HomeMy WebLinkAboutMINUTES - 06231992 - IO.3 41
TO: SE..L
To: BOARD OF SUPERVISORS
.•� .. Contra
FROM: /� 5;..
INTERNAL OPERATIONS' COMMITTEE gLT► Costa
County
DATE: June 15 1992
/ ST'9 co
SUBJECT: REPORT -FROM THE TELECOMMUTING COMMITTEE
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATIONS:
1 . Refer- to the- Budget Committee the following four
recommendations, which were presented to our Committee by the
staff from. the Community Development Department, for
consideration as Ia part of the 1992-93 County Budget, noting
that these recommendations are endorsed by our Committee for
eventual Board action, following review by the Budget
Committee
A. Authorize theimplementation of a Pilot Telecommuting
Program for a six-month period, beginning October 1,
1992, which would be limited to a maximum of 100
employees . All County departments would be eligible to
participate in the Pilot Program subject to the
provisions of the Telecommuting Policy and Procedures
which are attached as Appendix A to the attached report
from the Telecommuting Committee..
B. Adopt the Telecommuting Policy and Procedures for
application during the Pilot Program.
C. Approve the Telecommuting Training Program for
telecommuters and their. supervisors for the.Pilot Program
which is outlined in Appendix B to the attached report
from the Telecommuting Committee.
D. Direct the Telecommuting Committee to evaluate -the Pilot
Program and to report back to the 1993 Internal
Operations Committee upon its conclusion with a
recommendation concerning implementation of the
Telecommuting Policy and Procedures on a permanent basis .
CONTINUED ON ATTACHMENT: x YES SIGNATURE:
- RECOMMENDATION OF COUNTY MI T RECOMMENDATION OF BOARD COMMITTEE
APPROVE HE
SIGNATURE(S): ROB R SUMS WRIGHT MC PEAK
ACTION OF BOARD ON TJ Iini 1()97 APPROVED AS RECOMMENDED OTHER
VOTE OF SUPERVISORS
1�^ 1 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.
CC: County Administrator. ATTESTED
Director, GMEDA PHIL BATCHEL CLERK OF THE BOARD OF
Tony Enea, CAO' s Office SUPERVISORS ND COUNTY ADMINISTRATOR
( for presentation to the Budget Committee)
Ernie Vovakis, CDD
TY
M382 (10/88). BY DEPIJ.
r I .O.-3
-2-
2 . Approve the expenditure from Measure C Transportation Demand
Management (TDM) funds of $1,500 for the development of a
training program, for Telecommuting Program participants and
their supervisors, with the understanding that no training is
to be scheduled or undertaken until the above recommendations
have been considered and approved by the Board of Supervisors
(Budget Committee) as a part of the consideration of the 1992-
93 County Budget.
3 . Remove this matter as a referral to the 1992 Internal
Operations Committee, considering it referred to the 1993
Internal Operations Committee only if the program itself is
approved by the Board of Supervisors pursuant to the above
recommendations presented to us by the Telecommuting
Committee.
BACKGROUND:
On November 19 , 1991, the Board of Supervisors approved in concept
the development of a Telecommuting Program for County employees and
established a County Telecommuting Committee to prepare the
guidelines for this program. The Telecommuting Committee was asked
to report their findings and recommendations to the Internal
Operations Committee.
On June 15, 1992, our' Committee met with Val Alexeeff, Director,
Growth Management and Economic Development Agency and Chairman of
the Telecommuting Committee. Also present were Mike Walford,
Public Works Director; Ernie Vovakis from the Community Development
Department, who staffed the Telecommuting Committee; and Paul Katz
from Local 1 . Mr. Alexeeff reviewed the attached report with us in
some detail . In order to avoid repeating much of the material
which is included in the attached report, we are attaching the
report and are considering it as an integral part of our
Committee ' s report to the Board of Supervisors .
Because of the even minimal cost to implement a Telecommuting
Program and the fact that we question implementing a new program
when we are eliminating so many other programs, we are suggesting
that the Budget Committee review the staff ' s recommendations before
the Board is asked to approve them. While our Committee endorses
the concept of telecommuting under specific situations for some
employees, and while we feel it would be appropriate to operate the
pilot program to see what problems are uncovered and be able to
better refine the policies and procedures, we are concerned about
the cost of the program and whether this is the right time to be
undertaking a new program of this type.
Mr. Alexeeff noted that the consultants who are going to prepare
the training program are ready to begin work. Since they are
available now, since the development of the training program can
proceed while the Board is considering implementation of the pilot
program, and since the fee for the consultants will be paid from
Measure C TDM funds, we agree that the development of the training
program should proceed.
REPORT OF THE COUNTY TELECOMMUTING COM UME
TO THE INTERNAL OPERATIONS COM MTTEE
CONTRA COSTA COUNTY
June 15, 1992
- � r�`r r.- ' 2.t_i ..h i .^Y ht ts,°t} ia'}"�irN r 4 -fS r `�i iC 4' 'a X_ qtr t'�^f 4''.csr`5 is j�.�cr A't� !i-.'• .
J ` tr t :� .t• i"z - },�aKfis,•'?. a.. .H�,p ->na y4 1 d7" y : :;tQ2u;.
* � t J r ,•'!-K- W /`.. ..r'f +., il'S. ! w.t e-2,A •�es:,.t �. -'' 'N -¢'? IC. y 1p,�u —
:t Ls'r 1. 1 t 4 . t yJ 6"••- �',. .,-•t,w. �{tom ti2ar �,�''a' 1'*r kj-ika �` ..Pa?1�'et.'a, ' .r� `�'`.�-CY7'l Cd•.'.
....+., Y 1 Y -S �i c» xL - ; ,h c-` tG'r�. C 4'-'Wq s �E �y.+w 5. t K l < -4:' �� � Sr. 1= i✓v
" _ ' r ,ti �'shr �• - -`-,• SC �.r"'S�1.C,. �.y„ ti ��, _C�
RECO1MZiVVIEENDATIONS �t ty
E'er
The Contra Costa County Telecommuting'Committee recommends:that they Internal
Operations >Committee, consider . the :following recommendationsto' the Board of
Supervisors concerning implementation of:•a telecommuting`program for County
employees: .
1. . Authorize the implementation of a Pilot Telecommuting Program. The pilot
program-would be for a six-month period, beginning October 1, 1992 and would
be limited to a maximum of 100 employees. All County departments would be.."_
eligible to participate in the Pilot Program subject to the- provisions of the
Telecommuting Policy and Procedures(Appendix A).
2. - Adopt the Telecommuting Policy and Procedures for application during the Pilot.
Program.
3. Approve the Telecommuting Training. Program for telecommuters and their
supervisors for the Pilot Program (Appendix B).
1:
4. Direct the Telecommuting Committee to evaluate the Pilot Program and to report
`;' back,:;to, the Internal, Operations Committee upon.-its" conclusion with a : -
recommendation concerning implementation of the Telecommuting Policy and
Procedures on a permanent basis. .
II. .• BACKGROUND
A. BOARD DIRECTION
On November 19, 1991, the Board of Supervisors approved in concept the development
of a Telecommuting Program for County employees and requested that the Internal
Operations Committee establish a County.Telecommuting Committee to prepare the
guidelines for this program and to bring an.implementation program back.to the Board
for approval.
On January 14, 1992, the Board of Supervisors approved a recommendation from the
Internal.Operations,Committee to establish:a County:Telecommuting Committee'.and_
"directed the Committee to address a list of specified.issues and to provide a'repoit to the ,
Internal Operations Committee in July, 1992
Y
r
-I N,41
X
RV
9
1-;,�b
twp
0AEM[UTING.-COMAff .
