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HomeMy WebLinkAboutMINUTES - 01111994 - IO.3 I .O.-3 TO: BOARD OF SUPERVISORS ......;L °F Contra INTERNAL OPERATIONS COMMITTEE FROM: -~ Costa g DATE: County . January 3, 19 9 4 o..=_ srqcoun`� SUBJECT: IMPLEMENTATION OF THE SENIOR TAX WORK-OFF PROGRAM SPECIFIC REOUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS: 1 . ACKNOWLEDGE that because he has been advised of a potential conflict of interest relating to •his employment at Merrithew Memorial Hospital, Supervisor Smith declined to participate in the discussion of this item, did not participate in the formulation of the recommendations related to this item and does not join in making the following recommendations . 2 . AUTHORIZE the County Administrator to implement the Senior Tax Work-Off Program effective February 1, 1994 for the two identified classification which are understood to be unrepresented and not affected by any meet and confer obligations . 3 . DIRECT the County Administrator and Assistant Personnel Director to attempt to meet and confer with Local 1 and report back to the 1994 Internal Operations Committee by January 31, 1994 regarding whether we are ready to implement the balance of the Senior Tax Work-Off Program. 4 . REMOVE this item as a referral to the 1993 Internal Operations Committee and instead REFER it to the 1994 Internal Operations Committee. CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURES ACTION OF BOARD ON January L1 ,1 C)94 APPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS(ABSENT ) AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON.THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. ATTESTED I Contact: PHATCHELOR,CLE F THE BOARD OF cc: See Page 2. SUPERVISORS AND COUNTY ADMINISTRATOR BYDEPUTY I .O.-3 -2- BACKGROUND: On November 2, 1993, the Board of Supervisors approved a report from our Committee on this subject directing staff to insure that all meet and confer obligations were met and to report to our Committee on the status of the implementation of the Program on January 3, 1994 . On January 3, 1994, we met with Sondra Rothwell from the County Administrator' s Office, Rich Heyne from the Personnel Department and Paul Katz from Local 1. Because of ongoing negotiations with employee organizations, it has not been possible to meet with Local 1, the one employee organization which indicated an interest in meeting and conferring regarding the implementation of this program. There are two classifications which appear to be clearly unrepresented and can be implemented on February 1, 1994 without regard to the status of meet and confer discussions with Local 1. However, we are hopeful that these meet and confer discussions with Local 1 can be concluded by January 31, 1994 so that the program can be fully implemented on February 1, 1994 . However, we do not wish to see the remaining portions of the program implemented until we have had an opportunity to meet again with staff and representatives of Local 1 to insure that all potential issues have been satisfactorily resolved. cc: County Administrator Sondra Rothwell, CAO' s Office County Counsel Treasurer-Tax Collector Auditor-Controller Assistant Personnel Director Social Services Director Bob Sessler, Executive Director, Area Agency on Aging CONTRA COSTA COUNTY, OFFICE OF THE COUNTY ADMINISTRATOR 651 Pine Street, 10th Floor Martinez, CA 94553 Date: December 28, 1993 TO: Internal Operations Committee FROM: Senior Tax Work-Off Committee (� SUBJECT: UPDATE ON MEET AND CONFER REGARDING IMPLEMENTATION OF THE SENIOR TAX WORK-OFF PROGRAM Attached is the Personnel Department's status report on the "meet and confer" session with employee organizations regarding implementing this program. RECOMMENDATION: Authorize the Senior Tax Work-Off Program Committee proceed with the implementation of this program with the understanding that the Committee will meet and confer with Local One and address any issues that may arise. Approve the submission of the Senior Tax Work-Off Program packet to all Departments, which explains the program, provides instructions and procedure to be used when hiring a temporary part-time senior under the program. BACKGROUND: On October 25, 1993, the Senior Tax Work-Off Committee was at a point where this program is ready to be implemented however, the Committee was directed to meet and confer with various employee organizations to address their concerns. On November 16, 1993, the Employee Relations Manager notified all employee organizations of the County's offer to meet and confer regarding the program. To date, only Contra Costa County Employees Association, Local No. One has requested a meeting. Due to on-going negotiations