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HomeMy WebLinkAboutMINUTES - 09132005 - D2 L TO: BOARD OF SUPERVISORS .;�" '�.,. Contra s FROM: INTERNAL OPERATIONS COMMITTEE Costa DATE: AUGUST 221, 2005 A-cavPoo Count y SUBJECT: VOLUNTARY TIME OFF WITHOUT PAY ON ELECTION DAY SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS: 1. APPROVE the Voluntary Time Off(VTO) Without Pay on Election Day Program,which would permit County employees,with department head approval,to take voluntary time off without pay on Election Day and require departments to transfer the associated County salary savings (less any restricted funds)to a special account to be used by the Board of Supervisors for citizenship activities. 2. DIRECT the Auditor-Controller to establish a cost center within the Board of Supervisors' budget (000 1-1 100)to account for salary savings resulting from this program. 3. DIRECT the County Administrator to establish, and communicate to departments and employees, procedures to implement the program. 4. ACKNOWLEDGE that the goals of the program are to fully engage County employees in the civic life of their county, increase voter turnout on Election Day, and establish a small source of funds dedicated to activities that promote citizenship. CONTINUED ON ATTACHMENT: YES SIGNATURE: t RECOMMENDATION OF COUNTY ADMINISTRATOR c�ECOMMEND TI OF BOARD COMMITTEE c�ROVE OTHER SIGNATU ) C Is Oi(YLE B. MA,CHAIR MARK DeSAULNIER ACTION OF BOARD ON APPROVE AS RECOMMENDED OTHER _.00) 6',00 �A_ e//L. VO OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN UNANIMOUS(ABSENT AND ENTERED ON THE MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE AYES: NOES: SHOWN. ABSENT: ABSTAIN: CONTACT: JULIE ENEA(925)335-1077 ATTESTED: SEPTEMBER 1352005 JOHN SWEETEN,CLERK OF THE BOARD OF SUPERVISORS CC: INTERNAL OPERATIONS COMMITTEE STAFF AND COUNTY ADMINISTRATOR AUDITOR—CONTROLLER HUMAN RESOURCES DIRECTOR CLERK—RECORDER—REGISTRAR OF VOTERS LIBRARIAN B UTY ADDENDUM TO ITEM D.2 September 13, 2005 On this day, the Board of Supervisors considered approving and directing the County Administrator to implement the Voluntary Time Off(VTO) Without Pay on Election Day Program,which would permit County employees,with department head approval,to take voluntary time off without pay on Election Day and require departments to transfer the associated County salary savings (less any restricted funds)to a special account to be used by the Board of Supervisors for citizenship activities, as recommended by the Internal Operations Committee. Julie Enea, Deputy County Administrator,,noted this item was prompted by a previous suggestion from Supervisor DeSaulnier,proposing the Board explore the development of a citizenship program that could increase voter participation and voter interest in issues. One of the suggested mechanisms to do so s was a program for Voluntary Time Off on election day. Ms. Enea said this would piggyback on the County's existing VTO program. She noted the savings produced from VTO would accrue to the department,where the employee works. Ms. Enea explained that under this proposal, if an employee wants to volunteer to take an election day off the savings accrued minus any restricted funds would be deposited in a special account made available to the Board to support citizenship activities. The Chair asked for public opinion and the following people spoke: Roland Katz, (P.E.U. Local 1) 5034 Blum Road,Martinez requested the Board to amend the Board Order by deleting the last bullet on page 3 which reads: "Would not provide for an appeal. Employee participation shall be determined by the Appointing Authority." Supervisor Piepho questioned the difference between the proposed program and the current program. Ms. Enea explained the only difference would be specific to Election Day and the savings that would accrue from this program would be deposited into a special fund to be available to the Board for citizenship activities. She reported with the current program, VTO can be requested at any time and the savings accrue to the managing department in which the employee works. Supervisor Piepho referred to the text on page 3: "For approved requests,participating employees would be required to sign a form that they acknowledge the forfeit of salary for Election Day", and asked if the employees have accrued vacation or other time off if they would be compensated from that source. Ms. Enea said this this is independent of somebody's use of vacation. If a person wants to forfeit their salary and take VTO without pay on an election day under this program,the savings would be deposited into the special citizenship fund. Supervisor Piepho asked Ms. Enea if she knew how many employees take advantage of the current program, to which Ms. Enea responded Human Resources would have that figure. Page 2 Addendum to D.2 September 13, 2005 Supervisor Piepho requested information on the steps being taken for the current program, and the estimate of revenue or savings to the County that would be accrued in this account. Ms. Enea noted revenue accrued to this account would depend on which program or Department the employee worked in. She reiterated that if an employee wanted to volunteer in this program but worked in a program where their salary was financed by restricted or single purpose funds then no savings would accrue to the fund,but if they were hundred percent funded then one hundred percent of their salary could go in to that fund for the day. Supervisor Piepho asked if County would end up pulling workers interested in working at the polls under this VTO program. Ms. Enea responded that this program was independent of