation accrual will begin again.
3.09 SICK LEAVE
Sick leave with pay shall be accrued at a rate of one (1) working day for each
month of service. There is no maximum on the amount of sick leave an
employee may accumulate. Sick leave will be used based upon fifteen (15)
minute intervals for all non-exempt employees. Exempt employees will use
sick leave in c!§ht (8) four (4) hour intervals.
In case of illness within the immediate family (refer to Section 3.15 for a list of
immediate family) sick days (if available) may be taken annually to care for
immediate family members. This time will be deducted from your sick leave
balance. This restriction does not apply to leave taken under the Family
Medical Leave Act.
Sick leave is a privilege which shall be allowed only in cases of personal
sickness, injury, or disability, including pregnancy, scheduled doctor or dentist
appointments, or legal quarantine because of exposure to a contagious
disease.
In order to be granted s ck leave with pay an employee must notify his/her
immediate supervisor no later than thirty (30) minutes after the beginning of
the scheduled work day of the reason for his/her absence, unless the
employee is unable through no fault of his/ her own, to give such notice.
NOTE: Please check for your individual department's rules regarding call-in
time.
In the event that an employee is absent for three (3) or more consecutive
working days, he/she may be asked to submit a medical certificate signed by
a physician stating the kind and nature of his/her sickness or injury.
Employees who are excessively absent or who have a pattern of absences,
will be asked to provide a medical certificate. Any employee who uses sick
leave when physically fit may be discharged.
Rev. 08.02 Section 3 -8
Unless otherwise required by law, the County will not be required to return an
employee to work from leave for a non-work related iniury or'illness absent ~
written certification from his/her treatinq physician releasinq him/her to full
duty for his/her position.
When accumulated sick leave is not sufficient to cover an illness or injury, the
employee shall use his/her vacation leave to help cover time needed for
illness or injury. In the event no sick or vacation leave is available and the
employee does not qualify for any other type of leave, the employee will not
be paid for the absence.
All County employees shall be entitled to terminal "incentive pay" for
accumulated and unused sick leave to be paid to each employee upon normal
or regular retirement, or termination, or resignation, other than for misconduct,
after six (6) years of creditable and continuous service with St. Lucie County,
and to the beneficiary if service is terminated by death, after six (6) years of
creditable and continuous service. The payment shall be determined by using
the rate of pay received by the employee at the time of retirement,
termination, resignation, or death. Terminal pay allowable for unused sick
leave shall not exceed a maximum of four hundred eighty (480) hours for
employees with ten (10) or more years of creditable county employment and
two hundred forty (240) hours for employees with six or more but less than ten
(10) years of creditable county employment. This payment shall not be
considered in any state retirement system as salary payments, and shall not
be used in determining the average final compensation of an employee on
any state administered retirement system.
For payroll purposes, sick leave will not be considered as time worked.
Pursuant to Section 1-2-16, St. Lucie County Code of Ordinance and
Compiled Laws, any employee found guilty in a court of competent jurisdiction
of committing, aiding, or abetting an embezzlement or theft from his/her
employer, or bribery in connection with employment, committed prior to
retirement or creditable termination as provided in Subsection 1-2-16(b),
whose employment is terminated by reason of his/her admitted committing,
aiding, or abetting of an embezzlement or theft from his/her employer or by
reason of bribery or for cause, or who, prior to creditable termination or
retirement as provided in Subsection 1-2-16tb), is adjudged by a court of
competent jurisdiction to have violated any state law against strikes by public
employees shall forfeit all rights and benefits under this section. Any
employee whose employment terminates as a result of an act committed
subject to this section or for cause will not be given credit for unused sick
leave accumulated prior to termination should he be re-employed at a later
date.
3.10 SHARED SICK LEAVE
1. This is a voluntary program to provide income for those County
employees who have extended medical problems, but are not eligible
Rev. 08.02 Section 3- 9
for disability, workers compensation or retirement benefits. County
employees must have successfully completed their initial evaluation
period to be eligible to receive donated sick leave. Eligibility to receive
program benefits is contingent upon the exhaustion of all individually
accrued sick leave and vacation time.
2. The employee or someone on his behalf may request sick leave
benefits from this program which will be substantiated by a verified
physician's certification which shall include a cause of the illness or
injury certifying the existence of the illness which prevents the
employee from performing assigned duties and stating the anticipated
duration of the illness. Department Directors may recommend an
employee to receive such donated sick leave subject to the approval of
the County Administrator or designee. The County Administrator or
designee may request a certification from a second physician at any
time and at the employee's expense. Written Certification from any
physician may be required every thirty (30) calendar days or less often.
3. An employee may donate sick leave hours to the program at any time
and must specify the employee to be the recipient of the donation. Sick
leave contributions to the program are irrevocable and cannot be
returned to the donating employee. The donating employee must have
over fourteen (14) sick leave days after the donation of sick leave. Any
donated sick time will be deducted from the employee's sick leave
accumulation in increments of eight (8) hours or ten (10) hours and will
not be reflected as time used by the employee.
4. The maximum number of workdays if available in the shared sick leave
program, which can be used by an employee during his employment, is
240 days. An employee is limited to 120 workdays (if available) for one
period of absence from work during a twelve (12) month period. An
employee will not be eligible for donated sick leave while receiving
disability, retirement or Social Security.
5. The following are exclusions, limitations and termination of benefits:
a. Any occupationally related accident or illness for which workers
compensation benefits are payable
b. Horseplay or intoxication by alcohol or drugs while at work, or a
failure to obey instructions or use a safety device while at work.
c. Intentionally self-inflicted injuries.
Rev. 08.02 Section 3-10
d. Injury occurring in the course of committing a felony or assault
e. Active duty in the armed forces.
fo
War, insurrection, rebellion, or active and illegal participation in a
riot.
go
Cosmetic surgery or treatment deemed medically unnecessary by
a physician
Confinement to a penal or correctional institution as a result of
conviction for a criminal or other public offense.
A participating employee will immediately lose the right to use Shared Sick
Leave Program benefits because of the following:
a. Termination of employment.
b. During a suspension without pay.
Failure to provide the required physician certification and any
abuse or misuse of the Sick Leave Policy for which the
employee has been disciplined within twelve (12) months of the
commencement of the disability, exhaustion of maximum
Shared Sick Leave Program days; fraud or misrepresentation
in requesting or use of the Shared Sick Leave Program
benefits.
An employee who was using donated sick leave will not be paid for any
unused donated sick leave upon retirement.
If a designated critically ill or disabled employee does not use all of the
donated sick leave, the donors cannot recover their sick leave donation.
Normal sick leave and vacation leave will not accrue while an employee is
using paid donated sick leave.
3.11 SICK LEAVE INCENTIVE
As .an incentive for not abusing the sick leave policy, employees may earn
extra credit for vacation in accordance with the following policy. When you
have been employed by St. Lucie County for a minimum of two (2)
Rev. 08.02 Section 3- 11
consecutive years and have unused sick time available, you will be entitled to
extra paid vacation days as listed in the table below:
EXTRA PAID VACATION DAYS
120 hours 1
240 hours 2
360 hours 3
480 hours 4
600 hours 5
720 hours 6
840 hours 7
960 hours 8
1080 hours 9
1200 hours 10
There will be no limit on the amount of sick time accumulated, although extra
vacation time will be limited to ten (10) days, regardless of the amount of sick
time that the employee may accumulate over 1200 hours.
As additional vacation days are earned and taken, they will be deducted from
your available sick pay accumulation.
For payroll purposes, a vacation day is considered to be eight (8) hours,
except for eligible part-time employees whose leave will be pro-rated.
Extra vacation days must be taken in eight (8) hour increments only, except
for eligible part-time employees whose leave will be pro-rated. Part -time
employees must take their full pro-rated day.
Employee eligibility will be calculated annually as of September 30th.
Employees will be notified of any extra vacation days for which they are
eligible. Employees must take this time off during the following fiscal year
ending September 30th, or forfeit their extra vacation days.
Subject to the approval of the Department/Division Head and County
Administrator, employees may receive pay, in lieu of sick incentive vacation
days. The hours equal to the pay received will be deducted from the
employee's accumulated sick leave.
3.12 FAMILY AND MEDICAL LEAVE
In accordance with the Family and Medical Leave Act of 1993, the County will
provide up to twelve (12) weeks of job-protected leave (paid or unpaid in
accordance with Sections 3.08, 3.09 and 3.13) to eligible employees for
certain family and medical reasons. Employees are eligible if they have
worked for the County for at least one (1) year and worked at least 1240
hours for the County over the previous twelve (12) months.
Rev. 08.02 Section 3- 12
Reasons for Taking Leave:
· To care for the employee's child after birth, or placement for
adoption or foster care.
· To care for the employee's spouse, son or daughter, or parent,
who has a serious health problem.
· For a serious health condition that makes the employee unable
to perform the employee's job.
Advance Notice and Medical Certification:
The employee must provide 30 days advance notice when the leave is
"foreseeable."
As appropriate, employee must provide notice of birth or adoption, or medical
certification to support a request for leave because of a serious health
condition for himself or a member of his/her family.
Second or third medical opinions (at the employer's expense) may be
required. In the event the leave is due to an employee's serious health
condition, a fitness for duty report is required for the employee to return to
work. Employees who are not capable of performing the essential functions of
their regular positions at the end of Family and Medical Leave lose their
reinstatement and restoration rights.
Job Benefits and Protection
St. Lucie County will maintain the employee's health coverage for a maximum
of three (3) months. Employee is required to pay his/her contributions for
single or family medical coverage and any other electives by the first of the
month. Employees who do not return from leave will be required to reimburse
the County for the portion of health insurance premiums paid by St. Lucie
County during their Family and Medical Leave.
