HomeMy Public PortalAbout01 January 10, 2007 Executive79133
RECORDS
RIVERS/DE COUNTY TRANSPORTATION COMM/SS/ON
EXECUTIVE COMMITTEE
(COMMISSIONERS STEVE ADAMS, MARION ASHLEY, BOB BUSTER,
BARBARA HANNA, TERRY HENDERSON, BOB MAGEE, JEFF STONE,
JOHN TAVAGLIONE, MICHAEL WILSON, ROY WILSON)
9:30 A.M.
Wednesday, January 10, 2007
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 Board at (951) 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 — November 8, 2006
4. ADDITIONS/REVISIONS (The Committee may add an item to the Agenda
after making a finding that there is a need to take immediate action on the
item and that the item came to the attention of the Committee subsequent
to the posting of the agenda. An action adding an item to the agenda
requires 2/3 vote of the Committee. If there are less than 2/3 of the
Committee members present, adding an item to the agenda requires a
unanimous vote. Added items will be placed for discussion at the end of the
agenda.)
5. ORDINANCE NO. 07-001 TO AMEND THE COMMISSION'S
ADMINISTRATIVE CODE
Page 1
Overview
This item is for the Committee to adopt Ordinance No. 07-001, "An
Ordinance Amending the Riverside County Transportation Commission.
Administrative Code", to reflect changes related to the Executive Committee
and to addressing the Commission on agenda items.
11.36.21
RCTC Executive Committee Agenda
January 10, 2007
Page 2
6. EMPLOYMENT AGREEMENTS WITH DEPUTY EXECUTIVE DIRECTORS
Page 8
Overview
This item is for the Committee to authorize the Chair to execute employment
agreements with Anne Mayer and Hideo Sugita as Deputy Executive
Directors of the Riverside County Transportation Commission.
7. AUTHORIZATION TO RECRUIT FOR A SECOND SENIOR ACCOUNTING
ASSISTANT POSITION
Overview
This item is for the Commission to:
Page 9
1) Authorize the recruitment of a second Senior Accounting Assistant
position; and
2) Approve a related budget adjustment for five months of salary and
fringe benefits.
8. PERSONNEL POLICIES AND PROCEDURES MANUAL UPDATE
SECTION 3.11 "PERFORMANCE EVALUATIONS", SECTION 3.2
"PROBATIONARY PERIOD", AND SECTION 4.2 "MEDICAL"
Page 15
Overview
This item is for the Commission to:
1) Approve the revision to the Personnel Policies and Procedures Manual
to amend Section 3.11 "Performance Evaluations", Section 3.2
"Probationary Period", and Section 4.2, "Medical"; and
2) Adopt Resolution No. 07-001, "Resolution of the Riverside County
Transportation Commission Amending Its Personnel Policies and
Procedures Manual".
9. ADJOURNMENT
AGENDA ITEM 3
MINUTES
RIVERS/DE COUNTY TRANSPORTATION COMMISSION
EXECUTIVE COMMITTEE
November 8, 2006
Minutes
1. CALL TO ORDER.
Chair Marion Ashley called the meeting to order at; 9:33 a.m., on
Wednesday, November 8, 2006, at the Riverside County Transportation
Commission's Conference Room A, 4080 Lemon Street, Third Floor,.
Riverside, California 92501.
Commissioners Present Commissioners Absent
Marion Ashley
Roger Berg
Bob Buster
Terry Henderson
Robin Lowe
Jeff Miller
Jeff Stone
John Tavaglione
Michael Wilson
Roy Wilson
2. PUBLIC COMMENTS
There were no requests to speak from the public.
3. APPROVAL OF MINUTES
M/S/C (Henderson/M. Wilson) to approve the minutes of
October 11, 2006 as submitted.
4. ADDITIONS/REVISIONS
There were no additions or revisions to the agenda.
RCTC Executive Committee Minutes
November 8, 2006
Page 2
5. CLOSED SESSION
CONFERENCE WITH LEGAL COUNSEL: ANTICIPATED LITIGATION
Significant exposure to litigation pursuant to subdivision (b) of Government
Code Section 54956.9
Number of Cases: 1
There were no announcements from the Closed Session.
