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HomeMy WebLinkAbout13- Economic Development Agency • E C ONOMI C DEVELOP g �RT AGE CY OF THE CITY OF SAN B g RE iTEST FOR COMMISSION/COUNCIL ACTION HY C. STEINHAUS Subject: IMPLEMENNTATION OF PROPOSED TIMOTHY ADJUSTED WORK WEEK SCHEDULE Agency Administrator Date: August 30, 1993 mmission/Council/Committee Action(s): S o sis of Previous Co On August 5, 1993, the Redevelopment Committee recommended the Commission approve a synchronized 9/80 adjusted work week for the Agency for a period of three to four months until the end of the year 1993. Recommended Motion(s): (Community Development Commission MOTION: That the Community Development Commission adopt a synchronized 9/80 adjusted work week schedule for the Economic Development Agency and authorize the Agency to publicize the new work schedule, administer the process and begin implementation September 27, 1993 for a period of three months through December 31, 1993 with subsequent findings and conclusions of the conversion trial period reported to the Commission for further ideration.rvm TIMOTHY C. STEINHAUS Agency Administrator ____ ____------------------------------------------ _ 5081 Contact Person(s): Kenneth Henderson/Stafford Parker Phone: �- Ward(s): N/A Project Area(s): N/A Supporting Data Attached: Staff Reports dated 8/5/93 and 6/25/93 Exhibit "A" FUNDING REQUIREMENTS: Amount: $ N/A Source: N/A N/A Budget Authority: ------------- Commission/Council Rotes: ----- ------------------ ----------- - --------------------- COMMISSIOft MEETING AGENDA KJH:SWP:dle:6225R Meeting Date: 09/07/1993 Agenda Item Number: — S C 0 N 0 M I G D E V E L O P M E N T A G S C Y OF THE CITY OF SAN BERNARDINO STAFF REPORT `�• IMPLEMENTATION OF PROPOSED ADJUSTED WORK WEEK SCHEDULE On August 5, 1993, the Redevelopment Committee recommended Community Development Commission approval of an Economic Development Agency (EDA) synchronized, compressed "9/80" adjusted work week schedule for four months until the end of 1993. thee RedevelopmentaCommitteegfort to Commission referral of the in-depth review and consideration. The staff recommendation of anticipates a September 27, 1993 start date and an ending date December 31, 1993. Attached herewith are two prior reports explaining the "9/80" program and various other adjusted schedules In detail. Essentially, 9/8o copressed work week wouldcloseEDA offices twice adoption of the days prior to the Mondays when the Mayor and a month on alternative Fri Common Council and Community Development Commission are not in session. Under this plan, employees will continue to work 80 hours over a two week pay period, but will accumulate the hours over nine work days rather than ten. Adoption of an adjusted work week, notably 9/80 and 4/10, is not a without implemented and in the cities ofsuccessfully r Angeles, other entities. It h iverside, Loma Linda, Colton, Fontana and Garden Grove, Fullerton, R San Rialto as well as the coutheeprograms Riverside d Commission membersmayexpect the Bernardino. By adopting following benefits: 9/80 Benefits 1. Results in a minimum of ten percent (10%) reduction of employee vehicle ridership to satisfy mandatory South Coast Air Quality Management District regulations. The City can share credit for this significant reduction to contribute toward meeting its own responsibilities to Air Quality standards. 2. The schedule is extremely "user friendly" and provides excellent convenience for citizens to visit the Agency due to the later office hours. 3. Sick leave abuse is reduced, a fact substantiated by results in other cities and counties. ------------------------------------------------------------ - COMMISSION MEETING AGENDA KJH:SWP:dle:6225R Meeting Date: 09/07/1993 Agenda Item Number: �� ECONOMIC DEVELOPMENT AGENCY -AFF REPORT STED WORK WEEK SCHEDULE RE IMPLEMENTATION OF PROPOSED ADJSCHEDULE August 30, 1993 Page Number -2- 4. Work productivity is increased as proven by prior studies. 5. Utility and energy cost savings, by closing on alternative Fridays, will result. 6. Staff morale improves. 7. The pilot program will act as a test case or "proving ground" for City consideration and conversion. Office Hours/Holidays New working hours under the 9/80 schedule would be from 7:30ea.m. other 5:30 P.M. Monday through Thursday and 7:30 a.m. - 4:30 p.m. oses of administration and management, vacations would Friday. For Pure " This be allocated in terms of "hours" g ho rsito visit the' Agency will afford citizens later closing management, as the case exists currently, will retain the authority to adopt flexible schedules to maximize service to the public and responsiveness to individual needs. With respect to holidays, if an employee's 9/80 Friday (day off) falls on an Agency holiday, the employee can "bank" the nine hours as earned holiday hours to be taken at a time agreed occurs p n later a between n which the employee and the supervisor. If a holiday employee would normally work eight hours, it will not affect the way an m to ee normally reports the time. If a holiday A occurs p n a daclerkch e ploy the employee would normally work nine hours, g will provide specific instructions on how to report the time. Notification and Marketing other Adjusted work week counties. The successful n successfulimplementors of organizations, adjusted work weeks all carried out a systematic strategy oublic and notification and marketing in order to inform the general public to do those doing business with the particulabutnnotybe limited to, written the same. These efforts will include, correspondence to organizations such as the County of San Bernardino, Chamber of Commerce, Board of Realtors, all n titles d be included in with the Agency and the like. Routinely, billings communications to individuals and invoices. A highly visible places at the office to inform visitors, although most contacts are now made by appointment. An answering service