Upon return from Family and Medical leave, the employee (with the exception
of key employees as defined by the FML^) will be restored to his/her original
position or an equivalent position with equivalent pay, benefits, and other
employment terms.
The use of Family and Medical Leave will not result in the loss of any
employment benefit that accrued prior to the start of an employee's leave.
As noted, employees are eligible for twelve (12) leave weeks in a rolling
twelve (12) month period. Leave begins on the first day of absence
regardless if the employee is using sick or vacation time or is in a no pay
status.
Rev. 08.02 Section 3-13
Forms to apply for a Family and Medical Leave are available through the
Human Resources Department. Employees may also apply by submitting a
written request to their Department Head or Division Manager.
3.13 LEAVE WITHOUT PAY
The decision to grant a leave without pay (leave of absence) is a matter of
administrative discretion, and may only be approved by the County
Administrator or his designee. Leaves without pay must be requested by the
employee at least two (2) weeks prior to the leave, unless circumstances
satisfactory to the County Administrator/designee render advance request
impossible. All leave requests must be in writing, and indicate a beginning
and an ending date (No leave without pay shall extend beyond ninety (90)
days. All approved leaves of absence shall be granted in increments of thirty
(30) days or less. Extension may be granted if requested at least seven (7)
days prior to the expiration of the leave, and approved by the County
Administrator or his designee.
The following provisions apply to leave without pay status:
An employee granted a leave of absence must keep the department informed
of his/her current activity (school, medical, military, etc.) each time a request
for extension of the leave is made.
An employee, who obtains either part-time or full-time employment elsewhere
while on an authorized leave of absence, may be discharged unless specific
approval by the County Administrator/designee is received in advance.
An employee granted a leave of absence shall contact the Department Head
at least two (2) weeks prior to the expiration of the leave in order to facilitate
the reinstatement process.
Leave without pay shall not begin until after the employee has used all
accumulated vacation and/or sick leave.
Failure to return to work at the expiration of the leave shall be considered a
resignation.
No sick leave or vacation shall be accrued by an employee while he/she is on
leave without pay.
The employee will be responsible for the entire cost of his/her insurance
premium while on leave without pay.
An effort will be made to return the employee to the position and status held
immediately prior to his/her leave of absence. If the employee's former
position is filled, he/she may be transferred to a position for which he/she
Rev. 08.02 Section 3-14
qualifies, subject to the approval of the Department Head and the County
Administrator. If no vacancy exists for which the employee qualifies, he/she
will be placed in a layoff status with recall rights.
Time spent on leave of absence shall not constitute a break in service.
However, the time shall not be credited toward retirement, vacation, sick leave
or toward satisfying the probationary period.
In exceptional cases, leave without pay may be extended beyond three (3)
months with approval of the County Administrator.
3.14 WORKERS COMPENSATION LEAVE
During orientation, you will receive a Worker's Compensation Handbook that
outlines the managed care program the County has implemented for
employees. The handbook explains all procedures to be followed in case of
on-the-job injury. It also details the employee's rights and responsibilities.
Any employee who is injured in the performance of his/her duties as an
employee of St. Lucie County may, if the injury prevents him/her from working
in any capacity, be granted a leave of absence. In the event that an employee
is injured on the job, he/she must immediately notify his/her supervisor of
such injury so proper notification may be provided to the County Worker's
Compensation carrier.
In the event that the County has a reason to suspect that an accident was
caused primarily by intoxication or impairment as a result of an employee's
use of controlled substances or alcohol, the County may require the employee
to submit to a post-accident drug/alcohol test and/or physical examination.
The employee's failure to submit to the drug/alcohol test or physical
examination will be considered misconduct, which is grounds for suspension
without pay or discharge from employment with the County. Note: all
employees involved in accidents that result in injury requiring professional
medical care, will be tested for drug/alcohol influence.
In no event will an employee receive payments from the County while on
worker's compensation leave in an amount in excess of the employee's
wages for his/her regular work week.
An employee will be paid for his reqularly scheduled hours on the date of an
injury or for that part of his reqularly scheduled hours spent receivin.q
treatment on the date of the injury. If his/her treatment extends past his/her
reqularly scheduled hours that day, he/she will not be paid for the additional
time spent in the emer.qency room, etc.
After the seventh (7th) day off work, Worker's Compensation coverage pays
two-thirds (2/3) of pay. Sick pay, if available, may be used to supplement
Worker's Compensation, including the first seven (7) days.
Rev. 08.02 Section 3-15
All employees will be required to use available sick leave when leaving work
for medical appointments related to injuries or illnesses covered by Worker's
Compensation.
3.15 FUNERAL LEAVE
In case of the death of an employee's mother, father, foster parents,
stepmother, stepfather, grandparents, great-grandparents, grandparents-in-
law, step grandparents, sister, brother, stepbrother, stepsister, wife, husband,
son, daughter, stepchildren, foster children, grandchildren, mother-in-law or
father-in-law, the employee shall be allowed a maximum of three (3) days in-
state and five (5) days out-of-state to attend the funeral, at a rate of eight (8)
hours per day, provided adequate notice is given to his/her supervisor and
such leave is approved by the Department Head/Division Manager.
For payroll purposes, Funeral Leave will not be considered as time worked for
purposes of determining whether overtime is due.
3.16 JURY DUTY OR WITNESS LEAVE
Any employee shall be given necessary time off without loss of pay when
performing jury duty or when called by proper authority to be a witness in a
legal proceeding concerning St. Lucie County business, provided such call to
duty is reported in advance to his/her supervisor and approved by the Division
Manager. Any fees paid to the employee for the performance of jury duty or
being a witness shall be turned over to the County. The employee, if any,
shall retain mileage fees.
For payroll purposes, jury duty and witness leave will not be considered as
time worked for the purposes of determining whether overtime is due.
An employee who is subpoenaed as a prospective juror or as a witness shall
be granted leave with pay for up to twelve (12) weeks.
In no case shall administrative leave with p.ay be granted for court attendance
when an employee is the defendant or ~s engaged in personal litigation,
unless such actions are a result of an act performed by the employee as a
part of his/her official duties as an employee of the County.
3.17 MILITARY LEAVE
Employees who are members of the Florida National Guard or other military
reserve units who are duly ordered by their commanding officer to engage in
active duty, field exercises, or other training shall be entitled to a leave of
absence from their respective duties for up to a maximum of seventeen (17)
days. Said employees shall be entitled to the full pay and benefits they would
Rev. 08.02 Section 3-16
have otherwise earned during said leaves of absence. If the leave exceeds
seventeen (17) days, it will be without pay.
Upon the termination of such service, or upon their honorable discharge, they
shall have the right to return to their position or a comparable position in the
County service, provided such position still exists and they are otherwise
qualified, without suffering any loss of standing or seniority of any kind
whatsoever.
Federal and State regulations may supersede the above. Employees are
advised to consult the Human Resources Department for information
concerning health and life insurance continuance while on military leave.
The County will comply with the Uniformed Services Employment and Re-
employment Rights Act of 1995 (USERRA). A copy is on file in the Human
Resources Department.
An employee drafted or ordered to active duty in connection with reserve
activities other than short-term training, as outlined in the first paragraph
above shall, upon presentation of a copy of his/her official orders, be granted
to a leave without pay extending ninety (90) calendar days beyond the date of
separation from the military services.
All unused leave benefits shall be retained by the employee who shall have
the same credited to his/her records if applying for reinstatement. During such
leaves of absence the employee shall be entitled to preserve all rights
established by the County Employee Handbook.
Upon separation from military service, the employee must request
reinstatement within the ninety (90) calendar day period immediately following
separation. The County may require the employee to undergo a medical
examination and drug test to determine fitness to perform the duties of the
position to which he/she may be returning. If the employee volunteers for an
additional tour of military duty, he/she forfeits reinstatement rights.
3.18 GENERAL LEAVE PROVISIONS
An effort will be made to place an employee returning from an approved non-
military leave of absence into his/her former position or in a reasonably
comparable position. However, St. Lucie County is unable to guarantee the
availability of such a position.
If the former position is not available and a comparable available position
cannot be found, the employee will be placed on layoff status with recall
rights.
Rev. 08.02 Section 3-17
Effective dates:,
Leave of absences shall be effective the first day of absence and shall
continue through the last day of absence.
Limitation on Leave Without Pay
Fringe Benefits
An employee shall not earn annual or sick leave benefits while on leave
without pay.
Wage Increases
The time during which an employee is on leave without pay shall not
count toward eligibility for wage increases. An employee shall not
receive any wage increases while on leave without pay.
The availability of group insurance
Federal and State law (i.e. COBRA).
An employee will be responsible for the entire cost of their insurance
premium while on leave of absence.
coverage will be in accordance with
3.19 UNIFORMS
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.......... -~ ............................ u ........... . of
The initial uniform supplied to designated employees will consist of one
uniform for each scheduled workday in one week. Caps and/or coveralls may
DIv ...... 1~
also be supplied to certain designated employees. ' ~"~"~'
Department Heads will determine the uniform, within the above guidelines for
each position. Uniforms will be supplied initially to designated employees at
the County's expense. Uniforms will be replaced by the County at its expense
on a yearly basis. All existinq uniforms must be turned in before a
replacement is issued. Employees may purchase additional uniforms at their
own expense.
Employees w be required to sign an acknowledgment for receipt of initial
uniforms and each replacement uniform. Newly hired employees will be
issued uniforms at the end of their evaluation period.
If any employee retires or is terminated less than one (1) year after receiving
any uniform, the employee will be charged for the uniform on a pro-rata basis.