6. REVISION TO VESTING REQUIREMENTS UNDER PREVIOUS RESOLUTIONS
FOR HEALTH BENEFIT COVERAGE AND ADOPTION OF RESOLUTION
NO. 06-021, `RESOLUTION ELECTING TO RESCIND THE HEALTH BENEFIT
VESTING REQUIREMENT FOR FUTURE RETIREES UNDER PUBLIC
EMPLOYEES' MEDICAL AND HOSPITAL CARE ACT" AND ADOPTION OF
RESOLUTION NO. 06-023, "RESOLUTION ELECTING TO ESTABLISH THE
HEALTH BENEFIT VESTING REQUIREMENT. FOR FUTURE RETIREES UNDER
PUBLIC EMPLOYEES' MEDICAL`AND HOSPITAL CARE ACT"
M/S/C (R. Wilson/Henderson) to adopt Resolution No. 06-021,
"Resolution Rescinding the Health Benefit Vesting Requirement for
Future Retirees Under Public Employee's Medical and Hospital Care
Act" under previous " Resolution Numbers 00-013 and 03-004 and
adopt Resolution No. 06-023, Resolution Electing to Establish the
Health Benefit Vesting Requirement for Future Retirees Under Public
Employee's Medical and Hospital Care Act'
7. MAXIMUM ACCUMULATED VACATION HOURS
Anne Mayer, Deputy Executive Director, presented the proposed revision to
the Personnel Policies and Procedures that will allow the Executive Director
to approve vacation accruals in excess of the maximum accrued balance
under specific circumstances.
M/S/C (R. Wilson/M. Wilson) to:
1) Approve the revision to the Personnel Policies and Procedures
Manual to amend Section 5.4, "Vacation% and
2) Adopt Resolution No. 06-022, "Resolution of the Riverside
County Transportation Commission Amending Its Personnel
Policies and Procedures Manual for Maximum Accumulated
Vacation Hours':
RCTC Executive Committee Minutes
November 8, 2006
Page 3
8. ADJOURNMENT
There being no other items to be considered, the Executive Committee
meeting adjourned at 9:52 a.m.
Respectfully submitted,
n"-
Jennifer Harmon
Clerk of the Board
•
AGENDA ITEM 5
"
R I V E R S I D E C O U N T Y T R A N S P O R T A T I O N C O M M / S S / O N
D A T E :
J a n u a r y 1 0 , 2 0 0 7
T O :
E x e c u t i v e C o m m i t t e e
F R O M :
J e n n i f e r H a r m o n , C l e r k o f t h e B o a r d
T H R O U G H :
E r i c H a l e y , E x e c u t i v e D i r e c t o r
S U B J E C T :
O r d i n a n c e N o . 0 7 - 0 0 1 t o A m e n d t h e C o m m i s s i o n ' s A d m i n i s t r a t i v e
C o d e
S T A F F R E C O M M E N D A T I O N :
T h i s i t e m i s f o r t h e C o m m i t t e e t o a d o p t O r d i n a n c e N o . 0 7 - 0 0 1 , " A n O r d i n a n c e
A m e n d i n g t h e R i v e r s i d e C o u n t y T r a n s p o r t a t i o n C o m m i s s i o n A d m i n i s t r a t i v e C o d e " ,
t o r e f l e c t c h a n g e s r e l a t e d t o t h e E x e c u t i v e C o m m i t t e e a n d t o a d d r e s s i n g t h e
C o m m i s s i o n o n a g e n d a i t e m s .
B A C K G R O U N D I N F O R M A T I O N :
E x e c u t i v e C o m m i t t e e M e m b e r s h i p
T h e E x e c u t i v e C o m m i t t e e w a s e s t a b l i s h e d i n 1 9 9 9 a s a r e s u l t o f t h e r e o r g a n i z a t i o n
o f t h e C o m m i s s i o n . S i n c e t h a t t i m e , t h e r e g u l a r m e m b e r t h a t r e p r e s e n t s t h e c i t i e s
o f R i v e r s i d e , C o r o n a , a n d M o r e n o V a l l e y h a s r o t a t e d e v e r y t w o y e a r s b e t w e e n
t h e s e c i t i e s . T h i s p r a c t i c e w a s b a s e d o n d i s c u s s i o n s h e l d b y t h e C o m m i s s i o n a n d
s t a f f a t t h a t t i m e . H o w e v e r , t h i s p r a c t i c e h a s n o t b e e n f o r m a l i z e d i n t h e
A d m i n i s t r a t i v e C o d e t h a t s e t s f o r t h t h e m a n n e r i n w h i c h t h e m e m b e r s h i p o f t h e
E x e c u t i v e C o m m i t t e e i s c o m p r i s e d . C h a n g e s m a d e t o t h e C o m m i s s i o n ' s
A d m i n i s t r a t i v e C o d e r e q u i r e a d o p t i o n t h r o u g h O r d i n a n c e t o r e f l e c t t h o s e c h a n g e s .
