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HomeMy Public PortalAbout09 September 8, 2004 ExecutiveRIVERSIDE COUNTY TRANSPORTA TION COMMISSION EXECUTIVE COMMITTEE AGENDA PACKET Wednesday, September 8, 2004 Please note that the meeting will start at 8:30 a.m. Breakfast is available at 8:15 a.m. If3c5, RIVERSIDE COUNTY TRANSPORTA TION COMMISSION EXECUTIVE COMMITTEE (COMMISSIONERS MARION ASHLEY, CHRIS BUYDOS, BOB BUSTER, TERRY HENDERSON, ROBIN LOWE, RON ROBERTS, JOHN TAVAGLIONE, JIM VENABLE, FRANK WEST, ROY WILSON) 8:30 A.M. Wednesday, September 8, 2004 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 549542, 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. RESOLUTION NO. 04-017, "RESOLUTION OF THE RIVERSIDE COUNTY TRANSPORTATION COMMISSION ADOPTING AMENDMENT TO THE PERSONNEL RULES AND REGULATIONS" Overview Revisions to the Personnel Rules to define and clarify work requirements in order to meet the needs of the agency's office operations are submitted to the Executive Committee for approval. 5. ADJOURNMENT The next meeting is scheduled to be held at 8:30 a.m., Wednesday, October 13, 2004, RCTC Conference Room "A", 4080 Lemon Street, 3`d Floor Conference Room, Riverside. AGENDA ITEM 3 Minutes RIVERSIDE COUNTY TRANSPORTA TION COMMISSION EXECUTIVE COMMITTEE July 14, 2004 Minutes 1. CALL TO ORDER Chairman Roy Wilson called the meeting to order at 8:31 a.m., on Wednesday, July 14, 2004, at the Riverside County Transportation Commission's Conference Room "A", 4080 Lemon Street, 3`d Floor, Riverside, California 92501. Members Present: Marion Ashley Bob Buster Chris Buydos Terry Henderson Robin Lowe 2. PUBLIC COMMENTS There were no public comments. 3. APPROVAL OF MINUTES Ron Roberts John Tavaglione Jim Venable Frank West Roy Wilson M/S/C (Tavaglione/Henderson) to approve the minutes of the June 9, 2004 meeting as submitted. 4. QUORUM REQUIREMENTS Naty Kopenhaver, Director of Administrative Services, briefed the Commissioners on the quorum problems experienced at the Committee level. This item was placed on the Executive Committee's agenda to get direction and discuss the possibility of lowering the quorum requirements as well as the ability for the Commission's committees to convene as a "Committee of the Whole" when a quorum is not achieved. Steve DeBaun, Legal Counsel, stated that the Commission's Administrative Code does not currently have a provision to call a meeting of a "Committee of the Whole" on those times when a standing committee does not have a quorum present. Convening a "Committee of the Whole" is a procedural devise to review and discuss items on the agenda when the quorum requirement is not met rather than canceling the meeting. Executive Committee Minutes July 14, 2004 Page 2 Commissioner Bob Buster said that it is a problem if members of the Committee do not attend the scheduled Committee meetings. He said that they should be notified and be made aware of the importance of the Committee's role in approving the variety of transportation items around the County. Commissioner Terry Henderson, in reviewing the Budget/Implementation Committee meeting schedule, reflected that non attendance may be due to the schedule. The Committee meets mid -afternoon and typically adjourns and Committee members travel back to their respective cities during peak hours. She suggested that an earlier meeting time may improve attendance. Commissioner Robin Lowe agreed and stated that the quorum requirements should not be changed. After discussion on the quorum requirements and the Committee schedules, it was determined to change the Budget/Implementation Committee meeting schedule to 10 a.m. and for the Chair to send a memorandum to Commissioners encouraging their participation at the Committee level. Legal Counsel was directed to prepare the ordinance revising the Administrative Code to provide Committees to convene a meeting of the "Committee of the Whole" when a quorum is not present, to change in the Budget/Implementation Committee meeting schedule, and for this item to be on the Commission's September agenda. 5. CLOSED SESSION A. Conference with Labor Negotiator Pursuant to Section 54957.6. Title of Agency Negotiator: Chairman/Vice Chairman Title of Employee: Executive Director There were no announcements. 