An employee's rate of compensation for the last week worked before
Rev. 08.02 Section 3-18
retirement or termination shall not be reduced below the minimum wage as a
result of charges for uniforms. The amount changed will be based upon the
number of months until the uniform would have been replaced. For example, if
an employee works nine (9) months (3/4 of one year) after receipt of the
uniform, the employee will be charged one-fourth (1/4) of the cost of the
uniform. All emblems identifying St. Lucie County must be removed from the
uniforms and turned into an employee's immediate supervisor upon
termination. The emblem must be turned in before final wages and benefits
are paid to a terminated employee. A terminated employee may keep any
uniform from which the County emblems have been removed.
The County shall only supply uniforms which are specifically listed in
the current Uniform Contract. No off contract items will be supplied.
3.19.1 Bargaining Unit Employees
Certain Barqaining Unit employees will be required to wear a County uniform
as a requirement of their job function. Department Directors will determine
which positions require uniforms. The wearing of uniforms is mandatory for
employees workin,q in those positions. Any exception to wearing of a
prescribed uniform will be subiect to the prior approval of the County
Administrator or his desi,qnee. Failure to comply with this requirement shall
result in disciplinary action.
3.19.2 Non-Bar.qaininR Unit Employees
Certain Non-BarqaininR Unit employees will be required to wear a County
uniform as a requirement of their job function. Department Directors will make
a recommendation to the County Administrator for approval listinq the
positions requiring uniforms. The recommendation is to be submitted
annually in conjunction with the budget process. The recommendation shall
be submitted on the prescribed form and detail the position, type, style and
color of uniforms. The wearinq of uniforms is mandatory for employees
working in those positions. Any exception to wearing of a prescribed uniform
will be subject to the prior approval of the County Administrator or his
designee. Failure to comply with this requirement shall result in disciplinary
action.
3.19.2.1 Guidelines
The following Guidelines have been prepared to assist Department
Directors when considering if uniforms are to be recommended:
Rev. 08.02 Section 3-19
3.19.2.1 When an employer provides uniforms, Federal tax laws,
rulinqs and reRulations stipulate that, in order to be excludable from an
employee's wares, the uniforms A) must be required by the
employer and B) cannot be adaptable for .qeneral use. If both of
these conditions are not met, the value of the uniforms must be
recoRnized as compensation and included in the employee's wares
and Federal employment taxes must be withheld and paid.
3.19.2.2 Wearin.q a uniform is prohibited except when the employee
is on du{'y or commutinq to or from the work site.
3.19.2.3 Consideration as to the method in which uniforms are to be
provided (rental, purchase, etc.).
3.19.2.4 Uniforms should be furnished only under those circumstances
in which the benefits far outweiqh the costs of providinq uniforms. Such
cimumstances include, but may not be limited to:
a. fostering public safety: when the employee must be readily
identifiable to the public as a fiqure of authority or when the
employee's duties require frequent access to private property in
an official capacity;
b. maintaining employee safety; where the uniform provides a
deqree of protection not afforded by street wear (i.e. overalls,
smocks, .qoqqles, etc.);
c. preventing employee hardship; where the nature of the iob
soils or destroys clothinR considerably faster or to a much .qreater
extent than is occasioned by normal wear and tear; and
d. adhering to professional or trade practices; where certain
types of dress conform to the expectations of society.
3.19.2.5 Except when there are clear and compellin.q circumstances
to the contrary, uniforms should only be provided to those employees
whose duties put them in frequent, reRular and repetitive contact with
the public and the nature of that contact requires the exercise of
authority by the County employee.
3.19.2.6 Uniforms
a. should enhance employee or orqanizational morale;
b. should auqment an employee's compensation; or
c. should substitute for a normal, common sense dress code or the
enforcement of such a code.
3.19.2.7 Uniform colors and styles should not be:
a. radical in desiqn or of a style likely to reflect poorly on the County;
b. misleadin.q as to the nature of the iob;
c. suitable for use as street wear; or,
d. easily confused with uniforms used for other purposes.
3.19.2.8 Expenditures for uniforms shall not be made when such
expenditures would, under Federal income tax or employment laws,
Rev. 08.02 Section 3-20
result in additional compensation to the employees with respect to
whom such expenditures would be made.
Rev. 08.02 Section 3-21
SECTION 4 - MAKING THE COUNTY A BETTER
PLACE TO WORK
4.00 CODE OF WORKPLACE CONDUCT
It is the intention of St. Lucie County that effective supervision and sound
employee relations will remedy issues or situations that would otherwise
necessitate disciplinary action. The purpose of having work rules and taking
disciplinary action for violating such rules is to insure that County operations
are safe and efficient for employees and the citizens served. The
administration of discipline will be constructive, equitable and consistent, and
when appropriate, progressive in nature, it should be noted that this
Handbook is not intended to create a contract between the County and an
employee, but to provide information on the policies and benefits currently in
place for County employees.
Applying Disciplinary Actions
There can be no mechanical formula for the application of disciplinary action.
Each instance of improper conduct or deficiency will be viewed and judged on
the merits of that situation. First offenses typically will result in an oral or
written warning. Succeeding offenses will justify stronger disciplinary actions
until the employee corrects the problem or, failing this, is discharged. In
determining the appropriate disciplinary action, the following will be taken into
consideration:
1. The seriousness and circumstances of the particular offense.
2. The past record of the employee, including length of service.
The lapse of time since the employee last required a disciplinary
action.
4. County practices in similar cases.
Types of Disciplinary Action
Oral Warning: an employee's supervisor or manager will discuss the incident
of misconduct or deficiency with the employee and make note of it in division
department records. A copy will be placed in the employee's personnel file.
Wdtten Reprimand: an employee's supervisor or manager will
document an incident of misconduct or deficiency in a memorandum or
notice to the employee. A copy will be placed in the employee's personnel
file.
Rev. 08.02 Section 4-I
Suspension Without Pay: An employee will be notified by his/her
supervisor or manager at the time of the suspension of the reason for the
action and the correction expected. Written notification will also be given to
the employee within five (5) working days of the first day of suspension. The
Department Director, Human Resources Director, and the County
Administrator must approve the action before it is implemented. A copy of the
notice will be placed in the employee's personnel file.
Discharge: An employee will be notified by his/her supervisor or
manager at the time of the discharge of the reason for the discharge.
Written notification will also be given to the employee in writing within
five (5) days of the discharge. The Department Director, Human
Resources Director, and the County Administrator must approve the
action before it is implemented. A copy of the notice will be placed in
the employee's personnel file.
· See Section 1.10 for pre-termination hearing rights.
Type of Offenses - Major
A major offense is misconduct so serious in nature that discharge is
appropriate without regard to an employee's length of service, prior record or
any other consideration. The following are examples of such offenses, but
they are not to be considered all-inclusive:
· Assault on an employee or member of the public
· Gross insubordination
· Consuming alcohol or using, buying, selling or manufacturing illegal
drugs while on duty
· Falsification of a public record or document
· Use or threatened use of a weapon while on duty
· Unethical conduct as specified in Chapter 112, Florida Statutes (copy
available for reading in Human Resources Department)
· Being found guilty or pleading guilty or nob contendere to any crime
related to employment
· Theft
Types of Offenses -Other
Offenses are instances of misconduct or deficiencies that do not automatically
fall into the major offense category but warrant disciplinary action. Note that
Rev. 08.02 Section 4-2
any of the following offenses, depending on the particular circumstances,
could be considered a major offense resulting in discharge. Note also that
because the County follows progressive discipline, repeated offenses will
likely result in suspension and/or discharge from employment.
The following list of offenses includes situations that require disciplinary action
up to and including discharge. This list is not and cannot be all-inclusive, but
is meant to provide illustrative examples only:
· Insubordination
· Failure to perform assigned tasks
· Failure to follow instructions or directions
· Tardiness
· Absenteeism
· Unauthorized distribution of materials on County premises or while on
duty
· Unauthorized solicitation or sales on County premises or while on duty
· Use of profane or obscene language
· Absence from work without authorized leave
· Leaving work station without authorization
· Sleeping while on duty
· Revealing privileged or confidential information to unauthorized persons
· Gambling while on duty
· Misappropriation of funds
· Fighting or acts of violence, including threats, corporal punishment or
verbal or physical abuse of an employee or the public
· Destruction, abuse of or unauthorized use of County property or
equipment
· Violating or failing to follow established County or Departmental rules
and policies
· Indecent or immoral behavior while on duty
Rev. 08.02 Section 4-3
· Neglect of the safety of others or committing unsafe acts while on duty
· Discrimination in employment decisions
· Violation of the County's anti-harassment policy
· Inadequate performance or incompetence
· Intentional misrepresentation of a claim for veteran's preference
Indictments
Employees formally charged with a felony (by indictment, information or
otherwise) will be suspended automatically without pay. The suspension will
continue until any such charge is finally resolved by a trial, by dismissal or
quashing of the charge, or otherwise. Employees found guilty, or who enter a
plea of guilty or nob contendere, will automatically forfeit their position in
County service. If the charges are dismissed or quashed or the employee is
acquitted, the employee will be reinstated. Disciplinary action taken in
response to any other resolution of the charges will be handled on a case-by-
case basis.
4.01 CODE OF ETHICS
It is the policy of the County that no officer or employee of the County shall
have any interest, financial or otherwise, direct, or engage in any business or
transaction or professional activity or incur any obligation of any nature which
is in substantial conflict with the proper discharge of his/her duties in the
public interest. The County shall require strict adherence to the provisions of
Chapter 112, Part III, Florida Statues, entitled "Code of Ethics for Public
Officers and Employees."