or recorded COMMISSION MEETING AGENDA KJH:SWP:dle:6225R Meeting Date:g 09/07/1993 Agenda A enda Item Number: _L_-- ECONOMIC DEVELOPMENT AGENCY .,GAFF REPORT UI.B RE: IMPLEMENTATION OF PROPOSED ADJUSTED WORK WEEK SCHBD August 30, 1993 Page Number -3- ----_-------- ----- tele P hone message will be utilized in addition to 9 blicatirnwilltbe Channel "3" "Bulletin Board" information scro losed for the entire published to reflect each Friday the Agency is c period of implementation. The news facilities will be regulaysy 1Simplyd of the pending closure of our fa stated, we plan to conduct an all out communicatioitblitz so everyone knows what is going on, what will happen In order to carry out this notification or marketing plan, we need time to prepare before the schedra27S•1993canderun throughaDecember 31ff feels program should start on September ent 1993 which is in harmorithTheefirstcmonth of FridayRclosuresmwould Committee's recommendation. be October 8 and 22, 1993. Subsequent to the end of this time, staff will advise the Commission of its findings, adjustments (if any), conclusions and recommendations. le examination 80 After considerabresolution Ofconcer compressed concerns considered, staff schedule, and satisfactory re recommen adoption of the form motion. TIMOTHY C. STEINHAUS, Agency Administrator Economic Development Agency -------------- ---- -------- - - - ----------------------------- - _ COMMISSIOft MEETING AGENDA KJH:SWP:dle:6225R Meeting Date: 09/07/1993 Agenda Item Number: DEVELOPMENT DEPARTMENT OF THE CITY OF SAN BERNARDINO ,.. REDEVELOPMENT COMMITTEE AGENDA ITEM FROM: KENNETH J. HENDERSON Executive Director SUBJECT: PROPOSED ADJUSTED WORK WEEK SCHEDULE DATE: August 4, 1993 Recommended Actions That the Redevelopment Committee recommend that the Community Development Commission adopt a compressed synchronized 9/80 work week schedule for a trial period of one year from date of implementation, authorize the Agency Administrator to administer same effective September 6, 1993 and authorizeand staff to revise pertinent policies and regulations of the Economic Development Agency as necessary. inistrator KENNETH J. HE ERSON Executive Director Committee Recommendation(s): N KJH:lag:workweek ~�- REDEVELOPMENT COMMITTEE Meeting Date: 08/05/1993 Agenda Item No: 13 DEVELOPMENT DEPARTMENT STAFF REPORT --------------- -- — __-- Proposed Ad_usted Work_Week Schedule— Subsequent to the adoption of the 1993-1994 Fiscal Year Economic Development Agency Budget, the Commission referred the proposed 9/80 compressed work week to the Redevelopment Committee for further review. Attached, for the Committee's review and consideration, is Exhibit "A" of the original 9/80 supplement received during the budget deliberations. AIR QUALITY STANDARDS The Southern Coast Air Quality Management District (SCAQMD) has jurisdiction over air quality in Southern California. Its regulations direct the City of San Bernardino and certain other entities to help improve air quality by reducing traffic congestion. More specifically, each gMga nation is mandated to reduce a minimum of ten 10 erg cent of its total employee automobile travel work trips. The it of San Bernardino has yet done this. Alternative Strategies to Meet AOMD Air_OualitLStandards The following referenced programs are illustrative, but not exhaustive, of those commonly used by the public sector to meet SCAQMD Air Quality standards. In general none, singularly or collectively, have been successful in reducing the required Average Vehicle Ridership (AVR) to satisfy the regulations. I. Van Pooling 2. Car Pooling 3. Bicycle Programs 4. Employee Incentive and Award Programs 5. Telecommunication and Assigned Home Work Stations Typical Compressed Work Wee_k_Schedleg The traditional work week in government is a 5/8 or 5/40 work week (i.e., work five days weekly, usually Monday through Friday, and eight hours daily). This schedule, as most entities have discovered due to their non-compliance with SCAQMD standards, does not KJH:lag:workweek REDEVELOPMENT COMMITTEE Meeting Date: 08105/1993 r Agenda Item No: really allow reduction of the Average Vehicle Ridership (AVR). Unfortunately, the use of alternatives means of compliance, linked with the 5/8 or 5/40 schedule, has not been successful enough either. Listed below are various revisions of work weeks that have been used by other entities.: 1. Synchronized 4/10 Work Week The office is closed four times a month --once weekly (say Monday or Friday) and each employee works ten hours daily to accomplish a forty (40) hour week. In the case of the Agency, it could be open from 7:00 am. through 6:00 p.m. Observations: • SCAQMD Compliance: This is the most effective program to mitigate Agency office overhead costs, save energy and reduce Average Vehicular Ridership (AVR) for employees resulting in a twenty percent (20%) AVR reduction. The office is closed four (4) times monthly. • Office Hours: Office hours are flexible and if adopted hours would probably be from 7:00 am., to 6:00 p.m. • Other Entities: Both the County of Los Angeles and Colton have adopted this system. • Service to Public: Service to the public will improve due to the expanded hours and opportunity to work in projects longer uninterrupted hours . • Staff Survey: A July 1992 pool of Agency Employees disclosed that all, except one, preferred the 4/10 synchronized work week. • Agency/City Coordination: While the 4/10 Work week does appear to be the best to meet AQMD standards, it is not the best to facilitate coordination with the City - - unless the City also adopts the schedule. 2. 