UNIFIED PERSONNEL BOARD AGENDA

UNIFIED PERSONNEL BOARD AGENDA

Date: June 3, 2021 Time: 6:30 p.m. Location: Parks and Conservation Resources – Magnolia Room

12520 Ulmerton Road, Largo, FL

I. Citizens to be Heard*

EAC II. Employees’ Advisory Council Representative

Personnel Board III. CONSENT AGENDA1. Request Approval of the Minutes of the Regular Personnel Board

Meeting held May 6, 2021

Personnel Board IV. NEW BUSINESS1. Request Approval of Changes to UPB Rule 3 – Declared

Emergencies and Other Emergency or Disaster Situations2. Request Approval of Proposed Changes to the Employees’

Advisory Council Bylaws

Human Resources V. INFORMATIONAL ITEMS 1. Kimberly’s HR Update2. Action Taken Under Authority Delegated by the Personnel Board3. Other Informational Items

Personnel Board VI. INFORMATIONAL ITEM1. Chair’s Report

* Persons with disabilities who need reasonable accommodations to effectively participate in this meeting are asked to contact PinellasCounty’s Office of Human Rights by emailing requests to [email protected] at least three (3) business days in advance ofthe need for reasonable accommodation. You may also call (727) 464-4882. More information about the ADA, and requests for reasonableaccommodation, may be found at www.pinellascounty.org/humanrights/ada.

Persons are advised that, if they decide to appeal any decision made at this meeting/hearing, they will need a verbatim record of theproceedings, and, for such purposes, they may need to ensure that a verbatim record of the proceedings is made, which record includes thetestimony and evidence upon which the appeal is based.

mailto:[email protected]

http://www.pinellascounty.org/humanrights/ada

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Unified Personnel Board Pinellas County

May 6, 2021 Meeting Minutes

The Unified Personnel Board (UPB) met in regular session at 6:31 PM on this date in the Magnolia Room at the Pinellas County Extension Office, 12520 Ulmerton Road, Largo, Florida.

Present

Joan M. Vecchioli, Chair Jeffery Kronschnabl Peggy O’Shea Kenneth Peluso Paul Rogers (late arrival) William A. Schulz II

Not Present

Ricardo Davis, Vice-Chair

Others Present

Kimberly Crum, Director of Human Resources Jennifer Monrose Moore, Board Legal Counsel Ralph O. Reid, Human Resources Consultant Teresa Ribble, Board Reporter, Deputy Clerk Other interested individuals

All documents provided to the Clerk’s Office have been made a part of the record.

CALL TO ORDER

Chair Vecchioli called the meeting to order at 6:31 PM; whereupon, she led the Pledge of Allegiance. She noted that the Pinellas County mask mandate requiring masks during public meetings has been lifted, but that masks are still strongly encouraged and that social distancing will continue to be observed; whereupon, she indicated that anyone wishing to wear a mask while presenting at this meeting should feel free to do so.

CITIZENS TO BE HEARD

There were no citizens to be heard.

III.1.

Unified Personnel Board May 6, 2021

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EMPLOYEES’ ADVISORY COUNCIL (EAC) REPRESENTATIVE

Ms. Crum indicated that EAC President Lisa Arispe extends her apologies for being unable to attend the meeting and presented the following on her behalf:

• The Benefits Advisory Committee is in the approval process to offer voluntary supplemental insurance to employees.

• The EAC will hold a Delegate meeting on May 27, from 8:00 AM until 10:00 AM at Philippe Park, and an invitation to attend was extended to the Board members.

• On April 27, EAC Vice-Chair Bill Gorman accepted the Public Service Recognition Proclamation presented by the Board of County Commissioners on behalf of all Pinellas County employees.

• She expressed appreciation to EAC Advocate Tammera Maloney for her hard work and professionalism; whereupon, she noted that many compliments have been received regarding Ms. Maloney’s presentation during a recent appeal.

CONSENT AGENDA

Chair Vecchioli related that the minutes of April 1, 2021 reflect that she made a statement regarding a lack of progressive discipline; that she did not make the statement; and that she requests the statement be stricken from the minutes; whereupon, Mr. Peluso moved, seconded by Ms. O’Shea and carried unanimously, that the minutes be approved as amended.

NEW BUSINESS

Request Approval to Reinstate Appeal Hearing Scheduling Requirements

Ms. Crum provided background information regarding the request, indicating that the Board took action to delay the scheduling of appeal hearings within the customary 120 days due to the introduction of COVID-19 protocols; and that the request is to reinstate the appeal hearing scheduling requirements.

Mr. Peluso moved, seconded by Ms. O’Shea and carried unanimously, that the Board reinstate the appeal hearing scheduling requirements.


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Request Approval to Reinstate Informal Grievance Committee Hearing Scheduling Requirements

Indicating that the scheduling requirements of informal grievance committee hearings had also been temporarily suspended, Ms. Crum related that the request is to reinstate the scheduling requirements for these hearings.

Mr. Peluso moved, seconded by Ms. O’Shea and carried unanimously, that the Board reinstate the informal grievance committee hearing scheduling requirements.

Derrick Clark Appeal; Motion for Reconsideration

Motion for Reconsideration filed by the Appointing Authority, represented by Assistant County Attorney Ashley N. Donnell. Derrick Clark, formerly of Pinellas County Public Works, was presented by Employee Advocate Tammera Maloney.

Chair Vecchioli introduced the item and requested a point of clarification from Ms. Moore regarding Mr. Rogers’ absence when the above-referenced appeal was heard and his subsequent ability to vote on this motion. Attorney Moore indicated that Mr. Rogers is positioned similarly to the other Board members since the motion is about reconsideration only; that it does not deal with deliberations from the actual hearing; and that the transcript from the hearing has also been provided.

At the Chair’s request, Attorney Moore summarized the procedure with regard to the motion. She related that the decision before the Board is to determine whether deliberations from the April 1, 2021 hearing should be reconsidered. In response to a query by Chair Vecchioli, Attorney Moore stated that oral argument is not required before the Board deliberates, but that it is preferable to do so unless the parties waive oral argument.

Attorney Donnell summarized the Appellee’s position regarding the Motion for Reconsideration, and Ms. Maloney provided input on behalf of the Appellant. Both representatives responded to queries by the members.

Stating that the issue before the Board is to determine whether the Appellee has met its burden to prove that reconsideration is necessary, Chair Vecchioli requested a motion and subsequent discussion; whereupon, Mr. Peluso moved to deny the Motion for Reconsideration due to a lack of sufficient evidence, which was seconded by Ms. O’Shea.

Following remarks by Messrs. Kronschnabl and Rogers, Chair Vecchioli clarified that the Board does not present evidence in appeal hearings; that at the original hearing, the Board ruled in favor of the Appellee on all items, with the exception of termination; that


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closing arguments have always been discretionary; and that there was an opportunity for both parties to provide sufficient evidence; whereupon, she stated that she felt the motion should be denied.

Upon call for the vote, the motion to deny the Motion for Reconsideration carried unanimously.

Derrick Clark Appeal: Proposed Alternative Discipline and Appellant’s Motion to Dispute and Reconsider

Proposed Alternative Discipline filed by Pinellas County Public Works, represented by Ashley N. Donnell. Derrick Clark, formerly of Pinellas County Public Works, was presented by Employee Advocate Tammera Maloney.

Attorney Donnell reviewed the previous findings by the Board, which determined that termination of the Appellant was not appropriate; that the Public Works Department is proposing alternative discipline to demote Mr. Clark one pay grade to a Maintenance 2 position; and that the Appellant could begin the new position on May 10, 2021. She noted that the proposed position offers changes in work location and workgroup, which addresses certain concerns raised by the Board at the original hearing.

Responding to a query by Chair Vecchioli, Attorney Moore indicated that since the Board is the final authority on all personnel matters, the proposed alternative discipline is a matter for which an action is needed by the Board; that Agenda Item IV.5 is a related motion filed by the Appellant in response to the proposed alternative discipline; and that the Board may choose to consider both items at this time.

Ms. Maloney related that the Appellant has been separated from the County for a year; that the proposed demotion would reduce his former annual salary by five percent; and that he has already incurred monetary loss in the year that it has taken to schedule the appeal hearing; whereupon, she indicated that the Appellant would accept the proposed Maintenance 2 position if it is the only position available, but requested that there be no further monetary damages.

In rebuttal, Attorney Donnell, with input by Public Works Director Kelli Hammer Levy, indicated that the Appellant has not been unemployed during the past year; that the Public Works Department has implemented a performance-based career path program that provides up to a two-percent pay increase annually; that the Board typically grants an additional three percent each year, allowing the Appellant to restore his rate of salary in about a year; and that a pay reduction is warranted under progressive discipline.


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Mr. Rogers related that a County employee with a disciplinary action would be denied the three-percent annual increase; and that this would equal an eight-percent loss of salary to the Appellant.

Mr. Peluso moved, seconded by Ms. O’Shea, that the proposed Alternative Discipline be approved. Upon call for the vote, the motion carried 5 to 1, with Mr. Rogers casting the dissenting vote. Chair Vecchioli indicated that since the Board voted to accept the Alternative Discipline, the Motion to Dispute and Reconsider was no longer an issue before the Board.

INFORMATIONAL ITEMS

Human Resources (HR) Update

Ms. Crum referred to the HR update provided in the agenda packet and highlighted the following items:

• Subsequent to the Governor’s Order, the Appointing Authorities have unanimously agreed that masks will be strongly encouraged, but not required.

• County buildings that have been closed will return to normal operations on June 1.

The meeting was recessed at 7:20 PM and reconvened at 7:40 PM.

Reduction in Force – Risk Management

Ms. Crum provided an update regarding a possible reduction in force involving the Risk Management Division.

Other Informational Items

The EAC Representatives meeting minutes of January 20, 2021 were received for filing.

APPEAL OF THE FINAL DECISION OF THE INFORMAL GRIEVANCE PANEL

Appeal filed by Appellant Dieldra Gardner and presented by Employee Advocate Tammera Maloney, and by Assistant County Attorney Jared Kahn, representing the Appellee, Pinellas County Clerk of the Circuit Court and Comptroller. Those planning to testify were sworn by the Deputy Clerk.


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Chair Vecchioli indicated that since the appeal involves a demotion and not a termination, the Appellant has the burden of proof; whereupon, Attorney Moore confirmed that no exceptions or objections have been filed.

Ms. Maloney and Attorney Kahn presented opening statements, and testimony and cross-examination of the Appellant ensued.

Following testimony and cross-examination, Attorney Kahn asked for ruling in favor of the Appellee since he believed the Appellant failed to meet the burden of proof; whereupon, Attorney Moore advised the Board that should there be an inclination to take or hear such a motion, there are stipulated facts within the pre-hearing statement that require no additional proof or evidence.

Responding to a query by Chair Vecchioli, Attorney Moore related that the motion would be based on the Appellant’s failure to meet the burden of proof in her case-in-chief; whereupon, Mr. Peluso moved, seconded by Mr. Kronschnabl, that the Board render a ruling in favor of the Appellee.

Mr. Peluso noted that the Appellant stated that she received emails each month, underwent training, and had discussions regarding hiring someone regarding the task in question, but that she did not seem to use these as reminders or to ask for assistance.

Attorney Moore explained that the ultimate issue, regardless of the Appellee’s motion, is if whether the Appellant has shown that the demotion should be modified or revoked.

Chair Vecchioli expressed that she has concerns with regards to due process; that oftentimes, determinations are made based upon the credibility of witnesses; that new information may be disclosed during cross-examinations; and that she does not know of anything in the Board’s rules which would allow this type of motion in order to bypass a complete hearing.

Responding to a query by Mr. Rogers, Attorney Kahn stated that he would call four witnesses if the hearing were to move forward and Ms. Maloney indicated she had no witnesses to call forth; whereupon, Mr. Rogers stated that he believes the witness testimony would support the motion which has already been made.

Upon call for the vote, the motion carried 5 to 1, with Chair Vecchioli casting the dissenting vote, ruling that the Appellant failed to show, by the preponderance of the evidence, that the action previously taken should be modified or revoked.

Upon the Chair’s acknowledgment, Clerk of the Circuit Court and Comptroller Ken Burke expressed his thanks to Ms. Gardner for her 32 years of service to the Clerk’s Office and


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stated she remains a good employee; and that her knowledge of Probate and Guardianship is exceptional.

On behalf of the Board, Mr. Peluso expressed his condolences to Ms. Gardner regarding the loss of her family members.

ADJOURNMENT

There being no further business, Chair Vecchioli adjourned the meeting at 9:03 PM.

TO: The Honorable Chair and Members of the Unified Personnel Board

FROM: Kimberly R. Crum, Director of Human Resources

DATE: June 3, 2021

SUBJECT: Changes to Personnel Rule 3 - Declared Emergencies and Other Emergency or Disaster Situations

______________________________________________________________________________

Recommendation:

It is recommended that the members of the Unified Personnel Board approve new language (attached) for Personnel Rule 3 – Declared Emergencies and Other Emergency or Disaster Situations which will allow each Appointing Authority the discretion to award additional compensation to exempt employees that work during declared emergencies when regular County operations have been suspended.

Background:

Currently exempt personnel performing emergency duties are required to perform their tasks without additional compensation regardless of the number of hours worked during a pay period. Their classified counterparts receive pay at the overtime rate regardless of the number of hours worked in the workweek if they are directed to report to work when regular County operations have been suspended because of an emergency situation. During emergencies, classified and exempt workers provide critical services, often side by side. This can result in the classified employee receiving pay at one and a half times their regular pay rate for all hours worked, while the exempt employee receives straight salary.

A 2017 survey of local governments in Florida showed that 90% of survey respondents had an established policy to compensate exempt staff for excess hours during an emergency. This included Citrus, Hernando, Hillsborough, Lee, Manatee, Orange, Palm Beach, Polk and Sarasota Counties.