with the County Labor Coalition, the Personnel Department has be unable to initiate the meet and confer session with Local One however, will initiate a meeting in January, 1994. Due to the fact that the County Administrator's office has volunteers waiting to administer the program, the Coordinator, of the Senior Tax Work-Off Committee recommends implementation at this time with the understanding that a meet and confer session will be held with Local One to address any concerns that may arise. Page 2 Sr Tax Program cc: Senior Tax Work-Off Committee Tony Enea Elieen Bitten C 0N T A S T A 0 ANT C Cn L 01c, rte . « i os 7A_�oX r ,.OFF AX WORK r SENIOR T 1 p RGGRAM r r January, 1994 r r r r 1 INTRODUCING CONTRA COSTA COUNTY SENIOR TAX WORK-OFF PROGRAM 1 1 1 1 Presented By CONTRA COSTA COUNTY ADMINISTRA' TOR'S OFFICE 1 i 1 ' ■ ■ APPROVED BY CONTRA COSTA COUNTY BOARD OF SUPERVISORS ■ TOM TORLAKSON ' Chainnan Supervisor, District 5 ■ ■ TOM POWERS Supervisor, District 1 ■ ' JEFF SMITH Supervisor, District 2 ■ ' GAYLE BISHOP Supervisor, District 3 ' SUNNE WRIGHT McPEAK Supervisor, District 4 ■ ■ ■ Prepared by: Contra Costa County Senior Tax Work-Off Committee Coordinator, Sondra Rothwell ■ ■ ■ 1 SENIOR TAX WORK-OFF COMMITTEE ■ ■ Sondra Rothwell, Coordinator County Administrator's Office 646-2764 ■ Bob Sessler, Director Social Services Area Agency on Aging 313-1707 ' Wendy Beadle, Supervising Accountant Auditor-Controller 646-2236 ■ Marty Martinez, Tax Collections Manager ' Treasurer Tax-Collector 646-4122 ■ Sue Beadle, Administrator Services Officer Personnel 646-1724 ■ ' Vic Westman, County Counsel 646-2051 ■ ■ ' ■ AL I ■ ' ACKNOWLEDGEMENT ' The beginnings of the Senior Tax Work-Off Program is a result of the combined efforts of the Board of Supervisors, County Administrator's Office Staff and the Senior Tax Work-Off Committee. All believed that an idea implemented in the State of Colorado as ' well as in Riverside County, California, could indeed become an additional employment resource for seniors in Contra Costa County. The focus was on implementing the program to suit the County's needs while keeping in mind the fiscal constraints. The Senior Tax Work-Off Committee wishes to thank Rossmoor Community Relations Office, and the Volunteer Center of Contra Costa who participated in our search for ' volunteers and for their support during the development and implementation of this program. Special appreciation is also extended to those volunteers who will be administering this pilot program. ' To the members of the Senior Tax Work-Off Committee, I extend my personal thanks for their assistance in making the program procedures workable. Special help came from ' Risk Management Staff and Bob Sessler, Director, Agency Office on Aging who continues to seek funding for the administration of this program. And finally, to Al Lomeli, Tax-Collector, Gina Martin his Executive Secretary and Marty Martinez, Tax Collections Manager, who are providing space for the administration of the program, the Committee extends a warm thank you for all their support and efforts to insure this program succeeds. Sondra Rothwell, Coordinator County Administrator's Office EXECUTIVE SUMMARY The Contra Costa County, 12 month pilot Senior Tax Work-Off Program was authorized ' by the Board of Supervisors in March, 1992. It provides a part-time temporary, 90 day, employment opportunity for any homeowner 55+years of age with an annual income not exceeding $22,000. ' The participants will be able to work 260 hours in various County departments at minimum wage. Time worked can be done during peak periods and/or on an as needed basis. Earnings by the participants can be used to help pay County property taxes. Currently, several departments utilize extra employees on a short term basis (Elections, Assessor, Tax-Collector, etc.). As of November, 1993, the Tax-Collector and Assessor expressed an interest in hiring seniors under the program to assist with the assessment roll and processing the tax bills. This program is an opportunity for departments to hire ' part time temporary help at minimum wage which will benefit both seniors and County departments. ' The hiring process for seniors under the program, is the same procedure used for hiring contract employees who are paid through the County payroll system. The County's ' personnel application form must be used by seniors under the program. A questionnaire has been developed to determined eligibility. A contract agreement has also been developed by County Counsel. No funding was approved for the program. Therefore, senior volunteers will assist with the operation of the program under the direction of the Senior Tax Work-Off Coordinator. ' The