the existing poll worker program. She noted if an employee wants to work the polls under the current poll worker program they can do so and receive their full salary and in addition receive the allowance the election officers normally receive. She went on to say if the poll workers want to take voluntary time off and apply their savings to the citizenship fund and then in addition work the polls, the employee would forfeit their salary but could still be eligible to receive the election pay. Supervisor Gioia said this is a good proposal and with the current VTO program this would provides a nexus between employees that may not take voluntary time off but would do so if they know the funds are going to help improve citizenship and civic activities in the County. Supervisor Piepho strongly underlined the fact there should be no work stoppage, and said she has no idea of the number of employees taking advantage of the current program. Supervisor Gioia noted if the department head believes that an employee's time off would impact other business of the department,then they would not allow the employee to take the VTO. Chair Uilkema commented the Board considers a department a system of checks and balances and relies on the department heads to make decisions,rather than having policies that might not be equally applicable to each department. Supervisor Glover said he supports the motion and encourages people in his office to take time to work the polls. By unanimous approval,with none absent the Board of Supervisors took the following action: ACCEPTED recommendations; MODIFIED the recommendations by deletion of the last bullet on page 3 ("Would not provide for an appeal process. Employee participation shall be determined by the Appointing Authority"); REFERRED to County Recorder for added comments both in the interim in response to Supervisor Piepho's questions; REQUESTED County Administrator to report to the Board when elections are completed and the County knows what the figures are; and REQUESTED the County Recorder to be a part of the discussion on how the Board of Supervisors would delegate the funds. Voluntary Time Off on Elections Day August 22,2005 Internal Operations Committee Page 3 ■ Would provide that employees who elect to take apre-authorized furlough day to participate in this program will forfeit their salaries for that day,but will have their vacation, sick leave and any other payroll-computed accruals computed as though they were at work. ■ Would provide that employees who opt to serve as poll workers on Election Day will receive the same stipends and allowances that are paid to all poll workers. ■ Would provide that 100%of the General Fund salary savings as computed by the participating employee's department would be transferred to a special fund for Board-approved citizenship activities. ■ Would not provide for an appeal process. Employee participation shall be determined by the Appointing Authority., Discussion: The proposed program can essentially"piggyback"on the administrative procedures of the existing County VTO Program,e.g.,request forms,approval criteria,etc. Employee requests would need to be made at least ten(10)days prior to Election Day to allow adequate time for review and decision by the appointing authority. It is the Committee's recommendation that program participation be at the discretion of the department heads,therefore,an appeal process is not recommended. For approved requests,participating employees would be required to sign a form thatthey acknowledge the forfeit of salary for Election Day. Departments would be expected to review the requests timely and against the criteria of the existing County VTO Program. Departments would also be responsible for properly coding employee time cards, calculating the General Fund salary savings,and transferring those savings to the a designated account for citizenship activities. Transferable savings must be restricted to General Fund sources because intergovernmental and grant fund sources may not be transferred.to purposes other than those for which they were originally granted. Due to this restriction, staff recommended that 100%of any General Fund savings be transferred to the special fund rather than the 50%originally suggested. The Auditor-Controller's Office would be expected to make the necessary payroll adjustments for participating employees,and to establish an account to be designated for citizenship activities to which salary savings generated by the program will be transferred. The County Administrator would be responsible for administering the program and budgetary account on behalf of the Board of Supervisors. Voluntary Time Off on Elections Day August 22,2005 Internal Operations Committee Page 2 FISCAL IMPACT: Salary savings(net of any restricted funds)that would have accrued to operating departments under the County's regular VTO Program would be diverted under the proposed VTO Without Pay on Election Day Program to a special fund for citizenship activities. Additionally,the program will add new administrative responsibilities to department staff,the Auditor-Controller's Office, and the County Administrator's Office to review employee requests under program,calculate net salary savings for tile one day of VTO without pay,prepare a finance journal to transfer any savings to the appropriate account, make necessary payroll adjustments for participating employees, and monitor and report on the account balance to the Board of Supervisors. BACKGROUND: The County currently has in place the"County Employees as Volunteer Poll Workers Program",adopted by the Board in October 2002, in which County employees