4/10 Non-Synchronized Work Week The office is open five days weekly (say Monday through Friday) and each employee works ten hours daily to accomplish a forty (40) hour week. The difference between this schedule and the synchronized 4/10 program referenced above is while all employees would work four days weekly (10 hours daily), the office would be open five days a week on the traditional Monday through Friday schedule. This is also referred to as a compressed staggered work hour program. KJH:lag:workweek REDEVELOPMENT COMMITTEE Meeting Date: 08/05/1993 Agenda Item No: 3 k DEVELOPMENT DEPARTMENT STAFF REPORT August 4, 1993 Page Number 3 Observations: • Scheduling of Staff: Staff has identified no City with a "compressed staggered hours 4/10 work week". Such a system would conceivably work but scheduling to assure continuity of staffing would be difficult. 3. Synchronized 9/80 Work Week weeks and The office is closed twice a month (say on Mondays or Fridays) on alternate to a nine (9) each employee works eighty hours within the two week pay period hour work day. This schedule, as well as the 4/10 schedule, allows great flexibility in setting work hours. Observations: • Coordination: This system appears to be the best to coordinate activities with the City in the event the City makes no scheduling changes. The Aggncy-would be closed on Fridays prior to Mondays when Commission meetings were not bein held. This would easily afford required opportunities to coordinate matters of mutual interest to the Agency and City. • AQMD Compliance/City Credit: The resulting automatic ten percent (10%) reduction in employee travel would be credited to the City to help it achieve total compliance. • Dollar Savings: Because the office will be closed twice monthly, this schedule will reap unspecified dollar savings on energy - i.e., electricity etc. • Office Hours: The schedules can be flexible. For example work hours could be changed from 7:30 am. to 4:30 p.m. to reflect attendance from 7:30 am. to 5:30 p.m. for the entire staff. The County of Riverside has adopted a County-wide schedule wherein facilities are open to employees as early as 7:00 am. and closed as late as 6:00 p.m. • Service to Citizens: This schedule is Citizen Friendly". It can afford time for 8:00 a.m. to 5:00 p.m. workers to come to the Agency offices at times other than noon or via special appointments in the evening. _ -------------------------------- KJH:lag:workweek REDEVELOPMENT COMMITTEE Meeting Date: 08/05/1993 Agenda Item No: 3 DEVELOPMENT DEPARTMENT STAFF REPORT August 4, 1993 Page Number 4 • Other Adopting Entities: The City of San Bernardino Water Department has also adopted a 9/80 Work schedule as well as the County of Riverside. 4. Non-Synchronized 9/80 Work Week The office is open five days weekly (Monday through Friday) and each employee is off work once every other week (presumably Mondays or Fridays). Work hours for the employee are staggered to assure adequate staffing of the office. Employee off days can be altered to assure continuity of staff when needed and to the benefit of the Agency. Observations: • Scheduling: Scheduling of staffing at best, would be difficult. • This system has been adopted by the City of Rialto which is dissatisfied with it because it does not address the SCAQMD standards to reduce employee ridership. • Citizen's Service: The system excells in this regard. BENEFITS COMMON TO A 9/80 COMPRESSED WORK W_ 1. Results in a minimum of ten percent (10%) reduction of employee ridership to satisfy SCAQMD regulations. 2. Sick-leave abuse is reduced. 3. "User Friendly" for citizens. Office can be open as early as 7:00 am. or as late as 6:00 p.m. 4. Work production increases. This has been proven in the 4/10 and 9/80 synchronized systems. 5. Services are improved for the public because staff can work for longer uninterrupted periods. KJH:1ag:workweekW REDEVELOPMENT COMMITTEE Meeting Date: 08/05/1993 Agenda Item No: 3 13 DEVELOPMENT DEPARTMENT STAFF REPORT August 4, 1993 Page Number 5 6. Staff morale improves. 7. City gets credit for reduced employee vehicle ridership. The comment has been made that even in a compressed work week employees may still use their cars. This is true, but with a distinct difference. Regardless the City/Agency will get credit for the reduced vehicle usage to satisfy SCAQMD standards. Further SCAQMD has determined it is not merely the use of automobiles that affect air quality. It is also the cumulative emissions of vehicles or cars operating at inefficient low speeds due to traffic congestion. Reducing the number of cars on our freeways during rush hours will reduce unhealthy emissions. The 9/80 synchronized work week schedule will do this. The query has been made "will being closed on Fridays cause the City to lose a development deal?" Staff boldly speculates no it will not. Viable "Deals" are not made on a whim or lost due to the disappointment of a closed office. The Department of Housing and Urban Development (HUD) has a compressed work week and we still work with them. What really closes an agreement is what occurs after you meet with the developer. In conclusion, it is determined that the synchronized 9/80 schedule is best for the City, Staff and public. It will greatly assist the City in meeting SCAQMD standards. Staff, consequently, recommends adoption of the form motion. KENNETH J. tIENDERSON, Executive Director Development Department KJH:lag:workweek REDEVELOPMENT COMMMEE Meeting Date: 08/05/1993 Agenda Item No: 3 EXHIBIT A ECONOMIC DEVELOPMENT AGENCY PROPOSED ADJUSTED WORK WEEK TO 9/80 SCHEDULE • BACKGROUND Government entities within Southern California in general, and the Inland Empire particularly, have struggled to simultaneously maintain services in view of declining revenues and meet South Coast Air Quality Management District (SCAOMD) requirements pursuant to Regulation IV. Regulation IV mandates certain local government organizations to help alleviate the problems of traffic congestion and resulting poor air quality by reducing a minimum of ten (10) percent employee work trips. Efforts by affected governmental entities to accomplish this includes strategies that have implemented staggered work hours, preferred parking for employees who car pool, bicycle programs and van