IV.1.

Changes to Personnel Rule 3 June 3, 2021 Page Two The proposed change to Personnel Rule 3, Section D.6. Declared Emergencies and Other Emergency or Disaster Situations is to add the following:

f. An Appointing Authority may elect to compensate exempt employees directed to report to work in any capacity during a declared state of emergency after the Appointing Authority has closed his or her operations at a higher rate than the assigned hourly rate up to one and one half times that rate for any hours worked in the workweek over 40.

Attachments: - Personnel Rule 3 (current) - Personnel Rule 3 (redline)

Revision: 7/12/2018 Rule 3. Compensation Page 1 of 10

Rule 3. Compensation

It is the policy and practice of all Appointing Authorities in the Unified Personnel System to compensate employees accurately and in compliance with applicable state and federal laws, and not to make improper deductions from any employee’s pay. Pay records should be reviewed by the employee upon receipt for accuracy. Any questions or inaccuracies should immediately be brought to the attention of the Appointing Authority or designee. The Appointing Authority or designee shall promptly investigate, correct any errors and make any necessary adjustments. Factors to consider when establishing starting pay and/or making pay adjustments are the individual’s qualifications and skills, pay equity issues including the relationship of the newly hired or promoted employee’s proposed salary to that of the experienced incumbents in the classification and the prevailing labor market value. A. Pay Plans

A pay plan is a particular table or array of pay rates that establishes the ranges of pay within which employees will be paid. 1. Classified Pay Plan

The Classified Employee Pay Plan is a listing of pay ranges (minimum and maximums) applicable to each classification to which classified employees are assigned. The Classified Employee Pay Plan provides a market-based pay structure or framework for aligning job classifications according to their job value. The Director of Human Resources prepares and presents the Classified Employee Pay Plan to the Unified Personnel Board for adoption and amendment. This Classified Employee Pay Plan is utilized by all Appointing Authorities within the Unified Personnel System.

2. Exempt Pay Plans There are multiple exempt pay plans. Each Constitutional Officer (Clerk of the Circuit Court, Property Appraiser, Supervisor of Elections and Tax Collector) adopts and maintains his/her own exempt pay plan. The exempt pay plan for all other Appointing Authorities is recommended by the Director of Human Resources and adopted and maintained by the Board of County Commissioners.

B. Starting Pay 1. Permanent Positions

a. Exempt The starting pay of an individual selected to fill an exempt position must be within the salary range utilized by the Appointing Authority for that position or classification within their organization.

b. Classified The starting pay of an individual selected to fill a classified position is normally made at the minimum rate of pay of the pay grade established for the job classification. Because of unusual or extenuating circumstances an individual may be hired above the minimum of the pay range established for the job classification. Such


appointment requires the recommendation and approval of the Appointing Authority in consultation with the Director of Human Resources.

2. Temporary Positions An individual appointed to a temporary position or temporarily appointed to a permanent position will be paid in accordance with the provisions shown above for permanent positions, classified or exempt, as appropriate.

3. Grant Worker Positions The starting pay for a specific Grant Worker position must be within the salary range established in the pay plan for Grant Workers and consistent with any terms of the grant and the work to be performed. It shall be determined by the Appointing Authority in consultation with the Director of Human Resources.

4. Special Project Positions The starting rate of pay for a specific Special Project position must be within the salary range established in the pay plan for Special Project Positions. It shall be determined by the Appointing Authority in consultation with the Director of Human Resources.

5. Internships Internships may be paid or unpaid. If the internship is paid, the rate of pay will be determined by the Appointing Authority in consultation with the Director of Human Resources.

C. Base Pay Adjustments Base pay adjustments solely associated with the implementation of the Evergreen Classification and Compensation Study completed in 2018 shall be as adopted. In the event of a conflict between implementation of that study and this Rule, the approved implementation of the study shall govern. In all other cases, the following will continue to apply. Base pay does not include benefits or supplemental earnings. The following describes the types and application of base pay adjustments. 1. Base Pay Increases

a. Merit Increases Merit Pay increases may be granted annually at the discretion of the Appointing Authority but may not be granted above the maximum pay rate of the employee's job classification. Merit pay increases are calculated on the employee’s current pay rate. If a merit pay increase would bring an employee’s pay rate above the maximum rate established for the employee's classification, the Appointing Authority shall bring the employee to the maximum of the pay rate of the employee’s job classification and grant the remaining portion of the pay increase in a one-time lump sum payment in lieu of a full base rate increase. If an employee is at the maximum rate of pay established for the employee’s classification the merit pay increase shall be granted as a one-time lump sum payment calculated as the annualized value of the merit increase.

b. Special Merit Increase Special Merit increases may be made at any time at the discretion of the Appointing Authority but may not be granted above the maximum pay rate of the employee’s job classification. Special Merit increases are meant to recognize an employee's


exceptional work contributions or unusual employment conditions and are calculated on the employee’s current pay rate.

c. Promotional Increase Promotional increases are granted at the discretion of the Appointing Authority but may not be granted above the maximum pay rate of the employee’s job classification. Promotional increases are calculated on the employee’s current pay rate and within the following:

• The employee’s pay must be increased to at least the minimum pay rate for their new position.

• The Appointing Authority may award a promotional increase of 4 to 10%.

• An increase less than 4% or greater than 10% may be made by the Appointing Authority in consultation with the Director of Human Resources.

d. Reclassification or Reallocation Increase When a position is reclassified or reallocated to a pay grade for which the maximum of the pay rate is higher than that of the incumbent’s current job classification, the Appointing Authority may grant the employee a pay adjustment in accordance with the following:

• The employee’s pay must be increased to at least the minimum pay rate of the new pay grade, or

• The employee’s pay will be increased by an amount equal to 4% of the midpoint of the new pay grade, whichever is greater.

• No reclassification pay increase may be granted above the maximum rate established for the classification.

e. General Increase A general increase is an increase applied to all, or to a general category of, eligible employees without variation for individual performance. A general increase may be granted if deemed in the best interest of the organization and if the budget allows. The general increase is designed to reflect an increase in the labor market. This is different from the merit increase which reflects the value of the individual’s performance in that job. The general pay increase will be calculated on the midpoint of the pay grade established for the employee’s job classification. If a general pay increase would bring an employee’s pay rate above the maximum rate established for the employee's classification, the Appointing Authority shall bring the employee to the maximum of the pay rate of the employee’s job classification and grant the remaining portion of the pay increase in a one-time lump sum payment in lieu of a full base rate increase. If an employee is at the maximum rate of pay established for the employee’s classification the merit pay increase shall be granted as a one-time lump sum payment calculated as the annualized value of the merit increase.


f. Equity Adjustment An Equity Adjustment is a pay rate adjustment provided to an employee outside the normal salary administration policies to correct a significant deviation from internal equity and to ensure compliance with fair pay practices. Equity Adjustments may be granted at the discretion of the Appointing Authority in consultation with the Director of Human Resources but may not be granted above the maximum rate established for the employee's classification.

g. Pay Grade Change - Reallocation A pay grade change is the reallocation of a job classification from one pay grade to another. An incumbent employee whose job classification has been allocated to a higher pay grade shall not receive an upward adjustment unless the employee is below the minimum pay rate of the new pay grade. In such case the employee’s pay will be increased to the minimum of the new pay grade. An incumbent employee whose current rate of pay is at or above the maximum pay rate of the new pay grade shall continue to receive the current rate of pay. An incumbent employee whose job classification has been allocated to a lower pay grade shall continue to receive their current rate of pay unless that rate is more than 10% above the maximum of the new pay grade, in which case their pay rate shall be decreased to 10% above the maximum pay rate of the new pay grade.

h. Temporary Pay Increase i. When an Appointing Authority temporarily assigns a classified employee to a

higher classification and such assignment is expected to last more than 30 consecutive calendar days, a substitute or temporary appointment shall be made. The employee shall receive a temporary pay increase not to exceed the maximum of the pay rate of the job classification to which the employee is temporarily promoted. The pay increase shall be done in accordance with the provisions of Promotional Increase C.1.c. above. This adjustment shall be retroactive to the first day that the employee was assigned to perform in the higher classification. Such temporary appointment may not exceed six months in duration without the approval of the Appointing Authority and the Director of Human Resources. Upon conclusion of the appointment, the employee shall be returned to the position held immediately prior to the reassignment, and the employee's pay rate shall be adjusted back to the prior pay rate or, at the discretion of the Appointing Authority, to the pay rate that would have been attained had there not been a temporary reassignment.

ii. When an Appointing Authority temporarily assigns a classified employee a portion of the duties and responsibilities of a higher classification and the assignment is expected to be more than 30 consecutive calendar days, the Appointing Authority may grant the employee a temporary pay increase. The amount of the increase shall be at the discretion of the Appointing Authority but shall not exceed the maximum of the pay grade of the higher classification. When the employee is no longer performing the additional duties, the employee's pay rate shall be adjusted back to the prior pay rate or, at the discretion of the Appointing Authority, to the pay rate that would have been


attained had there not been a temporary assignment of additional duties and responsibilities. The temporary assignment of additional duties and responsibilities shall not exceed six months.

2. Base Pay Decreases a. Demotion – Classified Employees

i. Disciplinary An employee demoted for disciplinary reasons to a job classification for which the maximum pay rate of the pay grade of the new job classification is lower than that of the position’s current pay grade shall have their rate of pay reduced in an amount determined by the Appointing Authority, but in no event shall the new pay rate be lower than the minimum of the classification to which the employee is demoted.

ii. Reduction in Force If as the result of a reduction in force, a classified employee is displaced into a job classification for which the maximum pay rate of the pay grade of the new job is lower than that of the employee’s current classification the employee shall have his/her salary adjusted in accordance with the provisions of Rule 5. Reduction in Force.

iii. Voluntary Upon such demotion, a reduction in pay should be made. The demotion decrease is granted at the discretion of the Appointing Authority but may not be granted above the maximum pay rate of the employee’s job classification. The demotion decrease is calculated on the employee’s current pay rate and within the following:

• The employee’s pay may not be reduced below the minimum pay rate nor exceed the maximum pay rate of the pay grade to which the employee is being demoted.

• The Appointing Authority may make a demotion pay decrease of 4 to 10%.

• A decrease less than 4% or greater than 10% may be made by the Appointing Authority in consultation with the Director of Human Resources.

b. Demotion – Exempt Employees Any change in pay for an exempt employee who is demoted is at the discretion of the Appointing Authority.

c. Pay Reduction – Disciplinary Upon a disciplinary pay reduction, the employee’s rate of pay shall be reduced up to 5% at the discretion of the Appointing Authority but in no event shall the new pay rate be lower than the minimum of the employee’s pay grade.

d. Reclassification or Reallocation Decrease When a position is reclassified to a job classification for which the maximum pay rate of the pay grade of the new job classification is lower than the maximum pay rate of the position’s current pay grade or the job classification for the position is reallocated to a pay grade for which the maximum pay rate is lower than the maximum of the


position’s current pay grade, an incumbent shall continue to receive their current rate of pay unless that rate is more than 10% above the maximum of the new pay grade, in which case their pay rate shall be decreased to 10% above the maximum pay rate of the new pay grade. An incumbent employee shall be offered a transfer to a vacancy in the original job classification with the same Appointing Authority, if one exists. Otherwise the employee shall remain in the reallocated position.

D. Supplemental and Incentive Pay 1. Standby Pay

a. All Classified Service employees required to work standby shall be paid one hour additional pay (“standby pay”) at the employee’s straight hourly rate for every eight hours of the standby assignment regardless of whether the employee is called to report for work and regardless of the number of hours worked in the workweek. Standby pay is not hours worked.

b. If required to physically report for work: i. The employee’s hours worked for the week (or for salaried classified employees

for the pay period) shall include travel time from home to the work location and back home from the work location and all hours worked on the assignment.

ii. A minimum of two hours shall be counted as hours worked for the first instance requiring the employee to physically report to a work location in an eight hour standby period. No minimum number of hours worked shall be counted for subsequent standby call outs during the same standby period.

c. If not required to physically report for work: i. If an employee can complete the assignment without physically reporting to the

work location, the employee’s hours worked for the week (or for salaried classified employees for the pay period) shall include all hours worked on the assignment.

ii. A minimum of one hour shall be counted as hours worked for the first instance worked remotely in an eight hour standby period. No minimum number of hours worked shall be counted for subsequent call outs during the same standby period.

d. Pay for reporting for standby duty, whether physically or remotely, is in addition to the standby pay.

2. Emergency Call Out Pay a. In cases where there is no Standby Assignment, if an off-duty classified employee

called out to work is required to physically report to a work location, the employee’s hours worked for the week (or for the salaried classified employee for the pay period) shall include travel time from home to the work location and back home from the work location and all hours worked on the assignment.

b. A minimum of two hours shall be counted as hours worked for each Emergency Call Out requiring an employee to physically report for work.

c. In cases where the assignment can be completed without the employee physically reporting to a work location, a minimum of one hour shall be counted as hours worked for each Emergency Call Out.


3. Shift Differential Pay a. Five Percent Differential

A shift differential pay of 5% shall be paid to those Classified Service employees, except Airport Firefighters and Airport Fire Lieutenants, who regularly work a shift where a majority of the hours worked falls after 5 p.m.

b. Ten Percent Differential A shift differential pay of 10% shall be paid to those Classified Service employees, except Airport Firefighters and Airport Fire Lieutenants, who regularly work a shift where the majority of the hours worked falls after midnight and before 6 a.m.

Excluding Airport Firefighters and Airport Fire Lieutenants, an employee who is assigned a specific shift when the majority of the worked hours falls after 5 p.m. and before 6 a.m. and who is assigned to this shift for a period of not less than four consecutive calendar weeks, will earn the applicable shift differential as of the first day worked on the assigned shift.