may,with department approval, serve in a polling place on Election Day,and receive their regular pay and not be required to use either accumulated vacation or compensatory time off. Participating employees also receive the normal stipend paid to poll workers,but do not receive overtime compensation for serving as a poll worker on Election Day. In September 2004,the Board of Supervisors referred to the County Administrator the development of a "voluntary time off without pay on Election Day program", 50%of the salary savings from which would be dedicated to promote citizenship activities such as voter registration and outreach,a speakers series, and youth essay contests,to promote civic engagement in governmental issues. The Internal Operations Committee, in February,provided additional direction to staff regarding the program structure and directed staff to return to the Committee with a program proposal. Staff recommended the following program proposal: Proposed VTO Without Pay on Election Day Program The program: ■ Would be applicable only to General and Primary elections. ■ Provides that participation would be voluntary and optional for eligible County employees. Eligibility is subject to advance approval of an employee's Appointing Authority and the employee signing an agreement acknowledging the terms for program participation. ■ Would require the County employee to request approval from his/her Appointing Authority at least ten (10)days prior to Election Day. Appointing.Authorities shall use the same criteria for approval as applies to the County's VTO Program: Will net salary savings be gained by granting the time off without pay as requested? Can the absence be accommodated within reasonable operations limits? Employees shall use the same request form as is used for the County's VTO Program,but shall indicate"Election Day"on the form. ■ Would prohibit an employee's use of vacation,compensatory time off,or other accrued leave for time donated under this program. ` Voluntary Time Off on Elections Day August 22,2005 Internal Operations Committee Page 2 FISCAL INTACT: Salary savings(net of any restricted funds)that would have accrued to operating departments under the County's regular VTO Program would be diverted under the proposed.VTO Without Pay on Election Day Program to a special fund for citizenship activities. Additionally,the program will add new administrative responsibilities to department staff,the Auditor-Controller's Office, and the County Administrator's Office to review employee requests under program,calculate net salary savings for the one day of VTO without pay,prepare a finance journal to transfer any savings to the appropriate account, make necessary payroll adjustments for participating employees,and monitor and report on the account balance to the Board of Supervisors. BACKGROUND: The County currently has in place the"County Employees as Volunteer Poll Workers Program",adopted by the Board in October 2002,,in which County employees may,with department approval,serve in a polling place on Election Day,and receive their regular pay and not be required to use either accumulated vacation or compensatory time off. Participating employees also receive the normal stipend paid to poll workers,but do not receive overtime compensation for serving as a poll worker on Election Day. In September 2004,the Board of Supervisors referred to the County Administrator the development of a "voluntary time off without pay on Election Day program"", 50%of the salary savings from which would be dedicated.to promote citizenship activities such as voter registration and outreach,a speakers series, and youth essay contests,to promote civic engagement in governmental issues. The Internal Operations Committee,in February,provided additional direction to staff regarding the program structure and directed staff to return to the Committee with a program proposal. Staff recommended the following program proposal: Proposed VTO Without Pgy on Election Day Proaram The program: ■ Would be applicable only to General and Primary elections. ■ Provides that participation would be voluntary and optional for eligible County employees. Eligibility is subject to advance approval of an employee's Appointing Authority and the employee signing an agreement acknowledging the terms for program participation. ■ Would require the County employee to request approval from his/her Appointing Authority at least ten (10)days prior to Election Day. Appointing Authorities shall use the same criteria for approval as applies to the County's VTO Program: Will net salary savings be gained by granting the time off without pay as requested? Can the absence be accommodated within reasonable operations limits? Employees shall use the same request form as is used for the County's VTO Program,but shall indicate"Election Day"'on the form. ■ Would prohibit an employee's use of vacation, compensatory time off,or other accrued leave for time donated under this program. ' Voluntary Time Off on Elections Day August 22,2005 Internal Operations Committee Page 3 ■ Would provide that employees who elect to take apre-authorized furlough day to participate in this program will forfeit their salaries for that day,but will have their vacation, sick leave and any other payroll-computed accruals computed as though they were at work. ■ Would provide that employees who opt to serve as poll workers on Election Day will receive the same stipends and allowances that are paid to all poll workers. ■ Would provide that 100%of the General Fund salary savings as computed by the participating employee's department would be transferred to a special