Item #09 Second Reading of Ordinance Amending the Education Incentive Program
Contact Name:
Contact Number:
James Camicella
1032
Meeting Date: 10/20/09
Item # 9
Reviewed By:
Department Director:
City Manager:
QW? -'-
Subject: Approval of Revisions to the Education Incentive Program, Section 13.14 of the Personnel Rules and
Regulations Manual, which is an amendment to Ordinance No. 2005-017. (SECOND READING OF ORDINANCE)
Background Summary:
The Personnel Rules and Regulations are policies, procedures and entitlements that govern the terms and
conditions of employment for those employees covered by the same, which are adopted by Ordinance. These
Personnel Rules and Regulations are also known as the PRRs or Rules and Regulations. The Education
Incentive Program under Section 13.14 of the PRRs is used to cover employee's tuition and books.
Issue:
The Education Incentive Program utilized by employees has been recommended to be revised by the Education
Committee in order to administer the program in a more efficient and effective manner with an emphasis on
reducing the cost of books and assuring compliance.
Recommendations
Staff respectfully recommends the Commission approve the revisions of Section 13.14 of the Personnel Rules
and Regulations for the Education Incentive Program, amendment to Ordinance No. 2005-017, as follows:
Employees must work with the HR staff to purchase books and resell them in the most cost effective way (i.e.
renting books) and to require an employee who either fails to attend the class, finish the course, and/or receives a
grade below a C, repay the entire reimbursement within four pay periods. The employee will be required to
agree to the above before being considered eligible for the incentive.
Attachments:
Ordinance and the entire Section of the PRRs concerning the Education Incentive Program containing revisions
made from the previous document.
Financial Impact:
None.
Type of Item: (please mark with an "x")
Public Hearing
~ Ordinance First Reading
_ Ordinance Second Reading
Resolution
Commission Approval
Discussion & Direction
For Clerk's Deat Use:
Consent Agenda
Public Hearing
_ Regular Agenda
_ Original Document/Contract Attached for Execution by City Clerk
_ Original Document/Contract Held by Department for Execution
Reviewed by City Attorney
Reviewed by Finance Dept.
Reviewed by 0
N/A
N/A
N/A
ORDINANCE NO. 2009-
AN ORDINANCE OF THE CITY OF OCOEE, FLORIDA
AMENDING ORDINANCE 2005-017 AND SUBSEQUENT
AMENDMENTS BY AMENDING "EXHIBIT A,"
PERSONNEL RULES AND REGULATIONS, MORE
SPECIFICALLY SECTION 13.14 EDUCATION
INCENTIVE PROGRAM, AND ADOPTING AND
APPROVING THE REVISED CITY OF OCOEE
PERSONNEL RULES AND REGULATIONS; PROVIDING
FOR SEVERABILITY; REPEALING ALL ORDINANCES
IN CONFLICT HEREWITH; PROVIDING AN EFFECTIVE
DATE.
WHEREAS, the City Commission of the City of Ocoee desires to provide for the most
current personnel policies and regulations for the administration of personnel matters within
the City of Ocoee; and
WHEREAS, the City Commission of the City of Ocoee believes that it is important to
provide for the proper and equitable treatment of City Employees.
NOW, THEREFORE, BE IT ENACTED BY THE CITY COMMISSION OF THE
CITY OF OCOEE, FLORIDA, AS FOLLOWS:
SECTION 1. Short Title and Authoritv.
A. This Ordinance shall be known and may be cited as amendment to "CITY OF
OCOEE, FLORIDA PERSONNEL RULES AND REGULATIONS."
B. The City Commission of the City of Ocoee has the authority to adopt this
Ordinance pursuant to Article VIII of the Constitution of the State of Florida and Chapter 166,
Florida Statutes.
SECTION 2. Adoption of the amended City of Ocoee, Florida Personnel Rules and
Regulations. The City Commission of the City of Ocoee, Florida, hereby adopts and
approves the amended CITY OF OCOEE, FLORIDA PERSONNEL RULES AND
ORLA_392344.1
l
REGULATIONS, originally approved on December 6, 2005, as set forth in Exhibit "A"
attached hereto and by this reference made a part hereof.
