2023-04-04 VII. F. Exhibit 5 Exhibit 5
04/04/2023
of ty of OZZ
�O 90
MEMORANDUM
TO: Mayor Watford & City Council DATE: March 27, 2023
FROM: City Clerk/Personnel SUBJECT: Personnel Changes &
Administrator Gamiotea & Personnel Policies & Procedures
Administrator Ritter Handbook Amendments
You are all aware, the Handbook needs a complete overhaul, and that is being worked on. However,
there are a several items that need immediate consideration for the Council to amend, as well as two
items that effect personnel but are addressed in another document. The issues are separated out so
that you can consider action on all of them in one motion, in groups, or individually.
1. Change the job title only for General Services Coordinator to be General Services Director. No
salary changes are being requested, this would amend the salary/job titles page within the Fiscal
Year 2022-2023 Budget document, see Attachment A.
2. Last two lines on the same salary/job titles page. Remove "Probationary Pay is $1,000 less than
the annual salary except Department Heads" and amend the last line to read "Police Not Certified,
beginning Salary is $1000.00 less than the Certified Minimum Salary." See Attachment A.
Policy: since at least 1988, the policy for new hires and promotions, excluding Department Heads
and part-time employees, has been that while the employee is on their minimum six-month
probationary period, their annual salary is $1,000.00 less than Step 1/base salary/minimum salary.
When the evaluation is completed satisfactorily at the end of the six-months (or longer), the
annual salary increases by the $1,000.00 effective the date that the probationary period ends.
This same process is done when an employee is promoted.
Since we must compete with surrounding governmental agencies who offer higher wages, and
private enterprise, for good, qualified applicants. We request that we discontinue this policy for
new hires and promotions, effective April 7, 2023.
The remainder of the items are amendments to the Handbook.
3. Remove all references to the Fire Department and/or staff throughout the Handbook.
4. Chapter 1-General Information, City Departments, see Attachment B. Remove Fire Department,
add Administration Department with summary of duties, amend language in paragraphs for the
Police, Public Works, Finance, and General Services to be consistent with the new charter
language, Code Book Chapter 2 Article III amendments, and Code Section Reference numbers.
Clarify that the City Administrator is the Department Head for the Administration, Finance, General
Services, and Public Works Departments, with supervision by the Finance Director, General
Services Director, and Public Works Director respectively.
5. Chapter 2-Employment, Application Policy.
1. When there is a job vacancy, an employment opportunity will be noticed as provided in the
Hiring Process section and an application packet created, excluding positions appointed by the
Page 1 of 2
City Council (City Administrator, City Clerk, and Chief of Police). The City Council will
determine the application packet, search and selection process on a case by case basis for
those positions. Applications are acne„ted o„ly ,wen there is an „pen and listed job vacancy
and may be obtained from the City Clerk's Office.
a) Exceptions In case of highly skilled jobs, the City may look at the qualifications of any
potential candidate who sends in a resume. These jobs may be specifically designated as
eligible for unsolicited resumes.
2. To be considered an applicant, individuals must complete and submit the application packet
and any additional required materials on the instruction page, to the Office of the City Clerk
Every person-mustfill out an application form to be considered an applicant (even for inter-City
job transfers).
3. The application packet consists of City forms that include but are not limited to: Application
with the specific job title being applied for, Job Description, Personal Inquiry Waiver, Veterans
Preference Eligibility, and Past Employment Verification. The Applicants must specify the job
applied for. Applications will be accepted in person by the respective Department Head or
other City designated officer.
4. A submittal cut-off time and date will be set for all employment opportunities. positions where
many resumes are submitted. NO APPLICATIONS WILL BE CONSIDERED AFTER THE CUT
OFF TIME AND DATE. In situations where qualified applications have not been received or
there are multiple employment opportunities for the same job title, the Personnel Administrator
may notice the position is open until filled, but should be done only when absolutely necessary.
6. Chapter 2-Employment, Types of Appointments, Excluded Positions, fourth paragraph.
Each Department Head is charged with the responsibility for the efficient, courteous operation of
the Department's duties, the performance and behavior of the employees and for the manner in
which the public's business with the City is conducted. The City Administrator, Chief of Police,
Fire Chief, Finance Director, and Personnel Administrator General Services Director and Public
Wo�:rector are by Charter or ordinance appointed by the City Council and serve at the
pleasure of the City Council. Effective January 3, 2027, the City Clerk position will no longer be
an elected position, and will be appointed by and serve at the pleasure of the City Council.