No officer or employee of the County shall accept or solicit any gift,
favor, or service, which might tend to improperly influence him/her in
the discharge of his/her official duties. Employees may not accept any
item or items of value greater than $100.00 per year in the form of
loans, advances, "kickbacks" or other gifts, gratuities, favors and
entertainment from a supplier, bidder, other parties doing business with
the County government or from a non-related County employee (such
as a supervisor or Department Director).
No officer or employee of the County shall use, or attempt to use,
his/her official position to secure special privileges or exemptions for
himself/herself, or others, or for personal gain or benefit.
No officer or employee of the County shall accept employment or
engage in any business or professional actMty in which he or she
might reasonably expect or would require or induce him or her to
Rev. 08.02 Section 4-4
disclose confidential information acquired by him or her by reason of
his or her official position.
If an officer or employee of the County is an officer, director, agent,
member of, or owns a controlling interest in any corporation, firm,
partnership, or other business entity which is subject to the regulations
of, or has substantial business commitments
from the County, he or she shall file a sworn statement disclosing such
interest with the Clerk of the Courts and provide a copy to the County
Administrator.
No officer or employee of the County shall accept other employment,
which might create continuous or frequent conflict of interest or impair
his/her independence of judgment in the performance of his or her
public duties.
All full-time County officers or employees shall report in writing other
employment and the nature of the employment to their supervisors.
No officer or employee of the County shall receive any compensation
for his/her services as an officer or employee of the County from any
source other than the County, except as may be otherwise provided by
law.
No officer or employee of the County shall use County time, materials,
or property in the pursuit of outside business or employment.
No officer or employee of the County shall take part in any business
transaction in violation of Section 112.313(3), Florida Statutes.
10.
No officer or employee of the County shall have personal investments
in any enterprise, which will create a substantial conflict between
his/her private interests and the public interest.
11.
No officer or employee of the County shall endorse or in anyway
indicate his/her approval of a product or service in a manner that would
imply he/she was representing the County or that the County also
endorses the product or service.
It is not the intent of these rules to prevent any officer or employee of the
County from accepting employment that does not interfere in any way with the
full and faithful discharge of his/her duties to the County.
In addition to the penalties provided in Section 112.317, Florida Statutes, for
violations of Chapter 112, Part III, violations of these policies shall constitute
grounds for discharge from employment or other disciplinary action.
Rev. 08.02 Section 4-5
4.02 POLITICAL ACTIVITY
No employee shall use his/her official authority as an employee to influence or
attempt to influence, coerce, or attempt to coerce a political body or to in
anyway interfere with any nomination or election of any person to any public
office.
All employees desiring to run for a public office must follow the provisions of
Section 99.012, Florida Statutes. The County requires that all such employees
subject to the law must, at a minimum, either resign or take a leave of
absence without pay, at the employee's option, upon qualifying to run. If an
employee elects to take leave of absence without pay, the employee may also
elect to use any and all annual leave available to him/her prior to the leave of
absence without pay except as otherwise stated by Florida Statute.
Employees may not hold or be a candidate for public office unless such
candidacy or holding of office is authorized by the County Administrator as
involving no interest which conflicts, or activity which interferes, with their
duties as an employee. Request for authorization to hold or be a candidate for
public office must be submitted in writing to the County Administrator no later
than thirty (30) days prior to the deadline for qualifying for the office. The
County Administrator or designee will authorize or deny the request within ten
(10) days of its receipt. An employee who qualifies as a candidate for or holds
office without first obtaining authorization in accordance with this section will
be ineligible for continued employment and will be deemed to have resigned
from County employment.
The use of St Lucie County employee work time or equipment, supplies or
funds to assist candidates for public offices is prohibited.
4.03 CONFLICT OF INTEREST
Employees in a position to influence County actions shall refrain from
business, professional and other relationships which may affect the exercise
of th.eir independent judgment in dealing with County suppliers of goods or
services or with other public agencies (this section is not meant to prohibit
such incidentals as lunch, dinner or minor social activity).
An outside personal economic relationship which affords present or future
financial benefits to an employee, his family or to individuals with whom
he/she has business or financial ties may be considered a conflict of interest
requiring evaluation by the County Administrator.
It may be a conflict of interest for an employee to be engaged in a private
business or financial relationship, which may secure advantage of goods,
services, or influence due to the position of the employee with the County.
Rev. 08.02 Section 4-6
An employee having a conflicting outside personal economic relationship,
under the conditions specified above, shall disclose in a written statement to
his/her Department Director or Division Manager at six month intervals, the
nature and scope of his/her outside personal economic interest and the extent
of financial benefit received. If the employee is in doubt about being engaged
in a conflict of interest, it is the employee's responsibility to seek clarification
from his/her Department Director or Division Manager.
If conflict of interest is found to exist, the Department Director or Division
Manager will resolve the matter with the employee. Statements of an
employee outside economic interest shall be transmitted to the County
Administrator, the Human Resources Department, and the County Clerk of
the Courts.
It may be a conflict of interest for an employee to designate sources for
procurement or procurement of pads, materials, services, supplies and
facilities by purchase or lease, or to sell or lease to the County in his/her own
name or in the name of others.
4.03.01 DISCLOSURE OF INFORMATION
Information, which is obtained in the course of official duties, shall not be
released by any employee other than those charged with this responsibility as
a part of their official duties and must be approved by the County
Administrator before release.
4.04 ATTENDANCE AND PROMPTNESS
The importance of getting to work on time and being present every day should
need no explanation. If you must be absent or are going to be late, it is your
responsibility, to notify the Division Manager or your supervisor no later than
thirty (30) minutes after the beginning of the scheduled workday. Please
check your department rules for individual call-in regulations.
4.05 OUTSIDE EMPLOYMENT
All employees holding outside jobs of any type shall communicate in writing
the nature of these jobs to their Division Manager. The Manager shall submit
this information to the Human Resources Department.
The Human Resources Department will review these outside job requirements
to assure that there is no violation of the conflict of interest laws and
regulations established by the State and County.
During working hours, the employee is to be concerned strictly with the
business of the County and the duties of his/her position. At no time during
Rev. 08.02 Section 4-7
working hours shall the employee perform any services or make or receive
any telephone calls that are not a part of the employee's job responsibilities
with the County.
4.06 EQUAL OPPORTUNITY EMPLOYMENT
The Board of County Commissioners, St. Lucie County, is committed to the
principals of equal employment and affirmative action, and will assure
compliance with all Federal and State laws concerning discrimination in
employment.
All directors, managers, and supervisors are responsible for assuring that
employment promotion and development decisions are based on the principal
of equal treatment. To this end, we will continue to recruit, select, train, hire,
compensate, promote and deal with all applicants and employees equally and
fairly without discrimination due to race, sex, age, national origin, religion,
disability, sexual preference or marital status.
4.07 AMERICANS WITH DISABILITIES ACT (ADA) POLICY
The Americans with Disabilities Act of 1990 (ADA) prohibits discrimination
against individuals with disabilities because of their disabilities, or against
individuals perceived as having disabilities. The ADA applies to the St. Lucie
County Board of County Commissioners (BOCC). Therefore, we intend to
ensure that individuals with disabilities who are employed by us, as well as
persons applying for jobs with us, are treated fairly and given opportunities
equal to those provided to others working or seeking to work here.
The ADA prohibits discrimination against people with disabilities and people
perceived as having disabilities in every aspect of employment:
Recruitment, advertising, and job applications/procedures, hiring,
upgrading, promotion, demotion, transfer, layoff, termination, and right
of return from layoff.
· Rates of pay or any other form of compensation and changes in
compensation.
· Job assignments, job classification, organizational structures, position
descriptions, lines of progression, and seniority lists.
· Leave of absence, sick leave, or any other leave.
· Fringe benefits by virtue of employment, whether or not administered by
the employer.
Selection and financial support for training, including apprenticeships,
professional meetings, conferences, and other related activities, and
selection for leaves of absence to pursue training.
Rev. 08.02 Section 4-8
· Activities sponsored by the employer, including social and recreational
programs.
· Any other term, condition, or privilege of employment.
The ADA requires that we do not exclude or isolate persons with disabilities;
be willing to modify the format of applications (such as putting them in big
print or on audio tape) or to offer assistance in completing them; hold testing
and interviewing in accessible locations (so people who use wheelchairs may
participate, for example); provide reasonable accommodation so that an
individual with a disability may perform the essential functions of his/her job;
and engage in other actions that will make it easier for people with disabilities
to participate in the work of the BOCC departments.
The BOCC is committed to complying with these ADA requirements. We
encourage all employees to help us achieve this objective. If you believe that
you or someone else has been discriminated against based on an actual or
perceived disability or if you have any questions, concerns or suggestions
relating to the ADA, contact the Human Resources Department.
The ADA does not require preferential treatment for individuals or lower
qualification standards. The law does require consideration of reasonable
modifications regarding how qualified individuals with disabilities demonstrate
their abilities and skills and perform the essential functions of their jobs. We
should all work together to see that such opportunities are available for
persons with disabilities.
4.08 DRUG FREE WORK PLACE POLICY
St Lucie County strives to provide a safe work environment and encourages
personal health. In regard to this, the County considers the abuse of drugs on
the job to be an unsafe and counterproductive work practice. Furthermore, we
see substance abuse as a serious threat to our employees and the citizens of
the County. With these objectives in mind, the County has established the
following policy with regard to the use, possession, or sale of alcohol and
illegal drugs at work.
All job applicants receiving a conditional offer of employment will undergo
screening for the presence of illegal drugs as a condition of employment.
Applicants will be required to voluntarily submit to a urinalysis test at a
laboratory chosen by the County and sign a consent agreement releasing the
County from liability.