SECTION 3. Severability. If any section, subsection, sentence, clause, phrase or
portion of this Ordinance is for any reason held invalid or unconstitutional by any court of
competent jurisdiction, such portion shall be deemed a separate, distinct and independent
provision and such holding shall not affect the validity of the remaining portion hereto,
SECTION 4. Conflicts. All ordinances and resolution, or parts of ordinances and
resolutions, in conflict herewith are hereby repealed and rescinded.
SECTION 5. Effective Date, This Ordinance shall become effective immediately
upon passage and adoption,
PASSED AND ADOPTED this
day of
,200_,
APPROVED:
ATTEST:
CITY OF OCOEE, FLORIDA
Beth Eikenberry, City Clerk
S. Scott Vandergrift, Mayor
(SEAL)
FOR USE AND RELIANCE ONLY BY
THE CITY OF OCOEE, FLORIDA;
APPROVED AS TO FORM AND
LEGALITY this _ day of ,2009.
FOLEY & LARDNERLLP
ADVERTISED ,2009
READ FIRST TIME , 2009
READ SECOND TIME AND ADOPTED
, 2009
UNDER AGENDA ITEM NO.
By:
City Attorney
ORLA_392344.1
-2-
ORLA_392344.1
EXHIBIT "A"
(City Of Ocoee, Florida Personnel Rules And Regulations)
See Revised Section 13-14 Attached.
The Personnel Rules and Regulations are available in their entirety in the
Office of the City Clerk.
-3-
13.14 Education Incentive Proeram
The City may authorize reimbursements for tuition and books for courses subject to
budgetary constraints as follows:
A. The course or curriculum shall be related to the employee's job or will contribute
to the long-range value of the employee to the City, not to provide training for
jobs with other employers. This determination will be made by the Education
Committee.
B. There will be no duplicate payments for the same course, if the course is
reimbursable through some other source, then provisions of the City's education
tuition payment plan shall not apply.
C. Requirements to obtain these benefits are:
1.
Full time employment with the City at least one year before employee can
apply.
2.
The educational training can be at the high school, post high school, and
adult educational levels.
3.
No more than two courses per quarter or semester (or equivalent period of
time) may be taken unless permission is obtained from the Education
Committee.
4.
The Education Committee shall be made up of the City Manager and the
Director of Human Resources. A City Commissioner or designee and an
employee, who shall be selected by City employees from the general work
force, shall also serve on this Committee, both of whom shall be selected
on an annual basis.
5.
Employees must seek approval for the class through the Education
Committee prior to enrollment. Failure to seek the necessary approval
shall result in denial of tuition reimbursement.
6.
The employee must request approval by completing the Standard Form
Memorandum to the Education Committee, which may be obtained from
the Human Resources Department with a school schedule attached. The
memorandum must state the name of the class and its cost along with the
anticipated cost for books. In order to process the request in a timely
manner, employees should make every effort to request approval as soon
as school schedules are released.
7.
- - - - - --- - ---- - I
Emolovees must work with the Human Resources staff to ourchase books
and resell them in the most cost effective wav (i.e. rentin!2 books)~
~ l Advanced payment for tuition may be considered 10 certain hardship
situations.
EITiDiOveesrece1vrn~ a Qrade of C or-better or a "oass" in a nass/fml course
~hall receive reimbursemend
2 &. Employees are encouraged to attend any accredited Florida College or
University; however, tuition reimbursement shall be paid at the public
College or University tuition rate. Employees shall not be reimbursed for
mileage or personal expenses. Other expenses such as fees for on-line
courses and other related expenses shall not be paid.
II d 91 The employee shall submit to the Human Resources Office the final grade,
certification, or degree, within two (2) weeks after the class is completed.
Reimbursement shall be within two (2) weeks of receipt of grades. For
courses for which an employee receives a grade, reimbursement to the
City will be as follows:
w.