7. Chapter 2-Employment, see Attachment C. Remove the Step Pay Plan section, per City Council
action on August 2, 2022, to discontinue effective October 1, 2022.
8. Chapter 3-Employee Benefits, Paid Holidays, Alternatives, see Attachment D. Correct to reflect
the designated workweek is Friday through Thursday, and in paragraph 1, replace pay period
with work week.
9. Chapter 5-Hours, Pay, and Safety, Workweek and Attendance. Correct the Police Department
work week is Sunday Saturday 0001 a.m. through Saturday Friday 1200 p.m.
10. Chapter 7-Employee Relations, Grievance Procedures, Grievance Committee, see Attachment
E. Under Composition, There will be one active member from each Department and one alternate
for each Department There shall be three five members of the Committee. One regular and one
alternate member ach from the Police Department;, Fire Department, one regular and one
alternate member from the Departments of Finance, Administration, General Services, and Public
Works. and one regular and one alternate member from the City Clerk's Office. They shall be
appointed by the City Council.
Under Quorum, a quorum shall consist of two three members present and voting. No meeting
shall be held unless a quorum is present.
Page 2 of 2
City of Okeechobee r�e;r;:_:
Provided by;Finance Department :,'!p.——
Budget Year 2022-2023
Implementation of MinMedMax for full and Parttime positions
Position Minimum Medium Maximum Attachment A
Executive Assistant(1) $ 37,818.51 $ 45,216,50 $ 54,872.60
Finance Director(1) $ 53,874.24 $ 64,413.02 $ 78,168.58
Account Supervisor(1) $ 39,077.50 $ 46,721.77 $ 56,699.32
Admin Sect/BTR Spec(1) $ 34,457.59 $ 41,198.12 $ 49,996.08
Account Clerk(0) $ 34,457.59 $ 41,198.12 $ 49,996.08
Administrative Secretary(5) $ 33,721.94 $ 40,318.57 $ 48,928.70
------'i, General Svcs 4 eerdineter-{1) D tilts ( $ 38,896.79 $ 46,505.71 $ 56,437.12
City Clerk/Personnel(I) $ 52,128.47 $ 62,325.75 $ 75,635.56
Deputy City Clerk(1) $ 34,457.60 $ 41,198.13 $ 49,996.09
Chief of Police(1) $ 67,808.00 $ 81,073.00 $ 98,386.00
Police Major(0) $ 59,864.00 $ 71,574.49 $ 86,859.39
Police Lieutenant(2) $ 52,913.00 $ 63,263.00 $ 76,746.00
Police Sergeant(5) $ 50,137.00 $ 59,944.00 $ 72,746.00
Police Officer Certified/Detective(13) $ 45,000.00 $ 56,260.00 $ 65,292.00
Crossing Guard(1 PT) $ 34,457.59 $ 41,198.12 $ 49,996.08
Certified Code Enforcement Officer(2) $ 38,001.60 $ 45,435.40 $ 55,138.24
Asst Cert Code Enforcement Officer(0) $ 33,724.99 $ 40,322.21 $ 48,933.12
Police Svcs Coordinator(1) $ 39,077.50 $ 46,721.77 $ 56,699.32
Police Records Clerk(I) $ 35,085.78 $ 41,949,19 $ 50,907.55
Police Dispatcher(5) $ 32,249.26 $ 38,557.80 $ 46,791.91
Public Works Director(1) $ 73,020.58 $ 87,304.73 $ 105,948.87
Operations Su�tvisor(0) $ 59,973.55 $ 71,705.47 $ 87,018.34
Maintenance Foreman(I) $ 43,292.35 $ 51,761.12 $ 62,814.84
Lead Operator(2) $ 38,507.14 $ 46,039.84 $ 55,871.76
Equipment Mechanic I(1) $ 35,647.84 $ 42,621.21 $ 51,723.07
Equipment Mechanic II(0) $ 42,556.68 $ 50,881.54 $ 61,747.42
Maintenance Operator(6) $ 33,721.94 $ 40,318.57 $ 48,928.70
$ -
EMPLOYEES NOT INCLUDED IN STEP PAY PLAN:
MAYOR(1) $ 11,390.50
Council Members(4) $ 9,196.00
Parttime positions will be based on hourly wage
Detective Duty for all personnel appointed,FY 2013 and forward until amended will receive up to$1000 for the year for on call duty pay.