volunteers will be located in the tax-Collector's Office. Volunteers will work with County departments to identify part-time temporary jobs for seniors and recruit seniors for those jobs. ' A department may, if it chooses, hire a senior without going through the Tax-Collector's Senior Tax Program office, providing program procedures are followed. ' The Senior Tax Work-Off Committee's recommendations to the Board of Supervisors are: 1 1. We understand the County's fiscal constraints and recommend the Committee continue its efforts in seeking funding resources to administer the program ' 2. A status report be provided after April, 1994 3. The Senior Tax Work-Off Committee continue to work with employee organizations ' and address various concerns which may arise ' BACKGROUND INFORMATION On January 6, 1992, the County Administrator, Auditor-Controller, Treasurer Tax- Collector, County Counsel, Personnel and Social Services Agency Office on Aging Departments were requested by the Board of Supervisors to establish a Committee to review the feasibility of implementing a Senior Tax Work-Off Program in Contra Costa 1 County. The idea is based upon a model implemented in Boulder County, Colorado and Riverside County, California. ' As a result of various meetings, the Committee determined that such a program could be implemented in Contra Costa County. However, it would require a program administrator and/or approximately $60,000 to provide on-going administration. The Committee began ' pursuing a number of funding resources. In the meantime, it was recommended by the Committee that a small pilot program be developed and implemented with the assistance of senior volunteers. In February, 1992, after the Committee presented the concept to ' the Internal Operations Committee, the proposed senior tax program in Contra Costa County, with the following specific implementing recommendations, was developed. ' The Board of Supervisor approved a 12 month pilot Senior Tax Work-Off Program under the following parameters: ♦ All participants must be homeowners within Contra Costa County ♦ All participants must be 55 years of age or older ' ♦ All participants will not work more than 260 hours per calendar year P P P Y ' ♦ All participants will be paid at the minimum wage level ($4.25/hour) ' ♦ All participants must have an annual income not exceeding $22,000 The Board of Supervisors unanimously adopted the recommendations. ' Some key information about the Senior Tax Work-Off Program presented to the Board is as follows: 1. WHAT IS THE PURPOSE OF THE SENIOR TAX WORK-OFF PROGRAM? ' The purpose of the Senior Tax Work-Off Program is to allow low income senior homeowners an opportunity to work as contract employees part-time temporary in various County departments in order to earn funds to pay their County property taxes. The Senior Tax Work-Off Program is authorized by the Board of Supervisors and ' will be administered by senior volunteers under the direction of the County Administrator's office and the Tax-Collector. 1 1 2. WHO IS ELIGIBLE? ' Participants must: ' ♦ Be homeowners residing within Contra Costa County who pay County property taxes 1 ♦ Be at least 55 years of age ♦ Have an annual family income for the previous 12 months not to exceed ' $22,000 ♦ Possess the qualifications, skills and experience required for the available 1 temporary part-time position 3. HOW MUCH MAY BE EARNED? 1 Wages are $4.25 per hour. Participation is limited to 260 hours per calendar year P P Y and participants may earn no more than $1,105. No employment benefits, other 1 than workers compensation, are provided. 4. WHAT ARE THE BENEFITS? 1 Participants will have an opportunity to re-enter the work-force and earn extra ' income to assist them in paying their County property taxes. The County gains an opportunity to complete needed projects and reduce work backlog with competent and capable temporary part-time help paid at minimum wage. 1 1 i 1 1 1 PROGRAM IMPLEMENTATION AND PROCEDURES ' Implementing the Program ' A. Procedures, forms and instructions will be submitted to all departments. All departments are encouraged to participate in the program. ' Senior Tax Workers (volunteers), will be located in the Tax-Collector's office Monday through Wednesday and will be responsible for contacting various departments to determine whether County departments are in need of senior ' workers. Volunteers can be reached at 646-4966. A Job Request form indicating the type of worker the participating department requires should be completed and sent to the Tax-Collector's Senior Tax Program office. Senior Tax Program volunteers will recruit seniors throughout the County to fill these job openings. Departments