The January:14 Board order. lished the County Telecommuting Committee consisting
of the following:
Phil Batchelor,-'County':Administrator
Val.Alexeeff, Director, GMEDA,r
Stephen L. Weir, County Clerk-Recorder
Harvey E. Bragdon,-Community Development Director
Harry Cisterman,' Director of Personnel
J. Michael Walford,,Public Works Director
Barton J. Gilbert, Director of General Services
James A. Rydingsword, Social Services-Director
Mark Finucane,*Health Services Director.
Kiri Torre, Municipal Court Administrator: '
S
Marinelle Thompson, Director of Data Processing Services
,Additional participants have included Sue Beadle Personnel; Yvonne Bullock, Social
Services;.Mickey Davis, General Services; Scott Tandy, County Administration; Loma
Bastn, Health Pat. Eveiets:.Municial Courts; Barbara Masters - Health
Services;.,Phil Simonds."'-Social.:Services' '"Bob Stitt ..,Training Institute; Carl Bailey,
'Appraisers Association "and, us-Kramer- Local,
G
' ', '
The Director..of�GMEDA-was desijzn�ated.,as c air, an
dthe-Community Devel opment
Department was
assigned to provide'staff.services to the Committee. The committee has
met :monthly between .:February
,
`and_-June.and has developed this report and the'':
�
recommendations herein.-: Minutes of these meetings are included in Appendix C.-:i
C. ISSUES
The issues which the Telecommuting Committee addressed are discussed below, along -
with a summary of the recommended policy: The Telecommuting Policy and Procedures
(Appendix A) provides additional guidance on*these issues.
1. Eligibility
The,Committeemmu g was;more appropriate for",some
recognized,-thavleleco' tin
classifications for
'others- ers.,-F.Soine classifications:such as court personnel,
probably.-.,.not,.telecommutetat :all However, the;`dataereviewed';fronii,other-i--
'functions,%. at--coul&",-b6-'performed
telecomm rains-' ndi6ated,`thaVthe�,
that
while telecommuting
.were more 6b IassiA6aton_jn
determining,,suitability or-, I
te hecessaiy"..tha
ecommuting, n ad on., �was.not' t'd Ja
diti t
d6h6,�'�ihi este ecommuting'j,",since,most
all,issign6d.'functiohs�,-be: teldco mmuting.'.---
was on'.4"part=ti 'Me.basis.',-*The,k6yto- eingccessful:tel&c6 m ute'-r':lay-more
a�su m
o I
'���f' £, „ - r y Y � � ._ ,E.}."� .C. �t f , x } xa, f �. y*r TM ��o•ei:w"`.i�5t r�`.K� -�`hgv`Y`r f'`'r, t'
1 j. F"f �•:, ,T,vµ - � t T �:- § S .'44 2 h u-4� r o.. T , az;-f a. :;,t, dry ..f€'i , x"? i Y.t •Y�,?�fµ 71, �l J ;�{.
��r.jy
n },_J r,F ?' .f"•. L f Y .,,L, C� 'G't`* y`i'u.x "�k7a S-F � �.• { . L '} � fft titµ Yd c+t �'.r�1, ? 1�5=< t"[`. '�.a3', '+'�'2F.
t�; x ..+ x 'r- �§ F'3-a- ,, �'" '' -.✓mak ��;µ�.,-t ,.� � e' s r. !S �� V Y F�?t r a'c !„€,2'x',1 � i.
�.�.. . � k a; a.. � 1 "" *. - •: e t -t ��Y ' .� Yy et. } tier W' r„< l
in the understanding that existed between the employer and his/her supervisor.�andf �
in organizing the work to be done,:while.telecommuting:yrt`Managers were also:=` k
considered eligible telecommuters
The Committee .therefore decided to-leave the selection of telecommuters to
department heads rather than attempt to identify specific classifications
that would
be eligible to participate in.telecommuting. The Committee recommends that
telecommuting be offered.,to all County departments and that requests to:'
participate be reviewed and approved/disapproved by supervisors and department
heads. .
2. Telecommuting Agreement
The specific terms for telecommuting including schedule, location, work to be
accomplished, equipment to be used, and method of measuring work are set forth
in an agreement between the employee and supervisor. An agreement format has
been developed and is included in the draft Policies and Procedures. . The same
form that is used to apply for telecommuting becomes the agreement if approved
by both supervisor and department head
Training"for-Telecommuters and:Supervisors
�> .....Organizations which have implemented telecommuting programs have found that r
training r for. both°`employee,,and_:supervisor is an essential, prerequisite for
telecommuting. n Training addresses the following issues: organizing work to be
P while telecommuting; setting up the work space; communicating with`
3 the office; work habits for telecommuters; use of appropriate technologies; social
impacts of..telecommuting at both the office and the home; and measuring
performance. The Committee has included the requirement that training be
completed prior to beginning.a telecommuting programa A consultant has been
retained_to work with.the County .Training Institute and to prepare a training.
for the clot project (Appendix B
�.
program. P� P J � PPe ).
4 Review by Labor
Representatives of the ten labor organizations which-represent County'employees
were invited to A e April 21,7meeting .of. the__Telecommuting Committee to
Lr � comment on =the.:draft Telecommuting -Policy' and Procedures.:,:. Two union -
representatives afterided the meeting and made the following recommendations on
the hcies 'and- rocedures 4 ' 1 no-`ne ative 'con uences::,would ensue to
Y poli p ( ) g �
employees wNo were not:successfut telecommuters; (2)a two-week notice would
- - be:provided to employees-prior'-to terminating a` telecommuting agreement -to'� `
s .
allowr,the employee-to-make any arrangements needed such as child care.:°:These
a .
" z ,c recommendations wereaccepted.by the Committee and in into the.final `$ ,
^c
-r�£t S 'i.',y^r
t:i...}�, z`ry::. ,_5€1 r`, ' i.C,,.*ff'✓,Fx „`'-`' .` -•r'^..='xa.'tt .Lk� ` '.....: .'xw+,s:. +...afi`xTl`t,.
.x
' 1 tom. � ..
:�(. T. ...�t; to .�..,^7 .'i• V ..:s S t'Lt'..sr ` .�.,.'-ice.: ��'• S�`' . '"'^�. a^";,'+"'a•.S.:,ca't,F,:+ryr d„�'�.;:.-:s p"' n. x. �„F .s'�s:'n.�"rP," ;3+�. Z,�°,Vv yTQ Jy.'t;.:�t�:'y aG..+-.'--
P 3 $�-.t.,7 f.+.l-`✓ in- y.ww7 �.yq, k} .,,,-2.. �..i * `�r�YlYas '`,%f i "2, 15-Ve a`i''sJ_:zSa,' a -:� "'Ph. 6r+.s. „" ? s. ,,t, 3.Y s3✓t;,.l.;iry -ztq-.-
i .. , .r.,7' Re+ :r'. t:,•r,,,,1'n'°^+`` ly rte.': x t "- .,,"G. ' ,K„[+. Yv i . f"p9 o�µ.�..Yj +StF.• d
r +r
S"ti.r ..F.
