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HomeMy Public PortalAbout07 July 09, 2003 Executive,L1 -1O1 RIVERSIDE COUNTY TRANSPORTA TION COMMISSION EXECUTIVE COMMITTEE (COMMISSIONERS CHRIS BUYDOS, BOB BUSTER, DICK KELLY, ROBIN LOWE, RON ROBERTS, JOHN TAVAGLIONE, JIM VENABLE, FRANK WEST, ROY WILSON) 8:00 a.m. Wednesday, July 9, 2003 County of Riverside Administrative Center Conference Room "A" 4080 Lemon Street, 3'd Floor, Riverside In compliance with the Americans with Disabilities Act and Government Code Section 54954.2, if you need special assistance to participate in an Executive Committee meeting, please contact the Clerk of the Commission at (909) 787-7141. Notification of at least 48 hours prior to meeting will assist staff in assuring that reasonable arrangements can be made to provide accessibility at the meeting. 1. CALL TO ORDER 2. PUBLIC COMMENTS 3. APPROVAL OF MINUTES 4. FLEX REIMBURSEMENT AMENDMENT Overview This item is to approve a procedural change to the rules of the Flex Reimbursement Plan to have employees submit their claims expended within the fiscal year no lather than the end of the fiscal year. 5. FY 2003-04 PERFORMANCE RATES AND SALARY ADJUSTMENT PROPOSAL Overview This item is to inform the Executive Committee of the revenues available for employees' performance increases and to discuss and/or take action on salary adjustment. 6. CLOSED SESSION ITEM Conference with Legal Counsel — Anticipated Litigation Pursuant to Section 54956.9(b) Significant exposure to litigation to subdivision (b) Number of Potential Cases: 1 7. ADJOURNMENT l�-3fo.2� AGENDA ITEM NO. 4 RIVERSIDE COUNTY TRANSPORTA TION COMMISSION EXECUTIVE COMMITTEE April 9, 2003 Minutes 1. CALL TO ORDER Chairman John Tavaglione called the meeting to order at 8:34 a.m., on Wednesday, April 9, 2003, at the Riverside County Transportation Commission's Conference Room "A", 4080 Lemon Street, 3`d Floor, Riverside, California 92501. Executive Committee Members Present: Bob Buster Dick Kelly Robin Lowe Ron Roberts John Tavaglione Jim Venable Chris Buydos Frank West Roy Wilson 2. PUBLIC COMMENTS There were no public comments. 3. APPROVAL OF MINUTES M/S/C (Wilson/Kelly) to approve the minutes of the April 9, 2003 meeting. 4. CONSULTANT SUPPORT FOR CAPITAL PROGRAM DELIVERY Hideo Sugita, Deputy Executive Director, provided the background information as to how Bechtel Infrastructure came to be in contract and the scope of services that they provide to the Commission prior to the passage of Measure "A" in 1988 to the present. He noted that their contract is on an annual basis with a 30 -day cancelable clause. Staff conducted a survey of various transportation agencies to determine what they have done with respect to initial selection of capital program management services and if they have changed consultants since their original selection. Paul Blackwelder stated that the survey revealed that there were only two Self Help Counties who changed their program management consultants in mid stream (Fresno County and Alameda County Transportation Authority). Fresno changed from Caltrans to Bechtel, and Alameda had changed twice because of some issues. Hideo Sugita continued and said that the Commission has had and continues to have a good working relationship with Bechtel staff with no significant issues or problems. He expressed that it is unnecessary to go out to bid for capital program management services at this time because it would disrupt the Commission's capital projects. By having the 30 -day quit clause would provide the Commission a means to address any issues that may arise. Commissioner Jim Venable expressed that it would be good business practice for local agencies to go out to bid from time to time. By doing so provides the Commission the ability to determine if the rates being charged is in line and it would not give the Consultant the assumption that they have the sole contract with the Commission, especially since Measure "A" is being extended to year 2038. Commissioner Bob Buster agreed that it is in the best interest of the Commission to go out to bid from time to time. Commissioner Robin Lowe agreed with staff proposal and noted that the Commission has not experienced any problems with Bechtel. There are a number of projects that are currently underway and having to go out to bid would delay these projects. Commissioners Chris Buydos and Frank West indicated that since there apparently are no problems, they did not see a reason to change at this time. M/S/C (Lowe/West) to approve a contract with Bechtel for FY 03-04 and direct staff to prepare a memorandum detailing the basis for retaining Bechtel for the file. Nay — Venable, Buster 5. ADJOURNMENT There having no other items to be considered by the Executive Committee, Chairman Roberts adjourned the meeting at 8:57 a.m. Respectfully submitted, Clerk of the Commission AGENDA ITEM NO. 5 RIVERSIDE COUNTY TRANSPORTATION COMMISSION DATE: July 9, 2003 TO: Executive Committee FROM: Naty Kopenhaver, Director of Administrative Services Ivan Chand, Chief Financial Officer THROUGH Eric Haley, Executive Director SUBJECT: Flex Reimbursement Amendment STAFF RECOMMENDATION: That the Executive Committee approve a procedural change to the rules of the Flex Reimbursement Plan to have employees submit their claims for reimbursements no later than the end of the fiscal year. BACKGROUND INFORMATION: The Executive Committee oversees staff functions and approves staff positions, job descriptions and salaries. The Executive Committee also oversees the employee benefits. One of the benefits available to the employees