T h e r e c o m m e n d e d a m e n d m e n t w i l l f o r m a l i z e t h i s p r a c t i c e .
A d d r e s s i n g t h e C o m m i s s i o n o n A g e n d a I t e m s
I n r e v i e w i n g t h e A d m i n i s t r a t i v e C o d e , s t a f f b e l i e v e s t h a t A r t i c l e I V , S e c t i o n G o f
t h e A d m i n i s t r a t i v e C o d e , " A d d r e s s i n g t h e C o m m i s s i o n o n A g e n d a I t e m s ' , r e q u i r e s
r e v i s i o n . S t a f f h a s s u r v e y e d s i m i l a r a g e n c i e s a n d d e t e r m i n e d t h a t t h r e e m i n u t e s i s
a n a p p r o p r i a t e l e n g t h o f t i m e t o a l l o w a s p e a k e r t o a d d r e s s t h e C o m m i s s i o n .
A d d i t i o n a l l y , s t a f f r e c o m m e n d s r e d u c i n g t h e m a x i m u m t i m e f o r p u b l i c c o m m e n t f o r
a n y i n d i v i d u a l i t e m o r t o p i c f r o m n i n e t y ( 9 0 ) m i n u t e s t o t h i r t y ( 3 0 ) m i n u t e s , u n l e s s
e x t e n d e d b y t h e C h a i r o r m a j o r i t y v o t e o f t h e B o a r d . T h e s e t i m e a l l o t m e n t s a r e
w i t h i n t h e t y p i c a l r a n g e a f f o r d e d t o t h e p u b l i c b y s i m i l a r a g e n c i e s .
A g e n d a I t e m 5
Attachments:
1) Proposed Revisions to the Administrative Code
2) Ordinance No. 07-001
Agenda Item 5
ATTACHMENT 1
3. (a) Executive Committee. There shall be created an Executive
Committee. Subject to supervision by the Commission, the Executive Committee shall
oversee staff functions; recommend staff positions, job descriptions and salaries; appoint,
contract with and determine the compensation of the Executive Director; discipline,
review and terminate the Commission's Executive Director; and oversee administration
of the Commission's office. Decisions of the Committee shall be final unless a member
of the Commission, within five (5) days of the date of the decision, requests that the
decision be placed on the agenda of the next regular Commission meeting for
reconsideration. Meetings of the Committee shall be held at 9:30 a.m. on the day of the
Commission meeting or as otherwise required and at a place and time to be set by, the
Executive Committee, unless otherwise directed by the Commission
(b) The membership of the Executive Committee shall be as
follows:
(1) The Chair of the Commission.
(2) The Vice Chair of the Commission.
(3) The Second Vice Chair of the Commission.
(4) The Past Chair of the Commission.
(5) A regular member of the Commission representing
one of the following cities: Riverside, Corona,
Moreno Valley. Such regular member shall be
appointed b3—rnajority—vete--of—the—ruernhers
rapYesennng rotate each term among each of the
cities referenced in the previous sentence.
(6) A regular member of the Commission representing
one of the following cities: Banning, Beaumont, Calimesa, Canyon Lake, Hemet, Lake.
Elsinore, Murrieta, Norco, Perris, San Jacinto, and Temecula. Such member or
3
alternative member shall be appointed by majority vote of the members representing the
cities referenced in the previous sentence.
(7) A regular member of the Commission representing
the following cities: Blythe, Cathedral City, Coachella, Desert Hot Springs, Indian Wells,
Indio, La Quinta, Palm Desert, Palm Springs and Rancho Mirage. Such member shall be
appointed by a majority vote of the members representing the cities referenced in the
previous sentence.