_4.L -;
°P -tr i -KT r i„``,t 1 rF ..,r '`-4 i 3 ,y kk``s t y T th i.:�-: f } a�, -� t 7 ` rh"2y`{''F F- •,. e a,. T
kA
a t draft , Labor representatives were requested to continue their participation
Sy
:. committee U
? z 7 +7 f }
5. Costs
The costs of.implementing:",a _telecommuting. program are
'highly variable,
depending on the extent that equipment.is acquired for the telecommuting work;' `
site; which is'usually the:home:`Y A'report on telecommuting by_the State of
California',.places•the'range:of costs per individual from $50 up to a maximum
of $8,500 The minimum'is .based on the provision of office supplies, ;
-reimbursement for phone use, and a phone answering machine or:voicemail at
the telecommuter's office.to answer calls while he/she.is telecommuting:=' The
high end of the range entails a fully-outfitted home or satellite work office, a
second phone line, answering machine, high-end computer; modem;-software, =`
printer, and.fax, machine._;Other:costs include development.of a training and
evaluation program. _
For purposes of estimating the costs of the County's pilot program; it is assumed
that no equipment.,will be provided _:,.The County would.provide office supplies,
reimbursement for. phone use .or a calling
card;-'and, With,i these
assumptions„thi.,:cost of :implementing'a six-month pilot=:program,would be F
K
approximately$6;500 (100 employees x$50 plus $1;500.for development ofthe -f
y training/evaluation program )=Possible additional costs required to equip satellite
offices are not known at this time.,* v `
6. Benefits`
Experience with telecommuting by other agencies has documented that benefits
can be expected to accrue both to the employee and the employer. Some of these
benefits are tangible and some are intangible. They include improved employee
morale and productivity,'reduced .stress; reduced absenteeism; reduced .travel "
costs and air pollutants, reduced demand for..office and:'parking ;space," and
increased retention of employees._, 'The report cited above? provided.guidance on
estimating'benefits from telecommuting ::'Increased employee`produchvity was
calculated to.be 8.81% of the employee's salary. In'addition;�certain costs would
be avoided as a,result.of telecommuting,.2 including office space,(5�'o°savings),
staff turnover. 50% of average- and decreased sick leave 0 5%,of avers e -
( g ary), ( g
salary) ;:Using'these_parameters;: the State-estimated that it recovered the costs
associated with telecommuting in less,than.two years � zy=` `rel k
z ' 'Telecommuting, ,'A 'Handbook to 1°Help' You`` Set 'Up a°f Prostram' at t a
° ;f-
ti+ Your'Company, MCalifornia ':;Department of Transportation,- page x14
Md.:
a q
-t
4
t ti
,.Y
4_1
W
9,
�fu
'lie
17
........... Eq% uipment
jt
feel that the County.
Due to current budgetary constraints, the Committeedid not f 1: at
new- equipment for telecommuter�. _-
could, purchase!- However, this decision
ultimately rests with individual departments. Surplus equipment could be utilized
for telecommuting, if available For the most part, employees would be.asked
to utilize their own equipment(personal computers and telephones). Departments
could- provide calling cards to telecommuters. The Committee supported
reimbursement for use of personal computers if an equitable rate could be
mileage reimbursement' to employees for
determined. This would be similar to mi
use of. personal automobiles for County business. It was noted that grant
port the
-be pursued in the future to sup
programs were available and would
telecommuting program.
8. Satellite Work Centers
The Board:.-of-Supervisors also requested the Telecommuting Committee to
investigate.the possibility of equipping satellite offices in outlining areas of the
County which could be used by employees who live nearby. The following
'County facilities-h ' ices could be ave been tentatively identified where satellite off
n
set up for use during the pilot program:
EAST COUNTY
Delta Municipal Court =.45 Civic Avenue Pittsburg:,.
Social Services: 4545 Delta Fair Antioch
WEST_COUNTY: .
Richmond Health Bldg. . 100 38th Street Richmond
Work Furlough 847 Brookside Dr.. N. Richmond
Social'Services 3630 San Pablo Dam El Sobrante
-.,.�..,CENTRAQSOUTHWEST COUNT
Revenue Coll./Muni-Ct
2020 N. Broadway,,, Walnut Creek
-
X100,"Montgomery� ';� ,.:---�:�,:,: ,San Ramon:.
_i::Selection',of�.jhe .4acilities`:.was based, on,;their size-,an
and location.":Staff willy :continue to ' '.
departments,z' iwo-rk---with.-Gefieral',-.Serice!s`�and
the-:' irtments inv6lvedto,
i
6es�at these-, .-*.'�-t..
establishifig.-.satellite,bffi locations The
.,,,det6iiiiifi6,,,.,the.�feasibility,of
V
following in tasks wilLbe accomplished,over-the.-next threemonths
4
F
rf
%
n... s- - f s '`''�• a dytccx,4a _..,�,4£ _'. fi:.. 4 n,�- '.t 4fi', i ..�X •t7ai#�favi9�'-..�tS•eM.' �24
sF, �7 r.,:z r'' ?t :.,,fi ,�'' Y¢. .k; _tx ,e.ET y 5j T y'" sem- ti•1��.,rNn f, '-ffr; s� nw1�t �'£ ? •t .,,� <it`jC
a c.-. +�> K:w„ ,• a.�y^ i. 'u3` ' x 'a�.:a h - �fi r K g,,a "ts+`,,
t R"{ 7 S rt k '* r- t� y .x. •''f($`' c w r r '$ r} r3.�` sn.r.i } 4.7Y'4'�"&� c�'f r IF't t' ';'`w
...., _r�}<'3S f#"t J ^.�i •'..+,.{"' f'„y, �� tJ?,• ��', f , F'wj<1" �„`,-
yra*iT�F. ,< r 4x f Y <! '"' y y na 'Si�� 7'�'r. y '`u w r
"r r x is^ 71 •}. ' R 5 ,r'.'Y�4 a ..ys t i 3 4 s'"ir
"Mqf pn1�1��� t' y�cet
r�
§ e tr t "! 1 4 '' t r'• 'f t
a.: 4 survey E the,sites and contact building=managers to'=determineif they'are
interested and if'space is available, :, x
'.
b. review results of the employee travel survey to identify: the most-
appropriate satellite locations;
C. select the 2 or 3 most promising sites;
d. request General Services to retain surplus office equipment that becomes <
available over the next 3 months to equip the satellite work centers;
e: make final selection and set up offices in September prior to startof pilot.- :-
program-
An`alternative approach"would be to work with the 680/580 Transportation ,
Association, which in cooperation with Pacific Bell, has received a grant for the
Bay Area Telecommuting Development Program.: The BATDP. proposes to
develop two telecommuting work centers :in the Bay area, :to establish
videoconferencing., in :these centers,' and to encourage as much .home
telecommuting as possible.,;The BATDP project manager has invited the County t
to submit.a proposal for a coordinated program involving satellite work centers,
work-at-home,telecommuters,:or both..--AAs one of the largest employers_in the
r County with a,telecommuting program that.is ready for implement,rthe-County =Y
-seems in an ideal'position to coordinate its efforts with the BATDP
9. Pilot Program
The Committee recommends that 'the County implement a six-month" pilot
-" - program to test and evaluate telecommuting prior to implementing the program
on a'permanent basis. Participation in the pilot program should be limited to 100
employees.'. All"County departments would be eligible to participate:'Approved
applications should be submitted by Department heads to the Telecommuting:—
Committee
elecommuting `Committee with an indication of priority order. Final selection of pilot program
participants will be made by the Telecommuting Committee. The Telecommuting
Committee:will'evaluate the Pilot.Program and make a report to the,Internal
Operations Committee,," concerning• permanent implementation-,,. of;. the "
.Telecommuting Policy
W
a' r z
r'k - 6r f i -.1
_ s
v
-
{
at�kF
'y,.`�
I ♦Y•�i ,, }x�: r:e ''. rt�i 3 T. ' 3r .3;:is„�,. f Y -G". ,� `T{. ' p �` n f .y.. y y .� -r.
r tf..'Et,�t ..�_ � i `"�:C.� � fa 'e^}# .m 7�h 1���,a.,w,'� ��`5,.�?c '`�j; ?t�_.�-'�� �'•��f�y-%'r,�^;rN
S s y j �� �� ,? y.7 k,•.�^.. i sk.s.t � �. �g�t �' 1�"'`"�_ � � #. a r r b
K 10 Schedule
r The following schedule is proposed for the Telecommuting Program.
