Policy Manual

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    Policy No.: Resolution 16-112 Effective: 09/06/2016
    Revision No.: Review Date: xx/xx/xx
    Advisory Boards and Committees Guidelines

    OVERVIEW:   It shall be the policy of the Board of County Commissioners of Alachua County, Florida, that these Guidelines shall provide direction for the creation of new advisory boards and committees, the membership of advisory boards and committees, and the conduct of advisory boards and committees.  It is the intent of the Board of County Commissioners that these Guidelines completely supersede any previous policies or guidelines concerning advisory boards and committees. 
    PROVISIONS:
    Except as provided in the authorizing ordinances or resolutions of specific advisory boards and committees, these Guidelines should provide direction for advisory boards and committees.
    "Advisory boards or committees" are those bodies created by the Board of County Commissioners, whether entitled "board," "committee," "commission," "council," or the like, which are established by and have authority only to advise the Board of County Commissioners rather than to establish policies or make decisions for the Board of County Commissioners.
    I.                   Creation of Advisory Boards and Committees.
    Advisory boards and committees should be created by resolution of the Board of County Commissioners.  Resolutions creating advisory boards and committees should include, at a minimum:
    (a)               Legislative findings.
    (b)               Express creation of the advisory board or committee.
    (c)                Purpose and duties of the advisory board or committee.
    (d)              Designation as “standing” (continuing until dissolved) or “special” (continuing until a specified sunset date).
    (e)               Membership qualifications.
    (f)                Staggered terms for initial appointment (especially for standing advisory boards and committees).
    (g)               Provisions for operations of the advisory board or committee.
     
    II.                Membership on Advisory Boards and Committees.
     
    (1)               Appointments.  The Board of County Commissioners will appoint the members of advisory boards and committees.  Appointments will be made from applications of qualified potential members during a regular Board of County Commissioners meeting.
     
    (2)               Regular Members.  Advisory boards and committees should have an odd number of regular members.
     
    (3)               Alternate Members.  All advisory boards and committees should have at least one alternate member.  Attendance requirement detailed below applies to alternate members, as well as regular members.  An alternate member shall serve in place of an absent regular member, and shall have all rights and responsibilities of the absent regular member, including the right to vote.
     
    (4)               Attendance.  Advisory board and committee members should regularly attend all meetings of their respective advisory boards and committees.  Any regular or alternate member whose attendance is less than 50% of the last 6 consecutive meetings shall automatically be removed from the advisory board or committee.  Staff liaisons shall notify members by US mail, by email or through attendance reports when they are approaching removal due to lack of attendance.
     
    (5)               Quorum.  A quorum for an advisory board or committee is the number of members which constitute the majority of all regular positions which are currently filled.  Alternate members may make up a quorum.  When less than a quorum is present at a meeting, the advisory board or committee may meet in a workshop setting, during which no vote may be taken.  These workshops must be open to the public and minutes must be taken.
     
    (6)               Hold-overs.  Advisory board and committee members may continue to serve following the expirations of their terms until the Board of County Commissioners fills the position which would be vacated.
     
    (7)               Removals.  Advisory board and committee members serve at the pleasure of the Board of County Commissioners.  Any board or committee member may be removed for good cause by the Board of County Commission after consideration of the issue at a Board meeting.

     
    III.             Conduct of Advisory Boards and Committees.
    (1)               Governing Rules.  Except as may be provided by these Rules or by law, questions of order, the methods of organization and the conduct of business of the advisory boards and committees shall be governed by The Standard Code of Parliamentary Procedure (formerly known as Sturgis Standard Code of Parliamentary Procedure) in all cases for which they are applicable
     
    (2)               Open to the Public.
     
    a.                  Meetings Open to Public.  All meetings of advisory boards and committees shall be open to the public in accordance with the Florida Government in the Sunshine Law, Section 286.011, Florida Statutes (Fla. Stat.).  Advisory board and committee members should consult their staff liaisons with any questions regarding open meetings or to request a presentation on the Florida Sunshine Law.
    b.                  Signs, Placards, Banners.  For public safety purposes, no signs or placards mounted on sticks, posts, poles or similar structures shall be allowed in advisory board and committee meeting rooms.  Other signs, placards, banners or other similar items shall not disrupt meetings or interfere with others’ visual rights.
    c.                   Persons with Disabilities.  All persons with disabilities shall be provided with the assistance necessary to enable them to effectively participate in advisory boards and committee meetings, consistent with Section 286.26, Fla. Stat.
     
