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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Classification System

Policy No.: 5-2 Effective: 09/23/2009
Revision No.: 1 Review Date: 09/23/2010

OVERVIEW: Alachua County’s classification system is a methodical approach to collecting, analyzing and maintaining information regarding positions in the County’s workforce.

SCOPE: A classification system will be maintained for all positions in the County.

PROVISIONS:

  1. Classification System. The classification system is an evaluation process that compares positions in terms of relative contribution to the organization and clusters positions accordingly to ensure that positions of equal difficulty and requirements are equitably compensated.
  1. Composition of the Classification System. The classification system consists of the following:
    1. A grouping of positions into classes;
    2. A class specification containing a title, listing of knowledge, skills, abilities, core competencies, minimum qualifications and licenses required for each class;
    3. A description for each job within a class, listing the type of work, the scope of duties and responsibilities, and supervisory responsibilities; and
    4. A pay grade allocation for each class based on:
      1. Job analysis,
      2. Salary surveys,
      3. Internal equity surveys, and
      4. History of recruitment and retention challenges.

  2. Classification Actions. The Human Resources Office shall be responsible for the maintenance of the Classification System.
    1. Requests. Requests for reclassification of an existing position are typically addressed through the budget process and effective at the beginning of the fiscal year.
    2. Approval. The Administrating Official may approve the review and reclassification of a position at a time other than the beginning of a fiscal year upon submission of a request explaining why the request was not submitted during the budget cycle.
    3. Reclassifications. Only reclassifications resulting in the creation of a new position that must be added to the compensation plan need to be approved by the Board of County Commissioners.

  3. Classification Reviews. To ensure the accuracy of the existing title, class specification, job description, and salary range, the Human Resources Office will initiate a maintenance review for each position every five years, pending approval of the Board of County Commissioners.

  4. Positions Reviews. Individual positions may be reviewed as follows:.
    1. Review Requests. Positions will not normally be subject to the classification review process more frequently than once per twelve-month period and must document the following:
      1. The grade to which the class is allocated is inadequate for the County to attract or retain qualified persons,
      2. Reorganization within the department creates inequity in position classification or pay grade allocations or
      3. Major reallocation of duties and responsibilities creates inequity in position classification or pay grade allocations.
    2. Position Review Request Form. Using a Position Review Request Form (Appendix C), an incumbent or department director may initiate a classification review.
      1. A review initiated by an incumbent must be submitted via the employee’s department director.
      2. Review Requests will be submitted to the Human Resources Office and will include a job analysis questionnaire.
    3. The Human Resources Office will make a recommendation regarding the position and job specification, based on all or some of the following:
      1. Review of the completed job analysis questionnaire,
      2. Additional information from the supervisor and/or position incumbent,
      3. A site visit for observation/desk audit.
      4. Outside agency surveys, if necessary.
    4. The Human Resources Office will forward to the department director the results of the Position Review, which may include:
      1. A detailed analysis including methodology, compensable factors, salary comparisons and conclusion.
      2. A new or revised classification specification
    5. The department director’s signature shall indicate concurrence with the recommendation of the Human Resources Office.
    6. Reclassification to an Existing Classification. If the recommendation is to reclassify the position to an existing classification, the reclassification will be effective on the date of approval by the Administrating Official.
      1. To implement the approved reclassification action, the department will submit an Employee Action Form to the Human Resources Office.
    7. Reclassification to a New Classification. If the recommendation is to reclassify the position to a new classification, it must be included in the pay plan prior to reclassification of the position.
      1. The Human Resources Office will recommend to the Administrating Official the reclassification action, the establishment of the new classification, the title and salary range.
      2. Upon the Administrating Official’s approval, the recommendation to create a new classification will be presented to the Board for approval.
      3. Upon the Board’s approval to establish the new classification the Human Resources Office will implement the reclassification action.

  5. Appeal Process. The department director may appeal the decision by the Human Resources staff by indicating non-concurrence on the form.
    1. Such an appeal will be reviewed by the Classification Review Committee (CRC). The CRC will be composed of five members appointed by the Administrating Official, and shall meet as needed.
    2. The department director or designee may submit additional information to the CRC in the form of paperwork and/or an oral appeal.
    3. Department directors will be notified of the date and time to present an oral appeal to the CRC.
    4. Following the CRC’s decision, a revised classification report will be sent to the department director and Human Resources Office for review prior to final recommendation to the Administrating Official.
    5. If either a department director or Human Resources Office does not agree with the CRC’s decision, they may attach documentation for the Administrating Official’s review.
    6. The Administrating Official’s decision shall be final.
    7. Copies of the final job description, class title and job specification will be forwarded to the appropriate department director, who will be responsible for distribution to the supervisors and incumbents.

  6. Organizational Study. An organizational study is the evaluation of all positions, departments or work units.
    1. The department director determines that a section of a program or unit needs to be reorganized to more effectively implement the County’s mission, goals and strategic objectives.
    2. Department directors and the Human Resources Office are responsible for determining the structure, job design, and efficiency of reorganizations.
    3. To initiate an organizational study, the department director should submit the following to the Human Resources Office:
      1. A copy of the proposed reorganization including an organizational chart,
      2. An analysis of the organizational impact of the proposed reorganization, and
      3. A completed position questionnaire on all affected positions.
    4. The Human Resources Office will review the request; conduct detailed on-site audits as necessary and forward a recommendation to the department director.
      1. If the department director and the Human Resources Office do not agree, the appeal process will be followed.
    5. The Administrating Official must approve new classifications, adjustments to classifications or amendments to classifications prior to presenting proposed changes to the Board of County Commissioners.
    6. Upon the Administrating Official’s approval, new classifications, or adjustments to classifications' salary ranges will be presented to the Board for approval.
    7. The Board must also approve any reorganizations resulting in amendments to the Alachua County Code of Ordinances.
    8. Upon final approval, the requesting department must submit the appropriate Employee Action Form(s) to implement the reorganization.