July .1992 Report to Board of Supervisors
August ''Advertise Pilot Program
September :=:Training for Pilot Program
October_ Begin Pilot Program
Apri1.1993 Complete Pilot Program
May ; Report to Internal Operations Committee
June Report to Board of Supervisors
-
_ r
APPENDIX A y
PROPOSED TELECOXXUTING POLICY AND PROCEDURES
t
CONTRA COSTA COUNTY
TELECOMMUTING POLICY AND PROCEDURES
I. OBJECTIVE
The telecommuting program is part of Contra Costa County's employee Transportation
Demand Management (TDM) program. The objective of the telecommuting program is
to contribute to regional efforts to reduce peak hour traffic congestion, air pollution, and
demand for parking spaces by allowing selected employees to work at home or at a
satellite location near their home, as provided in an agreement between the employee and
management. As a secondary benefit, the County believes that telecommuting will
increase productivity and improve the morale of employees.
H. TELECOMMUTING POLICY
A. Participation in Telecommuting
The telecommuting program allows County employees, upon approval of their
supervisor and department head, to work at a home or a satellite work facility.
The specific arrangements for telecommuting will be set forth in an agreement
between the employee and management. Telecommuting is a privilege and not
a right. Participation in telecommuting may be terminated at the request of either
the employee or management.
B. Working Hours
Work hours, compensation and vacation schedules will conform to the County
Ordinance Code,MOU provisions, Fair Labor Standards Act (FLSA)provisions,
and to terms otherwise agreed upon by the telecommuting employee and the
supervisor. The telecommuter will spend a minimum of one regular work day
per week in the office or usual place of work. No employee shall work more
hours than his/her normal work week as a result of telecommuting unless he/she
has received prior overtime authorization and is compensated for that overtime
(except if that employee is exempt from overtime).
C. Communications
Telecommuting employees will agree with their supervisor on a method for
receiving and responding to communications, including mail, telephone messages,
electronic mail, departmental and County memoranda and announcements,
training opportunities, and other. This method will be specified in the
telecommuting agreement.
_ D. Measuring Work Activity
Telecommuting employees will agree with their supervisor on the objectives and
work assignments to be accomplished during the telecommuting period. The
agreement will also identify the method of measuring productivity. The
telecommuting program is not intended to extract more work from employees
than normally accomplished, nor to encourage employees to work uncompensated
hours.
E. On-Site Visits
When the work site is located in an employee's residence, an appropriate County
representative, trained for the purpose of the visit, may conduct an on-site visit.
A minimum of 48 hours advance notice of the visit will be provided to the
employee. The purpose of the visit would be to determine that the worksite is.
suitable, ensure that any confidential records used by the employee are secure,
and, if applicable, to maintain, repair, inspect or retrieve County-owned
equipment.
F. Overall Obligation
Telecommuting employees remain obligated to comply with County rules,
policies, practices and instructions. Employees are responsible for clarifying any
questions regarding the applicability of rules, policies, practices and instructions
through discussions with their supervisor. No negative impact will result in an
employee's performance evaluation as a result of their performance while
telecommuting.
G. Flexibility to Departments
It is the intent of these policies and procedures that department heads have the
maximum flexibility in developing telecommuting agreements that reflect the
nature of work of their department and characteristics of their employees.
M. TELECOMMUTING PROCEDURES
A. Set-Up
1. Application Procedures
To become eligible to telecommute, an employee must submit to their
supervisor an application requesting consideration for telecommuting
(Exhibit A). Applications for telecommuting will be reviewed by the
employee's supervisor for a recommendation. All applications, regardless
2
of the supervisor's recommendation, will be forwarded to the department
head for approval or disapproval. Copies of all approved applications will
be submitted to the Personnel Department.
2. Telecommuting Training
Prior to initiation of telecommuting, both supervisor and employee must
participate in training designed to survey and identify the following: job
responsibilities and physical arrangements necessary to support
telecommuting; supervision and measurement of performance; methods of
communication; and procedures or use of tools/equipment to be used in
telecommuting. Training will emphasize the organizational and planning
skills necessary for telecommuting.
3. Agreement
A written agreement (Exhibit A) must be signed by the telecommuting
employee and supervisor which sets forth the terms for telecommuting,
including work schedule, work location, work to be performed while
telecommuting, method of communicating with the office, use of County
equipment and supplies, and any other terms agreed to by the employee
and the supervisor.
4. Termination
A telecommuting agreement may be terminated by either party with at
least two weeks notice unless both parties agree otherwise. Termination
of a telecommuting agreement by the Supervisor or department head shall
not be a grievable issue and no negative impact will reflect on the
employee.
S. Participation in Telecommuting Studies
Employees and their supervisors/managers will participate in all studies,
inquires, reports and analyses relating to telecommuting for the County.
Individual survey responses will remain anonymous, unless authorized for
release. Otherwise, aggregate employee responses may be compiled and
made available to the public, without identification of the study
participants. Non-telecommuters will also be surveyed to identify any
adverse impact resulting from telecommuters. All studies shall be
reviewed by the Telecommuting Committee.
3
B. Operations
1. Employee Benefits
All existing benefits will remain the same for telecommuting employees
as for employees at County sites. An employee is covered by Workers'
Compensation whether working at home or for work-related travel.
Requests to use sick leave, vacation or other leave must be approved by
the telecommuter's supervisor/manager in the same manner as the
y employee who does not telecommute. If a telecommuter becomes ill while
working at an alternate work location, he/she must report the hours
actually worked and use sick leave for.those hours not worked.
2. Clerical Support
The need for clerical support will be identified and addressed in the
agreement between the supervisor and the employee.
3. Requests for Training
All requests for training, other than telecommuting training, and all other
activities will be handled in accordance with existing County policy.
4. Program equipment and Supplies
The equipment and supplies necessary to telecommute will be provided by
either the employee, the department, or a combination of both employee
and department. The County will endeavor to make available to an
employee wishing to purchase equipment, any discounts for hardware,
software, or equipment to be used to complete assigned work. County
assigned equipment and supplies shall not be loaned by the telecommuter
to anyone unless directed by his/her supervisor. The telecommuter and
supervisor are responsible for including a plan to safeguard confidentiality
of work and protection of equipment as part of the telecommuting
agreement.
Participants that are assigned County-owned hardware and software will
provide written acceptance before being given custody of the items. The
responsible supervisor/manager and employee, along with the help of a
representative from Data Processing Services, if necessary, will define
what tools are needed beyond what is available. Once this is determined,
a request should be submitted to the appropriate department head for
approval to obtain identified items.
4
Materials needed to support the telecommuting effort will be provided by
the department. All requests must be submitted by the responsible
supervisor/manager to the department head for approval, if feasible.
S. Software and Required Hardware
The cost of software and hardware modifications will be paid by the
department. The supervisor/manager, after consulting with Data
Processing Services, will obtain the necessary equipment. The software
and all files and databases shall remain the property of the department.