pooling. None of these approaches have, singularly or collectively, reduced the Average Vehicle Ridership (AVR) or made a significant difference in either overall cost reduction or meeting (SCAQMD) standards. Even the casual observer can conclude that the quickest and most effective strategy to meet the twin goals of economy and clean air on a permanent basis is to reduce AVR by adopting an adjusted work week schedule. Staggered reporting hours in which a facility stays open five days weekly neither accomplishes budget savings or reduces the AVR. This is because administrative overhead is not significantly reduced, building operating cost remain constant and the decrease in AVR is not significant. STAFF SURVEY A July 1992, a poll of the Economic Development Agency staff showed that all employees, except one, preferred an adjusted work week as oppose to a normal 5/8 or 5/40 work week (i.e. work eight hours daily -- 7:30 a.m. to 4:30 p.m. -- and five days weekly) . While the obvious preference was the more effective 4/10 schedule (i.e. work ten hours daily, four days weekly and off every Friday) , a clearly acceptable alternative is the 9/80 (i.e. work nine hours daily and close office on alternating Fridays) . 9/80 WORK SCHEDULE BENEFITS The Agency's executive staff has analyzed the 9/80 schedule and determined the Agency would benefit by adopting it effective September 6, 1993. An abbreviated listing of the benefits are as follows: 1. The City of San Bernardino would be able to take credit toward meeting SCAQMD standards made possible by the significant reduction in Average Vehicular Ridership. In addition to energy reductions, the action will reduce at least 10% of employee commutes to the work site. 2. Cost savings will be realized due to reduced maintenance, utilities and energy usage, especially in recognition -of the fact that many employees, particularly management, consistently work overtime ("gratis") daily. EXHIBIT A PROPOSED ADJUSTED WORK WEER TO 9/80 SCBEDULr Page 2 3. The current AVR by persons doing business with the Agency will also be measurably reduced by the elimination of two work days monthly. 4. Employee sick leave usage will be reduced because employees will have "off days" during the week to attend to their own or their families health needs. Studies in other cities have shown attendance to improve when similar compressed work schedules are adopted. 5. Closing later (i.e. switch to 7:30 a.m. - 5:30 p.m. ) will afford the public an .extra hour to attend to business at the Agency. Thus, the change in schedule is "public - friendly." f. Work productivity will increase. Measurable staff productivity gains are expected from the elimination of two break periods (statutory required) per employee, fewer start-up/shut down cycles, less sick leave usage and reduced overtime. This has occurred in other cities -- and moreso with the 4/10 schedule. 7. Service to the public will be enhanced due to the expanded hours and the opportunity to work on assignments longer hours uninterrupted. 8. Employee morale will improve. 9. The Agency will demonstrate leadership in traffic mitigation throughout the City, similar to the Agency's initiative of closing its offices during the Christmas holidays. The 9/80 schedule will assist the Agency and City in meeting the goals of SCAQMD and also be helpful in improving management achievements of the Agency's mission and goals. For employees with children it can afford more quality time with the children, and reduce familiar expense and stress associated with child care. For others, it can offer opportunities to include work and leisure to the benefit of both the employee and Agency. The program is intended to focus on positive results, reflected in efficient performance and responsiveness to the public. Basic Plan Implementation Generally, under the 9/80 system all employees would work eighty work hours in a nine day period --- similar to the system currently used by the Water Department. Actual implementation would result in an arrangement of eight days for nine hours each (plus a lunch hour) and one day of eight hours (plus a lunch hour) . Every other Friday the office would be closed. The schedule would be adjusted to generally assure the Agency offices are open each Friday prior to a Community Development Commission meeting. This type of targeted scheduling has been successful with the Counties of San Bernardino and Riverside. Similarly, a host of Federal governmental entities the Agency works with, such as the Department of Housing and Urban Development, are on a compressed work week schedule. EXHIBIT A PROPOSED ADJUSTED WORK WEEK To 9/80 SCREDUZZ Page 3 Mon. Tues. Wed. Thurs. Fri. 9 9 9 9 8 9 9 9 9 New working hours would be from 7:30 a.m. to 5:30 p.m., Monday through Thursday and 7:30 a.m. to 4:30 p.m. every other Friday. For in of administration and management, vacations will be allotted in terms of "hours", and holidays in terms of "days". This methodology would easily allow easy calculation of each employee's time. Staff has carefully studied this alternative work week proposal and concluded it is best for work production, the public and employees. It is recommended it be approved. ?° City of San Bernardino SP ,9 - Timothy C.Steinhaus ECONOMIC DEVEL OPMENT A GENC Y Agency Administrator � - a o ED 1M 1` •Development Department Redevelopment Community Development Housing •San Bernardino Downtown Main Street, Inc. •Convention and Visitors Bureau •Office of Business Development DATE: September 2, 1993 TO: All Recipients of the Community Development Commission Agenda FROM: Timothy C. Steinhaus, Administrator Economic Development Agency SUBJECT: Community Development Commission Agenda COPIES: File Please replace Community Development Commission agenda item number 13 with the item attached. Please call should you require additional information or clarification. TCS:lag:cdcagd. 