(8)
Three members of the Commission who are
members of the Riverside County Board of Supervisors. Such members shall be
appointed by the Board of Supervisors.
(c) Actions of the Executive Committee shall require six (6)
affirmatives "yes" votes.
(d) The term of the Executive Committee members, other than
the Chair and Vice Chair and the Second Vice Chair shall be two (2) years. At the end of
their 2-year term, Executive Committee members shall stand for reappointment as set
forth in Section H.3(b).
(e) A member of the Executive Committee may be removed by
majority vote of the Commission members responsible for his or her appointment. In the
event of a vacancy in the Executive Committee, the vacancy shall be filled as set forth in
Section H.3(b) above. The new member shall fill out the remainder of the term.
(f) An alternate member of the Commission, as appointed in
Article II.C.2, shall not assume the duties of the regular member on the Executive
Committee when the regular member is absent. In addition, should a member of the
Executive Committee resign or otherwise leave the Commission, the vacancy shall be
filled as set forth in Section H.3(b), above. The new member shall serve the remainder of
the unexpired term.
'G. ADDRESSING COMMISSION ON AGENDA ITEMS. No person shall
address the Commission at any meeting until hear she has first been recognized by the
Chair. The decision of the chair to recognize a person may be changed by vote of a
majority of the members of the Commission present at the meeting. Persons wishing to
address the Commission shall fill out a speaker card and provide it to the Clerk of the
Commission prior to the start of the agenda item upon which he or she wishes to be
heard. The Chair may, in his or her discretion, direct the Clerk to accept speaker cards
filed after the start of the agenda item. Except as set forth below, when addressing the
Commission, each individual speaker will be limited to five three continuous minutes or
less of public testimony. The Commission may, either at the direction of the Chair or by
a majority vote of the Commission, waive this five three minute time limitation.
Depending on the number of items on the Agenda and the number of speaker cards, the
Chair may, in his or her discretion, reduce the time for each individual speaker to three
two continuous minutes. In addition, the maximum time for public. comment for any
individual item or topic is ninety-O A) thirty (30) minutes, unless extended by the Chair or
majority vote of the Board. Speakers may not yield their time to others without the
consent of the Chair. The Commission may terminate public comments if such
comments become repetitious.
5
ATTACHMENT 2
ORDINANCE NO.07-001
AN ORDINANCE AMENDING THE RIVERSIDE COUNTY
TRANSPORTATION COMMISSION ADMINISTRATIVE CODE
WHEREAS, the Commission has determined that it is now necessary to amend its
Administrative Code to reflect to reflect changes related to the Executive Committee and to
addressing the Commission on agenda items.;
NOW, THEREFORE, the Riverside County Transportation Commission hereby ordains
as follows:
Section 1. Article III, Section H.3.(b)(5) of the Administrative Code is hereby
amended to read as follows:
(5) A regular member of the Commission representing one of the following
cities: Riverside, Corona, Moreno Valley. Such regular member shall rotate each term among
each of the cities referenced in the previous sentence.
Section 2. Article IV, Section G of the Administrative Code is hereby amended to
read as follows:
G. No person shall address the Commission at any meeting until he or she has
first been recognized by the Chair. The decision of the chair to recognize a person may be
changed by vote of a majority of the members of the Commission present at the meeting.
Persons wishing to address the Commission shall fill out a speaker card and provide it to the
Clerk of the Commission prior to the start of the agenda item upon which he or she wishes to be
heard. The Chair may, in his or her discretion, direct the Clerk to accept speaker cards filed after
the start of the agenda item. Except as set forth below, when addressing the Commission, each
individual speaker will be limited to three continuous minutes or less of public testimony. The
Commission may, either at the direction of the Chair or by a majority vote of the Commission,
waive this three minute time limitation. Depending on the number of items on the Agenda and
the number of speaker cards, the Chair may, in his or her discretion, reduce the time for each
individual speaker to two continuous minutes. In addition, the maximum time for public
comment for any individual item or topic is thirty (30) minutes, unless extended by the Chair or
majority vote of the Board. Speakers may not yield their time to others without the consent of
the Chair. The Commission may terminate public comments if such comments become
repetitious.