All software copyright laws will be strictly adhered to; no unauthorized
copies will be made of County-owned software.
6. Repairs to Equipment
The cost of repairs for employee owned equipment will, in most cases, be
paid by the employee. When County equipment is provided to the
telecommuter, it is his/her responsibility to ensure that the equipment is
used properly. Repair costs for equipment owned by the County will be
paid for by the department.
Upon determining that there is a problem with County-owned hardware,
the employee should notify his/her department as soon as practical and
inform them of the problem. The department will decide whether or not
to repair,or replace any items identified.
If there is a delay in the repair or replacement of the equipment or any
other circumstance under which it would be impossible for the
telecommuter to work off-site, then he/she will be reassigned to a County
facility until the repair has been made or circumstance has been corrected.
7. Designated Work Space
The telecommuter will designate a work space,at the off-site work area,
for installation of any equipment to be used while telecommuting. This
work space should be maintained in a safe condition, free from hazards
to people and equipment, and should comply with County VDT standards.
Every attempt will be made to assure that the County's VDT policy is
implemented in the home. The County will provide guidelines for VDT
and ergonomic standards and will visit as many homesites as possible to
provide assistance to telecommuters with complying with these standards.
A priority will be given to continuous VDT operators.
5
8. Costs Directly Attributed to Telecommuting
Costs incurred as the direct result of telecommuting, such as billings for
local and long distance County calls, and the costs of a direct line for a
computer modem, will be reimbursed to the employee by the department,
upon verification as agreed between the department and the employee.
The employee must maintain an adequate written log of telephone calls
made on behalf of the County (Exhibit B). Alternatively, the department
may provide calling cards to telecommuting employees. The department
and employee should work together to minimize the direct costs attributed
to telecommuting. This method will aid in the verification of the calls
being paid for by the department. No form of reimbursement will be
made without this or similar proof.
IV. PILOT PROGRAM
In order to test the feasibility of a telecommuting program for County employees and to
resolve any problems inherent in such a program, the County will conduct a six-month
telecommuting pilot program. The pilot program will begin on October 1, 1992 and end
on April 1, 1993. Announcements of.the pilot program will be distributed in August,
1992. Employees whose applications are approved may begin telecommuting following
completion of the training program. The policies and procedures above will apply to the
pilot program except as modified herein.
Participation in. the pilot program will be limited to 100. employees. Probationary
employees are not eligible. Applications will be submitted to department heads, as
described above. All County departments are eligible to participate. Department heads
will submit applications to the Telecommuting Committee with an indication of priority
order. Final selection of pilot program participants will be made by the Telecommuting
Committee. The Telecommuting Committee will monitor the pilot program and will
conduct an evaluation of the program. Upon the completion of the pilot program, the
Telecommuting Committee will submit the evaluation to the Internal Operations
Committee with a recommendation concerning permanent implementation of a
Telecommuting Program. Employees who are telecommuting at the conclusion of the
pilot program may continue to telecommute, at the discretion of their supervisors and
department heads, pending the decision of the Board of Supervisors on permanent
implementation.
mteiepoiy
6
Exhibit A
CONTRA COSTA COUNTY
TELECOMMUTING APPLICATION/AGREEMENT
INSTRUCTIONS: Applicants for telecommuting complete questions 1 through 6 and submit to
supervisor. If approved by supervisor, applicant and supervisor complete
remainder of form, sign and submit to department head. If disapproved by
supervisor, submit to department head with reason for disapproval.
1. Name: Date
2. Department: Phone #:
3. Proposed telecommuting schedule (indicate days and work hours):
4. Proposed Work Location:
Employee's Home County Facility Other
(explain,if other)
5. Equipment to be used while telecommuting (indicate if personal or County-owned equipment
will be used):
6. Work to be performed while telecommuting:
7. Method of communicating with the office while telecommuting:
8. ' Method of providing clerical support:
9. Method of measuring work completed while telecommuting:
10. Term of Agreement:
(from) (to)
11. Additional terms as agreed by employee and supervisor:
I have read the Contra Costa County Telecommuting Policy and Procedures and agree to abide by the
terms and conditions therein. I understand that:
1. Telecommuting is a privilege, not a right.
2. I am expected to participate in training for telecommuting with my supervisor prior to
participating in the telecommuting program.
3. I am not expected to work more than a normal work day on telecommuting days.
4. I will receive prior authorization from my supervisor for overtime work.
5. On-site visits to my telecommuting site may be conducted by County personnel to determine
that the worksite is suitable. Advance'notice of at least 48 hours will be provided to me prior
to such a visit.
6. I am expected to comply with all applicable County rules, policies, practices and instructions.
7. This agreement does not affect my employee benefits. Requests for vacation, sick leave, or
other time off will be handled according to existing County and departmental policies.
8. This agreement may be terminated by either party at any time.
9. I agree to respond to any surveys and inquiries conducted by the County to evaluate the
effectiveness of telecommuting. I understand that my responses will be treated confidentially
unless I authorize their release.
Signature: Date:
(employee)
Recommendation by Supervisor: Approval Disapproval
Signature: Date:
(supervisor)
(If disapproved, state reason)
Action by Department head: Approved Disapproved
Signature: Date:
(department head)
tsm\tcappi
EXHIBIT B
Page of
Name:
Department: TELECOMMUTING
Month:
TELEPHONE LOG
CONTRA COSTA COUNTY
DATE PHONE NUMBER NAME/PURPOSE OF CALL AMOUNT
TOTAL
cni.Page)
APPENDIX B
PROPOSAL FOR DEVELOPING A TELECOMMUTING TRAINING PROGRAM
'0,#'T, Dasr4
Grantham &Nicho%Inc.9, y_b PHMdhiH Z•
Martinm CA�94553 DFVfLOF� U f; y 18
,.t�����
510.370-1724 �f DFpr
Voice and FAX
Mr.Ernest Vovakis
Senior Transportation Planner
Contra costa County
651 Pine Street
4th Floor--North Wing
Martinez,CA 94553-MB May 4, 1992
Dear Ernie,
Thanks very much for taking the time to meetwith me lastweek. I appreciate your
continued interest in developing a pilot telecommuting program for our county
government employees.
In response to your request for abrief proposal to develop and deliver the training
program for the telecommuters and their managers I submit the following for your
consideration.
Contractor: Grantham and Nichols, Inc., 42 Midhill Drive, Martinez, Ca 94553.
Contractor Shall Provide:
1. All background research and design work to develop two(2) 4 hour training
modules. The modules will be designed for:
a. 100 telecommuters(Module 1)
b. managers of the telecommuters(Module 2)
2. Each module will contain course contentwhich will results in specific learning
objectives:
a. How to organizeyour work for telecommuting.
b. Methods to insure,and maintain communication with the workplace
while telecommuting.
c. Appropriate work habits for telecommuters.
d. Briefing on the 'Telecommuters Agreement'.
e. What technologies are appropriate and how are they obtained.
f. Haw to maintain good social relations with non-telecommuting co-
workers.
g. How to(and the necessity for)tracking productivity, transportation and
environmental impacts for telecommuters.
1
in addition for the managers:
a. How to manage output and set reasonable work objectives.
b. What to do if you feel the employee is abusing the privilege of
telecommuting.
c. County obligations for telephone charges,computer equipment and
supplies.
d. Managing the worker leftbehind.
e. How to structure your employee work agreement
L Assessment of productivity and environmental impact of pilot program.
g. Dealing with your anxietyof learning how to manage in a newway.
