HomeMy Public PortalAbout06 June 10, 2015 ExecutiveTIME:
DATE:
LOCATION:
RIVERSIDE COUNTY TRANSPORTATION COMMISSION
9:00 a.m.
EXECUTIVE COMMITTEE
MEETING AGENDA
Wednesday, June 10, 2015
CONFERENCE ROOM A
County of Riverside Administrative Center
4080 Lemon Street, Third Floor, Riverside
~ COMMITTEE MEMBERS~
Daryl Busch, City of Perris -Chair
Scott Matas, City of Desert Hot Springs -Vice Chair
John F. Tavaglione, County of Riverside, District 2 -Second Vice Chair
Steven Hernandez, City of Coachella
Karen Spiegel, City of Corona
Rick Gibbs, City of Murrieta
Ben Benoit, City of Wildomar
Kevin Jeffries, County of Riverside, District 1
Chuck Washington, County of Riverside, District 3
John J. Benoit, County of Riverside, District 4
Marion Ashley, County of Riverside, District 5
~AREAS OF RESPONSIBILITY~
Reviews and makes final decisions on personnel issues
and office operational matters.
Comments are welcomed by the Committee. If you wish to provide comments to the Committee, please
complete and submit a Speaker Card to the Clerk of the Board.
COMM-EC-00018
Tara Byerly
From: Tara Byerly
Sent:
To:
Thursday, June 04, 2015 12:53 PM
Tara Byerly
Cc: Jennifer Harmon
Subject: RCTC: Executive Committee Agenda -06.10.2015
Importance: High
Good afternoon Executive Committee Members:
The June Executive Committee Agenda for the meeting scheduled for June 10 @ 9:00 a.m. in RCTC Conference Room A
is posted:
http://www.rctc.org/uploads/media items/june-10-2015-1.original.pdf
~
Executive
Timittee Agenda -
I have also attached the Executive Committee agenda as a PDF for your use. Let me know if you have any questions.
Thank you.
Respectfully,
Tara S. Byerly
Senior Administrative Assistant
RCTC
4080 Lemon Street, 3rd Floor
Riverside, CA 92501
(951) 787-7141
1
RIVERSIDE COUNTY TRANSPORTATION COMMISSION
EXECUTIVE COMMITTEE
9:00A.M.
WEDNESDAY, JUNE 10, 2015
County of Riverside Administrative Center
Conference Room A
4080 Lemon Street, Third Floor, Riverside
In compliance with the Brown Act and Government Code Section 54957.5, agenda materials distributed
72 hours prior to the meeting, which are public records relating to open session agenda items, will be
available for inspection by members of the public prior to the meeting at the Commission office, 4080
Lemon Street, Third Floor, Riverside, CA, and on the Commission's website, www.rctc.org.
In compliance with the Americans with Disabilities Act, Government Code Section 54954.2, and the
Federal Transit Administration Title VI, please contact the Clerk of the Board at {951) 787-7141 if special
assistance is needed to participate in a Commission meeting, including accessibility and translation
services. Assistance is provided free of charge. Notification of at least 48 hours prior to the meeting time
will assist staff in assuring reasonable arrangements can be made to provide assistance at the meeting.
1. CALL TO ORDER
2. PUBLIC COMMENTS
3. APPROVAL OF THE MINUTES-MAY 13, 2015
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. ADOPT RESOLUTION NO. 15-013, "RESOLUTION OF THE RIVERSIDE COUNTY
TRANSPORTATION COMMISSION AMENDING ITS PERSONNEL POLICIES AND
PROCEDURES MANUAL" TO ADD THE RELOCATION EXPENSE REIMBURSEMENT POLICY
Overview
This item is for the Committee to adopt Resolution No. 15-013, "Resolution of the Riverside
County Transportation Commission Amending Its Personnel Policies and Procedures
Manual", to add §2.10.1 Relocation Expense Reimbursement policy, guidelines, and
procedures to the Personnel Policies and Procedures Manual.
