HomeMy WebLinkAboutMINUTES - 03141995 - I.O-02 TO: BOARD OF SUPERVISORS I .O.-2 �`�,.5 L•_°F_ Contra
FROM:
INTERNAL OPERATIONS COMMITTEE Costa
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County
March 6 1995 �' y
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DATE: res>d i`oi N� C
SUBJECT: STATUS REPORT ON THE COUNTY'S ABILITY TO TRACK THE RACE AND GENDER
OF TEMPORARY EMPLOYEES AND INDEPENDENT CONTRACTORS
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATIONS:
1 . AUTHORIZE Data Processing Services to develop programs as
outlined in the attached memorandum from Data Processing dated
February 21, 1995.
2 . DIRECT the Personnel Director to implement the tracking
system.
3 . DIRECT the Personnel Director to submit a formal request to
the Auditor-Controller' s Office requesting access to Class
Code 8893 ( Independent Contractors Subject to Withholding) for
month-to-date and year-to-date earnings data.
4 . REQUEST the Personnel Director to explore the feasibility of
having independent contractors sign a waiver on'a semi`-annual
or annual basis acknowledging that the individual is a
contractor rather than an employee and is not entitled to
certain benefits provided to employees .
5 . REQUEST the Personnel Director to report to the Internal
Operations Committee on the status of this subject and each of
the above recommendations on May 15, 1995 .
CONTINUED ON ATTACHMENT: YES SIGNATURE:
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
SIGNATURE(S):
ACTION OF BOARD ON M ch 14 , 19 95 -APPROVED AS RECOMMENDED 7. 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.
MAR 1. 4 1995
ATTESTED
Contact: PHIL BATCHELOR.CLERK OF THE BOARD OF
cc: County Administrator SUPERVISORS AND COUNTY ADMINISTRATOR
Director of Personnel
Affirmative Action Officer
BY DEPUTY
1 I
-2- I .O.-2
BACKGROUND:
On July 12, 1994, the Board of Supervisors approved the following
recommendation from the 1994 Internal Operations Committee:
2 . REQUEST the Acting Personnel Director to report to
the Internal Operations Committee on the results of
their survey of County departments regarding
contract employees and, if possible, present our
Committee with a summary of the number of contract
employees, the department for which the contract
employees is working and the race and sex of each
of the contract employees . We would like this
report made to our Committee on September 12, 1994 .
A report was made to the 1994 Internal Operations Committee on
September 12, 1994 . The report was not complete at that time as
data was missing for a number of contract employees and in some
cases only a title or function is included instead of a name. As
a result of that report, the Board of Supervisors approved the
following recommendations on September 20, 1994 :
2 . DIRECT the Director of Personnel to continue to
work on automating the data on the race and gender
of contract employees and present another status
report to our Committee on December 12, 1994, at
which time we hope that the report will be more
nearly complete and that a method will have been
identified and implemented to obtain this data more
easily when a contract employee's contract is
executed and entered into the appropriate data base
so that the necessary reports can be produced more
easily and less expensively.
3 . REQUEST the Director of Personnel to insure that
all contract physicians are included in the next
report, along with all other contract employees .
Because of the press of other items, the Committee could not get to
this item in December. As a result, the Department was given until
early in 1995 to complete the report, a recommendation which the
Board of Supervisors approved on December 20, 1994 .
On March 6, 1995, our Committee met with Leslie Knight, Director of
Personnel, `Assistant Director of Personnel Eileen Bitten, Human
Resources Program Manager Lloyd Madden and County Counsel Vic
Westman. Ms . Knight reviewed the attached report with our
Committee.
It is apparent that progress is being made in getting a handle on
the number of independent contractors the County has hired and in
designing a process for maintaining a record of the number of these
individuals and their race, gender and other important information
about them. Additional information is needed and our Committee
needs some assurance that the County actually has a handle on the
number of independent contractors . In response to a question from
the Committee, Mr. Westman indicated that if all State affirmative
action laws were repealed, the County would still be governed by
the existing Federal District Court consent decree, at least in
regard to employees, although the consent decree does not control
the County' s actions in terms of contracting for goods and
services .