3. Contractor will provide one set of master curriculum material to include:
a. Handouts
b. Overheads
c. Lecture notes for other trainers.
d. Evaluation questionnaires.
4. Contractor will deliver the initial training sessions(of both modules)in
conjunction with trainers from the Contra Cost County Training Institute.
5. Reasonable phone consultation to other trainers for future training sessions.
Terms and Conditions:
�
Time: Contractor will complete course development 2and deliver material
by that date for acceptance.
Contractor will deliver the two training modules sometime in September as
determined by scheduling.
Payment: $1900.00 payable in three installments. 113 upon execution of work
agreement; 113 upon delivery of materials and final 113 upon completion of the two
training sessions.
Please review this draftwork proposal. I would like to discuss upgrading it to fine
tune the training to meetyour unique needs. We look forward to working with you
on this exciting new telecommuting program.
Very trulyyours,
Charles E. Grantham, Ph.D.
APPENDIX C
MINUTES OF TELECOMMUTING COMMITTEE MEETINGS
CONTRA COSTA COUNTY
TELECOMMUTING COMMITTEE MEETING
MINUTES - FEBRUARY 27, 1992
COMUrnEE MEMBERS (Present unless marked with *):
Val Alexeef,j, GMEDA Sue Beadle, Personnel
Mike Walford,,Pubhc Works Marinelle Thompson, Data Processing
Yvonne Bullock, Social Services Mickey Davis, General Services
Steve Weir, County Clerk Scott Tandy, County Administration
Keri Torre, Municipal Courts Lorna Bastian, Health Services
Harvey Bragdon, Community Development
STAFF.- Ernie Vovakis and Daniel Pulon, Communhy Development
Debbie Gorman, GMEDA
GUESTS: Kristen GaUiani, Pacific Bell
Caryn Lombard, Pacific Bell
Dianah Neff, City of Palo Alto
AGENDA ITEM I.- INTRODUCTIONS
The meeting was called to order by Val Alexeeff at 1:30 p.m. Self-introductions were done
by those in attendance.
AGENDA ITEM 2 OPENING REMARKS
Val briefly explained the evolution of the committee and thanked everyone for agreeing to
participate. He stated that since there were guests in attendance, they would make their
presentations first and then the committee would discuss their objectives.
AGENDA ITEM 3 - PRESENTATION BY KRISTEN GALLIANI
Kristen distributed a publication from Pacific Bell entitled, 'The Telecommuting Resource
Guide." She stated that the purpose of their program was a means to reduce traffic on the
roads and to improve air quality. ,Kristen also mentioned that there is lets of new technology
and that itis changing daily. With PC's, calling cards, dedicated data lines, etc..
telecommuting is becoming much more attractive and feasible for more companies.
:dq
telecom.0 1
9
Kristen identified three types of telecommuting:
1. Work at home
2. Satellite station- company office closer to employee's home
3. Neighborhood work station - several companies share space and expenses
The question of how to justify the expense of purchasing equipment was asked. Kristen
stated that her work group would meet with each department to determine the best sources.
She said that in a short time, the program will pay for itself.
Her group would also be available to help the County design a program and identify which
employees would be best suited for it. _You need to choose employees who can perform
their work away from the job site. No two departments will be the same. It's necessary to
design a program specifically for the needs of each. Telecommuting should be considered
a privilege, not a right of employees.
The type of work is a consideration, as well as the employee's ability to be self-motivated
and to require little supervision. The need for employees to socialize with others is also
important and some individuals need more of this than others. Most programs are set up
for employees to-telecommute 2-3 days each week. One day is established when all
employees must be at the job site together,for staff meetings, social events, etc.
How far up in management should an employee be eligible to participate? Kristen
emphasized that the program can be designed for any level, even the highest. Managers can
be just as accessible by phone at home as they are in the office. The program sets certain
times when they must be near the phone and then have an answering machine or pager for
other times.
A questionwas asked as to how the supervisor knows the employee is actually working away
from the job site. Kristen stated that management style has to be re-evaluated. Supervisor
and employee must work together to develop a procedure that is acceptable to both for this
program. (Management by objective)
Research has shown a 20-30% increase in an employees productivity due partly to less
leave-time taken, more flexibility in time of day spent on work, and better morale.
Another question was raised regarding workers'. compensation in lase of injury at the
telecommuting job site. Kristen commented that it would be a judgement call for the
supervisor and that.the supervisor and employee should set standards at the beginning of
the program. In the beginning, a safety inspection of the home was thought to he important.
But some don't like that idea because of the liability. More general standards are used now.
;d9
telecom.0 z
Dianah Neff mentioned that the City of Palo Alto inspects the telecommuting site, with a
48 hour advance notice, to make sure the employee has an appropriate work area set aside
and is not using a bed or sitting in front of the TV!
AGENDA ITEM 4 - PRESENTATION BY DMNAH NEFF
Dianah stated that the City of Palo Alto got started on this program from a traffic
congestion standpoint. As part of the Golden Triangle TDM Program, they are trying to
reduce commute ridership by 25% by the year 2000.
Their pilot program began with 15 employees from many different departments, but has
been added to over the past six' months. Initially, the City paid for the participant's
equipment at the telecommuting (TM) work site, but had to modify that approach due to
the expense. The program was opened to those employees who already had equipment at
the TM work site.
Dianah stressed the need to be open-minded as to eligibility of program participants. It is
necessary to screen applicants, but not to leave anyone out without studying their function.
The City participants use electronic mail, voice mail, and pagers to communicate between
employees in the office and those at the TM work site. As part of the program agreement,
participants must check their mail twice a day. Office phones are call-forwarded to their TM
work site where answering machines are also used if the employee is not available.
.Dianah emphasized that managers need to be trained on how to supervise under a TM
program.. Both the manager and the employee need to know what to expect. She stated
that to be an effective supervisor in TM, you must get to the point where you accept
productivity over number of-hours spent at work each day. Being flexible is very important
to the overall program. As part of the agreement which is signed by both manager and
employee, the program is a voluntary one which can be canceled by either party at any time.
Before actual program implementation, union negotiation is necessary. It is a good idea to
involve the unions early in program design so they feel a part of the agreement.
.Dianah mentioned that at the end of the six-month pilot program, both the supervisor and
the employee will complete an extensive survey and provide feedback on the program.
Steve Weir brought up the 580/680 corridor telecommuting project currently being designed.
He recommended that staff contact Bill Gray for more information. Steve also) suggested
that the County investigate the potential for clients to access the County electronically.
:dg
telecom.t2 3
r r
AGENDA ITEM S-DISCUSSION OF COMMITTEE WORK PROGRAMAND SCHEDULE
Val indicated that after this initial phase of program development, the committee could
recommend a second phase to the Board of Supervisors which would include involving the
business community in a telecommuting program where they share resources with County
personnel. He volunteered to send a memo from the committee to all County departments
asking for input on how the public could access them from satellite stations. This subject
will be brought up again at a later time.
Val also noted that the County is working on an Iapplication tracking system where the
public will have access to information related to their specific application.
After some discussion as to changing the meeting time, it was decided that the time and
dates would remain as provided on the draft Work Program.
It was suggested that other transportation demand management ideas be added to the
committee agenda which possibly could be forwarded to appropriate forums.
The possibility of job swapping with other public agencies was also mentioned.
It was noted that by the May meeting, Community Development staff would have
information on employee home location for consideration of possible satellite job locations.