4. Control Burn Fire Team Each employee serving as a Fire Team Member shall be paid an additional $3.00 per hour for each hour (or portion thereof) worked as a member of the Fire Team. Each employee serving as a Fire Team Supervisor shall be paid an additional $5.00 per hour worked as a supervisor of a Fire Team. Any hours worked on the Control Burn Fire Team will be counted as hours worked for all compensation purposes, including but not limited to calculating any overtime due.

5. Classified Service Employees Working in the Citizen Information Center (CIC) Classified Service Employees working in the Citizen Information Center (CIC) during an emergency shall be paid their regular pay in situations where their CIC shift falls during their normally scheduled work time and work days and the County operations are continuing as usual. If the assigned CIC hours fall outside the normally scheduled work time or work days, the CIC employee will be compensated at the overtime rate, regardless of the actual number of hours worked in the week. The hours actually worked in the CIC shall also be included in the calculation of the time an employee worked during that work week.

6. Declared Emergencies and Other Emergency or Disaster Situations When the Board of County Commissioners declares a state of emergency and/or the Appointing Authorities close their operations due to an emergency, employees will be compensated as follows: a. When regular County operations have been suspended because of an emergency

situation, Classified Service employees directed to report to work in any capacity will be paid at the overtime rate regardless of the number of hours worked in the workweek.

b. When regular County operations are fully or partially open regular pay rules will apply to Classified Service employees whether preparing for or dealing with the emergency or recovery efforts are part of the employee’s normal duties.

c. If a Classified Service employee is assigned duties are at a higher classification and such assignment continues longer than 30 consecutive calendar days, the employee


will receive a pay adjustment in accordance with rules and practices governing temporary increases in C.1.h above.

d. Appointing Authorities may grant employees administrative leave with pay if they direct them to leave work during their regularly scheduled hours in order to prepare their homes for emergency. Applicable shift differentials will be applied to the administrative leave with pay. Employees so directed who fail to return to work as directed by management may be considered AWOL (Absent Without Leave) and subject to discipline.

e. Classified service employees required to work during an emergency (when County operations are closed) on a recognized County Holiday will be paid for such time in accordance with Personnel Rule 4 A.

f. County employees who are directed not to report to work during an emergency (when County operations are closed or partially closed) will be granted leave with pay equal to their normal work hours for a period up to four weeks duration. i. County employees who have previously scheduled paid time off during such

time will not be required to use the paid time off. ii. County employees not scheduled to work on a day that would be covered by

leave with pay under this provision are not eligible for leave with pay on that day or any other day in substitution for that day.

g. County employees who are directed not to report to work due to such an emergency for a period in excess of four weeks duration will be granted leave without pay for this time beyond the initial four weeks. Employees so affected shall substitute available compensatory time, extended illness leave, floating holidays, personal day and then available annual leave for the leave without pay. Employees may retain up to 80 hours of annual leave and be granted leave without pay for the duration.

7. Market Driven Skills Supplement (MDSS) Market Driven Skills Supplement is an optional pay supplement with a variable rate not to exceed 10% of the employee’s base rate for an employee that is proficient and engaged in work that requires the use of critical skill sets that are in short supply within the available labor market. The maximum rate of pay cannot exceed 10% above the maximum of the pay grade. The skill sets identified for eligibility for MDSS will be determined by the Human Resources Department in conjunction with the Appointing Authorities impacted by the critical skill shortages and approved by the Unified Personnel Board. The list will be reviewed and updated as needed, but at least every two years. The Director of Human Resources and Appointing Authority will determine when an approved skill set is no longer in short supply or is no longer deemed a critical skill set and recommend the Unified Personnel Board remove the skill set from those identified for eligibility for MDSS. Upon Unified Personnel Board approval, the supplemental pay will be ended.

8. Certification Pay Certification pay is a supplemental pay provided to an employee for possession and maintenance of specific certification(s). The supplemental pay may be an amount added to the employee’s base pay or an amount paid at set intervals during the year (for example, monthly). Eligible certifications are determined by the Appointing Authority. Certifications which are required in the minimum qualification of the job classification are not eligible for certification pay. Possession of the certification should add value to the


employee’s ability to perform his/her job responsibilities. The added value should be meaningful and real. Loss or failure to maintain the certification will result in removal of the certification pay. Changes in job classification may result in removal of the certification pay.

9. Other Supplemental Pay Other supplemental pay as approved by the Appointing Authority may be provided to employees for performance of specific duties not required as part of the minimum qualifications of the employee’s classification (e.g., fogging or 911 training).

E. Pay 1. Method of Payment

a. Exempt Employees i. Exempt employees are salaried employees paid a set salary for each week

worked, subject to legally allowable deductions whether from the salary or accumulated leave. For administrative purposes only, such as the payout of accumulated leave the annualized salary is divided by 2,080 hours (and a pro-rated amount for employees regularly scheduled for less than 40 hours in a workweek). All Exempt Service employees shall be available at all times for the performance of service beyond the generally scheduled workweek as may be required without any entitlement to extra compensation.

ii. All members of the Exempt Service will have their pay directly deposited in a financial institution of their choosing.

b. Classified Employees- i. Overtime: It shall be the general practice of the County to not have its

employees work frequent or considerable overtime. However, Appointing Authorities may authorize or direct an employee to work overtime when necessary in order to meet emergency situations or operating needs. Each Appointing Authority shall maintain records of all hours worked, including overtime hours worked by Classified Service employees in his/her department.

a) For overtime compensation purposes, recognized Holidays or Leave with Pay for work-related purposes shall be considered as time actually worked. All other time used by the employee, such as, time paid under the Workers’ Compensation Law, under short or long term disability plans, Compensatory Time, Annual Leave, Extended Illness Leave, Floating Holidays, Personal Days, or Leave with Pay for non-work related purposes shall not be considered as hours worked.

b) All hourly Classified Service employees, except Airport Firefighters and Airport Fire Lieutenants, paid on an hourly basis will be compensated at time and one half for any hours worked over 40 in any workweek in accordance with the Fair Labor Standards Act. Any hours worked over 40 in a workweek shall be considered overtime hours.

c) Pursuant to section 207 (k) of the Fair Labor Standards Act (FLSA) and Title 29 Code of Federal Regulations, Pinellas County establishes a 21 consecutive day work period for all Airport Firefighters and Airport Fire Lieutenants Employees effective November 20, 1988. All classified Airport Firefighters and Airport Fire Lieutenants working 159 hours or less during the


established 21 consecutive work day period shall be paid at the straight hourly rate set forth in the Pinellas County Pay & Classification Plan. Should Fire Protection Employees be required to work more than 159 hours in any 21 consecutive day work period, all such time shall be considered overtime work.

d) Salaried Classified Service employees, those certified by the Appointing Authority through the County Attorney to the Director of Human Resources as excluded from the overtime provisions of the Fair Labor Standards Act (“Classified Excluded”), will be compensated at time and one half for any hours worked over 80 in a pay period if approved by the Appointing Authority.

e) Compensation for overtime may be monetary or in compensatory time, at the sole discretion of the Appointing Authority. Employees may not accumulate more compensatory time than designated below.

f) The maximum accumulation of compensatory time for Classified hourly employees shall be 80 hours and for Classified Excluded employees shall be 240 hours.

g) An employee who has accumulated compensatory time may request compensatory time off and such compensatory time off must be given within a reasonable time so long as it does not unduly disrupt departmental operations.

h) Upon separation from employment, an employee shall receive a lump sum payment for all accumulated compensatory time at a rate which is not less than that employee's average regular rate during the last three years of employment, or that employee's final regular rate, whichever is higher.

ii. Employees promoted from the Classified Service to an exempt position shall, at the time of promotion, receive payment for accumulated compensatory time based upon the employee's regular rate of pay at the time of promotion.

iii. All members of the Classified Service will have their pay directly deposited in a financial institution of their choosing.

F. Claims for Underpayment of Wages Claims for underpayment of wages must be made within two years of the underpayment.


Rule 3. Compensation

It is the policy and practice of all Appointing Authorities in the Unified Personnel System to compensate employees accurately and in compliance with applicable state and federal laws, and not to make improper deductions from any employee’s pay. Pay records should be reviewed by the employee upon receipt for accuracy. Any questions or inaccuracies should immediately be brought to the attention of the Appointing Authority or designee. The Appointing Authority or designee shall promptly investigate, correct any errors and make any necessary adjustments. Factors to consider when establishing starting pay and/or making pay adjustments are the individual’s qualifications and skills, pay equity issues including the relationship of the newly hired or promoted employee’s proposed salary to that of the experienced incumbents in the classification and the prevailing labor market value. A. Pay Plans

A pay plan is a particular table or array of pay rates that establishes the ranges of pay within which employees will be paid. 1. Classified Pay Plan

The Classified Employee Pay Plan is a listing of pay ranges (minimum and maximums) applicable to each classification to which classified employees are assigned. The Classified Employee Pay Plan provides a market-based pay structure or framework for aligning job classifications according to their job value. The Director of Human Resources prepares and presents the Classified Employee Pay Plan to the Unified Personnel Board for adoption and amendment. This Classified Employee Pay Plan is utilized by all Appointing Authorities within the Unified Personnel System.

2. Exempt Pay Plans There are multiple exempt pay plans. Each Constitutional Officer (Clerk of the Circuit Court, Property Appraiser, Supervisor of Elections and Tax Collector) adopts and maintains his/her own exempt pay plan. The exempt pay plan for all other Appointing Authorities is recommended by the Director of Human Resources and adopted and maintained by the Board of County Commissioners.

B. Starting Pay 1. Permanent Positions

a. Exempt The starting pay of an individual selected to fill an exempt position must be within the salary range utilized by the Appointing Authority for that position or classification within their organization.

b. Classified The starting pay of an individual selected to fill a classified position is normally made at the minimum rate of pay of the pay grade established for the job classification. Because of unusual or extenuating circumstances an individual may be hired above the minimum of the pay range established for the job classification. Such

REDLINE VERSION with additions/revisions in red (page 8)


appointment requires the recommendation and approval of the Appointing Authority in consultation with the Director of Human Resources.

2. Temporary Positions An individual appointed to a temporary position or temporarily appointed to a permanent position will be paid in accordance with the provisions shown above for permanent positions, classified or exempt, as appropriate.

3. Grant Worker Positions The starting pay for a specific Grant Worker position must be within the salary range established in the pay plan for Grant Workers and consistent with any terms of the grant and the work to be performed. It shall be determined by the Appointing Authority in consultation with the Director of Human Resources.

4. Special Project Positions The starting rate of pay for a specific Special Project position must be within the salary range established in the pay plan for Special Project Positions. It shall be determined by the Appointing Authority in consultation with the Director of Human Resources.

5. Internships Internships may be paid or unpaid. If the internship is paid, the rate of pay will be determined by the Appointing Authority in consultation with the Director of Human Resources.

C. Base Pay Adjustments Base pay adjustments solely associated with the implementation of the Evergreen Classification and Compensation Study completed in 2018 shall be as adopted. In the event of a conflict between implementation of that study and this Rule, the approved implementation of the study shall govern. In all other cases, the following will continue to apply. Base pay does not include benefits or supplemental earnings. The following describes the types and application of base pay adjustments. 1. Base Pay Increases

a. Merit Increases Merit Pay increases may be granted annually at the discretion of the Appointing Authority but may not be granted above the maximum pay rate of the employee's job classification. Merit pay increases are calculated on the employee’s current pay rate. If a merit pay increase would bring an employee’s pay rate above the maximum rate established for the employee's classification, the Appointing Authority shall bring the employee to the maximum of the pay rate of the employee’s job classification and grant the remaining portion of the pay increase in a one-time lump sum payment in lieu of a full base rate increase. If an employee is at the maximum rate of pay established for the employee’s classification the merit pay increase shall be granted as a one-time lump sum payment calculated as the annualized value of the merit increase.

b. Special Merit Increase Special Merit increases may be made at any time at the discretion of the Appointing Authority but may not be granted above the maximum pay rate of the employee’s job classification. Special Merit increases are meant to recognize an employee's


exceptional work contributions or unusual employment conditions and are calculated on the employee’s current pay rate.

c. Promotional Increase Promotional increases are granted at the discretion of the Appointing Authority but may not be granted above the maximum pay rate of the employee’s job classification. Promotional increases are calculated on the employee’s current pay rate and within the following:

• The employee’s pay must be increased to at least the minimum pay rate for their new position.

• The Appointing Authority may award a promotional increase of 4 to 10%.

• An increase less than 4% or greater than 10% may be made by the Appointing Authority in consultation with the Director of Human Resources.

d. Reclassification or Reallocation Increase When a position is reclassified or reallocated to a pay grade for which the maximum of the pay rate is higher than that of the incumbent’s current job classification, the Appointing Authority may grant the employee a pay adjustment in accordance with the following:

• The employee’s pay must be increased to at least the minimum pay rate of the new pay grade, or

• The employee’s pay will be increased by an amount equal to 4% of the midpoint of the new pay grade, whichever is greater.

