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HomeMy WebLinkAboutMINUTES - 10012013 - SD.6RECOMMENDATION(S): ADOPT Resolution 2013/383 approving a side letter between Contra Costa County and Service Employees International Union, Local 1021, regarding waiver of the requirement for certain Exchange Customer Service Agent I and II to pass their probationary period prior to being eligible for transfer to other county classifications; and ACCEPT report from the Employment and Human Services Director regarding efforts to assist permanent-intermittent employees in the Covered California Call Center obtain full-time employment. FISCAL IMPACT: No fiscal impact will result from the implementation of the recommendations. There may be additional costs due to training new employees who are needed to replace employees who find full time employment outside of the Covered California Call Center. These costs are charged 100% to the State. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 10/01/2013 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor ABSENT:Federal D. Glover, District V Supervisor Contact: Dorothy Sansoe, 925-335-1009 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: October 1, 2013 David Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: SD.6 To:Board of Supervisors From:David Twa, County Administrator Date:October 1, 2013 Contra Costa County Subject:Side Letter and Employment Plan for Call Center Permanent Intermittent Employees BACKGROUND: On August 6, 2013 the Board of Supervisors received a report from the Employment and Human Services Director on the process used to hire the first wave of employees at the Covered California Call Center. During this report, the definition of three classes of positions was provided: • Full-time employment is a regularly scheduled shift of 40 hours per week. • Part-time employment is a regularly scheduled shift of less than 40 hours per week. In Contra Costa County, these shifts are typically 20 hours per week but can be more or less hours as long as they are consistent. • Permanent-intermittent employment is an irregular shift that can be anywhere from zero hours to 40 hours per week depending upon the workload needs. This type of employment is typical in private industry. Also, during this report, staff from the Human Resources Department explained the benefits available to permanent-intermittent employees in the County. While these employees are not eligible for the standard health care and dental plans offered by the County, there are provisions within the Memorandums of Understanding with labor representatives that makes available a County subsidized health plan. Contra Costa Health Plan (CCHP) Plan A-2 provides health care for permanent-intermittent employees that is similar to CCHP Plan A for full time employees. Subsequent to the report to the Board of Supervisors on August 6, 2013, CCHP conducted two sessions for staff interested in CCHP Plan A-2 to provide information and answer questions. The Board of Supervisor's requested staff return by the end of September with a report outlining an action plan to assist interested permanent-intermittent employees in transitioning into full-time positions. The attachment to this Board Order, entitled "Customer Service Agent I Full Employment Assistance Plan" is attached. In developing this plan, staff insured that compliance was maintained with the County Personnel Management Regulations, Salary Regulations, Memorandums of Understanding, and other policies the guide and restrict the merit system process. While developing this Plan, Human Resources, County Administrator, and Employment and Human Services staff met with representatives from Service Employees International Union, Local 1021 and reached agreement on the attached side letter. This side letter is instrumental in achieving the desired outcome of assisting permanent intermittent Customer Service Agents with finding full time employment. Current personnel rules require an employee to complete the probationary period prior to being eligible to apply for a lateral transfer to another position. This side letter waives that requirement for the employees hired prior to July 21, 2013. The side letter provides for a sunset date of June 30, 2016. CONSEQUENCE OF NEGATIVE ACTION: The Board and the public may not receive this information. If the side letter is not approved, permanent intermittent Customer Service Agent employees will not be provided the benefits provided by the side letter. CHILDREN'S IMPACT STATEMENT: Not applicable. CLERK'S ADDENDUM The Supervisors expressed thanks to all of the staff who have helped on the "7 C's" (Contra Costa County Cover California Call Center), making the October 1, 2013 official start date successful. ATTACHMENTS Resolution No. 2013/383 Side Letter Employment Plan Customer Service Agent I Full Employment Assistance Plan On August 6, 2013 the Board of Supervisors directed the Employment and Human Services Department (EHSD), County Administrator’s Office (CAO), and Human Resources Department (HR) to develop a plan to assist employees in obtaining full-time employment. Since that time, staff has worked diligently to identify and implement methods to assist these employees. Also, during this previous