fund for Board-approved citizenship activities. ■ o of prow' e or p al oce mploy ati be determined e Discussion: The proposed program can essentially"piggyback"on the administrative procedures of the existing County VTO Program,e.g.,request forms,approval criteria,etc. Employee requests would need to be made at least ten(10)days prior to Election Day to allow adequate time for review and decision by the appointing authority. It is the Committee's recommendation that program participation be at the discretion of the department heads,therefore,an appeal process is not recommended. For approved requests,participating employees would be required to sign a form that they acknowledge the forfeit of salary for Election Day. Departments would be expected to review the requests timely and against the criteria of the existing County VTO Program. Departments would also be responsible for properly coding employee time cards, calculating the General Fund salary savings, and transferring those savings to the a designated account for citizenship activities. Transferable savings must be restricted to General Fund sources because intergovernmental and grant fund sources may not be transferred to purposes other than those for which they were originally granted. Due to this restriction, staff recommended that 100%of any General Fund savings be transferred to the special fund rather than the 50%originally suggested. The Auditor-Controller's Office would be expected to make the necessary payroll adjustments for participating employees,and to establish an account to be designated for citizenship activities to which salary savings generated by the program.will be transferred. The County Administrator would be responsible for administering the program and budgetary account on behalf of the Board of Supervisors. VOLUNTARY TIME OFF (VTO) REQUEST FORM ' w N T TION F FILIN REQUEST: (Note: Requests for VTO that are more than six months in advance of the starting date will be not be accepted.) Employee Gs o abilities: Complete Section I below and submit, in person, to yoursupervisor w o wi inifia and date receipt of the form. This will initiate the ten (10working day departmental review period. . Department Responsibilities: Complete Section II below. �If the r�u t is a roved, return a copy of the signed form to the employee within ten (10) -N workingdatsfollowing the date of submission and send a copy via transmittal to the Human Resources Department, Labor Relations Division. If the re est is denied, return a copy of the signed form, along with any supporting documentation, tot e employee within ten (10)working days following the date of submission and fax a copy of all material to the Labor Relations Division Q 335-'i799, for transmission to the VTO Appeals Committee. Call 335-1784 to confirm receiptof the information. In the event thea eal is not received bv the ApDea s Committee within ten (10)workin days after thed6t e of denial,thpj- euest is automatically aRRroved, .. Loll SECTION I -EMPLOYEE REQUEST: Describe in detail the furlough or leave of absence requested, providing any supporting documents necessary. Name: _ �ir..�� �,v�1 Classification: Phone#: Z 3d7" Beginning Date: Ending Date: I t//Z � Va 071 TL� (Use additional pages if necessary) SECTION II = DEPARTMENTAL RECOMMENDATION: Please check appropriate b o x(e—s�: Approved: Denied: No Cost Savings Operational Hardship._... Denial of a VTO request must contain supporting documentation. (Use ditlonal pa if necessary) Departure t Representative: Phone#: 33 s-�`b 7.P Title: .�.w Date received from employee: Date responded to employee: Date denial faxed to Labor Relations Division: (See reverse side for additional information) *A VOLUNTARY TIME OFF (VTO) REQUEST FORM i N TCTION§ FOR FI ING REQUEST: (Note: Requests for VTO that are more than six m in advance of the starting date will be onths not be accepted.) edm� Employee ResDons bilitles: Complete Section I below and submit, in person, toyour supervisor �WEo Will initialmFR date receipt of the form. This will initiate the ten (10) working day departmental review period. Department Responsibilities: Complete Section 11 below. If the rea est is roved,aj2Dreturn a copy of the sig ned form to the employee within ten (10) . 0 wor ung days following the date of submission and a copy via transmittal to the Human Resources-Department. Labor Relations Division. If the rea est is denied, return a copy of the signed form, along with any supporting ocumentation, tot e employee within ten 10)working days followingthe date of submission and fax a co y of all materiato the Labor K lations Division Q335-'1799, for transmission to the VTO Appeals Committee, Call 335-1784 to confirm receiptof the information. In the Wasa event theaD ea is no receive v e eats within ten (10)working days - M after theAMe of denial,thuggluest is automatically aDorove de 4��Y J144 j F F SECTION I -EMPLOYEE REQUEST: Describe in detail the furlough or leave of absence requested, providing any supporting documents necessary. Name: A,41c�-,,-, "o,M--I Classification: � �e-� � (.�/-e.��f Phone M 3��5r go- l Z 3,1� Beginning Date: Ending Date: l( / � y l F7 2) C�1, 6 17 r � (Use additional pages if necessary) E TI N 11 = DEPARTMENTAL RECOMMENDATION: Please check appropriate ox es Approved: � J Denied: No Cost Savings Operational Hardship Denial of a VTO request must contain supporting documentation. (Use ditional pa if necessary) Department Representative: Phone M 7Y Title: Date received from employee: �°���D�' Date responded to employee: I/a � D 5^" Date denial faxed to Labor Relations Division: /�/ � (See reverse side for additional Information)