6. ADJOURNMENT
RIVERSIDE COUNTY TRANSPORTATION COMMISSION
EXECUTIVE COMMITTEE SIGN-IN SHEET
JUNE 10, 2015
"' I J) \ -I\.':!' ~"C) -AGENCY E MAIL ADDRESS
[\JhA J. /P, ff fX,/ ~,,/' ~
<~ -f.1-'JA-r,Ar;-~k~~ ~..,,./·~_s
~fo,,,1/ ,;?, ;ie:~it 12,.,,,~ l/ / /
11//1/C:j::::_ J/Vdvh 111 I ClJJ .. t' ~/I/CL_/ 2 ';)
~vY"V\.._., ~i~ ~
(2-I C~ . C / _£ ,,i>S-~ c/ /lfL ~~__/ ,&.;.-.
h~I/ J:]f£A/~y h/ fi f--.IJ, /14 L
'5f-t~YJ, !lerrJ~t/I d£-7 {1iJ~,t c tU?ll0
/L-1 t1\-rw ot-.fi !Vt tfL ~ --1 /l\V ,....r J7 VK//~-• v '
RIVERSIDE COUNTY TRANSPORTATION COMMISSION
EXECUTIVE COMMITTEE
ROLL CALL
JUNE 10, 2015
County of Riverside, District I
County of Riverside, District II
County of Riverside, District Ill
County of Riverside, District IV
County of Riverside, District V
City of Coachella
City of Corona
City of Desert Hot Springs
City of Murrieta
City of Perris
City of Wildomar
Present
Cl
~
* :
~.
}
Absent
~
Cl
Cl
LI
Cl
Cl
Cl
Cl
Cl
LI
r--------------------
AGENDA ITEM 3
MINUTES
RIVERSIDE COUNTY TRANSPORTATION COMMISSION
1. CALL TO ORDER
EXECUTIVE COMMITTEE
MAY 13, 2015
Minutes
The meeting of the Executive Committee was called to order by Chair Daryl Busch at
8:34 a.m. in Conference Room A at the County of Riverside Administrative Center
4080 Lemon Street, Third Floor, Riverside, California, 92501.
Commissioners Present
Marion Ashley
Ben Benoit
John J. Benoit
Daryl Busch
Rick Gibbs
Scott Matas
John Tavaglione
Chuck Washington
2. PUBLIC COMMENTS
Commissioners Absent
Steven Hernandez
Kevin Jeffries
Karen Spiegel
There were no requests to speak from the public.
3. APPROVAL OF MINUTES
M/S/C {Gibbs/Matas) to approve the minutes of April 8, 2015, as submitted.
4. ADDITIONS/REVISIONS
There were no additions or revisions to the agenda.
5. CLOSED SESSION
SA. CONFERENCE WITH LABOR NEGOTIATORS PURSUANT TO SECTION 54957.6
Agency Representative: Executive Director
Unrepresented Employees: All Commission Personnel
There was no announcement from the Closed Session item.
RCTC Executive Committee Minutes
May 13, 2015
Page 2
6. ADJOURNMENT
There being no other items to be considered, the Executive Committee meeting
adjourned at 9:15 a.m.
Respectfully submitted,
Jennifer Harmon
Clerk of the Board
AGENDA ITEM 5
RIVERSIDE COUNTY TRANSPORTATION COMMISSION
DATE: June 10, 2015
TO: Executive Committee
FROM: Beth Gutierrez, Human Resources Administrator
THROUGH: Anne Mayer, Executive Director
Adopt Resolution No. 15-013, "Resolution of the Riverside County
SUBJECT: Transportation Commission Amending Its Personnel Policies and Procedures
Manual" to Add the Relocation Expense Reimbursement Policy
STAFF RECOMMENDATION:
This item is for the Committee to adopt Resolution No. 15-013, "Resolution of the Riverside
County Transportation Commission Amending Its Personnel Policies and Procedures Manual", to
add §2.10.1 Relocation Expense Reimbursement policy, guidelines, and procedures to the
Personnel Policies and Procedures Manual.
BACKGROUND INFORMATION:
At the April 8 meeting of the Executive Committee, Executive Director Anne Mayer discussed
the organizational changes the Commission will be experiencing as a result of the addition of
three Toll Program positions in anticipation of the opening of the State Route 91 and
Interstate 15 Express Lanes. The Commission will conduct a national search to seek a highly
qualified and competitive candidate pool, particularly for the Toll Operations Manager position.
As a result, relocation expenses could become a limiting factor in the recruitment process.
Given the significance of this program, it is recommended a reimbursement policy be
implemented.
It is the intent of the Commission to fill job openings in the most economical way possible.