is the Flex Reimbursement Plan. This plan gives the employee the option of using tax free dollars for certain incidental medical expenses and for child care costs. Under the current plan, employees have 30 days after the end of the plan year to submit their claim for reimbursement. The plan year coincides with the fiscal year and the current language takes the claims into the new fiscal year. Staff is proposing an amendment to allow Finance staff to process claims prior to the end of the fiscal year and close the accounts at the end of the fiscal year. Therefore, staff is recommending Executive Committee approval to amend the Flex Reimbursement Plan to require participating employees to submit their claims through the end of the plan year, no later than the end of the fiscal year. This amendment will have no fiscal impact. AGENDA ITEM NO. 6 RIVERSIDE COUNTY TRANSPORTATION COMMISSION DATE: July 9, 2003 TO: Executive Committee FROM: Eric Haley, Executive Director Naty Kopenhaver, Director of Administrative Services SUBJECT: FY 2003-04 Performance Rates and Salary Adjustment Proposal STAFF RECOMMENDATION: That the Executive Committee: 1) Receive the information on FY 2003-04 Performance Rates; and, 2) Approve a 1.5% cost -of -living increase effective January 1, 2004. BACKGROUND INFORMATION: The Executive Committee oversees staff functions and approves staff positions, job descriptions and salaries. Approximately five years ago, the Committee approved a change in the process for granting salary increases to employees from a merit system to a performance based system. Prior to the change to performance based system, all employees were granted a 5% salary increase, which is the next step of their salary range, for satisfactory performance. In addition, the Committee determined that a salary survey of classifications with comparable agencies be performed every two years. However, through the Committee's action last year, the survey may be performed every three years rather than two years by requesting a letter from the Consultant to provide the Commission with information whether the salaries of our positions are still comparable with other agencies. The conditions reviewed by the Consultant are further explained in the latter part of this memorandum. Performance Rate Increases Performance appraisals of employees are performed annually wherein performance expectations and goals are discussed serving as a blueprint for future performance. The change in granting salary increases based on performance has served the agency very well. The current system provides review of past employee performance, assess the need for training, and defining jobs and future goals. It also provides for self assessment by the employees. The amount of revenues set aside for performance -based increases are based on a combination of: 1. Employee Performance 2. Budget Dollars Available 3. Salary In Relation to Market Over the years, the performance increases ranged from 0% to 7%. This year, the revenue available for employees' performance increases is 4%. Thus, the percentage available for salary increases is from 0% to 4%. Guidelines for this fiscal year for calculating pay increase based on employee's performance rating are as follows: 4% - Far Exceeds Expectations 3% Exceeds Expectations 2% Average, Meets Expectations -0%.. Below Expectations, Needs Improvement 0% - Unsatisfactory — Mandatory Improvement Program The guidelines are for providing salary increases for each performance rating and supervisors are encouraged to use the guidelines in their appraisal of employees' performance. Note that there is no pay increase for employees performing below expectations. Before the beginning of a fiscal year, the percentage granted for salary increases is reviewed and adjusted based on revenues and economic circumstances. For this fiscal year, it is estimated that the performance percentage average will be 3%. This amount is included in the budget approved by the Commission. Salary Adjustment Proposal With regards to salaries in relation to the current market, the Executive Committee approved to survey market salaries every three years. Accordingly, a salary survey is scheduled next year. In the interest of controlling future professional service costs to perform a salary survey, the Committee approved the Consultant's recommendation that a survey be performed every three years and that only a general pay structure adjustment be considered, given economic and market conditions, during the next several years. To do this, the Committee can request a letter from the Consultant as to the amount of the adjustment given review of the Employment Cost Index, Consumer Price Index, Employers Group pay structure adjustment trends, similar statistics. As a follow-up to the Committee's actions, staff will request Barry Newton for a letter the end of this year or beginning of next year. Staff will present the letter to the Committee when it is completed by the Consultant. It is important to note that by foregoing a classification and salary survey is savings of up to $10,000 to RCTC. The last survey performed was prior to the passage of Measure "A" and, at that time, the classifications were in line with comparable agencies. As the Commissioners are aware, the responsibilities of the Commission and staff have noticeably increased since then and there is a need for the Commission to remain competitive in order to retain its current excellent staff. The proposed 1.5% increase will meet the Measure "A" 1% requirement for salaries and benefits and does not require a budget amendment. nk