Supervisor Rogers pointed out the importance of having all
independent contractors sign a waiver to acknowledge their status
as an independent contractor and the fact that the individual does
not have access to many of the benefits and protections afforded to
employees .
We look forward to a progress report in May which will indicate
that the system to track independent contractors is implemented and
that the County has an accurate handle on the number of such
contractors, what services they provide and their race and gender,
as well as other important information regarding the contractors .
Personnel Department
Contra
CostaAdministration Bldg.
J —n"' -'s 651 Pine Street
County i Martinez, California 94553-1292
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DATE: March 2, 1995 t'/-
TO:
-TO: Internal Operations Committee �tS
FROM: Leslie T. Knight, Director of Personnel`—
SUBJECT: Status Report on the County's Ability to Track the Race and Gender of
Contract Employees
Background:
On September 12, 1994 the Internal Operations Committee directed the Personnel Department
to continue to work on automating the race and gender data of contract employees and to prepare
a status report on the method of gathering the data, and the cost of automating the system to
produce monthly and quarterly reports. Staff was also directed to include physicians in the next
written report on Independent Contractors. The next quarterly (January - March 1995) report
will be completed in April for presentation to the Internal Operations Committee in May.
Discussion-
Over the past months staff from several departments, including Personnel, Auditor Controller,
Health Services, Risk Management and County Administrator have worked to clarify and update
the existing policies and procedures to ensure consistency in their application.
The committee met several times and has formulated a new policy and procedures which,
following approval by the County Administrator, will be distributed to all County Departments.
The revised procedure provides the mechanism to be used and the forms to be completed and
sent to the Personnel Department to serve as the data base for tracking the contract employee
workforce.
Staff of the Personnel Department has developed, with the assistance of the Auditor Controller's
and Data Processing Offices, a P.C. based system to record independent contractors and to
compare it to the Payroll data base to ensure the information is complete and accurate. The
monthly and quarterly reports will include but not be limited to reporting the following:
Hiring Departments
- Program/Project
Position Title
r
Ethnicity and Gender
Contract Start/End Date
Authorized Amount of Contract
Earnings year-to-date
Significant Accomplishments:
* Initiated the review and codification of the Procedures for Determining Independent
Contractor Payment Methods
* Developed Independent Contractor Subject to Withholding Questionnaire (Exhibit A)
* Met with Health Services Department Administrators and identified Physicians hired as
Independent Contractors
* Finalized reporting format for Independent Contractors Subject to Withholding
(Exhibit B)
* Developed PC based reporting and tracking system
Fiscal Impact:
Data Processing Services staff prepared an estimate for developing a Gender/Ethnicity Reporting
System. The estimated cost is $2,480.00. The detailed cost estimate is attached as Exhibit C.
Recommendations:
1. Authorize Data Processing Services to develop programs as outlined in Data
Processing's memorandum dated February 21, 1995 (Exhibit D).
2. Direct the Personnel Department to implement the tracking system.
3. Direct the Personnel Department to submit a formal request to the Auditor's Office
requesting access to class code 8893 (Independent Contractors Subject to Withholding)
for month-to-date and year-to-date earnings data.
LTK:LGM:cs
cc: Phil Batchelor
EX111 Jl i. - 1;
CONTRA COSTA COUNTY
INDEPENDENT CONTRACTOR SUBJECT TO WITHHOLDING
QUESTIONNAIRE
D E P A R T M E N T U S E O N L Y
Contract Reference #:
Please Indicate: New Contract Renewal #
Total Authorized Amount: $
Independent Contractor's Name:
(Please Print)
Department: Agency #
Identification Number:
c. Contract Period From: To:
Mo. Day Year Mo. Day Year
1. Project/Program: Position:
I N D E P E N D E N T C O N R A C T O R
:ontra Costa County is surveying the number of independent contractors it
toes business with and measures its affirmative action progress with
:adependent contractors. Please answar all questions by placing an "X" in
he appropriate box. This information will be kept separate and
:onfidential.