Payment of relocation expenses will only be authorized when it is necessary to recruit the most
qualified candidate to fill what typically would be management (executive or program/project)
or a critical hire position. The underlying philosophy of this relocation expense reimbursement
policy is that claims and payments should cover necessary, reasonable, and actual
expenditures, and be fair and equitable to employees and the Commission.
As delegated by the Executive Committee, this policy for payment of relocation expenses is
administered by the Executive Director and is dependent upon funds available during the fiscal
year. Any offers to pay relocation expenses require prior written approval by the Executive
Director, or designee, and will not exceed $20,000.
Agenda Item 5
I
The purpose of the Relocation Expense Reimbursement Policy is to provide a means for
compensating eligible employees for pre-authorized and reasonable relocation expenses. This
document states RCTC policy, guidelines, and procedures for payment.
Financial Information
In Fiscal Year Budget: j Yes j Year: j FY 2015/16 Amount: j $20,000
Source of Funds: 12009 Measure A Western Riverside
County Highways Budget Adjustment: I N/A
GL/Project Accounting No.: 003028 73660 26231 73660
Fiscal Procedures Approved: ~~ j Date: j 06/04/15
Attachments:
1) §2.10.1 Relocation Expense Reimbursement Policy
2) Resolution No. 15-013
Agenda Item 5
I
ATTACHMENT 1
§2.10.1 Relocation Expense Reimbursement
It is the intent of the Riverside County Transportation Commission (RCTC) to fill job openings in
the most economical way possible. Payment of relocation expenses will only be authorized,
when there is a lack of qualified candidates in the local labor market to fill what typically would
be management (executive or program/project) or a critical hire position. The underlying
philosophy of this relocation expense policy is that claims and payments should cover
necessary, reasonable and actual expenditures and be fair and equitable to employees and
RCTC.
As delegated by the Executive Committee, this policy for payment of relocation expenses is
administered by the Executive Director and is dependent upon funds available during the fiscal
year. Any offers to pay relocation expenses require prior written approval by the Executive
Director or designee.
The purpose of the Relocation Expense Reimbursement Policy and Guidelines is to provide a
means for compensating eligible employees for pre-authorized and reasonable relocation
expenses. This document states RCTC policy, guidelines, and procedures for payment.
A. Eligibility for Relocation Expense Payment
Payment for relocation expenses may be authorized for a new employee in a
management and/or critical hire position who resides outside of the Riverside County
area. Relocation expenses will only be authorized for new hires who live in excess of 250
miles from Riverside County at time of initial employment offer. Each situation will be
reviewed on an individual basis, taking into consideration the reasonableness of the
proposed request. No request will automatically qualify for reimbursement.
1. Voluntary Resignation
Authorized relocation expenses must be repaid to RCTC if the employee
voluntarily resigns from employment as specified below:
a) Within twelve (12) months of hire date: 75% of paid relocation expenses
b) Between twelve (12) and eighteen {18) months of hire date: 50% of paid
relocation expenses
c) Between eighteen (18) and twenty-four (24) months of hire date: 25% of
paid relocation expenses
d) No repayment is required after twenty-four (24) months of employment
2. Involuntary Termination
For involuntary termination of employment for reasons other than reduction in
force or organizational change, a repayment of relocation expenses is to be paid
as follows:
a) Within twelve (12) months of hire date: 100% of paid relocation expenses
b) Between twelve (12) and twenty-four (24) months of hire date: 50% of
paid relocation expenses
B. Eligible Relocation Expenses
Relocation expenses paid to a new employee for the employee's benefit, are considered
compensation, and will be added to the employee's W-2 statement at the end of the
calendar year. Federal and state laws require taxation on certain reimbursed relocation
expenses. When authorized by RCTC, an eligible employee can be granted
compensation for relocation expenses as shown below. RCTC will provide an advance
payment to the employee, when authorized, within the total amount allocated for
relocation for one or more of the following expenses:
1. Moving Expenses
a) Household Goods and Personal Property. The cost of packing, loading,
transporting, unloading, and unpacking household goods and personal
property.
b) Passenger Vehicles. The cost of shipping and insuring in-transit
passenger vehicles by a moving company car carrier service.
c) Insurance. The cost of moving protection insurance for the actual value
of household goods and personal property.
d) Appliance Service. The cost of disconnecting and re-installation of
appliances at origin and destination for washers, dryers, refrigerators,
freezers, stoves, etc. Any additional charges for storage-in-transit at
point of origin, extra pick-up and deliveries, entry into pallets, and
storage charges must be paid by the employee directly to the moving
company.