Sue Beadle indicated that Harry Cisterman had essentially done telecommuting from home
with a laptap computer and telephone while out on medical leave. It seemed to work out
quite well.
Kiri Torre.aiso mentioned that she had done this while out on maternity leave.
Discussion followed about including the unions...which ones and at what point in the
schedule. It was decided that this topic will be better addressed following the next meeting
where discussion will be held regarding employee eligibility.
The question of available funding was raised. This topic will be added to the June meeting
agenda for further discussion.
AGENDA ITEM 6 - OTHER BUSINESS/ADJOURNMENT
The meeting was adjourned at 3:30 p.m.
:dg
telecom.t2 4
CONTRA COSTA COUNTY
TELECOMMUTING COMMITTEE MEETING
MINUTES - MARCH 26, 1992
COMMITTEE MEMBERS (Present unless marked with *):
Val Akxeef,j, GMEDA Sue Beadle, Personnel
Mike Walforr, Public Works Marinelle Thompson, Data Processing
Yvonne Bulloch Social Services Mickey Davis, General Services
Steve Weir, County Clerk * Scott Tandy, County Administration
Kui Torre, Municipal Courts * Lorna Bastian, Health.Services
Pat Everetts for Kiri Torre Barbara Masters for Lorna Bastian
Harvey Bragdon, Community Development
STAFF: Ernie Vovakis, Community Development
Debbie Gorman, GMEDA
GUESTS: Dale Pederson, 6801580 Transportation Association
AGENDA ITEM I - INTRODUCTIONS
The meeting was called to order by Val Alexeeff at 1:30 p.m. Self-introductions were done
by those in attendance.
AGENDA ITEM 2 - MINUTES OF FEBRUARY 27 MEETING
Val asked .if anyone had comments/revisions to the minutes. Comments were made that
they were detailed and helpful. The minutes were approved as written.
AGENDA ITEM 3 - ELIGIBILITY CRITERIA/EMPLOYEE SELECTION PROCESS .
Val mentioned that he received a call from the Probation Department regarding union
participation in this process. Val explained that following this meeting, the unions would he
contacted for their input and comments. (A copy was obtained from Personnel of the
Formally Recognized Employee Organizations.)
1
The Committee decided to use Pacific Bell's How to Selecl Telecommulers as a guide for the
CCC program. They then proceeded to . examine the Telecommuting Policies and
Procedures document provided by San Mateo County. The following comments were made
corresponding to the document sections noted:
Telecommuting Polia
1. Program Eligibility
It was mentioned that though participation in this program is a privilege and not a
right, management will be under pressure for equal treatment from all employees.
Privilege means if someone doesn't want to participate then that is their privilege.
The rules must be clear and equitable.
There was some discussion on identifying eligible classes. It was decided that this
Committee would recommend .certain classes to the Board, but leave the final
decision up to the Department Heads.
A suggestion was made to call upon other agencies for training material.
2. Review Process
This section is included above.
3. Selection of Prototype Participants
Once approved by the Department Head, applications would be submitted to the
Committee in priority order for final selection. Criteria approved as identified except
to delete "years of service". It was also decided that probationary employees would
be excluded from participation.
The Committee agreed that the trial period should involve all departments with prior
approval of the Department Head. It would be pointed out to the Department
Heads that the Board strongly urges participation.
Volunteers would be solicited with a cap of 100 participants. In discussing the
number of initial participants, it was noted that the intent of this program is to help
achieve the AVR (average vehicle ridership) figures set by CCTA (1.3 by 1997) and
by BAAQMD (1.5 by 1999). This figure is derived by the following formula:
# employees/# vehicles each day
2
It was agreed to include in the contract, a statement that the telecommuting
assignment would be for a six-month period and subject to re-evaluation after that
period. A positive recommendation would be need to continue for another six
months.
4. Working Hours
The Department Head will establish the number of days that participants will
telecommute each week. A suggestion will be made to require at least one day in the
office for staff meetings, etc.
5. Telecommuting Communication - Okay as written.
6. Measurement of Work Activity
This section is the key to the program. The supervisor needs to maintain the same
standards for all employees,both telecommuter and non-telecommuter. Support can
be provided through training.
7. On-Site Visits to the Work Area
Add to heading, '....Work Area when in Employee Residence". Change "...24 hours
advance notice..." to "...48.hours advance notice unless otherwise arranged between
employee and supervisor." Change "...worksite is safe and free from hazards..." to
"worksite is suitable..."
.8. Overall Obligation Okay as written.
s .
Telecommuting Procedures
1. Implementation -.Okay as written.
2. Participation in Telecommuting Studies - Okay as written.
3. Employee Benefits Okay as written.
4. Clerical Support Okay as written.
5. Training - Okay as wriaen.
6. Program Equipment and Supplies
Acid to first paragraph, last sentence los follows, "...safeguard confidentiality oaf work
and protection 'of equipment as part of..."
3
0 `
6. Program Equipment and Supplies
Add to first paragraph, last sentence as follows, "...safeguard confidentiality of work
and protection of equipment as part of..."
The suggestion was made to apply for TDM grant money to purchase equipment.
It was mentioned that surplus equipment might be available when a department
upgrades. A recommendation was made to look at positions where computer
equipment is not necessary (i.e. research).
7. Software and Required Hardware Modifications - Okay as written
8. Repairs to Equipment
There was some discussion on reimbursement to employees for repairs of equipment.
It was decided to leave this section as written for the pilot program.
9. Designated Work Space
Standards need to be developed.
10. Costs Directly.Attributed to Telecommuting - Okay as wri[ten.
" AGENDA ITEM 4 - EMPLOYEE AGREEMENT
Agreement was made to use the,City of Palo Alto's Telecommuting Work Agreement for
our purposes, but change the numbers to more closely correspond with the policy as
discussed above. Ernie will revise both documents and distribute with the agenda for the
next meeting.
It was decided to include the unions at this point. A letter will be sent asking them to send
one representative to the next meeting. Once the drafts of the policy and agreement are
complete and a generic list of types of positions is compiled, they will be sent to the unions
for comment prior to the next meeting.
AGENDA ITEM S - DISCUSSION OF COMMITTEE'S FINAL REPORTIPRODUCT
It was agreed that prior to the final recommendation to the IO Committee in July, the TM
Committee would make a presentation before Department Heads at one of their monthly
meetings.
4
f
AGENDA ITEM 6 - OTHER BUSINESSIAD10URNMENT
Dale Pederson,Project Manager for the 680/580 Transportation Association(645-8624),gave
a brief description of this project and his function. He mentioned that he has only been on-
the-job for two days and welcomes any assistance he can get. He explained that several
companies along the 680/580 corridor -- Pac Bell, Chevron, Sunset Development,
Windemere, and others -- developed the Association for the purpose of influencing
transportation in this corridor: They formed a Board of Directors, appointed Steve Coulter
and Don Camph as Project Directors, and hired Dale as the Project Manager. Dale's
function is to implement the vision of the Board
The Association members have contributed approximately$1 million for a 24-month grant
period to start this project. They are not limiting themselves to the 680/580 corridor, but
rather will be reaching out to agencies within the nine-county Bay Area. During the first
twelve months, the plan is to build two telecommuting centers within the nine-county Bay
Area to possibly include teleconferencing with the use of video, and to also encourage
telecommuting at home. During the second twelve-month .period, the focus will be on
operating the two centers. The goal will be to show that a profit can be made from running
the centers. They would like to see Contra Costa County include the centers as part of their
program.
Dale also mentioned that the Association is looking for a new name for the project because
the initials BATDP (Bay Area Telecommuting Development Program) just don't make it.