• No reclassification pay increase may be granted above the maximum rate established for the classification.

e. General Increase A general increase is an increase applied to all, or to a general category of, eligible employees without variation for individual performance. A general increase may be granted if deemed in the best interest of the organization and if the budget allows. The general increase is designed to reflect an increase in the labor market. This is different from the merit increase which reflects the value of the individual’s performance in that job. The general pay increase will be calculated on the midpoint of the pay grade established for the employee’s job classification. If a general pay increase would bring an employee’s pay rate above the maximum rate established for the employee's classification, the Appointing Authority shall bring the employee to the maximum of the pay rate of the employee’s job classification and grant the remaining portion of the pay increase in a one-time lump sum payment in lieu of a full base rate increase. If an employee is at the maximum rate of pay established for the employee’s classification the merit pay increase shall be granted as a one-time lump sum payment calculated as the annualized value of the merit increase.


f. Equity Adjustment An Equity Adjustment is a pay rate adjustment provided to an employee outside the normal salary administration policies to correct a significant deviation from internal equity and to ensure compliance with fair pay practices. Equity Adjustments may be granted at the discretion of the Appointing Authority in consultation with the Director of Human Resources but may not be granted above the maximum rate established for the employee's classification.

g. Pay Grade Change - Reallocation A pay grade change is the reallocation of a job classification from one pay grade to another. An incumbent employee whose job classification has been allocated to a higher pay grade shall not receive an upward adjustment unless the employee is below the minimum pay rate of the new pay grade. In such case the employee’s pay will be increased to the minimum of the new pay grade. An incumbent employee whose current rate of pay is at or above the maximum pay rate of the new pay grade shall continue to receive the current rate of pay. An incumbent employee whose job classification has been allocated to a lower pay grade shall continue to receive their current rate of pay unless that rate is more than 10% above the maximum of the new pay grade, in which case their pay rate shall be decreased to 10% above the maximum pay rate of the new pay grade.

h. Temporary Pay Increase i. When an Appointing Authority temporarily assigns a classified employee to a

higher classification and such assignment is expected to last more than 30 consecutive calendar days, a substitute or temporary appointment shall be made. The employee shall receive a temporary pay increase not to exceed the maximum of the pay rate of the job classification to which the employee is temporarily promoted. The pay increase shall be done in accordance with the provisions of Promotional Increase C.1.c. above. This adjustment shall be retroactive to the first day that the employee was assigned to perform in the higher classification. Such temporary appointment may not exceed six months in duration without the approval of the Appointing Authority and the Director of Human Resources. Upon conclusion of the appointment, the employee shall be returned to the position held immediately prior to the reassignment, and the employee's pay rate shall be adjusted back to the prior pay rate or, at the discretion of the Appointing Authority, to the pay rate that would have been attained had there not been a temporary reassignment.

ii. When an Appointing Authority temporarily assigns a classified employee a portion of the duties and responsibilities of a higher classification and the assignment is expected to be more than 30 consecutive calendar days, the Appointing Authority may grant the employee a temporary pay increase. The amount of the increase shall be at the discretion of the Appointing Authority but shall not exceed the maximum of the pay grade of the higher classification. When the employee is no longer performing the additional duties, the employee's pay rate shall be adjusted back to the prior pay rate or, at the discretion of the Appointing Authority, to the pay rate that would have been


attained had there not been a temporary assignment of additional duties and responsibilities. The temporary assignment of additional duties and responsibilities shall not exceed six months.

2. Base Pay Decreases a. Demotion – Classified Employees

i. Disciplinary An employee demoted for disciplinary reasons to a job classification for which the maximum pay rate of the pay grade of the new job classification is lower than that of the position’s current pay grade shall have their rate of pay reduced in an amount determined by the Appointing Authority, but in no event shall the new pay rate be lower than the minimum of the classification to which the employee is demoted.

ii. Reduction in Force If as the result of a reduction in force, a classified employee is displaced into a job classification for which the maximum pay rate of the pay grade of the new job is lower than that of the employee’s current classification the employee shall have his/her salary adjusted in accordance with the provisions of Rule 5. Reduction in Force.

iii. Voluntary Upon such demotion, a reduction in pay should be made. The demotion decrease is granted at the discretion of the Appointing Authority but may not be granted above the maximum pay rate of the employee’s job classification. The demotion decrease is calculated on the employee’s current pay rate and within the following:

• The employee’s pay may not be reduced below the minimum pay rate nor exceed the maximum pay rate of the pay grade to which the employee is being demoted.

• The Appointing Authority may make a demotion pay decrease of 4 to 10%.

• A decrease less than 4% or greater than 10% may be made by the Appointing Authority in consultation with the Director of Human Resources.

b. Demotion – Exempt Employees Any change in pay for an exempt employee who is demoted is at the discretion of the Appointing Authority.

c. Pay Reduction – Disciplinary Upon a disciplinary pay reduction, the employee’s rate of pay shall be reduced up to 5% at the discretion of the Appointing Authority but in no event shall the new pay rate be lower than the minimum of the employee’s pay grade.

d. Reclassification or Reallocation Decrease When a position is reclassified to a job classification for which the maximum pay rate of the pay grade of the new job classification is lower than the maximum pay rate of the position’s current pay grade or the job classification for the position is reallocated to a pay grade for which the maximum pay rate is lower than the maximum of the


position’s current pay grade, an incumbent shall continue to receive their current rate of pay unless that rate is more than 10% above the maximum of the new pay grade, in which case their pay rate shall be decreased to 10% above the maximum pay rate of the new pay grade. An incumbent employee shall be offered a transfer to a vacancy in the original job classification with the same Appointing Authority, if one exists. Otherwise the employee shall remain in the reallocated position.

D. Supplemental and Incentive Pay 1. Standby Pay

a. All Classified Service employees required to work standby shall be paid one hour additional pay (“standby pay”) at the employee’s straight hourly rate for every eight hours of the standby assignment regardless of whether the employee is called to report for work and regardless of the number of hours worked in the workweek. Standby pay is not hours worked.

b. If required to physically report for work: i. The employee’s hours worked for the week (or for salaried classified employees

for the pay period) shall include travel time from home to the work location and back home from the work location and all hours worked on the assignment.

ii. A minimum of two hours shall be counted as hours worked for the first instance requiring the employee to physically report to a work location in an eight hour standby period. No minimum number of hours worked shall be counted for subsequent standby call outs during the same standby period.

c. If not required to physically report for work: i. If an employee can complete the assignment without physically reporting to the

work location, the employee’s hours worked for the week (or for salaried classified employees for the pay period) shall include all hours worked on the assignment.

ii. A minimum of one hour shall be counted as hours worked for the first instance worked remotely in an eight hour standby period. No minimum number of hours worked shall be counted for subsequent call outs during the same standby period.

d. Pay for reporting for standby duty, whether physically or remotely, is in addition to the standby pay.

2. Emergency Call Out Pay a. In cases where there is no Standby Assignment, if an off-duty classified employee

called out to work is required to physically report to a work location, the employee’s hours worked for the week (or for the salaried classified employee for the pay period) shall include travel time from home to the work location and back home from the work location and all hours worked on the assignment.

b. A minimum of two hours shall be counted as hours worked for each Emergency Call Out requiring an employee to physically report for work.

c. In cases where the assignment can be completed without the employee physically reporting to a work location, a minimum of one hour shall be counted as hours worked for each Emergency Call Out.


3. Shift Differential Pay a. Five Percent Differential

A shift differential pay of 5% shall be paid to those Classified Service employees, except Airport Firefighters and Airport Fire Lieutenants, who regularly work a shift where a majority of the hours worked falls after 5 p.m.

b. Ten Percent Differential A shift differential pay of 10% shall be paid to those Classified Service employees, except Airport Firefighters and Airport Fire Lieutenants, who regularly work a shift where the majority of the hours worked falls after midnight and before 6 a.m.

Excluding Airport Firefighters and Airport Fire Lieutenants, an employee who is assigned a specific shift when the majority of the worked hours falls after 5 p.m. and before 6 a.m. and who is assigned to this shift for a period of not less than four consecutive calendar weeks, will earn the applicable shift differential as of the first day worked on the assigned shift.

4. Control Burn Fire Team Each employee serving as a Fire Team Member shall be paid an additional $3.00 per hour for each hour (or portion thereof) worked as a member of the Fire Team. Each employee serving as a Fire Team Supervisor shall be paid an additional $5.00 per hour worked as a supervisor of a Fire Team. Any hours worked on the Control Burn Fire Team will be counted as hours worked for all compensation purposes, including but not limited to calculating any overtime due.

5. Classified Service Employees Working in the Citizen Information Center (CIC) Classified Service Employees working in the Citizen Information Center (CIC) during an emergency shall be paid their regular pay in situations where their CIC shift falls during their normally scheduled work time and work days and the County operations are continuing as usual. If the assigned CIC hours fall outside the normally scheduled work time or work days, the CIC employee will be compensated at the overtime rate, regardless of the actual number of hours worked in the week. The hours actually worked in the CIC shall also be included in the calculation of the time an employee worked during that work week.

6. Declared Emergencies and Other Emergency or Disaster Situations When the Board of County Commissioners declares a state of emergency and/or the Appointing Authorities close their operations due to an emergency, employees will be compensated as follows: a. When regular County operations have been suspended because of an emergency

situation, Classified Service employees directed to report to work in any capacity will be paid at the overtime rate regardless of the number of hours worked in the workweek.

b. When regular County operations are fully or partially open regular pay rules will apply to Classified Service employees whether preparing for or dealing with the emergency or recovery efforts are part of the employee’s normal duties.

c. If a Classified Service employee is assigned duties are at a higher classification and such assignment continues longer than 30 consecutive calendar days, the employee


will receive a pay adjustment in accordance with rules and practices governing temporary increases in C.1.h above.

d. Appointing Authorities may grant employees administrative leave with pay if they direct them to leave work during their regularly scheduled hours in order to prepare their homes for emergency. Applicable shift differentials will be applied to the administrative leave with pay. Employees so directed who fail to return to work as directed by management may be considered AWOL (Absent Without Leave) and subject to discipline.

e. Classified service employees required to work during an emergency (when County operations are closed) on a recognized County Holiday will be paid for such time in accordance with Personnel Rule 4 A.

f. An Appointing Authority may elect to compensate exempt employees directed to report to work in any capacity during a declared state of emergency after the Appointing Authority has closed his or her operations at a higher rate than the assigned hourly rate up to one and one half times that rate for any hours worked in the workweek over 40.

g. County employees who are directed not to report to work during an emergency (when County operations are closed or partially closed) will be granted leave with pay equal to their normal work hours for a period up to four weeks duration. i. County employees who have previously scheduled paid time off during such

time will not be required to use the paid time off. ii. County employees not scheduled to work on a day that would be covered by

leave with pay under this provision are not eligible for leave with pay on that day or any other day in substitution for that day.

h. County employees who are directed not to report to work due to such an emergency for a period in excess of four weeks duration will be granted leave without pay for this time beyond the initial four weeks. Employees so affected shall substitute available compensatory time, extended illness leave, floating holidays, personal day and then available annual leave for the leave without pay. Employees may retain up to 80 hours of annual leave and be granted leave without pay for the duration.

7. Market Driven Skills Supplement (MDSS) Market Driven Skills Supplement is an optional pay supplement with a variable rate not to exceed 10% of the employee’s base rate for an employee that is proficient and engaged in work that requires the use of critical skill sets that are in short supply within the available labor market. The maximum rate of pay cannot exceed 10% above the maximum of the pay grade. The skill sets identified for eligibility for MDSS will be determined by the Human Resources Department in conjunction with the Appointing Authorities impacted by the critical skill shortages and approved by the Unified Personnel Board. The list will be reviewed and updated as needed, but at least every two years. The Director of Human Resources and Appointing Authority will determine when an approved skill set is no longer in short supply or is no longer deemed a critical skill set and recommend the Unified Personnel Board remove the skill set from those identified for eligibility for MDSS. Upon Unified Personnel Board approval, the supplemental pay will be ended.


8. Certification Pay Certification pay is a supplemental pay provided to an employee for possession and maintenance of specific certification(s). The supplemental pay may be an amount added to the employee’s base pay or an amount paid at set intervals during the year (for example, monthly). Eligible certifications are determined by the Appointing Authority. Certifications which are required in the minimum qualification of the job classification are not eligible for certification pay. Possession of the certification should add value to the employee’s ability to perform his/her job responsibilities. The added value should be meaningful and real. Loss or failure to maintain the certification will result in removal of the certification pay. Changes in job classification may result in removal of the certification pay.

9. Other Supplemental Pay Other supplemental pay as approved by the Appointing Authority may be provided to employees for performance of specific duties not required as part of the minimum qualifications of the employee’s classification (e.g., fogging or 911 training).

E. Pay 1. Method of Payment

a. Exempt Employees i. Exempt employees are salaried employees paid a set salary for each week

worked, subject to legally allowable deductions whether from the salary or accumulated leave. For administrative purposes only, such as the payout of accumulated leave the annualized salary is divided by 2,080 hours (and a pro-rated amount for employees regularly scheduled for less than 40 hours in a workweek). All Exempt Service employees shall be available at all times for the performance of service beyond the generally scheduled workweek as may be required without any entitlement to extra compensation.

ii. All members of the Exempt Service will have their pay directly deposited in a financial institution of their choosing.

b. Classified Employees- i. Overtime: It shall be the general practice of the County to not have its

employees work frequent or considerable overtime. However, Appointing Authorities may authorize or direct an employee to work overtime when necessary in order to meet emergency situations or operating needs. Each Appointing Authority shall maintain records of all hours worked, including overtime hours worked by Classified Service employees in his/her department.

a) For overtime compensation purposes, recognized Holidays or Leave with Pay for work-related purposes shall be considered as time actually worked. All other time used by the employee, such as, time paid under the Workers’ Compensation Law, under short or long term disability plans, Compensatory Time, Annual Leave, Extended Illness Leave, Floating Holidays, Personal Days, or Leave with Pay for non-work related purposes shall not be considered as hours worked.

b) All hourly Classified Service employees, except Airport Firefighters and Airport Fire Lieutenants, paid on an hourly basis will be compensated at time and one half for any hours worked over 40 in any workweek in accordance


with the Fair Labor Standards Act. Any hours worked over 40 in a workweek shall be considered overtime hours.

c) Pursuant to section 207 (k) of the Fair Labor Standards Act (FLSA) and Title 29 Code of Federal Regulations, Pinellas County establishes a 21 consecutive day work period for all Airport Firefighters and Airport Fire Lieutenants Employees effective November 20, 1988. All classified Airport Firefighters and Airport Fire Lieutenants working 159 hours or less during the established 21 consecutive work day period shall be paid at the straight hourly rate set forth in the Pinellas County Pay & Classification Plan. Should Fire Protection Employees be required to work more than 159 hours in any 21 consecutive day work period, all such time shall be considered overtime work.

d) Salaried Classified Service employees, those certified by the Appointing Authority through the County Attorney to the Director of Human Resources as excluded from the overtime provisions of the Fair Labor Standards Act (“Classified Excluded”), will be compensated at time and one half for any hours worked over 80 in a pay period if approved by the Appointing Authority.

e) Compensation for overtime may be monetary or in compensatory time, at the sole discretion of the Appointing Authority. Employees may not accumulate more compensatory time than designated below.

f) The maximum accumulation of compensatory time for Classified hourly employees shall be 80 hours and for Classified Excluded employees shall be 240 hours.

g) An employee who has accumulated compensatory time may request compensatory time off and such compensatory time off must be given within a reasonable time so long as it does not unduly disrupt departmental operations.

h) Upon separation from employment, an employee shall receive a lump sum payment for all accumulated compensatory time at a rate which is not less than that employee's average regular rate during the last three years of employment, or that employee's final regular rate, whichever is higher.

ii. Employees promoted from the Classified Service to an exempt position shall, at the time of promotion, receive payment for accumulated compensatory time based upon the employee's regular rate of pay at the time of promotion.

iii. All members of the Classified Service will have their pay directly deposited in a financial institution of their choosing.

