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Home My WebLink About03.d. Review draft Position Paper to adopt new administrative polilcy No. AP 113-Employee Participation on Specified Internal CommitteesPage 1 of 5 Item 3.d. CDr EENI RAL SAN BOARD OF •' �J POSITION PAPER CENTRAL CONTRA COSTA SANITARY DISTRICT � � • MEETING DATE: NOVEMBER 5, 2024 SUBJECT: REVIEW DRAFT POSITION PAPER TO ADOPT NEW ADMINISTRATIVE POLICY NO. AP 113— EMPLOYEE PARTICIPATION ON SPECI FI ED INTERNAL COMMITTEES SUBMITTED BY: INITIATING DEPARTMENT: TEJ I O'MALLEY, HUMAN RESOURCES AND DEPUTY GENERAL MANAGER ORGANIZATIONAL DEVELOPMENT MANAGER PHILIPLEIBER, DEPUTYGM- ADMINISTRATION REVIEWED BY: ROGER S. BAILEY, GENERAL MANAGER ISSUE The General Manager currently has authority to grant administrative leave, per Section 14 of BP 037 Delegation ofAuthority to General Manager.- 14. Other Personnel Actions The General Manager is authorized to take the following actions without Board approval: c. Employee Recognition. Grant administrative leave for employee recognition purposes, such as for safety awards or similar special recognitions for undertaking Central San responsibilities outside of the employee's existing job function. The granting of such leave will be evaluated by the General Manager on a case -by -case basis. The proposed AP would specify the parameters around use of this authority for granting administrative leave for staff which serve on and complete specified work for the Central San Safety Committee and the Diversity, Equity and I nclusion (DE 1) Committee. APs do not require approval of the Board of Directors, but this AP is provided for awareness and feedback (if any). BACKGROUND Central San has several cross functional committees in place to conduct important work that spans numerous internal divisions and departments. Two such committees are the Safety Committee and the D E I Committee (currentlytransitioning from the predecessor D E I Task Force). November 5, 2024 Regular ADM IN Committee Meeting Agenda Packet - Page 48 of 63 Page 2 of 5 I n order to: (1) recognize the value of employee contributions to goals of these committees; (2) incentivize the participation of employees on these committee; (3) facilitate the completion of high value deliverables produced by employees on these committees; Management has developed the attached procedure which would allow for the award by the General Manager of specified amounts of administrative leave for employees participating on and producing agreed up deliverables. The procedure has been developed with input from the Manager group to provide for appropriate parameters and controls, to ensure various goals including: (1) alignment with internal committee objectives; (2) completion of normal work unit work; (3) agreement in advance on the Committee workplan and deliverables; (4) General Manager review and approval of proposed award amounts in advance of goals being set, and upon award. ALTERNATIVES/CONSIDERATIONS The Board of Directors may provide feedback leading to changes in the proposed Administrative Procedure. FINANCIAL IMPACTS There are no direct incremental costs associated with adopting the proposed administrative procedure. Staff time does have a cost, but there is not expected to be additional costs associated with the granting of specified amounts of administrative leave in recognition of work performed by the staff on the committees. Two potential cost impacts, not expected to be material are: 1. The incurrence of overtime to cover work for staff who are granted and take administrative leave. This would be mitigated by the supervisor/manager who authorizes the leave at times where workload would not require this. 2. Conversely, the use of staff to complete specified deliverables which might otherwise be assigned to outside parties such as consultants could avoid the incurrence of those costs. COMMITTEE RECOMMENDATION The Administration Committee reviewed the proposed new procedure at its November 5, 2024 meeting and recommend RECOMMENDED BOARD ACTION Adopt new Administrative Policy No. AP 113— Employee Participation on Specified Internal Committees GOAL THREE: Workforce Diversity and Development Strategy 3 - Retain skilled workers by investing in resources and opportunities for all employees to grow and thrive GOAL SEVEN: Innovation and Agility Strategy 3 - Be adaptable, resilient and responsive ATTACHMENTS: 1. AP 113 Employee Participation on Specified Internal Committees November 5, 2024 Regular ADM IN Committee Meeting Agenda Packet - Page 49 of 63 