6
AGENDA ITEM 6
RIVERS/DE COUNTY TRANSPORTATION COMM/SS/.ON
DATE:
January 10, 2007
TO:
Executive Committee
FROM:
Steve DeBaun, Legal Counsel
SUBJECT:
Employment Agreements with Deputy Executive Directors
STAFF RECOMMENDATION:
This item is for the Committee to authorize the Chair to execute employment
agreements with Anne Mayer and Hideo Sugita as Deputy Executive Directors of
the Riverside County Transportation Commission:
BACKGROUND INFORMATION:
At the Executive Committee meeting in April, the Executive Committee,in closed
session, approved making the Commission's two Deputy Executive Directors
contract employees.
Under the agreements, the Deputy Executive Directors will become contract
employees. Their salary will be One Hundred Sixty Thousand Dollars ($160,000)
per year. The agreements are patterned after the Executive Director's contract and
have a two-year term, with one-year automatic extensions. The agreements can
be terminated immediately for cause, and with one hundred eighty (180) days for
convenience.
Agenda Item 6
8
AGENDA ITEM 7
RIVERS/DE COUNTY TRANSPORTATION COMM/SS/ON
DATE:
January 10, 2007
TO:
Executive Committee
FROM:
Michele Cisneros, Accounting and Human Resources Manager
Theresia Trevino, Chief Financial Officer
THROUGH:
Eric Haley, Executive Director
SUBJECT:
Authorization to Recruit for a Second Senior Accounting Assistant
Position
STAFF RECOMMENDATION_
This item is for the Committee to:
1) Authorize the recruitment of a second Senior Accounting Assistant
position; and
2) Approve a related budget adjustment for five months of salary and
fringe benefits.
BACKGROUND INFORMATION:
The Commission had several, significant organizational changes in FY 2005/06.
The organizational changes that directly impacted the Finance Department include
the incorporation of the human resources function assumed by the Accounting
Manager position as a result of the retirement of the Director of Administrative
Services in December 2005.
Staff members in the Finance Department have assumed increasing analytical and
administrative responsibility as a result of the Accounting and Human Resources
Manager assuming the human resources function. As a result of assuming and
shifting some duties, it is certain that some tasks and functions are being
performed as needed or based on a specific schedule and other tasks may not then
be performed timely and/or thoroughly.
The Finance Department feels considerable pride in the fiscal responsibility and
efficiency demonstrated by several years of "unqualified" opinions from its
auditors. With potential changes in the near future as it relates to the
2009 Measure A; commercial paper program/swap, and future long-term debt
financing; property acquisitions; enhanced procurement procedures; and potential
recommendations from an internal audit assessment, it is important that the
Finance Department continues to provide the same quality of work that the public
Agenda Item 7
9
and Commissioners have come to expect. , This second position would, provide an
opportunity to balance workloads and new responsibilities resulting in maintaining a
high quality of work.
Financial Information
In Fiscal Year Budget:
No
Year:
FY 2006/07
Amount:
$30,600
Source of Funds:
Measure A, TDA, Motorist
Budget Ad ustment:
Yes
GLA No.:
S-19-60001 P1001 Al $15,600
Fiscal Procedures Approved:
\ibudau
Date:
12/28/06
Attachments:
1) Senior Accounting Assistant Job Description
2) Measure A Budget Analysis
Agenda Item 7
10
ATTACHMENT 1
SENIOR ACCOUNTING ASSISTANT
Department/Division: Accounting
Reports To: Accounting and Human Resources Manager
Supervises: N/A
Date Prepared: January 10, 2007
File Name: Senior Accounting Assistant.doc
Job Content
Job Summary:
Under general supervision, performs a variety of accounting support functions for the RCTC
related to accounts payable, accounts receivable, payroll,general ledger, budgeting and
purchasing; and performs other related work as necessary.
Examples of Essential Functions:
1 Maintain records of fixed assets in financial accounting system. Maintains detailed
support for federally funded assets and reconciles assets on a quarterly basis to identify
new and disposed assets. Post depreciation of assets in accordance with the
Govemmental Accounting Standards Board Statement No. 34.
2. Analyze all executed contracts for financial impact and distribute to accounts payable
and accounts receivable staff for appropriate encumbrance and invoicing tracking.
3. Assemble data gathered from outside sources and program managers for budget
process. Prepare budget worksheets for program managers and input final data into
financial system. Update financial system with budget amendments and track
adjustments.