201 North E Street, Third Floor • San Bernardino, California 92401-1507 • (909)384-5081 • (800)232-1267 • FAX(909)384-5135 r E C O N O M I C D E V E L O P M E N T A G E N C Y OF THE CITY OF SAN BERNARDINO - REQUEST FOR COMMISSION/COUNCIL ACTION From: TIMOTHY C. STEINHAUS Subject: IMPLEMENTATION OF PROPOSED Agency Administrator ADJUSTED WORK WEEK SCHEDULE Date: August 30, 1993 ------------------------------------------------------------------------------- Synopsis of Previous Commission/Council/Committee Action(s): On August 5, 1993, the Redevelopment Committee recommended the Commission approve a synchronized 9/80 adjusted work week for the Agency for a period of three to four months until the end of the year 1993. ------------------------------------------------------------------------------- Recommended Motion(s): (Community Development Commission) MOTION: That the Community Development Commission adopt a synchronized 9/80 adjusted work week schedule for the Economic Development Agency and authorize the Agency to publicize the new work schedule, administer the process and begin implementation September 27, 1993 for a period of three months through December 31, 1993 with subsequent findings and conclusions of the conversion trial period reported to the Commission for further ideration. TIMOTHY C. -STEINHAUS Agency Administrator ------------------------------------------------------------------------------- Contact Person(s): Kenneth Henderson/Stafford Parker Phone: 5081 Project Area(s): N/A Ward(s): N/A Supporting Data Attached: Staff Reports dated 8/5/93 and 6/25/93 Exhibit "A" FUNDING REQUIREMENTS: Amount: $ N/A Source: N/A Budget Authority: N/A ------------------------------------------------------------------------------- Commission/Council Notes: ------------------------------------------------------------------------------- KJH:SWP:dle:6225R COMMISSION MEETING AGENDA Meeting Date: 09/07/1993 Agenda Item Number: E C O N M I C D E V E L O P M E N T G E N C Y OF THE CITY OF SAN BERNARDINO STAFF REPORT -- --------------------------------------------- - ---- �rr+` IMPLEMENTATION OF PROPOSED ADJUSTED WORK WEEK SCHEDULE On August 5, 1993, the Redevelopment Committee recommended Community Development Commission approval of an Economic Development Agency (EDA) synchronized, compressed "9/80" adjusted work week schedule for four months until the end of the year 1993. The action was taken subsequent to Commission referral of the issue to the Redevelopment Committee for in-depth review and consideration. The staff recommendation anticipates a September 27, 1993 start date and an ending date of December 31, 1993. Attached herewith are two prior reports explaining the 119/80" program and various other adjusted work week schedules in detail. Essentially, adoption of the 9/80 compressed work week would close EDA offices twice a month on alternative Fridays prior to the Mondays when the Mayor and Common Council and Community Development Commission are not in session. Under this plan, employees will continue to work 80 hours over a two week pay period, but will accumulate the hours over nine work days rather than ten. Adoption of an adjusted work week, notably 9/80 and 4/10, is not without precedent and has worked successfully for other entities. It has been implemented in the cities of Los Angeles, Garden Grove, Fullerton, Riverside, Loma Linda, Colton, Fontana and Rialto as well as the counties of Los Angeles, Riverside and San Bernardino. By adopting the program Commission members may expect the following benefits: 9/80 Benefits 1. Results in a minimum of ten percent (10%) reduction of employee vehicle ridership to satisfy mandatory South Coast Air Quality Management District regulations. The City can share credit for this significant reduction to contribute toward meeting its own responsibilities to Air Quality standards. 2. The schedule is extremely "user friendly" and provides excellent convenience for citizens to visit the Agency due to the later office hours. 3. Sick leave abuse is reduced, a fact substantiated by results in other cities and counties. ------------------------------------------------------------------------------ KJH:SWP:dle:6225R COMMISSION MEETING AGENDA i Meeting Date: 09/07/1993 Agenda Item Number: ECONOMIC DEVELOPMENT 3NCY STAFF REPORT RE: IMPLEMENTATION OF PROPOSED ADJUSTED WORK WEEK SCHEDULE August 30, 1993 Page Number -2- 4. Work productivity is increased as proven by prior studies. 5. Utility and energy cost savings, by closing on alternative Fridays, will result. 6. Staff morale improves. 7. The pilot program will act as a test case or "proving ground" for City consideration and conversion. Office Hours/Holidays New working hours under the 9/80 schedule would be from 7:30 a.m. - 5:30 p.m. Monday through Thursday and 7:30 a.m. - 4:30 p.m. every other Friday. This will afford citizens later closing hours to visit the office. Agency management, as the case exists currently, will retain the authority to adopt flexible schedules to maximize service to the public and responsiveness to individual needs. With respect to holidays, if an employee's 9/80 Friday (day off) falls on an Agency holiday, the employee can "bank" the hours as earned holiday hours to be taken at a time agreed upon later between the employee and the supervisor. If a holiday occurs on a day on which the employee would normally work eight hours, it will not affect the way an employee normally reports the time. If a holiday occurs on a day which the employee would normally work nine hours, the Agency payroll clerk will provide specific instructions on how to report the time. Notification and Marketing Adjusted work week schedules have been successful in other organizations, cities and counties. The successful implementors of adjusted work weeks all carried out a systematic strategy of notification and marketing in order to inform the general public and those doing business with the particular entity. Staff proposes to