Applicants with positive test results will be denied employment but may initiate
another employment application with the County after six (6) months.
Rev. 08.02 Section 4-9
The County will not discriminate against applicants for employment because
of past abuse of drugs. It is the current abuse of drugs, which prevents
employees from properly performing their jobs that the County will not
tolerate.
Employees are expected to report to work without alcohol, illegal drugs, or
non-prescribed controlled substances in their body system. This requirement
is based on the fact that any measurable amount of alcohol or illegal drug can
impair a person's performance, even if the impairment is not readily apparent.
While employees are responsible for their own choice of life-style, the County
will not tolerate even a small risk that alcohol or illegal drug use by employees
may cause or contribute to injuries, property damage, or other performance
problems. Safety is a concern to all of us; therefore, our employees should
report anyone they suspect may be under the influence of drugs or alcohol.
As a requirement of employment with the County, the unlawful manufacture,
distribution, dispensing, possession or use of a controlled substance or
alcohol is prohibited and may result in discharge. Any employee convicted
for violation of criminal drug statute for activities which occurred in the County
work place shall be required to notify the Human Resources Department no
later than five (5) days after such conviction.
Employees found in possession of, using, selling, trading or offering for sale
alcohol and/or illegal drugs during working hours, whether on County
premises or not, will be discharged.
Substance abuse includes possession, use, purchase, or sale of alcohol
and/or drugs on County property (including parking lots). It also includes
reporting to work under the influence of drugs.
An employee reporting to work noticeably impaired will not be allowed to
work. If possible, the supervisor will first seek another supervisor's opinion of
the employee's status. Then the supervisor will speak privately with the
employee to observe and rule out any problems that may have been caused
by substance abuse. If in the opinion of the supervisor there is a reasonable
suspicion to consider the employee impaired, the employee will be taken to a
medical facility by a County employee, (an impaired employee should not be
allowed to drive), depending on the determination of the observed impairment.
The County reserves the right to require an employee to submit to a drug-
screening if the employee is returning from or is on an extended leave.
Drugs prescribed by the employee's physician may be taken during work
hours. The employee should notify the supervisor if the use of properly
prescribed medication would affect the employee's work performance. Abuse
of prescription drugs will not be tolerated, and will be grounds for discharge.
It is the responsibility of the County's supervisors to counsel an employee
whenever they see changes in performance that suggest an employee
problem. The supervisor may suggest the employee seek help with the
problem using the Employee Assistance Program (EAP). A supervisor may
Rev. 08.02 Section 4-10
also decide the severity of the observed problem is such that an involuntary
referral to the EAP should be made.
Failure to submit to required medical or physical examination or tests is
insubordination and is grounds for suspension without pay or immediate
discharge from employment with St. Lucie County.
4.08.01 CONTROLLED SUBSTANCE AND ALCOHOL USF
TESTING
The County reserves the right to require all employees to be tested for the use
of alcohol, drugs, or controlled substances (hereinafter "drugs test," or
"testing"). If a Federal or State law or regulation requires random or other
types of drug testing of any employee, the County will begin conducting such
testing of employees as soon as required and as provided by the law. All
testing will be done at certified facilities.
SECTION 1
The County reserves the right, at anytime, to request any employee to take a
drug test and/or physical examination based on reasonable suspicion.
Reasonable suspicion is a belief that an employee is using or has used drugs
in violation of the Employee Handbook, drawn from specific, objective, and
articulate observations and reasonable inferences drawn from those
observations. Among other things, such facts and inferences may be based
upon:
Observable phenomena while at work, such as a direct observation of drug
or alcohol use or of the physical symptoms of manifestation of being under
the influence of a drug or alcohol.
2. Abnormal conduct or erratic behavior while at work or a significant
deterioration in work performance.
3. A report of drug or alcohol use, provided by a reliable and credible source.
4. Evidence that individual has tampered with a drug or alcohol test during his
employment with the County.
5. Information that an employee has caused, contributed to, or been involved
in an accident while at work.
Rev. 08.02 Section 4-11
6. Evidence that an employee has used, possessed, sold, solicited, or
transferred drugs, or alcohol while working or while on County premises or
while operating County vehicle, machinery, or equipment.
SECTION 2
The testing outlined for drugs above will be administered in accordance with
the following provisions:
Any employee may be subject to an investigation based upon
reasonable suspicion, which may include, but not be limited to, drug
detection and testing, urinalysis, saliva testing, or any other medically
recognized testing procedure. Prior to being tested, the employee will
be given the opportunity to present any evidence of legal substances
he/she has taken which may affect the accuracy of the test results.
If an employee is ordered to be tested based upon reasonable
suspicion, the County in its sole discretion, shall decide whether the
employee should be returned to a limited duty capacity. If relieved of
duty, the employee will be suspended without pay. If permitted to
continue working pending the results of the testing, the employee will
not be permitted to operate any equipment or perform any function that
could present a danger to the health, safety, or welfare of the public,
coworkers, or the employee, and shall not be permitted to operate a
motor vehicle. If the test results are negative for the presence of drugs,
an employee who has been suspended will be paid for the scheduled
time not worked.
Voluntary Rehabilitation: An employee who has not undergone
rehabilitation while employed with the County for a substance abuse
problem previously and who has not been asked to be tested based
upon reasonable suspicion may be granted a leave of absence, without
pay, for up to thirty (30) days to seek rehabilitation. The County may
approve up to a fifteen (15) day extension of this leave upon application
by the employee. The employee may be entitled to use accrued
vacation and/or sick leave if the employee so requests, during this
period.
The decision to investigate and conduct drug testing shall be made by
the County Administrator or his designee. Should the employee refuse
to cooperate with the investigation and/or drug test, the employee will
be terminated. Any employee recommended for termination pursuant to
this provision may appeal the recommendation through the Problem
Solving Procedure set forth in this Employee Handbook
Should the investigation and/or drug test substantiate the influence, use
or presence of drugs, the following procedural steps will be followed:
Rev. 08.02 Section 4-12
The employee will be placed on unpaid leave of absence for up
to thirty (30) days. The County may approve up to a fifteen (15)
days extension of this leave upon application by the employee.
Employees shall be entitled to use accrued vacation and/or sick
leave during this period, if they so elect. The individual employee
shall have the right to have his/her original specimen tested by
an approved laboratory of his/her choice in rebuttal to the initial
test, and present such test results to the County. This test will be
accomplished at the sole expense of the employee. If there is a
conflict between the first and second test, the County shall have
the right to request a third test of the original specimen by a
laboratory of the County's choice. If this final (third) test reverses
the County's original finding, the employee will be reimbursed for
the second test and paid for scheduled time not worked. This
retesting, which is available at an employee's option, does not
take the place of the testing procedures outlined in paragraphs
48 and 4C of this section. The employee may also exercise,
however, this retesting option when given the tests outlined in
paragraphs 48 and 4C of this section.
After completing the rehabilitation program and prior to returning
to work from the leave of absence described in paragraphs 2 and
4A of this section, the employee will be given a drug test. If the
drug test is positive, the employee will be discharged. At the sole
discretion of the County Administrator, an employee may be
allowed to return to work temporarily before completing his/her
rehabilitation program. An employee returning to work under
such circumstances shall not be permitted to operate any
equipment or perform any function that could present a danger to
the health, safety, or welfare of the public, co-workers, or the
employee, and shall be permitted to operate a motor vehicle.
Further, an employee returning to work before completing his/her
rehabilitation program will be given a drug test on a day and time
of the County's choosing, between the 31st day and the 45th day
after the first specimen was taken. If the drug test is positive, the
employee will be discharged.
As a condition of returning to work.following the leave described
in paragraphs 2 and 4A of this section, the employee must
submit to periodic drug testing during the following two (2) year
period upon the demand of the County and without prior notice to
the employee. An employee found to be unable to pass a drug
test in the future will be discharged.
SECTION 3
The sick leave, vacation, and leave of absence without pay referred to in this
section shall be taken in accordance with the provisions of this Employee
Handbook.
Rev. 08.02 Section 4-13
SECTION 4
If the County Administrator or his designee finds that the employee's use or
possession of any drug has detrimentally affected the County's interest, the
employee may be discharged rather than being afforded the opportunities of
rehabilitation. This provision does not prevent the County from disciplining an
employee for any violation of the Code of Workplace Conduct, departmental
rules and regulations, or other provisions of the Employee Handbook, that
may occur regardless of whether it is in the connection with the use or abuse
of controlled drugs or substance.
SECTION 5
An employee will receive a copy of his/her test results from the Human
Resources Department upon request.
4.09 SEXUAL HARASSMENT POLICY
It is the County's policy that all employees should be able to work in an
environment free from all forms of discrimination, including sexual
harassment. The County will not tolerate any form of sexual harassment of
employees by anyone at any level, including department heads, managers,
supervisors, other employees, or the public.
SEXUAL HARASSMENT DEFINED
The Equal Employment Opportunity Commission defines sexual harassment
as unwelcome sexual advances, request for sexual favors, and other verbal or
physical conduct of a sexual nature when: 1) submission to the harassment is
made a term or condition of employment, 2) submission to or rejection of the
harassment is used as the basis for employment decisions, or 3) the
harassment unreasonably interferes with an individual's work performance or
creates an intimidating, hostile or offensive working environment. Sexual
harassment does not refer to occasional compliments of a socially acceptable
nature. It refers to behavior that is disrespectful, unwelcome, and personally
offensive.
FILING A COMPLAINT
Employees who believe they have suffered sexual harassment should
immediately report it to their supervisor, the Human Resources Director, or
any other member of management. It is the responsibility of all management'
level employees to initiate an investigation by contacting the Human
Resources Director immediately upon hearing about or seeing any possible
incidence of sexual harassment.