    (3)               Public Comment.  Members of the public shall be given a reasonable opportunity to be heard on a proposition before advisory boards and committees.  The opportunity to be heard need not occur at the same meeting at which an advisory board or committee takes official action on the proposition if the opportunity occurs at a meeting that is during the decision making process and is within reasonable proximity in time before the meeting at which the advisory board or committee takes the official action.[1]
     
    (4)               Voting Conflicts. 
     
    No member of an advisory board or committee shall vote on a matter when the member has a voting conflict of interest as specified in Section 112.3143 or Section 286.012, Fla. Stat.  Prior to participating in a discussion, members abstaining from voting due to a voting conflict shall publically announce the conflict, shall disclose the nature of their conflict, and file a written memorandum (Ethic’s Commission Form 8A or 8B) to the staff liaison. 
     
    If a member recognizes that a voting conflict exists during the course of a discussion, the member shall immediately publically announce the conflict, disclose the nature of the conflict and abstain from voting.  Within 15 calendar days following that advisory board or committee meeting, the member shall file a written memorandum (Ethic’s Commission Form 8A and 8B) with the staff liaison. 
     
    The written memorandum shall be incorporated into the meeting minutes as an exhibit.  Advisory board and committee members who believe that they may have a voting conflict should consult their board or committee’s staff liaison before the meeting at which members will be asked to vote on an item upon which they may have a conflict.
     
    (5)               Work Plans and Reports of Accomplishments.  Advisory boards and committees shall prepare and update work plans and reports of accomplishments annually.  Work plans and reports of accomplishments should be on-file with staff liaisons by October 1 of each year.  Staff liaisons shall submit advisory board and committee work plans and reports of accomplishments to the Board of County Commissioners.  Advisory board and committee chairpersons are encouraged to present the work plans and reports of accomplishments to the Board of County Commissioners at a Board meeting.  The Board of County Commissioners encourages and welcomes issues of the advisory board and committees’ own initiative to be brought to the attention of the Board of County Commissioners.
     
    (6)               Public Records.  The public has the right to access public records.  Public records are:
     
    “all documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software, or other material, regardless of the physical form, characteristics, or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business by any agency.” Sec. 119.011(12), Fla. Stat.
     
    Most records created by or provided to advisory boards and committees, or their members in their capacity as members, are public records which must be made available to a person requesting them.  There are many exceptions for records or for certain information contained in those records.  Advisory board and committee members should consult their staff liaisons with any questions regarding public records or to request a presentation on the Florida Public Records Law.
     
    (7)               Coordination with Other Governments.  Advisory boards and committees should, when appropriate, coordinate with other local governments and boards or committees created by other local governments.  To protect the public’s right to participate in open meetings, this coordination shall be effected through the respective staff liaison or the advisory board or committee chairperson (or designee).
     
    (8)               Prohibited Remote Voting by a Member.  A member may participate in a discussion but no member shall cast a vote via telephone or video/audio appearance. 
     
    IV.             Staff Liaisons.  A staff liaison is a county staff member whose duty is to help to administer the meetings of the advisory boards or committees and to serve as a link between the advisory board, the County Manager, the County Attorney and the Board of County Commissioners.  The staff liaison’s tasks are:
    (1)               Publicly noticing the advisory board or committee meeting and reserving the meeting room.
    (2)               Reminding members of an up-coming meeting.
    (3)               Ensuring that all persons with disabilities are provided with the assistance necessary to enable them to effectively participate in the meetings.
    (4)               Preparing the agenda and agenda backup materials, and providing copies of the materials to members.
    (5)               Introducing new members to the board or committee and informing new members of the rules and process which governs the board or committee.
    (6)               Ensuring that minutes of the meetings are kept.
    (7)               Keeping attendance records of the meetings.
    (8)               Maintaining public records of the board or committee.
    (9)               Providing the work plans and reports of accomplishments to the Board of County Commissioners annually.
    Staff liaisons may perform a task not listed above if requested by an advisory board or committee if the task takes the staff liaison 30 minutes or less to perform.  If the task takes more than 30 minutes, the staff liaison may perform the task if the staff liaison’s department director preauthorizes the work.
    V.                Construction of These Guidelines.
    These Guidelines provide direction only.  No action taken inconsistent with these Guidelines shall be invalid solely because it was taken inconsistent with these Guidelines.


