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HomeMy WebLinkAbout4.a. Review draft Position Paper to consider continuing District support to foster charitable contributions for the Employee Workplace Giving Campaign program where Central San pays the administrative fees; and authorize a transition to a single fiscal Page 1 of 4 Item 4.a. CENTRAL SAN BOARD OF DIRECTORS . , , . POSITION PAPER . , DRAFT MEETING DATE: OCTOBER 4, 2022 SUBJECT: REVIEW DRAFT POSITION PAPER TO CONSIDER CONTINUING DISTRICT SUPPORT TO FOSTER CHARITABLE CONTRIBUTIONS FOR THE EMPLOYEE WORKPLACE GIVING CAMPAIGN PROGRAM WHERE CENTRAL SAN PAYS THE ADMINISTRATIVE FEES; AND AUTHORIZE A TRANSITION TO A SINGLE FISCAL CHARITABLE VENDOR FOR THE FINANCIAL ADMINISTRATION OF THE PROGRAM SUBMITTED BY: INITIATING DEPARTMENT: EMILY BARNETT, COMMUNICATIONS AND ADMINISTRATION-COMM SVCS AND GOVERNMENT RELATIONS MANAGER INTERGOV REL REVIEWED BY: TEJI O'MALLEY HUMAN RESOURCES AND ORGANIZATIONAL DEVELOPMENT MANAGER PHILIPLEIBER, DIRECTOR OF FINANCE AND ADMINISTRATION ISSUE Board approval is necessary for Central San to pay the administrative fees required to manage the Employee Workplace Giving Program. A three-year pilot program has reached its mark. Continuing to support the program in the same manner is requested. BACKGROUND At the September 5, 2019 Board meeting, the Board approved a three-year pilot program that enabled the District to cover the administrative fees associated with the Employee Workplace Giving Campaign. This assured that 100% of employees' donations would go to the non-profits of their choosing. The goals of the program were to: 1. Remove administrative fees as a deterrent to employees giving to the community through the program 2. Increase overall employee participation in the workplace giving program 3. Provide greater public benefit to the communities Central San serves 4. Utilize this as a recruitment and retention tool to maintain employees who value a strong sense of purpose in their work life For reference, the attached table shows the results of the three-year pilot program compared to employee October 4, 2022 Regular ADM IN Committee Meeting Agenda Packet- Page 4 of 93 Page 2 of 4 giving before the pilot. The information highlights successful year-over-year increases in employee donations, which may be attributable to the financial support provided by the District to cover the administrative fees. By 2021, contributions were 41% higher than the baseline year of 2018 (year prior to Central San covering the administrative charge), suggesting that employees have seen the value of having their entire contributions go to the charities. Other changes during the pilot program During the pilot program, Creating Healthier Communities (CHC) significantly updated their donation pledging website from GivingMatters365 to their new and improved Purpose Platform. The site is more user-friendly and allows multiple ways to raise money during the Giving Campaign, including a separate section allowing retirees to contribute. Central San requested to forgo paying the $1,450 cost of using the site for the first two years because of its recent change to the District paying administrative fees during the pilot and to determine if employees were receptive to using the new site. With the pilot completed and after positive employee feedback on the Purpose Platform site, the District will need to pay to use the donation pledging site going forward. However, the new Purpose Platform site is included in the 15% of donations administrative charge when CHC is the sole fiscal agent vendor. This is an industry-standard amount as significant time is used verifying non-profits' eligibility and status to receive funds under federal regulations. Transitioning to CHC as our sole fiscal agent charitable vendor Central San would like to transition to CHC as the sole fiscal agent charitable vendor. Currently, two vendors handle the administration of donations based on which charities the employee chooses to give to. CHC has agreements with hundreds of non-profits and distributes those "in-network" gifts. However, if an employee elects to give to a non-profit not directly affiliated with CHC (the Donor's Choice Method), American's Best Local Charities reviews each charity to ensure they are legitimate and in good standing, then issues quarterly checks. If Central San transitions to a sole fiscal agent vendor, CHC will provide the same verification service but with monthly check distributions. Having one sole fiscal agent vendor for all charitable assessments and distributions makes it far easier for Central San staff to administer the employee workplace giving program and allows non-profits to receive their monies more quickly. ALTERNATIVES/CONSIDERATIONS The Board could elect not to continue to fund the administration fees related to Central San's Employee Workplace Giving Campaign program. FINANCIAL IMPACTS Approximately$5,000 in cost to the District. COMMITTEE RECOMMENDATION The Administration Committee reviewed this matter at its October 4, 2022 meeting and recommended RECOMMENDED BOARD ACTION Consider continuing District support to foster charitable contributions for the Employee Workplace Giving Campaign program where Central San pays the administrative fees; and authorize a transition to a single fiscal charitable vendor for the financial administration of the program. October 4, 2022 Regular ADMIN Committee Meeting Agenda Packet- Page 5 of 93 Page 3 of 4 Strategic Plan Tie-In GOAL ONE: Customer and Community Strategy 1—Deliver high-quality customer service, Strategy 3- Build neighborhood and industry relations GOAL THREE: Workforce Diversity and Development Strategy 2- Engage employees and conduct labor relations in a transparent, effective, and collaborative environment, Strategy 3- Retain skilled workers by investing in resources and opportunities for all employees to grow and thrive, Strategy 4- Foster a culture of diversity, equity, and inclusion GOAL FOUR: Governance and Fiscal Responsibility Strategy 2- Encourage and facilitate public participation ATTACHMENTS: 1. Table of Employee Workplace Giving Program Pilot Success October 4, 2022 Regular ADM IN Committee Meeting Agenda Packet- Page 6 of 93 Page 4 of 4 The table below shows the results of the three-year pilot program compared to employee giving before the pilot for reference. The information highlights successful year-over-year increases in employee donations. pr Total Giving by Total Giving by Employees During Employees Before P Pilot Program Pilot Program 2017 2018 2019 2020 2021 Total Giving $22,945 $23,194 $25,660 $30,001 $32,629 Dollar increase N/A $249 $2,466 $4,341 $2,628 by year Administrative $2,748 $3,005 - - - Fees Paid by Employees Administrative $3,849 $4,500 $4,894 Fees Paid by District October 4, 2022 Regular ADMIN Committee Meeting Agenda Packet- Page 7 of 93