No.adverse action will be taken against an employee for filing a complaint.
Rev. 08.02 Section 4-14
COMPLAINT INVESTIGATION
The County will aggressively and timely investigate all complaints of sexual
harassment. The Human Resources Director or designee and an appropriate
manager from the complainant's dept. shall interview the accused, witnesses
and others as may be necessary. Their findings will be presented to the
Sexual Harassment Complaint Review Committee for review. The Committee
will make a recommendation concerning disciplinary action to the County
Administrator. In the event that the County Administrator is the accused
employee, the Committee will make their recommendation to the Board of
County Commissioners.
SEXUAL HARASSMENT COMPLAINT REVIEW COMMITTEE
The Sexual Harassment Complaint Review Committee shall be comprised of
the Assistant County Administrator or designee, and an employee with at
least ten (10) years of service, appointed annually by the County
Administrator. In the event one of the members is the accused employee,
he/she will not participate in any way in the review and the County
Administrator may designate a replacement.
4.10ACCIDENT REPORTING
All accidents or incidents must be reported immediately following their
occurrence. Employees must immediately notify their supervisor or the Safety
Officer in the Risk Management office of the Human Resources Department.
When an accident or incident occurs in which there is either an injury or
suspected injury, appropriate and timely medical attention must be obtained
for the injured party or parties. It is the employee's responsibility to report all
!niuries immediately so that medical attention can be provided and necessary
~njury report forms filled out. Failure to report injuries immediately following
their occurrence could result in loss of benefits.
It is the supervisor's responsibility to notify the safety Officer immediately and
assist the Safety Officer in determining the factors that led to the
accident/incident. As appropriate, recommendations to prevent recurrence of
a similar nature will be made by the Safety Officer, supervisor, and the Safety
Committee. The supervisor must complete and forward to the Safety Officer,
with a copy to the Risk Manager, the following reports: First Report of Injury,
Accident/Incident or Loss Report, and Accident Report Form.
4.11 RESPONSIBILITY OF COUNTY DRIVERS
Regardless of the employee classification and whether or not a County
employee drives a County-owned vehicle on a regular basis or just
occasionally, employees are responsible for the proper care and operation of
that vehicle. Every employee who operates a County owned vehicle is
Rev. 08.02 Section 4-15
responsible for obeying all traffic laws and for compliance with the rules set
forth in these Guidelines.
OPERATORS LICENSE
A valid Florida vehicle operators license must be in an employee's possession
at all times while operating a County-owned vehicle, in the case of
commercially rated vehicles, the proper license for weight and class must be
valid, and in the possession of the driver. A current valid license is not one
that is coded as restricted to, to/from work or for work purposes only.
An employee whose position requires him/her to operate motor vehicles and
whose driving privileges are suspended or revoked by a court of law, must
report this fact to his/her immediate supervisor immediately. Failure to report
the loss or suspension of driving privileges constitutes an offense under the
Personnel Handbook.
Employee driver's licenses will be checked semi-annually by the Human
Resources Department. If during the year, a department or division feels it is
necessary to check a license on a particular individual, they may do so by
contacting the Human Resources Department. New hires will have their
drivers license checked before starting work or not later than the first thirty
(30) days of employment. Only individuals with good driving records will be
permitted to work in positions, or volunteer for positions that require them to
drive. Any employee convicted of a DUI or DWI while operating their personal
vehicle shall be suspended from operating a County vehicle for at least 1
(one) year from the date of conviction. The County Administrator may
increase the time of the suspension based on circumstances including, but
not limited to, the past county vehicle driving record of the person convicted of
the DUI or DWI.
PRE-OPERATION
Before operation, the driver will check the vehicle for any damage to the body
or interior that may have occurred since the last period of operation. Particular
attention should be given to the following items, parts, and accessories to
determine that they are in satisfactory condition and good working order:
· Brakes, including parking brake,
· Headlights, rear lights, brake lights, turn signals,
· Horn and windshield wipers,
· Steering mechanism,
· Mirrors - side view and rear,
· Tires,
· Seat belts,
· Back up alarm,
· Fire extinguisher,
· First Aid kit.
Rev. 08.02 Section 4-16
Any defect should be reported to the driver's supervisor prior to departing with
the vehicle. The driver is also responsible for assuring that the proper oil level
is maintained and that proper fluids are added whenever needed. These items
should be checked each time fuel is added to the tank.
No employee shall be asked to operate or shall operate a County-owned
vehicle that is unsafe for off-road or on-road operations, or does not meet the
minimum standards of Florida Statutes.
USAGE GUIDELINES
County-owned vehicles are to be used only for official County business. They
must not be used by employees for personal reasons, except as provided for
under the Vehicle Assignment Policy.
OUT OF COUNTY TRAVEL/MEETING ATTENDANCE
All use of County vehicles for out of County or late evening trips must be
approved by the Department Head for the vehicle involved. The department
head or division head should keep a dated record of exceptional uses,
including justification for each use.
LUNCH BREAK USE
Lunch use of County vehicles is prohibited by department policy. When in the
department head's judgment, an individual or crews' use of a vehicle during
lunch is operationally efficient, such use is permitted.
TRANSPORTING PERSONS IN COUNTY VEHICLES
Professional associates and private citizens will not be transported in County
vehicles unless such persons are being transported on official business, law
enforcement matters, or as approved in writing by the County Administrator.
Persons transported as such should have the same destination as the County
employee and such use should not require other County employees with the
same destination to drive additional vehicles. Family members may not be
transported in a County vehicle, except as authorized in writing by the County
Administrator.
TRANSPORTING EQUIPMENT OR PROPERTY
When items of equipment, property, supplies, etc. are being transported, the
driver will assure that all items are properly secured or tied in place to prevent
them from shifting or falling from the vehicle.
Rev. 08.02 Section 4-17
RIDING ON FENDERS, HOODS OR RUNNING BOARDS
No person shall be allowed to ride on running boards, fenders, hoods,
tailgates, dump beds, flatbeds, or rear racks of vehicles when the vehicle is
operating.
OBSTRUCTION TO DRIVER'S VIEW
No driver shall drive any vehicle when it is loaded so that the load obstructs
his/her view ahead, to the right or left side, or to the rear, or interfere with
his/her control over the driving mechanism of the vehicle at any time.
UNATTENDED VEHICLES
No person driving or in charge of a motor vehicle will permit it to be
unattended without first stopping, turning the engine off, removing the key,
effectively setting the brake, locking all doors, and when standing upon any
grade, turning the front wheels to the curb or side of the roadway.
STRIKING UNATTENDED VEHICLE
If a moving County vehicle strikes a standing or unattended vehicle or other
property, the driver shall immediately stop and endeavor to locate the owner.
The driver shall call 911 for a police report to be completed. The driver should
also contact the Personnel/Risk Department.
FLAGS ON PROJECTED LOADS
Any vehicle having a load which extends more than four (4) feet beyond the
rear shall have the end of the load marked with a red flag which shall be at
least a twelve (12)- inch square.
COUPLING DEVICES
A driver whose vehicle is towing a trailer, dolly or other equipment will assure
that the trailer hitch is securely latched and that safety chains are properly
attached.
ALCOHOLIC BEVERAGES OR NARCOTIC DRUGS
No person shall drive or be permitted to drive a County-owned vehicle while in
the possession of, or under the influence of any alcoholic beverage or non-
prescription controlled substance. Employees who take prescribed medication
or over-the-counter medication that could affect their driving abilities must
report the use of that medication to their immediate supervisor before
operating a County-owned vehicle. At all times carrying or transporting
alcoholic beverages and/or controlled substances in County vehicles or any
other vehicle being utilized for County purposes is prohibited.
Rev. 08.02 Section 4-18
OPERATIONS IN PUBLIC WAY
Whenever work requirements make it necessary for a County-owned vehicle
to block or obstruct traffic, the driver will place warning signs and/or traffic
cones to warn oncoming motorists of the obstruction. Warning signs will be
placed far enough from the standing vehicle to give on-coming motorists
adequate time to stop safely. Distance would be determined by:
Street and weather conditions;
· Speed limit in the area;
· Whether the vehicle is standing on a straight or curved roadway,
Vehicles so equipped will use revolving yellow lights or blinkers as additional
warning devices,
In all cases, spacing requirements as determined by the State of Florida shall
be the minimum standards required.
USE OF SAFETY RESTRAINTS
The County recognizes the proven effectiveness of seat belts in reducing
fatalities and severity of injuries from motor vehicle accidents. Accordingly, all
County vehicles must be equipped with seat belts and all occupants of County
vehicles must properly wear seat belts.
BACKING OF VEHICLES
Whenever possible, the driver will position his/her vehicle so as to avoid the
necessity of backing later. Before entering the vehicle, the driver shall check
the rear clearance of the vehicle. The driver shall not back the vehicle unless
such movement can be made with reasonable safety and without interfering
with other traffic.
The driver of a large truck or similar vehicle with an obstructed view of the
rear shall not back such vehicle unless an observer signals that it is safe to do
so. When an observer is unavailable, the driver shall stop and exit the vehicle
to visually check the area behind the vehicle before backing. During the
backing procedure, the driver will .continuously tap the brake if a back-up
alarm is not installed.
Before and during backing movements, the driver will:
· Check blind zones for objects not visible in rear-view mirrors,
· Watch both sides for proper clearance,
· Back up very slowly
Rev. 08.02
Section 4-19
RENTAL CARS
When it is necessary for a County employee to use a rental car on a short-
term basis, such as during out-of-town travel for business purposes, the
County's automobile liability and physical damage insurance coverage will be
applicable. If the employee also uses the rented automobile for personal
purposes, the employee should review his/her personal automobile insurance
to confirm coverage for short-term or incidental rental. In the absence of such
personal coverage, the employee should consider the purchase of insurance
through the rental agreement.