F. Claims for Underpayment of Wages Claims for underpayment of wages must be made within two years of the underpayment.

TO:

FROM:

RE:

DATE:

Recommendation

Request approval of the Employees’ Advisory Council (EAC) revisions to their Bylaws to include additions, changes, and other formatting changes.

Recommended changes include:

• Addition of the wording in the Special Act regarding the EAC.Pinellas County Unified Personnel System Act Chapter 77-642 – Laws ofFlorida, Section 7.

• Addition of language recognizing that all meetings of the EAC will beconducted in accordance with Florida Statutes Chapter 286 (theSunshine Law).

• Changing of wording regarding alternate representation and proxy votingin the absence of an elected Council member.

• Clarification on Article X Amendments of the current EAC Bylawsregarding the two-week notification prior to changes and approval of thechanges by the Personnel Board.

• Reformatting of the Bylaws for better flow of similar information.

Background

These changes were voted on by the EAC on 11-18-20 with unanimous approval to forward to the Personnel Board for final approval. These changes are being brought to the Personnel Board per Article X of the current EAC Bylaws which requires Personnel Board approval.

Attachments:

• Current EAC Bylaws (2018)• Redline version of EAC Bylaws with additions and changes• Clean version of EAC Bylaws with updates incorporated

MEMORANDUM

The Honorable Chair and Members of the Unified Personnel Board

Lisa Arispe, Chair – Employees’ Advisory Council LMA

Employees’ Advisory Council – Bylaws Revisions

February 17, 2021

IV.2.

BYLAWS OF EMPLOYEES' ADVISORY COUNCIL

TO THE PERSONNEL BOARD OF THE PINELLAS COUNTY UNIFIED PERSONNEL SYSTEM

Article I

NAME

This body shall be known as the Employees' Advisory Council to the Personnel Board of the Pinellas County Unified Personnel System, hereinafter called the Council or EAC.

Article II

STATEMENT OF PURPOSES AND OBJECTIVES

Section 1 The express purpose of the Employees' Advisory Council, acting as a representative body of all classified employees, shall be to serve in an advisory capacity to the Personnel Board, management and their fellow employees.

Section 2 To improve understanding between management and employees, the Council shall render assistance both to management and their fellow employees.

1. Members of the Council are urged to assist in resolving problems betweenemployees and management where such assistance would not interfere orinterrupt the general procedures set forth in the rules dealing with such matters.

2. Where there is evidence of unjust or unnecessary treatment involving a group ofemployees, the Council shall investigate and attempt to resolve the matter withthose parties involved.

3. When conditions warrant, and with the approval by the Council, the AppointingAuthorities may be invited to any Council meeting for discussion of mutualproblems or information sharing. In addition to any such meeting, informaldiscussion between the Appointing Authorities and the Advisory Council areencouraged.

Section 3 The Council is charged with developing and recommending ideas related to working conditions, morale, public image, efficiency, employee safety, employee insurance programs, and other employee related benefits.

Section 4 Furthermore, no member of the Council shall use it as a means for personal or political gain, nor shall the Council as a whole take part in any movement not in keeping with the real purpose and objective of the Council.

Page 1 of 6 Revised September 19, 2018

Article III

MEMBERSHIP

Membership of this Council shall consist of fifteen (15) members.

Article IV

MEETINGS

Section 1 MEETINGS: Normally there shall be regular monthly meetings of this Council on the

third (3rd) Wednesday of each month. Said meetings to be held at 2:30 p.m. at a designated location.

Section 2 SPECIAL MEETINGS: Special meetings may be held at the call of the Chairperson

or Vice Chairperson, by the request of at least eight (8) members of the Council, or by the Director of Human Resources.

Section 3 NOTICE: Normally at least three (3) days notice of each special meeting shall be

furnished to each member of the Council. Section 4 ORDER OF BUSINESS: The order of business at regular meetings shall be: 1. Call to Order 2. Roll Call and Introduction of Guests 3. Approve Minutes of Previous Meeting 4. Committee Reports 5. Old Business (unresolved issues) 6. New Business (issues brought up for the first time) 7. Adjournment Section 5 QUORUM: Eight (8) of the members constitute a quorum for the transaction of

business. Section 6 VOTING: Every member of the Council shall have the right and be entitled to one

vote, in person, upon every proposal properly submitted to vote at any meeting. Council members may vote on an individual proposal by Proxy by sending an email to the Chair with the Proxy’s name prior to voting.


Article V

COUNCIL COMPOSITION

MEMBER COMPOSITION: The Council shall be composed of fifteen (15) members

to be apportioned as follows:

Tax Collector - One (1) Member Clerk of the Circuit Court - Two (2) Members Property Appraiser - One (1) Member Supervisor of Elections - One (1) Member Representative At Large - One (1) Member Other Appointing Authorities - One (1) Member Board of County Commissioners - Eight (8) Members TOTAL EAC MEMBERS - Fifteen (15) Members One Council member shall be elected from each of the following: (1) TAX COLLECTOR (1) CLERK OF CIRCUIT COURT GROUP 1 - NORTH COUNTY (1) CLERK OF CIRCUIT COURT GROUP 2 - SOUTH COUNTY (1) PROPERTY APPRAISER (1) SUPERVISOR OF ELECTIONS

(1) REPRESENTATIVE AT LARGE – appointed by a quorum of the 14 EAC Elected Members

(1) OTHER APPOINTING AUTHORITIES

(County Attorney, Human Rights, Human Resources, Forward Pinellas, Business Technology Services)

(8) BOARD OF COUNTY COMMISSIONERS GROUPS 1 - 8 GROUP COMPOSITION: The Council shall establish the composition of each Group

according to geographical, organizational and numerical considerations, in a manner that will best serve the established purposes and objectives of the Council.

TERM: Council members shall serve two (2) year terms. The commencement of each term shall be staggered so that no more than eight (8) of

the Council seats will need to be filled through a regular election at one time. HUMAN RESOURCES DEPARTMENT'S ROLE: In addition to the duly elected

members of the Council, the Director of Human Resources or his/her designee shall act in an advisory and liaison capacity to the Council.

Section 2 QUALIFICATIONS: The members shall have been employed for at least one year by

Pinellas County as a permanent employee of the classified service. Section 3 DUTIES: The duties of the Council members shall be to transact all business brought

before the Council for said Council's disposition.


Section 4 POWERS TO ELECT OFFICERS: The Council, at their December meeting each year, shall elect a Chairperson, a Vice Chairperson, and a Secretary. These officers will take office at the first scheduled meeting in January.

Section 5 REMOVAL OF OFFICERS AND/OR MEMBERS: Any officer and/or member may be

removed by the Council whenever, in the judgment of the Council, the best interest of the Council will be served thereby, by a two thirds (2/3) vote of the Council, after two (2) weeks notice and reason for removal to the members of the Council and the Human Resources Director. Members missing three (3) consecutive monthly meetings or six (6) meetings over a twelve (12) month period shall have a review by the Council with the possible action of removal.

Section 6 ANNUAL REPORTS: The Chairperson shall present his/her respective report of

operation of the Council for the preceding year, at the December meeting of the Council.

Section 7 ELECTION PROCESS: It shall be the responsibility of the Employees' Advisory

Council to establish, with the approval of the Personnel Board, the electoral process for all parties elected to said Council and for classified service employees within the Unified Personnel System aspiring to be elected to the Council. The Council shall appoint an Elections Committee to oversee this election process including the responsibility of supervising the Primary and the General Elections.

The Elections Committee shall consist of three council members not up for re-election. It shall be the Elections Committee's responsibility to oversee the voting process as well as addressing and investigating any irregularities in the campaign, nomination and voting processes and referring them to the Council for disposition.

The Elections Committee shall conduct each election annually in accordance with the policies and procedures approved by the Employees’ Advisory Council each year. The policies and procedures shall be approved by the Employees’ Advisory Council no later than the July meeting.

1. When a vacancy arises in any group of the Council, the Council has the option of

either selecting a "spokesperson" who will fill the role until the next annual election, or selecting the remaining eligible candidate with the second most votes in the last General Election for that group. If the council selects the remaining eligible candidate with the second most votes in the last General Election, the new Council member will have complete voting privileges and will serve for the unexpired term of the former member.

Instead of selecting the remaining eligible candidate with the second most votes in

the last General Election, the Council shall have the authority to appoint, by two-thirds (2/3) vote of the existing Council members, a spokesperson from the affected Group to speak on behalf of the employees affected by the vacancy. Any Council member may nominate an employee for discussion and vote. Under this option, this person will not vote on Council business unless there is at least six months remaining on the original term vacated, if so the Council may grant voting rights. At the next annual election, a replacement shall be selected following normal election procedures regardless of whether or not that group was scheduled for election that year. The new Council member will have complete voting privileges but, if necessary will face re-election the following year in order to return the group to its scheduled election cycle.


2. The At Large Representative shall be appointed by a quorum of the other 14

representatives on the Council following the election of officers. This representative shall serve for a two-year term and is eligible for reappointment by a quorum vote of the Council at the end of each two-year term. This representative shall meet the same employment qualifications as the other representatives on the Council and shall be subject to the same removal procedures as the other members on the Council.

Section 8 The Council members shall, with approval of the affected Appointing Authorities,

determine the number of delegate areas necessary to adequately represent employees in an EAC group. Delegates shall be selected in a manner prescribed by the Council and the appointments made with the approval of the Council.

The delegate roster shall be updated in January of each year or as needed due to organizational or staffing changes. Council members are responsible for assuring that each of the delegate areas in their group is staffed. New delegates are introduced at the March delegate meeting.

Section 9 A classified employee who believes that inappropriate activities, such as violation of

campaign rules, voter fraud, voter coercion, etc., have significantly affected a primary or general election, may file a written complaint to the Elections committee, which shall investigate the matter and present a report to the chairperson. If, in its report, the Elections Committee finds merit in the complaint, the chairperson shall schedule a meeting, within ten working days, for the entire Council, during which it shall review the Elections Committee report and consider what action to take regarding the situation. After considering the evidence presented, and the greater good to all concerned, the Council, with the support of two-thirds vote of those voting, may require a new election in the EAC group(s) affected.

Article VI

OFFICERS

Section 1: OFFICERS' DUTIES: Officers of the Council shall perform the following duties: Section 2: The CHAIRPERSON shall: 1. Preside at all meetings of the Council. 2. Make all Committee appointments. 3. Be a member Ex-Officio of all committees. 4. Represent the Council on any external committees, working groups, or other

similar activities within County government wherein Council participation has been designated or invited.

5. Perform all other duties pertaining to the Office of the Chairperson. Section 3: The VICE CHAIRPERSON shall: 1. Act as Chairperson in his/her absence.


2. Perform all other duties pertaining to the Office of Vice Chairperson as prescribed

by the Chairperson and/or the Council. Section 4: The SECRETARY shall: 1. Record the minutes of all meetings. 2. Take attendance records at all meetings. 3. Maintain Committee reports. 4. Perform such other duties as may be delegated by the Council of the

Chairperson. 5. Publish approved minutes for distribution.

Article VII

COMMITTEES

Section 1: The Chairperson shall appoint members of the Council to serve on committees. Section 2: All committees will furnish verbal reports at all subsequent meetings until completion

or release.

Article VIII

OPERATIONAL YEAR

The operational year of the Council shall be January 1 of one calendar year through December 31 of the same calendar year.

Article IX

RULES OF ORDER

"Robert's Rules of Order" shall be the parliamentary authority for all matters of procedure not specifically covered by these Bylaws.

Article X

AMENDMENTS

The Council may later amend, revise, add to, or repeal these Bylaws and/or adopt new Bylaws at pleasure by a two thirds (2/3) vote of the members of the Council after two (2) weeks notice to the members and the Director of Human Resources and approval of the Personnel Board.


of 7 Revised June 3, 2021



As per the Personnel Act

Pinellas County Unified Personnel System Act Chapter 77-642 – Laws of Florida, Section 7.

Employee Advisory Council. There shall be an Employees Advisory Council which shall serve in an advisory capacity to the Pinellas County Personnel Board concerning personnel matters, policies, rules and regulations affecting Pinellas County employees. The size and departmental representation of the Employees Advisory Council shall be determined by rule of the Personnel Board. All members of the Employees Advisory Council shall be members of the classified service and shall be elected by their fellow employees. Members of the Employees Advisory Council shall serve a two year term of office. In case of a vacancy, a new member shall be selected in the same manner as his predecessor and serve out the unexpired term.