PD Supplements 2-$600 Field Training Officers;1-$600 Intoxilizer Admin
'"PROB7i` IONA;RYPAY-I5-SHOCL-ESS-`i`HA1V`HE-ANNIi-AL -L-ARY.EXCEPT-DEPARTME A'9 F IES- Ci�t"+'StJ:,E-
T "POLICE NOT CERTIFIED,BEGINNING SALARY IS AN-34DOFTIONOrEr$1,000 LESS THAN THE I+RQBA 4ONAR•Y--PA-Y
eit4;-ci.a. 1 KCVO 1i.R.a"c`..
Attachment B
CITY DEPARTMENTS
For purposes of efficiency the various functions of the City are separated into operational
Departments. A brief description of each follows:
CITY CLERK
The elected City Clerk performs the legal functions of that office;keeps and maintains the
City Seal; serves as Personnel Administrator; performs those duties as prescribed by the City
Charter, General Law, and such additional duties as directed by the City Council, in the manner
prescribed by the City Council by ordinance or resolution, however, such additional duties or
directives shall not affect the duties of the City Clerk or distribution of powers among elected
officers as set forth in the Charter and General Law. (Ref. Code Book Sec. 2- nd SecM.
i �Oit �iRE DEFY-RTMEN�-
-public-safety-is-maintained-by-a-progr-a fife-pre-vention-and fir-e ntre. a„deF-the
4Elireetien-of--the--1 ire-Chief:-Florida--Statues-require-establ aiming-and-eerttfteatierr-ef.
-Firefighters--(-lief:Cede-Book Scc. 2-45)
POLICE DEPARTMENT
Pkin ct The security of the City's residents and property is the responsibility of the Police
Department under the direction of the Police Chief.Florida requires certification of Police Officers
j�`/" and prescribes career training courses. (Ref. Code Book Sec. 2rif r t'73
fivr
PUBLIC WORKS DEPARTMENT
This is the City's Street Department which maintains the streets, right of ways, parks and
drainage.This Department is under the direction of the Pu i er1&4 iree er, (Ref.Code Book
Sec. 2;4.71 J r
FINANCE DEPARTMENT
The Finance Director is responsible for the collection of all fees, licenses and monies due
Aroot, the City and is responsible for the general accounting system set up in accordance with the
requirements of the Office of the Comptroller, Department of Banking and Finance, State of
Florida. The Director of the Department performs such other duties as prescribed by the City
Council, including the City's payroll functions. (Ref. Code Book Sec. 2.4$) 19,5
GENERAL SERVICES DEPARTMENT
The General Services Director is responsible for the administration and enforcement of the
building codes, land use regulations, permit regulations and other ordinances or regulations of the
City.which-areunder-he-jurisdiction.o€the-Code nforcement and which are not specifically
delegated to any other Department or officer of the City.The Director supervises the employees
assigned to this Department and is responsible for the proper maintenance of the buildings and
equipment used in the operation of the Department.This Department is responsible for the proper
mot 4-1, issuance of ep rm is as provided by the Code of Ordinances,andJfor the proper Functioning of the I
poi ic: ._ codeEn£ozc mT ent,Board (Ref. Code Book Sec. 2-0)
Personnel Policies&Procedures REVISED AS OF 2018-05-01
2
Attachment C
manner in which the public's business with the City is conducted.The City Administrator,Chief
of Police, it Cie`, Fi aaGe Di , Personnel Administrator, General-Services-Directors-and
Piihlic.Werks-Direetepr are by Charter or ordinance appointed by the City Council and serve at the
pleasure of the City Council. 1/3bar/ ' W t no longer etta-etd, Gt(J(ou ca •
8la0oc;? Coneensus o }
SFEf'-PA-Y-Pb4N5-- I
The-City-Council ado ted-a•Salar- ate PayFlan-for-ern le eeT p y p p y tarp-is-eer►sidercd anm:14lq d ,
ior-adept-ion--i-nc-oordinat-ieri-with the-Pisc-al-Y-eaf-Budget process-Employees-are-required-te-obtain-I a I 1/DO-
a-minimum-satisfactory-score-.en.-their annual-evaluation-to ears-an-iease-en the Step Plan,
-ef€ee-ti ve-their-date-ef-h ir-e-anniversary-daze.