�. ARE YOU: B. ARE YOU:
1. White 1. Male
2. Black 2. Female
3. Hispanic
4. Asian C. ARE YOU OVER 40 YEARS OLD?
5. Filipino 1. Yes
6. American Indian 2. No
7. Pacific Islander
D. Date of Birth:
Month Day Year
Only one box may be marked. Persons of mixed races should classify
according to the race/ethnic group with which they identify.
Definitions are on the reverse side of this questionnaire.
Independent Contractor's Signature Date:
.Received and Accepted By:
Department Head/Authorized Designee
Return completed forms to: Personnel Department
651 Pine Street, 2nd Floor, Martinez, CA 94553
DEFINITibi4s
.White (Not of Hispanic origin) : All persons having origins in any of the
original peoples of Europe, North Africa, or the Middle East;
Black (not of Hispanic origin) : All persons having origins in any of the
Black racial groups of Africa;
Hispanic: All persons of Mexican" Puerto Rican, Cuban, Central or South
American, or other Spanish culture or origin, regardless of race;
Asian: All persons having origins in any of the original people of Japan,
Korea, the Far East, China, Southeast Asia, or the Indian Subcontinent;
Filipino: All persons of Filipino origin;
American Indian or Alaskan Native: All persons having origins in any of the
original peoples of North American, and who maintain cultural identification
through tribal affiliation or community recognition;
Pacific Islanders: All persons having origins in any of the original peoples
of the Pacific Islands, including Hawaii, Samoa, and Guam.
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Exhibit D
Contra Costa County
County Administrates office
Data Processing Services
Date: Tuesday, February 21, 1995
Subject: Contractor EthnicitylGender Reporting System Project Estimate
for Contra Costa County Personnel Department
By: Steve Dinning, Program Analyst
Requirements
Gender/Ethnicity Data Collection-capture contractor ethnicity,gender,contract period from/to dates,project
name and position,and date of birth.This information will be entered manually into the system using the
"Contractor Withholding Questionnaire"as an input document All county departments using contractors will be
required to submit a questionnaire when engaging a new contractor or renewing the contract of an old one.
Mainframe Contractor Payments Extract Program-After each month's Payroll,a mainframe program will extract
the dollars paid to each contractor.These will be updated in the Ethnicity/Gender database.The program will
extract current and year-to-date amounts to be stored as the contract's current dollar status.
EthnicitylGender Report-print a summary report that counts gender and ethnicity by department with
county-wide grand totals and calculates percentages.
Unknown Contractor Exception Report-print a list of contractor names and numbers in Payroll class 8893 for
whom no demographic master record exists in the database.
System Description
The Contractor EthnicitylGender Reporting System reports statistics about independent contractors lured by
various county departments.These statistics relate to gender and ethnic group.The statistical data(gender,ethnic
group,and contract value)are gathered by the hiring department on a questionnaire As contractors are paid,their
payroll grosses are downloaded after each month's Payroll process.
Reports from the system can be printed when desired.They will probably be printed after the latest Payroll
information is loaded and the unknown contractors are resolved.
Conversion
The initial data will be entered from questionnaires returned from an initial survey. Afterwards,questionnaires will
be returned by the departments whenever a new contractor is hired.
Application Description
The application will be written in Microsoft Access which requires Windows and a PC with at least 8 Mg for
adequate performance.The application will be divided into two databases:one for the data;and one for the
program forms,reports,and logic.This separation allows the program to be updated without affecting the data.
The program and data should be kept on the PRI Server if possible.
WPROJECTSCLASSMETHNOLEST Page 1 of 1
PHYSICIAN CONTRACT EMPLOYEE
ANALYSIS
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225 PHYSICAL THERAPY D F
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TRANSCRIPTION
865 - MD-OTOLARY. -L M
HOSPIT�4L CLINIC CONTRA CTEMPL0TEE ANAL ISIS
February 28, 1995
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