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HomeMy WebLinkAboutMINUTES - 07111995 - SD2 i Contra TO: BOARD OF SUPERVISORS Costa FROM: Val Alexeeff, Director County Growth Management and Economic Development Agency DATE: July 11, 1995 SUBJECT: Report from County Telecommuting Committee SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION RECOMMENDATIONS 1. Accept the report on the County's Pilot Telecommuting Program (Exhibit A), including the following recommendations: a. Authorize department heads to offer telecommuting to their employees pursuant to the Telecommuting Policy and Procedures (Exhibit B); b. Request the Director of Human Resources to maintain and update the Telecommuting Policy and Procedures and to inform new employees about this policy; C. Request department heads to develop their own internal procedures for implementing the County Telecommuting Policy and Procedures; d. Request the Training Institute to offer training for prospective telecommuters and their supervisors 2 or more times per year; e. Request the Director of Data Processing Services to provide technical assistance to departments on equipment for telecommuting; f. Request the Director of Community Development to administer existing grants for telecommuting,to seek new grants,and to provide information to departments concerning the Pilot Telecommuting Program. CONTINUED ON ATTACHMENT: X YES SIGNATURE:Val Alexeeff _ RECOMMENDATION_ OF COUNTY ADMINISTRATOR_ RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A UNANIMOUS (ABSENT TRUE AND CORRECT COPY OF AN AYES: NOES: ACTION TAKEN AND ENTERED ON THE ABSENT: ABSTAIN: MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN. Orig Dept: Community Development ATTESTED Contact: Ernest Vovakis, 646-2355 PHIL BATCHECOh, Q4ERK O cc: THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR BY , DEPUTY - c Report from County Telecommuting Committee July 11, 1995 Page 2 FISCAL IMPACT Departments may incur costs related to telecommuting for purchase of equipment,software and general office supplies; installation of phone lines; and monthly charges for business calls. Departments may also realize savings from increased productivity and worker retention as a result of telecommuting. Actual costs and benefits are dependent on the number of telecommuters and the extent of departmental support provided. BACKGROUND/REASONS FOR RECOMMENDATIONS Contra Costa County has completed a 2 1/2 year pilot telecommuting program. An evaluation of this program has been prepared by the Institute for the Study of Distributed Work (Exhibit A). The report found that telecommuting reduces stress and travel costs, increases productivity by 10 to 20%, and improves morale and worker retention. The consultant recommends that the County offer telecommuting on a permanent basis;that each department develop internal telecommuting procedures; that the Human Resources Department maintain and update the County Telecommuting Policy and Procedures (Exhibit B); that the Training Institute offer training for prospective telecommuters and their supervisors at least twice a year; and that Data Processing and Community Development provide support to the program. The County Telecommuting Committee met on June 8 and endorsed these recommendations. The pilot telecommuting program was initiated in 1992, following a request by the Board of Supervisors to review a similar program established by San Mateo County and to consider telecommuting in developing programs to comply with local trip reduction ordinances. In January 1992, the Board established the County Telecommuting Committee and charged it with developing guidelines for a telecommuting program. In June 1992, the County Telecommuting Committee recommended that the Board authorize a six-month telecommuting pilot program in accordance with policies and procedures developed by the Committee. These procedures call for an agreement between a telecommuter and his/her supervisor specifying the terms of telecommuting by the employee. Attendence at a half-day training session by both employee and supervisor is also required. In September 1992, the Board authorized the initiation of the pilot program. A training program was established at the County Training Institute and about 35 employees began telecommuting in November. Initially, no funds were available to support the program. An evaluation of the six-month pilot program in May 1993 indicated that participating employees were able to work effectively at home, productivity and employee morale increased, a reduction occurred in work trips and travel costs, family life benefitted, and participating supervisors were supportive of the program. The evaluation also identified some problems, including lack of equipment, co-worker resentment, shortage of staff in the office due to budget cuts, lack of management support, and increased telephone costs. As a result of this evaluation, adjustments were made to the program, and in June 1993, the Board approved a one-year extension of the pilot program in order to expand participation to more departments and to make use of grant funds. In July 1993,the County was awarded a $27,250 BAAQMD grant for software,telephone connections, personal computers, fax machines, modems and training costs. In February, 1994 a grant from the Contra Costa Transportation Authority of approximately $38,000 became available to support the telecommuting program. In June 1994, the Board of Supervisors approved an additional one-year extension of the pilot program. During the two and half year pilot program, 98 employees and 41 supervisors attended telecommuting training, and 85 employees representing 13 departments telecommuted during this period.