HomeMy WebLinkAboutMINUTES - 06041985 - 1.92 I-- 0
TO: BOARD OF SUPERVISORS
FROM: Phil Batchelor, County Administrator Contra
4i) Costa
DATE: May 23 , 1985 County
SUBJECT: Use of County Facilities by Environmental Federation of
California to Collect Employee Signatures on Petitions
Authorizing Payroll Deductions
SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION
I . RECOMMENDED ACTION
A. Authorize members of the Enviromental Federation of California,
to use public space, in County facilities, as designated by the Public
Works Department, during the period June 10 , 1985 through July 12, 1985
for the purpose of informing County employees about the Federation and
the Federation' s plans to seek to meet criteria for payroll deduction.
B. Direct the County Administrator, Auditor-Controller and
Personnel Director to review current County policy regarding
authorization for payroll deduction for charitable contribution and to
recommend to the Board any necessary revisions.
II. FINANCIAL IMPACT
A. The use of space in County facilities by the Federation during
the designated period will not require the expenditure of any additional
County funds. Members of the Federation will be responsible for set up
and take down of all furniture, and shall be responsible for the
maintenance of surrounding area. If the Federation collects the required
signatures of 350 full-time county employees , it would require the
one-time expenditure of approximately $200.00 to modify .the existing
payroll procedures to collect and distribute the employees '
contributions.
B. The study of the existing procedures can be conducted by
department staff at no additional cost to the County.
III. REASONS FOR RECOMMENDATIONS
A. On May 1, 1984 the Environmental Federation of California
requested the use of public space in County buildings in order to bring
information regarding the Federation to the attention of County employees
and to obtain signatures on the required petition to the Board of
Supervisors.
B. A study is needed to analyze the County' s existing payroll
deduction system because:
CONTINUED ON ATTACHMENT: YES SIGNATURE:
RECOMMENDATION OF COUNTY ADMINISTRATOR REr-omMENDATIOW,6F BOARD COMMITTEE
APPROVE OTHER
SIGNATURE(S)
ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHER
VOTE OF SUPERVISORS
UNANIMOUS (ABSENT ) I HEREBY CERTIFY THAT THIS IS A TRUE
AYES: NOES: AND CORRECT COPY OF AN ACTION TAKEN
ABSENT: ABSTAIN: AND ENTERED ON THE MINUTES OF THE BOARD
OF SUPERVISORS ON THE DATE SHOWN.
CC: County Administrator ATTESTED
Public Works PHIL//�BATCHELOR, CLERK OF THE BOARD OF
SUPERVISORS AND COUNTY ADMINISTRATOR
M382/7-83 BY DEPUTY
1 . The computer payroll system has almost reached its limit of
the number of different deductions it can maintain at any
one time; and
2. There is the likelihood that in the future, employees may be
given the opportunity to use payroll deductions to support
an increasing number of employee benefit options.
IV. BACKGROUND
Resolution No. 72/857, as amended in 1973 and 1980 ( see attached) ,
establishes the guidelines for an organization to make application for
payroll deductions. The major points include that the organization:
o Must be a bona fide, nonprofit, California charitable
organization.
o Must submit a written petition or other document( s) signed
by at least 350 persons occupying full-time, permanent
positions in the County service, authorizing payroll deduc-
tions for the purpose of contributing to the organization.
o Names and addresses for all agencies which will receive
funds contributed to it through employee deductions or
otherwise and a brief description of the services performed
by each such agency.
Documentation of the above is to be submitted to the County
Administrator for review to determine if the application meets the
requirements of Resolution No. 72/857 ; therefore, the County
Administrator is to recommend that the Board approve or disapprove the
request.
Both United Way of the Bay Area and the Combined Health Agencies Drive
( CHAD) followed the above procedures and were approved by the Board for
payroll deductions.
The Environmental Federation of California is composed of 15
participating agencies ( Sierra Club Foundation, Friends of the River
Foundation, People for Open Space, etc. ) and was organized to raise funds
through workplace solicitation and payroll deduction programs. It has
been approved for payroll deduction in several other California counties.
Officers of the Federation have met with our staff and have submitted the
required organizational information. They now wish to start the
collection of signatures from the employees and have requested permission
to use public space in County facilities to bring this matter to the
attention of the employees.
After discussion with departmental personnel, it is our recommendation
that the Board of Supervisors authorize the use of the space during the
period June 10 to July 12 , 1985, and in those areas so designated by the
Public Works Department.
While Resolution No. 72/857, as amended, states County policy for payroll
deduction, serious problems have developed in the capabilities of the
current payroll system to handle many more deductions. Currently the
system has the capability of handling 90 different deductions and all but
four of them are being used.
It is possible that current negotiations with employee organizations may
result in a major increase in the number of deductions available to
employees. Given the facts, it is necessary that an analysis be made of
the existing payroll deduction system and revisions be made as necessary.
V. CONSEQUENCES OF NEGATIVE ACTION
A. To withhold approval of the Federation' s request would be
against established Board policy; and
B. Failure to study the existing payroll deduction system
could lead to a situation in which it would be impossible
to provide for all deductions authorized by the Board of
Supervisors and selected by the employees.
�.
At
BOARD Or SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA
Re : Payroll Deductions for Charities ) RESOLUTION NO. 72/857
The Contra Costa County Board of Supervisors RESOLVES THAT :
1 . Authority . Government Code Section 1157.2 enables this
Board . under nisch regulation:, as it may Prescribe, to allow
omnloyce , to authorize deductions to be made from their salaries
or war-.cn for the payment of contributions of desi(;nateci sums to
_._. b6lia r{(lc :chari table organt7ations or to non-profit California
corpor•ati on: which are compelled by their bylaws to and which
do r.xr)ond - nuc h ::iimn nolcl•y by the making of contri.bution,, to
hong ride charitzble orl-aniiatfons ; and this Board now rescind,
its previous regulation of October 2 , 1956 on this subject , and
prescribes the following regulations .
