Loading...
HomeMy WebLinkAbout3.a. Consider staff proposal for support in fostering additional contributions for Central San Employee workplace giving program Page 1 of 4 Item 3.a. CENTRAL SAN Y-109-ITMEN ME August 20, 2019 TO: ADMINISTRATION COMMITTEE FROM: EMILYBARNETT, COMMUNICATIONS AND INTERGOVERNMENTAL RELATIONS MANAGER TEJI O'MALLEY HUMAN RESOURCES MANAGER REVIEWED BY: PHILIPLEIBER, DIRECTOR OF FINANCE AND ADMINISTRATION ANN SASAKI, DEPUTY GENERAL MANAGER ROGER BAILEY, GENERAL MANAGER SUBJECT: CONSIDER STAFF PROPOSAL FOR SUPPORT IN FOSTERING ADDITIONAL CONTRIBUTIONS FOR CENTRAL SAN'S EMPLOYEE WORKPLACE GIVING PROGRAM, REFLECTING THE COMMITTEE'S INPUT FROM THE JUNE 4, 2019 MEETING Please see the attached memo to be discussed at the Committee meeting. Strategic Plan Tie-In GOAL ONE: Provide Exceptional Customer Service Strategy 1 - Build external customer relationships and awareness GOAL FOUR: Develop and retain a highly trained and innovative workforce Strategy 1 - Ensure adequate staffing and training to meet current and future operational levels ATTACHMENTS: 1. Memo August 20, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 3 of 52 Page 2 of 4 .,efACENTRAL SAN CENTRAL CONTRA COSTA SANITARY DISTRICT August 20, 2019 TO: ROGER S. BAILEY, GENERAL MANAGER VIA: EMILY BARNETT, COMMUNICATION AND INTERGOVERNMENTAL RELATIONS MANAGER FROM: TEJI O'MALLEY, HUMAN RESOURCES MANAGER SUBJECT: SUPPORT TO FOSTER ADDITIONAL CONTRIBUTIONS FOR CENTRAL SANS EMPLOYEE CHARITABLE GIVING PROGRAM At the June 4, 2019 Administration Committee meeting, staff was asked to gather additional information to discuss how the proposed request provides a linkage to Central San's goals. The Committee also requested that staff collect information on the best practices of other agencies in this matter. As mentioned in the June 4, 2019 memorandum, Central San employees generously donate money out of their paychecks to support non-profits, many of which support the communities we serve. The District has always been supportive of this effort, as it has recognized the benefit of helping employees live Central San's values of fostering excellent community relationships, valuing customers, and living the principles of being kind and friendly. Central San is always evaluating best practices to optimize the programs and services it offers to customers and employees. There is a potential opportunity to help increase charitable giving dollars donated by employees, which in recent years has remained relatively stagnant. This change could offer a win-win-win opportunity for customers, community non-profit organizations, and employees while helping further elevate Central San as a prominent community partner. Program Administration Fees Have Proven a Deterrent to Giving Employees have vocalized that the number one deterrent to donating, or donating additional dollars, is that a percentage of their donation is used for administration fees for the program. The administration fees paid to the umbrella organization, Community Health Charities, average 12.5% of the donated amounts. On average, for every dollar that an employee contributes, only 87 cents goes to the charity of their choice. The amount paid in administrative fees to the vendor is in line with the costs of other vendors, roughly 3-15% (12.5% average) depending on the receiving charity. August 20, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 4 of 52 Page 3 of 4 SUPPORT TO FOSTER ADDITIONAL CONTRIBUTIONS FOR CENTRAL SANS EMPLOYEE CHARITABLE GIVING PROGRAM August 20, 2019 Page 2 How Might Central San Help One way of increasing employee donations would be for the District to cover the cost of the administration fees. Should Central San elect to cover the administrative fees associated with the program to increase charitable giving, the following table projects the associated costs. Based on the 2018 employee workplace giving program, the total amount of donations made by employees was $23,194. For example, if Central San had covered the 2018 Giving Campaign administrative fees, the total cost to the District would have been approximately $3,005. 2017 Actual 20181 • - • 0%increose in givingfrom 0 : Total $22,945 $23,194 $25,513 Average 12% 13% 13% Administrative ' 11 • Projected • • ' Central San Linkages to Central San When this item was first discussed with the Committee, staff was asked to provide additional information on how this proposal provides a linkage to Central San's goals. It is within Central San's mission, vision, and goals to provide greater public benefit through employee involvement through volunteerism and giving to charitable organizations that benefit the communities and customers we serve. Many of the non- profits that receive charitable donations from employees provide direct benefits to Central San customers. Covering administration fees also has strong linkages to Central San's FY 2018-20 Strategic Plan, Goal Four— Recruit, Develop, and Retain a Highly Trained and Safe Workforce as Central San would utilize this as a recruitment and retention tool to maintain employees that value a strong purpose from their work life. Additionally, there is a clear linkage with Goal One — Provide Exceptional Customer Service and Maintain an Excellent Reputation in the Community. Annually, Central San invites selected local non-profits to make presentations to employees to share their work locally and encourage giving to their worthy causes. The presentations are followed up by an open house venue where these non-profits engage in discussions with employees. August 20, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 5 of 52 Page 4 of 4 SUPPORT TO FOSTER ADDITIONAL CONTRIBUTIONS FOR CENTRAL SANS EMPLOYEE CHARITABLE GIVING PROGRAM August 20, 2019 Page 3 Local non-profits are not only customers but key influencers in the community. As the District has seen with the success of the Central San Academy, high engagement with customers and the ability to share Central San's story in a myriad of ways, is key to a long-term understanding about Central San's work, and builds trust with the communities it serves. Supporting local non-profits is also supported by Central San's values. The opportunity to increase funding to local non-profits only adds to showcasing these values to the communities we serve. The most applicable Central San value linkages include: • People — Value customers and employees • Community— Foster excellent community relationships • Community— Be open, transparent, and accessible • Community — Build partnerships • Principles — Be fair, kind, and friendly Other Agencies Considering Covering Fees At the June 4, 2019 meeting the committee also requested information on what other agencies may be doing in this respect. The Port of Oakland recently transitioned to having the organization pay for administration fees. The Port's Social Responsibility Director found, similar to feedback from Central San employees, that administration fees were the main deterrent to employee giving. When implemented, the program saw an increase in overall dollars raised and an increase in employee participation. They will be continuing the program based on positive results. At a recent 2019 Best Practices Seminar for Giving Campaigns training session for local agencies, several agencies indicated that they were working through the process to assess and cover administration fees. The following agencies/municipalities stated that they were considering or implementing this effort: East Bay Municipal Utilities District, City of Richmond, and the City and County of San Francisco. Further discussion from the charitable administrator Community Health Charities, used by all these agencies, including Central San, has stated that covering administration fees is the new trend by organizations. They anticipate more agencies across the state and country to make the transition in the upcoming year. Recommended Action To increase overall employee participation, and total giving in the employee charitable giving program it is recommended Central San implement a three-year pilot program to cover the administration fees associated with the program. This action allows employees the flexibility to give 100% of their total giving to any non-profit of their choosing. The pilot program will provide increased opportunity for the communities served by Central San to benefit from employee generosity and further elevate Central San as a prominent community partner. August 20, 2019 Regular ADMIN Committee Meeting Agenda Packet- Page 6 of 52