    [1] Consistent with Section 286.0114, Fla. Stat. (2015).
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Types and Status of Employment

Policy No.: 4-2 Effective: 09/24/2013
Revision No. 6 Review Date: 09/24/2014

OVERVIEW: This policy identifies and defines the different categories of employment for positions within Alachua County government including appointments, employment and status. Compensation associated with appointments, employment and status is outlined in the policies on Compensation and Benefits.

SCOPE: This policy applies to all persons employed by the Board of County Commissioners.

DEFINITIONS:

  1. Appointments.
    1. Board Appointment. The County Manager and the County Attorney shall be appointed by and serve at the pleasure of the Board.
    2. Executive Service Appointment. Members of the Executive Service shall be appointed by and serve at the pleasure of the Administrating Official. Selection of a department director requires confirmation by the Board. The Administrating Official shall determine the assignment and adjustment of salary and benefits and separation of members of the Executive Service. Executive Service appointees are exempt from specific policies on probationary period, layoff, recall, compensation, discipline and appeals. Executive Service positions are listed in Appendix A, Definitions.
    3. Management Intern. A student that will be graduating within six months of hire or has already graduated from an accredited college or university with a Masters Degree in Public Administration, Political Science or a related field. The appointment, separation and salary assignment of the Management Intern shall be at the discretion of the Administrating Official. The Management Intern is exempt from specific policies on probationary period, layoff, recall, compensation, discipline, appeals and other policies as determined by the Administrating Official.
    4. Legal Intern. A graduate of an accredited law school or a student scheduled to graduate from an accredited law school within 24 months from date of hiring. The Administrating Official shall establish the appointment, separation and salary assignment of a legal intern. The Legal Intern is exempt from specific policies on probationary period, layoff, recall, compensation, discipline, appeals and other policies as determined by the Administrating Official.
    5. Budgeted, Non-Board Employees. Positions funded by the Board of County Commissioners (BoCC) that appear in the approved budget as full time equivalents, but serve at the pleasure of another Constitutional Officer or under the direction of a different governmental agency. These employees may be housed in a BoCC building and receive a paycheck signed by the Chair of the BoCC, and they may receive other services from County staff; they are not covered by these Employee Policies; they are not under the supervision and control of BoCC employees. These positions will be approved by the BoCC and the other Constitutional Officer or governmental agency in an inter-local agreement or similar document before the position can be filled.