SMOKE-FREE POLICY12
A tobacco-free environment helps create a safe and healthy workplace and environment.Smoking
and secondhand smoke are known to cause serious lung diseases,heart disease,and cancer.The City
supports the health of its citizens,and reinforces our commitment to preserving and improving the
health and comfort of our employees and visitors. Effective November 1, 2017, the City will be a
smoke-free environment except in approved designated areas.For these purposes,smoking products
are defined as cigarettes, pipes, hookahs, cigarillos, cigars, clove cigarettes and other electronic
nicotine delivery systems (ENDS) such as vapor and electronic cigarettes.
The use of the products as listed above are prohibited in any building or on the grounds except in
designated areas. This includes all indoors and outdoors areas that are City owned or leased
facilities, including but not limited to, all buildings and facilities,outdoor areas,porches,covered
walkways,common areas,parking lots,and City owned or leased vehicles. Respectively, there is a
50-foot distance from entrance/exit of City buildings or facilities where smoking products are
limited from use. This Smoke-Free initiative applies to all persons present in the areas described
above including but not limited to City elected officials,employees(whether full-time,part-time,
temporary and/or volunteer),contractors,and visitors.
Smoking use shall be permitted only in exterior designated smoking areas. All materials used for
smoking in designated smoking areas, including cigarette butts and matches,will be extinguished
and disposed of in appropriate containers.
Employees are only allowed to smoke on their rest and meal breaks.Employees may not take or be
allowed any additional breaks to use any tobacco product.
Direct any question, complaint, or dispute about tobacco use in the workplace to the Personnel
Administrator.Employees who want to quit tobacco are encouraged to use Tobacco Free Florida's
Quit Your Way,a set of free services to help tobacco users quit,is provided on the employee bulletin
boards.
Personnel Policies&Procedures REVISED AS OF 2018-05-01
10
Attachment D
CHAPTER THREE
*****************
EMPLOYEE BENEFITS
PAID HOLIDAYS4•9
The City Council each year designates the holidays which are observed.At present there are twelve
(12) days off with pay. If a holiday falls on a Saturday, it will be observed on the preceding Friday.
If a holiday falls on a Sunday, it will be observed on the following Monday. An employee on paid
annual or sick leave when the holiday is observed will not have that day charged to their accrued
leave account.
1. The following days will be observed as paid holidays:
New Year's Day Martin Luther King,Jr.Day Good Friday
National Memorial Day Independence Day Labor Day
Veterans Day Thanksgiving Day and Christmas Eve
Employee's Birthday the Friday after Christmas Day
2. If you are required to work a holiday you will receive an additional day's pay or a day off at a
designated time.
ELIGIBILITY
Full-time probationary or regular employees (who have that date as a regularly scheduled
work day)are eligible for paid holidays.Also an employee must not have been absent without leave
on the work day before or after the holiday, unless there is a medical emergency and a doctor's
excuse is provided to the Department Head upon the employees' return the next working day, or
unless the employee is on leave of absence without pay. Those not eligible for paid holidays are
temporary, emergency employees or school crossing guards, either full-time or part-time and
employees on leave without pay or employees on Worker's Compensation.
ALTERNATIVES
Employees who are eligible for paid holidays and are either required to work due to the
ssential nature of their positions or who have the designated holiday as a normal day off in the D.*
M nd through Friday.work week,shall: v
Fa f 1. Receive an izAAalternate day off with pay within the same ipa kx1 for non-shift 4
employees.,
2. Be paid the normal day's pay for that holiday in addition to the pay received for the
hours worked.
The Department Head will make this determination.