Article I - NAME This body shall be known as the Employees' Advisory Council to the Personnel Board of the Pinellas County Unified Personnel System, hereinafter called the Council or EAC. Article II - STATEMENT OF PURPOSES AND OBJECTIVES Section 1 - The express purpose of the Employees' Advisory Council, acting as a representative body of all classified employees, shall be to serve in an advisory capacity to the Personnel Board, management and their fellow employees. Section 2 - To improve understanding between management and employees, the Council shall render assistance both to management and their fellow employees.

• Members of the Council are urged to assist in resolving problems between employees and management where such assistance would not interfere or interrupt the general procedures set forth in the rules dealing with such matters.

• Where there is evidence of unjust or unnecessary treatment involving a group of employees, the Council shall investigate and attempt to resolve the matter with those parties involved.

• When conditions warrant, and with the approval by the Council, the Appointing Authorities may be invited to any Council meeting for discussion of mutual problems or information sharing. In addition to any such meeting, informal discussion between the Appointing Authorities and the Advisory Council are encouraged.

Section 3 - The Council is charged with developing and recommending ideas related to working conditions, morale, public image, efficiency, employee safety, employee insurance programs, and other employee related benefits.

REDLINE VERSION with deletions in strikethrough with yellow highlight, additions/revisions in red, and moved items in blue highlight. Formatting edits to alignment, bolding, numbering/bullets, and capitalization are not indicated.


Section 3 4 - DUTIES: The duties of the Council members shall be to transact all business brought before the Council for said Council's disposition. Section 4 5 - Furthermore, no member of the Council shall use it as a means for personal or political gain, nor shall the Council as a whole take part in any movement not in keeping with the real purpose and objective of the Council. Article III - MEMBERSHIP Membership of this Council shall consist of fifteen (15) members. Article IV III - MEETINGS Section 1 - SUNSHINE LAW: All meetings of the EAC where two or more Council members are present will be conducted in accordance with Florida Statutes Chapter 286 (the Sunshine Law). Section 1 2 - MEETINGS: Normally there shall be regular monthly meetings of this Council on the third (3rd) Wednesday of each month. Said meetings are to be held at 2:30 p.m. at a designated location. Section 2 3 - SPECIAL MEETINGS: Special meetings may be held at the call of the Chairperson or Vice Chairperson, by the request of at least eight (8) members of the Council, or by the Director of Human Resources. Section 3 4 - NOTICE: Normally at least three (3) days notice of each special meeting shall be furnished to each member of the Council. Section 4 5 - ORDER OF BUSINESS: The order of business at regular meetings shall be:

• Call to Order • Roll Call and Introduction of Guests • Approve Minutes of Previous Meeting • Committee Reports • Old Business (unresolved issues) • New Business (issues brought up for the first time) • Adjournment

Section 5 6 - QUORUM: Eight (8) of the members constitute a quorum for the transaction of business. Section 6 7 - VOTING: Every member of the Council shall have the right and be entitled to one vote, in person, upon every proposal properly submitted to vote at any meeting. Council members may vote on an individual proposal by Proxy by sending an email to the Chair with the Proxy’s name prior to voting. In the event a Council member is unable to attend a meeting, an alternate may be selected by the member to attend the meeting in their place. Article IX Section 8 - RULES OF ORDER: “Robert's Rules of Order" shall be the parliamentary authority utilized as a guideline for all matters of procedure not specifically covered by these Bylaws. Section 9 - HUMAN RESOURCES DEPARTMENT'S ROLE: In addition to the duly elected members of the Council, t The Director of Human Resources or his/her designee shall act in an advisory and liaison capacity to the Council.

Moved to Article IV, Sec 1

Moved from Article IX

Moved from Article V, Sec. 1

Moved from Article V, Sec. 3


Article V IV - COUNCIL COMPOSITION MEMBERSHIP Section 1 - MEMBERS: Membership of this Council shall consist of fifteen (15) members. Section 2 - MEMBER COUNCIL COMPOSITION: The Council shall be composed of fifteen (15) members to be apportioned as follows:

• Tax Collector - One (1) Member • Clerk of the Circuit Court - Two (2) Members • Property Appraiser - One (1) Member • Supervisor of Elections - One (1) Member • Representative At Large - One (1) Member • Other Appointing Authorities - One (1) Member • Board of County Commissioners - Eight (8) Members • Representative At Large - One (1) Member • TOTAL EAC MEMBERS - Fifteen (15) Members

One Council members shall be elected from each of the following Groups:

(1) Tax Collector (1) Clerk of Circuit Court Group 1 - North County (1) Clerk of Circuit Court Group 2 - South County (1) Property Appraiser (1) Supervisor of Elections (1) Representative At Large – appointed by a quorum of the 14 EAC Elected Members (1) Other Appointing Authorities (representing County Attorney, Office of Human Rights,

Human Resources, Forward Pinellas, Business Technology Services) (8) Board of County Commissioners Groups 1 – 8 - 1 from each of 8 Groups

Council member selected by appointment:

(1) Representative At Large – Appointed by a quorum of the 14 EAC Elected Council Members Section 3 - GROUP COMPOSITION: The Council shall establish the composition of each Representative Group according to geographical, organizational and numerical considerations, in a manner that will best serve the established purposes and objectives of the Council. Section 4 - TERM: Council members shall serve two (2) year terms. The commencement of each term shall be staggered so that no more than eight (8) of the Council seats will need to be filled through a regular election at one time. HUMAN RESOURCES DEPARTMENT'S ROLE: In addition to the duly elected

members of the Council, the Director of Human Resources or his/her designee shall act in an advisory and liaison capacity to the Council.

Section 2 5 - QUALIFICATIONS: The members shall have been employed for at least one year by Pinellas County as a permanent employee of the classified service. Section 3 DUTIES: The duties of the Council members shall be to transact all business brought

before the Council for said Council's disposition. Section 4 6 - POWERS TO ELECT OFFICERS: The Council, at their December meeting each year, shall elect a Chairperson, a Vice Chairperson, and a Secretary. These officers will take office at the first scheduled meeting in January.

Moved to Article II, Sec 4

Moved to Article III, Sec 9

Moved below

Moved from Article III

Moved from above

Moved below

Moved from above


Section 5 7 - REMOVAL OF OFFICERS AND/OR MEMBERS: Any officer and/or member may be removed by the Council whenever, in the judgment of the Council, the best interest of the Council will be served thereby, by a two thirds (2/3) vote of the Council, after two (2) weeks notice and reason for removal to the members of the Council and the Human Resources Director. Members missing three (3) consecutive monthly meetings or six (6) meetings over a twelve (12) month period shall have a review by the Council with the possible action of removal. Section 6 ANNUAL REPORTS: The Chairperson shall present his/her respective report of operation of the Council for the preceding year, at the December meeting of the Council. Section 7 Article V - ELECTION PROCESS: Section 1 - ELECTION PROCESS: It shall be the responsibility of the Employees' Advisory Council to establish, with the approval of the Personnel Board, the electoral process for all parties elected to said Council and for classified service employees within the Unified Personnel System aspiring to be elected to the Council. Section 2 - ELECTION COMMITTEE: The Council shall appoint an Elections Committee to oversee this election process including the responsibility of supervising the Primary and the General Elections. The Elections Committee shall consist of three council members not up for re-election. It shall be the Elections Committee's responsibility to oversee the voting process as well as addressing and investigating any irregularities in the campaign, nomination and voting processes and referring them to the Council for disposition. Section 3 - ELECTION POLICY: The Elections Committee shall conduct each election annually in accordance with the policies and procedures approved by the Employees’ Advisory Council each year. The policies and procedures shall be approved by the Employees’ Advisory Council no later than the July meeting. Section 9 4 - ELECTION REVIEW REQUEST: A classified employee who believes that inappropriate activities, such as violation of campaign rules, voter fraud, voter coercion, etc., have significantly affected a primary or general election, may file a written complaint to the Elections Committee, which shall investigate the matter and present a report to the chairperson. If, in its report, the Elections Committee finds merit in the complaint, the chairperson shall schedule a meeting, within ten working days, for the entire Council, during which it shall review the Elections Committee report and consider what action to take regarding the situation. After considering the evidence presented, and the greater good to all concerned, the Council, with the support of two-thirds vote of those voting, may require a new election in the EAC group(s) affected. 1. When a vacancy arises in any group of the Council, the Council has the option of

either selecting a "spokesperson" who will fill the role until the next annual election, or selecting the remaining eligible candidate with the second most votes in the last General Election for that group. If the council selects the remaining eligible candidate with the second most votes in the last General Election, the new Council member will have complete voting privileges and will serve for the unexpired term of the former member.

Instead of selecting the remaining eligible candidate with the second most votes in

the last General Election, the Council shall have the authority to appoint, by two-thirds (2/3) vote of the existing Council members, a spokesperson from the affected Group to speak on behalf of the employees affected by the vacancy. Any

Moved to Article IX, Sec 2

Moved to Article VII

Moved from Article V, Sec 9


Council member may nominate an employee for discussion and vote. Under this option, this person will not vote on Council business unless there is at least six months remaining on the original term vacated, if so the Council may grant voting rights. At the next annual election, a replacement shall be selected following normal election procedures regardless of whether or not that group was scheduled for election that year. The new Council member will have complete voting privileges but, if necessary will face re-election the following year in order to return the group to its scheduled election cycle.

2. The At Large Representative shall be appointed by a quorum of the other 14

representatives on the Council following the election of officers. This representative shall serve for a two-year term and is eligible for reappointment by a quorum vote of the Council at the end of each two-year term. This representative shall meet the same employment qualifications as the other representatives on the Council and shall be subject to the same removal procedures as the other members on the Council.

Section 8 The Council members shall, with approval of the affected Appointing Authorities,

determine the number of delegate areas necessary to adequately represent employees in an EAC group. Delegates shall be selected in a manner prescribed by the Council and the appointments made with the approval of the Council. The delegate roster shall be updated in January of each year or as needed due to organizational or staffing changes. Council members are responsible for assuring that each of the delegate areas in their group is staffed. New delegates are introduced at the March delegate meeting.

Article VI - AT LARGE REPRESENTATIVE The At Large Representative shall be appointed by a quorum of the other 14 representatives on the Council following the election of officers. This representative shall serve for a two-year term and is eligible for reappointment by a quorum vote of the Council at the end of each two-year term. This representative shall meet the same employment qualifications as the other representatives on the Council and shall be subject to the same removal procedures as the other members on the Council. Article VII - COUNCIL MEMBER VACANCY When a vacancy arises in any group of the Council, the Council has the option of either selecting a "spokesperson" who will fill the role until the next annual election, or selecting the remaining eligible candidate with the second most votes in the last General Election for that group. Section 1 - ELIGIBLE CANDIDATE: If the council selects the remaining eligible candidate with the second most votes in the last General Election, the new Council member will have complete voting privileges and will serve for the unexpired term of the former member. Section 2 - APPOINTMENT: Instead of selecting the remaining eligible candidate with the second most votes in the last General Election, t The Council shall have the authority to appoint, by two-thirds (2/3) vote of the existing Council members, a spokesperson from the affected Group to speak on behalf of the employees affected by the vacancy. Any Council member may nominate an employee for discussion and vote. Under this option, this person will not vote on

Moved from Article V Sec 7.1.

Moved to Article VI

. Moved from Article V Sec 7.2

Moved to Article VIII


Council business unless there is at least six months remaining on the original term vacated, if so the Council may grant voting rights. At the next annual election, a replacement shall be selected following normal election procedures regardless of whether or not that group was scheduled for election that year. The new Council member will have complete voting privileges but, if necessary will face re-election the following year in order to return the group to its scheduled election cycle. Article VIII - EAC DELEGATES The Council members shall, with approval of the affected Appointing Authorities, determine the number of delegate areas necessary to adequately represent employees in an EAC group. Delegates shall be selected in a manner prescribed by the Council and the appointments made with the approval of the Council. The delegate roster shall be updated in January of each year or as needed due to organizational or staffing changes. Council members are responsible for assuring that each of the delegate areas in their group is staffed. New delegates are introduced at the March delegate meeting. Section 9 A classified employee who believes that inappropriate activities, such as violation of

campaign rules, voter fraud, voter coercion, etc., have significantly affected a primary or general election, may file a written complaint to the Elections committee, which shall investigate the matter and present a report to the chairperson. If, in its report, the Elections Committee finds merit in the complaint, the chairperson shall schedule a meeting, within ten working days, for the entire Council, during which it shall review the Elections Committee report and consider what action to take regarding the situation. After considering the evidence presented, and the greater good to all concerned, the Council, with the support of two-thirds vote of those voting, may require a new election in the EAC group(s) affected.

Article VI IX - OFFICERS Section 1 - OFFICERS’ DUTIES: Officers of the Council shall perform the following duties: Section 2 - The CHAIRPERSON shall:

• Preside at all meetings of the Council. • Make all Committee appointments. • Be a member Ex-Officio of all internal Council committees. • Represent or appoint representation for the Council on any external committees, working

groups, or other similar activities within County government wherein Council participation has been designated or invited.

• Perform all other duties pertaining to the Office of the Chairperson. • ANNUAL REPORTS: The Chairperson shall p Present his/her respective report of

operation of the Council for the preceding current operational year, at the December meeting of the Council.

• Provide updates on Council activities and concerns to the Unified Personnel Board at their scheduled meetings.

Section 3 - The VICE CHAIRPERSON shall:

• Act as Chairperson in his/her absence. • Perform all other duties pertaining to the Office of Vice Chairperson as prescribed by the

Chairperson and/or the Council.

Moved to Article V, Sec 4

Moved from Article V Sec 6

Moved from Article V, Sec 8


Section 4 - The SECRETARY shall:

• Record the minutes of all meetings. • Take attendance records at all meetings. • Maintain Committee reports. • Perform such other duties as may be delegated by the Council of the Chairperson. • Publish approved minutes for distribution.