Page 3 of 5 Number: AP 113 Authority: General Manager Effective: January 1, 2025 Revised: Reviewed: Initiating Dept/Div: Administration Date Signed: Teji O'Malley, Manager of Human Resources and Organizational Development Philip Leiber, Deputy General Manager of Administration Roger S. Bailey, General Manager ADMINISTRATIVE PROCEDURE EMPLOYEE PARTICIPATION ON SPECIFIED INTERNAL COMMITTEES 1. PURPOSE Central Contra Costa Sanitary District's (Central San's) maintains several internal committees to address important agency -wide concerns. Effective employee participation on these committees is necessary to advance the goals of the committees. This procedure addresses matters to support and encourage such participation. 2. SCOPE This administrative procedure shall apply to employee participation on specified committees identified by the General Manager including but not limited to: Districtwide Safety Committee and the Diversity Equity & Inclusion Committee. The General Manager may designate other District committees as eligible for coverage under this Administrative Procedure. 3. BACKGROUND The Districtwide Safety Committee and the Diversity Equity & Inclusion Committee (the successor to the DEI Task Force) ("the Committees") are committees established by Central San management to advance important priorities of the District, and have charters governing their purpose, operation, governance, and membership. Members of each such committee are approved by Management. November 5, 2024 Regular ADMIN Committee Meeting Agenda Packet - Page 50 of 63 Page 4 of 5 Number: AP 113 EMPLOYEE PARTICIPATION ON SPECIFIED INTERNAL COMMITTEES Page 2 of 3 4. COMMITTEE PARTICIPATION To facilitate the participation on the Committees, to ensure their effective operation and completion of specified deliverables, the General Manager may authorize the award of administrative leave time for participation in Committee consistent with the following: A. Leadership and Participation Employees appointed to Committees shall be eligible for the award of administrative leave recommended by the Committee Chair, and approved by the General Manager consistent with the following guidelines: Chair role: Up to 16 hours annually. Member roles: Up to 8 hours annually. The Committee Chair shall provide a recommendation to the General Manager of recommended leave consistent with the above awards when the employee participant has served and: • Attended at least 90% of scheduled meetings. • Actively participated in Committee business. B. Completion of Specified Assignments The Committee Chair shall, at the beginning of each fiscal year, submit a list of key deliverables to be completed by the Committee to the General Manager. The Committee Leader shall develop a workplan for the completion of deliverables by Committee members and determine the weight of each deliverable (small, mid -size, and major). Committee members shall be eligible for a recommendation of an additional award of administrative leave time by the Committee Chair for the successful completion of assigned key deliverables, subject to approval by the General Manager consistent with the following guidelines: • Smaller deliverables: Up to 8 hours. • Mid -sized deliverables: Up to 16 hours. • Major deliverables: Up to 24 hours. Awards will not exceed 40 hours per year in total, for categories A and B above, and regardless of the number of committees on which someone serves. Managers of the assigned employees shall be consulted prior to and during committee assignments to ensure impacts to daily assigned work are minimized. November 5, 2024 Regular ADMIN Committee Meeting Agenda Packet - Page 51 of 63 Page 5 of 5 Number: AP 113 EMPLOYEE PARTICIPATION ON SPECIFIED INTERNAL COMMITTEES Page 3 of 3 5. AWARD PROCESS After the completion of the fiscal year, proposals for award of administrative leave shall be provided to the General Manager. The proposed award amounts are to be discussed and reviewed by the Executive Team in July or as soon as feasible thereafter, to result in final specified award amounts. 6. PERIODIC PROCEDURE REVIEW This Administrative Procedure shall be reviewed periodically and revised as needed to ensure it accurately reflect changes in Central San's operations, laws/regulations, personnel and objectives. Consistent with all Central San's Administrative Procedures, any changes must be authorized by the General Manager prior to taking effect. (Original Retained by the Secretary of the District November 5, 2024 Regular ADMIN Committee Meeting Agenda Packet - Page 52 of 63