do the same. These efforts will include, but not be limited to, written correspondence to organizations such as the County of San Bernardino, Chamber of Commerce, Board of Realtors, all entities doing business with the Agency and the like. Routinely, a notice will be included in communications to individuals and businesses in our regular billings and invoices. A highly visible bulletin will be posted in conspicuous places at the office to inform visitors, although most contacts are now made by appointment. An answering service or recorded ------------------------------------------------------------------------------ KJH:SWP:dle:6225R COMMISSION MEETING AGENDA Meeting Date: 09/07/1993 Agenda Item Number: _ ECONOMIC DEVELOPMENT ENCY STAFF REPORT RE: IMPLEMENTATION OF PROPOSED ADJUSTED WORK WEEK SCHEDULE August 30, 1993 Page Number —3— telephone message will be utilized in addition to publication on the Channel 113" "Bulletin Board" information scroll. A calendar will be published to reflect each Friday the Agency is closed for the entire period of implementation. The news media will be regularly informed of the pending closure of our facilities on alternate Fridays. Simply stated, we plan to conduct an all out communication blitz so everyone knows what is going on, what will happen and when it will occur. In order to carry out this notification or marketing plan, we need time to prepare before the schedule starts. Because of this staff feels the program should start on September 27, 1993 and run through December 31, 1993 which is in harmony with the basic intent of the Redevelopment Committee's recommendation. The first month of Friday closures would be October 8 and 22, 1993. Subsequent to the end of this time, staff will advise the Commission of its findings, adjustments (if any), conclusions and recommendations. After considerable examination of the 9/80 compressed work week schedule, and satisfactory resolution of concerns considered, staff recommen doption of the form motion. TIMOTHY C. STEINHA S, Agency Administrator Economic Development Agency -------------------------------------------------------------------------- KJH:SWP:dle:6225R COMMISSION MEETING AGENDA Meeting Date: 09/07/1993 Agenda Item Number: DEVELOPMENT DEPARTMENT OF THE CITY OF SAN BERNARDINO REDEVELOPMENT COMMITTEE AGENDA ITEM --- ------ --------------------------------------------------- -�_--- FROM: KENNETH J. HENDERSON Executive Director SUBJECT: PROPOSED ADJUSTED WORK WEEK SCHEDULE DATE: August 4, 1993 Recommended That the Redevelopment Committee recommend that the Community Development Commission adopt a compressed synchronized 9/80 work week schedule for a trial period of one year from date of implementation, authorize the Agency Administrator to administer same effective September 6, 1993 and authorizeand staff to revise pertinent policies and regulations of the Economic Development Agency as necessary. istrator KENNETH J. HE ERSON Executive Director Committee Recommendatian ~_~-�--- ------�_�__.._�-- -------- -- ---------------------------------------- " KJH:lag:workweek REDEVELOPMENT COMMITTEE Meeting Date: 08/05/1993 Agenda Item No: r DEVELOPMENT DEPARTMENT STAFF REPORT Pro osed Adjusted Work Week Schedule Subsequent to the adoption of the 1993-1994 Fiscal Year Economic Development Agency Budget, the Commission referred the proposed 9/80 compressed work week to the Redevelopment Committee for further review. Attached, for the Committee's review and consideration, is Exhibit "A" of the original 9/80 supplement received during the budget deliberations. AIR UAL1T'Y STANDARDS The Southern Coast Air Quality Management District (SCAQMD) has jurisdiction over air quality in Southern California Its regulations direct the City of San Bernardino and certain other entities to help improve air quality by reducing traffic congestion. More specifically, each organization is mandated to reduce a minimum of ten 10 ercent of its total employee automobile travel work trips. The �Qf San Bernar 'no ha�not yg�done this. Alternative Strategies to Meet A MD Air uali Standards The following referenced programs are illustrative, but not exhaustive, of those commonly used by the public sector to meet SCAQMD Air Quality standards. In general none, singularly or collectively, have been successful in reducing the required Average Vehicle Ridership (AVR) to satisfy the regulations. 1. Van Pooling 2. Car Pooling 3. Bicycle Programs 4. Employee Incentive and Award Programs 5. Telecommunication and Assigned Home Work Stations TIpical Comnressed Work Week Schedules The traditional work week in government is a 5/8 or 5/40 work week (i.e., work five days weekly, usually Monday through Friday, and eight hours daily). This schedule, as most entities have discovered due to their non-compliance with SCAQMD standards, does not _-------- IUH:lag:workweek REDEVELOPMENT --___ T COMMITTEE Meeting Date: 08/05/1993 Agenda Item No: f realty allow reduction of the Average Vehicle Ridership (AVR). Unfortunately, the use of alternatives means of compliance, linked with the 5/8 or 5/40 schedule, has not been successful enough either. Listed below are various revisions of work weeks that have been used by other entities.: I. Synchronized 4/10 Work Week The office is closed four times a month --once weekly (say Monday or Friday) and each employee works ten hours daily to accomplish a forty (40) hour week. In the case of the Agency, it could be open from 7:00 a.m. through 6:00 p.m. Observations: • SCAQMD Compliance: This is the most effective program to mitigate Agency office overhead costs, save energy and reduce Average Vehicular Ridership (AVR) for employees resulting in a twenty percent (20%) AVR reduction. The office is closed four (4) times monthly. • Office Hours: Office hours are flexible and if adopted hours would probably be from 7:00 a.m., to 6:00 p.m. • Other Entities: Both the County of Los Angeles and Colton have adopted this system. • Service to Public: Service to the public will improve due to the expanded hours and opportunity to work in projects longer uninterrupted hours . • Staff Survey: A July 1992 pool of Agency Employees disclosed that all, except one, preferred the 4/10 synchronized work week. • Agency/City Coordination: While the 4/10 Work week does appear to be the best to meet AQMD standards, it is not the best to facilitate coordination with the City - - unless the City also adopts the schedule. 