Article VII X - COMMITTEES Section 1: The Chairperson shall appoint members of the Council to serve on committees. Section 2: All committees will furnish shall provide agendas and verbal reports at all subsequent meetings until completion or release. Section 3: The Chairperson is an Ex-Officio member of all internal Council committees. Article VIII XI - OPERATIONAL YEAR The operational year of the Council shall be January 1 of one calendar year through December 31 of the same calendar year.

Article IX

RULES OF ORDER "Robert's Rules of Order" shall be the parliamentary authority for all matters of procedure not specifically covered by these Bylaws.

Article X XII - AMENDMENTS The Council may later amend, revise, add to, or repeal these Bylaws and/or adopt new Bylaws at pleasure by a two thirds (2/3) vote of the members of the Council after two (2) weeks notice to the members and the Director of Human Resources and approval of the Personnel Board. Upon approval by a two thirds vote of the members of the Council, the said changes shall be presented to the Personnel Board for approval at their next regularly scheduled Board meeting.

Moved to Article III Sec 8




As per the Personnel Act

Pinellas County Unified Personnel System Act Chapter 77-642 – Laws of Florida, Section 7.

Employee Advisory Council. There shall be an Employees Advisory Council which shall serve in an advisory capacity to the Pinellas County Personnel Board concerning personnel matters, policies, rules and regulations affecting Pinellas County employees. The size and departmental representation of the Employees Advisory Council shall be determined by rule of the Personnel Board. All members of the Employees Advisory Council shall be members of the classified service and shall be elected by their fellow employees. Members of the Employees Advisory Council shall serve a two year term of office. In case of a vacancy, a new member shall be selected in the same manner as his predecessor and serve out the unexpired term. Article I - NAME This body shall be known as the Employees' Advisory Council to the Personnel Board of the Pinellas County Unified Personnel System, hereinafter called the Council or EAC. Article II - STATEMENT OF PURPOSES AND OBJECTIVES Section 1 - The express purpose of the Employees' Advisory Council, acting as a representative body of all classified employees, shall be to serve in an advisory capacity to the Personnel Board, management and their fellow employees. Section 2 - To improve understanding between management and employees, the Council shall render assistance both to management and their fellow employees.

• Members of the Council are urged to assist in resolving problems between employees and management where such assistance would not interfere or interrupt the general procedures set forth in the rules dealing with such matters.

• Where there is evidence of unjust or unnecessary treatment involving a group of employees, the Council shall investigate and attempt to resolve the matter with those parties involved.

• When conditions warrant, and with the approval by the Council, the Appointing Authorities may be invited to any Council meeting for discussion of mutual problems or information sharing. In addition to any such meeting, informal discussion between the Appointing Authorities and the Advisory Council are encouraged.

Section 3 - The Council is charged with developing and recommending ideas related to working conditions, morale, public image, efficiency, employee safety, employee insurance programs, and other employee related benefits. Section 4 - The duties of the Council members shall be to transact all business brought before the Council for said Council's disposition.

CLEAN VERSION with suggested edits incorporated


Section 5 - Furthermore, no member of the Council shall use it as a means for personal or political gain, nor shall the Council as a whole take part in any movement not in keeping with the real purpose and objective of the Council. Article III - MEETINGS Section 1 - SUNSHINE LAW: All meetings of the EAC where two or more Council members are present will be conducted in accordance with Florida Statutes Chapter 286 (the Sunshine Law). Section 2 - MEETINGS: Normally there shall be regular monthly meetings of this Council on the third (3rd) Wednesday of each month. Said meetings are to be held at 2:30 p.m. at a designated location. Section 3 - SPECIAL MEETINGS: Special meetings may be held at the call of the Chairperson or Vice Chairperson, by the request of at least eight (8) members of the Council, or by the Director of Human Resources. Section 4 - NOTICE: Normally at least three (3) days notice of each special meeting shall be furnished to each member of the Council. Section 5 - ORDER OF BUSINESS: The order of business at regular meetings shall be:

• Call to Order • Roll Call and Introduction of Guests • Approve Minutes of Previous Meeting • Committee Reports • Old Business (unresolved issues) • New Business (issues brought up for the first time) • Adjournment

Section 6 - QUORUM: Eight (8) of the members constitute a quorum for the transaction of business. Section 7 - VOTING: Every member of the Council shall have the right and be entitled to one vote, in person, upon every proposal properly submitted to vote at any meeting. In the event a Council member is unable to attend a meeting, an alternate may be selected by the member to attend the meeting in their place. Section 8 - RULES OF ORDER: “Robert's Rules of Order" shall be utilized as a guideline for all matters of procedure not specifically covered by these Bylaws. Section 9 - HUMAN RESOURCES DEPARTMENT'S ROLE: The Director of Human Resources or his/her designee shall act in an advisory and liaison capacity to the Council. Article IV - COUNCIL MEMBERSHIP Section 1 - MEMBERS: Membership of this Council shall consist of fifteen (15) members.


Section 2 - COUNCIL COMPOSITION: The Council shall be composed of fifteen (15) members to be apportioned as follows:

• Tax Collector - One (1) Member • Clerk of the Circuit Court - Two (2) Members • Property Appraiser - One (1) Member • Supervisor of Elections - One (1) Member • Other Appointing Authorities - One (1) Member • Board of County Commissioners - Eight (8) Members • Representative At Large - One (1) Member

Council members shall be elected from each of the following Groups:

(1) Tax Collector (1) Clerk of Circuit Court - North County (1) Clerk of Circuit Court - South County (1) Property Appraiser (1) Supervisor of Elections (1) Other Appointing Authorities (representing County Attorney, Office of Human Rights,

Human Resources, Forward Pinellas, Business Technology Services) (8) Board of County Commissioners - 1 from each of 8 Groups

Council member selected by appointment:

(1) Representative At Large – Appointed by a quorum of the 14 Elected Council Members Section 3 - GROUP COMPOSITION: The Council shall establish the composition of each Representative Group according to geographical, organizational and numerical considerations, in a manner that will best serve the established purposes and objectives of the Council. Section 4 - TERM: Council members shall serve two (2) year terms. The commencement of each term shall be staggered so that no more than eight (8) of the Council seats will need to be filled through a regular election at one time. Section 5 - QUALIFICATIONS: The members shall have been employed for at least one year by Pinellas County as a permanent employee of the classified service. Section 6 - POWERS TO ELECT OFFICERS: The Council, at their December meeting each year, shall elect a Chairperson, a Vice Chairperson, and a Secretary. These officers will take office at the first scheduled meeting in January. Section 7 - REMOVAL OF OFFICERS AND/OR MEMBERS: Any officer and/or member may be removed by the Council whenever, in the judgment of the Council, the best interest of the Council will be served thereby, by a two thirds (2/3) vote of the Council, after two (2) weeks notice and reason for removal to the members of the Council and the Human Resources Director. Members missing three (3) consecutive monthly meetings or six (6) meetings over a twelve (12) month period shall have a review by the Council with the possible action of removal. Article V - ELECTION PROCESS Section 1 - ELECTION PROCESS: It shall be the responsibility of the Employees' Advisory Council to establish, with the approval of the Personnel Board, the electoral process for all parties elected to said Council and for classified service employees within the Unified Personnel System aspiring to be elected to the Council.


Section 2 - ELECTION COMMITTEE: The Council shall appoint an Elections Committee to oversee this election process including the responsibility of supervising the Primary and the General Elections. The Elections Committee shall consist of three council members not up for re-election. It shall be the Elections Committee's responsibility to oversee the voting process as well as addressing and investigating any irregularities in the campaign, nomination and voting processes and referring them to the Council for disposition. Section 3 - ELECTION POLICY: The Elections Committee shall conduct each election annually in accordance with the policies and procedures approved by the Employees’ Advisory Council each year. The policies and procedures shall be approved by the Employees’ Advisory Council no later than the July meeting. Section 4 - ELECTION REVIEW REQUEST: A classified employee who believes that inappropriate activities, such as violation of campaign rules, voter fraud, voter coercion, etc., have significantly affected a primary or general election, may file a written complaint to the Elections Committee, which shall investigate the matter and present a report to the chairperson. If, in its report, the Elections Committee finds merit in the complaint, the chairperson shall schedule a meeting, within ten working days, for the entire Council, during which it shall review the Elections Committee report and consider what action to take regarding the situation. After considering the evidence presented, and the greater good to all concerned, the Council, with the support of two-thirds vote of those voting, may require a new election in the EAC group(s) affected. Article VI - AT LARGE REPRESENTATIVE The At Large Representative shall be appointed by a quorum of the other 14 representatives on the Council following the election of officers. This representative shall serve for a two-year term and is eligible for reappointment by a quorum vote of the Council at the end of each two-year term. This representative shall meet the same employment qualifications as the other representatives on the Council and shall be subject to the same removal procedures as the other members on the Council. Article VII - COUNCIL MEMBER VACANCY When a vacancy arises in any group of the Council, the Council has the option of either selecting a "spokesperson" who will fill the role until the next annual election, or selecting the remaining eligible candidate with the second most votes in the last General Election for that group. Section 1 - ELIGIBLE CANDIDATE: If the council selects the remaining eligible candidate with the second most votes in the last General Election, the new Council member will have complete voting privileges and will serve for the unexpired term of the former member. Section 2 - APPOINTMENT: The Council shall have the authority to appoint, by two-thirds (2/3) vote of the existing Council members, a spokesperson from the affected Group to speak on behalf of the employees affected by the vacancy. Any Council member may nominate an employee for discussion and vote. Under this option, this person will not vote on Council business unless there is at least six months remaining on the original term vacated, if so the Council may grant voting rights. At the next annual election, a replacement shall be selected following normal election procedures regardless of whether or not that group was scheduled for election that year. The new Council member will have complete voting privileges but, if necessary will face re-election the following year in order to return the group to its scheduled election cycle.


Article VIII - EAC DELEGATES The Council members shall, with approval of the affected Appointing Authorities, determine the number of delegate areas necessary to adequately represent employees in an EAC group. Delegates shall be selected in a manner prescribed by the Council and the appointments made with the approval of the Council. The delegate roster shall be updated in January of each year or as needed due to organizational or staffing changes. Council members are responsible for assuring that each of the delegate areas in their group is staffed. New delegates are introduced at the March delegate meeting. Article IX - OFFICERS Section 1 - OFFICERS’ DUTIES: Officers of the Council shall perform the following duties: Section 2 - The CHAIRPERSON shall:

• Preside at all meetings of the Council. • Make all Committee appointments. • Be a member Ex-Officio of all internal Council committees. • Represent or appoint representation for the Council on any external committees, working

groups, or other similar activities within County government wherein Council participation has been designated or invited.

• Perform all other duties pertaining to the Office of the Chairperson. • Present his/her respective report of operation of the Council for the current operational

year at the December meeting of the Council. • Provide updates on Council activities and concerns to the Unified Personnel Board at their

scheduled meetings. Section 3 - The VICE CHAIRPERSON shall:

• Act as Chairperson in his/her absence. • Perform all other duties pertaining to the Office of Vice Chairperson as prescribed by the

Chairperson and/or the Council. Section 4 - The SECRETARY shall:

• Record the minutes of all meetings. • Take attendance records at all meetings. • Maintain Committee reports. • Perform such other duties as may be delegated by the Council of the Chairperson. • Publish approved minutes for distribution.

Article X - COMMITTEES Section 1: The Chairperson shall appoint members of the Council to serve on committees. Section 2: All committees shall provide agendas and verbal reports at all subsequent meetings until completion or release. Section 3: The Chairperson is an Ex-Officio member of all internal Council committees.


Article XI - OPERATIONAL YEAR The operational year of the Council shall be January 1 of one calendar year through December 31 of the same calendar year. Article XII - AMENDMENTS The Council may later amend, revise, add to, or repeal these Bylaws and/or adopt new Bylaws at pleasure by a two thirds (2/3) vote of the members of the Council after two (2) weeks notice to the members and the Director of Human Resources Upon approval by a two thirds vote of the members of the Council, the said changes shall be presented to the Personnel Board for approval at their next regularly scheduled Board meeting.

5/28/21 | Page 1 of 2

Unified Personnel Board – HR Update June 2021 (May 2021 updates, listed alphabetically by Center of Excellence)

Benefits & Wellness • Regular Healthcare FSA account holders and Dependent Care FSA account holders have received

their 2020 carryover dollars. TASC is working on resolving a programming issue for the LimitedPurpose FSA account holders, and we will have an update soon.

• Benefits Advisory Committee:o The full BAC met on May 11 to review the Voluntary Benefits subcommittee’s proposal.

With their approval, the proposal was then presented at the Appointing Authority meetingon May 17 to gain their support. WTW is now launching their RFP process, and we arescheduling meetings with BTS, Payroll and Finance to discuss logistics. The three voluntaryplans will be available beginning January 1, and employees will be able to make their choicesin OPUS during Annual Enrollment in November.

o Education Assistance subcommittee meeting will be held June 2.o Wellness & Incentives subcommittee meeting will be held June 4.o Plan Design subcommittee met on May 6 and discussed current medical plan design as well

as survey data on our closest competitors and well as benchmarking. We will continue thediscussion on June 22 with a focus on our dental plans.

• Wellness launched a campaign that teaches employees how to lead a balanced and healthy life byincluding all Four Pillars of Wellbeing (physical, social, emotional and financial) in self-care. They’vedeveloped icon “stamps,” one for each pillar, which will appear on all Wellness class and eventmarketing. The stamps identify which pillars the classes address, allowing employees to betternavigate their many Wellness Program choices.

Classification & Compensation • Worked on proposal that is before the Board today to change Personnel Rule 3 to give Appointing

Authorities the discretion to provide additional compensation to exempt employees who work during adeclared emergency.