11
Page 2
Class Specification: Senior Accounting Assistant
4. Assemble data to prepare yearly indirect cost rate for state approval. Analyze eligibility
of expenditures to state approved guidelines. Prepare report and supporting
documentation for state approval.
5. Maintain record of loans distributed to local agencies and within RCTC internal funds.
Prepare quarterly report of intra-loan activity.
6. Prepare quarterly single signature report documenting executed contracts and
expenditures authorized under the Executive Director's authority to the Commission.
7. Maintain vendor records for preparation of year-end 1099's electronically.
8. Verify and process time sheets in financial system. Provide support to payroll activities.
9. Assist in special projects relating to fiscal procedures, debt reporting, audit, and transit
reporting.
10. Provide back up to accounts payable, accounts receivable, and payroll functions.
11. Assist Accounting Technicians, Accounting Manager, and Chief Financial Officer as
needed.
The preceding functions have been provided as examples of the types of work performed
by employees assigned to this job classification. Management reserves the right to add,
modify, change or rescind the work assignments of different positions and to make
reasonable accommodations so that qualified employees can perform the essential
functions of the job.
Qualifications Guidelines
Education/Training/Experience:
Required: Equivalent to completion of high school. Two or more years of accounting
support experience and/or the completion of basic accounting courses.
Desirable: Experience in automated accounting (Kintera Fundware) and payroll (ADP)
systems are highly desirable.
Knowledge:
Accounts payable, accounts receivable and payroll accounting procedures; purchasing
procedures; budgeting concepts; basic math; office practices and recordkeeping
procedures; RCTC administrative practices and department procedures; and word
processing and spreadsheet applications programs.
12
Page 3
Class Specification: Senior Accounting Assistant
Skills/Abilities:
Ability to learn RCTC and County administrative practices, accounting procedures and the
automated accounting and financial payroll system; operate calculator, personal computer
and standard office equipment; organize, coordinate and complete tasks to meet scheduled
deadlines; understand and follow oral and written instructions; and communicate effectively
and work cooperatively with co-workers, management, public and private representatives
and other department personnel.
Physical Elements:
This is primarily a sedentary classification and the employee works in an office environment
with moderate noise levels, controlled temperature conditions and no direct exposure to
hazardous physical substances. The employee interfaces with staff, management, other
departmental representatives, transportation and government officials, business
representatives, and the general public in explaining agency policies, and requesting and
providing information.
Finger dexterity is needed to access, enter and retrieve data using a computer keyboard or
calculator and to operate standard office equipment. The position occasionally bends,
stoops, reaches, pushes and pulls drawers to retrieve and file information and lifts and
carries reports and records that typically weigh less than 20 pounds.
Special Requirements:
None.
13
"
M e a s u r e A C a p o n A d m i n i s t r a t i v e E x p e n d i t u r e s
T o t a l M e a s u r e A R e v e n u e
% o f A d m i n s a l a r i e s / b e n e f i t s ( 1 0 1 )
% o f A d m i n e x p e n d i t u r e s 1 0 1 ( e x c l u s i v e o f c a p i t a l o u t l a y )
T o t a l % w i t h i n M e a s u r e A o r d i n a n c e ( 1 0 1 )
S a l a r i e s / B e n e f i t s b e n e f i t r a t e ( 1 0 1 )
G e n e r a l E x p ( l e s s C a p i t a l ) ( 1 0 1 )
T o t a l E x p
O R I G I N A L
B U D G E T
F Y 2 0 0 6 / 0 7
$ 1 5 6 , 1 5 0 , 0 0 0
0 . 9 2 % 0 .
1 . 3 7 %
2 . 2 9 %
1 , 4 3 4 , 2 4 8
2 , 1 3 5 , 5 1 9
$ 3 , 5 6 9 , 7 6 7
A ) T o t a l s a l a r y / f r i n g e c o s t s o f $ 3 0 , 6 0 0 f o r f i v e m o n t h s ; a m o u n t a t t r i b u t e d t o t h e M e a s u r e A f u n d i s $ 2 4 , 7 0 0 .