2. 4/10 Non-Synchronized Work Week The office is open five days weekly (say Monday through Friday) and each employee works ten hours daily to accomplish a forty (40) hour week. The difference between this schedule and the synchronized 4/10 program referenced above is while all employees would work four days weekly (10 hours d"'ily), the office would be open five days a week on the traditional Monday through Friday schedule. This is also referred to as a compressed staggered work hour program. --------------------------- --------------------_____----- K.JH:I.ag:workweek REDEVELOPMENT COMMITTEE Meeting Date: 08/05/1993 Agenda Item No: �J DEVELOPMENT DEPARTMENT STAFF REPORT August 4, 1993 Page Number 3 Observations: • Scheduling of Staff: Staff has identified no City with a "compressed staggered hours 4/10 work week". Such a system would conceivably work but scheduling to assure continuity of staffing would be difficult. 3. Synchronized 9/80 Work Week The office is closed twice a month (say on Mondays or Fridays) on alternate weeks and each employee works eighty hours within the two week pay period based on a nine (9) hour work day. This schedule, as well as the 4/10 schedule, allows great flexibility in setting work hours. Observations: • Coordination: This system appears to be the best to coordinate activities with the City in the event the City makes no scheduling changes. The A gn would be closed on Fridays pnQ to Mondays when Commission meetings were not being held. This would easily afford required opportunities to coordinate matters of mutual interest to the Agency and City. _ 0 AQMD Compliance/City Credit: The resulting automatic ten percent (10%) reduction in employee travel would be credited to the City to help it achieve total compliance. • Dollar Savings: Because the office will be closed twice monthly, this schedule will reap unspecified dollar savings on energy - i.e., electricity etc. • Office Hours: The schedules can be flexible. For example work hours could be changed from 7:30 a.m. to 4:30 p.m. to reflect attendance from 7:30 am. to 5:30 p.m. for the entire staff. The County of Riverside has adopted a County-wide schedule wherein facilities are open to employees as early as 7:00 am. and closed as late as 6:00 p.m. • Service to Citizens: This schedule is "Citizen Friendly". It can afford time for 8:00 a.m. to 5:00 p.m. workers to come to the Agency offices at tirties other than noon or via special appointments in the evening_ --------------------_-------------------------------------------- KJH:lag:workweek REDEVELOPMENT COMMITTEE Meeting Date: 08105/1993 Agenda Item No: ?J i � f 4 DEVELOPMENT DEPARTMENT STAFF REPORT August 4, 1993 Page Number 4 • Other Adopting Entities: The City of San Bernardino Water Department has also adopted a 9/80 Work schedule as well as the County of Riverside. 4. Non-Synchronized 9/80 Work Week The office is open five days weekly (Monday through Friday) and each employee is off work once every other week (presumably Mondays or Fridays). Work hours for the employee are staggered to assure adequate staffing of the office. Employee off days can be altered to assure continuity of staff when needed and to the benefit of the Agency. Observations: • Scheduling: Scheduling of staffing at best, would be difficult. • This system has been adopted by the City of Rialto which is dissatisfied with it because it does not address the SCAQMD standards to reduce employee ridership. • Citizen's Service: The system excells in this regard. BENEFITS COMMON TO A 9/80 COMPRESSED WORK WEEK I. Results in a minimum of ten percent (10%) reduction of employee ridership to satisfy SCAQMD regulations. 2. Sick-leave abuse is reduced. 3. `User Friendly" for citizens. Office can be open as early as 7:00 am. or as late as 6:00 p.m. 4. Work production increases. This has been proven in the 4/10 and 9/80 synchronized Systems. 5. Services are improved for the public because staff can work for longer uninterrupted periods. ----------------------------------- KJH:lag:workweek REDEVELOPMENT -----�--------M----�--- COMMITTEE Meeting Date: 08/05/1993 Agenda Item No: ?J 10 DEVELOPMENT DEPARTMENT STAFF REPORT August 4, 1993 Page Number 5 -----__.__ ---_--_-----__..--------------------------------------- 6. Staff morale improves. 7. City gets credit for reduced employee vehicle ridership. The comment has been made that even in a compressed work week employees may still use their cars. This is true, but with a distinct difference. Regardless the City/Agency will get credit for the reduced vehicle usage to satisfy SCAQMD standards. Further SCAQMD has determined it is not merely the use of automobiles that affect air quality. It is also the cumulative emissions of vehicles or cars operating at inefficient low speeds due to traffic congestion. Reducing the number of cars on our freeways during rush hours will reduce unhealthy emissions. The 9/80 synchronized work week schedule will do this. The query has been made "will being closed on Fridays cause the City to lose a development deal?" Staff boldly speculates no it will not. Viable "Deals" are not made on a whim or lost due to the disappointment of a closed office. The Department of Housing and Urban Development (HUD) has a compressed work week and we still work with them. What really closes an agreement is what occurs after you meet with the developer. In conclusion, it is determined that the synchronized 9/80 schedule is