report to the BOS, staff from the Human Resources Department explained the health care insurance options and benefits available to permanent intermittent employees. Memorandums of Understanding (MOU’s) currently in place govern the health care benefits available to these employees. The terms and conditions of these MOU’s provide a number of options for health care benefits for permanent intermittent employees, including a county-subsidized plan through CCHP. This plan (CCHP Plan A 2) is similar to CCHP Plan A and costs the employee approximately $205 per month for single person coverage. In addition, these employees are eligible to purchase any of the other county sponsored health care plans but they do not receive a county-financed subsidy to buy these plans. These options have been described to the employees at the Contra Costa County Covered California Call Center (7Cs); since the center began operation two group meetings have been held with 7Cs staff to explain CCHP Plan A2 and individual meetings have been offered to staff to review their insurance coverage choices. Staff has been meeting to develop an on-going plan to assist employees in obtaining full-time employment. Employment is governed by Board of Supervisors approved Memorandums of Understanding with labor representatives, the County Salary Regulations, and the Personnel Management Regulations. All of these have been taken into account when developing this plan. This plan includes the following: 1. Expertise EHSD is in the process of retaining the services of a consultant with expertise in personnel, labor relations, and recruitments to assist the Personnel Unit staff to assess and evaluate the current status of personnel and position management, develop an improvement plan, and provide written personnel policies, procedures, and processes specific to the Call Center. 2. Exams and Recruitments Employees at the 7Cs are allowed County time to participate in the examination and interview process for other County classification for which the employee feels they possess the minimum qualifications. Employees are allowed to use leave accruals (vacation or personal holiday time) for employment opportunities outside of the County provided sufficient workload coverage can be provided. Arrangements must be made with the supervisor in advance. 3. Communications with Employees Regarding County Employment A list of examinations conducted on a continuous basis is being posted at the Call Center on a weekly basis. All open job announcements will be sent to the Call Center for posting. Those job announcements that appear to be of specific interest to a large number of Call Center employees will be highlighted in the employee newsletter. 4. Attrition Normal attrition will occur at the Call Center and staffing needs will be reviewed on a monthly basis. Call volumes, workload, revenue, and other considerations will be taken into account. As full-time vacancies become available, they will be filled by a permanent-intermittent employee using the bid/transfer process discussed below. There are currently approximately 40 permanent-intermittent Customer Service Agent I’s who will have the opportunity to bid for these vacancies as they arise. 5. CSA I Transfer and Reassignment Process Transfer and reassignment opportunities will be posted and highlighted in the employee newsletter. Employees may be reassigned from a permanent-intermittent Customer Service Agent I (CSAI) position to a full-time CSAI position within the Call Center. As full-time positions become available, the Department will use a five (5) business day bid process to solicit employee’s interest in a reassignment. Re-assignments will be based on an interview, seniority, and current performance. If the employee has not completed the probationary period, they will be credited the hours completed while a permanent- intermittent employee towards the completion of probation as a full-time employee. Any employee who has completed the probationary period may request a transfer to a different classification within the County for which they possess the minimum qualifications and where the top step of the salary range is within 5% of the top step of the current classification. If an employee transfers to a different classification, a probationary period will apply. 6. Special Provisions The Customer Service Agent I classification is equivalent to the Eligibility Worker I (EWI) classification with the exception that the EWI classifications requires a valid California driver’s license. There are also other classifications within the County that are at an equivalent level to the Customer Service Agents. Because of this, the CSA’s who meet the eligibility requirements may be considered for transfer to other classifications without examination. Normally, this would require that the employee pass the probationary period prior to being eligible to transfer. The Human Resources, County Administrator, and Employment and Human Services Department staff worked with Service Employees International Union Local 1021 and came to agreement on the side letter which the Board of Supervisors will consider approving today. This side letter will facilitate a more immediate transfer opportunity for probationary staff.