1 4
B U D G E T
A D J U S T M E N T
F Y 2 0 0 6 / 0 7
$ 1 5 6 . 1 5 0 , 0 0 0
" . . 0 . 9 3 %
1 . 3 7 %
2 . 3 0 %
2 4 , 7 0 0 A
$ 2 4 , 7 0 0
A T T A 1 E N T 2
AGENDA ITEM 8
RIVERSIDE COUNTY TRANSPORTATION COMMISSION
DATE:
January 10, 2007
TO:
Executive Committee
FROM:
Michele Cisneros, Accounting and Human Resources Manager
THROUGH:
Eric Haley, Executive Director
SUBJECT:
Personnel Policies and Procedures Manual Update Section 3.11
"Performance Evaluations", Section 3.2 "Probationary Period", and
Section 4.2 "Medical"
STAFF RECOMMENDATION:
This item is for the Committee to:
1) Approve the revision to the Personnel Policies and Procedures Manual
to amend Section 3.11 "Performance Evaluations", Section 3.2
"Probationary Period", and Section 4.2, "Medical"; and
2) Adopt Resolution No. 07-001, "Resolution of the Riverside County
Transportation Commission Amending Its Personnel Policies and
Procedures Manual".
BACKGROUND INFORMATION:
Section 3.11 "Performance Evaluations" and Section 3.2 "Probationary Period"
The Commission's current probationary period policy requires new employees to
serve a six-month probationary period. At the end of the probationary period, a
performance evaluation is performed to accept or reject the employee's continued
employment with the Commission. Staff feels that the current length of the
probationary period is not long enough to ascertain whether the new employee will
be able to handle the duties and challenges associated with their new job.
Management needs sufficient time to observe a new hire's performance before
granting permanent status.
Staff is proposing that the probationary period change from the current six-month
period to one year. During the one-year probation, supervisors will closely observe
new employees on their ability to execute assigned tasks, work habits, and ability
to get along with other staff. New employees will be provided with quarterly
feedback in the form of a progress report. The feedback will be based on the
responsibilities, skills, and qualifications as listed in the job description.
Agenda Item 8
At the conclusion of the one-year probationary period, the employee would receive
a performance evaluation to determine acceptance or rejection of the employee's
continued employment at the Commission.
Staff feels that this new approach will help provide the Commission with staff that
displays superior skills and excellent work habits.
Section 4.2 'Medical"
At the November 8, 2006 Executive Committee meeting, action was taken to
adopt Resolution No. 06-021 "Resolution Rescinding the Health Benefit Vesting
Requirement for Future Retirees Under Public Employee's Medical and Hospital Care
Act" under previous Resolution Numbers 00-013 and 03-004 and adopting
Resolution No. 06-023, "Resolution Electing to Establish the Health Benefit Vesting
Requirement for Future Retirees Under Public Employee's Medical and Hospital Care
Act". The Executive Committee approved the action to eliminate any future liability
as a result of the miscommunication relating to post -retirement health benefits.
Staff has updated the Personnel Policies and Procedures Manual to reflect the
correct regulations governing the vesting requirement for post -retirement health
benefits under section 22893.
Attachments:
1) Resolution No. 07-001
2) Attachment "A": Section 3.2 Probationary Period, Section 3.11
Performance Evaluations, Section 4.2 Medical
Agenda Item 8
RESOLUTION NO. 07-001
RESOLUTION OF THE
RIVERSIDE COUNTY TRANSPORTATION COMMISSION
AMENDING ITS PERSONNEL POLICIES AND PROCEDURES MANUAL
WHEREAS, the Commission has previously adopted personnel policies
and procedures establishing the terms and conditions of employment the
Commission; and
WHEREAS, the Commission wishes to update its personnel policies
and procedures;
NOW, THEREFORE, be it resolved by the Riverside County
Transportation Commission as follows;
Section 1. The previously adopted personnel policies and procedures manual
of the Commission are hereby amended for the revisions of Section 3.2
"Probationary Period", Section 3.11 "Performance Evaluations", and Section
4.2 "Medical", set forth in Attachment "A", attached hereto and
incorporated herein.
APPROVED AND ADOPTED this 10t day of January, 2007.
Terry Henderson, Chair
Riverside County Transportation Commission
ATTEST:
Jennifer Harmon, Clerk of the Board
Riverside County Transportation Commission
Attachment "A
Section 3.11 Performance Evaluations
It is the policy of RCTC to evaluate employee performance on a regularly
scheduled basis. The performance evaluation shall normally be conducted by the
employee's First Line supervisor and shall be discussed with the employee. The
employee's First Line supervisor shall carefully consider each item of the performance
evaluation in relation to the duties outlined in the employee's position description.