Any suggestions would be greatly appreciated.
The meeting was adjourned at 3:35 p.m.
Ag
tdecom.0
5
CONTRA COSTA COUNTY
TELECOMMUTING COMMITTEE MEETING
MINUTES - APRIL 23, 1992
COMMITTEE MEMBERS (Present unless marked with *):
Val Alezeef,,, GMEDA Sue Beadle, Personnel*
Mike Walford, Public Works Marinelle Thompson, Data Processing*
Yvonne Bulloch Social Services* Mickey Davis, General Services
Phil Simonds for Yvonne Bullock Scott Tandy,-County.Administration
Steve Weir, County Clerk* Loma Bastian, Health Services
Kiri Torre, Municipal Courts*
Pat Evereus for Kiri Torre
Harvey Bragdon, Community Development
STAFF: Emie Vovakis and Daniel Pulon, Community Development
Debbie Gorman, GMEDA
GUESTS: Carl Bailey, CCC Appraisers Association
Gus Kramer, CCC Employees Assn. Local #1
Charlie Grantham, USF
Caryn Lombard, Pacific Bell
Prior to beginning the meeting, Alexeeff distributed an article from Alvin TofJler's 1980 book,
THE THIRD WAVE which talks about "the electronic cottage". This refers to.the move from
the office back to the home with the concept of telecommuing...in 1980'
AGENDA ITEM I'- INTRODUCTIONS
Self introductions were made. Val mentioned that invitations had been sent to all
recognized County employee unions, along with the draft Policy and Procedures. Two
representatives were in attendance.
AGENDA ITEM 2 - MINUTES OF MARCH 26 MEETING
No changes.
1
_ AGENDA ITEM 3-REVIEW DRAFT TELECOMMUTING POLICYAND PROCEDURES
Vovakis provided an overview of the draft Policy and Procedures which was based on San
Mateo County's policy and revised at the last Committee meeting. He noted that the Policy
is intended to be at a general level with more specifics identified in the Procedures section.
The following comments were made:
• Section B - 5: On-Site Visits
Walford mentioned that a question arose from some of his Division Heads as
to the need for a 48-hour notice. It was noted that the purpose of the visit
was not to "check up" on the employee, but rather to inspect the worksite for
suitability. The timeframe remains as a courtesy to the employee.
• Clarification of Section C
It was suggested that items 1-4 be subtitled SET UP and items 5-12 be
subtitled OPERATIONS with a new name to be given to item 7: Training to
avoid confusion with item 2. Training.
• Section C - 1 & 3: Application Procedures and. Agreement
Vovakis combined these into one document for simplicity. Instructions explain
steps to apply for the program.
Alexeeff requested a clarifying change in the last sentence of C. 1. to read:
"...to the Telecommuting Committee for monitoring and evaluation (via Val
Alexeeff...)." He also advised that this proceduremould be for purposes of the
pilot- program only and that if the program becomes permanent, the
applications should be submitted to the Personnel Department.
• Section C - 2: Training
It was advised that emphasis should be placed on organization. The employee
will have to be sure that all necessary documents/resources are taken with
them to the telecommuting worksite. This will require preplanning and
organizational skills.
• Section C - 3: Agreement
Kramer expressed concern over "terminated ... at any time". He raised the .
possible issue of child care arrangements and the need for some advanced
notice to handle these. It was agreed that the wording should be changed to
"terminated by either party with up to two weeks notice for cause."
2
Grantham commented,that using this program as a substitute for child care
doesn't always work out. Working flexible hours while child is in school,
however, is a big advantage when considering child care.
Kramer also requested the addition of words to the effect that cancellation is
not a grievable issue and that no negative impact on the employee will be
imposed as. a result of lack of performance or work produced while on the
program. It was noted that miscommunication between employee and
supervisor as to the goals for participation or the fact that the program just
doesn't work for either one shouldn't be a basis for any disciplinary action.
However, if the employee breaks County rules or breaks the law whether at
the normal worksite or at the telecommuting worksite, disciplinary action may
be applicable. There needs to be a complete understanding of the ground
rules between the employee and the supervisor before beginning the program.
It was decided that there should be a separate item on terminating the program
rather than just a sentence under this Agreement item.
• Section C -_.8: Program Equipment and Supplies
Alexeeff noted that spending County funds for any purchase is highly unlikely
at this time. The budget is in such poor shape that serious consideration will
have to be given to this issue before the Board approves the program. This
will be. addressed separately when the presentation is made to the IO
Committee.
We will look into using the County computer equipment supplier as a resource
for discounts to employees.
The issue was raised as to a tax deduction for equipment purchase. It was
recommended that each employee contact his/her accountant for advice on
this issue.
• Section C - 9: Software and Required Hardware
Caution was advised when duplicating software that may he illegal to do.
• Satellite Offices
Vovakis indicated that the 680/580 Transportation Association is interested in
talking to us about incorporating their proposal for satellite offices into the
County program.
3
Report to IO Committee
Vovakis noted that the Committee is moving along so well that we may be
able to'report to IO in June rather than July as initially estimated.
Alexeeff cautioned.that there still is a lot to address relative to the training
program, such as who, how, where, and what format. The suggestion was
made to hire a consultant to set up the training initially. Grantham advised
that there should be separate half-day sessions for employees and supervisors
before starting the program. After three months, everyone should be brought
together (in groups of 20-25) to discuss problems/concerns, etc.
AGENDA ITEM 4 - COMMENTS BY UNION REPRESENTATIVES
Noted above.
AGENDA ITEM S - DISCUSSION OF PILOT PROGRAM
It was decided that publicity of the pilot program will be done via a flyer distributed with
paychecks to each employee with more detailed information given to Department Heads
and/or Administrative Services Officers. The flyers will indicate that Ernie Vovakis should
be contacted for further information about the program.
When evaluating performance on the program, the suggestion was made to structure the
evaluation to be as positive as possible since this is a voluntary/pilot study. There should be
an employee/supervisor informal evaluation every two to three weeks to monitor progress.
Grantham advised that a 10-15% loss of participants can be expected during the pilot
program. Folks like the idea, but once into the program some of them realize it won't work
for one reason or another.
It was recommended that a form be developed to' keep a record of cost savings to the
employee related to,travel, lunches, child care, clothing, etc. Departments should also keep
track of savings. Grantham advised that in September he could provide us with a software
program to assist with tracking cost savings.
The pilot program is designed to be limited to 100 participants. Since a major purpose of
the program is to reduce traffic, one factor in determining eligibility will be distance between
applicant's telecommuting worksite and normal worksite. This will be a consideration if the
number of applicants exceeds the 100 limit.
4
M Another major purpose of the program is to avoid cold starts, which adversely affect air
quality. Concern was expressed over the issue of folks using their vehicle during the
workday to run errands. Vovakis indicated that this is a consideration and one that is being.
looked into through various studies.
AGENDA ITEM 6 - OTHER BUSINESSIADIOURNMENT
Several issues for the next meeting were mentioned:
• Work centers in outlying areas of the County to use as satellite offices - suggestion
was made to look at the Veteran's Halls which are vacant much of the time.
• 580/680 Transportation Association offer to include County in satellite work centers.
• Potential for County clients to access services electronically (as suggested by Weir at
first meeting).
• Survey(to be distributed with May 10 paychecks) of employee residence location and
home computer equipment resources.
The meeting was adjourned at 3:00 p.m. Next meeting is May 28.
telecom.0
a
5
.a 'v �
r