6. ADJOURNMENT There being no other items to be considered, the meeting was adjourned at 8:57 a.m. Respectfully submitted, Naty Kopenhaver Clerk of the Board AGENDA ITEM 4 RIVERSIDE COUNTY TRANSPORTA TION COMMISSION DATE: September 8, 2004 TO: Executive Committee FROM: Naty Kopenhaver, Director of Administrative Services THROUGH: Eric Haley, Executive Director SUBJECT: Resolution No. 04-017, "Resolution of the Riverside County Transportation Commission Adopting Amendment to Personnel Rules and Regulations" STAFF RECOMMENDATION: That the Executive Committee adopt Resolution No. 04-017, "Resolution of the Riverside County Transportation Commission Adopting Amendment to Personnel Rules and Regulations". BACKGROUND INFORMATION: An annual review of the Commission's personnel rules indicates that there is a need to provide a definition of work hours, meal periods, and discretionary breaks. Also, there are provisions that no longer apply as a result of the revisions and there are changes to the list of exempt positions. The proposed amendment submitted for approval includes provisions to address work rules as well as update to the list of exempt positions. Staff is proposing that the Executive Committee approve the revisions to the Personnel Rules, effective immediately. The proposed revisions and additions are as follows: "Section 3. 14 Hours of Work Rest -Period mod It is the Commission's objective to provide necessary hours to perform its responsibilities and meet its obligations to the public and local agencies, while allowing its employees reasonable flexibility in their work schedules. The offices of the Commission shall be kept open exclusive of Saturday, Sundays and holidays from 8:00 a.m. until 5:00 p.m. €rip-l-e-y-ees of RCTC--shall be eligillle to -re ti The employee's immediate supervisor shall coordinate the scheduling of the rest period. Work Schedules The work period is defined as eighty (80) hours of work performed on ten (10) work days on a normal 10/80 work schedule or on nine (9) work days on a 9/80 flexible work schedule. Department Heads shall set and adjust the work schedules for their employees, keeping in mind that there is coverage during the office operation hours. The Executive Director or his designee has the sole authority to approve work schedules. An employee's schedule may be adjusted temporarily to meet the Commission's needs. Meal Periods Department Heads are responsible for scheduling and requiring employees to take meal periods. Meal periods may be temporarily rescheduled to meet unexpected office operational needs. Employees who work at least five consecutive hours shall be afforded an unpaid meal period each work day. The meal period for employees working on a flexible 9-80 work schedule shall be 30 minutes and for 10-80 work schedule shall be 60 minutes. Discretionary Breaks Department Heads may grant employees who work at least an eight hour day a maximum of one paid 15 -minute rest break before and one paid 15 -minute rest break after the meal period. Impermissible Use of Meal Period and/or Discretionary Breaks - The meal period and the discretionary break(s) must be used separately. The discretionary breaks may not be used to extend the meal period. Neither the meal period nor the discretionary break(s) may be used to compensate for an employee's late arrival or early departure, or to cover time off for other purposes. - Discretionary breaks shall not be accumulated and, when not taken, shall not be the basis for any additional pay or time off. Alternative Work Schedules The Commission may implement work schedules that differ from the standard work week (typically a five-day, 40 hour per week schedule), if such schedules are deemed to promote efficient agency operations. In order to meet the Commission's needs, the flexible day off shall be scheduled on a Friday. Depending on the needs of the Commission, the Executive Director has the authority to determine which positions may be on an alternative work schedule and to continue the alternative work schedules. Section 5. 