A performance evaluation shall be completed at the end of the initial probationary
period and annually thereafter. It is the supervisor's
responsibility to assure that the performance evaluation is completed and returned to the
Executive Director and the Deputy Executive Director for Human Resources for review
prior to the completion of the employee's probationary period.
Employees may be eligible for merit pay increases based on funding approved by
the RCTC. The Executive Director, prior to the beginning of the fiscal year, will inform
Management staff on the maximum level of increase that could be granted to employees.
The amount of an employee's merit pay increase, if any, will be determined by the
employee's First Line Supervisor in accordance the employee's performance and based
on the guidelines established by the RCTC.
1
18
Section 3.2 Probationary Period
To ensure that new employees are able to satisfy requirements of the position for
which they were hired; each new employee, other than contract, casual, seasonal, and
temporary employees shall be required to serve a probationary period of si��ont;;s one
year. The probationary period is required as part of the testing process and shall be
utilized for closely observing the employee's work. All employees will receive a quarterly
progress report and a performance evaluation prior to completion of the probationary
period.
During the probationary period, an employee may be rejected at any time without
cause and without recourse to the grievance procedure or any other appeal right. If an
ef4h-6-Executive-Direeter. Any rejection of a probationary employee
must be communicated to the employee in writing prior to the
expiration of the probationary period. The quarterly progress report and performance
evaluation must be completed by the employee's First Line Supervisor. The decision to
accept or reject the probationary employee is also
made by the First Line Supervisor in consultation with the Deputy Executive Director
responsible for Human Resources.
Employees promoted to another job classification, shall be considered to be
probationary employees during the first six -months year in the new position. Employees
failing to perform satisfactorily in the new classification may be rejected and returned to
their former position or to a.position requiring similar skill and in a similar pay grade if such
a position is still available. Should the previous position not be available, the employee is
subject to discharge. Rejected employees shall not have recourse to the grievance
procedure or any other appeal right.
•
19
Section 4.2 Medical
RCTC will provide medical coverage through the PERS. RCTC shall pay the cost
of medical insurance in the PERS at the rate approved by the Executive Committee..
Employees hired after January 1, 2007 must meet RCTC's vesting requirement of
Five /LC\ years ant! 1 0 yearn ef-s t. r edit i }h - Gal P-CRC st i ^rEl^r to be eligible
„vr. ,..�,Yu�V u��Y V,VMIV VI JVI .IVV r..�, cc.,�T-nTV.cIVr g
to receive health benefits paid by the RCTC at their retirement date. The employer
contribution payable for post retirement health benefits for each retired employee in this
category will be equal to the state's contribution regulated by government code
section 22893. A minimum of 10 years of state service credit is required to receive
50% of the employer contribution, of which 5 of those 10 years of service must be
performed at RCTC. Each additional service credit year after 10 years increases the
employer contribution percentage by 5% until 20 years at which time the retiring
employee is eligible for 100% of the employer contribution.
Gentrihl Jinn rote paidYt the time of +ho omploye&s retiremen+ Employees hired prior to
V VI 111V VI �I IV VV JTV�If I.TflV�ll.
January 1, 2007are not required to meet the eligibility criteria. The employer contribution
payable for post retirement health benefits for each retired employee in this category shall
be at the rate paid for active employees.
Employees and their qualified dependents or beneficiaries, who lose their group
health coverage and meet CaIPERS' qualifying event requirements, may be eligible for
Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA) continuation
coverage. COBRA coverage, eligibility, enrollment, costs and duration as determined by
CaIPERS.
If an employee terminates employment with RCTC, the employee is entitled to
continue participating in the RCTC group health plan for a prescribed period of time,
usually 18 months. COBRA coverage is not extended to employees terminated for gross
misconduct.
If a former employee chooses to continue group benefits under COBRA, the
employee must pay the total applicable premium. Coverage will cease if the former
employee fails to make premium payments as scheduled, becomes covered by another
group plan that does not exclude pre-existing conditions or becomes eligible for Medicare.
For detailed information or questions on COBRA, employees are requested to
check with the Human Resources Department.
3
20