2 . ' Definition. "Organization" means (a) a bona fide
chZritable organization, and (b) a non-profit California corpo-
ration which is compelled by its bylaws to make, and which does
expend the sums contributed to it. by making, contributions to
bona fide charitable organizations .
3 . Organization' s Application. An organization seeking
contributions through employee payroll deductions shall request
this privilege in a verified .written application to the County
Administrator with the following items for review and verification:
(a) Its articles of incorporation or partnership, etc . ,
and bylaws .
(b) Names and addresses of all its officers and members
of its Board of Directors .
W . Address and telephone number of its headquarters
office.
(d) Names and addresses of all agencies (if any) which
will receive funds contributed to it , through
employee payroll deductions or otherwise , and a
brief description of the services performed by
each su1ch agency .
(e) A statement that the organization is either a
bona fide charitable organization or a non-
profit California corporation which is compelled
by its bylaws to make , and which does expend the
sums contributed to it by making, contributions
to bona fide charitable organizations .
(f) A written petition or other clocument(s ) signed
by at least five hundred (500) persons occupying
full-time permanent positions in the County service
authorizing payroll deductions for the purpose of
contributing to the organization, or proof that
during the prior fiscal or calendar year at least
five hundred (500) persons occupying full-time.
permanent nositions in the County service made
such authorizations .
RESOLUTION NO. 72/857
ut
w
(P) Changes in the above information shall be
reported to the County in writing within 30
days of the change .
Administrator Recommends Board Action. The County. .Admin- .
istrator shall review the application to determine if it complies
with these regulations and he shall recommend that the Board
approve or disapprove the request .
5 . Duration and Amount . Employee payroll deduction autho-
rizations shall be :
(:a) For an indefinite period of time , or for a
' specific number of months , but at least 10
consecutive months within any fiscal or
calendar year;
(b) For a minimum amount of fifty cents (50je) per
month for each month during which a deduction
is made ; and
(c) Rounded to the nearest fifty cents (500 or
even dollar amount for each monthly contri-.
bution.
G . Lost Qualification. If the number of full-time permanent
employees authorizing; such payroll deductions falls below five
hundred (500) , the County Auditor shall notify that such Dayroll
deductions will be terminated in ninety (90) days unless within
that period the required minimum is reached. I ��,, f
the veyAhi2Gl'Of'7 i"b"0`H
7 . Organization Contacts ' Employees . Organizations which
have obtained this pAyroll 'deduction privilege and which seek
contributions annually. may di::tribute payroll deduction autho-
rization cards to employee:, in work areas after making; advance
arrangements with the depart-mcntal ' renresentative in charge of
the work area showing that the oroposed 'method of distribution
will not interfere with County business .
PASSED AND ADOPTED on December 19 3. 1972.
act County Auditor-Controller (2)
Personnel Director C£RTM11) Co►r
County Administrator
County Counsel ....i►, 14.1 It;.;.a/.n, 1... &ee.r.tt so"of A-
niy;w l Joem-tel "Leh it ew lite 6 e., o1f/;et, ew4
tee.oe...j W ed.yl.j 4 A,B.+e.O e/Soper.
.Ito.. o/ t.ewd.o Go+t.e corn:,. C.►;/e.w:e, ew A.
Jett.Rem.. ATT•:61: W. T. PAASCH.es.,y re.A
e1.4 q/ eeil Re..J 14 Bor"76o..,l!
1.'relyy e►e.R.
WI•114:me . k..1.1972
-2.-
RESOLUTION N0. 72/857
In the Board of Supervisors
of
Contra Costa County, State of California
January 15 , 1980
In the Matter of
AMENDING RESOLUTION NO 72/857 WITH
RESPECT TO PAYROLL DEDUCTIONS FOR
CHARITIES
This Board on December 19, 1972, having adopted Resolution No: 72/857 which
sets forth regulations regarding payroll deductions for charitable organizations and
an amendment to aforesaid Resolution on February 19, 1974; and
The County Sheriff-Coroner as Chairman for the 1979 Charity Drive campaign
and the County Auditor-Controller and the County Administrator having recommended
that aforesaid Resolution be AMENDED and that paragraphs 3(f) and 6 be changed to
read as follows :
"3(f) A written petition o4 other document(s) signed by at least three hundred
fifty (350) persons occupying full-time permanent positions in .the County service
authorizing payroll deductions for the purpose of contributing to the organization,
or proof that during the prior fiscal or calendar year at least three hundred fifty
(350) persons occupying full-time permanent positions in the County service made such
authorizations."
"6. Lost Qualification. If at the beginning of a calendar or fiscal year, as
appropriate, the number of payroll deduction authorizations is less than the
required minimum (350) , payroll deductions may be continued for that year but
the County Auditor-Controller shall notify the organization involved that it must
re-establish its eligibility for ..payroll deductions for the immediately succeeding
year in accordance with the provisions of Paragraph 3(f) ."
THEREFORE, IT IS BY THE BOARD ORDERED that aforesaid recommendation is APPROVED,
and Resolution No. 72/857 is HEREBY AMENDED as set forth above.
PASSED BY THE BOARD ON January 15 , 1980.
I hereby certify that the foregoing is a true and correct copy of an order entered on the
minutes of said Board of Supervisors on the date aforesaid.
Witness my hand and the Seal of the Board of
cc: County Administrator Supervisors
County Auditor-Controller
County Sheriff-Coroner. affixed this 15thday of January 19_80
J. R. OLSSON, Clerk
By Deputy Clerk
R. Fluhrer
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