Employees rccei\'inga grade of C orbetter or Tn- a Russ/fail course,
I r- - --- ---
p ~p~g~shall receive ~b~m...E.!t~
~~
Employees receiving a grade below a C or who fail a pass/fail
course shall not receive any reimbursement.
iBl ~
Employees who drop a class shall not receIve any
reim bursement.
11. - - Anv emolovee who receIVes advanced oavmentand eItherfuIT'S"TO attend
the class. finish the course. and/or receives a Qrade below a C. must remcl
the entire reimbursement within four (4) oav oeriods.
-~
12...-U}.; The employee who receives any benefit whatsoever under this program
shall be required to work for the City for at least two (2) years from date
money is received, or shall reimburse the City 100% upon termination.
The City reserves the right to withhold the money owed from any final
paycheck upon separation, subject only to applicable law.
D. The City will attempt to rearrange work schedules for classes if it does not
interrupt the normal work flow.
E. Correspondence Degree
Correspondence means those self improvement general knowledge types of
courses from non-accredited programs. Generally these types of courses should
be requested through the department training and travel policy.
(1) Employees under this program shall not receive tuition advancement.
(2) Employees must obtain approval from the Education Committee for the
class prior to enrollment if the employee is seeking reimbursement upon
completion of the class by the Education Committee.
(3) The school must be certified as a legitimate degree institution by the
Southern Association of Colleges and Schools. The Human Resources
Department will have this information available for employees to review
within the Human Resource Department.
(4) All conditions must be followed under Section C(2 T5).
MEMORANDUM
TO: EDUCATION COMMITTEE
FR:
DA:
SU: EDUCATION REIMBURSEMENT
I am requesting a tuition reimbursement or advance payment for the following courses and/or books for the
semester.
SCHOOL
COURSE NAME
COST PER CREDIT HOUR
$
$
CREDIT HOURS
AMOUNT DUE
$
$
BOOK (S) REQUIRED; PLEASE CHECK (0) IF COST IS ESTIMATED:
COURSE NAME
BOOK (S) REQUIRED
AMOUNT DUE
$
$
$
CHECK ONE:
[ 0] Request for Advance Payment
[ 0] Request for Reimbursement at Grade Receipt
* If you are requesting Advance Payment and do not have information on book cost at the submittal of this form, please
complete the Book Reimbursement Form at the time your receive this information. Please include on this form an approximate
cost for the approval.
A maximum of two (2) classes per semester will be considered by the Education Committee.
I am required to sign page three (3) of this document as to my understanding for receipt of this money.
******************************************************************************************************
Date Received
Total Cost $
Date of Approval
Signature of Approval
13.14 Education Incentive Proe:ram
The City may authorize reimbursements for tuition and books for courses subject to
budgetary constraints as follows:
A. The course or curriculum shall be related to the employee's job or will contribute
to the long-range value of the employee to the City, not to provide training for
jobs with other employers. This determination will be made by the Education
Committee.
B. There will be no duplicate payments for the same course, if the course is
reimbursable through some other source, then provisions of the City's education
tuition payment plan shall not apply.
C. Requirements to obtain these benefits are:
1. Full time employment with the City at least one year before employee can
apply.
2. The educational training can be at the high school, post high school, and
adult educational levels.
3. No more than two courses per quarter or semester (or equivalent period of
time) may be taken unless permission is obtained from the Education
Cornmittee.
4. The Education Committee shall be made up of the City Manager and the
Director of Human Resources. A City Commissioner or designee and an
employee, who shall be selected by City employees from the general work
force, shall also serve on this Committee, both of whom shall be selected
on an annual basis.
5. Employees must seek approval for the class through the Education
Committee prior to enrollment. Failure to seek the necessary approval
shall result in denial of tuition reimbursement.
6. The employee must request approval by completing the Standard Form
Memorandum to the Education Committee, which may be obtained from
the Human Resources Department with a school schedule attached. The
memorandum must state the name of the class and its cost along with the
anticipated cost for books. In order to process the request in a timely
manner, employees should make every effort to request approval as soon
as school schedules are released.