1 All Employees The official workweek for RCTC non exempt emprlo yees shall beg;,, ri la y at 12.01 p.m. and end at 12:00 p.m. on the following Wednesday and for exempt on the following Thursday. Section 5.2 Exempt Benefit Levels ...Employees considered as exempt employees are: Accounting Supervisor Manager Administrative Analyst Chief Financial Officer Deputy Deputy Director Director of Administrative Services Director of Public Information Director of Regional Programs and Public Affairs Director of Transportation Planning and Policy Development Executive Director Program Manager Property Agent Rail Department Manager Staff Analyst RESOLUTION NO. 04-017 RESOLUTION OF THE RIVERSIDE COUNTY TRANSPORTATION COMMISSION ADOPTING AMENDMENT TO PERSONNEL RULES AND REGULATIONS WHEREAS, the Commission has previously adopted personnel rules and regulations establishing the terms and conditions of employment with the Commission; and WHEREAS, the personnel rules were reviewed and there is a need to provide further definition and clarification of work hours; WHEREAS, the list of exempt list of positions needs to be updated; and WHEREAS, the Commission wishes to update its personnel rules and regulations to include and update provisions for work rules and list of exempt positions; NOW, THEREFORE, be it resolved by the Riverside County Transportation Commission amend its personnel rules: Section 1. Incorporate the amendments as shown on Attachment "A". The amendments shall take place immediately upon approval. APPROVED AND ADOPTED this 8th day of September, 2004. Roy Wilson, Chairman Riverside County Transportation Commission ATTEST: Naty Kopenhaver, Clerk of the Board Riverside County Transportation Commission ATTACHMENT "A" AMENDMENT TO PERSONNEL RULES Effective September 8, 2004 Section 3.14 Hours of Work It is the Commission's objective to provide necessary hours to perform its responsibilities and meet its obligations to the public and local agencies, while allowing its employees reasonable flexibility in their work schedules. The offices of the Commission shall be kept open exclusive of Saturdays, Sundays, and holidays from 8:00 a.m. until 5:00 p.m. Work Schedules The work period is defined as eighty (80) hours of work performed on ten (10) work days on a normal 10/80 work schedule or on nine (9) work days on a 9/80 flexible work schedule. Department Heads shall set and adjust the work schedules for their employees, keeping in mind that there is coverage during the office operation hours. The Executive Director or his/her designee has the sole authority to approve work schedules. An employee's schedule may be adjusted temporarily to meet the Commission's needs. Meal Periods Department Heads are responsible for scheduling and requiring employees to take meal periods. Meal periods may be temporarily rescheduled to meet unexpected office operational requirements. Employees who work at least five consecutive hours shall be afforded an unpaid meal period each work day. The meal period for employees working on a flexible 9-80 work schedule shall be 30 minutes and for 10-80 work schedule shall be 60 minutes. Discretionary Breaks Department Heads may grant employees who work at least an eight hour day a maximum of one paid 15 -minute rest break before and one paid 15 -minute rest break after the meal period. Impermissible Use of Meal Period and/or Breaks The meal period and the discretionary break(s) must be used separately. Discretionary breaks may not be used to extend the lunch period. Neither the meal period nor the break(s) may be used to compensate for an employee's late arrival or early departure, or to cover time off for other purposes. - Discretionary breaks shall not be accumulated and, when not taken, shall not be the basis for any additional pay or time off. Alternative Work Schedules The Commission may implement work schedules that differ from the standard work week (typically a five-day, 40 hour per week schedule), if such schedules are deemed to promote efficient agency operations. In order to meet the Commission's needs, the flexible day off shall be on a Friday. Depending on the needs of the Commission, the Executive Director has the authority to determine which positions may be on an alternative work schedule and to continue alternative work schedules. Section 5.2 Exempt Benefit Levels Employees considered as exempt employees are: Accounting Manager Administrative Analyst Chief Financial Officer Deputy Executive Director Director of Administrative Services Director of Public Information Director of Regional Programs and Public Affairs Director of Transportation Planning and Policy Development Executive Director Program Manager Property Agent Rail Department Manager Staff Analyst