best for the City, Staff and public. It will greatly assist the City in meeting SCAQMD standards. Staff, consequently, recommends adoption of the form motion. KENNETH J. ENDERSON, Executive Director Development Department -- _---------------------------------------- KJH:lag:workweek REDEVELOPMENT COMMITTEE Meeting Date: 08/05/1993 Agenda Item No: 3 r .EXHIBIT 11 ECONOMIC DEVELOPMENT AGENCY ur�cr R+ 9/e a �rurnrrr� BACKGROUND Government entities within Southern California in eneral,Inland Empire particularly, have struggled to simultaneouslynmaintain services in view of declining revenues and meet South Coast Air Quality Management District (SCAQMD) requirements pursuant to Regulation IV. Regulation IV mandates certain local government organizations to help alleviate the problems of traffic congestion and resulting poor air quality by reducing a minimum of ten (10) employee work trips. Efforts by affected Percent accomplish this includes strategies that have entities to work hours, preferred o car Pool, staggered Programs and van Parking for employees who car pool, bicycle or collectively, rreduced�the oAveragehVehiclerRidershiave' singularly significant difference in either overall cost reduction(orR) or made a (SCAQMD) standards. Even the casual observer can conclude that the ick effective strategy to meet the twin goals of and and on a permanent basis is to reduce AVR by adopting an ad j usted work week schedule. Staggered reporting hours in which a facility stays open five days weekly neither accomplishes budget savings or reduces the AVR- This is because administrative overhead is not significantly reduced, building operating cost remain constant and the decrease in AVR is not significant. STAFF SURVEY A that Jul 11992, a Poll of the Economic Development Agency staff showed employees, except one, preferred an adjusted work week as oppose to a normal 5/8 or o 7:30 a.m. to 4:30 p.m. 5/40 work week (i.e. work eight hours daily �- -- and five days weekl Preference was the more effective 4/10 schedule (i. e.Wwork to hours us daily, four days weekly and off every Friday) , alternative is the 9/80 (i.e. work nine housdailyeand clearly ac on alternating Fridays) . office 9/80 WORK SCHEDULE BENEF:TNS The Agency's executive staff has analyzed the 9/80 schedule and determined the Agency would benefit by adopting it effective September 6, 1993. An abbreviated listing of the benefits are as follows: 1. The City of San Bernardino would be able to take credit toward meeting reductionCin�AverageaVehicular Ridership. Possible by the significant reductions, the action will reduce at lastl10% ofti p oy energy con'anutes to the work site. employee 2. Cost savings will be realized due to reduced maintenance, utilities and energy usage, especially in recognition -of the fact that many emplo ees, particularly management, consistently work ("gratis") daily. /3 ZXNrBIT A PROPUM-ADJUSTiM WORK WUX To 9/80 SCBEDUIJ' Pages 2 3. The current AVR b also be measurably persons educed byithebeliminationhofhtwwork days monthly, y 4. Employee sick leave usage will be reduced because have "off days" during the week to attend to their ownooretheirl families health needs. Studies in other cities have shown attendance to improve when similar compressed work schedules are adopted. 5. Closing later (i.e. switch to 7:30 a.m. - 5:30 will afford the public an .extra hour to attend to business at the Agency. Thus, the change in schedule is "public - friendly." 6. Work productivity will increase. Measurable staff productivi gains are expected from the elimination of two break ty (statutory required) per employee, fewer start-UP/shut cycles, less sick leave usage and reduced overtime. This has occurred in other cities -- and moreso with the 4/10 schedule. 7. Service to the public will be enhanced due to the expanded hours and the opportunity to work on assignments longer hours uninterrupted. B. Employee morale will improve. �• The Agency will demonstrate leadership in traffic mitigation throughout the City, similar to the Agency's initiative of closing its offices during the Christmas holidays. The 9/80 schedule will assist the Agency and City in meeting the goals Of SCAQSD and also be helpful in improving management achievements of the Agency's mission and goals. For afford more quality time with the children, andwreduceifAzailiar can expense and stress associated with child care. offer opportunities to include work and leisure torthehbenefit ofnboth the employee and Agency. The program is intended to focus on positive results, reflected in efficient performance and responsiveness to the public. Basic Plan Implementation Generally, under the 9180 system all hours in a nine day period --- 'employees would work eighty work the Water Department.ne des Actual similar to the system currently used by arrangement f eight days for nine hoursteachw(Plus result in hour)an one day of eight hours (plus a lunch hour) . (plus a lunch hour) and Office would be closed. The schedule would bevad ustedrtorgenerally assure the Agency offices are open each Frida Development Commission meeting. This t y targeted to a nity been successful with the Counties of SanpBernardioandscheduling ersid .has Similarly, a host of Federal governmental entities the Agency works with, such as the Department of Housing and Urban Development, are on a compressed work week schedule. � 3 rJMIHIT A YR-MUS-f 11DJtJ3TED WOR Page 3 K WUX TO 9180 SCBaD= Mon. Tuea. Wed. Thurs. Fri. 9 9 9 9 9 e 9 9 9 New working hours would be from 7:30 a.m. to 5:30 Thursday and 7:30 a.m. to 4:30 P•myy, Mondaypy through of administration and management, vacations bedallotted inrterms of "hours", and holidays in terms of "days" easily :allow easy calculation of each empioyeeTais methodology would Staff has carefully studied this alternative work week proposal and concluded it is best for work production, the public and employees. It is recommended it be approved. z /3