are not however, required to go through ' the Tax Collector's Tax Program office to hire a senior under the program. Departments may hire a senior by using the County's contract employee procedures already in place if they have knowledge of a senior willing to work who ' meet the criteria. However, when a senior is hired, a copy of the completed contract agreement and questionnaire must be sent to the Tax-Collector's Senior Tax Program office. ' to complete B. Seniors will be required a regular Personnel application Ak-1. ' C. The County Merit System Job Titles should be used for a specific job (i.e. Seasonal Worker, Administrative Analyst, etc.). Departments are responsible for ' providing specific service plans for a particular job class if required. D. A questionnaire,for determining Senior Tax Workers eligibility has been developed ' for seniors under the program. E. A short form contract agreement has been developed specifically for seniors under ' the program. All seniors under this program will be paid through the County's payroll system, ' thus the Auditor's Independent Contract Employee Master File form must be completed. ' F. On-the-job supervision will be provided by the supervisory/management staff in the County operating department as is done with other temporary contract employees. ' Department responsibilities 1. Departments are encourage to hire a senior citizen in various established County ' jobs providing the individual possess qualifications, skills and the experience required for the available temporary part-time position ' 2. Complete and submit "Department Job Request and Referral Form" to Tax- Collector's Senior Tax Program office if desiring assistance in recruiting a qualified senior (s) for available position (s) ' 3. Submit a copy of the completed senior tax worker questionnaire, and completed senior Tax Worker contract agreement approved by the County Administrator, to ' the Tax-Collector's office, Attention: Senior Tax Program, Volunteer (s) The Senior Tax Program volunteers are required to maintain information on the ' number of seniors participating in the program, by job classifications and department participation level. ' 4. Complete Auditor's Independent Contract Employee Master File Form ' The program is expected to provide seniors with valuable experience and opportunity to re-enter the workforce and earn extra income to pay their County property taxes. The County gains an opportunity to complete needed projects and reduce work load with competent and capable temporary part-time help. 1 The payment of taxes is strictly between the participant homeowner and the County Tax- Collector. The Senior Tax Work-Off Program will have no direct or indirect role in the relationship between the homeowner and tax collecting authorities. Earnings are subject to federal and state tax withholding and reporting requirements as required by law. 1 1 1 FORMS USED BY THE PROGRAM 1 1 1 1 1 1 1 ' CONTRA COSTA COUNTY TAX-COLLECTOR' OFFICE SENIOR TAX WORK-OFF PROGRAM DEPARTMENT JOB REQUEST AND REFERRAL FORM DATE: DEPARTMENT: CONTACT PERSON PHONE ' DESCRIPTION OF JOB FOR WHICH SENIOR WORKER IS REQUESTED: JOB TITLE: NO.OF WORKERS NEEDED ' SPECIAL SKILLS, ABILITIES NEEDED (education, physical ability): ' Worksite Address City Zip ' Date Job Begins No of Hours Required Supervisor Phone Have participant been previously assigned here? [ ] Yes [ ] No APPLICANT REFERRAL ' Date To: Above named Department Supervisor ' , an eligible applicant of the Senior Tax Work- Off Program, is hereby referred to you for a selection interview. If selected, please complete necessary questionnaire and Senior Tax Worker Contract and submit an ' approved copy of each to Tax-Collector's Senior Tax Program office after senior is hired. Signature ' Volunteer, Senior Tax Program If applicant is not selected, sign and ask applicant to return this form to the Senior tax Program office. Date: Signature ' 10/93 t QUESTIONNAIRE FOR DETERMINING SENIOR TAX WORKER ELIGIBILITY Participants in the Senior Tax Worker program must meet the following criteria: • Senior Tax Worker must not work more than 20 hours per week and a total of 260/hours within a calendar year ' Senior Tax Worker must be paid through the payroll system so that withholding taxes and Social Security can be deducted (Senior Tax Worker cannot earn ' more than $1,105/yr) • No employment benefits, other than workers' compensation and general liability ' coverage are provided ' For Completion by Department Personnel YES NO 1. Does the Senior Tax Worker reside within Contra Costa County and pay County property taxes? [ ] [ ] ' 2. Is the Senior Tax Worker 55 years of age or older? [ ] [ ] 3. Is the Senior