PERSONAL VEHICLES FOR COUNTY BUSINESS
The County's self-insurance fund provides coverage for a County employee
who, at the request of his/her supervisor, uses his/her personal vehicle to
transport other County employees on County business or to perform duties
within the scope and course of employment. Employees should be aware that
the County's coverage is secondary to the coverage afforded by any
insurances maintained by an employee on his/her vehicle. In most cases, the
employee's insurance policy provides coverage for incidental business use of
the vehicle for the benefit of the employer, and Makes The Employer An
Additional/ Named Insured Under The Policy, Employees so using their
vehicles are reimbursed according to state guidelines.
IN THE EVENT OF AN ACCIDENT
An accident is an unplanned, undesired event, not necessarily injurious or
damaging, that disrupts the completion of an activity.
Accidents involving the public or public property.
All motor vehicle accidents, regardless of how minor,
involving a County vehicle and the public on other than
County property must be reported to and investigated by
the appropriate law enforcement agency.
B. Notify your supervisor immediately after contacting the law
enforcement agency.
Supervisors shall notify the Safety Officer in the Risk
Management Office of the Human Resources Department
promptly so appropriate guidance and assistance may be
provided.
Rev. 08.02 Section 4-20
Accident Reporting:
Any employee(s) involved in the accident, if not injured or
a supervisor who has the ability to respond to the accident
scene, shall make every effort to:
Complete the County Vehicle/Accident report while
on the scene. Employees should refer to the
Accident Reporting Packet contained in the glove
box of each County vehicle.
Take photographs of the scene showing position of
vehicles, damage, surrounding conditions or other
pertinent subject, if cameras are available.
Obtain information pertaining to the driver(s) of the
other vehicle(s) prior to departure. Information
should include:
a) Full name, address, telephone number (home
and work)
b) Driver license number
c) Insurance carrier's name, address, telephone
numbers
d) Vehicle(s) make, model, color, year and name of
owner
e) In the event of injury, the name of the injured and
the hospital to which transported,
Obtain witness statements, names and telephone
numbers;
Obtain the name or the law enforcement officer and
agency;
Obtain the police case number assigned to the
accident.
Ro
County employees shall make statements concerning the
accident ONLY to law enforcement personnel, County
supervisors, and authorized personnel by the Human
Resources/Risk Management Office. Employees should
provide the other party, upon request, the employee name
and address.
Rev. 08.02 Section 4-21
3. Accident Scene Responses:
A. Use a communications radio to call for assistance.
B. Move vehicle(s) from traffic lanes whenever possible.
If unable to move the vehicle(s) from the traffic lane,
employees should protect the vehicle(s) and personnel by
setting up reflectors along the approach to the accident
scene.
Vehicle accidents involving County property but not involving the
public shall:
1. Report all accidents, however minor, to your supervisor
immediately
Supervisors shall notify the Safety Officer in the Risk
Management Office of the Human Resources Department
immediately so that assistance may be provided as
warranted.
3. Complete the County accident vehicle report and have it
reviewed and signed by the driver's supervisor.
Classification of Accidents
Accidents may be classified into two categories. Preventable and Non-
Preventable. The definition of each is:
Preventable: If the driver failed to reasonably exercise every defensive
skill to prevent the accident.
Non-Preventable: If the driver reasonably exercised every defensive
driving skill to prevent the accident and it still occurred.
Disciplinary Action
When an employee is involved in an accident and it is determined that the
accident was preventable, the following disciplinary actions may be imposed.
This is a guideline for supervisors to use in order that a level of consistency is
used in such disciplinary actions. Other violations of the Code of Workplace
Conduct are contained in Section 3 of the Employee Handbook.
Rev. 08.02 Section 4-22
~Suggestecl
1st Accident Preventable
Disciplinary Action
Wntten reprimand: ;satety presentation
Minor Less than $1,000 to any vehicle, no
to their dept. Defensive driving course-
injury to equipment or property.
4 hours.
Written reprimand: 1 day suspension
$'1,000 - $3,000 to any vehicle,
without pay and Defensive driving
Moderate equipment or property and/or medical
treatment only-injury.
Written reprimand: Defensive driving
$3.000 or more to any vehicle,
equipment or property and/or disabling
without pay, which may lead up to
Severe injury with lost time.
indefinite suspension of tidying
privileges and including discharge.
SUGGESTED DISCIPLINARY
2nd Accident WITHIN 1 YEAR PREVENTABLE
ACTION
Minor
W~tten reprimand: 1 day suspension
Less than $1,000 to any vehicle,
without pay.
equipment, or property, no injury.
Moderate
$1,000 - $3,000 to any vehicle, and/or
Wdtten reprimand: 3-5 days
medical treatment only-injury
suspension, demotion and/or indefinite
equipment or property.
suspension of driving privileges.
$3,000 or more to any vehicle,
Severe Wdtten reprimand: 6-10 days
equipment, or property and/or
suspension without pay and/or
disabling injury with lost time.
discharge.
Rev. 08.02 Section 4-23
3rd ACCIDENT WITHIN 1 YEAR PREVENTABLE
ACTION
$1,000. $3,000 to any vehicle,
$3.000 or more and/or $3,000
Rev. 08.02 Section 4-24
4.12 E-MAIL AND INTERNET POLICY
General
This policy is designed to increase productivity and reduce the liability through
the use of Electronic mail (e-mail). Communications by Electronic mail (e-
mail) is encouraged when it results in the most efficient and/or effective
means of communication.
Policy Objective
The policy objective is to establish guidelines for using the County Electronic
mail (e-mail) system that retains the inherent value for enhancing information
exchange while assuring its appropriate use in conducting County business.
Policy Statement
Electronic mail (e-mail) can be an effective way of sharing information with
others, both inside and outside the County. However, because e-mail often
appear less formal than other forms of written communication, there is a
tendency to forget that e-mail messages are no less a part of "official
business" than any other hard-copy correspondence.
The e-mail system exists solely for the purpose of conducting business, and is
not intended for personal use.
All electronic data placed on the information system is the property of the
County. Accordingly, employees should have no expectations of privacy
regarding e-mail messages (or any other data files residing on County-owned
hardware), whether sent, or received. This includes any files that may be
designated as "private" under the County's software.
Be advised that e-mail should never be used for confidential information
including attorney-client privilege and attorney work product or information of
an imperative or time sensitive nature.
As with all other data on the County's information system, the County
reserves the right for authorized staff to access and review all e-mail
messages and data files on the County's information system at any time
without prior notification.
There are a number of circumstances under which e-mail messages may be
publicly disclosed under Florida's Government in the Sunshine Law,
cooperation with law enforcement, or litigation.
If disclosure of e-mail messages (or any other data files) should be required
(despite the designation of any message as "private" or "confidential"), the
County shall not be liable for this disclosure in any way. In ~short, the County's
Rev. 08.02 Section 4-25
information system does not provide any guarantee of personal privacy
protection, and employees should use it with this limitation in mind.
Limits to Access
While the County reserves the right to access and review all data on its
information system, including the right to audit and disclose all matters sent
over and/or saved to the system, no employee--including systems
administrators, other information system support staff, or an independent
contractor--is allowed to access e-mail or other data files without appropriate
authorization to conduct an account audit by the Department Director or
Information Technology Director
Prohibited Use of E-Mail
Since the e-mail system exists solely for the purpose of conducting
County business, good judgment and common sense should prevail at
all times regarding its appropriate use. Under this standard, it is not
possible to list all of the allowed and prohibited uses of e-mail.
However, the use of County e-mail is expressly prohibited whenever it
would:
· Compromise the integrity of the County and its business operations in
any way;
· Break the law by sending chain letters, or copies of documents in
violation of copyright laws, or by committing any other illegal acts;
· Contain offensive, abusive, threatening, or obscene language, or
graphics;
· Violate the County's equal employment opportunity, or sexual
harassment avoidance policies by including content that is sexually
explicit, or could be construed as discriminatory based on race, national
origin, sex, sexual orientation, age, disability, or religious, or political
beliefs, or for retaliatory purposes;
· Advertise, or promote commercial ventures, religious beliefs, or political
causes;
· Result in private gain, or advantage for the employee (such as
conducting business related to economic interests outside of County
employment); or violate the ethics policy.
Personal Use of E-Mail
There may be time when e-mail messages of a more personal nature may be
appropriate, such as notifying fellow employees about births, deaths, and
illnesses. There are also times when providing or receiving information about
other people and events outside the County organization may be appropriate;
however, these should be limited. All e-mail correspondence is considered a
public record. E-mail regarding the County business should never be
Rev. 08.02 Section 4-26
combined with e-mail of a personal nature. When considering the
appropriateness of an e-mail message, ask yourself: are the County's
mission, goals, and values advanced by the communication? If in doubt, ask
your supervisor, Division Manager, or Department Director.
Etique~e
Because of its "real time" nature, there are some "etiquette" distinctions that
should be made in using e-mail over other forms of written communication:
· Share information, but avoid arguing. E-mail is very effective for
sharing information, but it is not very effective in resolving conflicts, or
differences of opinion. Don't argue using e-mail. Whenever a
discussion is required in reaching a decision, the telephone, or direct
communication should be used;
· Don't use the computer to avoid personal communication. Do not
fall to the temptation of using e-mail to communicate bad news and
avoid difficult personal discussions. Some things should be done in
person. If you are having conflicts with someone, this requires a more
personal form of communication in resolving differences;
· Use humor and sarcasm with great care. These can be very easily
misunderstood without the benefit of body language, or tone of voice.