  2. Employment.
    1. Classified Service. An employee hired to fill a permanent, budgeted position and subject to all Board of County Commissioners’ Employee Policies.
    2. Part-Time Employment. An employee hired to fill a permanent position that requires less than a normal 40-hour workweek. Part-time employees must be assigned to a position that is budgeted at a minimum 20 hour work week in order to be eligible for group insurance coverage or to accrue vacation and sick leave. Part-time employees in positions budgeted for any number of hours are eligible for pro-rated holiday pay and bereavement leave.
c. Temporary. An employee hired to fill a temporary budgeted or non-budgeted, position.
      1. Unclassified Temporary Service. An employee hired to fill a temporary, non-budgeted, casual or seasonal position that has a duration of less than six months. The Unclassified Service employee shall not be eligible for any permanent employee benefits or for group insurance coverage. Unclassified Service employees are exempt from the County's Employee Policies and procedures. These employees are at will and serve at the pleasure of the department director.
If there is a need to retain the Unclassified Service employee for more than six months, the department director must reclassify an existing vacant position or request approval from the Board of County Commissioners to extend the unclassified appointment or add an additional FTE. If the reclassification of an existing vacant position or the additional FTE is approved, the employee will then fill a Classified Service position and will be eligible for all benefits afforded under these Employee Policies. If the department director chooses not to request the reclassification of an existing position or an additional FTE, the employee must be terminated at the end of the six month period.
      1. Temporary without Benefits. An employee hired to fill a full or part-time position when the position is vacant, or the incumbent is absent from work on approved leave (workers' compensation, medical or short term military leave, etc.) These appointments shall be for a a maximum of six months. The employee shall not be eligible for any permanent employee benefits or for any group insurance coverage. These employees are at will and are exempt from the County's Employee Policies and Procedures. In the event the temporary employee is needed to fill the vacancy for more than six months, the County will begin making contributions to the Florida Retirement System on the employee's behalf on the first day of the seventh month of the temporary appointment. However, if the duration of the temporary appointment was originally expected to exceed six months, the County will make contributions to the Florida Retirement System effective upon the first day of employment.
      2. On-Call Temporary. An employee hired to perform the duties of a classified service employee when that employee is on leave of absence or otherwise unable to temporarily perform the requirements of the position. An On-Call Temporary employee shall not be eligible for any permanent employee benefits or for group insurance coverage.
      3. Fire/Rescue Recruits. This is an at-will position established to employ individuals who do not possess the specific training and certifications required to be hired as permanent EMT/Firefighters, but who have successfully passed established selection criteria. Employees assigned to these positions shall be eligible for employee benefits including group insurance coverages, but shall have no rights to permanent employment. Employees hired as Fire/Rescue Recruits are exempt from the policies and procedures on probationary period, layoff, recall, separation, discipline, performance reviews and appeal.
d. Limited Term Appointment. An employee hired to fill a full or part-time position related to a multi-year special project or program. If the position will increase the FTE count, it must be approved by the Board. Temporary employees hired to fill vacancies created by employees being activated for long term miliary leave (active duty of more than 12 months for purposes of this appointment) may also be hired under this type of appointment. Employees in Limited Term Appointment positions are eligible for all benefits afforded under these Employee Policies, but are exempt from the policies and procedures on probationary period, layoff, recall and separation. These employees are at-will and serve at the pleasure of the Department Director, or the Administrating Official.
e. Intern Employment. An employee hired to fill an intern position, other than Management Intern or Legal Intern, who is currently enrolled in an accredited college or university. An Intern shall not be eligible for any permanent employee benefits.
  1. Status. Assignment to one of the following statuses of employment requires department director approval.
    1. Trainee Status. An individual, who does not fully meet the qualifications for a position, but who, within six months, can acquire the appropriate knowledge, skills, experience and abilities to meet minimum qualifications.
      1. Trainee status requires approval of the department director.
      2. If unable to meet the minimum qualifications or performance expectations within the specified period of time, the employee will be removed from the position and either returned to the previous classification or separated from employment, as appropriate.
      3. Trainee status is a pre-probationary status; therefore, at the successful completion of trainee status the individual will begin the initial probationary period required of a regular employee as specified in Policy #4-4 of this document.
    2. Acting Status. An individual who temporarily assumes all the responsibilities of a higher pay range. Temporary assignment to acting status is based on the ability to assume all responsibilities of the position at the discretion of the department director. The acting status assignment must be for a minimum of two weeks.
    3. Special Duty Status. An individual who temporarily assumes all the responsibilities of a position with the same or lower pay range. The duties and functions of the position with the lower pay range must be duties and functions that are not customarily assigned to the employee's permanent position and are duties and functions that are not customarily assigned to any position in the classification series of the employee's permanent position, nor are they related to the employee's permanent position. This appointment must be for a minimum of two weeks.
    4. Out-of-Class Status. An individual who temporarily assumes the partial duties of a position with a higher pay range. To be considered out-of-class status, the department director must approve the assignment and duties must be assumed for a minimum of two weeks.
    5. Emergency Status. When immediate filling of a position is necessary to ensure the continuation of public business or prevent loss or serious inconvenience to the public, the Administrating Official or designee may temporarily assign whole responsibilities of a position to an individual regardless of minimum qualifications. Emergency status assignments should last no more than six months.
    1. Lead Worker Status. An appointment on a temporary basis to assume the responsibility for coordinating the work of others in the same work unit.
      1. An employee assigned to lead worker status will continue to perform the employee’s normal duties while assuming responsibility for work task coordination when the affected work unit is separated from supervisory personnel by location and/or work schedules.
      2. Lead worker appointments will be made for a period of no less than two weeks. This status can be removed at any time at the discretion of the supervisor.
    2. Stand-by Status. Individuals assigned to be available to be called in to work outside of their regular work schedule in an emergency situation.
4. Compensation. Compensation for various employment statuses is determined by policies in the Compensation and Benefits section.