SHIFT EMPLOYEES
An employee who is required to work on a holiday in addition to the regular schedule will
be granted the alternatives above and will not be paid the time and a half(11/2) overtime rate for
the hours worked. ci ar-tmtgloyees-w.Ell-be-paid-ene-eight( ,Lhour.days_pay-atstraight ED
tune.
Personnel Policies&Procedures REVISED AS OF 2018-05-01
12
Attachment E
CHAPTER SEVEN
***************
EMPLOYEE RELATIONS
ADVANCEMENT AND TRANSFER
The City benefits by encouraging employees to train and qualify for better positions in the service.
Efforts will be made to work with those individuals who express an interest and desire to improve
work related job skills.Whenever possible a present employee will be promoted rather than hire a
new person.
SEPARATION PROCEDURE
Upon separation of an employee and before the final pay check is released by the Finance Director,
the Department Head shall reclaim and account for all City property, of any nature, in the care,
custody or possession of the employee. Any amounts owed the City by the employee shall be
deducted from the final compensation or other appropriate action taken.An exit interview may be
performed by the Personnel Administrator.
GRIEVANCE PROCEDURES
POLICY
It is the intent and policy of the City to provide individual employees a means of assuring
fair and equitable treatment in all matters related to their employment with the City. For this
purpose an independent, impartial review process is established to investigate and resolve
complaints,grievances,discrimination claims or other matters related to personnel practices.The
Personnel Administrator will be the coordinator of the Grievance Committee.
GRIEVANCE COMMITTEE
Intent - The Committee is established to provide a means for the City employees to be
heard by an impartial, independent group which will serve as a mediator in the
interpretation and enforcement of City personnel policies and practices.
omposition-T-t, e t t t, f. ar ltemate
for.-each_Departinent. There shall be4i members of the Committee, one each from the X
Police Department, Fire—Department, Finance, Administration and Public Works
Departments They shall be appointed by the City Council. ��GtlUt�eLSvlvC �
',.-..— "t Qffi t C,. . 'two. aka_
tc:hi C q Term- Members serve for a term of two years and may be reappointed by the City Council
6 alfd1.G�1 without time limit.
e. &RI(: 1 r wt, I is..-{-e is
Personnel Policies&Procedures C� ��� „-w ,. t, REVISED AS OF 2018-05-01
Replacement-Should any Committee member be absent from two or more meetings in one
year without good cause the Chairperson has the authority to request the appointing City
Council to name a replacement for the remainder of the term.
Organization -The Committee members shall elect a Chairperson and Secretary from its
members by a majority vote.
Chairperson-The Chairperson shall have authority as follows:
a) If Chairperson is from the same Department as the aggrieved employee,the Chairperson is to step
down and the Committee will elect a Chairperson by majority vote of the Committee
b) Establish the time and place of meetings
c) Preside at the meetings,decide procedural questions and maintain orderly conduct of hearings
d) Approve and sign meeting minutes,hearing recommendations and reports
e) Act to assure the integrity and impartial nature of the Committee
f) Exercise voting rights in all matters
g) Disqualify Committee members for cause from hearing a specific employee appeal
Secretary -The secretary shall keep minutes and records of the Committee, record votes,
dissenting opinions (when so requested) and prepare the written recommendations of the
Committee.
Publication-The names of Committee members shall be distributed to the City work force
and posted on the employee bulletin board.
Compensation-All Committee members shall serve without compensation.City employees
shall receive normal pay and not be penalized due to Committee activities or meetings
during their regularly scheduled work hours.
Meetings - Shall be held when required and reasonable notice shall be given to the
members and participants.A called meeting shall be held at the request of three Committee
members with reasonable notice to be given to all City employees and the other members
of the Committee.
Rules of Order-Roberts Rules of Order shall be used as the procedural guide in Committee
meetings and hearings.
riuorum- A quorum shall consist of re().members present and voting. No meeting shall
Abe held unless a quorum is present.
Decisions - All Committee recommendations or decisions shall require a majority of the
members present and voting.
Voting - All voting shall be by roll call and rotating alphabetical order among the
Committee members.
• Committee Expenses -The Committee, by majority vote, may request the services of the
City Attorney or recommend expenditures.Expenditures require the written approval of the
City Administrator.
Personnel Policies&Procedures REVISED AS OF 2018-05-01
32