· Don't be hasty--avoid reacting. Spontaneity is another benefit of e-
mail--but it's also a curse. If a message generates negative feelings,
set it aside and re-read it later. Don't rule out he possibility that this is a
misunderstanding, which is common in e-mail because of the lack of
physical cues. You need to watch the tone of an e-mail message as
closely as you would a memo written on paper. Anger, frustration, and
derogatory comments about others are never appropriate responses to
convey via County e-mail. As discussed above, these types of
concerns (while they may at times be legitimate in the work place) need
to be communicated in more personal forms;
· Read and respond to e-mail on a timely basis. You should read your
e-mail (both internal and external) and respond to it on a timely basis as
you would with any hard-copy correspondence or phone message;
· Don't forget it is in writing. Never put into an e-mail something that
you would not put into a hard-copy memorandum. The informality of e-
mail is part of its convenience. But depending on how it was saved by
you (or the recipient), it can become a permanent record of a written
communication--and more easily retrieved than a hard-copy
memorandum. Further, e-mail may be subject to disclosure as public
Rev. 08.02 Section 4-27
record. In short, just because you've deleted and forgotten it, doesn't
mean you won't be seeing it again;
· Be focused--Avoid sending messages to "everyone". Send your e-
mail messages only to those who need to receive them;
· Do not use e-mail for confidential information. There is no such
thing in e-mail.
· Grammar and spellinR are important. In any correspondence, proper
grammar, sentence structure, and spelling help the reader understand
your message--so review your e-mail messages for both structure and
content before sending them. The County's e-mail software includes a
spell check feature--so use it;
· Be brief. Long e-mail messages can be difficult to read. Keep
paragraphs short and to the point. Compose longer messages in
Microsoft Word, and then attach it as a file to your e-mail. It will be
easier for you to prepare with the added tools that Microsoft Word
offers, and it will be easier for the recipient to read;
· Identify yourself in external e-mail messaRes. In an external
message, it is likely that the recipient will only be getting your user
name, so be sure to include your full name, position, department and
the County's name somewhere in your message.
Records Mana.qement and File Maintenance
Public record retention is based on a record's informational content, not
on its format.
Agencies should manage incoming and outgoing .E-Mail messages in
accordance with the same rules that apply to correspondence sent or
received via printed memos or U.S. Mail.
There are several ways to approach this:
(1)
Hard copy archive. Determine if the incoming or
outgoing message meets your filing criteria. If it
does, the printed e-mail will be stored with traditional
printed correspondence in the appropriate subject
matter file. Printing and filing E-Mail in this manner
keeps all information on a particular subject together
and readily available.
Or
(2)
Electronic archive. Forward all E-Mail
correspondence that requires retention to
employees in your organization that is assigned that
responsibility. That employee may assign the items
Rev. 08.02 Section 4-28
O__r
(3)
Or
(4)
to folders created for this purpose or assign them to
an archive database. For Public Record
purposes, the person who originates the e-mail
is the one who is responsible for retention.
Those who receive an internal e-mail are receiving
duplicates, which may be removed. E-Mail items
received from outside the County network are
originals and must be retained if they meet retention
criteria:
Electronic archive. Each E-Mail user is responsible
for retaining correspondence that requires retention.
The E-Mail user may assign the items to folders
created for this purpose or assign them to an
archive database.
Electronic archive. (Works only with Group Wise 6
for Windows NT or Windows 98/2000. Move all E-
Mail correspondence that requires retention to a
folder that has been declared 'shared". This placed
all correspondence that requires retention into a
centralized folder without the attention of a
designated correspondence employee as in option
2.
The automatic backup of E-Mail files that is being performed by Information
Technology Department System Administrators is for Disaster Recovery
Purposes only. It is not designed to comply with any Public Record laws.
4.13 USE OF COUNTY PROPERTY
The County provides employees with necessary job equipment and materials
to carry out the assigned job. When you are assigned any such equipment, it
becomes your responsibility to exercise reasonable care in its use to preserve
the life of the equipment and to observe all safety precautions. Personal use
of County-owned vehicles, materials, supplies, tools, or other equipment or
property is not permitted. Violation may result in discharge, prosecution, or
both.
4.14 USE OF COUNTY PHONES
Each time employees place or receive a County related phone call, they
represent the County. All County employees should strive to answer the
phone on the first or second ring, identify themselves to the caller, transfer
calls carefully, and keep callers on hold only when necessary. Telephone
Rev. 08.02
Section 4-29
encounters with County customers should leave a lasting impression of
courteous, efficient service.
Remember that County phones, including cell phones, are provided for
County business only. Personal use of the telephone should be minimal, with
only necessary calls being made from the workplace. Personal long distance
calls must be made on a personal phone credit card or phone card be made
collect or be made on a public pay phone. Violations of these phone use
requirements may result in disciplinary action, up to and including discharge
from employment.
4.15 INQUIRIES ABOUT FORMER EMPLOYEES
All inquiries concerning past employment should be directed to the Human
Resources Department.
The Human Resources Department has the responsibility to answer all
inquiries concerning former employees. Accordingly, all employees should
refrain from answering letters or telephone inquiries concerning former staff.
4.16 WORKPLACE VIOLENCE
St. Lucie County does not tolerate workplace violence, or the threat of
violence, by any of its employees, customers, the public, and/or anyone who
conducts business with the County.
The County will respond to any violence or threatened violence with strong
prosecution and disciplinary efforts in close cooperation with law
enforcement. It is the intent of the County to provide a workplace that is free
from intimidation, threats, or violent acts.
No employee or third party, excluding law enforcement personnel, is permitted
to bring weapons or firearms into the workplace, into any County facility, or
into any County vehicle. Any employee violating this prohibition will be
subject to disciplinary action, up to and including discharge from
employment.
REPORTING THREATS OFINCIDENTS
Each incident of violent behavior, whether committed by an employee or a
third party, must be reported to Department or Division Management.
Management, together with the Human Resources Department, will assess
and investigate the incident and take appropriate action. In critical incidents
in which serious threat or injury occurs, emergency responders must be
immediately notified by calling the 911 emergency line.
As necessitated by the seriousness of the incident, the County Administrator
may assemble a Threat Management Team, consisting of staff from the
Rev. 08.02 Section 4-30
offices of the County Administrator, County Attorney, Human Resources, and
others as deemed necessary. The Threat Management Team is responsible
for, but not limited to, the following:
,, Evaluating potentialviolent problems,
· Assessing an employee's fitness for duty (through mental health
professionals),
· Selecting intervention techniques,
· Establishing a plan for protection of workers and potential targets,
· Coordinating with affected parties such as victims, families,
employees, media, or law enforcement personnel,
· Assuring that immediate (within 24 hours) and on-going counseling is
available to traumatized individuals.
EMPLOYEE TRAINING
The Department Director or Division Manager or designee will orient all new
employees to department/division procedures regarding reporting incidents of
violence and what to do if the employee is threatened or violence occurs in
the workplace.
EMPLOYEE ASSISTANCE PROGRAM (EAP)
Should an employee become the victim of an incident of workplace violence
or threatened violence, the services of the EAP may be offered to assist in
coping with any effects of the incident. Should an employee commit an act of
violence or threaten violence, he/she may be referred to the EAP for
mandatory counseling, depending on the circumstances. In these cases,
failure by the employee to keep any appointments withthe EAP will be
grounds for discharge of employment.
4.17 COUNTY INFORMATION RECORDS
When someone other than the St. Lucie County Human Resources
Department asks for information about records, procedures, or other internal
matters, you should refer the person to the Division Manager unless you have
been specifically authorized to release such information. The County
Administrator and the County Attorney should be notified of the request. No
records, official documents, materials, manuals, or other property of the
County are to be loaned, given, or sold to any outside person or concern by
any employee without approval of the County Administrator or his designee.
Requests for review or copies of public records shall be provided in
accordance with Florida law.
Rev. 08.02 Section 4-31
4.18 LOST AND FOUND
If, during the course of your workday, or while on County business, a lost
personal item of any value is found, please notify the Human Resources
Department immediately. The lost item will be kept in a secured area for up to
30 days. If the item is not claimed by its owner within 30 days, the item will
then be turned over to the employee who found it.
4.19 SALESMEN AND SOLICITORS
Solicitation for any purpose is NOT permitted without express authority from
the County Administrator or his designee. If a solicitor calls upon you during
working hours, he/she should be informed in a courteous manner that
solicitation is not permitted.
To best serve the public, no personal or private business may be
conducted in working areas during work time. Employees and outsiders
are prohibited from soliciting employees during working hours. Employees
and outsiders are also prohibited from distributing literature in areas
where the actual work of public employees is performed, such as offices
and other public facilities.
Rev. 08.02
Section 4-32
4.20 LOYALTY OATH
Section 876.05, Florida Statutes, requires the County to administer a loyalty
oath to all employees. The statute reads as follows:
All persons who now or hereafter are employed by or who now or hereafter
are on the payroll of the state, or any of its departments and agencies
subd v sons, counties, cities, school boards and districts of the free public
school system of the state or counties, or institutions of higher learning, and
all candidates for public office, are required to take an oath before any
person duly authorized to take acknowledgments of instruments for public
record in the state in the following form:
I, (signature) a citizen of the State of
Florida and of the United States of America, and being employed by or an
officer of St. Lucie County and a recipient of public funds as such employee
or officer, do hereby solemnly swear or affirm that I will support the
Constitution of the United States and of the State of Florida.
Said oath shall be filed with the employee's personnel records prior to the
approval of any voucher for the payment of salary, expenses, or other
compensation.
Rev. 08.02 Section 4- 33