• Exploring process improvement opportunities in order to streamline and automate customer requestsfor service.

Communications • Working with Marketing and Communications on reviewing all Human Resources and Volunteer

Services webpages in preparation for migration to a new website.• Finalizing a plan to launch the Employee Voice in August. This is the fifth biennial Employee Voice

survey since 2013. We will begin communications in June (e.g. flyer, poster, Pen article, informationsessions, web page, supervisor toolkit, video). Empact Solutions will share results with eachAppointing Authority in October and November. The results will be combined for groups large enoughto guarantee the anonymity of the respondents. We will share UPS results in the November Pen.

Human Resources Information System (HRIS) and Records Administration • Ongoing participation as key stakeholders in the Oracle (OPUS) EBS 12.2 Upgrade Project.

V.1.

5/28/21 | Page 2 of 2

Organizational & Talent Development (OTD)

• Surveyed 80+ Learning Heroes that shared with us that employees want to learn more about the Human Resources OTD SharePoint Site, Learning Paths, the Competency Framework, ULearnIT and the Certified Public Manager Program.

• Virtual Education Fair is planned for mid-June. The fair is an opportunity for employees to talk with a school representative virtually and hear about learning and professional development opportunities.

Volunteer Services • Partnered with the Pinellas County Schools to host 9 high school student interns through the School’s

Summer Acceleration Program. The students will begin a 7-week internship on June 14 and will earn a stipend paid by the School Board.

Workforce Strategy

• Continued to assist hiring managers with recruitment plans, designing job specific postings, and posting positions to the website and other recruitment outlets.

o 201 hires in 2021 to date • The Workforce Connections Committee, which is comprised of representatives across the Appointing

Authorities, established subgroups for Recruiting, Retention and Internships. Members meet every 10 weeks to drive their mission forward.

• Updated the Hiring Guide for our supervisors. The guide helps our hiring managers through the hiring process and includes links, forms, templates, and Veterans’ Preference requirements.

05/24/2021

Human Resources Director Action Taken Under Authority Delegated by the Unified Personnel Board

The Human Resources Director, having been granted delegated authority to act on behalf of the Unified Personnel Board, has taken the following actions from April 25, 2021 through May 22, 2021.

REVISIONS Spec No. Title PG 19226 Communications Coordinator 150 13046 Real Property Specialist 3 C27

ADDITION Spec No. Title EEO4 Code OT Code PG 14685 Senior Manager, Information Technology Professionals Exempt E31

EXTENSION OF TEMPORARY EMPLOYMENT

Position Classification PG Extended CCC/T215 Special Projects Assistant C 150 6 months

V.2.

Approved by the EAC

Employees’ Advisory Council – Representative Meeting Minutes Extension Services, Magnolia Room, 12520 Ulmerton Road, Largo, FL

Wednesday, February 17, 2021, 2:30 p.m. – 4:30 p.m.

Prepared by Maggie Miles, updated by Leena Delli Paoli

Call to Order The EAC Representative meeting was called to order at 2:30 p.m. by Vice Chair, Bill Gorman quorum is present, added remote attendees Chair, Lisa Arispe and Donna Beim.

Approval of Minutes • The November 18, 2020 Representative meeting minutes were approved with a motion to

accept changes by Charles Toney, seconded by Donna Beim. Unanimously approved.• The January 20, 2021 Representative meeting minutes were approved with a motion to accept

changes by Charles Toney, seconded by Bill Gorman. Unanimously approved.

Comments from Kimberly Crum, Director of Human Resources • Biometric Screenings – To alleviate concerns and streamline the New Biometric Screening

process, a Rally Help Guide presentation with step-by-step screenshots had been created foremployees. In addition, an instructional 15-minute Video Demonstration is also available.

• Life Insurance – As of March 1, 2021, Pinellas County’s life insurance administration moved toSecurian Financial from The Standard. There is no cost, coverage changes or gaps incoverage.

• Special Enrollment – From March 1st-12th, employees can log into Opus to signup or changetheir Supplemental or Dependent Life Insurance Coverage. Only those making changes needto enroll.

• Flexible Spending Account (FSA) – The Consolidated Appropriations Act provides flexibilityon FSA enrollment and modifications during the Covid-19 Pandemic.

o FSA amounts that were unused in 2020 may be carried over to 2021, and the amountsthat are unused in 2021 may be carried over into 2022.

o There will be a Special Enrollment Period, in Opus, from March 1st-12th for new FSAenrollments

o Changes can be made to your FSA contributions at any time, throughout 2021, bysubmitting the 2021 FSA Change Form available on the HR Website

o Question – Have the FSA contribution amounts changed? Answer – FSA contribution maximum is $2,750 and the minimum is $260. The

$500 cap for rollovers does not apply in 202/2021 and 2021/2022. DependentCare FSA contribution maximum is $5,000 and the minimum is $260. The entirecontribution amount can rollover if unused

o WageWorks is still processing claims for 2020. Accounts must be active for rollovero Special Enrollment changes will be communicated in the PEN and by email blast

• Human Resources Annual Report – The HR 2020 Annual Report is available for viewing• Question – UHC is asking for the same forms over and over when an employee is requesting

FMLA. What should they do?

V.3.

o Answer – Without knowing the specifics is hard to say. Employees can email KellyFaircloth with the specific issues and she can look into it.

• Benefits Advisory Committee – 5 subcommittees have been established by the BAC to address various benefits topics. Charles Toney is joining the Leave subcommittee, which will include paid parental leave. Leena Delli Paoli will send any information she has gathered on paid parental leave to Charles. Carole Sanzeri, Sr Assistant County Attorney, stated that research facts/information can be sent between Representatives as long as topics that will come up for a vote are not discussed.

Ken Burke, Pinellas County Clerk of Court • Florida Retirement System – Florida Senate Bill 84 proposes a change to the Florida

Retirement System. The Bill seeks to eliminate the Pension Plan portion of the FloridaRetirement System for all new employees; New employees would automatically be enrolled inthe Investment Plan. Mr. Burke stated that the Pension Plan is a large incentive that aids inthe retention of employees. An overwhelming number of current employees have selected thePension Plan; 80% of employees from the Clerk of Court and 74% of employees from theBCC.

o Charles mentioned that even though this only affects new employees, it couldeventually affect everyone because there will be less people paying in

o www.myfrs.com has links to Florida Senate Bill 84o The EAC Website has a link to Legislative Delegationo Lisa Arispe will provide an informational article for the PEN

Barry Burton, County Administrator • Shared highlights from the past year. Employees stepping up and being able to meet again.

Thanked employees.• Covid Vaccines – Residents must register with county; it is separate from the state

registration. Once vaccines are received residents are notified and have 48 hours to book anappointment and come in to be vaccinated; if not accomplished the vaccine is offered to thenext person. The County is hoping to get 75-80% of population vaccinated.

o Question – For those 65 and under, what happens for registration? Answer – Pinellas is maintaining their own registration system. Outreach to

churches to help with vaccine distribution.o Question – Is there a vaccine shortfall due to the weather up north?

Answer – So far there has not been any impact from the weather, but uncertain ifthere will be any impact in the future.

• Career Ladders – Rodney Marion is still working on career ladder initiatives for the BCC; somehave already rolled out.

Roundtable Discussion • Chair, Lisa Arispe thanked Vice Chair, Bill Gorman, for attending the Office of Human Rights

Meeting. Paul Valenti is leaving the county effective February 26, 2021. Jeffery Lorick will bethe interim director.

• Delegate Meetings – Leena Delli Paoli made several suggestions to get the Delegate meetingsstarted back up; suggestions included removing tables from the Magnolia Room and spacing

http://www.myfrs.com/

http://pinellascounty.org/hr/eac/default.htm

chairs, delegates bringing their own chairs to sit in the open courtyard of the botanical garden, delegates bringing their own chairs to a centrally located park pavilion, etc. Time did not allow for a resolution, so Representatives were encouraged to keep relaying information to their delegates.

• Goals/Initiatives – Charles Toney asked that Representatives send a list of any goals/initiativesfor the upcoming year to Chair, Lisa Arispe.

• Question – How do you charge time for EAC Meetings?o Answer – Not all Representatives are required to enter their time this way, so it is best

to ask your Supervisor how they want it.• Question – Are the three Representatives who are also Advocates able to have a meeting to

discuss options for getting more employees involved in the program?o Answer – Yes, this would not count as a sunshine meeting and would not require a

notice.• Question – Has the grievance process restarted?

o Answer – The grievance process was never suspended. The grievance panel sessionswere temporarily postponed while decisions were made for holding remote sessions,but HR continued to receive grievances. An employee can still submit their grievanceforms provided their window to submit a grievance has not expired.

• Question – Can Supplemental Insurance Coverage be offered for Short Term Disability?o Answer – The Benefits Advisory Committee is looking into this for the future.

• Question – Is there a current list of items on the Benefits Advisory Committee list?o Answer – Lisa Arispe will send out a list of potential topics, however anything is up for

discussion. Representatives can email any topics of interest to Lisa, and she will bringthem to the BAC meetings.

Old Business • Pen Articles – Lisa would like those Representatives who have not already written an article to

volunteer. Since time ran out, she will send out an email asking for volunteers.• Delegate Nomination Forms – Reminder forms are due by March 12th.

Adjourned Charles Toney made a motion to adjourn at 4:48 p.m., seconded by Chris Steiermann.

Jeff Albenzio* Lisa Arispe (R) Donna Beim (R) Kevin Connelly* Leena Delli Paoli* Katiah Fitzpatrick* Henry Gomez* Bill Gorman* Lora Kyle-Woodall* Tami Maloney* Maggie Miles* Clarethia Monroe* Randy Rose* Christian Steiermann* Charles Toney*

*EAC Representatives in attendance at this meeting. (R) Remote Attendance

Approved by the EAC

Employees’ Advisory Council – Representative Meeting Minutes Extension Services, Magnolia Room, 12520 Ulmerton Road, Largo, FL

Wednesday, March 17, 2021, 2:30 p.m. – 4:30 p.m.

Prepared by Leena Delli Paoli

Call to Order The EAC Representative meeting was called to order at 2:30 p.m. by Vice Chair, Bill Gorman quorum is present, added remote attendees Chair, Lisa Arispe and Donna Beim.

Approval of Minutes • The February 17, 2021 Representative meeting minutes were approved with a motion to

accept changes by Charles Toney, seconded by Lora Kyle-Woodall. Unanimously approved.

Comments from Kimberly Crum, Director of Human Resources • Talent Development – Talent Development presentation was given by Audrey Savas. Audrey

discussed updates to the Talent Development Centero Talent Development can be accessed using SharePoint – SharePoint Login instructions

will be included with training emailso Learning Catalog can help you easily determine what courses you want to take; there

are various categorieso If an employee does not want to go to SharePoint they can still use OPUS

• Benefits Special Enrollment – Employees were able to make changes to their life insuranceand Flexible Spending Account (FSA) from March 1st – 12th.

o Life Insurance – 44 new enrollment and 217 changeso FSA – 36 new enrollments and 66 changes

• Biometric Screening – only about 150 employees have done their Biometric Screening to date.Please do not wait until the last minute to do your screening as an appointment is required.You do not want to pay the $500 premium increase because of planning issues.

• Tobacco Cessation – Tobacco Cessation for year 2020 must be completed by March 31st. Ifyou selected that you smoke, when completing your benefits enrollment for 2021, you will needto take a Tobacco Cessation program in 2021.

• Benefits Advisory Committee – Sub Committees will be meeting on March 24th and 26th

• Bay Care Labs – If you used a Bay Care Lab during the month of October 2020, United HealthCare (UHC) did not charge you for Out of Network Fees. Bay Care Labs are back in-network,but do not offer COVID-19 testing.

Personnel Board 03/04/21 Comments • Chair – Joan M. Vecchioli• Vice Chair – Dr. Ricardo Davis

Committee Reports • Advocates – Meeting scheduled for March 24th at 3pm• Awards Committee – Jeff Albenzio volunteered to join the committee

Old Business

• Delegate Meetings – The last delegate meeting was held on January 22, 2020o Bill Gorman will see if we can use the large pavilion at Phillippe Park for the May 27th

meeting. If a meeting is held delegates will be asked to bring a chair so we can maintainsocial distancing.

• Pen Articles – Katiah Fitzpatrick will write an article for the May Peno Lisa asked Representatives to think about when they want to write their article. Would like

those who haven’t written one to volunteer first.• Delegate Forms – Representatives need to have their delegate forms turned in. If you are having

a hard time getting volunteers ask the managers or supervisors for assistance.

New Business • EAC Initiatives – Start looking at items that the EAC can work on. Some ideas include:

o Bereavement – possibly include additional family members*o Park Passes – passes to the parks that charge*o Emergency Working – establish consistent rules that are clear*o Bring ideas to the next meeting or send them to Charles prior to the meeting

*No decision has been made. No changes have been made• Question – How are Personnel Rules decided?

o Answer – Jack Loring stated that meetings are held between Human Resources,County Attorney, Appointing Authorities, EAC Chair etc. Once decisions are made, thechanges are submitted to the Personnel Board for approval.

• Question – Can the EAC look at the rules?o Answer – Can be added to our initiatives

Adjourned Charles made a motion to adjourn at 4:15 p.m., seconded by Katiah.

Jeff Albenzio* Lisa Arispe (R) Donna Beim (R) Kevin Connelly* Leena Delli Paoli* Katiah Fitzpatrick* Henry Gomez Bill Gorman* Lora Kyle-Woodall* Tami Maloney* Maggie Miles Clarethia Monroe* Randy Rose* Christian Steiermann Charles Toney*

*EAC Representatives in attendance at this meeting. (R) Remote Attendance

UNIFIED PERSONNEL BOARD AGENDA

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Transcript of UNIFIED PERSONNEL BOARD AGENDA