2. Transportation Expenses
Actual transportation expenses for the employee and the employee's immediate
family, from the prior residence to the workplace. Transportation will be by the
most direct route, using:
a) Air Coach (economy rate)
b) Automobile. If the employee drives, in lieu of shipping automobile,
payment will be at the most current IRS rate per mile.
c) First Class Rail Fare and roomette during overnight travel, whichever is
more economical.
d) Tolls and parking costs.
3. Temporary Housing Expenses
RCTC will pay for temporary housing expenses associated with establishing a
new permanent residence for the purpose of:
a) Selling the original residence
b) Packing and shipping household items
c) Temporary housing costs are authorized for a period of up to 60 days.
The Executive Director can approve extensions in writing when deemed
necessary. Authorization for temporary living and commuting expenses
will terminate once the employee moves into his/her new residence.
C. Non-Eligible Expenses
Compensation will not be authorized for the expenses listed below:
1. Moving Expenses
a) Extra costs of Saturday, Sunday, holiday service, or waiting time.
b) Costs in excess of the costs required to move to or from a location other
than the established former residence at the time of hire. An employee
may relocate to or from a place other than the established former
residence but the cost may not exceed the amount which would be
required to relocate from the established former residence.
D. Claims Against Moving Company
The employee shall be responsible for selecting and contracting with a qualified and
reputable moving company. All claims against the moving company for lost or damaged
goods should be negotiated directly between the employee and the moving company,
or the insurance company.
E. Maximum Reimbursement Allowable
The maximum amount of compensation for relocation shall be determined on an
individual basis by the Human Resources designee and approved by the Executive
Director or designee. In no event will the reimbursement provided under this policy
exceed $20,000 unless a specific written approval is provided but he Executive
Director under Section F, below.
F. Approvals
All relocation agreements and expense payments within the limits specified in this
document require advance written authorization by the Executive Director or designee.
Human Resources will obtain approval of expenses and prepare the Relocation Expense
Reimbursement Authorization Form that includes the name of the individual, job
classification, starting salary, maximum negotiated allowance, and a statement that the
cost to be incurred will come from the hiring department's approved budget.
All exceptions to the limits and items stated in this document require advance written
approval of the Executive Director including:
1. Relocation expense reimbursement which exceeds the maximum allowable
amount.
2. Any other items as stated in this policy.
G. Responsibility for Relocation Expenses
All relocation expenses will be charged to the hiring department utilizing the proper
project code as assigned by the Finance Department.
H. Procedure for Reimbursement
RCTC will reimburse a new employee's reasonable relocation expenses, based on the
employee's provided receipts and supporting documentation. An itemized explanation
along with relocation expense receipts must clearly describe the relocation expense and
be submitted to Human Resources no later than sixty (60) days from the first day of
employment.
Human Resources will review all documentation for clarity, approve the reimbursement
of eligible expenses, and forward to the Finance department for processing with the
next appropriate check run.
The employee is advised to consult with his/her accountant or tax professional to
determine which expenses might be tax-deductible. However, the entire amount
reimbursed to the employee from RCTC will be included on the W-2, as required by the
Internal Revenue Service.
I. Relocation Expense Reimbursement Authorization Form
Those for whom relocation expenses are provided must sign the Relocation Expense
Reimbursement Authorization Form no later than the first day of employment with
RCTC.
Any questions about reimbursement of relocation expenses or any aspect of this policy
and guidelines should be directed to Human Resources.
ATTACHMENT 2
RESOLUTION NO. 15-013
RESOLUTION OF THE
RIVERSIDE COUNTY TRANSPORTATION COMMISSION
AMENDING ITS PERSONNEL POLICIES AND PROCEDURES MANUAL
WHEREAS, the Commission has previously adopted Personnel Policies and
Procedures Manual establishing the terms and conditions of employment with the
Commission; and
WHEREAS, the Commission wishes to update its Personnel Policies and
Procedures Manual;
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 approved and adopted on October 9, 2013, is hereby amended on
June 10, 2015, for the addition of Section §2.10.1, set forth in Attachment "A", attached
hereto and incorporated herein.
Section 2. This resolution shall take place immediately upon its adoption.
APPROVED AND ADOPTED this 10th day of June, 2015.
Daryl R. Busch, Chair
Riverside County Transportation Commission
ATIEST:
Jennifer Harmon
Riverside County Transportation Commission