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Home My WebLink About13. Receive report and hold a discussion re: COVID - The Future of Remote Working Page 1 of 6 Item 13. CENTRALSAN jdf A- hom CENTRAL CONTRA COSTA SANITARY DISTRICT April 7, 2022 TO: HONORABLE BOARD OF DIRECTORS FROM: EMILYBARNETT, COMMUNICATIONS & GOVERNMENT RELATIONS MANAGER PHILIP LEIBER, DIRECTOR OF FINANCE AND ADMINISTRATION REVIEWED BY: ROGER S. BAILEY, GENERAL MANAGER SUBJECT: RECEIVE REPORTAND HOLD DISCUSSION REGARDING COVID - THE FUTURE OF REMOTE WORKING Attached is a presentation addressing the topic of COVID/The Future of Remote Working for review and discussion. ATTACHMENTS: 1. Presentation April 7, 2022 Regular Board Meeting Agenda Packet- Page 137 of 194 Item 13. (Handout) Updated Presentation COVID / The Future of Remote Working Board Meeting April 7, 2022 1 DISCUSSION OUTLINE • COVID responses and current status • Alternatives and practices at other agencies 2 ' CENTPALS 2 1 WORK ARRANGEMENTS BEFORE COVID Flexible Work Schedules • 9/80, 4/10 schedules available with approval for Local 1, MS/CG members • 8 days on, 6 days off schedules for Plant Operators Occasional Off-Site Work • Training, conferences, incidental work from home for many employees, on occasion. • Off-site meetings with customers, politicians, vendors as required. Leave Provisions • Vacation, sick leave, holiday, administrative leave time 3 3 AT ONSET OF COVID March 2020 • Sent all employees home that could work remotely • Telework, hybrid and on-site work, depending on positions • Operations: Rotating schedules March—May 2020 • Plant: 1 week on/1 week off; • Plant Operations: variable; • CSO: 1 week on/2 weeks off • Employees not scheduled for work were given Administrative leave (fully paid their hourly rate even when not working) • Public facing functions (Permit Counter and HHW) were temporarily modified/suspended during initial onset and later for Omicron variant • Agency performance metrics defined by Strategic Plan continue to be monitored and reported quarterly • All employees received 100% of their salary, even when they did not work 100% of the hours No one lost their jobs 4 ` 4 2 OTHER ACTIONS TAKEN FOR HEALTH AND SAFETY • Physical/Tangible Responses • Supplied employees IT device/software for remote work • Hired Engineering firm to provide recommend and implement safety related improvements:Changed out HVAC system filters to higher MERV filtration,sanitation stations,barriers,social distancing throughout buildings,signage,etc. • Increased scheduled cleaning based on site population capacity • Closed physical interactions in public facing programs(HHW, Permit Counter)during surges/outbreaks • Other Benefits and Accommodations Provided by the District • Round 1 -Provided COVID administrative leave after federal leave expired and prior to State requirement • Round 2-When state COVID leave expired, District continued to provide for vaccination side effects • Mental Wellness services-added TalkSpace Online Therapy option for employees • Provided onsite testing for employees Lted booster shot clinic with County ided regular updates and reporting of the pandemic and impact to District to loyees ated and updated a COVID-19 Exposure Prevention Plan,including training and each,Q&As sessions ided notification and contact tracing for all employee exposures 5 I 5 PRESENTLY • Some staff(25-30%) are either hybrid (onsite from 1-4 days/week) or a very small number are fully remote (approximately 10 employees) • Board decision taken on March 17 to return to in-person Board meetings and workshops • Developing strategy for employee "return to office" • Assessing what subsequent"return to normal" looks like IL6 ` 6 3 TELEWORKING STATUS AND PRACTICES AT OTHER AGENCIES Allowing teleworking Oro Loma,CV San,ACWD,DSRSD,CCWD,Delta Diablo,Zone 7 Water, Napa San, for remote workers EBMUD,Silicon Valley Clean Water,Santa Clara Valley Water District, West Bay during pandemic Marin Water,Novato San,Fairfield-Suisun Sanitary District,SFPUC, Sanitation City of Concord,City of Pleasant Hill,City of Walnut Creek,City of Martinez, District Town of Lafayette,City of San Ramon,Town of Danville,Contra Costa County Policies in progress or All of the above except CV San(still undetermined)and Delta Diablo(no) Delta Diablo, adopted for Hybrid/ Napa San, or other Provision for Options include: West Bay Teleworking Policy under development(7) Sanitation • No formal schedule,just flexibility(1) District Case by case approval of schedules(3) • Onsite 2 of 5 days(2) • Mondays and Fridays scheduled telework days(1) • Up to 20 hours per week,beyond that requires GM approval(1) Onsite 3 of 5 days/Onsite 6 of 10 days(4) Extra Compensation for Santa Clara Valley Water District($1,000 one-time payment in January All others On-Site Employees 2022) AWL 7 TELEWORK: ADVANTAGES AND DISADVANTAGES Advantages Disadvantages • Productivity • Productivity/customer service • Work-Life Balance • Perceptions • Flexibility for employees • One Size Fits All vs. Discretion • Part of a package of • Potential inability to adjust course attractive benefits useful for • Mentoring/reduction in learning recruitment and retention • Isolation by professionals/emotional • Alignment with peer agencies disengagement • Environmentally beneficial • Reduced collaboration between team • Safety • Security concerns s ' 8 4 RANGE OF TELEWORKING ALTERNATIVES To Be Current Position Position Z Teleworking No explicit Limited Telework Sizable Full-Time Explicitly Telework Program Numbers Remote Prohibited provision, Working Working Incidentally Remotely, Encouraged Occurring ^ No Formal Or Required Teleworking Program Potential Parameters: Minimum to Maximum • #of Allowable days(such as 10 per year, 2 per month, 1 per week,2 per week) • Duration(pilot program vs.established) • Privilege vs.Right • Supervisor discretion vs.Agencywide parameters • Monitoring/accountability for work • Positions eligible • Standard expectations for telework environment 9 ` 9 OPTIONS 1. Continue current arrangements 2. Return to Pre-Covid arrangements 3. Provide for limited teleworking (delegate to General Manager for details) • Provide for interim/pilot arrangement • Flexibility by group with some agency-wide parameters • Develop long-term policy 4. Other io ' 10 5 Discussion 11 6