~. -- Errmloveesmust WOfi( with the-Human Resourcesstaffto Durchase bookS
~nd resell them in the most cost effective wav (i.e. renting: books)!
~ i7.. Advanced payment for tuition may be considered 10 certain hardship
situations.
Emolovees receivilli!a l!i1ide oYc orbetteror a"'Das"?lnaoassirail course
shall receive reimbursemend
2 &; Employees are encouraged to attend any accredited Florida College or
University; however, tuition reimbursement shall be paid at the public
College or University tuition rate. Employees shall not be reimbursed for
mileage or personal expenses. Other expenses such as fees for on-line
courses and other related expenses shall not be paid.
:11(~i · n...'.' Th I h II b' h
~ z; e emp oyee s a su mIt to t e Human Resources Office the final grade,
certification, or degree, within two (2) weeks after the class is completed.
Reimbursement shall be within two (2) weeks of receipt of grades. For
courses for which an employee receives a grade, reimbursement to the
City will be as follows:
A.
-
~mployccs rccciviiig a grade of C or bcttcr or in u p..Q..ss/fulI co-urs~~
l!...~p~gr~ sh!!!Lreccivc rcimbursemE1!~
AJBl
Employees receiving a grade below a C or who fail a pass/fail
course shall not receive any reimbursement.
R~
Employees who drop a class shall not receIve any
reimbursement.
11. - - Anv emolovee who receIVes advanced oavm-ent aii'd'eithertailstO attend
the class. finish the course. and/or receives a g;rade below a C. must reoav.
the entire reimbursement within four (4) oav oeriods.
a~ The employee who receives any benefit whatsoever under this program
shall be required to work for the City for at least two (2) years from date
money is received, or shall reimburse the City 100% upon termination.
The City reserves the right to withhold the money owed from any final
paycheck upon separation, subject only to applicable law.
D. The City will attempt to rearrange work schedules for classes if it does not
interrupt the normal work flow.
E. Correspondence Degree
Correspondence means those self improvement general knowledge types of
courses from non-accredited programs. Generally these types of courses should
be requested through the department training and travel policy.
(1) Employees under this program shall not receive tuition advancement.
(2) Employees must obtain approval from the Education Committee for the
class prior to enrollment if the employee is seeking reimbursement upon
completion of the class by the Education Committee.
(3) The school must be certified as a legitimate degree institution by the
Southern Association of Colleges and Schools. The Human Resources
Department will have this information available for employees to review
within the Human Resource Department.
(4) All conditions must be followed under Section C(9 10).
I have read and understand the above policy regarding the Education Incentive Program.
Employee Signature
Date
Copy of Public Hearing Advertisement
Date Published
J6 Orlando Sentinel
w SUNDAY, OCTOBER 11, 2009
Advertisement
CITY OF OCOEE . PUBUC HEARING"
~o~U~\~si~~ar,~~ lbbf~r~etl~e ~~~~~~~~
October 20, 2009, ot 7:15 p.m. or os
soan'thereafter as may be heard,
in the Commission Chambers of
City HolI at 150 N~rth Lokes~ore
Drive, Ocoee. Florida, to consider
the "following:
OATf.
If a person decides to appeal any
decision made bY the above City
Commission with respect to any
matter considered af'such hearing,
they will need a record of the pro-
ceedings; and for such purpose
they may need to ensure thot 0
verbatim record of the proceedings
is made. which record includes the
testimony and evidence upon which
. the oppeal is to be based.
All inter~sted pdrties ore invited to
ottend and be heard 'with respect
to the obove. In accordance with
the Americans with Oisabi lities
,.1.,ct. persons needing a special ac-
commodation or an interpreter to .
participate in this proceeding
should contoct the City Clerk's of-
fice at 407-905-3105 at leost two
dcvs...prior to the date of hearing,
Beth Eikenberry
City Clerk
OLS1025023 1Ill11nilo9
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