Tax Worker's family income within $22,000? ' 4. Does the Senior Tax Worker possess qualifications/skills experience required for the available position? [ l [ l ' A "No" answer to any of the above questions will disqualify applicant for the available position under the Senior Tax Work-Off Program. ' Department Location Contact Person Phone Prepared or Approved By: Date [Department Staff] Senior Tax Worker Certification: I have read this questionnaire and certify that the answers and information provided to the above questions are true. ' Date [Signature of Senior Tax Worker] ' 9/93 SENIOR TAX WORKER CONTRACT Number: Fund/Ord # Account # Other # ' 1. Contract Identification. Department: Subject: Senior Tax Work-Off Program ' 2. Parties . The County of Contra Costa, California (County) , and the following named contractor mutually agree and promise as follows: Name. Social Security # Address: 3. Term. The effective date of this contract is I and it continues from year to year unless terminated as provided herein. 4 . Termination. This contract may be terminated by the County, at its sole discretion, upon five-day advance written notice thereof to the Contractor, or cancelled immediately by written mutual consent. 5 . Payment Limit . County' s total payments to Contractor under this Contract shall not exceed $1 , 105 . 00 per year. 6 . County's Obligations . In consideration of Contractor' s provision of services as described below, and subject to the payment limit expressed herein, County shall pay Contractor, upon 'Contractor' s submission of a properly documented demand for payment (County Demand Form D-15) which shall be submitted not later than 45 days from the end of the month in which the contract services were rendered, and upon approval of such demand by the head of the County Department for which this Contract is made or his designee, $4 . 25 per hour, NOT TO EXCEED a total of 260 hours per year. 7 . Contractor' s Obligations . Contractor shall provide the ' following described services : Senior tax worker services, as assigned, for up to 260 hours per year. 8. Work Not Guaranteed. Contractor will be assigned work from time to time as it becomes available and Contractor's services are needed. The assignment of 260 hours of work is not guaranteed in any year. 9 . Independent Contractor Status. This Contract is by and r between two independent contractors and is not intended to and shall not be construed to create the relationship between the parties of agent, servant, employee, partnership, joint venture, or association. 1 ' 10. Disputes . Disagreements between the County and Contractor concerning the meaning, requirements, or performance of this ' Contract shall be subject to final determination in writing by the head of the County Department for which this Contract is made or his designee. ' 11. Worker's Compensation. Contractor agrees that Contractor is subject to the worker's compensation laws of California as to all services provided by Contractor hereunder and the County agrees 1 to provide worker's compensation benefits respecting all such services. Contractor waives any claim against County other than for such worker's compensation benefits with respect to any ' injury to contractor arising from or connected with such services . 12. Tax Withholding. Contractor agrees that the County shall ' withhold and pay federal and state income and social security taxes from all sums payable to Contractor hereunder. ' 13. Immunity and Indemnification: As to the services provided hereunder, Contractor shall be regarded as an employee of the County for purposes of the Tort Claims Act (Gov. Code §§ 825, et.seq. ) and be protected by the same immunities and rights to indemnification extended by that Act to public employees . 14 . Claims Waiver. Contractor agrees that except as expressly provided herein, contractor will obtain no employment rights or employment benefits from Contra Costa County and waives any claim to such rights or benefits . 15 . Signatures . These signatures attest the parties ' agreement hereto: ' COUN'T'Y OF CONTRA COSTA CALIFORNIA CONTRACTOR By: ' Designee ' Recommended by Department By: Designee Approved: County Administrator ' By: Designee i 1 INDEPENDENT CONTRACT EMPLOYEE MAS'T'ER FILE ' W-4 ATTACHED OATH ATTACHED u ' CONTRACT EMPLOYEE FOR THE DEPARTMENT ' BUDGET UNTT ORG LOCATION CODE CONTRACT EMPLOYEE'S NAME ' SOCIAL SECURITY NUMBER ' CONTRACT DURATION FROM THRU TYPE OF PAYMENT ' FIXED MONTHLY AMOUNT S FIXED HOURLY RATE ' OTHER --- ' TOTAL AUTHORIZED CONTRACT AMOUNT S CONTRACT REFERENCE NUMBER PLEASE INDICATE: NEW ' RENEWAL MODIFICATION SIGNATURE OF APPOINTING AUTHORITY EMPLOYEE NUMBER CLASS CODE INSURANCE COVERAGE THROUGH